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– 13.03.2022.

A Virtual Travel Assistant For Stress Free Travel Planning

Who needs a virtual travel assistant? Odds are it might be you. Whether you’re traveling for business or pleasure, it’s safe to say that things don’t always go according to plan. And even when they do, it’s not unusual for you to experience an element of travel stress, because you’re wondering what you’ve forgotten, or…

Jennifer Brown

South Africa

A Virtual Travel Assistant For Stress Free Travel Planning 1

Who needs a virtual travel assistant? Odds are it might be you.

Whether you’re traveling for business or pleasure, it’s safe to say that things don’t always go according to plan. And even when they do, it’s not unusual for you to experience an element of travel stress, because you’re wondering what you’ve forgotten, or whether all the details have been taken care of. Those subconscious checklists are the kind of thing that can make any trip feel a little less than restful.

Just imagine, for a moment, what it would feel like to have everything securely and professionally planned and monitored, down to the last little detail. Imagine what it would be like to know that even if something unexpected had to happen, that you’d have a backup staff member in place, ready to handle anything on your behalf.

It’s not only a possibility: it can be your reality. And a virtual travel assistant can make it happen for you.

What Does a Virtual Travel Assistant Do?

You can plan and execute every aspect of your trip by hiring a virtual travel assistant.

Broadly speaking, a travel assistant can cover these tasks, and more:

  • Planning and coordinating your itinerary according to your instructions.
  • Ensuring your documentation is in order.
  • Facilitating currency exchange for you.
  • Finding and booking your accommodation and transport.
  • Taking care of your travel insurance.
  • Providing you with travel planner notes and reminders.
  • Facilitating online check-ins for you.
  • Providing a backup service in case of mishap or change of plans.
  • Handling emails and calls on your behalf while you’re traveling.

This is just a broad outline, but it’s easy to see just how much time and effort you can save when you enlist the help of a skilled virtual travel assistant.

Planning and Preparing

For anyone who travels regularly, you’ll know that trip preparation can sometimes be a nightmare. Endless checklists, bureaucracy and administration, and the added pressure of knowing that a mistake can quickly sabotage a trip.

An experienced travel assistant will ensure that every single aspect of your trip is accounted for:

  • Research and presentation: a virtual travel assistant will carefully compare and evaluate all the options and present them to you for consideration. Venues, packages, costs, alternatives – you’ll have more to choose from, and more to experience if you want to.
  • Bookings and reservations: from flights to events, hotel or resort bookings, and even entertainment or restaurant reservations, your assistant can set everything up in advance. And if there are any changes, you’ll not only be kept informed, but have alternatives at your disposal.
  • Scheduling and itinerary: with everything planned to precision, and someone available to remind you of upcoming arrangements, you can set off without having to worry about the details.

In fact, an experienced travel VA will do this so well that you may even want to consider using a virtual assistant for all your scheduling.

Managing Your Trip

Traveling can be challenging, especially when you’re trying to keep tabs on all the arrangements. Airports, hotels, cabs, and on-the-fly arrangements can take more time and energy than you’d think. A travel assistant will arrange the necessities on your behalf, as well as checking in to ensure that your trip is progressing as it should.

  • Support when you need it: if you need changes made to your schedule in the middle of a trip, your virtual travel assistant can do it for you far more easily than you can.
  • Transit and transport: from car hire to arranging a dedicated driver or cab service, your virtual assistant can make arrangements on your behalf in real time, saving you the work and stress of having to do it yourself.
  • Accommodation approval: often, arriving at an unknown destination can be a shot in the dark. Your virtual travel assistant can scan reviews and media information in advance to make sure you’re getting what you’ve paid for.
  • Documents and payments: your virtual assistant will ensure that there are no surprises, whether you’re asked to produce a vaccination certificate or faced with an unexpected surcharge on a service.

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More Time to be Present

You have more time to focus on what’s important, knowing everything is being handled. If you’re away on business, that means you have more mental bandwidth to devote to the tasks at hand without being distracted. You’ll accomplish more, experience greater mental clarity, and feel more in control of your business responsibilities. Besides, who doesn’t enjoy having an assistant to do the heavy lifting?

For leisure travel or a vacation, a virtual travel assistant can be an even greater help. With all the travel details taken care of, you’re free to become fully immersed in the experience at hand. There are other benefits, too:

  • A virtual travel assistant can arrange an itinerary tailored to your exact requirements – a personalized schedule that takes you away from the well-worn commercial alternatives.
  • If you’re traveling with a larger group of friends or family, you don’t have to worry about coordinating the paperwork and complicated booking arrangements – your virtual assistant will take care of it on your behalf.
  • Discover the road less traveled. Your virtual travel assistant can also investigate and recommend secret travel destinations hidden from the average tourist. Priceless moments, exclusive views, and once-in-a-lifetime experiences, courtesy of the organizational skills of your virtual assistant.

Safety and Security

When you’re away from home, you’re more vulnerable. And whether it’s a natural disaster, civil unrest, or a criminal syndicate targeting travelers, you can sometimes encounter difficulties.

Here, a virtual assistant is your safety net. Lost your passport? Cards or cash stolen from you? Need documentation to arrange medical care? You know that you’re covered, and that your assistant can make all the necessary arrangements even if you can’t.

If you’re heading to less populated areas or taking part in adventure travel, have someone check in on you periodically.  And in a worst-case scenario, getting medical care or arranging an evacuation is much easier when you have someone to do it for you.

Handling Things While You’re Away

A virtual travel assistant can fulfill another function, too. They can take care of your business, your property, and even your family while you’re away.

  • You can have your calls and mails rerouted and responded to.
  • You can arrange for your virtual assistant to provide you with key business updates if you need them.
  • Your virtual assistant can also liaise with your house sitter and  your security company.
  •  If you’re travelling solo, you can rely on your assistant to keep your family updated on your movements. From arranging deliveries to checking in on parents, a virtual assistant can do it all.

Best of all, a good virtual travel assistant costs far less than you might expect. And when you weigh up the benefits rather than doing everything yourself, hiring an assistant is an attractive option.

Book a discovery call today and we’ll show you just how versatile and professional a virtual travel assistant can be – and how your next trip could be better than anything you’ve experienced before.

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