A practical roadmap for booking smarter, faster, and with confidence
How to Work with Europe Express: A Step-by-Step Guide for Travel Advisors
A practical roadmap for booking smarter, faster, and with confidence
Why This Guide Exists
This guide is designed to serve as a living resource for Travel Advisors who want to work more efficiently with Europe Express and deliver exceptional client experiences with confidence.
Whether a Travel Advisor is new to Europe Express or looking to refine an existing workflow, this guide should help answer the most common questions: how to get started, when to submit a quote, which travel style is right for a client, when to involve a Europe Specialist, and how to make the overall process smoother from start to finish.
Europe Express is truly an extension of a Travel Advisor’s business: a trusted behind-the-scenes partner that helps simplify complex travel planning while empowering the Travel Advisors to remain at the forefront in their client relationships.
Key Takeaways
- A clear, repeatable process for working with Europe Express from quote request through post-trip support
- Guidance on how to choose the right Europe Express travel style for each client
- Best practices for streamlining quote requests, revisions, and confirmations
- Built-in opportunities to engage your Europe Specialist and local Business Development Manager (BDM) throughout the process
- A clear reminder to include travel insurance as part of a well-supported booking
- Ways to stay connected with Europe Express beyond a single quote or booking
Sections Within This Guide
Section 1: Understanding How Europe Express Works
Section 2: Choosing the Right Travel Style for Your Client
Section 3: Step-by-Step Booking Process
Section 4: Frequently Asked Questions
Section 5: Travel Insurance—Protecting Your Clients and Your Business
Section 6: Your Support System
Section 7: Stay Connected and Grow with Europe Express
Section 8: Helping You Impress—Every Step of the Way
1. Understanding How Europe Express Works
1.1 Who We Are
At Europe Express, everything we do is built with the Travel Advisor in mind. For more than 30 years, Europe Express has partnered exclusively with Travel Advisors to design customized European travel experiences that go beyond the expected. This longstanding focus has shaped a model that prioritizes flexibility, expertise, and collaboration—giving Travel Advisors the support they need to confidently plan and sell complex, high-quality itineraries.
Our goal is to make the booking process easier, faster, and more seamless. From the moment a quote is submitted, Travel Advisors gain access to a team that understands both the destination and the demands of running a travel business.
Support extends well beyond the initial quote. Europe Express works alongside Travel Advisors through itinerary planning, revisions, and booking execution—ensuring every detail is thoughtfully considered and professionally managed. And once clients are traveling, in-destination support helps address unexpected needs, allowing Travel Advisors to deliver a smooth, well-supported experience from start to finish.
The result is a true partnership: one that helps Travel Advisors save time, reduce complexity, and deliver exceptional travel with confidence.
1.2 When to Use Europe Express
Europe Express is designed for the moments when a trip requires more than a simple booking—it requires thoughtful planning, coordination, and expertise.
Travel Advisors often turn to Europe Express when a client is looking for a customized European itinerary rather than a one-size-fits-all package. Whether it’s a multi-city journey through Italy, a seamless combination of rail, hotels, and experiences across several countries, or a trip with specific pacing and preferences, Europe Express helps bring all the moving parts together into one cohesive plan.
We’re the right partner when logistics begin to stack up. Coordinating hotels, sightseeing, transfers, and transportation—especially across multiple destinations—can quickly become time-intensive. Europe Express supports these elements behind the scenes, helping Travel Advisors deliver a well-structured itinerary without having to manage every detail independently.
For clients expecting a more curated or higher-touch experience, Europe Express adds another layer of value. From thoughtfully selected accommodations to well-paced itineraries and meaningful experiences, the goal is to elevate the overall journey while keeping the process efficient for the Travel Advisor.
Group travel is another key moment to engage Europe Express. When multiple travelers are involved, planning becomes more complex—requiring coordination, consistency, and careful attention to shared experiences. Dedicated support ensures that these trips are organized and executed smoothly.
And sometimes, the decision is simply about time. When a Travel Advisor is balancing multiple clients or working within tight timelines, having a trusted partner who understands Europe—and knows how to navigate its logistics—can make all the difference in moving a booking forward quickly and confidently.
In short, we’ve got your back when a trip calls for expertise, efficiency, and a higher level of support. As outlined in the next section, each of these scenarios aligns with one of Europe Express’s distinct travel styles, designed to meet different client needs and expectations.
1.3 How We Fit into Your Workflow
Working with Europe Express is designed to strengthen—not replace—your role as the Travel Advisor.
At every stage, Europe Express operates as your behind-the-scenes partner, building and refining itineraries on your behalf while you remain firmly at the center of the client relationship. Your clients see you as the expert guiding their journey—and that’s exactly how it should be. Everything we do is designed to support you in delivering that experience seamlessly.
From initial planning through final confirmation, Europe Express helps reduce the operational lift that comes with complex travel. We support itinerary design, coordinate with suppliers, manage revisions, and handle booking execution, all while keeping you in control of the client experience. You’re never handing off your client—you’re gaining a trusted partner working alongside you.
Beyond logistics, Europe Express brings deep destination expertise to every itinerary. Whether it’s iconic European highlights or lesser-known, off-the-beaten-path experiences, our role is to help shape trips that feel thoughtful, well-paced, and tailored—so you can present them with confidence.
At the heart of this partnership is a simple goal: to help you impress. When your clients return with glowing reviews, memorable experiences, and complete confidence in your expertise, your business grows. They come back to you for their next journey—whether it’s Europe or beyond—and that’s where this partnership delivers its greatest value.
By supporting you behind the scenes, Europe Express helps you scale your business, strengthen your client relationships, and consistently deliver the kind of travel experiences that keep clients coming back.
1.4 What Travel Advisors Can Expect from the Partnership
While Europe Express fits seamlessly into your workflow behind the scenes, the value of the partnership comes to life in how we support you day to day.
At every stage of the booking process, you can expect a collaborative experience—one where your Europe Specialist works alongside you to build, refine, and strengthen each itinerary. This is not a transactional handoff, but an ongoing dialogue designed to get the details right and elevate the final result.
You’ll also have access to a team with deep destination and product knowledge. From iconic European highlights to lesser-known experiences, your Europe Specialist helps ensure each recommendation is thoughtful, well-paced, and aligned with your client’s expectations.
The quote process itself is built to be streamlined and efficient, supported by tools and technology that help move requests forward quickly without sacrificing quality. As itineraries evolve, revisions are handled with flexibility, allowing you to adapt to client feedback while maintaining momentum.
Where this partnership becomes especially valuable is in managing complexity. Whether you’re coordinating a multi-city itinerary, planning for a group, or delivering a high-touch experience, Europe Express helps navigate the logistics so you don’t have to manage every detail on your own.
Support continues beyond the booking. From pre-departure preparation to in-destination assistance, you can rely on Europe Express to help ensure your clients are cared for throughout their journey.
And as you continue to grow your business, you’ll have access to resources designed to support you—training, tools, your local Business Development Manager, and content that help you sell with confidence and stay connected to what’s new.
Have a trip in mind?
Start the conversation early—connect with us today!
2. Choosing the Right Travel Style for Your Client
2.1 Why Travel Style Matters
Choosing the right travel style from the start sets the tone for the entire booking.
It helps ensure the itinerary aligns with your client’s expectations, reduces unnecessary revisions, and allows your Europe Specialist to build the trip more effectively from the first quote. At Europe Express, each travel style is designed to support a different type of traveler—based on their expectations, budget, level of service, and overall trip complexity.
This section is here to help you quickly identify the right fit—so you can move forward with clarity and confidence.
2.2 Overview of Europe Express Travel Styles
Custom FIT
Best for: Personalized, flexible European itineraries built around your client’s pace, preferences, and priorities.
Custom FIT is the most versatile travel style and the right fit for the majority of bookings. It allows you to create a fully customized experience using curated hotels, sightseeing, transfers, rail, and more—without the need for a concierge-level approach.
This works especially well for independent travelers, couples, families, or small groups who want a thoughtfully designed trip that balances experience, flexibility, and value.
When to Use Custom FIT
- Multi-city or moderately complex itineraries
- Clients who want customization without luxury-level service
- Trips where pacing, preferences, and flexibility matter
- Bookings that require a strong, efficient solution
Why It Works
Custom FIT gives you the flexibility to tailor each trip while keeping the process streamlined—making it easier to deliver a high-quality experience without overcomplicating the booking.
Ready to Get Started?
Start with the Custom FIT Request for Itinerary (RFI) to ensure your quote is clear, detailed, and set up for success.
Are you ready to book?
Submit your quote today and we’ll take it from there.
Elevated Journeys
Best for: Clients seeking a premium, high-touch experience with seamless execution and concierge-level attention.
Elevated Journeys is designed for travelers who expect more—from the level of service to the overall experience. Whether it’s a honeymoon, anniversary, milestone trip, or once-in-a-lifetime journey, this travel style focuses on delivering thoughtfully curated itineraries with elevated accommodations, VIP-style experiences, and a high level of detail throughout.
This is the right fit when your client values ease, personalization, and a polished experience—and when you want to confidently over-deliver.
When to Use Elevated Journeys
- Luxury and service are top priorities
- Clients expect a seamless, high-touch experience
- The trip includes special requests or premium services
- You want to elevate the overall experience beyond a standard customized itinerary
Why It Works
Elevated Journeys allows you to deliver a more refined, concierge-style experience—while having the support needed to execute it flawlessly behind the scenes.
Ready to Get Started?
Use the Elevated Journeys Request for Itinerary (RFI) to guide a detailed, high-touch quote request.
Already have everything in place?
Submit your quote today and let Europe Express take care of the details.
Private Groups
Best for: Groups traveling together who require coordinated planning, shared experiences, and seamless logistics.
Private Groups is designed for situations where one itinerary needs to work for multiple travelers—without sacrificing flow, quality, or experience. Whether it’s a multi-generational family, a group of friends, a celebration, or a hosted trip, this travel style ensures everything is thoughtfully organized from start to finish.
With dedicated support, Europe Express helps balance pacing, activities, accommodations, and transportation—so the experience feels cohesive for the group and manageable for you.
When to Use Private Groups
- Typically 15+ travelers or a defined group dynamic
- Shared experiences and coordinated logistics are essential
- The trip requires alignment across multiple participants
- Group pacing, transportation, and activities need to be carefully managed
Why It Works
Private Groups simplifies complex planning—giving you the support needed to deliver a well-organized, seamless experience for every traveler in the group.
Ready to Get Started?
Use the Private Groups Request for Itinerary (RFI) to guide a detailed and coordinated quote request.
Already have what you need?
Submit your quote today and let Europe Express handle the details.
2.3 Chose the Right Travel Style: Quick Guide + Qualification
Use this quick guide to match your client’s needs to the right travel style—then use the corresponding Request for Itinerary (RFI) to guide your quote and share key details with your Europe Specialist.
| If your client is looking for… | Best Travel Style | Next Step: RFI + What to Ask |
|---|---|---|
| A customized Europe trip with flexibility, personalization, and strong value | Custom FIT | Use the Custom FIT RFI. Ask: What destinations and pace are they looking for? What experiences matter most? How flexible is their plan? |
| A premium, concierge-level experience with elevated service and seamless execution | Elevated Journeys | Use the Elevated Journeys RFI. Ask: Is this a special occasion? What level of service do they expect? Are there any VIP experiences or specific requests? |
| A shared itinerary for multiple travelers with coordinated logistics and group experiences | Private Groups | Use the Private Groups RFI. Ask: How many travelers are there? What kind of group dynamic? How structured vs. flexible should the itinerary be? |
Pro Tip
The clearer your answers, the stronger your first quote—and the fewer revisions you’ll need.
2.4 When to Ask for Guidance
You don’t need to have every detail figured out before reaching out.
If you’re unsure which travel style to use or how to position a trip, your Europe Specialist can help guide the approach before the quote is built—saving time and strengthening the final itinerary.
This is especially valuable for more complex bookings or when you want added confidence that you’re setting the trip up for success from the start.
Not sure where to start? Start here:
Custom FIT (recommended starting point for most bookings)
Email: newquote@europeexpress.com
Phone: (800) 927-3876
Elevated Journeys (for high-touch, luxury travel)
Phone: (888) 848-8005
Email: elevatedjourneys@europeexpress.com
Private Groups (for 15+ travelers and group coordination)
Phone: (800) 565-7236
Email: newgroups@europeexpress.com
Pro Tip
Email is great but getting in touch with a Europe Specialist on the phone to establish a connection and quickly get answers is our recommended go-to!
3. Step-by-Step Booking Process
Once your client’s needs and travel style are clear, the process moves quickly. Here’s how it works from quote to travel:
Step 1: Submit the Quote Request
Submit your quote with the key trip details and context.
To streamline the process and strengthen your first itinerary, complete the Request for Itinerary (RFI) as thoroughly as possible. The more detail you provide upfront, the more aligned and efficient the initial quote will be.
Your Europe Specialist uses this information to build a tailored itinerary designed around your client’s expectations.
Step 2: Review & Refine
You’ll receive a customized itinerary to review and present.
From there, collaborate with your Europe Specialist to refine details based on client feedback—keeping revisions focused to maintain momentum.
Step 3: Confirm the Booking
Once approved, the booking is confirmed and Europe Express handles supplier coordination, availability, and final itinerary details behind the scenes.
Step 4: Pre-Departure Preparation
Your client receives final documents and travel details, ensuring they are prepared and confident ahead of departure.
Step 5: In-Destination Support
During travel, Europe Express provides support to help resolve any issues that arise—so your client’s experience stays on track.
Step 6: Post-Trip Follow-Up
After the trip, follow up with your client to gather feedback and continue building the relationship for future travel.
You guide the client.
We handle the details. You deliver a seamless and unforgettable experience.
4. Frequently Asked Questions
By this point in the process, a few common questions tend to come up. Here’s what you need to know:
How quickly can I expect a quote?
Turnaround is designed to be efficient. The more detailed your request, the faster and more aligned your initial quote will be.
How many revisions can I make?
Revisions are a normal part of the process. Consolidating feedback into fewer rounds helps keep everything moving smoothly.
Can I request specific hotels, tours, or experiences?
Absolutely. You can be as specific or as flexible as you’d like—your Europe Specialist will tailor the itinerary to match.
Browse our Destinations and Sightseeing Tours pages for inspiration or come to us with your own ideas. If it’s not listed, there’s a good chance we can still make it happen—just ask.
When should I use Elevated Journeys instead of Custom FIT?
Elevated Journeys is the right fit when your client expects a more premium, high-touch, or concierge-level experience.
What happens if something goes wrong during travel?
Europe Express provides in-destination support to help resolve issues quickly and keep your client’s trip on track.
Do I need to have everything finalized before requesting a quote?
No. Start with a strong outline—your Europe Specialist will help refine the details from there.
Still have questions?
Reach out to your Europe Specialist or BDM—we’re here to help you get it right from the start.
5. Travel Insurance—Protecting Your Clients and Your Business
5.1 Why Travel Insurance Belongs in the Planning Process
Travel insurance should be positioned as an essential part of trip planning—not an afterthought.
It protects your client’s investment and provides an added layer of support if something unexpected arises before or during travel. From delays to cancellations to unforeseen disruptions, having coverage in place helps ensure the experience stays as smooth as possible.
Just as importantly, it reinforces your role as a thoughtful, proactive Travel Advisor. You’re not just planning the itinerary—you’re preparing your clients for the full travel experience, including the “what ifs.”
5.2 Travel Protection Options
Through Trip Mate, Europe Express offers travel protection options designed to complement your client’s itinerary.
Depending on the plan, coverage may include trip cancellation or interruption, travel delays, baggage protection, and certain medical-related scenarios.
Details will vary by plan, so we recommend reviewing the full coverage options here.
5.3 When to Introduce Insurance to Clients
The earlier you introduce travel insurance, the more naturally it becomes part of the planning conversation.
Best moments to include it:
- When presenting the quote
- Before deposit or payment
- During conversations around trip investment, flexibility, and contingencies
Positioning it early helps set expectations and makes it feel like a standard part of a well-supported booking—not an add-on.
5.4 How to Position It
Keep it simple and client focused. Travel protection should be framed as:
- Peace of mind
- A smart part of responsible travel planning
- An important layer of protection for both the traveler and the overall experience
This approach not only supports your client—it also strengthens trust in your expertise.
What to Say: Introducing Travel Protection to Your Clients
Use these simple, confident one-liners to naturally incorporate travel protection into your client conversations:
| Travel Style | What to Say |
|---|---|
| Custom FIT | “To protect your investment and give you peace of mind, I’ll include a travel protection option for you to review.” |
| Elevated Journeys | “For a trip like this, protecting your investment is essential—I’ll include a travel protection option for you to review.” |
| Private Groups | “With a group trip like this, travel protection is important—I’ll include options for everyone to review.” |
| Best Practice (All Trips) | “To protect your investment and give you peace of mind, I include a travel protection option with every itinerary.” |
Protect Every Booking
Encourage your clients to include travel insurance from the start.
Learn more about travel protection options with Trip Mate.
6. Your Support System
When you work with Europe Express, you’re not just getting help with a single booking—you’re gaining access to a full support system designed to help you plan, sell, and grow your Europe business with confidence.
From the tools you use every day to the people behind the scenes, everything is built to make your job easier and your client experience stronger.
Tools to Help You Grow, Plan, and Sell
Europe Express provides a range of resources to support your Europe knowledge, itinerary building, and client presentation:
- Suggested itineraries to help you deliver inspiration to your clients on what their trip could look like
- Sightseeing tours page for exploring curated experiences and activities
- Hotel page (coming soon!) to browse accommodations and guide your recommendations
- Our travel blog for destination inspiration, travel ideas, and the latest updates in travel and at Europe Express
- Our Travel Advisor media assets toolkit for ready-to-use marketing materials
- Educational webinars to refer to help build your Europe knowledge and your business
These tools are designed to help you move efficiently from idea to itinerary to repeat customers.
Expert Support at Every Step
Behind every booking is a team ready to support you:
- Europe Specialists who help design, refine, and execute your client’s itinerary
- Local BDMs (Business Development Managers) who support your overall business growth, strategy, and success
Together, they provide both the tactical and strategic support needed to help you sell more effectively and manage complexity with ease.
7. Stay Connected and Grow with Europe Express
Staying connected with Europe Express helps you stay informed, inspired, and ready for your next booking. The more connected you are, the easier it becomes to plan, sell, and grow your Europe business!
Ways to Stay Engaged
- Join the Private Travel Advisor Facebook Community to connect with peers, share insights, and stay up to date
- Subscribe to the Newsletter (scroll to the bottom of this page and sign-up below) for destination inspiration, product updates, and sales ideas
- Stay in touch with your local BDM for ongoing support, strategy, and business growth
- Keep your Europe Specialist close as your go-to partner for future bookings
8. Helping You Impress—Every Step of the Way
You don’t have to navigate Europe planning alone.
With Europe Express, you have a partner supporting you at every stage—from the first client conversation to booking, travel, and beyond. Behind the scenes, we’re here to help you simplify the process, strengthen your itineraries, and deliver experiences your clients will remember.
Work Smarter. Sell Confidently. Deliver More.
Submit a quote, connect with your Europe Specialist, or reach out to your local BDM today—and start building your next unforgettable journey.
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