What this covers
You’ll land to a trip where the room category is confirmed, the driver is named, reservations are timed, and every move has a clear next step, even if a flight or check-in time shifts.
I’ll take your brief, build a route that fits your days, then lock in the rooms, transfers, and key reservations in the right order. You’ll travel with a plan that matches the prices you’re paying, down to room category and pickup details. Next up is a short intake call to get the facts I need.
I start with an intake call and a written brief so I’m planning off decisions, not assumptions. Then I draft the route and pacing, pressure-test it against transfer times and check-in windows, and only then shortlist hotels and room categories. Once you choose, I coordinate bookings, holds, and deadlines, and I keep every confirmation in one place so nothing gets lost in email.
A bit about me
I’m Clara Auer, a travel planner, and I run Larchmont Travel as a one-person practice. I built my way of working around the moments that usually break a “nice” trip: unclear transfers, the wrong room type, and bookings that were never truly confirmed. My job is to turn a wishlist into a sequence of confirmed handoffs you can follow without second-guessing anything.
My clients pick me when they want fewer surprises and less back-and-forth. I don’t send a long list of hotels and ask you to guess. I compare room categories in plain language, tell you what changes with each option, and I pin down the details that matter when you arrive: who meets you, where they stand, what they’re holding, and what happens if timing moves.
Recent events
Here are a few recent trips where the itinerary had multiple stops, tight reservation windows, and transfers that needed named points of contact.
Portfolio
Alpine anniversary circuit. Designed a 10-night, three-stop route with a chalet stay in the middle. Confirmed specific room categories, set a driver plan between stops, and secured dinner reservations with dietary notes before the client boarded their first flight.
City to coast honeymoon. Built a 12-night plan across two cities and a beach finish, with lounge access, private transfers, and early dining bookings. The couple had one document for confirmations, timings, and contact names for each handoff.
Founder travel week plan. Planned a five-day, three-stop schedule for an executive assistant, with rail routing, backup transfer options, and restaurants held against late meeting finishes. Every booking sat behind one timeline so the EA could scan and approve fast.
“Every transfer was waiting, and every room was exactly what we expected.”
Executive assistant, supporting a founder’s travel
Intake call and travel brief
A 30 to 45 minute call, then a written brief for you to confirm. I’ll capture dates, must-dos, pacing, comfort preferences, and any non-negotiables before I draft anything.
ROUTE AND PACING DRAFT
A day-by-day outline showing where you’ll be, how long you stay, and when you move. You’ll see travel time, check-in logic, and where a stop is doing too much for the days available.
HOTEL AND ROOM-CATEGORY SHORTLIST
A focused shortlist with room categories compared side by side, including what you actually get for the upgrade. You choose the option that fits, and I coordinate booking and confirmation.
Private driver and rail plan
A routing plan with pickup and drop-off points, timing, and the name of who meets you where that is available. If rail is the better move, I’ll map the stations and realistic transfer windows.
GUIDES AND EXPERIENCES WITH HOLDS
Sourced options for guides and key experiences, then placed availability holds where suppliers allow it. You’ll approve before anything is ticketed or committed.
DINING PLAN AND RESERVATIONS
A reservation plan for the meals that matter, with booking windows tracked and dietary notes carried through. You’ll know what’s booked, what’s requested, and what needs a final confirmation.
Pricing
Pick the tier that matches how many moving parts your trip has. These prices cover luxury trip planning for the guest counts below, with a per-person add-on after that.
Priced items
Get started
If you’d like me to hold your dates and start building the route, the next step is simple.
1. Sign the agreement on this proposal page. 2. Pay the 30% retainer invoice within 14 days to hold your start date. 3. Send your dates and must-dos so I can schedule the intake call.
CAN YOU GET US THE RIGHT ROOM CATEGORY, NOT JUST THE HOTEL NAME?
Yes. I plan and book at the room-category level, and I ask for the confirmation in writing. If a category name is vague, I translate it into what you’ll notice: view, floor, layout, and any noise risks tied to the room location.
WHO ACTUALLY MEETS US AT THE AIRPORT, AND WHAT HAPPENS IF THE FLIGHT MOVES?
For each arrival I specify who meets you, where they stand, and what contact method you’ll use on the day. If your flight time shifts, I update the pickup timing with the supplier and reflect the new plan in your handover pack.
Signature
Fee summary
How many stops is too many for the time we have?
I use your total nights, transfer time, and check-in and checkout realities to set the limit. As a rule, if you’re moving every two nights, you spend the trip packing and recovering. I’ll show you the trade-offs in the route draft.
WHAT DO YOU NEED FROM US TO START, AND WHEN DO YOU LOCK BOOKINGS IN?
To start, I need your dates, rough budget range, passport nationality for rail and entry checks, and your must-do list. I lock bookings once you approve the route and selections, and once supplier deadlines are clear. I’ll flag any hold expiries in writing.
Scope
This agreement covers luxury trip planning as listed in your chosen tier. I plan and coordinate; you pay suppliers directly unless we agree otherwise in writing for a specific booking.
Retainer and invoices. To start, I take a 30% retainer when the agreement is signed, and it holds the date. I invoice each payment, and every invoice is payable within 14 days of its date.
Balance. The remaining 70% is due before travel, based on your final numbers, by a date I set and confirm in writing. I set that date to match supplier deadlines and hold expiries.
Final numbers. I’ll ask for final traveller numbers and key details by a deadline I set for your trip. I use that date because hotels, guides, and restaurants release space and pricing after their cutoff.
Changes after sign off
Once you approve the route and selections, changes can move hold expiries and availability. I’ll tell you what needs re-checking, what fees a supplier adds, and what I need from you to confirm the update.
Cancellations and date moves. If you cancel or move the trip date, I keep the retainer and may charge additional work already completed, depending on how close we are to travel. I’ll confirm the cutoffs I use in writing for your dates.
Availability and supplier terms. Hotels, drivers, and guides can change availability between shortlist and confirmation, especially for specific room categories. I’ll hold space where possible, then send you the supplier’s confirmation and any deposit or cancellation terms before you commit.
Traveller details. You’re responsible for providing correct traveller names as on passports, passport nationality for rail and entry checks, and any dietary notes you want passed on. I’ll place bookings using the details you provide.
