I know, paperwork feels a bit like homework, but receiving current and accurate information from our clients leads to a stress-free tour for you. It’s vital that you send this information and that you sign that dotted line.
Copy of your Passport
It’s very common to list your passport expiration date incorrectly on the paperwork. It’s easy to do, as the issue date and expiration date are stacked on each other. Because of this, it’s vital that you send an image of your passport. Having an incorrect expiration date can lead to problems during the tour when domestic airline/train tickets are purchased on your behalf.
Paperwork for Every Tour
Yes, we need paperwork for each tour. The only exception is when you book two back-to-back tours, then you can enter both tour names and enter the first tour date as the start date. I know it can be redundant for those of you that travel many times a year with us. However, we legally need/require your signature and current information for each tour.
We need to know your eating restrictions, especially if they have changed. If you do not update us, we are forced to go off your old paperwork. You may no longer be a vegetarian, but unless you tell us, we won’t know. If you write that you don’t eat red meat, but in reality, you occasionally do. You should say you “occasionally” eat red meat, but you try to avoid it. If you put, “no red meat”……you will get no red meat.
If you do not drink alcohol, please list that. It’s important for us to know, especially on tours like Splash, Idaho Getaway, and the Colorado Dude Ranch. These are tours which we do not have a chance to resupply. Therefore, we need to make sure there are plenty of alcoholic and non-alcoholic drinks available when we make our pre-trip purchases. If you wish for a specific drink, especially one which is considered out-of-the-norm, like non-alcoholic beer, or gluten-free beer, please list this. We cannot guarantee that we are able to meet every drink request, but please give us the opportunity to try.
Another important topic. In order to make sure we are prepared on our end, we need to know if you have any special needs/requests. Are you a diabetic who carries insulin? Please let us know, as we will need to find the best ways to keep it refrigerated for you. All health requests are possible, we simply must know about them in a timely manner. Showing up for a tour, and then announcing your special request, is not ideal. We will do our best to figure out a way to make your request happen, but knowing in advance is extremely helpful and appreciated.
Check the flight assistance box only if you need a flight specialist to look for flights. If you only need to check with someone for the accuracy of your flight selection, please check the book your own flight box. You are more than welcome to reach out and ask us to confirm your chosen flights will work for the tour. Every tour has a FAQ section. This section always covers the starting and ending towns/airports. Arrival and departure dates are the dates listed for the tour. A quick glance at the day-to-day itinerary gives you an idea of when you need to arrive and when you should plan to leave at the end. If you are still not certain about the times/dates, you are always welcome to email us at email@example.com.
We can provide an insurance quote for any US citizen that joins our tours. However, please keep in mind that there are time-restraints on extra add-on’s and some complimentary coverages (depending on individual state laws). The clock starts ticking when you make your deposit. This is a good reason to get your paperwork returned to us ASAP, so the quote can be sent to you as quickly as possible. This policy, once purchased, can always be modified. If you decide, at a later date, to join an extension or add the cost of your flights, you can. The price may go up, but your early purchase incentives will not be taken from you. Insurance companies use tiered pricing. With smaller changes; like a pre-tour hotel night, there is usually no price increase.
All of this being said…….
At the end of the day, all of these topics are important to help us create the best tour experience possible for each of you. They are all important and necessary. Paperwork is one vital key for helping to have an amazing time on a HE Travel tour.