EVERYTHING YOU NEED TO KNOW ABOUT INTERNATIONAL TRAVEL
Travel documents
Travel documents can mean two things. Your personal documents like passports and visas and the travel documents needed to travel, like itineraries, vouchers, tickets, etc. For personal travel documents the most important thing to check is that your passport will not expire within 6-12 months of your travel date (please enquire about the passport validity date for your destination if it is expiring in the near future) and that your name on the passport matches the airline tickets EXACTLY (first, middle, last, suffix, etc). It is the responsibility of the traveler to obtain VISAS required for travel but we can absolutely guide you on this. You can use this tool to search your destination for VISA requirements. For travel documents it is also important to check spellings of names, dates on itineraries and actually read the documents before (and during) travel. This is where you will find valuable information like who to look for when you land, what time your tour starts and where to meet your guides if you pre-booked any tours, excursions or day trips.
Currency & Adapters
Planning a trip outside North America? Here are two key things to ensure a smooth experience:
Foreign Currency: Avoid last-minute scrambling. Order the local currency from your bank about 2 weeks before departure. Most banks offer this service for a small fee.
Travel Adapters: Pack a universal travel adapter to keep your electronics powered up. This ensures your phone chargers and other devices function properly. However, it is important to note that high-wattage appliances like hair dryers won't work with adapters due to voltage differences. Leave them at home to avoid damage and potential safety hazards.
Packing/luggage
Never pack anything in your luggage you couldn't stand losing forever, and, to save space, don't pack anything you don't intend to wear at least twice or that isn't readily washable. Most resorts can provide dry cleaning services, so don't be afraid to pack on the light side. Be sure men bring long pants, collared shirts, and closed-toe shoes for some of the formal restaurants that have a dress code. Tape your name, address, phone, and cell number inside your luggage. Outside labels are as abused as the suitcases themselves and might not survive the journey. Inside, they will. Stuff an extra collapsible duffel bag or two into your suitcase. At the end of your vacation, you'll be glad to have additional luggage to store your dirty laundry or those never-thought-you'd-buy mementos. Before your trip, take a snapshot of your luggage inside and out. This will make it easier for airline personnel to identify your belongings if they are lost. The photos also might prove useful for insurance purposes. Always back a few things in a carry-on should your luggage be lost or delayed or if your room is not ready when you arrive at your hotel (a bathing suit would be a good idea but no liquids over 3oz). Most airlines do charge a checked bag fee so please refer to your airline website for the cost as well as the size and weight restrictions for your destination.
Pre-flight
From the time we book your trip until your final documents are sent, we manage your flights and seat assignments by periodically checking for time changes and seat rearrangements (when the airline does an aircraft change they often drop the seats we assigned so we stay on top of that to ensure you have the best seats possible). Once you receive the final travel documents, we strongly recommend that you download your airline’s app to stay abreast of any last minute changes to times or seats. Here you can also check-in for your flight 24 hours prior to speed up the process on the day of travel. Be sure to allow the app to send you push notifications for gate and flight schedule changes.
At the airport
Be sure to arrive at the airport and check-in for your flight 3 hours prior to departure for international flights so you can check bags and receive boarding passes if you were unable to do so on the app. Please do not enter the parking garage 3 hours prior — be in line at the counter 3 hours prior! TSA security lines are very long, especially during peak travel time. It can take 2 hours to get from the front airline counter to your gate. Your flight departure time is not the time you can arrive at the gate. They begin boarding and then close the doors to the plane almost an hour before flight time. Be sure to give yourself PLENTY OF TIME and DO NOT MISS YOUR FLIGHT. If you do, work with the airline directly at the airport to try to get on another. We have no way to rebook you on another flight if you miss yours without charging you for an entirely new ticket. If you are traveling from a smaller (regional) airport, you can probably arrive 2 hours prior but always be mindful of long lines, delays and other factors that might cause you to miss a flight. It is always better to be too early than just one minute late!
In flight
Drink water! Hydration will help you handle anything air travel sends your way. Avoid alcohol. Alcohol presents a double threat to airplane wellness. Not only does alcohol make it more difficult for cells to absorb oxygen, which will worsen your altitude symptoms, but it also dehydrates your body faster. So if you’re feeling stressed about flying, opt for a non-caffeinated tea instead of a stiff drink. When safe and allowed, move around. Immobility can increase the risk of deep vein thrombosis (DVT), sometimes called “economy-class syndrome” in travel talk. It’s still unclear whether flying scientifically raises the risk of DVT, but prolonged (more than four hours) immobility is unhealthy in any context. Walking to the back of the plane or using the restroom are also easy, inconspicuous ways to keep your blood flowing.
After landing
It is very common for us to get frantic last minute emails from clients after landing asking what to do next. Traveling is exciting but can also be stressful and overwhelming so we try to minimize that as much as possible by including this information on your travel documents and here as a reminder. When you land in an international destination, the first thing you will (typically) do is go through immigration (passport control). Just follow the people or ask an airport staff member where to go but most airports are marked very clearly with signs pointing you in the right direction. If you have purchased a meet & greet service (only found in a handful of destinations right now), someone will greet you at the exit of the plane holding a sign with your name on it. Otherwise, just follow the crowd. Here is where you may have to scan your passport, submit to facial recognition screening and have your passport stamped. If you were given an immigration form on the plane, be sure to have that filled out completely and signed. Once you are done with immigration, you will proceed to baggage claim and then find your ground transportation.
Ground transportation (shared)
We often incorporate this in our packages but there are a few destinations that we can not include transportation. Be sure to check your final travel documents for all information about where to go, who to look for and what to avoid. The biggest things to avoid are people posing as your transfer company/car service with ulterior motives. If anyone approaches you, ignore them. Do not get scammed into overpaying for a taxi or listening to a timeshare presentation. Go where your travel documents direct you and ignore everyone else! (Timeshares are rampant in Mexico and certain Caribbean islands so again, beware!) Also be sure to ask upon arrival how to know when and where to go for your return transfer back to the airport.
Private car service
Like with shared transfers, go where your travel documents direct you and ignore everyone else. Your travel documents will list where to go and who to look for. There will also be a local phone number included should you not be able to find your driver. If for any reason you can not find or connect with your driver and you have exhausted all options to locate them, just take a taxi or uber to your hotel and save the receipt. Do not panic! We can sort out the details once you are settled into your trip. This is rare but things do happen and when you are tired and overwhelmed, it can be stressful trying to figure out what to do so this is just a reminder to do what comes easy and let us handle the reimbursement on the off chance there is an issue like this. Things like this are a good reason to have a credit card and more cash than you anticipate needing while traveling.
Taxis/Uber
If you are taking a taxi from an airport or a train station, go outside to the taxi stand. Do not speak to anyone that approaches you asking if you need a ride. Once you find the taxi stand, approach the attendant or the driver of the first car and ask them the cost to where you are going. Have a vague idea of the cost from where you are to where you are going (google it for a reference!). Once in the taxi, insist they turn the meter on and ask for a receipt. Tourists are vulnerable to unscrupulous drivers overcharging in these circumstances. Don’t let that be you! Most taxis can accept credit cards but be sure to have enough cash in local currency in case they do not. Uber is great but not widely used in all International destinations. Don’t assume you will easily be able to get an Uber everywhere (check their site before you travel). Once you are at your hotel, you an usually ask them to call you a taxi for transportation during your trip and back to the airport/train station. Taxis are different in many countries and not easily flagged on the street as would in a city like New York.
Car Rentals
If you are brave and planning to rent a car outside of the US, be sure you know how to drive a stick. There are no guarantees you will get an automatic car in most international destinations. Also, make sure you have an international driver’s permit. You can get this for around $20 at most AAA locations. And always use a credit card that includes some rental car insurance. Other things to consider are (but not limited to); if your hotel charges for parking, what kind of “gas” the vehicle takes and which side of the road you will be driving on.
Trains
Trains in Europe are a little different than in the US and each country has their own system but Italy tends to be the most popular country for international train travel. Their rail system is excellent and can easily get you from Rome to Florence, Venice, Milan, Naples and most other major cities in Italy. Some cities may have more than one train station. Therefore, inquire beforehand from which station your train is scheduled to leave. Here are some popular terms to be familiar with when traveling internationally by train:
‣Platform: In railroad stations, trains are listed chronologically either on a computerized board or on poster timetables. They are usually color coded yellow for departure and white for arrival. On computerized boards, you will find the train category, destination and platform/track number from which the train departs, as well as the departure time. If you are unsure of the information, ask a rail official at the station. Go by your train number to find your track. Not the city listed. You may be stopping at one city but the trains are marked as the final destination which can be confusing!
‣Car: Some trains may split at certain junctions; one part going one way and the other another way or stopping. Make sure that you are seated in the right part of the train when you board. You can do this by looking at a diagram of your train, which is usually posted on the platform, by listening to announcements or by asking an official. In some cases, the platform itself may be marked with corresponding numbers or letters. Numbers on the outside of the train cars indicate whether they are 1st or 2nd class. Check your ticket to know which car location to board your train.
‣Seat: Many European trains have reserved seating. Sit in the seat with the number corresponding to the one on your ticket. If you do not have a reservation try to sit in a seat that is reserved from your destination station on. You will have a seat for the entire journey, and will not be asked to move.
Hotels/Resorts
Be sure to have a major credit card with you at check-in. If you plan to use a debit card, be sure it has at least $300 on the account and no holds or low limits set by your bank. All hotels and resorts will put a temporary charge on your card card to “open” the room. This will allow you to make phone calls or charge extras to your room and pay with your card at check out. This also protects the hotel from any damage caused by guests. It is a normal practice by all hotels and resorts worldwide. Your room will be available for check-in no later than 4PM. (In most cases). If you arrive early and your room is not ready yet, you will be allowed to leave your bags with the front desk and begin your vacation. You may want to have a change of clothes in your carry-on if you prefer not to stay in your traveling clothes. The hotel concierge is an excellent resource for local dining and tour suggestions. Be sure to connect with them if you do not pre-plan these things prior to arrival.
Timeshares / Vacation Clubs
This has become quite an annoyance for vacationers in places like the Caribbean and Mexico so we like to warn you that you may be approached at the airport or your resort by a “vacation planner”. Do not fall prey to this! You do not need to attend a breakfast or a seminar or any sort of presentation. The only thing you may be asked to do is confirm your return transfer with the tour desk and if so, please be sure to do that. Any other “invitation” is not something to spend your time on while on vacation so if approached, be sure to ask plenty of questions before accepting. Many resorts will also have an area exclusive to their timeshare members. Please ask us if this is an issue for you so we can advise more about it.
Dining
If you are staying at a tropical resort, many will require dinner reservations to be made in advance (upon arrival, not prior to departure) for their nicer restaurants. Be sure to ask at check-in what the procedure to do this is. Each resort is different and some do have an assigned location and window of time to do this so be sure to ask where/when this is to make dining reservations for the week if you so chose. If staying at a hotel without meals included, it is a good idea to research dining options prior to travel or work with the hotel concierge for assistance with this once you arrive.
Local culture
It is a huge help to know the local culture before traveling to any new country. There is so much you need to be aware of that we could not possibly fit here but examples are as follows; camouflage is not allowed to be worn in many areas of the Caribbean or Africa, tipping in Europe & Asia is very different than in the US, you can not visit the Vatican with exposed arms or legs or or any mosque without the same AND a head covering (for women) and some restaurants in Japan will ask you to remove your shoes before entering. The list is endless but it is important to do your homework when you leave your country of origin to visit another.
Group tours
Group tours guarantee you to see the most popular attractions at a comparatively low price. Typically small group tours are for less than 20 people but some group tours can be for up to 40 people. If you want to see all the sights for the lowest price possible, this is your best bet.
Private tours
Private tours are great for families with 3+ people or couples who want to feel like they are visiting a city with a friend. They are much more personalized and can often be flexible. A good private tour guide can give you local restaurant recommendations which can be invaluable.
Excursions
The difference between a tour and an excursion is that a tour is a guided visit to a particular place, building or location to experience local history, culture, art or cuisine. An excursion is a short outing or trip, generally with a specific purpose like horseback riding, snorkeling or another active event.
Going home
On the last day of your trip your airline should alert you via their app to check in at the 24 hours prior mark. You can do it at any time up until midnight the night before so don’t worry if you get notified when it is not convenient. If you do not have wi-fi or have issues checking in, do not be concerned! That is not uncommon in destination, so just get to the airport early and airline staff can check you in when you arrive. Keep in mind there will be some language barriers at the airport and airport security is handled differently in each country so do not expect it to be like it is within the US. Have patience, ask for help and read the signs for the best possible experience. If you need help, just approach any airport staff member and ask for English speaking assistance. Everyone wants to help so do not be afraid to ask for it!
Travel Insurance
Not to say that any of the above is less important, but travel insurance might be your best resource if something does not go according to plan. Definitely do not skimp on this. It might feel unnecessary but this protection covers more than just cancellation prior to travel. In many cases it protects you when there are trip delays or interruptions or unforeseen medical emergencies that may arise. Read more on our travel insurance blog here.
