What to Expect When Working with a Travel Agency: Louisville Outbound’s Process

We often hear from new clients, “How does it actually work to plan a trip with our travel agency?” Great question! Here’s a look behind the scenes at how the Louisville Outbound team makes travel planning simple, seamless, and stress-free.

Step 1: Let’s Chat

Every trip starts with a conversation — either over the phone, via Zoom, or in person. This is our chance to get to know you, your travel style, preferences, favorite destinations, and what kind of experience you’re hoping for. Whether you’re dreaming of a romantic European escape or an adventurous family journey, this helps us design a trip that fits you perfectly. This is also when we will explain the travel planning process and applicable fees. 

Step 2: Your Custom Itinerary

Once we’ve gotten to know you and your travel goals, we’ll create personalized itinerary options — thoughtfully curated with handpicked hotels, experiences, and transfers. Each itinerary is fully customizable, so we can adjust and refine until it’s just right.

Step 3: Booking & Payment

After you’ve finalized your itinerary, we handle all the booking details — flights, hotels, tours, transfers, and more ensuring everything is confirmed securely through our trusted travel partners.

Step 4: Your Digital Itinerary App

Prior to travel, you’ll receive access to your personalized online itinerary through our app. This easy-to-use platform gives you:

• A day-by-day schedule of your trip

• Live flight updates

• All your travel documents in one convenient place

You can access your itinerary anytime, anywhere — even offline!

Step 5: Pre-Departure Meeting

About two weeks before your departure, we’ll either meet in person or set up a call to go over all of your travel documents and final details together. This is your chance to ask any last-minute questions, review logistics, and make sure you feel fully prepared before you take off. Alternatively we could also mail you the documents! 

Step 6: Travel Support Every Step of the Way

We work closely with our partners in each destination to make sure every detail runs smoothly. And if something unexpected comes up while you’re away, our team is always available to assist.

Step 7: Welcome Home!

One of our favorite parts is welcoming clients home and hearing all about their travels! We welcome all photos and stories, and greatly appreciate all feedback. You can check ours + our client's travel gallery here!