The complete process of itinerary customization: from requirements to departure

Step 1: Clearly State Your Requirements

A request that can be effectively addressed should at least include:

• Travel month and duration (including whether ±2 days flexibility is allowed).
• Number of people and composition (how many adults, how many elderly, how many children, ages).
• Desired destinations (list if you have specific goals; if unsure, state your preferences).
• Budget range (total per person, excluding international flights).
• Accommodation standards (economical/comfortable/luxury, or specify a brand).
• Taboos and special requirements (no spicy food, limited walking, wheelchair needed, religious dietary requirements, photography needs).
• Past experiences (places you’ve been, what you liked or disliked).

The most commonly overlooked but most useful item is "what you don’t like"—clearly stating what you don’t want often helps set the tone more than saying what you do want.

Step 2: Proposal Exchange

• The first version of the proposal is usually provided within 1–2 working days, including a day-by-day itinerary, accommodation suggestions, and cost breakdowns.
• 2–3 rounds of revisions are normal. Adjustments typically focus on: the sequence of the route, accommodation level, and changes in the number of days.
• A good travel planner will question your original ideas (for example, “The two places you want to visit are 800 km apart; you can’t fit them into 10 days”), which is a sign of professionalism.

Step 3: Confirmation and Payment

• Deposit of 30–50% is required to secure flights, hotels, and vehicles.
• Sign a contract with the day-by-day itinerary as an attachment.
• Confirm cancellation and refund policies: how many days before departure can you cancel without penalty, and how much is deducted if within certain days.

Step 4: Pre-Trip Preparation

• Tickets: Air tickets, high-speed train tickets, attraction reservations (for popular spots, secure ticket release times).
• Accommodation confirmation: List hotel names, addresses, and phone numbers for each night.
• Personnel: Names, phone numbers, and vehicle license plates of guides and drivers.
• Document Pack: Itinerary, copies of documents, insurance policy, emergency contacts, frequently used addresses (in Chinese).
• Pre-Trip Meeting: Go over everything with the custom planner 3–7 days before departure to confirm all details.

Step 5: During the Trip

• Dedicated Contact Person: One phone number to solve all problems; this is the core value of customization.
• Adjustable: Bad weather, low physical strength, or sudden desire to visit a place can all be coordinated on the spot.
• Immediate Feedback: If the accommodation is unsatisfactory or the food doesn't suit your taste, speak up and it can be changed immediately; don't wait until you return.

When Not to Customize

• For two people following popular, well-trodden routes (Hexi Corridor, Beijing-Shanghai-Hangzhou), small quality group tours are more cost-effective.
• When the budget is tight (less than 500 RMB per person per day), the fixed costs of customization cannot be spread out.
• If the itinerary has no special requirements and there is plenty of time to plan it yourself slowly.

When Customization is Necessary

• Traveling with elderly parents or preschool children.
• Having special requests (ancestral roots search, photography, religious, or study trips).
• Traveling to areas with inconvenient public transportation (Western Sichuan, Qinghai-Gansu, Northern Xinjiang, Ali).
• Traveling with multiple people (6 or more) with diverse needs.
• Time is valuable and you cannot afford errors in the itinerary.