Frequently Asked Questions

When do we owe our final payment?

Statement will be sent about 1 month before balance due. The balance due must be paid no later than 4 months prior to departure unless noted otherwise in trip description. For example, if your trip leaves July 17, you should send a check by March 17. If you used a credit card to pay your deposit, we will automatically charge it again when the balance is due; but if you want to pay your balance by check be sure to send it before the due date.

What if I don't pay balance owed on time?

You may lose your reservation and deposit.

Does TourGroupPro ever cancel trips?

Only in rare circumstances does this happen, if a trip becomes impossible or there is insufficient participation. Most of our trips “go” even if group size is small. If it is necessary to cancel overnight trips, we will make a refund to you plus give you a $25 Gift Certificate toward another trip (day trips, a $10 gift certificate instead). If conditions outside our control require cancellation, we will make all refunds possible after receiving them from travel company(ies) involved. Supplier default & trip cancellation coverage is recommended (see insurance section).

What if I must cancel?

The following charges for all but Day Trips apply depending on how close to departure date we receive your written request & may be increased if Travel Company penalty is greater. Refund check will be mailed as soon as we receive refunds from Travel Company(ies) involved unless you paid via credit card; see credit card section below:

From	Up to	Amount
Booking date	over 4 months	50% of deposit(s)
4 months	over 3 months	100% of deposit(s)
3 months	over 1 month	50% of trip cost
1 month	Departure date	100% of trip cost

How are Day Trips treated differently?

For Day Trips only cancellation charge is 100% of total from booking date because of non-refundable features such as tickets. However, if your Day Trip departs with all seats sold, then a full refund less $30 handling charge will apply instead. If you wish to personally resell your day trip to someone else, there will be no charge unless you want us to change name and/or address on your booking record.

Is there insurance to cover me if I were sick (or family member) so I could cancel?

We recommend buying a trip cancellation/interruption plan to cover unforeseen illness (yours, family member or traveling companion). Suggested (or required group-rate) coverage costs are shown with each trip description. If a roommate cancels, his refund cannot be “shorted” to cover the remaining traveler’s single supplement; to cover this, each roommate should purchase travel insurance to cover reimbursement for this extra cost.

What sort of carry-on baggage may I carry?

Each person is allowed 2 small carry-on bags except when traveling through London (currently the only point with this restriction) where only 1 carry-on bag is allowed (no extra purse, fanny pack etc.) If you are on and off of motor coaches frequently, we suggest that you keep both carry-on bags small, one with total dimensions of no more than 32"* and the other smaller still. Remember that your carry-on bags are your responsibility to handle and keep track of it. Overhead rack space & floor space is very limited. If most of your time is aboard a cruise ship, each traveler is allowed one of your carry-on bags to be as large as total dimensions of 45"*. Ladies, your purse is considered your second carry-on bag.
*Total dimensions means that you measure the follow 3: length + width + height = total dimensions. Since storage on vehicles is limited, carry on a reasonably-sized bag (airline rules say total carry-on dimensions of 45" maximum; they enforce this strictly and will check larger bags as cargo). Motor coaches cannot be expected to stow carry-on luggage for any or all passengers in its cargo hold.

What should I carry with me?

It is important to carry: medicine, glasses, tickets (& other travel documents as required) and valuable items such as camera. We also suggest a light sweater and reading material.

What if I have to change something?

Name changes or corrections are treated as cancellations since tickets and other reservations must match names of traveler (due to airport security you may NOT travel on someone else’s ticket). However, we may be able charge less than the amounts shown above in some cases; call to inquire. If you are cancelling and have already received tickets and other valuable documents, they must be returned to get credit and/or make the change. Changes from one trip to another are treated as a cancellation (with penalties per above) or a minimum handling fee of 10% of total trip cost.

What company operates my trip?

At the top of your flier the travel company shown operates your trip as a disclosed principal and we act as their agent. You should see this travel company’s terms and conditions for each part of your trip; some dates and amounts may have been changed from that shown in their brochure due to their group policies & our costs associated with administrating your booking. Also, we have to make deposits to a variety of companies: airline, hotel, cruise and/or tour company etc. We cannot be responsible for conditions beyond our control. We reserve the right to substitute equivalent features where the original becomes unavailable.

Do you accept Credit or Debit Cards?

Most of the time the following are welcome: American Express, Discover, MasterCard, Visa, Diners Club & Carte Blanche for all initial deposits. If paid for by a card, and you cancel, any applicable credit may only be sent to your card account (we cannot refund by check). You may then request a check from the card company. If you charge a deposit to your card, we will charge the balance the day it is due unless you send a check before the balance due date. However, please note that due to supplier requirements, we may not be able to accept some cards for some trip’s balance due. Using charge cards may give you some useful but very limited insurance coverages.

How much of deposit is required to book the trip?

If under $250, pay in full on booking. If $250 & over, a 25% deposit (of total price including taxes/fees) plus insurance. If booking within 4 months prior to departure, you pay in full.

Can one book at the last minute?

Yes. We require a check for full payment (or credit card imprint) before space can be requested. Then if space is not available, you will not be charged

What if I have special arrangements?

More information about these trips is usually free, so call us with your questions. If special research is necessary we will quote a fee (minimum $100/person) that must be paid before proceeding. See flier for where we itemize what is included in the package price and what’s not included and due separately.

Where I can find details on insurance coverage?

Travel Guard's group plan has details at www.g-design.us/insurance.pdf or www.travelguard.com. Trip Cancellation/ Interruption coverage is the most important since last-minute penalties or a coach air fare home can be as high as the whole trip’s cost. Accident/Medical and/or Baggage Loss are usually available as a package or separately. Note that Medicare does not cover you outside the U.S. Coverage may not be offered after the booking or balance due dates, so consider options carefully.

Where can I join the trip?

Departure cities are shown on the flier. We can usually arrange departure from most major airports throughout the USA at a cost increase/reduction. If you choose to join us at an airport, you might be able to meet us at the flight’s gate or if that doesn't work out due to delays, you may need to arrange taxi or similar transportation after arrival to get to the tour's first hotel stay.

How many bags may be checked?

Because of motor coach storage limitations, most tours can only accommodate one bag per person. If 2 are allowed, it will be noted in the What’s Included section of the flier and more airlines are beginning to charge to check a 2nd bag, $25 each way. We cannot cover this cost for you; you must pay all excess baggage charges at the airline counter on check-in. Although we do all we can to see that your luggage is handled properly, we cannot be responsible for lost, stolen or damaged items & luggage. Baggage handling is primarily for arrival at and departing hotels and there may be other points (for example, arriving, at customs or at ports) when we may not be able to hire porters. You will have to handle your bag then or find a cart.

What limitations are on checked bags?

As general rule, a checked bag can weigh no more than 50 pounds and have total dimensions of 62". Total dimensions means that you measure the following: length + width + height = total dimensions.

What meals are included in package price?

These are noted in the itinerary by the letters B, L, D which stand for Breakfast, Lunch, Dinner, respectively. On tours with big and light breakfasts, FB stands for Full Breakfast, CB the lighter Continental Breakfast & BB buffet breakfast. On tour if a meal is not included, a stop will be made where you may purchase a moderately priced one. On land tours, all meals are not included since most people have told us that 3 meals a day is too much. Having fewer meals prearranged also allows flexibility to allow for opportunities while touring since we do not have to make it to a restaurant by a reserved time for every meal. Mealtime preference on cruises can only be noted and not confirmed. Airline meals, if any, are not shown in itinerary; since they are generally no more than a snack, we recommend purchasing food at the airport or taking something with you.

How should I carry travel funds?

Travelers cheques, while safer than cash, are not acceptable readily these days. We recommend that you carry an ATM & at least one credit card since they are acceptable in most places around the world. ATM’s dispense local currency; since they involve fees, it's better to withdraw larger amounts ($100-200) than frequent small amounts ($20-50). Credit cards and ATM cards facilitate foreign exchange efficiently and better rates than changing US cash at a local hotel or currency exchange. On an international trip, we recommend carrying $50-200/person in foreign money also. Small stores & cafes may accept only cash, so always keep some foreign money ready. In our pre-tour documents, we discuss estimates of recommended allowances for tips, meals, optional tours and souvenirs.

What travel documents must I obtain?

See trip flier for the latest word on this. All tours require at least a government-issued photo ID. Increasingly, foreign travel requires a passport. Occasionally visas and/or shots must be taken for some international trips. Eventually all foreign travel will require at least a passport so we recommend you get one now. It is your responsibility to obtain and pay for these necessary, personal items. It can take 2-5 months to process a completed Passport Application. A rush passport can cost an additional $200-400. When passport is required, it usually must be valid 6 months beyond travel date & we usually need one of the following: 1) Call us with the passport number/issue date etc., 2) Send a copy of the inside cover pages with your picture on it, 3) The actual passport (call to see which). When passport is not required but proof of citizenship is, you must travel with a certified copy of your birth certificate plus government-issued photo I.D (like Driver’s License). Certified copy has raised seal from county courthouse where you were born, not the original issued by the hospital.

What does the package price cover?

Price is per person based on two persons sharing a room (or cruise cabin) with 2 twin beds or double bed. See trip flier section for details of “What’s Included” and “What’s Not Included” and thus at extra cost. Unless indicated otherwise, deposits made on trips with estimated prices are considered tentative bookings & are fully refundable if you decide not to go within 2 weeks of advice of the actual price. Prices are still subject to increase due to fuel surcharges, tax increases, foreign exchange rate fluctuation and other conditions beyond our control.

Can I request specific flight or seat assignments?

Flight and seat assignments are not fully in our control. Consider that choosing the package with air flights assigned by a tour or cruise company may save money and provide advantages but may not have been your first choice. If you prefer to travel on your own (separate from the group) on flights of your choosing, we will be glad to quote to you the additional cost of selecting your flights at the time of booking (which must be purchased right away). Also, consider that you will have to provide your own ground transportation to hotel or ship and should allow extra time for delays especially in case of cruise departures. Cruise lines particularly prefer that you arrive a day before sailing if on your own (to allow for flight delay) or travel on their “air/sea” flight assignments so that they can track your progress and they can make a decision of whether to delay their ship’s sailing if a group’s flight is delayed. Otherwise if you are traveling on your own arrangements, they will not be able to keep track of various individuals’ schedules. Group seat assignments may not in our control. Even in the few remaining cases where an airline allows us to assign seats to early-birds, they reserve the right to reassign seats up through day of departure. It is up to you to request these special services and then decide whether you wish to pay the additional costs involved and if necessary, travel separately from the group.

May I be roomed with another single person?

This is sometimes possible. If you would like us to try to match you up with another single, both of you would then pay the two-person price. Just advise us & whether you smoke or not so we can try to match up non-smokers together, etc. If we cannot find someone to accommodate your "will-share" request, you must pay the single room rate unless the single price notes that there is a Single Share Guarantee, then even if the travel company can’t find you a roommate, they will give you a single room while paying only the double rate. Once on tour should you or your roommate feel the arrangement is unacceptable, the tour escort will try to arrange for both singles’ accommodations, at extra cost to both singles.

What is the single room supplement?

This is the additional cost that must be added to the double rate to arrive at the total cost for a single traveler. The reason it is higher is that with only 1 person in the room, the room cost is not split in half as a double room’s cost is. Single rooms are often somewhat smaller than double rooms and may be in less desirable, remote locations.

May I make special requests?

Yes, typically we receiving bedding preference, specific floor, nonsmoking, seat location etc. They will be passed on to the travel companies involved but these cannot be confirmed. Single, triple & quad rooms are limited (if not available, price will not be shown). We regret that it cannot provide individual assistance to guests for walking, dining and other personal needs. Persons needing such assistance must be accompanied by an able companion who will assist them.

What is the 3rd & 4th person rate?

"Each Additional Person" rate is the cost for 3rd & 4th person after the first 2 people in cruise cabin who pay the double price. These triple & quad cabins may not be available for all room types and likely require bunk beds. Triple rates for tours are the price for each of 3 people & may involve a rollaway bed added to the room or 2 double beds; quad for 4 people is not usually offered on most tours.

What tips do we owe for personal service?

Unless indicated differently in trip description: (1) Tour package price includes tips for driver from Central Illinois, skycaps (as available), bellmen and included meals on land. (2) Tips are NOT required for our local tour host and/or hostess from Central Illinois. (3) Tips are NOT included for (as applicable) ad hoc personal services, destination tour manager, driver, local guides, cruise waiter/busboy and cabin attendant (as noted in ‘What’s Not Included’ section or at pre-trip party, we will make suggestions of traditional amounts). Please, no group collections.

Who is responsible for tickets & other inclusions?

Package components, tickets for airline, rail or cruise lines are issued by Rio Grande Travel Centers, Inc. acting solely as agents of the carrier. Our responsibility is governed by agency agreement between carrier and the agent including but not limited to the Passenger Sales Agency Agreements on file. Payment of the required deposit or partial or full payment for a reservation on a trip constitutes consent to all provisions of the conditions and general information contained herein and from the disclosed principals. The terms under which you agree to take these trips cannot be changed or amended except in writing, signed by an officer of Rio Grande Travel Centers, Inc. or TourGroupPro. Air ticket prices are guaranteed against price increases only after the tickets are purchased and paid for in full, and if reservations are not changed by you (although in some cases as noted in tour description, our group rate air fare will be guaranteed against increase if you pay in full by balance due date or earlier date if advised). Otherwise, making a reservation without purchasing the ticket will not guarantee the price. Government taxes and fuel surcharges are subject to change without notice and may be collected at the airport on arrival or departure. Be sure your plans are firm because changing your flights may result in a price increase. Call first before you change.

Where can I find more information?

See each trip’s pages from online Travel Catalog.