Assisting Your Clients with Weather-Related Travel Issues
One of our biggest priorities as travel advisors is ensuring our clients have smooth, stress-free travel experiences. But let’s face it, sometimes Mother Nature has other plans. From unexpected snowstorms to the increasing strength of hurricanes, weather-related issues can throw a wrench into even the most meticulously planned trips.
When these situations arise, our role as travel advisors becomes even more crucial. With the right strategies in place, we can help our clients navigate these challenges, keep them informed, and minimize disruptions to their travel plans.
Here are a few tips to help your clients through the most difficult travel situations.
Stay Informed and Be Proactive
When it comes to weather, staying informed is your first line of defense. It’s important to monitor weather forecasts and alerts, especially during peak seasons for hurricanes, snowstorms, or other extreme weather events. Knowing what’s on the horizon allows you to be proactive in advising your clients and making adjustments as needed.
For example, hurricanes are intensifying, which causes widespread disruptions to flights and accommodations along the East Coast. Proactively reaching out to clients what may be impacted with updates, alternative plans, or recommendations for safer destinations can make all the difference in their travel experience.
Stay informed by…
Setting up alerts through weather apps or sites like NOAA (National Oceanic and Atmospheric Administration) for your clients’ destinations
Subscribing to airline and travel provider notifications for up-to-date changes in flight status or accommodations
Leveraging social media by following official pages of airlines, airports, and major weather agencies, which can be some of the quickest sources for breaking news
Offer timely advice to your clients and help them make the best decisions, whether that means adjusting travel dates, choosing a different destination, or preparing for potential delays.
Build Strong Relationships with Travel Suppliers
Your network of travel suppliers—like airlines, hotels, and ground transportation companies—can be a valuable resource when weather-related issues arise. Having a good relationship with these suppliers gives you access to inside information and a better chance of securing alternate options for your clients when cancellations or changes are necessary.
For example, I had clients in Jamaica during Hurricane Beryl and while I was not able to get them off of the island before the storm hit, I was in contact with the hotel and the BDM (Business Development Manager) to help ensure they could extend their stay, get them discounted pricing and make things as comfortable as possible as they rode out the storm.
Make it a priority to…
Establish contacts at the airlines or hotels you frequently book
Check in regularly with these contacts to stay in the loop about their policies for weather-related changes
Ask about waivers and flexibility—many suppliers offer flexibility during major weather events, and being aware of these policies can help you advocate for your clients
These relationships can make a world of difference when mother nature throws you a curveball.
Communicate Clearly and Frequently
When a weather event disrupts travel plans, clear and timely communication is essential. Clients may feel anxious or frustrated when faced with delays or cancellations, and having a travel advisor who keeps them informed can be a huge comfort.
You can keep communication smooth by…
Providing regular updates via email or text, even if there’s no new information. A simple “We’re keeping an eye on the situation and will update you as soon as we know more” can ease clients’ concerns.
Share alternative options. If a storm is approaching, have backup plans ready and present them to your clients early on. For example, if a flight is likely to be canceled, provide details on potential alternate flights or travel routes.
Be accessible. Let clients know the best way to reach you in an emergency, especially if they’re already traveling when a weather event hits. Make sure you’re available for last-minute questions or guidance.
Back to my clients in Jamaica, I was able to update them throughout the storm, share information about local airports and overall keep them calm during this stressful situation. I was able to be a sounding board for her in the moment and was a valuable resource for her family.
Help Clients Prepare Before They Travel
One of the best ways to mitigate the impact of weather-related issues is to be prepared! Unexpected situations can arise even on the most meticulously planned trips, so preparing your clients for all situations will help them respond with ease.
Some helpful tips to share with your clients include…
Purchase Travel Insurance. Strongly encourage clients to purchase travel insurance that covers trip cancellations or interruptions due to weather. This can save them (and you) a lot of stress if their trip needs to be postponed or cut short. Remember, many people are not seasoned travelers like you are, so they need a clear understanding of why this is important.
Pack for the Unexpected. Provide your clients with a packing list that includes items they might not think they need. Also remind them to pack essentials in their carry-on, like medications, toiletries, and a change of clothes, in case they get stuck somewhere unexpectedly.
Provide Options. Include information on nearby airports, alternative transportation options, and emergency contacts for their destination in their itinerary. This can help them feel more in control if their plans change.
A little preparation can go a long way in turning a potentially stressful situation into something manageable. It also shows your clients that you’re thinking ahead and looking out for their best interests, which leads to repeat customers.
Offer Compassionate Support and Solutions
When travel plans are disrupted due to weather, emotions can run high. Clients may be frustrated, disappointed or even scared, especially if they’re traveling with kids or have special needs. In these moments, offering a compassionate ear and practical solutions can help ease their stress.
Make sure to remain calm and listen actively to your clients’ concerns and frustrations. Sometimes, they just need to feel heard even if you can’t change the outcome. Always make sure to follow up afterwards and help getting information together for any insurance claim.
Travel advisors who take the time to empathize with their clients' concerns and provide calm, reassuring guidance make a big difference in their clients' overall experience. You can turn a challenging experience into a positive one, and it’s a great way to build lasting relationships with your clients.
Weather-related disruptions are an inevitable part of travel, but you have the power to help your clients navigate these challenges with ease.
Being proactive, offering solutions and showing empathy not only helps your clients feel supported, but also strengthens their trust in you as their travel advisor. And that trust is the foundation for a long-lasting and successful client relationship.
To Your Success,
