The shape of the trip
- Where — or that you're open to ideasA named place, a region, or simply 'somewhere warm in February'. All three are workable.
- Dates, and how firm they areExact dates, a month, or 'any weekend in May'. Say whether work or school fixes them.
- Who is comingHow many adults and children, and any birthdays or anniversaries the trip is carrying.
- Where you're flying fromYour home airport — Nashville, or somewhere else — so the outbound day is planned, not guessed.
Budget and pace
- A rough budgetPer person or for the group, and whether flights sit inside it. A range is enough to start.
- How many nightsIf you're unsure, say how many days you can actually take off work.
- How you like to travelOne base or two, early starts or slow mornings, hotels you'd never pick on your own.
The things that decide the plan
- Mobility and access needsSteps, distance, lifts, a wheelchair or a stroller — tell me before I shortlist, not after.
- Dietary needs and allergiesAnything the kitchen needs to know, including for a single member of the group.
- The one thing you won't give upThe cooking class, the reef, the football match, the restaurant. It usually anchors the week.
Getting around on the ground
- Airport pickup and drop-offWho needs a car, at what time, and whether the flight is likely to move.
- How you'd rather book the rideBook it yourself in the portal for no fee, or send me the details and I arrange it for $30.
- Anything unusual in the partyChild seats, a wheelchair-accessible vehicle, luggage that won't fit a sedan, a late arrival.
If it's an event
- Date, and how firm it isA confirmed date changes what's still available; a soft one changes what I shortlist.
- Rough guest countThe number you'd plan for, not the number you hope for — it drives the whole quote.
- Venue, or a shortlistBooked, toured, or still a guess. Tell me which it is.
- How much you want me to carryDay-of coordination, partial planning, or full-service. The three are priced differently.
Please don't send me these
- - Payment card numbers, CVVs or expiry dates
- - Passport numbers or photographs of a passport
- - Passwords, PINs or booking-portal logins
If a booking needs a passport number, I will ask for it through the booking portal or on a call — never through a form on this site.