3/24/15

Group Travel - You Can Do It...with a little help

Many "Volunteer" or Staff Group Leaders feel the weight of the responsibility and the work it takes to prepare their group for international travel. Below is a check list to get you started. 
Remember a Group is 10 + passengers that allow for such perks as 
*Allowing for several city departure ports on same group contract
*Extra Free Baggage 
*Low Deposits 
*Delay Payments
*Delay Name Submission
*Name Change
*Gold Travel Protection at Basic Prices
Humanitarian Groups need their sending organiaztions
*Name
*Address
*Plus proof of organization which may be required at the gate
*Tricks on how to get your in the air without anyone being left behind

6-9 Months Ahead

Reserve Air Travel

  • Contact your destination office abroad to confirm arrival and departure schedule requirements.
  • Call or email Regal Travel By Design and we will help secure the best rate for your group.
  • Make reservations and/or purchase airline tickets. All fares are subject to change until under contract. Your Regal Travel Professional will advise you when tickets must be issued to be eligible for the lowest available fare. (Taxes and fuel surcharges are subject to change until tickets are paid in full.)
  • Our specialist will do everything they can to ensure your group has the lowest rate possible. They will also notify you with any schedule changes.
  • Be sure to discuss your travel insurance options with your agent.

Pay Deposits

  • Deposit amounts for group reservations vary depending on the airline and the destination. Once a reservation is confirmed a deposit is usually due within ten days. Your agent will provide you with the full details for your specific reservation.
  • The deposit will be applied to the final payment with the following restrictions:
    • Tickets purchased in full by check: the deposit minus any penalties due will be applied to the payment in full.
    • Tickets purchased in full by credit card: The full amount of the tickets will be charged to the card. The deposit minus any penalties due at the time of ticketing will be refunded to the group.

Check Visa Requirements

To obtain visa requirements for the country/countries that you will be serving, click on Passport & Visa on side panel  (Regal Travel cannot assume responsibility for any visa issues that may arise.)

Check Immunization Requirements

  • Contact the Centers for Disease Control at www.cdc.gov/travel or call (800)232-4636 to obtain the most up-to-date immunization requirements for the country/countries you will be serving.
  • Receive required immunizations. Also, receive updated immunizations for diphtheria/tetanus, polio, and measles/mumps/rubella if necessary.
  • Be aware of the time frame involved with completing the immunization process, as proof of immunization is required for obtaining visas in some circumstances.
  • If necessary, have all the immunizations that you have received listed on a card obtained from the World Health Organization (www.who.int/en/).

4-6 Months Ahead

Begin Visa Application Process
Submit signed passports, photos, and completed visa applications as required. For visa information and requirements click on Passport & Visa on side panel or call 888-466-4147.

2-3 Months Ahead

Organize Final Name List with Birth Dates and Gender information
Names are due 70-45 days prior to flight departure, depending on the airline, season, or destination.(Note: Names MUST match passports for people to travel.)

Verify Details

  • Contact your group agent to verify final balance due and the date for final payment.
  • Verify all names on tickets and itineraries upon receipt.
  • Notify Regal Travel immediately of any corrections.
  • If you have not purchased travel insurance, it's not too late. Please check with us regarding your insurance options. (Regal Travel offers Group Travel Protection)

Obtain Baggage Regulations

  • Ask your Regal Travel Consultant or contact the airline directly for the most up-to-date baggage regulations and restrictions.
  • Find out what the maximum free allowance per person is and what the fees are for excess baggage.
  • Some countries do not allow the import of certain items. Make sure everything you plan to take with you is acceptable.

2 Weeks Ahead

Notify Field Office of Your Arrival

  • Confirm who is meeting you at the airport when you arrive and what to do if no one is there.
  • Obtain the addresses and phone numbers of the U.S. Embassies or Consulates in your country/countries of travel. This information is available from the U.S. Department of State(www.usembassy.gov/).

Make sure each person traveling has:

  • Airline ticket
  • Passport with visas
  • Vaccination and World Health Organization card (if applicable)
  • Humanitarian Credentials (requirements vary by airline)
  • Copy of passport (kept with your carry-on). This will be helpful if your actual passport is lost or stolen.

Arrange Transportation to the Airport 
3 Days Ahead

Call the airline(s) to confirm flights for your departure and return.

Day of Departure

All passengers must have:

  • Airline ticket
  • Passport
  • Visa (if applicable)
  • Medical Documentation (if applicable)
  • Humanitarian credentials (requirements vary by airline)

Label Luggage

Make sure all luggage is properly tagged.

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