ASTA VTA flashcards

32 cards. Read the term and the definition here. The deck at the top of this page is optional.

Fiduciary duty

The advisor's obligation to act in the client's best interest ahead of personal commission or supplier incentives, including disclosing any program that could bias a recommendation.

Errors and omissions insurance

Professional liability coverage protecting an advisor against claims of negligent advice, mistakes, or omissions in arranging travel; it excludes intentional wrongdoing and fraud.

Conflict of interest disclosure

A written statement to the client revealing ownership stakes, referral fees, or family ties to a supplier that could influence which product the advisor recommends.

CTA versus CTC

Travel Institute credentials: CTA (Certified Travel Associate) is the entry professional designation, while CTC (Certified Travel Counselor) is the advanced designation requiring additional experience.

Client trust funds

Money collected from clients for supplier payment, which should be tracked separately from agency operating funds to avoid commingling and protect against insolvency claims.

Duty to correct

The advisor's obligation to promptly tell a client when a supplier fails, a schedule changes, or a price shifts after deposit, rather than waiting for final documents.

Guarantee cabin booking

A cruise booking made without a specific cabin assignment in exchange for a lower fare; the line assigns the stateroom, sometimes only at pier check-in.

Cancel for any reason

An optional travel insurance upgrade, purchased within a short window after the first trip deposit, that reimburses a percentage of costs for cancellation regardless of reason.

Best available rate

A hotel rate code offering the most flexibility, typically refundable and changeable, priced higher than advance-purchase or nonrefundable promotional rates.

Tour conductor credit

A free or reduced-rate berth granted to a group leader, commonly earned at roughly one per fifteen to twenty paying travelers depending on the operator's contract.

Six-month passport rule

A common entry requirement that a passport remain valid for six months beyond the planned return date, plus blank pages for stamps; verify per destination.

Medical evacuation coverage

A travel insurance benefit paying to transport an injured or ill traveler to adequate medical care, distinct from direct medical expense coverage for treatment costs.

Consolidator fare

A discounted airline ticket purchased through a third-party bulk buyer, usually carrying stricter change and refund rules and often no frequent flyer mileage accrual.

All-inclusive resort

A property bundling accommodations, meals, beverages, and some activities in one price; confirm whether premium liquor, excursions, and gratuities are included before quoting.

Needs discovery sequence

A structured intake covering destination and dates, party composition, budget range, travel style, prior trips, special needs, and the client's decision timeline.

Budget range qualifying

Asking clients for a range rather than a single ceiling, then quoting total trip cost including air, insurance, and gratuities that clients often omit.

Quote expiration date

A stated deadline after which a quoted price or held space is no longer guaranteed, protecting the advisor from supplier price changes and prompting client decisions.

Consultative selling

Matching product features to the priorities the client actually stated, so the recommendation is justified by the client's own words rather than a generic pitch.

Objection isolation

A sales technique of confirming the single remaining concern before answering it with a specific fact, then verifying agreement before attempting to close.

CRM record minimums

Core client data to retain: contact details, preferences, past bookings, passport and loyalty numbers, marketing consent, and notes on complaints and their resolutions.

Post-trip follow-up

A welcome-home message sent within about two weeks of return that requests specific feedback and opens the door to repeat and referral business.

ARC accreditation

U.S. accreditation allowing an agency to issue airline tickets and settle with carriers, requiring documented financial standards and bonding participation.

Host agency split

The share arrangement in which an independent contractor pays a percentage of commission or a desk fee to a host agency providing ARC access, credentials, and insurance.

Commission timing

Supplier commission is typically paid only after travel is completed, so agencies must plan cash flow around the gap between booking and payment.

Deposit sequencing

The practice of collecting client deposits before remitting supplier deposits, ensuring the agency never fronts client money from its own operating funds.

Revenue per booking

A key performance indicator calculated as total agency revenue divided by number of bookings, used to compare productivity across advisors and client segments.

Quote-to-deposit conversion

A performance metric measuring the percentage of issued quotes that result in a paid deposit, indicating sales effectiveness and lead quality.

DOT full-fare rule

A regulation requiring advertised airfares to show the total price including mandatory taxes and fees, with optional charges itemized separately.

DOT 24-hour rule

Tickets booked seven or more days before departure may be held or cancelled without penalty within 24 hours of purchase, under U.S. Department of Transportation rules.

Tarmac delay limit

Covered U.S. carriers must let passengers deplane after three hours on the tarmac for domestic flights and four hours for international flights.

Seller of travel law

State registration or bonding requirements, such as in California, Florida, and Washington, triggered by selling travel to that state's residents regardless of agency location.

Airline refund entitlement

Under DOT rules, passengers on cancelled U.S. carrier flights are owed a refund to the original form of payment rather than a voucher, unless they accept a credit.