15 Travel Hacks
What to do when things dont go to plan
We all spend so much time and energy (not to mention money) planning our holidays. We spend hours reading reviews online trying to find the perfect hotel, days obsessing over this day tour vs that day tour, and countless hours trying to figure out how to have the best experience possible and make the most of every single second we have overseas.
Time is precious and we want to make it count. Most of our travels, especially the big trips can often be a lifelong dream come true, a real bucket list moment and we want to make sure that everything is perfect.
The challenges come because of this pressure for our travel to be those perfect Instagram moments, and for anyone who has travelled frequently, you know that travel is never perfect.
Travelling from one part of the world to another means a lot of things have to go right that you have no control over, the biggest of all being Mother Nature. A freak snowstorm in New York in April, volcanic eruptions and ash clouds covering Europe for weeks are all examples of how little control we have when we travel. So much has to go right for our plane just to take off.
On a recent trip to Bali, I was confronted with a timely reminder that travel isn’t always easy!
The more you travel, the more you become complacent that things just work as they should. It was the morning I was due to depart from Brisbane International on a 9 am flight.
At 4.30 am I got an email saying the flight had been cancelled.
They had provided me with an alternative option, however, this option was going via Sydney, and the departure time out of Sydney was an hour before my flight from Brisbane landed. (See right)
So basically I would have had to land in Sydney and travel back in time, to be able to make this option viable. Simply not possible.
After many years in the travel industry, I felt this one should have been quite an easy fix for me. Give the airline a call, and they should be able to sort it out. What complicated matters, was that I had booked with points plus pay, so the regular call centre number would not be able to help me, the Frequent Flyer call centre didn’t open for another 3 hours. To complicate matters even further, it was 4 hours until the flight was due to depart, so I had to decide very quickly if I was heading to the airport or not, due to the time crunch of this situation it is very easy to make the wrong decision.
I also knew from my industry background, that if I didn’t get the airline to cancel the flight in time, my ticket would go into “no-show” status making it even more difficult, and often costly to fix. It seemed like there was no way to fix this, I was not going to be travelling today and so was going to miss out on the first day of my holidays because of a cancelled flight. With some quick thinking and action, I was able to get this all fixed and we were on a flight 2 hours later than initially planned. A great fix that cost me nothing and still got me to my destination. Want to know how??
Here are my 15 travel hacks for what to do when things don’t go to plan:
1. Allow Plenty of Travel Time
From all my years as a travel agent, this is the biggest mistake people make, that can end up costing you the most money. If a “normal” trip to the airport from your home takes 30 minutes and you are catching an international flight, you should be leaving your home at least 4.5 hours before your flight is scheduled to depart. While I know this may seem extreme, you have to plan for the unexpected. I would rather arrive at the airport cool calm and collected with 4 hours until my flight, than running through the airport as your flight is about to depart without you.
We have all seen these people and shaken our heads thinking it is simple, just get here earlier, and I can assure you, you do not want to be that person when a whole plane load of passengers have been sitting on the tarmac waiting 20 minutes and you stroll in with a coffee, or worse you get to the gate and are told plane has left because you were too late. I can tell you with no uncertainty that 99% of the time when people miss their flight it is because they have not allowed for traffic to the airport, and have the attitude of “2 hours before is plenty of time”.
2. Dont lose your cool (or your temper)
I know this one might seem obvious but do you know how many times I have been in an airport and seen someone abusing the check-in crew because the flight is delayed or worse cancelled? Trust me when I say this behaviour is not only completely unacceptable, but it is less likely to help you get the desired outcome you are after to help salvage your trip.
Last year I was booked on a cruise to the Pacific islands, I was in much need of some sun, sand and vitamin sea. As I did one last check that I had everything before heading out the door the email that we all dread came through. The itinerary had been completely changed, no longer was I going to be sipping pina coladas in the Pacific, I was going to Sydney, a place I have been a million times and really didn’t want to go there again.
Furious doesn’t even come close to my initial reaction. I had been dreaming of beaches for weeks and now I was going somewhere cold. How could they do this, they have ruined my holiday. But my fury was short-lived. A second email came through saying that the cruise is going to be going to Hobart, Tasmania and stopping on the way back in Sydney. This was much better than the shock of the initial first communication. Sometimes 20-30 minutes, can give the provider time to make further plans or offer alternative options.
“Tavel isn’t always pretty, It isn’t always comfortable. Sometimes it hurts, It even breaks your heart. But that’s ok.
The journey changes you, it should change you.
It leaves marks on your memory, on your consciousness, on your heart, and your body.
You take something with you and hopefully, you leave something good behind”
3. Be Reasonable
Is it reasonable to expect a first-class upgrade because your flight was delayed 15 minutes, no, but is it ok to ask if there are any other alternatives than what you are being offered? Absolutely!
4. Weigh Up Your Options
Congratulations if you have booked through a travel agent! This is where you simply call the agency and they will take it from here! If not - lets get this sorted!! Let me start by saying that a cancelled flight is not as common as you think, especially when you fly with reputable airlines. It is also an absolute last resort for the airline. They do not make money if they are not flying passengers, and it costs them not only to re-accommodate their guests, but their reputation is at stake.
So you have arrived at the airport and your flight has been cancelled. The airline is presenting you with two options, you can either travel tomorrow, or we can send you via another city which will add 8 hours to your travel time. What should you do?
It is time to weigh up your options and work out what alternative will work best for your trip. Is your itinerary so jam-packed that a moment’s delay is causing you to have a meltdown? (see number 8 before planning your next trip) Do you have a special occasion that you are travelling for that you MUST arrive tomorrow as planned? Here is what you do. Following steps 2 & 3 you put on your kindness hat, and politely explain your situation, “I need to get to London at this time because of (insert your reason here) the next day, the options you have provided me are not suitable and I would like to know if there are any other options, could you perhaps put me with a different airline?” they may need a supervisor to come and check if this is possible. While you are waiting jump on your phone, or send one of your group to the travel agency in the airport and check if there are any other flights with any other airlines that are suitable for you.
If they can not provide a better option that suits your needs, yet you can see other options online, ask if they will provide you with a full refund so you can book a new ticket yourself. While you will not get your money back instantly, a refund due to a flight cancellation should only take a few days.
Here's a general overview of what airlines are typically obligated to do in case of flight disruptions:
- Inform you promptly: Airlines must inform you as soon as possible of any cancellation, delay, or denied boarding.
- Offer rebooking: They should offer you rebooking on the next available flight to your destination, at no additional cost, or on a later date at your convenience.
- Provide assistance: Depending on the length of the delay and your location, airlines may also be obligated to provide you with meals, refreshments, accommodation, and communication (phone calls, internet access). In some cases, you may be entitled to compensation depending on the reason for the disruption, the length of the delay, and the distance of your flight. Always check with the airline or relevant regulatory body in your region for specific information about your rights and the airline's obligations in case of flight disruptions. Every airline publishes a “Contract of Carriage” document on their website, this document details the airlines and the region’s obligations under which they operate. This is something I would recommend reading when you are deciding which airline to book flights with.
5. Make a plan
So you have worked out what your best options are and now it’s time to make a plan. If you have booked through a Travel Agent (Angel) then you are very lucky! They will do all of this part for you, while you grab a coffee or a cocktail and relax, your agent will be hard at work contracting everyone and making sure everything flows smoothly.
If you are travelling with others, divide and conquer is your best bet. If you are travelling solo - respect - this is going to be all about prioritising. You will want to work in order of what is booked soonest and start there.
Here is how I would tackle it:
Arrival Transfer: Do you have an arrival transfer booked for when you land - that is your first call/email.
Hotel: Next is the hotel, even if your hotel has 24-hour check-in, I find it is best to still let them know, so they aren’t calling you the minute you have landed asking where you are, making your stress levels skyrocket. Again a simple call/email to them will suffice.
Tours: next up any tours or anything else that needs changing depending on the length of the delay.
If it means you need to cancel ANY service - they are your first priority.
6. Call and Email the right people
Did you make your bookings through a third-party website like booking.com ? Booked through a travel agent - who is the right person to call?
THIRD-PARTY WEBSITES:
If you have made your bookings yourself and booked through any type of aggregator website ie booking.com, Expedia Viator etc your best bet is to call the service provider directly not these websites, especially if it is for a service within 48 hours. The numbers for these should appear in the app where you made the booking or on the email confirmation you received. Going direct will save you a lot of time and hassle and it will mean that the person on the ground, actually performing your service knows what’s going on. While there may be some instances where you will have to call these aggregators, 99% of the time the service provider is the person you need to speak with
BOOKED THROUGH A TRAVEL AGENT
Lucky you! This is the very first person you should call. Any decent travel agency will provide you with a 24/7 support number in case something happens after hours. Agents are also able to see through their flight booking system, all the other alternatives available and advise you on your best plan of attack. All travel agents have access to industry-only phone numbers for airline support and the really good agents will have contacts at the airline they can reach out to so that your travel is fixed in no time with you receiving the best possible outcome.
7. Plan for worst-case scenarios
No adventurer embarks on a journey expecting turbulence, yet preparedness is the compass that guides us through the storm. When it comes to travel, even the most meticulously planned itineraries can be ambushed by the unexpected. Cancelled flights, lost luggage, and unforeseen detours can transform a dream vacation into a waking nightmare. But fear not, intrepid explorer! By pre-visualizing worst-case scenarios and crafting a crisis kit before you leave Terra Firma, you can transform travel anxieties into empowering confidence.
Think of it like this: facing a cancelled flight at the airport, eyes wide with confusion is a far cry from calmly whipping out your phone, pre-loaded with alternative flight options and a backup accommodation plan already in motion. The power lies in preparation, and here's how you can become a worst-case warrior:
1. Master the "What Ifs": Before you set foot out the door, brainstorm potential travel hiccups. Flight cancellations? Missed connections? Natural disasters? Jot them down, then research and devise solutions for each. This mental exercise equips you with a roadmap when anxiety comes knocking.
2. Befriend Technology: Embrace the arsenal of travel apps at your disposal. Flight tracker apps will alert you to cancellations and price fluctuations, while language translation apps like Google Translate can be your knight in shining armour during foreign communication breakdowns.
3. Pack Like a Pro: Let's face it, lost luggage is a universal travel woe. But packing strategically can ease the sting. Pack essentials like medications, a change of clothes, and important documents in your carry-on, and remember, sometimes minimalist packing is the ultimate insurance against baggage blues.
4. Embrace the Power of Paper: In a world dominated by digital, sometimes old-school solutions reign supreme. Print copies of your itinerary, flight confirmations, and travel insurance documents can be lifesavers if technology fails you.
5. Channel Your Inner MacGyver: Pack a versatile travel kit stocked with essentials like a portable phone charger, multi-purpose tools, and basic medications. Remember, a little ingenuity can go a long way when you're facing an unforeseen challenge.
Remember, dear traveller, preparation is not about fearing the worst, but about empowering yourself to handle it. By taking these simple steps, you can transform travel anxieties into the fuel that propels you forward, no matter what unexpected twists your journey takes. So, go forth, explore with confidence, and conquer those worst-case scenarios before they have a chance to conquer you!
Now, with your worst-case warrior toolkit assembled, you can confidently embrace the unexpected and embark on your adventure with the knowledge that even if the travel winds blow wild, you'll have the resilience to weather the storm. Bon voyage!
8. Don’t cram your itinerary
Is your itinerary as scheduled as Sheldon Cooper's bathroom breaks? If so, it might be time to clear some reprioritize. I always break my activities list into "Must See" and "Nice to See." This allows me the flexibility, so that if things don't go to plan I can move a tour by a day or so and my entire itinerary isn't thrown out.
Think of it like this: cramming your days with non-stop activities is a recipe for travel burnout. You'll be rushing from one landmark to the next, barely pausing to savor the experience or, worse, missing out on hidden gems altogether. But by identifying your must-see attractions and keeping the rest flexible, you create breathing room for the unexpected.
Here's how to break down your itinerary like a pro:
1. Must-Sees: These are the non-negotiables, the experiences you've been dreaming about for months. Whether it's scaling the Eiffel Tower, exploring the ancient ruins of Machu Picchu, or diving the Great Barrier Reef, prioritize these activities and schedule them around your travel dates.
2. Nice-to-Sees: These are the delightful detours, the experiences that add flavor and spontaneity to your trip. Maybe it's a quirky local market, a hidden-away art gallery, or a scenic hike with breathtaking views. Keep these activities on your radar, but be prepared to move them around if your schedule gets thrown off course.
3. Buffer Days: Leave some wiggle room in your itinerary! This gives you time to recover from jet lag, explore at your own pace, and handle any unforeseen hiccups. Trust me, your future self will thank you for those buffer days.
Remember, travel is about discovery, not just ticking off boxes on a list. By embracing flexibility and prioritizing your must-see experiences, you'll create an itinerary that's both adventurous and adaptable. So, go forth, explore with an open mind, and let the journey unfold!
And hey, if things still go awry and your itinerary gets as messed up as Sheldon's apartment after a physics experiment, well, that's just another story to tell when you get back home.
9. Know your rights and hold firm to them
When you purchase an airline ticket or any travel arrangements you are entering into a contract with the provider. That is why you will always have to check a box or sign to say that you have read the terms and conditions. While no one wants to spend hours reading this document, it is important that you know the following:
- Is the service refundable for cancellation
- Within what time period do you need to cancel before fees apply
- Is there a fee involved in changing dates
To find out more on your rights and what is and isn’t reasonable to ask for in these situations, this information is always changing so I find that the Australian Competition & Consumer Commission (ACCC) is the best resource and it can be found HERE
10. If you are unhappy with the offered alternative speak up (kindly)
At the end of the day, even the most meticulously planned itinerary is ultimately at the mercy of the travel gods. Sometimes, despite your valiant efforts, that dream museum visit might clash with a surprise national holiday, or that picturesque mountain hike might be shrouded in an unexpected blizzard. It's a harsh reality, but sometimes what you want simply isn't in the cards.
While accepting this can be a bitter pill to swallow, it's also a liberating truth. Clinging too tightly to your expectations can turn you into a travel robot, blindly following a pre-programmed schedule instead of embracing the serendipitous moments that make travel magical. Remember, sometimes the most unforgettable experiences are born from detours and last-minute changes.
So, pack your flexibility alongside your sunscreen and passport. Don't be afraid to swap a "Must See" for a "Nice to See" if circumstance calls for it. Embrace the unexpected, even if it means settling for a slightly less-than-ideal option. You might just be surprised at what treasures you discover along the way. After all, isn't the beauty of travel often found in the detours, not just the destinations?
And hey, if you do end up missing that dream museum, consider it a reason to return - a new chapter in your ongoing adventure with this captivating corner of the world. So, chin up, traveler! Even when the travel gods throw you a curveball, remember, flexibility is your secret weapon, and it can unlock experiences far richer than any rigid itinerary ever could.
11. Make a record of who you spoke to and when
Document everything. Jot down names and titles of airline/hotel/tour company reps you speak with, timestamps of calls and emails, and any promises made about rebooking or compensation. This paper trail becomes your golden ticket when navigating airline bureaucracy and advocating for your rights. Trust me, the fog of frustration fades, but a clear record empowers you to get back on track, faster. So grab a pen, open your notes, and become the air travel detective your future self will thank!
12. Ask them to put a note in the booking
Take your documentation a step further by proactively requesting the airline add notes directly to your booking. Explain your situation – the cancelled flight, the frustrating calls, the rebooking scramble – and politely ask them to document it all. This way, if you come across any roadblocks later, a quick reference to your booking notes with their official record of the events can save you hours of rehashing the saga.
Remember, airlines deal with disruptions daily, and a clear, concise record in your booking can be the difference between a smooth resolution and another round of phone tag. Think of it as planting a helpful seed for your future self – a little proactive effort now can blossom into a stress-free resolution later!
13. Bookmark Websites
Bookmark the websites and hotlines of your airline, embassy, and travel insurance provider. Easy access to these resources can save you precious time and stress in the face of an emergency.
14. Be patient
Patience becomes your superpower during travel snafus. Remember, you're not the only one caught in the whirlwind. The airline rep on the other end likely faces a barrage of similar situations daily. So take a deep breath, stay calm, and explain your situation clearly and concisely. Repeat key details if needed, but avoid accusatory language or venting frustration.
Remember, you might need to tell your story to five different people throughout the process – each a potential hero in your travel recovery narrative. Treat each interaction with courtesy and respect. A pleasant disposition can unlock surprising helpfulness. After all, catching flies with honey (or in this case, airline tickets) is far more effective than vinegar! So be the friendly, persistent passenger, and trust that each positive interaction brings you closer to a smooth landing.
15. Have a sense of humour
And finally, don't forget to pack your sense of humour! Travel hiccups, while frustrating at the moment, often morph into hilarious anecdotes later. Picture yourself regaling friends with tales of the Great Cancellation Marathon, complete with air quotes and dramatic reenactments.
Amidst the chaos, you're collecting stories, not just souvenirs. So laugh at the long lines, chuckle at the delayed baggage carousel ballet, and embrace the unexpected detours. After all, these travel tribulations become the colourful threads woven into the rich tapestry of your adventure.
So chin up, fellow traveller, and remember: sometimes, the best souvenirs are the memories, even the slightly ordinary, slightly delayed ones.
Happy Wandering!
Jess :)
