Planning Fees
Planning fees help ensure that your professional time and research receive proper compensation, even if a client does not complete a booking. They also help you identify committed clients early in the process.
*Charging planning fees is optional and at the descretion of each agent.
How Planning Fees Work
A planning fee is a service fee for work completed before a booking is made. This includes research, quote preparation, itinerary planning, supplier communication, and time spent consulting with clients.
Planning fees are:
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Nonrefundable
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Not applied as credits toward bookings
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Not considered deposits
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Required to be processed through the agency Stripe account
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Subject to GST
These rules protect both the advisor and the agency by keeping all planning fees outside of BC trust accounting requirements.
Fee Collection
Each advisor receives a dedicated Stripe payment link. (Please contact support@starfishandteacupstravel.com to request a planning fee link)
All planning fees must be collected through this link to ensure proper tracking, GST remittance, and correct payout.
Planning fees follow the same split as commissions.
Advisor receives 70 percent.
Agency receives 30 percent.
When You Should Charge a Planning Fee
Planning fees are recommended for trips that require significant research or customization, such as:
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Disney and Universal planning
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Cruise vacations with air, transfers, or pre and post stays
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Multi-city Europe itineraries
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Custom land packages
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Groups
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Large family trips
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Any situation where extensive time will be spent before booking
You may choose not to charge a planning fee for simple packages or straightforward all inclusive resorts unless additional research is required.
*Charging a planning fee is a good way to weed out clients who may not be serious about booking, or are just “shopping around”.
How to Introduce Your Fee to Clients
Use one of these scripts for ideas:
Option 1
Before I begin planning your trip, I charge a professional planning fee that covers research, itinerary design, supplier communication, and full support throughout the planning process. The fee for this trip is [$$ plus GST]. Once the fee is completed, I begin planning right away.
Option 2
I charge a planning fee before I begin researching options. The fee for this style of trip is [$$ plus GST]. Here is the secure payment link.
Option 3
Your trip will receive personalized research and recommendations. My planning fee for this trip is [$$ plus GST]. Once it is paid, I can begin planning immediately.
If a client asks why there is a fee
Thank you for asking. Planning fees compensate for the time and professional work that goes into researching and preparing a trip before a booking is made. This includes itinerary planning, comparing options, coordinating with suppliers, preparing quotes, and supporting you throughout the planning process.
Important Notes
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Do not offer credits or refunds on planning fees.
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Do not imply that planning fees can be applied to the cost of travel.
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Record your planning fee in the CRM.
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Only begin research after the fee has been received.
SUGGESTED FEE AMOUNTS
Advisors are free to set their own planning fees. The following ranges are provided as guidance only:
Disney and Universal
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Standard package: $50
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Complex planning with itineraries:$75 to $125
Cruises
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Cruise only: $25 to $50
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Cruise with air, hotels, and transfers: $50 to $100
All Inclusive Resorts
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Standard one week trip: $0 to $25
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Groups or multi-room bookings: $50 to $100
Europe and Custom Trips
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One city: $50
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Two cities: $100
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Multi-city or custom itinerary: $150 to $300
Groups
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3 to 5 rooms: $100
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6 or more rooms: $150 to 300
Flights Only
(flights often do not pay a commission, so a planning fee for flight-only bookings is highly recommended so that you aren’t working for free)
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Domestic or USA: $25/person per flight
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International: $35 to $50/person per flight