Planning a vacation is supposed to be exciting, but let’s be real—it can also be a total headache. In fact, a recent study found that 71% of U.S. adults say making travel arrangements is at least somewhat stressful for them.

From coordinating flights, hotels, and important documents to researching activities, restaurants, and budgeting, the sheer number of moving parts can quickly become overwhelming. It's the last thing you need when there's so much else to juggle in your daily life. Vacations are meant to be a time to relax and recharge, not to add more stress to an already hectic schedule.

This is where a virtual assistant (VA) comes in. They can streamline the entire vacation planning process so you can focus on the fun stuff.

Let’s jump in!

What is a virtual assistant?

A virtual assistant (VA) is an independent contractor who provides a variety of administrative services to clients from a remote location, usually a home office. VAs can be part-time or full-time and handle a wide range of tasks, from scheduling appointments and managing calendars to conducting research, creating presentations, and even providing customer service.

With a VA handling the day-to-day tasks, you can devote more energy to growing your business, pursuing new opportunities, and achieving your goals. It’s like having a personal assistant at your fingertips without the overhead of a full-time, in-person employee, which could save you as much as 90%.

How can a virtual assistant help you plan your next vacation?

Now that we’ve covered what virtual assistants are and how they can boost your productivity, let’s explore how virtual travel assistance can specifically help you plan your next vacation.

VAs can handle all the tedious details, from booking flights and hotels to researching activities and restaurants, so you can focus on the fun part. Let’s get into it!

1. Initial research and recommendations

We all know how important it is to conduct thorough research before planning a trip, but let's be honest, we all know how time-consuming it can be, too. This is where a skilled virtual assistant can be your secret weapon during the initial vacation planning stages.

Estimating costs

When planning a trip, managing your travel budget is one of the first things to consider. A virtual assistant can help you estimate flight costs, accommodation, activities, meals, and transportation costs, and save money along the way.

For flights, they can compare prices across different airlines and dates, factoring in any baggage fees, seat selection costs, or other add-ons that can quickly add up. They can also look up the average prices for activities and transportation like rental cars, rideshares, or public transit.

From there, a virtual travel assistant can also compare different accommodation options. Whether it's hotels, vacation rentals, or campsites, they'll scout for the best rates and amenities that match your preferences.

And if meal costs are another important consideration, they can provide estimates for dining out versus grocery shopping and home cooking.

With plenty of guidance and criteria to follow, a travel virtual assistant can also help you make the most of your available vacation budget. They can hunt down the best deals or leverage loyalty programs for any exclusive discounts on offer so you can keep more money in your pocket.

Destination and activity recommendations

Knowing how you'll get there and where you'll be staying is one thing, but we all know a vacation is more than just the journey there and back. What will you do while you're there?

Depending on the nature of your trip, you may not be able to see and do everything your chosen destination has to offer. Chances are, you'll need to be strategic about how you'll spend your time there.

Instead of spending hours scouring the internet for the best local attractions and activities, a virtual travel assistant can gather all the information you need while you focus on what matters most.

They'll research your destination and provide you with a curated list of activities tailored to your interests and preferences. They can even help you plan out an itinerary packed with things you love, whether that's hiking through national parks or simply indulging in some well-deserved R&R (more on this later!).

2. Arranging travel and accommodation

With the research phase complete and your options chosen, it’s time to start booking! Virtual travel assistants can also handle all the tedious scheduling and reservation tasks, which frees you up to simply show up and enjoy the journey.

Booking flights and accommodation

From buying your ticket and securing your preferred seating to arranging web check-ins to save you even more time at the airport, an experienced virtual assistant can handle the booking process from start to finish.

Your travel virtual assistant can also take care of booking your accommodation. For hotel reservations, for instance, they can contact the property directly to confirm availability, room type, and any special requests you may have, then handle the payment process to secure the best rate.

Arranging local transportation

Depending on your destination, getting around locally can be a headache. Whether you need to rent a car, navigate public transit, or book private transfers, virtual travel assistants can handle it for you.

For example, if you're visiting a city with a complex public transit system, they can map out the best routes and provide detailed instructions. Or if you're renting a car, they can handle the booking and make sure you have all the information you need, like rental company locations and policies.

3. Organizing travel documents

One of the most important things you need for a vacation, business trip, or any trip for that matter, is your documents. Can you imagine if you got all the way to your destination only to find out you need some sort of certificate to enter the country, like a yellow fever vaccination? It would be a total nightmare!

Your virtual travel assistant can carefully review the entry requirements for your destination country to establish all the necessary documentation you’ll need for your trip, such as passports, visas, and travel insurance, if needed.

4. Planning your itinerary

A virtual assistant can create a detailed, personalized travel itinerary based on your interests and make sure you make the most of your time and money.

Let's say you wanted to visit the Louvre, Eiffel Tower, and Arc de Triomphe during your trip to Paris, your virtual travel assistant can help map out the most efficient route to minimize the time spent traveling between sites.

Or if you’re a foodie visiting Barcelona, your assistant could look for the best guided food tours, make reservations at the top-rated restaurants, or sign you and your loved ones up to a local cooking class.

If you’re a history buff in Rome, your VA could create a comprehensive itinerary that covers the major sites like the Colosseum and Vatican, plus lesser-known gems like the Catacombs and Baths of Caracalla.

Once the itinerary is set, your virtual assistant can handle all the reservations—from skip-the-line tickets to coveted restaurant bookings. No more waiting in long queues or missing out on that hot new bistro. All you have to do is show up and enjoy!

5. Communicating and coordinating with third-parties

One of the key benefits of working with a virtual travel assistant is their ability to seamlessly communicate and coordinate with all the various third-party service providers involved in your trip planning. They act as the first point of contact, handling any inquiries or updates on your behalf.

Your VA can liaise with airlines, hotels, tour operators, transportation companies, and any other vendors to make sure everything is running smoothly. If there are any changes to flight details, hotel reservations, or activity schedules, they'll let you know straight away so nothing slips through the cracks. They’ll also follow up on any special requests or preferences you’ve communicated, like dietary needs or accessibility requirements.

By serving as the intermediary, your virtual assistant takes the burden of these back-and-forth communications off your plate. They’ll track all the details, document any important information, and keep you in the loop every step of the way. This allows you to focus on the excitement of your trip, rather than getting bogged down in logistical headaches.

What's the bottom line?

Planning a vacation should be exciting, not stressful. But with so many moving parts involved, it can be enough to make anyone want to give up and just stay at home instead!

As a small business owner, you already have enough on your plate. Adding vacation planning to your to-do list can feel like another full-time job! You need someone in your corner to take care of all those little details, and that’s where a virtual assistant can really make a difference.

From researching destinations to booking flights, hotels, and activities, offloading these time-consuming tasks is the key to feeling more organized and in control, so you can focus on what really matters—enjoying your much-needed time away from work.

And when it comes to choosing the right virtual travel assistant, Time etc is here for you.

Since 2007, our mission has been to help business owners feel less stressed and more in control by matching them with the best virtual assistants for their needs.

To make sure that you have a great experience, as well as great results, we have a rigorous 10-stage application process for all virtual assistants looking to join us. On average, only the top 2% of applicants make it through.

We're proud to be rated:

• Best Virtual Assistant Service 2024 — Investopedia
• Best Virtual Assistant Service 2024 — U.S. News and World Report
• Best Virtual Assistant Services For Entrepreneurs 2024 — Forbes Advisor

So, ready to give it a shot?

We're ready to set you up with a skilled virtual assistant based on your unique business requirements. Speak to our expert team to get started, and we'll handle the rest!