A complex itinerary
Define handovers, responsibility and availability in advance.
Frame this journeyROAMALIO
Decision sequence for a concierge brief
- 01Request & scope
- 02Owner & hand-off
- 03Change & escalation
TRAVEL CONCIERGE
Choose the service by responsibility.
A useful concierge is not a list of exclusive requests. It is accountable coordination with clear scope, fees and response paths.
Frame the decisionROAMALIO PERSPECTIVE
The decisive question is who owns each task—and when.
The right service scope depends more on itinerary, group and conditions than on isolated features. The assessment therefore starts with the actual requirement.
START WITH THE OCCASION
Which situation describes this journey?
A concrete occasion makes service scope, format and the useful questions easier to define.
A special occasion
Coordinate discretion, approvals and changes clearly.
Frame this journeySeveral travellers
Bring preferences, budgets and decisions into one brief.
Frame this journeyBEFORE YOU ENQUIRE
These questions change the shortlist.
- 01
Who is the named contact before, during and after the trip?
- 02
Which services are fulfilled directly and which are only introduced?
- 03
How are third-party costs, service fees and changes authorised?
- 04
Which response time and escalation route are actually committed?
TOTAL COST VIEW
Separate the cost components.
Compare the full quoted scope: base price, mandatory extras and refundable deposits should remain distinguishable.
Check figures from my quotesService fee
Keep retainers, memberships, fixed fees and individual charges distinct.
Third-party services
Hotels, transfers and experiences remain separate supplies with their own terms.
Changes
Rebooking and short-notice coordination may create additional charges that require approval.
Referral compensation
Commissions and potential conflicts should remain visible and understandable.
CHOOSING THE FORMAT
Which offer format fits?
| Format | Suitable when | Check closely |
|---|---|---|
| Trip support | a small number of reservations and local arrangements need coordination. | scope limits and the response path when plans change. |
| Dedicated concierge | several complex services must be coordinated around one itinerary. | availability, cover arrangements and the fee model. |
| Group desk | timings, transfers and requirements for many travellers converge. | responsibility, data sharing and escalation ownership. |
UNDERSTAND THE QUOTE
Same trip. Clearer figures.
Enter the figures from two actual quotes. This check separates the trip price, additional costs and refundable deposit, without ignoring unknown charges.
Base price+Mandatory extras=Comparable price
Which figure belongs where?
Use totals covering the same scope, not a nightly rate next to a whole-stay price. Include only charges additional to the base price as mandatory extras. Do not add an advance payment again if it is already credited towards the trip price.
Enter a security deposit here only when the quote states that it is refundable. Discuss optional requests and unknown costs with the provider separately. This check does not verify prices or availability.
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