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Partner Relationship Handbook

  • At Luxury Trips (LT), we’re passionate about helping others discover the world through personalized, world-class experiences. Please help us to ensure we continue to offer the highest level of service by reviewing the following information and uploading your company details.

    Insurance Information

    As a LT partner, your professional liability insurance coverage must meet the following requirements:

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    • Rates

      We typically work off a Standard Tour Operator (STO) rate of 30% less than the published pricing or fair market value. This allows us to sell to agents as well as our own direct client base. If we are working with a lower rate, we will not be able to build in agent commission and as our revenue is evenly distributed between the two channels (agent and direct bookings), this will reflect in the business we are able to bring to you. Ideally, we’d of course love to pitch your product to both agents and clients while making a modest profit.

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      • By default, LT will remit payment 30 days prior to the client’s departure. Exceptions can be made if discussed and agreed upon prior to LT sending a proposal to the client.
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      • Emergency Procedures

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        • Your Products & Services

        • Partner Expectations

          To help us uphold our commitment to fulfill our clients' requests and answer their questions in a timely manner, we need timely and efficient results from our partners’ reservations and operations team(s). You, our valued partner, can help us by ensuring the following:

          1. Timely Communication. When LT emails a new lead request to the partner, the partner should:
            • Immediately acknowledge receipt of email.
            • Provide status of request (provisional, waiting for confirmation of status or waitlisted) by 8 a.m. EST the next business day.
            • Send a quote to LT by 11 a.m. EST the next business day. If requested services are not available, provide a quote for a comparable alternative.
            • If LT agrees for Partner to be in direct contact with the client, Partner must cc LT on all email communication and immediately provide LT an email summary of any phone conversations.
          2. Comprehensive Quote Information. When the partner emails a quote to LT, it should include:
            • Itemized quote specifying currency type
            • Status of quote (provisional, waiting for confirmation of status or waitlisted)
            • Specials that are relevant to the request
            • Provisional deadline to book
          3. Expiration Notification. Before a provisional booking expires, please notify LT.
          4. Confirmation. When LT notifies Partner that the client is ready to book, Partner should send LT a confirmation of services and an invoice within 24 hours.
          5. Final Documents.
            • Contact details including:
              • Local office phone, email, and names of consultant(s) who are available until 12 p.m. EST
              • Local 24/7 emergency phone, email, and names of consultant(s).
              • Touring and transfer representatives’ names, phone numbers, emails, and emergency phone and email contact details.
              • All accommodations address and phone number
              • Airline contact details
            • Confirmed detailed day-by-day itinerary including the following:
              • Transfer and tour details:
                • Company name
                • Pick-up times
              • Specific directions for clients.
                • (Ex. Upon arrival to connect with meet & greet person)
              • Vouchers, if applicable.
          6. While Clients Are Traveling, the partner should:
            • Provide LT with client updates from hotel/camp management and/or guides.
            • Immediately inform LT of any problems/complaints (i.e. missed transfers)
          7. Upon Client’s Departure: The partner will send a detailed feedback report within 7 days of completed travel. (This can include guest survey results, management notes, guide reports, etc.)
        • Confidentiality & Non-Solicitation Agreement

          For the protection of our clients and our brand, you may not collect or distribute Luxury Trips clients’ personal contact information, such as email and phone number. You may not contact LT clients directly with marketing communications. If you would like opportunities to market to LT’s client base, please contact Luxury Trips Marketing at 321-622-9374 or email marketing@luxurytrips.com. We love collaborating with our partners for marketing initiatives including events, guest blogging, e-newsletters, and more!

          Partner Agreement

          We (Partner) agree to 1) maintain at least these minimum insurance requirements and 2) ensure our reservations and operations teams meet the Partner Expectations as specified above for as long as we work with Luxury Trips (LT). We further agree to adhere to the Confidentiality and Non-Solicitation Agreement as specified above.

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