As for cold calling, the first two all major expense paid press trips I attended came about because I cold called via email two CVB’s for cities I was interested in visiting. It’s easy to find the CVB of a certain region in the United States just by googling the name of the geographical area and adding "cvb" after it. When I cold call, I inform them I am interested in visiting their area, show the CVB/PR firm some of my online clippings as a travel writer (and include readership statistics if possible); furthermore, I ask if they host press trips, what expenses are covered, then go from there. Don’t expect to score a press trip with every cold call. You may not get any interest, or the CVB/PR firm may only offer to pay a fraction of the expenses, etc. If you’re comfortable with footing some of the major expenses, then it’s more likely you’ll be able to secure a press trip. And remember, your writing-related expenses incurred on the press trip could be eligible for tax purposes, though it’s best to check with the IRS and/or your accountant for specifics.

If the CVB/PR firm doesn’t have any group or individual press trips planned, study the area’s literature (ask them to send you a free media kit) or website and propose your own ideas. Many of the online sites for a city or region have a "Media" page, where you can read press releases, get story ideas, and learn about any upcoming press trips.

A letter of assignment is a letter from the editor of a publication that states the editor is willing to consider an article(s) about the subject matter of the press trip.

What does a letter of assignment contain? A letter of assignment basically contains the contact information of the publication’s editor, greetings to the CVB/PR official, and states that you have been a contributor to the publication and that he approves of you going on this trip to write up the things outlined. It can state what expenses are to be covered.

Speaking of expenses, many publications will not publish articles that come as a result of sponsored travel (that is, some or all your expenses on the trip were covered). Make sure you know the publication’s policy in advance. You may even be able to work with the CVB/PR officials for "press rates".

What will CVB’s approve of in publications? It’s best to propose your letter of assignment to the CVB/PR official from publication(s) that match the venues they want to promote via your writing. For instance, it wouldn’t be wise to propose asking for a letter of assignment from the editor of an outdoors publication that focuses on skiing, hiking, and rafting when the press trip you’re interested in features a fine dining tour of the Boston area.

If you can’t get a letter of assignment from the editor you’ve had publishing success with for one reason or another, it’s not necessarily a lost cause. Don’t misrepresent yourself, but use your past publishing successes to let the CVB or PR official know that you can get articles published, and that you’ll do your best to submit to editors. Now, this may lessen your chances of landing the press trip, since a letter of assignment/interest carries a higher probability of getting published because the editor knows what you’re going to write about and you’ve had past success with the publication.

Remember, the CVB/PR firm has spent a lot of time and especially money (if they paid your airfare to come) in arranging your trip. The least writers can do is make sure they show up, sans something extreme. A number of CVB/PR firms are now making writers sign/acknowledge agreements to where if they don’t show up, they’ll be responsible for paying the airfare. This does make the writer accountable. But one thing a writer should never agree to is to sign an agreement guaranteeing publication nor would I ever sign such an agreement which I’ve heard does come up in rare instances.

The reason is this: a letter of assignment itself doesn’t guarantee publication. What it does is signify that you’ve had works published, that the editor likes your past work, and has faith that your press trip will be able to produce at least one article for the publication as long as the writer’s work falls within the editorial guidelines. But sometimes things happen, like the publication ceases or goes on hiatus, the editorial staff changes, and the new editor may not be interested in publishing articles that were commissioned from the previous editor. Your article(s), even with rewrites, might not impress the editor enough to justify publishing it. CVB’s do know that these things can happen, but for the most part, the letter of assignment is like a stronger assurance that they’ll see an article(s) in publications that cater to their desired audience.

I make sure I use my press trip down time at the hotel to catch up on my emails, draft and write the articles from the current press trip I’m on. Don’t procrastinate. Show the CVB/PR firm that believed in you that you are reliable. The longer it takes to submit an article, the longer it could take to see it published and the longer it will take to potentially re-sell your work elsewhere if you are allowed to after publication.

Believe it or not, I’ve read via travel writers’ message boards about schemers out there who manage to sweet talk their way onto a press trip without any intention of writing or submitting articles. Not only is this morally wrong, but those who do that won’t get away with doing this very long. CVB/PR officials are a part of a big grapevine, and those people who misrepresent themselves or who don’t do their best to see that an article(s) gets published will have their names zipped around on that grapevine.

Press trips are a wonderful opportunity for writers to take advantage of because travel expenses are covered in much the same way a corporate business traveler’s are for his line of work. It’s just that the corporate suit is spending time in a lot of meetings while travel writers can savor interesting and colorful foods, people, activities, and venues around the globe! But to repeat, there are really no free lunches in this world, and press trips apply in this regard, too. They are a means to gather more writing ideas and getting more travel articles published, which can put more money in your pocket. But they should only be sought after if you’re responsible enough for the task!