Luxury advisor's last-minute family booking rules after whirlwind trip

Use a DMC 

Martin encourages working with a DMC when planning a family holiday under a tight deadline, especially if the trip is long distance. 

He enlisted Sri Lanka tour specialists Authenticities to help organise the details on the ground, knowing full well he needed an expert’s insight to find the right accommodation and transport. It was his first time using the company in his five-year-long career as a travel advisor, but he says he will “definitely work with them again” after having such a positive experience. 

“I don’t think I could have done it without the DMC,” Martin admits. “Especially for the logistical side of things; there are so many factors to consider when booking a long trip for a family of that size. You’re trying to balance out the amount of time in each place, while also ensuring the client doesn’t miss out on certain places.” 

Martin also emphasises Authenticities was ideal for the ‘off-the-beaten track’ style holiday his clients had requested.

“I can’t fault them,” he says. “They ended up arranging 10 properties for us, as well as the transport, and they dealt with everything really quickly.”

Among this list of accommodation was eco-resort Heritance Kandalama and Mayur Lodge Yala, an off-grid retreat near the iconic national park. The family also stayed at Lavender House Pussellawa, a lavish holiday home with a heated pool, and Aditya Resort near Galle. 

Kids come first 

Martin urges advisors making last-minute family bookings to prioritise the transport beyond the flight, especially if the holiday involves long car journeys.

The first task should be to hire a child-friendly vehicle, which has spacious interiors and plenty of storage, as well as accessories like booster seats and sun shades. 

“Comfort is so important for kids when travelling long distances,” Martin explains. “You spend a lot of time in the vehicle, up to three to four hours at a time. If you’ve got kids to entertain, it can be a bit challenging. So you need to have the right car.”

“I don’t think I could have done it without the DMC”

Martin also suggests liaising with the DMC to find a driver who has experience serving families, especially if you’re working under a tight deadline. Availability of drivers is, unsurprisingly, lower when booking at the last-minute and they can be difficult to change once appointed, so it’s crucial to get the pairing correct from the beginning, he adds. 

“The DMC moved its drivers around to make sure that the family’s driver was prioritised, because a honeymooning couple typically doesn’t need the same level of detail and care; they can have someone who’s generally a good guide who just deals with adults,” says Martin. 

Go further 

While it may be tempting to stay closer to the UK when booking a luxury family holiday at the last minute, destinations further afield can sometimes be more cost-effective. 

“Interestingly, it might be cheaper to fly to Asia rather than Europe when booking at the last minute during peak season,” Martin explains. “To take a family to Europe in July, in the height of the school holidays – you’re talking thousands of pounds for the flights alone, before you even take into account the accommodation.”

Luxury hotel rates also tend to be cheaper in south-east Asia, which is another crucial factor to consider when booking for multiple people. 

“It might be cheaper to fly to Asia rather than Europe when booking at the last minute during peak season”

Be honest 

Even if everything goes smoothly, it’s important advisors manage clients’ expectations when it comes to last minute bookings. Martin was transparent with the couple about the lower availability of luxury accommodations, in particular, as most five-star hotels have reservations months in advance. 

“It’s a ballot. You’re probably not going to get the best of the best at the last minute, because these places are always booked up,” he said. “But say look, ‘We’re still going to get you the best trip we can.’”

Strong communication from first consultation is also key with last minute bookings, as the advisor needs to log as much information as possible in a short space of time. 

“Go over the top in terms of the communication with the client in the first few days – you really want to build a relationship quickly with them to find out what they need,” Martin says, before adding that you should also check in with them throughout the trip. Setting up a WhatsApp group with the DMC’s local contacts is another good idea, as it allows the advisor to resolve issues easily without disturbing the client. 

Despite the minor challenges along the way, Martin is thrilled with the end result of the booking. “I’m really happy that I was able to do a trip like that because it’s not very often you get it,” he says. “It put us to the test, and that’s what we’re here for.”