frequently asked questions
Booking & Planning
How far in advance should I book?
Book major international trips and peak‑season experiences 4–9 months ahead; regional or off‑season travel can be confirmed 6–12 weeks before departure.
Can you create a fully bespoke itinerary or work from my outline?
We design fully bespoke journeys from scratch or refine your outline into a polished day‑by‑day plan, supplier confirmations, and a travel brief.
What level of customization is possible?
Everything: pace, accommodation tier, dining preferences, private guides, special celebrations, accessibility, and activity mix.
How do you handle trip revisions?
We log requested changes, confirm supplier availability, present revised costs and timelines, and implement updates once approved.
Do you offer sample itineraries or site visits?
Yes — curated sample itineraries and optional supplier site visits or fam trips can be arranged for validation and quality checks.
Pricing, Payments & Insurance
How is pricing structured?
Pricing includes supplier costs (hotels, transfers, guides, activities), TripTrailz service fees, taxes, and any optional extras; we show a clear per‑person total and itemized breakdown.
What payment methods and terms do you accept?
Bank transfer and major cards via secure channels; typical terms are a deposit on booking, staged supplier deposits, and a final balance before travel.
Are there hidden fees?
No hidden fees — we disclose taxes, local levies, porterage, and optional gratuities up front and present either all‑in pricing or a clear itemization.
Do you provide travel insurance?
Yes — we arrange curated policies tailored to the itinerary, covering emergency medical, evacuation, trip cancellation, baggage, and activity‑specific add‑ons.
Can you provide sample insurance packages?
Yes — we supply 2–3 policy options (Standard, Active Adventures, Premium Expedition) with premiums, excess, and cover summaries for review.
Documentation, Health & Safety
Do I need a visa or special permits?
Requirements vary by nationality and destination; we provide a tailored visa checklist and application guidance for each traveler.
What travel documents should I carry?
Passport (valid 6+ months), visas, travel insurance certificate, printed and digital e‑tickets, emergency contacts, prescriptions, and local currency or travel cards.
Do I need vaccinations or malaria prophylaxis?
Health advice depends on destination; we provide a medical advisory and recommend consulting your physician for personalised guidance.
What medical cover limits do you recommend?
Minimum medical cover of USD 100,000 for international travel; higher limits recommended for remote or expedition trips.
How do you manage safety during remote or high risk activities?
We select vetted operators, certified guides, enforce group size limits, provide safety briefings, and include contingency and evacuation plans.
Logistics, Transfers & Connectivity
How are airport transfers handled?
Private meet‑and‑greet transfers included in premium itineraries; travel brief contains driver details, vehicle type, and meeting instructions.
What if my flight is delayed or cancelled?
We monitor shared flight details, rebook connections where possible, adjust transfers, and notify local teams to minimise disruption.
Can you arrange internal flights and multi stop logistics?
Yes — we handle domestic flights, regional carriers, overland transfers, private charters, and timed connections.
How do I stay connected while travelling?
We recommend eSIMs, local SIM cards, or portable Wi‑Fi and provide practical options and estimated costs per destination.
What are your mobile/online emergency contacts?
We supply a 24/7 assistance number, local supplier contacts, hotel details, and insurer emergency hotlines in the travel brief.
Accommodation, Meals & Activities
How do you select hotels and lodges?
We curate properties for location, service, authenticity, sustainability credentials, and tone: boutique riads, heritage havelis, eco‑lodges, luxury tents.
Can you accommodate dietary restrictions?
Yes — we flag requirements to suppliers, arrange private menus, and provide local dining alternatives and grocery options if needed.
Are private guides and specialist guides available?
Yes — private guides in requested languages and thematic specialists (wildlife, culinary, photography, history) can be arranged.
Do you arrange special moments and events?
Yes — proposals, anniversaries, private concerts, and celebration logistics are planned and coordinated discreetly.
What activity limitations apply for different travelers?
We match activities to fitness levels, medical notes, and age ranges and provide alternative suggestions for mixed‑ability groups.
Practical, Risk & Aftercare
What should I pack?
We provide a day‑by‑day packing list tailored to weather, activities, dress codes, plug adapters, and footwear recommendations.
What are tipping and etiquette guidelines?
The travel brief includes destination‑specific tipping norms, cultural dos and don’ts, and simple local phrases to improve interactions.
How do you handle cancellations and refunds?
Terms depend on suppliers; we explain deadlines and fees at booking and work to minimise penalties through rescheduling, credits, or transfers.
What happens if there is a medical or security emergency?
We activate emergency protocols: contact insurer, coordinate local medical care, arrange evacuation if needed, and provide on‑ground assistance until resolved.
Do you offer post trip documentation and feedback?
Yes — we deliver a post‑trip summary, receipts, supplier contacts, and an invitation to provide feedback and request loyalty benefits.
Are there loyalty or repeat client perks?
Returning clients receive priority planning, early access to new experiences, and bespoke perks based on relationship level.