Let's talk about how to make your next fam trip visit as useful as possible.
Whether you're heading to an all-inclusive resort, exploring a boutique property or heading on a cruise, this checklist will help you gather exactly what you need to boost your sales.
We've broken it down into manageable chunks, focusing on what to do before you pack your bags, while you're on-site, and after you return home.
Before the Trip
Your preparation sets the foundation for success. Start by determining your goals - whether it's expanding your luxury portfolio, finding unique adventure experiences, or deepening your expertise in a specific destination. Use Plan Fam Trips to identify and connect with operators aligned with your business objectives.
Destination Research:
- Review tourism board websites, local events calendars for the dates you'll be there
- Check how similar properties are being marketed in the area
- Study current rates and seasonal variations for competitive properties
- Browse Plan Fam Trips listings in your target destination to compare opportunities
Client Matching:
- Print out profiles of 5 specific clients who would book this exact experience
- Note their typical spending patterns, preferences, past booking history
- Identify which aspects of this trip would appeal to each client
Goal Setting:
- Determine minimum number of rooms you plan to book in next 6 months
- List 3 specific unique selling points you need to verify on-site
- Set target number of social media posts and content pieces to create
Administrative Preparation
Nothing derails a fam trip faster than missing documentation or being underprepared for key conversations. This checklist ensures you show up as a professional ready to do business, not just someone there for a free trip.
Required Documents:
- Valid passport (6+ months)
- Travel insurance certificate
- Printed supplier agreement
- Business cards
- Digital portfolio showing recent bookings
- Rate sheets from your current preferred suppliers
Questions List:
- Commission structure
- Booking deadlines
- Cancellation policies
- Group booking minimums
- Special agent rates
- Marketing support availability
- Booking portal access
Technical Setup
Content creation is a part of modern fam trips, but technical issues can waste precious time on-site. This prep work ensures you can focus on experiencing the property rather than troubleshooting equipment.
Equipment:
- Smartphone with extra storage
- Portable charger
- Smartphone tripod
- Wide-angle lens attachment
- Notebook and pen
- Voice recorder app
- Business card scanner app
Content Planning:
- Create folder structure for each property
- Set up cloud backup
- Schedule social media post times
- Download property maps
- Install supplier's booking app
During the Trip
Professional Documentation
Your future self will thank you for detailed documentation. While memory fades quickly, these specific details will help you match the right clients to the right experiences months after your visit.
Property Documentation:
- Room inventory by category:
- Entry-level room specs
- Suite configurations
- Connecting room options
- Best rooms for families
- Quiet room locations
- Rooms with best views
Experience Details:
- Restaurant opening hours
- Dress codes
- Kids' club age limits
- Spa treatment menu
- Activity pricing
- Transfer times from airport
- Local transportation options
Content Creation
The right photo can sell a vacation instantly, while the wrong one can kill interest. Focus on capturing both marketing-worthy shots and realistic previews that answer common client questions before they're asked.
Photo Checklist:
□ Room Types:
- Wide angle of full room
- Bathroom features
- Closet/storage space
- Balcony/view
- Bed close-up
- Room service setup
□ Public Spaces:
- Lobby at different times
- Pool areas (morning/evening)
- Restaurant seating
- Beach setup
- Gym equipment
- Spa facilities
□ Detail Shots:
- Welcome amenities
- Turn-down service
- In-room technology
- Bathroom amenities
- Restaurant presentation
- Activity action shots
Video Requirements:
- 30-second room walk-throughs
- 60-second property overview
- Quick spa tour
- Restaurant ambiance clips
- Activity highlights
- Sunset/location beauty shots
Business Development
The relationships you build during a fam trip often prove more valuable than the property knowledge itself. These contacts become your direct line for special requests and problem-solving down the road.
Contact Collection:
- Sales manager
- Reservations supervisor
- Concierge
- Restaurant manager
- Spa director
- Activities coordinator
After the Trip
Content Management
Organization:
□ Create property folders:
- Room types
- Amenities
- Activities
- Dining
- Spa
- Location shots
□ Label all photos with:
- Property name
- Room category
- Date taken
- Special features
Follow-up Actions
The first 30 days after your fam trip are essential for converting the experience into actual bookings. Many agents lose momentum after returning home - this timeline keeps you accountable and ensures you maximize your investment of time and energy.
Week 1:
- Send thank you emails to key contacts
- Share best photos with supplier
- Connect on LinkedIn with staff
- Follow property social media
- Update supplier contact list
Week 2:
- Create property one-sheet
- Schedule client presentations
- Share highlight reel on social
- Update booking portal profile
- Input new rates in system
30-Day Plan:
- Schedule supplier check-in
- Request marketing materials
- Plan cooperative promotions
Keep Building This List
Every fam trip offers unique opportunities and challenges. Have a tip we missed? A strategy that consistently delivers results? Share your insights with us. The most valuable checklist is one built from real experiences in the field.
This living document represents the collective wisdom of travel professionals - help us make it even better.
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