• Travel Agency Classification

• Travel Agency Registration

• Offline Travel Agents - Domestic

  • TA Domestic - Introduction

  • TA Domestic - Discount Structure

  • TA Domestic - Top Travel Agents

  • TA Domestic - Online Booking System

• Offline Travel Agents – Inbound

  • TA Inbound - Introduction

• Online Travel Agents

  • OTA - Introduction

  • OTA -  Discount Structure

    
    

• FAM Policy

  • Travel Agent FAM Policy (Fit)

  • Group FAM Policy

TRAVEL AGENT CLASSIFICATION​

Travel Agents may be broadly classified as:  

1. Offline Travel Agents – Domestic

2. Offline Travel Agents – Inbound

3. Online Travel Agents  

TRAVEL AGENCY REGISTRATION 

• It has been decided that we should have a system of validating an agency when they confirm a booking and hence we have come with the ‘Travel Agency Registration’ process’. This is to ensure that we pass on the Travel Agent privileges like Travel Agent Discounts only to a valid Travel Agency and not to anyone who claims to be a Travel Agent. 

• Click Here to view TRAVEL AGENCY REGISTRATION Details

OFFLINE TRAVEL AGENTS - DOMESTIC​​

• Domestic tour operators are those that put together inclusive tour packages and sell them to domestic travelers. In other words, they are tour operators who provide travel packages and tours within a tourist's native country. Domestic tours usually involve residents of a specific country traveling within that country. 

  
  

• With our Offline Domestic Travel Agents, we work on Travel Agent Discounts (TAD), wherein the agent gets a TAD on the published rate. While processing a booking, the agent deducts the discount and makes the net payment to us. 

• Click Here to view TRAVEL AGENCY REGISTRATION Details.

TA DOMESTIC - DISCOUNT STRUCTURE (TAD SLABS)

Explanation:

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• As mentioned in the above table, we have 2 TA Discount slabs - 10% (upto 50 Lakhs) and 15% (50 Lakhs and above).

  
  

• When a 10% agent crosses a net revenue of 50 Lakhs in a Financial Year, the agent is immediately upgraded to the next slab, which is 15%, which is the highest TA Discount slab.

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• Once an agent gets into the 15% TA Discount slab in a Financial Year (eg: 2022 -23), he will enjoy 15% TA Discount in the next Financial Year (that is 2023-24) as well and this will continue as long as the agent continues to achieve the set target.

  
  

• The above-mentioned Travel Agent Discount structure is valid for the financial years 2022-2023 & 2023 - 2024. 

TA DOMESTIC -TOP TRAVEL AGENTS2024-24 (15% TAD)

Kindly note that Gem Tours and Travels , Live Holidays / Live Travel , Otilla International & Travel India Company / Dravidian routes will be eligible for 20% TAD on bookings with stay upto 5 nights and 25% TAD for bookings with stay of 5 nights or more.

TA DOMESTIC - ONLINE BOOKING SYSTEM

We at Evolve Back Resorts are constantly looking at innovative technologies that make us more efficient. One such initiative is the “Online Booking system” introduced for our travel agents. Selected travel agents are now  allowed to make online bookings (with nil payment) on the official Evolve Back website using a predefined promo code. Within 24 hours of receiving such a booking, the sales executive should move the booking from Confirmed to Hold status on Mycloud and then follow the “Room Blocking Criteria” as available under Room Blocking & Confirmation

OFFLINE TRAVEL AGENTS – INBOUND

• Inbound tour operators are tour operators they work to promote the destination as a whole to interested travellers outside the country. 

• Inbound operators may further be divided into 2:

  • Destination Management Companies : Destination Management Companies (DMCs) are agents based out of India and they work to promote the destination as a whole to interested travellers outside the country. They work closely with Foreign Tour Operators. Eg of DMCs: SITA / Distant Frontiers / &Beyond etc. 

  • Foreign Tour Operators : Foreign tour operators are agents based outside the country (outside India), who market international destinations like India to guests in their home country. They often work in collaboration with a local DMC of the host country, when designing their travel packages. Eg of FTOs: Audley - works in association with Distant Frontiers, Wild Frontiers - works in association with Travel Inn Pvt Ltd etc 

• With our Offline Inbound Travel Agents, we work on contracts. We have special contract rates, which are net & non-commissionable. While processing a booking, the agent pays us according to their contract rates. 

For more details on Inbound Policies, Please Click Here

ONLINE TRAVEL AGENTS

An online travel agency (OTA) is a web-based marketplace that allows consumers to research and book travel products and services, including hotels, flights, cars, tours, cruises, activities and more, directly with travel suppliers. For Evolve Back Resorts, OTAs have live inventory of rooms.

OTA -  DISCOUNT STRUCTURE (TAD SLABS)

(Updated on 28th March 2023)

TRAVEL AGENT FAM POLICY

(Updated on 6th June 2024)

A FAM Trip (Familiarization Trip) is a tour that we organize for our Trade Partners (travel agents), to familiarize them on the destination / product / services offered by Evolve Back Resorts.

At Evolve Back Resorts, it is not just a familiarization trip, but a holiday that we gift our esteemed trade partners, for their unwavering support in promoting Evolve Back Resorts. A first-hand experience of our hospitality & services increases their confidence in selling Evolve Back Resorts.

Booking Conditions:

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Condition 1:

• The eligibility for the Familiarization (FAM) program is determined on a "Per Travel Agency" basis, as outlined in the table above, rather than on a "Per Individual" basis.

• For instance, if Mr. Sanjiv from Lohana Tours (Top TA) has utilized 2 nights at Coorg during FY 2024/25, the Coorg FAM quota for Lohana Tours is deemed exhausted for FY 2024/25, and subsequently, no other employee from Lohana Tours can access a Coorg FAM during FY 2024/25. Such individuals may only avail themselves of the Coorg FAM in FY 2025/26.

• Nevertheless, a Lohana Tours employee remains eligible for a Kabini/Hampi FAM during FY 2024/25. 

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Condition 2:

• All FAM trips must be confirmed only during non-blackout dates. Strictly no complimentary FAM trips will be allowed during blackout dates.

• However, if an agent desires to stay during blackout dates or on dates when we have less than 5 rooms available, they may be accommodated at the following rates :

  • Top Travel Agents, comprising Domestic Top TAs and Inbound Level 1 agents, will be offered Level 1 Inbound rates for their stay

  • Other travel agents, including Domestic Non Top TAs, Sub-agents, Inbound Level 2 agents, and FTOs, will be offered Level 2 Inbound rates for their stay.

• Likewise, if an agent wishes to extend their stay beyond the allotted number of nights outlined in the 'FAM entitlement,' they may do so at the additional charges mentioned above

Example:

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Mr. Amit from Star Holidays (a Non Top TA) is looking for a 3-night stay in Coorg from 19th December / 22nd December, 2024. According to the policy, Mr. Amit is entitled to a 1-night complimentary stay in a Lily Pool Cottage in Coorg.

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In this scenario, December 19th is not a blackout date, while December 20th and 21st are blackout dates. Therefore, Mr. Amit will receive a complimentary stay in a Lily Pool Cottage on the 19th night, and the nights of December 20th and 21st will be charged at Level 2 Inbound rates.

Condition 3:

• A FAM trip can be confirmed only if a minimum of 5 rooms are clearly available on a respective day. Strictly no complimentary stays are allowed to be confirmed on a day when the availability is less than 5 rooms.  

• However, paid FAMs are possible and rates may be quoted as specified under 'Booking Condition 2'. 

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Condition 4:

• The above mentioned FAM Policy is applicable only for agents who are traveling for Familiarization and not for agents who are accompanying a group. This is because agents coming with a group will be more involved in taking care of the requirement of the group and we will not have enough time to show them our property, because of which the sole purpose of the FAM trip is lost. Thereby FAM Policy is NOT Applicable for Group Leaders accompanying a Group Travel, even if the Group Leader is the Director / Owner of a Travel Agency.

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Other Notes:​

• Room Category : Only Lily Pool Cottage in Coorg / Safari Hut in Kabini / Nivasa in Hampi is to be blocked for a FAM  trip for a maximum of 4 pax in one room. 

• Inclusions: Package would include All Meals, Taxes and All In-house Complimentary Nature Based Activities (all chargeable activities will be chargeable for the agent as well).

• Any deviation in the above policy requires an approval from Director Sales.

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Important note: While the above policy permits FAM or complimentary stays at Kabini, it's crucial to note that such stays can only be confirmed with special approval from the Director of Sales, closer to the check-in date. However, paid FAMs are possible at Kabini, and rates may be quoted as specified under 'Booking Condition 2'. 

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​Special Courtesies: ​

• Meal Plan: The meal plan for all TA FAM bookings will be APAI, applicable to both complimentary and paid FAMs. However, room service will be charged as per actual costs.

• Upgrade: All FAM agents are entitled to a complimentary upgrade to the highest category of accommodation available upon check-in, subject to room availability for the entire duration of their stay. Please note that partial upgrades cannot be provided on a complimentary basis.

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Steps to be followed:​

• FAM bookings are to blocked under House Use.

• For all FAMs that are confirmed, a mail should be sent to Director Sales & the respective HOD, with a copy to the Audit team. Click Here to view the Email Format.

  • Please remember to attach the screenshot of availability chart for all FAMs

  • Also do remember to attach the agent’s visiting card for all Non Top TA FAMs).

• A google drive link to view the above said mail should be updated in the ‘Notes’ section, under ‘TAF’ code, as mentioned below. ​

  • TAF  – Travel Agent FAM. Meal Plan is APAI. Room service & all other extras are to be charged as per actual costs. Kindly upgrade the agent to the highest category of accommodation available upon check-in, subject to the availability of rooms for their entire duration of stay. Please note that partial upgrades cannot be provided on a complimentary basis. FAM approval Click Here to view the Email Format.

• The lead of the Travel Agent who is traveling on FAM should be created / updated in Leadsquared and FAM tag should be selected.

• Initiate Resort FAM Check-List in Leadsquared.

• One day before the FAM Agent’s check-in, the Sales executive should send the Resort FAM Check-list Email to the resort with the details of the FAM. Click Here to view the Email Format.

• The Sales Executive should ensure that he / she gets a reply to the check-list mail from the resort, with Completed Check-list / Departure comments / Photo / Business cards of the Travel Agent, within 03 days of c/out.

• Upon receiving this email, the Sales Executive should complete the Resort FAM Check-List in Leadsquared and send a closure mail to Director Sales & the respective HOD, with a copy to the Audit team.

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CAUTION: If any points mentioned in the FAM Check-List is incomplete, the Sales Executive should follow up with the operations team and take it to closure. If the Sales Executive is unable to get all FAM Check-List points completed, the same should be escalated to the respective HOD for closure.

GROUP FAM POLICY

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Evolve Back Resorts encourages Travel Agents who operate as consolidators to bring their Sub-agents on FAM to Evolve Back Resorts under our "Fully hosted program”. Only those FAM groups which are exclusive to Evolve Back Resorts, that is groups that are traveling only to Evolve Back Resorts and do not have any other destination / hotel as part of their itinerary will be eligible for the "Fully hosted program”.

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Complimentary Services offered to FAM groups confirmed under our "Fully hosted program” are:

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• Room & All meals 

• Meet and Great by Evolve Back team on Arrival at Bangalore airport

• Transfers  Ex Bangalore

• All premium experiences like Plantation 4*4, Electric trails etc at Coorg

• Wildlife Safaris at Kabini

• Heritage Walks at Hampi

• Cocktail evening with dinner on 1 night at each destination during the trip

• Spa treatments at 30% discount for all participants

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Note:​

• Please note that for "Fully hosted program” there will not be visits to other resorts/hotels on the FAM trip. Any request for sightseeing/deviations from the approved itinerary will be at the sole discretion of Evolve Back Resorts.

• FAM groups that are NOT confirmed under our "Fully hosted program” will not be eligible for the special services mentioned above. For such FAM groups, package would include All Meals, Taxes and All In-house Complimentary Nature Based Activities (all chargeable activities will be chargeable for the agent as well).

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Terms & Conditions and Steps to be followed:​

1. All FAM Trips are to be confirmed only during Non-Blackout Dates.

2. The following executives from Sales are allowed to approve TA FAMs, as long as the same is as per the above policy – Mr. Balaji / Mr. Vignesh / Mr. Sandeep / Ms. Sushmita / Ms. Nandhini / Ms. Nithya.

3. For Group FAMs, rooms may be blocked under House Use and kept in “Hold” status for 20 days from the date of making the blocking.

4. Upon blocking the rooms, a mail with all applicable terms & conditions and the deadline to confirm the FAM blocking should be sent to the Travel Agent organizing the FAM trip. Click Here to view the email format.

5. Simultaneously, an email should be sent to Director Sales and the entire Sales Team. The purpose of this email is to take approval from Director Sales and inform the sales team about the blocking that is made & the deadline for the same. Click Here to view the email format.

6. For all FAMs that are confirmed, a google drive link to view the approval mail should be updated in the ‘Reservation Notes’. 

7. Once the FAM booking is ‘Confirmed’, strictly no cancellations will be allowed. A retention of Rs 5000/- per night will be applicable for each agent cancelling his / her stay. This must be settled before check in. We strongly recommend the Travel Agent organizing the FAM to collect a refundable deposit from each of their confirmed sub agents to cover this eventuality.

8. The Travel Agent organizing the FAM is required to compulsorily share the final list of participating sub agents with names and visiting cards at least one week prior to the check-in date.

9. The FAM is non transferable and the cancellation retention cannot be waived off by replacing one agent with another. 

10. Likewise once the safaris are ‘Confirmed’, strictly no cancellations will be allowed. Every safari cancelled will be charged a retention of Rs 2400/- per safari. This must be settled before check-out.

11. A Group FAM trip is a business trip and strictly no family members (Wives, Children) will be allowed. If wife/family members are part of the agency, we need visiting card/proof of employment with agency.

12. All rooms will be confirmed on Double occupancy and No rooms will be given on single occupancy.

13. One day before the Group FAM’s check-in, the Sales executive should send an email to the resort with the details of the FAM, rooming list and itinerary. Click Here to view the email format.

14. It is compulsory that one or two representatives from the Sales team to accompany the FAM group to the resort & back under the “Fully Hosted” Program. For other Group FAMs, at least one representative from the Sales team to travel to the resort to meet the group and give the  a product presentation.

15. Within a week of the Fam group’s check-out the Sales executive should send a FAM closure mail. This mail should give the final list of participants, deviations if any and also the link to view photos of the FAM.