Air Travel FAQ

After your reservation is confirmed, we will secure the best available flight itinerary for your chosen travel dates and departure city. Our direct arrangements with airlines enable us to hold your flight reservation, allowing you to modify travel dates, change departure or arrival cities, or request upgrades up to 100 days before your trip. You may opt to finalize flight details at a later time; however, please submit any changes or requests once your plans are set.

At the time of booking, please provide the full legal names—first, middle, and last—exactly as they appear on the passports for yourself and any travel companions.
If your name needs to be updated, contact us immediately. Name changes require canceling your air itinerary and attempting to rebook the same flights. Please note:

Additional costs may apply.
We cannot guarantee the same itinerary or price.

After booking, you can review your name in MyAccount to confirm it matches your passport. Name changes may also impact other arrangements, such as permits or special reservations, so notify us right away if an update is needed.

We work with most major airlines worldwide to secure the best flights at the most competitive prices. Your flights are chosen with a focus on providing you with the most efficient and convenient routes possible.

If you have found a preferred itinerary online, we are happy to review the itinerary and confirm if we can book it for you. If the requested flight itinerary is available, we will gladly reserve it or let you know if there is an additional cost on top of our package price.

If your trip departs in less than 10 months, your flight itinerary will be posted to your MyAccount within two weeks of placing your deposit. You can request changes up to 100 days before departure. If your flights change—either by your request or the airline—we will email you and upload the updated itinerary to your MyAccount. For trips booked more than 10 months in advance, we will notify you by email when your itinerary is available, typically around 10 months before departure once the airlines release initial flight schedules.

You may request changes to your flight itinerary. Changes can result in additional costs, which depend on current airline availability and pricing. If you submit a change request within 100 days of your departure date, airlines may charge extra fees for modifying or canceling your original itinerary. To reduce the likelihood of higher charges and to ensure the best available options, we recommend making any requests as early as possible.

When booking your tour, please provide first, middle, and last names exactly as they appear on the passports for yourself and any travel companions. You will also be asked to select your departure city at this time.

You may modify your reservation more than 100 days before departure without incurring change fees for flights booked with our standard terms. Any previously agreed nonrefundable fees will still apply if you had approved early ticketed for a special request like an upgrade or alternate routing.

When selecting your flights, we look for the fewest connections available and try to reserve 2–3 hour layovers whenever possible. While some itineraries will require multiple stops, we do everything we can to minimize the stress of traveling by choosing the most direct flights our partners offer. Some destinations may require more flight connections than others.

While some itineraries will require connections, we do everything we can to minimize the stress of traveling by choosing the most direct flights our partners offer, and wherever possible, avoiding long layovers of 4+ hours. Some destinations may require longer layovers when there are fewer options available to book. We try to reserve 2-3 hour layovers wherever possible to give you the best chance of switching planes and terminals, however we would reserve a longer layover if the only options are a short connection (less than 1 hour) or a much longer connection (4+ hours). If your itinerary has a long layover, we are happy to share the reason for that choice.

Depending on the tour and your destination, the package cities we can offer with a set package price will vary. When making your reservation, ask your Tour Consultant about flying from your home city. In most cases, we can provide routing and pricing details for your review within a few days!

Some flight itineraries may incur an additional cost due to requests for variations in routing, travel dates, or departure city. Our packages will include an economy fare to get you to and from your destination; however, if you wish to request custom arrangements, we are happy to provide an itinerary which may be subject to additional airline costs.

We strongly recommend you allow us to book all your flights on the same ticket. If you choose to arrange your own domestic connections, please plan to arrive at least 24 hours before your VBT-booked flight. If you must connect on the same day, allow a minimum of three hours between flights. If a self-booked flight is delayed or canceled and you miss your VBT flight, the operating airline will treat you as a no-show and cancel your itinerary. They are not obligated to rebook you, and you may need to purchase a new round-trip ticket for the next available flight. VBT is not responsible for any airfare penalties or losses resulting from airline cancellations, delays, or schedule changes that cause you to miss your VBT itinerary. We strongly recommend purchasing travel protection to help cover unexpected flight issues.

Custom air allows you to request changes to your itinerary to arrive early, return late, visit additional destinations, or otherwise customize your travel plans. We are happy to accommodate most requests and will work with you to make your trip perfect.

Airport transportation is only provided when you arrive or depart on our scheduled package dates using our airfare. If you use our airfare but travel on different dates, you are responsible for arranging your own transportation. For suggestions on transfer companies, refer to the Vacation Preparation section in your MyAccount.

Please note: A $100 nonrefundable per person fee applies to Customized Air itineraries if your travel dates change by more than one day. Additional costs beyond this standard fee may apply depending on airline availability and pricing.

Yes, we offer a Custom Air Package which allows you to customize your air travel. If you wish to arrive early, return late, visit additional destinations, or otherwise customize your travel plans. We are happy to accommodate most requests and will work with you to make your trip perfect.

Airport transportation is only provided when you arrive or depart on our scheduled package dates using our airfare. If you use our airfare but travel on different dates, you are responsible for arranging your own transportation. For suggestions on transfer companies, refer to the Vacation Preparation section in your MyAccount.

Please note: A $100 nonrefundable per person fee applies to Customized Air itineraries if your travel dates change by more than one day. Additional costs beyond this standard fee may apply depending on airline availability and pricing.

If you’re traveling with a companion on a separate reservation and wish to fly together from or to the same city on the same dates, please let us know! We will make every effort to book you matching routes.

All commercial flights, including those we arrange for you, may be changed by the airline at any time. While some schedule changes can be significant, VBT handles most of this process to minimize any inconvenience! If your itinerary is affected by a schedule change, we will notify you and prompt you to log in to MyAccount to review your updated travel details, so you can travel with confidence! Please note that minor changes—such as adjustments of less than 15 minutes that do not impact your airport arrival time or seats are changed or dropped by the airlines as a result of change—are generally not considered significant and may not trigger a notification.

Your flight itinerary will contain a booking reference number. You can enter your booking reference number and last name directly on the airline’s website to login. You can also access flight information through the airline’s app on your phone. If you reserve your tour more than 10 months prior to departure, you will receive your itinerary around 10 months prior when flights become available to book. If you have any trouble finding where to login on the airline’s website, please let us know!

Tickets are typically issued one to two months before your departure date, although this timing may vary. Once your tickets are issued, we will send you a flight itinerary which includes your e-ticket numbers.

If you would like your tickets to be issued earlier, we’re happy to accommodate your request—pending approval of our Early Ticketing Policy. Please note that once tickets are issued, changes are usually not possible and tickets become nonrefundable, so be sure your travel plans are final before requesting early ticketing. Regardless, all flight schedules remain subject to change by the airlines.

A valid passport is required for international air travel. While we can make a reservation without an up-to-date passport, VBT strongly recommends having a current passport when booking your vacation to avoid any possible fees if changes are needed after your flight booking is reserved. Please ensure your passport is valid for at least six months beyond the end of your trip.

Please note:
• Due to U.S. Transportation Security Administration (TSA) requirements, customers must provide Secure Flight Passenger Information exactly as it appears on the government-issued identification they plan to use for travel.
• Passenger information must match your passport exactly—no nicknames.

Examples:
• If your middle name is spelled out on your passport, use the full spelling when making a reservation (e.g., Martin James Cruz).
• If your middle name is abbreviated on your passport, use the abbreviation when making a reservation (e.g., Martin J. Cruz).
For U.S. citizens traveling by air within the United States, you must carry either a valid passport or a REAL ID to comply with the REAL ID Act. [Learn more about REAL ID here.]

No, we must cancel your ticket at the same time as your reservation. The airfare we book is always linked to a tour package.

If you wish to have your tickets issued early, or if your air request falls outside our standard contract terms, immediate ticketing would be required to secure your itinerary. In these cases, our Early Ticketing Policy applies, and full payment for your reservation is required at the time of ticketing. Once tickets are issued, they are generally non-refundable and non-changeable, though they remain subject to airline schedule changes.

If you choose to have your tickets issued early, you will be responsible for any airline-imposed fees should your trip be canceled or if changes to your ticket are needed—sometimes this may mean forfeiting the full cost of the ticket. Any amount refunded to us by the airline will be reimbursed to you according to our standard Terms and Conditions.

You may be unable to check in online for a flight due to specific requirements such as in-person document verification (common for international travel), being selected for additional security screening, issues with your reservation, or unique travel circumstances—like requiring medical assistance. If you are unable to check in, please be sure to arrive at the airport 3 hours prior to your scheduled departure and check in with the airline.

Whenever possible, we will request the best available seats for you when booking your flights. Please note that airlines may not permit advance seat selection on all flights, and some seats may only be available with an additional cost, which must be paid directly to the airline.

Specific seat assignments are never guaranteed. Airlines may change seat assignments at any time for operational, safety, or security reasons.

By default, we aim to match the preferences of most guests:

• For solo travelers, we request an aisle seat.
• For two people traveling together, we request an aisle seat and the adjacent seat.
• For all travelers, we look for seats in the side rows rather than the middle.
• For all travelers, we prioritize seats as far forward in the plane as possible.

If you have different preferences, you can update them anytime in your MyAccount portal. We want to make your trip as smooth and comfortable as possible!

You can view your reservation on the airline’s website the month before your departure. At that time, you are welcome to select and/or purchase seating assignments directly with the airline, subject to their policies and availability.

A specific seat onboard a flight is never guaranteed. The airlines can switch seats around at any time for operational, safety or security reasons.

Seat assignments are typically provided free of charge when you check in for your flight online. If online check-in is not available for your flight, your seat will be assigned when you arrive at the airport—either during check-in or at the gate.

Some airlines will not allow VBT to include baggage fees in the cost of your airline ticket.

Yes, if you prefer a special airline meal (vegetarian, salt-free, low-calorie, kosher, etc.), please indicate this in your MyAccount under your Flight Preferences. We will submit this request on your behalf to the airline.
Once you view your Final Travel Documents 21 days prior to departure in your MyAccount, please call the airline directly to reconfirm your requests. You should confirm your request multiple times – at check-in and at the gate as well.
Airlines cannot guarantee special meals on all flights, so you should always bring your own backup food to accommodate dietary needs, just in case, even if you have requested a special meal and it has been confirmed.

We offer attractive discounts on most cabin upgrades, and we are happy to check availability for your flights! To request a quote, simply email or call us. If cabin upgrades are available, we will provide a quote detailing the additional cost for your approval. Once you approve, we will secure the upgrade for you!

Please note: cabin upgrade costs and airline availability may change until your selection is confirmed.

To offer the value that VBT is proud to provide, we adhere to strict guidelines set by our airline partners.
As a result, we are unable to apply miles to your itinerary on your behalf; this must be handled directly with the airline. Once your tickets are issued, you may be able to use miles to upgrade by working directly with the airline*.

* Please check with the airline directly to determine if your membership requires tickets to be issued in a specific booking class for upgrades. Once you have this information, let us know—we will confirm whether we can issue tickets in that class and advise you of any cost differences to do so.

If you participate in an airline frequent flyer program, you can typically receive credit for the miles you travel. Be sure to enter your frequent flyer numbers into your MyAccount portal under the Flight Preference section. We also recommend saving your boarding passes, as airlines may require them as proof of travel. Please note that all decisions regarding air miles are made solely by the airlines and cannot be influenced by VBT.

Upgraded economy seats may be available for an extra charge once your tickets have been issued, either directly through the airline or with the help of our team. Please contact us for further details!

Yes, you can enter your Known Traveler Number through your MyAccount portal under the Flight Preference section. This number is 9 or 10 digits long, can be a combination of numbers and letters and typically begins with TT or TE.

If you have a Global Entry card, you have a nine-digit PASS ID number that can be found on the back of your card in the upper-left corner or by logging on to the Trusted Traveler Programs website. We will only collect the PASS ID number because a Known Traveler is included with your Global Entry PASS ID. You must add your PASS ID number into the Known Traveler Number field in MyAccount to ensure the TSA PreCheck® indicator appears on your boarding pass.