Before You Travel

Europe, North & South America, Australia & New Zealand tours

Every travel moment counts and to ensure that your trip runs seamlessly, as well as making sure we can contact you in the unlikely event of an emergency, we require all our guests to register before they travel at https://my.trafalgar.com/login. Registration only takes a few minutes and you will be asked to enter your contact details such as an email address, a mobile phone number and the contact details of a nominated person we can call in the event of an emergency. We also invite you to share details of any specific dietary requirements and travel preferences, special celebrations etc. Once registered, you will find all your itinerary details, be able to download your e-Documents and meet your Travel Director online.

Africa & Asia tours

Unfortunately, our Africa and Asia Travel Directors do not have the same level of access to passenger details as on other destination tours, so you will not be able to connect with them prior to the tour or online. Rest assured, the quality of your on-tour experience will still be impeccable and they are looking forward to meeting you on tour. 

Personalisation
We will be able to personalize your trip based on your interests, dietary and rooming preferences. 

Ease of travel
  • Your trip will be seamless, from hotel check-ins to passports and security checks. 
  • We will have your emergency contact details on file in the unlikely case we’ll ever need them. 
  • You can view your itinerary and trip map day-by-day and check all the relevant travel and booking details. 
  • You can unlock your e-documentation. 

Social Connection 
  • Connect with fellow guests and the Travel Director, prior to and during the trip. 
  • Send updates to social networks.
  • Receive daily trip news and itinerary updates from your Travel Director.

Worldwide

Once registered, you’ll be able to unlock your travel documents approximately 3 weeks prior to departure on the MyTrafalgar travel portal, and also access a number of social interaction tools such as group chat with your Travel Director and other guests.

Europe tours

Each guest must ensure that their passport is valid for at least six months beyond the conclusion of their trip and that all necessary visa and permits for the trip have been acquired. Multiple-entry visas may be required if you are entering a country more than once on your vacation.

Guests are advised that only the countries you plan to visit can provide up-to-date information about their specific visa requirements. Travelers should contact the nearest embassy or consulate of the countries they plan to visit well in advance of travel. Check your itinerary carefully and remember that requirements vary based on passport place of issue, and the process can take time. Check that multi-entry visas have the correct entry dates and destinations before you travel. Please be aware that with some itineraries, you may travel through a country without making an overnight stop, but will still require a visa to enter / exit.

Please ensure that you carry proper identification with you at all times as entry documents and passports will be required at border crossings. Usually crossing borders is a very straightforward process that is managed by your Travel Director, however, be advised that you may be required to open luggage and answer simple questions regarding the length of your stay, purpose of travel etc.

For the latest COVID -19 travel regulations, quarantine policies and border statuses for destinations around the world, please click here.

Rest of the World

Each guest must ensure that their passport is valid for at least six months beyond the conclusion of their trip and that all necessary visa and permits for the trip have been acquired. You are responsible for obtaining all necessary visas prior to the departure of your guided holiday. Depending on your nationality, you may need visas to enter certain countries included on your trip. Please note that obtaining visas can take up to six weeks prior to your departure. It is strongly advised that you consult your Travel Agent and the local Consulate or Embassy of the country you are visiting well in advance to determine which visas they require and how to obtain them.

Visit the VisaCentral website for more information.

For the latest COVID -19 travel regulations, quarantine policies and border statuses for destinations around the world, please click here.

Europe tours

Due to COVID19 and the effect it has had on the way we will travel in 2021 and beyond, we have had to make changes to our requirements around travel insurance. Travel insurance will be required on all our tours, and must include the following coverage; Trip Interruption, Trip Delay, Medical Expenses, Quarantine Expenses and Emergency Evacuation/Repatriation. The insurance must cover medical costs and a medically imposed quarantine if the insured or someone the insured has come into contact with, tests positive for COVID-19. This cover is not yet available, however is being worked on by insurance providers. When the policy is available it will be able to be purchased from either us or your travel agent. If you are paying a deposit on a trip now, we, or your travel agent will be in touch when this insurance is available to ensure you are adequately covered.

Should you choose to travel on Trafalgar without the required travel insurance, you will need to acknowledge your agreement to take full responsibility for all expenses (trip interruption, trip delay, medical expenses, quarantine expenses and emergency evacuation/repatriation) that may arise while traveling with Trafalgar. Further, you agree to indemnify Trafalgar against all third-party claims, actions, damages and remedies which may be brought against Trafalgar as a result of your participation in the Trafalgar trip.

Guests will be required to indicate that they have read and understood this requirement of travel with us at the time of registering for their trip. 

Rest of the world

We strongly recommend that all guests have a travel insurance policy to ensure your peace of mind before and while traveling. It’s important that you protect yourself in case of trip cancelations, an interruption for any reason, baggage delays or loss of baggage and medical expenses.

You can purchase travel insurance through Trafalgar. With our Travel Protection Plan you can enjoy comprehensive coverage during your holiday, designed exclusively to ensure your protection in the event that an unforeseen incident occurs or your plans need to change. Visit Trafalgar’s Travel Protection Plan for more details or see our brochures.’

Worldwide

Your departure

Generally, check in times require guests to arrive at the airport a minimum of two hours before a domestic flight and three hours before an international flight. This allows you plenty of time to check in and pass through security to the boarding area. Online check-in means you can save time and fuss at the airport by checking in for your flight via the website prior to your arrival at the airport.

Please allow enough time to get to your flight – be aware that during busy travel periods or at airports with heightened security, you may experience longer queues. Boarding usually starts 30-45 minutes before departure and the gate generally closes 20-minutes prior to departure. Check with your airline to see what time check-in counters open.

Airport check in

Everyone traveling, regardless of age, needs their own set of travel documents. All guests including children must have a machine-readable passport valid for six months after your trip return date along with any applicable visas. International travel doesn’t have to be tricky – just make sure your travel documents and required paperwork are in order. When you travel internationally, you are responsible for ensuring you have the correct documents to enter and pass through any countries during your trip, and then make your way back home.

Please note: Always use the information exactly as it appears on your passport (to book and complete any documents).

Airline tickets

Please check your airline tickets carefully as many airlines have code share agreements with another airline. This means that you may travel from point of departure to point of destination using more than one carrier. If your ticket states “Flight operated by (airline)” you will need to check in with that airline and not the airline listed as the original carrier.

Airline connections

Traveling internationally may require you to change planes in major airports. Your airline will provide you with details of the minimum connection time required to transfer from one gate to another at each specific airport. We recommend that you check any connection times carefully and familiarise yourself with the airport layout prior to landing. When checking in for your flight, ensure you check in to your final destination so you do not need to claim luggage and re-check it during flight connections.

Airport security

Before flying, you will go through airport security. These measures are in place to help maintain your safety, so familiarise yourself with the rules; this will help you pass through the security checks as quickly as possible. Restrictions on what you can take on board and in hand luggage varies from time to time and country to country, so we recommend you read the latest security advice before traveling. Please remember that although all airports must adhere to relevant aviation security requirements, security procedures may vary from airport to airport. More information can be found on the website of the airport you are flying from and usually from that of your airline or travel company.

Airport transfers for North America

Guests make their own arrangements for arrival transfers, and for departure transfers unless the last day is a travel day ending with an airport drop (see itinerary for airport arrival times). Trafalgaroffers the option to purchase private transfers for selected cities. Guests may check at time of booking if those are offered for the selected itinerary. Otherwise, guests will be provided local transfer options after booking so they can make their own arrangements. Guests arriving before or leaving after the scheduled itinerary day may choose to purchase a private transfer through Trafalgar provided that they also purchase the additional pre- and post-trip hotel night(s) from Trafalgar. When booking extra night(s) accommodations, guests will have the opportunity to book the relevant transfer service(s).

Europe tours

Travelling with Trafalgar entitles each guest to travel with one suitcase not exceeding 23kg (50lbs) in weight, with the dimensions of 76cm x 46cm x 25cm (30” x 18” x 10”). Carry on/hand luggage is restricted to one piece per person, not exceeding 12”x11”x6” (30x28x14 cm) to fit under your coach seat or in the small overhead compartment. 

So your driver and the hotel porters can safely lift and transport your suitcase throughout your holiday, we strongly recommend that you test the weight of your baggage prior to travel. You should be able to lift and comfortably transport it for short distances.

Baggage allowances vary from airline to airline and you should check with your chosen carrier for details prior to travel.

North & South America, Australia & New Zealand tours

You can bring one suitcase per person with the dimensions of 76cm x 46cm x 25cm (30” x 18” x 10”) and weight not exceeding 23 kg (50 lbs) due to the limited space on the coach. You can also bring one piece of hand luggage, provided it is small enough to take on the coach and does not have telescopic handles.

Africa & Asia tours

East Africa safari vehicles cannot accommodate the regular luggage dimensions and weights listed above. We kindly ask our guests to travel with a soft sided bag or medium sized suitcase. 
For internal flights within Trafalgar Asia tours, there is generally a 20kg luggage allowance.

Worldwide

Should your luggage be delayed by your airline, it is the airline’s responsibility to ensure that it is delivered to you while traveling. Claims for reimbursement for delayed baggage should be addressed to the airline directly. We suggest that you complete a claim form at the airline desk upon arrival and prior to passing through passport control and customs. You may wish to provide the airline with the list of hotels you are staying at so the baggage may be forwarded to you directly.

Europe

The weather in Europe varies by region, proximity to water, altitude and time of year so we suggest that you pack layers of clothing that can be added or removed as necessary. A comfortable pair of flat shoes /trainers for walking is essential as you will be visiting cities and sites with cobbled streets and uneven terrain. A light waterproof jacket may also be useful and a sun hat during the summer months.

Bear in mind that some excursions will take in visits to cathedrals or other religious locations where more modest attire, covering the shoulders to below the knees, is appropriate. There may be a restriction on shorts / mini-skirts and bare shoulders at some religious sites, where both men and women are required to cover up. A scarf applied across the shoulders is perfectly acceptable. This is particularly important in countries such as Italy where standards of dress are rigorously enforced.

Useful items that you may wish to pack can include:

• A small travel alarm so that you do not have to worry about booking wake up calls at your hotel;
• A travel iron if you like your clothes to be pressed;
• A wash cloth and carry bag;
• A travel pillow;
• A copy of your hotel contact list, so should your luggage be mislaid by your airline, you can be reunited with it easily. We would also suggest that a change of clothes and essential travel toiletries should be packed in your hand luggage for the same reason;
• A photograph of your luggage contents in case of loss;
  cented soap, fabric softener sheets or scented sachets can be packed to keep your clothes smelling fresh and clean throughout your trip.
• You may also wish to bring a dressier outfit for visits to the theatre or an elegant restaurant. Smart casual clothes are usually acceptable attire for other evening activities.
  
  

Rest of World

• A small travel alarm so that you do not have to worry about booking wake up calls at your hotel;
• A travel iron if you like your clothes to be pressed;
• A wash cloth and carry bag;
• A travel pillow;
• A copy of your hotel contact list, so should your luggage be mislaid by your airline, you can be reunited with it easily. We would also suggest that a change of clothes and essential travel toiletries should be packed in your hand luggage for the same reason;
• A photograph of your luggage contents in case of loss;
• Scented soap, fabric softener sheets or scented sachets can be packed to keep your clothes smelling fresh and clean throughout your trip;
• You may also wish to bring a dressier outfit for visits to the theatre or an elegant restaurant. Smart casual clothes are usually acceptable attire for other evening activities.

Europe

When planning how much money to bring, we suggest that you consider such things as spending money for meals that are not included e.g. lunches and beverages, alcoholic drinks etc. Any Optional Experiences/sightseeing trips that you may wish to purchase, as well as shopping, gratuities and any incidentals such as laundry or dry cleaning and so on.

When planning to use credit and debit cards in Europe, we recommend that you notify your bank and credit card company prior to your departure to provide them with information regarding where you are traveling and to obtain PIN codes if you do not already know them. This ensures that your provider will not deny payment because they think the transaction could be fraudulent. It is also good practice to have an overseas contact number for your bank and/or credit card company with you in the event that you need their assistance when traveling.

Throughout Europe, ATMs are available to withdraw cash. There will be a fee, but these are still the most cost-effective method of cash withdrawal. ATMs can usually be found in the customs arrival hall or airport terminal building. Your Travel Director will also be able to advise you regarding the location of banks/ATMs etc. as you travel.

When using ATMs, please remember to only insert cards into machines bearing the logo of your particular card. Most machines have a maximum withdrawal limit and debit cards are preferable to credit cards as transaction fees are less.

While most major credit cards are generally accepted by shops and hotels throughout Europe, you may find that there is a minimum charge for using them. It is also becoming more common for identification to be requested when making payments by credit card, so remember to carry your passport or driver’s license with you. When making purchases with your credit card, you will be charged in local currency by the vendor and your credit card company will convert the charges based on the exchange rate that they implement. A fee is charged for this. Visa, American Express or MasterCard are widely accepted in most shops and restaurants.

If you plan to purchase local currency before you travel we suggest that you request notes of smaller denominations as many local stores and restaurants may not be willing to accept the higher ones. For example, if purchasing Euros, request denominations of €50, €20 and €10. That way, you will have the right amount to offer payment for anything from a cup of coffee to a three-course lunch!

Rest of world

When planning how much money to bring, we suggest that you consider such things as spending money for meals that are not included e.g. lunches and beverages, alcoholic drinks etc. Any Optional Experiences/sightseeing trips that you may wish to purchase, as well as shopping, gratuities and any incidentals such as laundry or dry cleaning and so on.

When planning to use credit and debit cards, we recommend that you notify your bank and credit card company prior to your departure to provide them with information regarding where you are traveling and to obtain PIN codes if you do not already know them. This ensures that your provider will not deny payment because they think the transaction could be fraudulent. It is also good practice to have an overseas contact number for your bank and/or credit card company with you in the event that you need their assistance when traveling.

Throughout most countries, ATMs are available to withdraw cash. There will be a fee, but these are still the most cost-effective method of cash withdrawal. ATMs can usually be found in the customs arrival hall or airport terminal building. Your Travel Director will also be able to advise you regarding the location of banks/ATMs etc. as you travel.

When using ATMs, please remember to only insert cards into machines bearing the logo of your particular card. Most machines have a maximum withdrawal limit and debit cards are preferable to credit cards as transaction fees are less.

If you plan to purchase local currency before you travel we suggest that you request notes of smaller denominations as many local stores and restaurants may not be willing to accept the higher ones.

Europe tours

In order to ensure a healthy and enjoyable trip, we strongly suggest that you pack a plentiful supply of any medication that you may need while on vacation. All prescriptions should be filled, up-to-date and in their original packaging. Always pack prescriptions in your carry-on bag with copies of your prescription paperwork as your checked luggage may not always be easily accessible, particularly in the event of delays, lost luggage etc.
 
You might be concerned that enhanced airport security measures concerning the quantities of liquids that you can carry aboard an aircraft will prevent you from taking your medication on flights. You need not worry – provided your medication is accompanied by the relevant documentation from your doctor (a doctor’s note or letter should be fine), you are entitled to take it with you on board your flight.

We would always advise you to research the rules around taking your medication to your destination country and what proof of treatment you’re expected to bring with you. For example, you can avoid any issues at airport customs in Spain by having your prescription drugs and doctor’s letter readily available. However, not all European countries have the same regulations. Everyday over the counter medicines are not carried on the coach. Your Travel Director will be able to advise you where to purchase items if needed.

Please contact your doctor or health care provider before traveling to determine which vaccinations or other health precautions are recommended for your travels. Most countries in which we travel do not require any special vaccinations; however, requirements can change at any time and we strongly recommend that you check for more detailed and current information before you travel. Each guest must comply with entry, health and other requirements of the countries visited during your trip.

You can keep informed of current health news by visiting www.travelhealthpro.org.uk.

Guests should advise of any dietary or health related issues that might affect them during their travels. For example, if a guest carries an auto-injector for nuts or other allergies etc. or has a condition requiring special attention. 

Please notify Trafalgar of any disability requiring special assistance prior to traveling. This enables us to make reasonable adjustments in order to accommodate specific requirements of those traveling with a disability. A companion should always accompany those guests who require individual assistance to walk, get on and off the motorcoach and other vehicles and for personal needs such as dining, dressing etc.

Rest of the world

In order to ensure a healthy and enjoyable trip, we strongly suggest that you pack a plentiful supply of any medication that you may need while on vacation. All prescriptions should be filled, up-to-date and in their original packaging. Always pack prescriptions in your carry-on bag with copies of your prescription paperwork as your checked luggage may not always be easily accessible, particularly in the event of delays, lost luggage etc.
 
You might be concerned that enhanced airport security measures concerning the quantities of liquids that you can carry aboard an aircraft will prevent you from taking your medication on flights. You need not worry – provided your medication is accompanied by the relevant documentation from your doctor (a doctor’s note or letter should be fine), you are entitled to take it with you on board your flight.

We would always advise you to research the rules around taking your medication to your destination country and what proof of treatment you’re expected to bring with you. Please also contact your doctor or health care provider before traveling to determine which vaccinations or other health precautions are recommended for your travels. Most countries in which we travel do not require any special vaccinations; however, requirements can change at any time and we strongly recommend that you check for more detailed and current information before you travel. Each guest must comply with entry, health and other requirements of the countries visited during your trip.

Guests should advise of any dietary or health related issues that might affect them during their travels. For example, if a guest carries an auto-injector for nuts or other allergies etc. or has a condition requiring special attention. 

Please notify Trafalgar of any disability requiring special assistance prior to traveling. This enables us to make reasonable adjustments in order to accommodate specific requirements of those traveling with a disability. A companion should always accompany those guests who require individual assistance to walk, get on and off the motorcoach and other vehicles and for personal needs such as dining, dressing etc.

Worldwide

This will depend on the destinations you are traveling and your personal health circumstances. Be sure to speak to your Travel Agent or doctor to find out if vaccinations are required. If you are taking medication or suffer from any form of illness, ensure you have an adequate supply of medication before departing for your vacation.

Worldwide

We understand how important it is to stay connected with family and friends when you are traveling. In your travel documents, you will find a detailed hotel list that will provide you with hotel names, addresses, contact numbers and dates of stay. We recommend that you leave a copy of this with family and friends so that they may contact you if needed.

You may wish to bring a smart phone with you. If so, ensure you contact your service provider to inform them of your travel itinerary and dates prior to departure. Most companies will have an international plan, which will allow you to make calls outside your home country. If you do not already have this, we recommend you purchase it prior to leaving and make sure that your phone and access service will work in the country/countries you are traveling.

Making long distance calls from hotel rooms may be possible but is very expensive. Please be advised that even if you use a ‘toll-free’ calling card a surcharge may be applied, so always check beforehand to avoid a costly surprise. If purchasing a calling card for use while traveling, ensure that the card covers the country/countries in which you will be traveling. A list of counties should be clearly displayed on the card or packaging.

Worldwide

• With one parent or guardian;
• Without a parent;
• Alone;
• With an adult who is not a parent or guardian.