What to Expect When You Work with Ellie's Travel Bug
- Ellie Friese
- Apr 7
- 5 min read
Updated: Apr 22
So you're thinking about booking a trip. Maybe it's a honeymoon, a big family vacation, or that multigenerational trip you've been talking about for years. You've found us, you've scrolled through our Instagram, and now you're wondering — what actually happens when I reach out to Ellie's Travel Bug?
Great question. And honestly, it's one we get a lot!
The short answer: we handle the heavy lifting so you can focus on the fun stuff (like picking out vacation outfits and practicing your "out of office" email). But since we know handing over your dream trip to someone new takes trust, we want to walk you through the entire process — from your very first inquiry to the moment you're back home reliving your favorite memories.
Let's break it down.
It Starts with a Conversation
Every trip starts with you! When you reach out through our inquiry form, we'll set up a consultation call. Think of this as a get-to-know-you chat — we want to hear about where you're dreaming of going, what kind of trip you're after, who's traveling with you, and what matters most to you.
Are you the type who wants every minute planned, or do you prefer a loose framework with plenty of room to wander? Do you want luxury resorts or boutique stays off the beaten path? Are the kids coming, or is this a kid-free situation? (No judgment either way!)
This is our favorite part of the process because this is where the magic starts. The more we know about you, the better we can design a trip that actually feels like yours.
After our call, we'll send over a planning fee invoice and a recap of everything we discussed, along with a client profile form so we can capture all the details we need to get started.
"As far as the trip goes Ellie had every detail down to the minute and made our experience worry free. The process started off with a kick-off call and Ellie was able to provide a draft trip plan for feedback. From draft to final she was very responsive and was able to help make the trip of our dreams a reality." - The Y's , Scotland, 2025
The Proposal Stage
Once the planning fee is taken care of, we get to work. And by "work," we mean diving deep into creating a custom travel proposal built around everything you told us.
Here's what to know about this stage:
It takes about 7-10 business days to put together your proposal. Sometimes during peak season, it can take a bit longer — but we'll always communicate with you if we need extra time!
Your proposal comes with a walkthrough. We don't just send you a document and say "good luck." We include a video walkthrough so you can see the full picture and understand why we made the choices we did.
Revisions are part of the deal. Once you receive your proposal, take your time looking through it. Ask questions! Let us know what you love and what you'd want to tweak. We want this to feel right before we move forward.
Revision turnaround is usually about a week, depending on how much needs to change. The more revisions, the longer it can take — but we'd rather get it right than rush it.
"The details were immaculate. We had the best Europe girls trip. All I can say is Ellie is way to go if you want an unforgettable, stress free trip of a lifetime!" - B, Europe girls trip, 2025
Booking + What Comes Next
Once you approve the proposal (the exciting part!!!), we move into booking mode. You'll receive an invoice with the price and cancellation policies, and we'll need a deposit and a credit card on file to get things rolling.
A couple things that are on YOUR to-do list at this point:
Check your passport — seriously, do it now. We've seen too many "my passport expires next month" panic moments!
Book your flights — this is one of the few things we leave in your hands (unless we discussed our airfare booking services). Our recommendation? Keep an eye on flights and book when you're comfortable, but check in with us first so we can double check your departure and return dates line up with the itinerary. And if you're sitting on airline points, we're connected with BryGuides, who specializes in getting amazing value for the points you have!
Purchase travel insurance — we'll quote this for you so you can make the best decision for your trip.
The Countdown to Departure
This is where things get really fun. In the months leading up to your trip, we're working behind the scenes to make sure every detail is dialed in. Here's a rough timeline of what to expect:
2-3 months before departure: You'll hear from us with a trip preparation survey to capture any final touches, plus restaurant recommendations. Yes, we send you a curated restaurant list! You'll fill out a form with your preferences and we'll handle reservations for you.
1-2 months out: Final payments get confirmed, and this is the time to request any special amenities or concierge needs. We'll also send you tips on exchanging money and other travel prep essentials.
3-4 weeks before: Your finalized itinerary arrives! You'll also have the option to schedule a call with us to go over every detail so you feel 100% prepared.
2-3 weeks out: Time for the practical stuff — contact your cell phone provider about international plans, pause any monthly services you won't need, and download your itinerary app in offline mode.
1 week out: Start packing, download any helpful apps, and tie up loose ends. The countdown is ON!
"Ellie is a terrific above and beyond travel advisor. We tend to use her at least 4 times a year and she always hits it out of the park. Can’t recommend her enough!" - F Family
We're with You During the Trip
This is a big one. When you travel with ETB, you're not on your own once you board the plane. We send a touchpoint at the start of your trip to make sure everything is going smoothly. And if something goes sideways? We've got partners on the ground everywhere and we know how to pivot fast. That peace of mind is a huge part of what we do.
"Highly recommend if you are traveling somewhere new and need some help hammering out details or need extra support on the ground." - M Family, Costa Rica, 2026
After You're Home
The trip doesn't end when you land back at your home airport! We'll send you a welcome home email and a quick survey — we genuinely want to hear about your favorite memories and any insights that help us serve future Travel Bugs even better.
And honestly? This is usually when the "so... where should we go next?" conversations start. We love that.
"The peace of mind and minimal stress throughout the planning process were truly unmatched. What made the trip even more special were the personal touches they arranged for us at every hotel stay. Thoughtful details that made each stop feel welcoming and tailored just for us." - B Family, Italy, 2025
The Bottom Line
Working with a travel advisor isn't just about having someone book hotels for you. It's about having a partner who knows the destinations, has the relationships, and cares enough about your trip to handle the details you didn't even know existed — sending welcome notes ahead so the hotel knows you're coming, restaurant reservations at that impossible-to-book spot, a perfectly paced itinerary that doesn't leave you exhausted by day three.
We take this seriously because your vacations matter. Whether it's your honeymoon, your family's first international trip, or a celebration that's been years in the making — we want it to be everything you imagined and more.
Ready to start planning? We'd love to hear what you're dreaming up.
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