Explore the World Worry-Free with a Personal Trip Coordinator

For decades, Hayes & Jarvis has been crafting unique adventures around the world. Trusting us with your journey means discovering destinations at your own pace, shaped around your interests and designed entirely for you.

Once your trip begins, we remain with you every step of the way. Every journey is supported by our dedicated travel concierge service, ensuring it runs smoothly from the planning stages right through to your return home. It’s how we protect your travel experience and remove unnecessary stress, so you can focus fully on the journey ahead.

What is a Hayes & Jarvis Trip Coordinator?

Unlike a helpline or call centre, where you might speak to someone unfamiliar with you or your plans, Hayes & Jarvis pairs you with a dedicated trip coordinator. This is a single point of contact who knows your itinerary in detail and understands your preferences, acting as both adviser and problem-solver from start to finish.

Your travel coordinator’s role includes:

• Behind-the-scenes coordination: Proactively managing logistics such as transport, accommodation, and scheduled activities.
• Crisis management: Responding quickly to anything from minor disruptions to unexpected travel emergencies.
• A trusted planning partner: Ensuring your journey unfolds exactly as envisioned, guided by a clear understanding of your needs.

In short, your travel coordinator wears many hats, all with one purpose: allowing you to stay present in the moment and enjoy every experience without distraction.

The three phases of trip coordination

Truly stress-free travel isn’t just about having a well-designed itinerary. It’s about having someone who understands your goals and is there to support you at every stage, protecting both your time and your investment.

1. Building a personal relationship

Once your custom travel plan is finalised, your coordinator takes over from your travel consultant. From this point on, they’ll not only manage logistics but continue building a relationship you can rely on throughout the journey.

An experienced trip coordinator knows how to read between the lines, anticipating preferences and expectations even when they’re difficult to articulate.

2. Pre-trip preparation (30–60 days before departure)

The next phase is dedicated to thorough preparation before you set off. During this time, your coordinator will:

• Lead a detailed review: Walking through your route together to identify any remaining opportunities for refinement
• Share expert guidance: Providing advice on visas, climate, vaccinations, and cultural customs
• Deliver travel documents: Supplying all documentation at least 30 days before departure, with a final meeting to address any remaining questions or details

This stage ensures you depart feeling informed, confident, and fully prepared.

3. Support during travel

Once your journey begins, your travel coordinator continues working behind the scenes. They monitor logistics and respond quickly if issues arise, whether that’s a delayed flight or a necessary change to planned activities.

Here you can count on:

• Availability during office hours: Your coordinator can be reached via WhatsApp or telephone for requests and concerns, including last-minute reservations or spontaneous changes of plan.
• Emergency assistance: A dedicated 24-hour support team is always available by phone should the unexpected occur.

A global support system across six continents

Even the most dedicated travel coordinator needs to sleep sometime, which is where Hayes & Jarvis’ global network comes in. Our tour guides and local operators live in the destinations you’ll be visiting, across Europe, Asia, Africa, North America, South America, and Oceania. These on-the-ground experts are fluent English speakers with deep local knowledge, ensuring you’re supported in every time zone and kept informed about what’s happening around you.

Travel with complete peace of mind

With Hayes & Jarvis, you’re never journeying alone. From meticulous preparation to real-time support on the road, our coordinators are there to ensure every detail is handled with care. It’s this combination of personal attention and global reach that allows you to travel with confidence, knowing your experience is in expert hands.

When luxury travel is defined by ease, trust, and thoughtful service at every step, Hayes & Jarvis stands apart. With a dedicated team committed to your journey from beginning to end, you’re free to experience the world exactly as it should be: seamlessly, meaningfully, and entirely on your terms.

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