Preparing for your trip is an exciting adventure! To ensure a seamless and successful trip, thorough preparation is key. Follow these steps to lay the groundwork for an unforgettable journey. Stay organized, connect with your travelers, and embrace your role as a Host to create lifelong memories for yourself and your travelers.
Understand Your Role
As a TrovaTrip Host, you play a pivotal role in curating a memorable travel experience for your travelers. Familiarize yourself with the responsibilities outlined in the roles and responsibilities article and embrace your role as a leader and facilitator throughout the trip.
Pre-Trip Preparation
Building Connections
Engage with your travelers early by initiating conversations in the group chat. Share packing tips, review the itinerary, and encourage travelers to connect if they are departing from the same airport. Educate travelers about important deadlines, including final payment due dates and booking cutoffs.
Setting Boundaries
Reflect on your personal boundaries and preferences regarding sharing personal stories and allocating free time. You might schedule some time on your own to recharge throughout the trip if needed. Plan workshops and activities ahead of time, considering the interests and preferences of your travelers. Identify scenic spots for group and personal photos, ensuring you capture memorable moments during the trip.
Utilizing Trip Coordinator Support and Host Support
Collaborate with your assigned Trip Coordinator, who will assist you in coordinating trip logistics and addressing any questions or concerns. Or for more general education or assistance, reach out to Host Support via our Portal messenger. Take advantage of pre-trip calls to clarify itinerary details and discuss logistical arrangements with your Trip Coordinator.
Review Our Community Guidelines
Read over our Community Guidelines to make sure you know what is expected of you as a Host as well as what is expected of your Travelers while on your trip.
Connecting with Travelers
Group Chat
Create a private group chat platform, such as Facebook or Instagram, to foster communication and camaraderie among travelers. Once your trip start date approaches, you and your Travelers will also gain access to our own mobile app and group chat. Initiate conversations, share travel tips, and create a supportive environment that encourages engagement and excitement.
Video Chat
Schedule video calls with your travelers using platforms like Zoom or Google Hangouts to facilitate face-to-face interactions. Use video calls as an opportunity to play get-to-know-you games and build rapport among travelers before the trip.
Staying Organized
Deadlines and Reminders
Keep track of important deadlines for your trip such as the booking window and trip form submissions.
Additionally, make sure to keep an eye on deadlines or timelines for necessary travel documents managed outside of Trova. This might include passport application timelines, Visa requirements, booking flights, or securing travel insurance (this is strongly recommended for you and your Travelers and is different than the Liability Insurance Trova includes for Hosts).
While you're crossing items off your pre-travel to-do list, send some friendly reminders to Travelers about upcoming deadlines to ensure they stay informed and prepared.
Your Trip Coordinator will provide you with your Arrival information a couple of weeks before your departure. This information may include but is not limited to arrival transfer instructions with guidance of where to meet the driver, emergency number for local Operator, introduction to the Guide, etc.
Map Out Your Workshops
If you're hosting workshops, plan the agenda and content ahead of time. Check your trip page to see if you have any workshops included, and confirm the length of each workshop and what days they occur.
Offering informal workshops? Ask your Trip Coordinator which days are best to fit them in.
Go the Extra Mile
Personalized Touch
Go the extra mile by personalizing pre-trip preparations, such as sending handwritten postcards, creating customized packing lists, or offering thoughtful gestures to enhance the traveler experience.
Plan for Pics
Plan out where you want to take group and personal photos ahead of time. You should enjoy taking your own pictures throughout the trip, but understand that your group might want to take photos with you too!
By planning ahead, you can carve out moments during downtime to take personal photos. That way you can be present and not have to worry about capturing content during group activities.
Need some ideas for photo ops? Overlooking Machu Picchu in Peru, Mount Batur in Bali, Exit Glacier in Alaska, etc. Contact your Trip Coordinator if you have questions about the itinerary and the best days to capture content on your own vs with the group!