How We Plan Your Journey
Introduction
We don't just book trips, we design experiences tailored entirely to you. Whether you're dreaming of Antarctica, the Amalfi Coast, or anywhere in between, our process ensures every detail is thoughtfully crafted and flawlessly executed.
Here's exactly how we work:
Step 1: Discovery Call
Complimentary 30-Minute Consultation
We start by listening. What's your vision for this journey? What matters most to you? What would make this trip truly unforgettable?
This is a pressure-free conversation to determine if we're the right fit for your travel style and goals. There's no obligation, no sales pitch, just an authentic discussion about your dreams and how we might help bring them to life.
We'll ask about:
Your travel interests and preferences
Who's traveling (couple, family, multi-generational group)
Budget expectations and timeframe
Any special occasions or requirements
Past trips you've loved (or didn't love)
By the end of the call, you'll have a clear sense of whether our approach resonates with you—and we'll know if we can create something extraordinary together.
Step 2: Custom Proposal & Research
Deep Research & Itinerary Design
This is where the magic happens. Once you approve our proposal, we dedicate substantial time to researching and crafting your perfect journey.
We don't work from templates. Every itinerary is built from scratch, tailored to your specific interests, pace, and vision. We leverage our firsthand knowledge, industry connections, and years of experience to design something uniquely yours.
What we handle:
Destination research (best time to visit, hidden gems, current travel requirements)
Hand-picked accommodations that match your style, with multiple options at various price points
Dining recommendations and reservations at sought-after venues
Activity and experience curation (private guides, exclusive access, age-appropriate options)
Transportation coordination (flights if desired, private transfers, trains, ferries)
Detailed day-by-day itinerary with insider tips and backup options
Plus, as Virtuoso members, we secure exclusive amenities you can't get when booking direct:
Room upgrades (when available)
Daily breakfast for two
Hotel credits ($100-$500 value)
Early check-in and late check-out (when available)
VIP welcome amenities
What you receive:
A comprehensive proposal with your custom itinerary, multiple accommodation options, transparent pricing for each component, and our expert recommendations explained in detail.
Timeline:
7-14 days after proposal acceptance
Fee Structure:
$500-$5,000+ (based on complexity*)
A few examples
Simple domestic trips (1-2 destinations): $500-$1,000
International multi-destination: $1,000-$2,500
Luxury cruises bookings - $500-$1,000
Expedition cruises (Antarctica, Arctic): $1,500-$2,000
Complex worldwide itineraries: $2,000-$5,000+
Multi-generational groups (3+ families): $2,500-$4,000+
*Your planning fee is always discussed transparently during your discovery call before any work begins.
Step 3: Refinement & Booking
Perfecting Every Detail
We iterate together until every element is exactly right. Want to add an extra day in Rome? Switch hotels? Upgrade to a suite with a view? We adjust seamlessly until you're completely satisfied.
This is your trip, and it should feel perfect before we book anything.
Once you approve the final itinerary, we handle all reservations:
Hotels and accommodations
Flights (if requested)
Private transfers and ground transportation
Tours, experiences, and activities
Restaurant reservations
Special requests (champagne on arrival, birthday surprises, anniversary touches)
We confirm everything, ensure all suppliers have your details, secure your Virtuoso exclusive amenities, and provide you with confirmation numbers for every component.
Your only job: review, approve, and start packing.
Step 4: Pre-Departure Planning
Everything You Need Before You Go
Two to three weeks before your departure, we shift into final preparation mode.
You'll receive a complete digital itinerary accessible on your phone or tablet, containing:
Day-by-day schedule with all details
Every confirmation number (hotels, tours, transfers, restaurants)
Contact information for each hotel, guide, and driver
Our 24/7 emergency contact line (direct access, not a 1-800 number)
Maps and directions for each destination
Local emergency contacts and nearest embassy information
We also provide:
Packing recommendations specific to your destinations and activities
Weather expectations and how to prepare
Cultural tips and local customs to know
Key phrases in the local language
Insider advice on tipping, dress codes, and etiquette
We'll schedule a final pre-trip call to walk through your itinerary, answer any last-minute questions, and ensure you feel completely prepared and confident.
You'll leave for your trip with everything documented, organized, and at your fingertips, no stress, just anticipation.
Step 5: White-Glove Support
24/7 Access While You Travel
This is where we truly differentiate ourselves from booking direct or using online agencies.
Throughout your entire trip, you have direct access to us—not a generic call center, not an automated system. Before hours, during hours, and after hours. We're available.
Real scenarios we handle:
Flight delays or cancellations
We rebook your flights, adjust hotel reservations, notify ground transportation, and reschedule any affected restaurant reservations or tours, all while you're in transit.
Hotel issues
Room not as expected? Noise problems? Request for a different room? We escalate immediately, leveraging our relationships to get you solutions fast.
Restaurant problems
Restaurant closed unexpectedly? We find alternatives and secure reservations. Dietary issues or special requests? We handle the communication.
Transportation mix-ups
Driver didn't show? We dispatch backup immediately. Missed a transfer? We arrange alternatives on the spot.
Spontaneous changes
Want to extend your stay? We'll rearrange everything. Weather ruins outdoor plans? We pivot with indoor alternatives. Discovered something amazing and want to add it? We make it happen.
The Rising Tide Travel difference
When you book direct or through an online platform, you're on your own when things go sideways. With us, you have an advocate who knows your trip intimately and can solve problems in real-time.
Step 6: Post Trip Follow-up
The Journey Doesn’t End When You Return
Within a week of your return, we reach out to hear about your experience.
We want to know:
What were your absolute highlights?
Any unexpected moments that delighted you?
How did the hotels, guides, and restaurants perform?
Anything that didn't meet expectations?
Photos you'd love to share!
Why this matters:
Your feedback helps us continually refine our recommendations and informs future client experiences. We genuinely want to know how your journey unfolded—the magical moments and anything that could have been better.
But we're also thinking ahead. Many of our clients book their next adventure before they've even finished unpacking from the last one. Whether it's six months or two years from now, we'll be here when wanderlust calls again.
For returning clients:
You receive priority scheduling and special consideration on planning fees. Once you've traveled with us, you're part of the Rising Tide family, and we take care of family.
Frequently Asked Questions
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No, planning fees are non-refundable once we begin work. They compensate us for the extensive research, design time, and expertise that goes into creating your custom itinerary, typically 20-40 hours of dedicated work.
However, if circumstances change and you need to postpone (not cancel entirely), we'll apply your planning fee as a credit toward future planning within 12 months. We want you to take the trip when the timing is right.
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We earn commissions from our travel partners (hotels, cruise lines, tour operators) when you book through us. The planning fee ensures we're compensated fairly for complex trips or when the booking value doesn't reflect the planning complexity.
This dual model benefits you because:
We're incentivized to create the best possible trip (happy clients return and refer others)
You get unbiased recommendations (we're not pushing what pays the highest commission)
Our fee is transparent upfront (no hidden costs or surprises)
The value we deliver through Virtuoso perks, time savings, and expertise, far exceeds the planning investment
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We're happy to discuss collaborative approaches, but our full-service model works best when we handle all components. Here's why:
Seamless coordination:
When we book everything, we ensure perfect timing between flights, transfers, and hotels. If your flight is delayed, we can immediately adjust all downstream reservations.
Leverage and value:
Hotels give us better rates, guaranteed upgrades, and exclusive amenities due to our booking volume and Virtuoso membership. You can't access these perks booking direct.
Accountability:
If something goes wrong, we can fix it immediately because we have direct supplier relationships. We can't help troubleshoot components we didn't book.
24/7 support:
We can only provide emergency assistance for elements we've arranged.
That said, if you have airline points you want to use or a specific hotel loyalty program, we can sometimes work around that. Let's discuss during your discovery call.
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Without a travel advisor:
20-40 hours of research time (your time has value too)
Insider knowledge (which room to request, which tour company is actually best, which restaurants are worth it)
Virtuoso exclusive amenities (room upgrades, daily breakfast, hotel credits worth $1,000-$2,500)
VIP treatment and priority status at properties
Someone who knows your complete itinerary and can adjust everything in real-time when things change
24/7 support when flights are canceled or hotels have issues
Access to sold-out properties and preferred rates
With Rising Tide Travel:
Fully customized itinerary designed around your vision (not cookie-cutter packages)
Everything coordinated seamlessly so you don't worry about logistics
Exclusive perks that often equal or exceed the planning fee
A trusted advocate before, during, and after your trip
Peace of mind that every detail is handled by experts
Your time back (we do the research so you can focus on anticipation, not stress)
The reality:
The Virtuoso amenities alone often exceed the planning fee. You're not paying extra, you're getting extraordinary value and saving yourself weeks of research.
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Ideal timelines vary by trip type:
Expedition cruises (Antarctica, Arctic, Galápagos): 12-18 months
European river cruises: 9-12 months
International trips with multiple destinations: 6-9 months
Luxury domestic travel: 3-6 months
Last-minute trips: We can help, but availability and options are limited
Why plan ahead?
Best cabin selection on cruises
Preferred room categories at top hotels
Availability at Michelin-starred restaurants and exclusive experiences
Better airfare pricing
More time to save for the trip (especially important for $15K+ expedition cruises)
Less stress, more anticipation
That said, we've pulled off incredible trips with just 60 days' notice. If you're working with a shorter timeline, let's have an honest conversation about what's possible.
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Yes, but with realistic expectations.
If your trip is within 60 days, understand:
Hotel and tour availability may be limited, especially during peak seasons
We'll have less time for customization and refinement
Some exclusive experiences may be fully booked
Airfare may be more expensive
Our planning timeline is compressed
We'll always be honest about whether we can deliver the experience you deserve, or if we should focus on planning your next trip when there's adequate lead time.
For true last-minute needs (within 2-4 weeks), we recommend focusing on simpler itineraries with fewer moving parts, where we can still add value without the luxury of time.
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No. Our 24/7 support during your journey is included in your planning fee - no hourly charges, no surprise bills.
If you need to extend your stay, add an experience, or pivot due to weather, we handle it. If your flight is canceled at 2am, we rebook you. If the restaurant is closed, we find alternatives.
This is part of our commitment to you. The planning fee covers the entire relationship, from first call through your return home and beyond.
The only exception: if you make major itinerary changes after we've already booked everything (like adding an entirely new country), we may discuss a modest additional planning fee. But day-to-day adjustments, support, and problem-solving? Always included.
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Life happens. We understand that circumstances change.
Planning fee:
Non-refundable, as it compensates for work already completed. However, we'll credit it toward future travel planning within 12 months if you postpone rather than cancel entirely.
Trip costs:
Cancellation policies vary by supplier (hotels, cruise lines, airlines, tour operators). We'll explain each supplier's policy upfront when booking, and we strongly recommend comprehensive travel insurance.
Travel insurance:
We always recommend purchasing cancel-for-any-reason (CFAR) travel insurance, which can reimburse 50-75% of non-refundable costs. We can connect you with reputable providers.
Our role:
If you need to cancel, we handle all the logistics - contacting suppliers, processing refunds, managing paperwork. We're with you through the difficult moments too.
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Yes! We work with all types of travelers:
Solo travelers seeking curated experiences and safe, vetted accommodations
Couples celebrating milestones (honeymoons, anniversaries, retirement trips)
Families looking for age-appropriate activities for multiple generations
Friend groups coordinating complex logistics across different home cities
Corporate retreats and incentive travel
Our planning process adapts to your specific group dynamics. Solo travelers get detailed safety guidance and social opportunities. Families get kid-friendly activities balanced with adult experiences. Multi-generational groups get options that work for ages 8 to 80.
Tell us who's traveling, and we'll design accordingly.