Vacation Preparation

Not all hotels offer air conditioning, and those that do may not meet U.S. standards. In European hotels, for example, air conditioning systems typically do not cool rooms to the same extent as guests might expect.
If room temperature is a concern, we recommend selecting travel dates during milder seasons or choosing a cooler destination to ensure comfort.

Air conditioning standards in European hotels are not comparable to U.S. standards. Rooms typically cannot be cooled to the same degree that guests may expect in the U.S.
If maintaining a comfortable room temperature is important to you, we recommend choosing travel dates during milder seasons or selecting a cooler destination.

Heated pools are uncommon at our hotels. Many properties offer pool access only during peak season, and if you’re traveling during a shoulder season, the pool may be closed due to cooler temperatures.

We make every effort to use the advertised accommodations for your tour. However, unforeseen circumstances may occasionally require us to select alternate hotels of equal quality.
If you choose to make your own reservations before or after the tour at one of our listed hotels, we recommend booking a refundable reservation directly with the hotel to allow for flexibility.

Our cancellation policy applies to cancellations for any reason. However, if you are more than 100 days prior to departure, you may change your tour or travel date without incurring a change fee.
Please note that any nonrefundable fees already incurred will still apply.

Please note that non-U.S. hotels do not always provide ice, and in many countries, it is not commonly available. If ice is important for your comfort or needs, we recommend checking with your hotel in advance.

Many of our hotels do offer laundry services for a fee, though some do not provide any laundry options. When available, laundry is typically charged per item, with prices ranging from $3–$10 per piece.
We recommend packing a few travel-sized packets of laundry detergent in case you need to launder items in your hotel room.
You can check our Accommodations pages to see where laundry services are available, and we encourage you to contact hotels directly for a detailed price list.

While early check-in is not guaranteed, our hotels are aware of group arrival times and will do their best to accommodate early check-ins whenever possible.
Please note that we are unable to honor individual early check-in requests. If your room is not ready upon arrival, you are welcome to leave your luggage with the front desk until check-in is available.

We are unable to request room upgrades on your behalf. However, you are welcome to contact the hotels directly to inquire about upgraded accommodations.
Please note that any additional charges for upgrades would be paid directly to the hotel.

If you plan to extend your stay before or after your tour, we recommend informing the hotel that you are traveling with us so they can note your reservation and potentially keep you in the same room.
Please contact us to confirm the room category we’ve booked for your tour, so you can reserve the same category directly with the hotel. While room continuity is at the hotel’s discretion, booking the same category improves your chances of staying in the same room.

Wi-Fi is available at most hotels, though service levels may vary by location. You can check our Accommodations pages to see where Wi-Fi is offered.
For enhanced safety and convenience, we strongly recommend that all guests travel with a cell phone and arrange for an international calling plan through their mobile service provider.

Click here for a full listing of electrical outlets worldwide. https://www.worldstandards.eu/electricity/plugs-and-sockets/

Tap water is safe to drink on most of our tours, though there are a few destinations where it is not recommended. You’ll find destination-specific guidance in your MyAccount under the Vacation Preparation section.
During group activities, our trip leaders will always provide safe drinking water to ensure your comfort and well-being.

We are unable to book additional hotel nights beyond what is included in our vacation package offerings. If you wish to extend your stay, we recommend making refundable reservations directly with the hotel to allow for flexibility.

We are unable to accommodate additional guests in the hotel rooms booked on your behalf. If your spouse or friend would like to travel with you, they must reserve a spot on the tour through us.

During your tour, your leaders or hosts will provide instructions on where to leave your luggage for scheduled transfers.
When arriving at a hotel:

Keep your luggage with you at all times or leave it with hotel staff if your room isn’t ready.
Ensure the person you leave it with clearly works for the hotel and is taking responsibility for your bag.

Please note:

Luggage porterage to hotel rooms is not guaranteed, so you must be able to carry your own bags.
Do not place valuables, documentation, or electronics in your checked luggage.
When departing a hotel, follow the instructions in your materials and from your leaders for the designated luggage drop-off area.

We recommend leaving valuables at home whenever possible. Any valuables, documentation, and electronics you bring are your responsibility throughout the trip.
If needed, please store these items in your hotel room safe or keep them with you at all times to ensure their security.

We recommend packing light, as there can be limited space in tour vehicles. We allow one checked bag with a maximum weight of 50lbs and one carry-on sized item, like a daypack. Please confirm your luggage weight prior to arrival. For safety reasons, we are unable to handle overweight luggage. If you are traveling with multiple pieces of luggage due to extended travels, please visit the airline website for recommendations for long term luggage storage.
For airline travel, there are specific size regulations depending on the airline and flight. Please visit the airline website for more detailed information regarding your airline baggage information and fees.

We recommend packing light, as you’ll need to carry your own luggage at various points during your travels.
While on tour, our leaders and staff will assist with transferring luggage between hotels. However, you may be responsible for:

Bringing your luggage to the lobby, hotel entrance, or transport vehicle
Retrieving and transporting it to your room

Please do not leave valuables, documents, electronics, medical equipment, or other important items with your luggage awaiting transfer.
In some cases, your luggage may be delivered directly to your room, so be sure to verify that all bags are accounted for.

For current exchange rates, please refer to this currency site. https://www.oanda.com/currency-converter/en/?from=EUR&to=USD&amount=1

Be sure to notify your bank of your travel plans to prevent your card from being blocked for suspicious activity. We also recommend using a debit card rather than a credit card to avoid expensive cash advance fees.
When withdrawing cash from ATMs or paying by credit/debit card abroad, you may be asked whether you want the transaction charged in your home currency (USD, CAD, GBP, etc.) or in the local currency.
• Always select “Without conversion” or “Charge in local currency.” This ensures that your bank or card provider applies the exchange rate, which is typically much more favorable.
• If you choose “With conversion” (charging in your home currency), the ATM or merchant sets the exchange rate, which is often significantly worse and can result in extra costs.
• ATMs and payment terminals may highlight the “With conversion” option as “recommended,” but it is best to decline this option.
This practice, called Dynamic Currency Conversion (DCC), is increasingly common across Europe and many other regions. By choosing the local currency, you avoid hidden fees and ensure a fairer exchange rate.

Your tour includes one, two or three professional trip leaders or a local host, whose names will be provided in your final travel documents. Many guests choose to offer a gratuity as a personal “thank you” at the end of the tour—especially if the leaders or host have provided exceptional service or individual support. In your Vacation Preparation and Final Documents in MyAccount, you'll find a guide with industry standard tipping suggestions. All tipping on your trip is optional, and the amount you give is strictly your own decision. It is best to tip in local currency (do not use personal or travelers checks for tips).
All other gratuities for services are included in your tour—such as luggage handling, housekeeping, included meals, scheduled transportation, and guided activities—are already covered in the tour price. There’s no need to tip for these services during your tour.

We guarantee vegetarian meals on all our tours. All dietary restrictions, preferences, and allergies are collected and shared with our tour leaders, hotels, and vendors to help accommodate your needs.
While we cannot fully guarantee all dietary requests (except vegetarian), our partners make every effort to honor them wherever possible. Please note that meals not included in your vacation package should be managed independently.

Alcoholic drink inclusions may vary by tour, but you can always expect a welcome toast and a farewell toast featuring alcoholic options. For details specific to your itinerary, please refer to your Final Travel Documents in MyAccount.

For included meals, our group typically dines together, either at one large table or at several smaller tables.
On certain waterways trips, where group seating reservations are not possible, guests may choose their preferred dining time, and table placement is flexible.

While we can make a reservation without a current passport, we strongly recommend having a valid passport at the time of booking to avoid fees for changes made more than two weeks after reserving. Your passport should be valid for at least six months beyond the end of your trip.
Some trips may require full passport information, even if airfare is not booked through us. This may be necessary for permits, accommodations, or other travel logistics. Please check your MyAccount under Vacation Preparation to see if passport details are required for your reservation.
Important TSA Notice
Due to updated U.S. Transportation Security Administration (TSA) mandates, all travelers must provide Secure Flight passenger information exactly as it appears on the government-issued ID they plan to use for travel.

Your full name must match your passport exactly — no nicknames.

If your passport shows “Martin James Cruz,” enter it that way.
If your passport shows “Martin J. Cruz,” use the abbreviated format.

Please check with the U.S. Centers for Disease Control and Prevention (CDC) regarding recommended vaccinations and other health advice for traveling in the region.

Visit the CDC’s website at cdc.gov/travel, where you will find comprehensive information about preventing illness while traveling.

Some countries require a travel visa, entry forms, or destination fees to be paid online in advance. These requirements can change at any time, so we recommend visiting https://travel.state.gov and clicking the “Learn About Your Destination” tab to review the most up-to-date information for your destination.
If you prefer professional assistance with obtaining or completing required forms or documents, please contact Pinnacle Document Services at https://www.pinnacletds.com/VBT.

Some countries require a travel visa, entry forms, or destination fees to be paid online in advance. These requirements can change at any time, so we recommend visiting https://travel.state.gov and clicking the “Learn About Your Destination” tab to review the most up-to-date information for your destination.
If you prefer professional assistance with obtaining or completing required forms or documents, please contact Pinnacle Document Services at https://www.pinnacletds.com/VBT.

Some countries require a travel visa, entry forms, or destination fees to be paid online in advance. These requirements can change at any time, so we recommend visiting https://travel.state.gov and clicking the “Learn About Your Destination” tab to review the most up-to-date information for your destination.
If you prefer professional assistance with obtaining or completing required forms or documents, please contact Pinnacle Document Services at https://www.pinnacletds.com/VBT.

Approximately 24 hours after placing your deposit, you’ll gain access to your MyAccount. This is your central hub for all travel-related documents and updates.
When you first log in, you’ll see the following sections:

Vacation Preparation: Includes essential details such as arrival and departure information, tipping guidelines, a packing list, learning resources, and more.
Final Travel Documents: These will be available 21 days before departure, and we’ll notify you by email when they’re ready.
Airfare Itinerary: If you’ve reserved airfare through us, we’ll email you when your itinerary is available in MyAccount.

Please note: We no longer send printed copies of documents. To access your materials, you must have a valid email address on file.

Your MyAccount includes a To-Do List outlining all requirements to complete before your trip. You can also view your flight details, learn about your destination, make payments, and access your final travel documents.

Click into each item on your To-Do List to either:
Fill in the required information, or
Select the checkbox to confirm you’ve reviewed the details.
Once you submit and save the section, it will be marked as Complete.

Your Participation Agreement is available in your MyAccount. Each guest has a unique login using the email address on file for their reservation.
Please log in to your MyAccount shortly after booking your tour to sign the agreement. Participation in the tour is not permitted unless the agreement is signed.

In your MyAccount, you’ll find a tab labeled Flights. Once your flights are booked, your itinerary will be available there for viewing.
We’ll send you an email notification if there are any changes to your flight details and direct you to your MyAccount to view the updated itinerary.

Your Final Travel Documents will be available in your MyAccount 21 days prior to the start of your tour (please note this is based on the tour start date, not your flight departure date).
We’ll send you an email notification when they’re ready so you can view, download, or print them. Printed copies are no longer mailed, so your MyAccount is the only way to access these documents. We recommend printing a copy to take in your carry on luggage or saving them to your phone for easy access.

You will be able to find all of your documents in your MyAccount.
Vacation Preparation: Includes essential details such as arrival and departure information, tipping guidelines, a packing list, learning resources, and more.
Final Travel Documents: These will be available 21 days before departure, and we’ll notify you by email when they’re ready.
Airfare Itinerary: If you’ve reserved airfare through us, we’ll email you when your itinerary is available in MyAccount.

Please note: We no longer send printed copies of documents. To access your materials, you must have a valid email address on file.

Around 80 days prior to your departure, we’ll send you an email with a link and instructions on how to order your free gift.

Yes! In your MyAccount, under the Vacation Preparation section, you’ll find Learning Resources tailored to your destination. This may include a reading list and other educational materials to help you prepare for your trip.

If you are booked on a Tour Package or you have customized your package and do not have a pre hotel night or post hotel night reserved through us, the Vacation Preparation section in your MyAccount will display your tour’s arrival and departure points.
You can also review the preliminary daily itinerary, which outlines the day-to-day details of your tour experience.

Yes! In your MyAccount, under the Vacation Preparation section, you can view a list of other guests on your tour along with the locations they’re traveling from. It’s a great way to get familiar with your fellow travelers before your journey begins.

In your Vacation Preparation section within MyAccount, you’ll find a Travel Essentials area that lists any on-tour flights we’ve reserved on your behalf.
Please note: These flights may not appear in the Flight Itinerary tab of your MyAccount since we are reserving these separately.

Yes, each guest reserving a tour with us is required to have a valid email address. This is essential for accessing MyAccount, where you’ll be prompted to sign your Participation Agreement—a required step to join the tour.