For an agency, the first contact with a DMC is almost always the same: a quote request. The more precise it is, the more accurate the proposal that comes back. Here is how that first exchange works, and what makes it efficient.
What should a quote request include?
- The dates, or a period, and the length of the stay.
- The number of participants, even approximate, and the room types.
- The profile of the group: clientele, age, expected level of comfort.
- The cities and experiences wanted, or on the contrary to avoid.
- Known constraints: flights, indicative budget, dietary needs, mobility.
An incomplete request is not a problem: a good DMC asks for what is missing. But every detail given up front saves a round of emails.
How long does a proposal take?
It depends on how complex the programme is and on the season. At ET Voyaj, we answer every request within 48 hours at most, 72 hours in high season.
What does a proposal contain?
A detailed programme for each day, the proposed accommodation, vehicles and guides, what is included and what is not, and the terms: validity, deposit, cancellation. It is a working basis, not a fixed document.
How do adjustments work?
Few programmes are approved at the first attempt. The agency passes on its client's feedback, and the DMC adjusts: one stop less, a different hotel, an extra activity. Once the programme is set come the written confirmation, the deposit and the list of participants.
A good quote request often fits on one page. A good proposal answers every one of its lines.
