Definition of travel agency
A travel agency is a business (which could be private retailer or public service) that provides travel and tourism related services to the public on behalf of suppliers such as activities, airlines, car rentals, cruise lines, hotels, railways, travel insurance, and package tours.
The primary work of travel agency is to advertise and sell tour packages, packaged by tour operator to the public. Most travel agency works with/under tour operator while others are independent, in the sense that they create and market tour package themselves.
A travel agent works under travel agency and engaged in advertising, selling and arranging transportation, accommodations, tours, and other similar services or trips for travelers.
Tour Package:-
A package tour, package vacation, or package holiday comprises transport and accommodation advertised and sold together by a vendor known as a tour operator. Other
services may be provided such a rental car , activities or outings during the holiday.
Transport can be via charter airline to a foreign country, and may also include travel between areas as part of the holiday. Package holidays are a form of product bundling . Package holidays are organised by a tour operator and sold to a consumer by a travel agent. Some travel agents are employees of tour operators, others are independent.
FUNCTIONS OF A TRAVEL AGENCY
1. Travel Information:
A retail travel agency provides necessary travel information to the general public. The intending tourists come to the office of the travel agent and seek information regarding their proposed visit The travel agent should be a very knowledgeable man and should supply up to date and concrete information relating to travel. He must have great communication skill and he should be thorough in the art of catching the potential customers. The knowledge of
foreign language is a desirable qualification for those working in a travel agency.
2. Preparation of Itineraries:
A tourist journey involves preparation of different types of itineraries. There are different means of transport with their respective advantages and disadvantages. A travel agent advises the potential tourist to choose the most convenient course.
3. Liaison with Providers of Service:
A travel agent should maintain constant contact with the providers of various services like the transport companies, hotel managers and providers of surface transport like motor cars from airport to hotel and for sightseeing etc.
Planning and Costing Tours:
The contracts and arrangements having been entered into, there comes the task of planning and costing tours, both for inclusive programmes and to meet individual requirements. This job is intensely interesting and at the same time challenging. This job calls for a great deal of
initiative and drive. The job calls for travel to those places which are to be included in the itineraries. This is essentially a job for a meticulously minded person and calls for considerable training and ability. Many agencies with the cooperation of airlines and other
transportation companies take the opportunity of arranging educational tours for such staff to countries with which they deal.
Many agencies have people who are authorities on particular countries and, in addition to a general programme, many will issue separate programmes dealing with territories. Separate programmes dealing with holiday offers based on specific forms of transportation, e.g., air, rail, road or sea, may also be prepared. Programmes also have to be issued to cover different seasons of the year. Publicity is an important part of the programme. Having spent considerable time and money on preparing all that goes into the issue of a programme, publicity must feature considerably in the activities of a travel agency and more so if the agency happens to be a large one. The majority of large travel agencies have their own publicity departments under the management of a publicity expert.
4. Ticketing:
Selling tickets to tourists for different modes of transport like air, rail and sea is a very important function of a travel agent. Ticketing is not an easy job as the range of international air fares is very complex. Computerised Reservation System (CRS) has revolutionised the
reservation system both for air and train tickets and also a room in a hotel.
5. Provision of Foreign Currencies:
Provision of foreign currency to an intending foreign tourist is an important function of a travel agent. The Government of India allows an Indian traveller going abroad 10,000 US $.
The travel agent will arrange for the purchase of foreign exchange on behalf of his intendingtravellers. This facility will save a lot of time and harassment for the intending tourists.
6. Insurance:
Insurance for personal accident risks and risk for loss of baggage is an important function of a travel agent.
QUALITIES OF A TRAVEL AGENT
1. Knowledge
When travelers choose to use a travel agent instead of booking a trip themselves, they are looking for expertise. Turn yourself into an information sponge and soak up everything there is to know about airlines, airports, destinations, dining, and accommodations. Read travel articles and publications to stay current. Don’t be afraid to ask your suppliers questions about the products you are buying.
2. Professionalism
Set high expectations of professionalism for yourself and your employees. Check the spelling on your emails and quotes. Put efficient processes in place for making and managing bookings rather than just “winging it” as you go. Consider implementing or following a personal dress code to help you feel at the top of your game — even if you work from home!
3. Enthusiasm
Enthusiasm is contagious. Stay excited about what you sell and your clients will catch on. Be that crazy person that loves Mondays . Keep your standards high and your goals ahead of you. Make sure to save plenty of time in your year for your own travels. This will keep you
excited and passionate about what you do!
4. People Skills
Are you able to pick up on subtle communication cues? Can you figure out what a client really wants when they’re having a hard time expressing it clearly? Do you know how and when to close the sale? Some of these things come naturally, but much of it is learned simply by paying attention. Become a student of human nature even when you are not on the job and you will start to develop a keen ability to read people.
5. Integrity
Be honest and upfront about fares, rules and regulations. Don’t try to sell something you don’t think your travelers would love. Take the high road. Referrals and recommendations
are your best form of advertising, but they simply won’t happen if you don’t maintain the highest standards of integrity.
6. Resourcefulness
A great travel agent has the ability to think on their feet and adapt to new situations. Whether it’s a forced a schedule change, an unusual request, or a missed connection, quick- thinking is essential. Learn to stay calm and navigate emergencies like a pro. Figure out what resources you have at your disposal and make it happen! Your clients will think you are a miracle-worker!
7. Empathy
Even when you do all the right things in the booking process, travel arrangements can often go awry. Airlines are delayed, bags get lost, and travelers can get sick. Just because an incident is not your fault, doesn’t mean you show no compassion. Be your client’s advocate whenever you can. Use your experience to take up their cause with airlines and travel insurance underwriters. If there is truly nothing you can do, offer your best suggestions and your genuine empathy. Be a listening ear and make them feel heard and understood .
8. Marketing skills
This involves the skills to develop good marketing plan which involves research, what price the clients (travelers) are willing to pay, how to manage competitors, and how to create product (tour package) that meets the need of a specific type of customer (marketing segmentation).
9. Communication skills. 10. Timeliness
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