If you run several group trips a year, per-trip info sessions quietly bleed you dry: each one needs its own promotion and its own evening of your life, all for a slice of your audience. So I consolidate: one quarterly launch webinar covering every open trip. You run fewer events for a bigger room, and your whole catalog cross-sells itself, because the person who came for Portugal hears about Kenya.
“I don't recommend selling one trip at a time because you're duplicating your effort every time.”
The cadence that actually fills seats
- During a launch window: email every three days and post daily until the deadline. One email isn't a launch. I've watched advisors send a single announcement and wonder why bookings were quiet.
- Keep follow-ups plain-text and personal-looking; over-designed blasts land in promotions folders.
- Tag subscribers by which trip they click, then follow up about THAT trip. In high-ticket email, relevance is what gets the reply.
How it works
One launch, all quarter
- 1
One quarterly webinar
every open trip
- 2
Email every three days
post daily to the deadline
- 3
Tag by trip clicked
follow up on that trip
- 4
Replay to no-shows
- 5
Recording sells all quarter
Claire's own numbers
Launch events per year, same catalog
each needs its own promotion and prep
every trip presented to the full audience
Consolidating every open trip into one quarterly event means fewer evenings, a bigger room, and a catalog that cross-sells itself.
Source: Claire B. Soares, from her own travel business and live trainings.
Record everything
The live webinar is round one. The recording is rounds two through ten. Wire the replay into your email sequence, send it to everyone who registered but didn't show, and let it keep selling all quarter. With vendors joining live to present their piece, one evening of your time becomes a quarter's worth of sales assets, and AI will happily draft the whole email cadence around it.
Launch less often and launch bigger. Then let the recording work while you plan the trips.
A note before you try this
Run the launch cadence once before you commit to it. Put the emails and daily posts on a calendar and see if you can actually keep up. If not, cut the posts back, but keep the emails going until the deadline.
Plan your next launch with me
Inside Travel AI University, I help you map your quarterly launch, from the webinar to the replay emails. Bring your trip list.
Common Questions
How often should travel advisors run trip webinars?
Once a quarter, covering every open trip in a single event, rather than one webinar per departure. It halves the number of evenings while doubling the audience each trip is presented to.
What email cadence works during a trip launch?
Email every three days and post daily until the deadline, keep follow-ups plain text so they look personally sent, and tag subscribers by which trip they clicked so follow-up stays relevant.
Should you record trip webinars?
Always. The live event is round one; the recording feeds your email sequence, converts registrants who didn't attend, and can be clipped into a month of social content.
Written By
Claire B. Soares
Claire B. Soares is the founder of Travel AI University, a 6x Condé Nast Traveler Top Travel Specialist, and a Certified AI Consultant with a B.S. in Computer Science. A top 10% enterprise sales executive, she sold $3.4B+ in enterprise software to Google, Microsoft, IBM, Boeing, the federal government, and the DoD, then built $16M+ in leisure travel sales.
About Claire
