Your tour-only deposit is non-refundable. However, we do offer deposit protection, which means your tour-only base deposit can be used toward a future Trafalgar, or Travel Corporation sister tour brands holiday within the next five years. 

If your booking is confirmed you will have received an invoice shortly after booking both for tour deposits, or for tours where you’ve paid in full. Please always check your junk, spam or promotions folder.  

For any additions and changes to your booking, including any payments made, we will send you an updated invoice. Please always check your junk, spam or promotions folder.  

Travel Agent booking on behalf of your client? Please log in to the Travel Agent Portal where you can access your client's invoice. 

You can see your full payment due date in our Payment Terms. 

All payment dates and amounts will appear on your invoice once you’ve booked. Please note, deposit and full payment terms may vary for special offers. Please familiarise yourself with our full Booking Conditions. 

The payment process will depend on how you booked your tour and there are a number of ways you can make payments.

If you booked with directly with Trafalgar: 

• Once you’ve booked your tour you will need to create and complete your personal My Trafalgar Travel Portal account. Within the portal you’re able to make any secure payments for the balance of your tour.  

• You can Contact Us and we’ll send you a one-time secure payment link or take your payment over the phone.  

If you booked with a Travel Agent: 

• Contact your Travel Agent to make payments for your tour directly through them.  

Are you a Travel Agent? You can make payments directly through the Travel Agent Portal  where you can also view your invoices. 
 

We accept the following payment methods: 

• Credit/debit cards: Visa, MasterCard, American Express, Maestro, and Discover 

• PayPal 

We require all guests to create and complete their own personal My Trafalgar Travel Portal Account. 

It’s a mandatory requirement for all guests to do this and allows us to finalise your travel arrangements. For example, in some destinations we need to provide specific information to be able to confirm tickets to specific sights, as well as for border crossings and hotel check ins or for security. Having your details on file as soon as possible allows us to complete all pre-travel requirements and provide the best possible duty of care.  

To create and complete your account takes about 5 minutes. All you need to do is add your details including passport, your contact details and emergency contact to complete your account. If you have booked a tour on someone’s behalf, they will still require their own My Trafalgar Travel Portal Account. 

If you're traveling with children between the age of 5 and 17, their details are attached to the lead booker and do not require their own My Trafalgar Travel Portal account. 

To learn how to create and complete your account, visit our My Trafalgar Travel Portal and follow the prompts.  

To create and complete your account takes about 5 minutes. All you need to do is add your details including passport, your contact details and emergency contact to complete your account. If you have booked a tour on someone’s behalf, they will still require their own My Trafalgar Travel Portal Account. 

If you're traveling with children between the age of 5 and 17, their details are attached to the lead booker and do not require their own My Trafalgar Travel Portal Account. 

If you booked your trip with one of our Travel Agent partners, you’ll find your itinerary details, and if your account is complete, you’ll be able to access your tour documents (approx. 21 days / 3 weeks before travel).  

It’s also where you add your dietary preferences and share your personal preferences and reasons for travel so we can start to plan ahead. 

If you booked your trip directly with Trafalgar, you can do all the above, plus, make payments, add pre and post accommodation, flights, and more.  

If your My Trafalgar Travel Portal Account is complete, you’ll be you’ll be able to access your e-travel documents approximately 21 days/3 weeks prior to departure within The Portal. Your Travel Documentation cannot be issued until all details within your account are complete.  

Go to My Trafalgar Travel Portal, click ‘Create Account’ and follow the prompts to create your account and add your booking.  

To add your booking, you’ll need to have your Booking Number handy (located on your invoice) e.g. A012345, as well as your first and last name that was used to book your tour (these must match your passport). You can then complete your account by adding in your details like passport, next-of-kin emergency contacts, as well as your own contact details. If you can’t locate your Booking Number, please check with your Travel Agent, or your travel companion.  

To further protect our guests' personal information, we upgraded the My Trafalgar Travel Portal login process in April 2025 with enhanced authentication. If you are a past guest who traveled before 09 April 2025 you will need to create a new account to access My Trafalgar Travel Portal. Please use the 'Sign Up' option to create your account and follow a few quick steps.

It is recommended that all guests purchase travel insurance.   

Your insurance should include coverage for trip interruption, personal injury, medical expenses, and evacuation and repatriation, even during pandemic events. You can purchase this at the same time you book your trip, and this will be automatically added to your booking. Learn more on our Travel Insurance page. 

If you forget to book insurance, learn more about your options here. 

Yes, there are a number of different Travel Insurance options, you can review your options on our dedicated Travel Insurance page. 

The weather in your travel destination may vary. We would suggest that you pack layers of clothing. Apps such as Packr and PackPoint will give you great packing tips based on forecasted weather. And our The Real Word Travel & Lifestyle Magazine has plenty of articles and suggestions.  

Essential items to pack include: 

• Sun hat (summer months) 

• Light waterproof jacket (summer months) 

• Warm waterproof coat (winter months) 

• Comfortable flat shoes / trainers/ sneakers  

• Shoulder covering like a scarf or blouse as some experience may visit to cathedrals or other religious locations where there may be a restriction on shorts / mini-skirts and bare shoulders.  

• Medication 

• Phone & device chargers & Adaptor plugs 

• A photocopy of your hotel contact list & travel documents  

Other useful items you might like to pack include:  

• Travel iron 

• Carry bag to take with you each day on the coach 

• Travel pillow 

• A photograph of your luggage contents for reference 

During your trip, you will be supplied with Vox Tour Guide Systems, which will let you hear your Travel Director or Local Specialist during selected experiences. We supply a one Vox in-ear earphone, but we recommend you bring a personal set of earphones with an Auxiliary Audio Cable. This will ensure you have the sound quality which suits your preferences.  

We also recommend our guests bring a reusable water bottle, not just for convenience, but to reduce your holiday plastic waste. 

Porterage is included for your luggage throughout the trip for your main hold luggage/ bag (one item per person), meaning that you only have to carry your hand luggage on and off the coach each day. Please note that on occasion where there are trains, porterage is not included.   

Included Internal flights: For Trafalgar Asia and Egypt tours where flights are included as part of the tour itinerary, the luggage allowance is usually 20kg (44lbs).   
  
East Africa safari vehicles: These 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. 

Our coaches do not have the same interior luggage space both in the overhead compartments and underneath the seats as airplanes do. Therefore, due to space restrictions and for your safety hand luggage with telescopic handles or wheels are not permitted on our tours. We suggest a small backpack or carry bag that can double as your day bag when you’re out exploring the amazing sights on your tour.   

Electrical plugs, voltage and outlets differ throughout the world. Trafalgar do not supply travel adaptors for guests. We recommend bringing a universal travel adaptor that’s suitable for the countries you are travelling to.  

Packr and PackPoint will give you great packing tips based on forecasted weather. Weather Channel or Accuweather are the most popular weather apps to keep up to date with the local weather of the places you will go.  
 
Duolingo will have you covering off the basics of a local language for just 5 minutes a day. Google Translate is great for quick translations. 

All children and young people under 18 years old must be accompanied by an adult who will be responsible for their supervision and welfare throughout the duration of their Trafalgar tour.   

Although our Travel Directors and Drivers are with you to support your journey and deliver an amazing holiday you’ll never forget for you and your group, they are unable to provide individual dedicated care for younger guests. This includes providing babysitting services or supervision while exploring the amazing destinations and venues throughout your itinerary. 

Some countries have established practices to prevent international abductions of children and because of this, it is recommended that you secure a “Child Travel Consent” prior to departure if you are travelling with a minor who is under 18 years of age. This documents that a minor has permission from his or her parent(s) or guardian(s) to travel and may be requested by authorities and officials when a child is travelling internationally: With one parent or guardian; Without a parent; Alone; With an adult who is not a parent or guardian. If the travelling parent has sole custody, he or she will require a notarized true copy of a court order or equivalent proving custody. If both parents have custody, or the non-travelling parent has custody, the travelling parent will need notarized consent from the non-travelling parent. We recommend that you contact relevant consulates and airlines for additional information and guidance. 

Each guest has differing budgets when they travel. However, when preparing your travel budget, we suggest that you consider the below:  
 

• Budgeting for any Optional Experiences you may plan to do when you’re on your tour. You’re able to see costs for these Optional Experiences on your tour itinerary and your Travel Documents. 

• Budgeting for Meals that are not included spending money for meals that are not included e.g. lunches and beverages, alcoholic drinks etc. You’re able to what included meals are available on your tour itinerary and your Travel Documents. 

• Shopping you may like to do at your own cost 

• Gratuities and any incidentals such as laundry or dry cleaning and so on. 

To allow for all preferences, you have the option to pre-pay gratuities for your Travel Director and Driver at the time of booking. Or, if you didn’t do this at your time of booking, you can Contact Us or pay or via your My Trafalgar Travel Portal Account. Alternatively, if you would like to show your appreciation to the team, gratuities may also be paid during your trip. 

The pre-paid gratuities option is not available on our Asia and Africa trips. 

All porterage and restaurant gratuities, and hotel tips, charges and local taxes are included as part of your tour price you’ve paid.  

Depending on your nationality, you may need visas to enter certain countries included on your trip. Please note that obtaining visas can take a long time, so it is strongly advised that you consult your Travel Agent and the local Consulate or Embassy of the country you are visiting to determine which visas you require and how to obtain them.    

Trafalgar is not responsible for obtaining any necessary visas required on your tour. Trafalgar is also not responsible for denial of any visa applications and requests.   Trafalgar is not responsible for any visa issues upon arrival at your destination. 

There are a number of helpful sites including Visa Central that can provide up-to-date information about visa requirements.  

Trafalgar is not responsible for obtaining any necessary visas required for your tour. Trafalgar is also not responsible for denial of any visa applications and requests. Trafalgar is not responsible for any visa issues upon arrival at your destination.  

Information about border crossings and visas, entry requirements varies by destination. Please check the destination you're visiting below for more information: 

 
Europe trips 

Each guest must ensure that their passport is valid for at least six months beyond the conclusion of their trip and that they have acquired all necessary visas and permits. Multiple-entry visas may be required if you are entering a country more than once on your holiday. 
 
Guests are advised that only the countries you plan to visit can provide up-to-date information about their specific visa requirements. Guests should contact the nearest embassy or consulate of the countries they plan to visit well in advance of travel. Please check your itinerary carefully. Remember that requirements vary based on a passport's place of issue and that 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. If this happens on your itinerary, you will still need a visa to enter/exit the country for example an ETA when transiting through UK & Ireland. 
 
Please ensure that you carry proper identification with you at all times, as border crossings will need to see your entry documents and passports. 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 your luggage and answer simple questions about the length of your stay, purpose of travel, etc. 

United Kingdom and Northern Ireland trips incl. transiting travelers 

From January 8, 2025 UK law requires travelers both entering and transiting through the UK and Northern Ireland to obtain an Electronic Travel Authorization (ETA) which must be obtained in advance of travel. It costs £16 and is valid for 2 years. 

For more information, read our helpful ETA page. For all other entry requirements please check with your nearest consulate. 

USA trips incl. transiting travelers 

US law requires travelers both entering and transiting through the United States are required to obtain an Electronic System for Travel Authorization (ESTA) which must be obtained in advance of travel. ESTA applications can be made at the U.S. Customs and Boarder Protection website. 

Rest of the World trips 

 
Each guest must ensure that their passport is valid for at least six months beyond the conclusion of their trip and that they have acquired all necessary visas and permits. You are responsible for obtaining all necessary visas before 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 before 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. 

If your My Trafalgar Travel Portal Account is complete (when your emergency contact and passport details have been entered), you’ll be you’ll be able to access your e-travel documents approximately 21 days/3 weeks prior to departure, within your My Trafalgar Travel Portal Account, when they become available. Your Travel Documentation cannot be issued until all details within your account are complete.

It is important that you research the rules around taking your medication to your destination country and what proof of treatment you’re expected to bring with you. Not all countries have the same regulations, and Trafalgar is unable to do this on your behalf.   

If you are taking medication or suffer from any form of illness, ensure you have enough medication for your entire trip (including extra in case of any delays) before departing for your holiday. 

Medication Essentials 

• Pack enough medication to last your entire trip, plus a few days extra in case of any unexpected delays. 

• Ensure all prescriptions are up-to-date, and in original packaging. 

• Carry medications in your carry-on bag with copies of your prescription paperwork in case of lost or delayed checked luggage. 

Airport Security & Medications 

• Liquid restrictions at airports do not apply to medications but it is important that you check with your local Airport and Airline in advance of travel.  

• You may carry necessary medication on board as long as you have proper documentation which needs to be obtained before you leave home.  

Country-Specific Regulations 

• Research medication rules for your destination country, as regulations vary. For example, in Spain, carry your prescription drugs and a doctor’s letter to avoid issues at customs. 

• For official medication regulations, check with the country’s embassy or government health website. 

Over-the-Counter Medicines on the Coach  

• Over-the-counter medicines, like paracetamol, are not provided on the coach. 

• Your Travel Director can guide you on where to purchase these if needed when you’re on your tour.  

Medication requiring refrigeration 

• Please note that we will always try our best to meet requirements for refrigeration of medication, but due to factors outside our control this might not always be possible. It is essential that you Contact Us before you travel to request your specific requirements form and outline any requirements you have so our team can review before you travel.  

If you have any dietary or health-related issues that might affect you during your travels please Contact Us to let us know. For example, if you carry an auto-injector for nuts or other allergies etc. or if you have a special condition requiring special attention it is important that we know this in advance of travel as outlined in our Before You Book FAQs.  

If you’ve already booked your tour but haven’t advised us of any requirements, please Contact Us soon as possible. 
You can keep informed of current health news by visiting the Travel Health Pro website. 

Consult your doctor before travelling to check if vaccinations or other health precautions are needed. While most destinations do not require mandatory vaccinations, requirements can change - always check before your trip. Check official guidelines for your destination and comply with all health and entry requirements.  

COVID-19 vaccination is not mandatory to travel with Trafalgar however we strongly advise that guests are vaccinated before traveling. 

If you have any specific requirements for when it comes to mobility (included but not limited to requiring a wheelchair, wanting to travel with a service animal, a mobility scooter or any mobility equipment) this needed to be advised at time of booking using our Specific Requirements form, as outlined in our Before You Book FAQs.  
 
If you have already booked your tour, please Contact Us as soon as possible to obtain your form. Our team will need to review your request and requirements to provide the best possible experience. This includes being able to provide you with detailed information regarding bringing any mobility aids. This includes but is not limited to considerations for particular tours and destinations, space availability and coach requirements and facilities, and specific terrain to expect and any internal protocols we need to follow including with fellow guests.

Guests must ensure they are medically and physically able to travel and should advise of any dietary or health related concern that might affect them during the trip.  

Your Travel Director and Driver are unable to provide physical assistance to individual guests on tour. If you require individual assistance to walk, get on and off the coach and other vehicles or modes of transport, and for personal needs such as dining, dressing, or medical injections or pushing wheelchairs, you’ll need to book with a companion to support you with these tasks throughout your holiday. This also includes being able to assemble and dismantle any mobility devices.  

If, in the opinion of your Travel Director, your health or level of fitness is endangering or likely to endanger either the health or well-being of yourself or any third party/other guests on your tour, you may be excluded from all or part of the trip without refund or recompense. Please refer to our booking conditions for further information. 

To provide the best duty of care for all our guests, it’s important that should advise of any dietary concerns that might affect you on your tour at time of booking. For example if you carry an auto-injector for nuts or other allergies etc or has a condition requiring special attention it is important that we know as soon as possible.    

We will do our best to accommodate special dietary requests, including vegetarian, vegan, and medically-recommended diets such as gluten-free or diabetic. While we cannot guarantee in all locations, we will make every effort to assist where possible. Please advise us at the time of booking of any specifics.   

If you forget to do this when you booked your tour, you can do so in your My Trafalgar Travel Portal account under ‘Personalise your trip’ as soon as possible, so that your Travel Director is aware of your requirements before you even start your tour.   
  
Unfortunately, we’re unable to supply meals in accordance with strict religious requirements which includes salt-free, Kosher, Halal, requests for specific dietary supplements such as soya or almond /speciality nut milks and high protein or low-carb meals.  

If you need to change or cancel your trip, you’ll need to Contact Us or your Travel Agent. If your tour is departing within the next 48 hours, please call us using the number on our Contact Us page.  

Any requested changes and cancellations to your tour and flights will be subject to pricing and availability and applicable fees depending on your booking. Please note that airlines have separate policies and charges and additional amendment fees may apply.  

Any fees related to requested changes and cancellations to your tour and flights will be subject to different pricing and availability and applicable fees depending on your booking. Please note that airlines have separate policies and charges, and additional amendment fees may apply.  

If you book a tour and need to change your name at any point, there are a number of ways you can do this.  

Tour-only bookings: If your booking is tour only (without internal and or international flights booked through Trafalgar), you will be able to email us with the details of the change.  

Tour + Flight bookings: If your booking includes internal and or international flights (booked through Trafalgar) you will need to call us to speak to one our Travel Experts who can facilitate changing your details on your tour and direct with the airline on your behalf.  

Please note that any name changes are subject to airline rules and fees.  

Bookings to other guests are non-transferrable and any applicable cancellation fees would apply. Any new guests are treated as a new booking.

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. 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. 
 
Airport check-in 
All guests including children must have a machine-readable passport valid for six months after your trip return date along with any applicable visas. 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. 
 
Airport security 
Before flying, you will go through airport security. Restrictions on what you can take on board and in hand luggage vary from time to time and from country to country, so we recommend you read the latest security advice before travelling. 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. 

Your Driver will be waiting for you at the scheduled time to take you to your starting hotel. Full details on where to meet your driver, the pickup time, and a contact number in case of any issues can be found in your Travel Documents, usually sent 21 days/ 3 weeks before departure.

There are a number of airport transfer options when you travel with Trafalgar. This depends on a number of factors including when you’re choosing to arrive and/or depart, how you booked your flight, when you’re arriving into your start destination, how you booked and more. Please see below for your transfer options and how to add these to your tour.

If you are arriving and departing on day 1 or the last day of your tour:  

If you are planning to arrive on day 1 of your tour, and depart on the last day of your tour, on many of our trips, you can use our complimentary coach transfers from your tours stated arrival airport to your start hotel. The best way to find any specific applicable transfer times and options for your chosen tour is to check ‘Arrival Transfers’ and ‘Departure Transfers’ shown on the first day of the website itinerary page, or visit our Airport Transfers page.  

Booked directly with Trafalgar? These can be booked at the same time that you book your tour (highly recommended), and these will then automatically appear in your My Trafalgar Travel Portal Profile once you’ve booked. Or , you can add these to your My Trafalgar Travel Portal yourself, but this must be done no later than 21 days before your arrival.  

Booked with a Travel Agent? Your Travel Advisor/Agent will be able to book your transfer through Trafalgar at the same time you book your tour (recommended), or they can add them at a later date but no later than 21 days before your arrival. These will then be automatically added to your My Trafalgar Travel Portal.   

If you have pre and or post nights booked through Trafalgar:  

If you have booked pre nights accommodation through Trafalgar, we can organise private transfers on your behalf.  

Booking directly with Trafalgar? Transfers can be purchased with a Travel Expert through our ‘Chat Now’ function, or Contact Us via email or phone call. These will then automatically appear in your My Trafalgar Travel Portal account.  

Booking with a Travel Agent? Your Travel Advisor/Agent will be able to book your transfer through Trafalgar. These will then automatically appear in your My Trafalgar Travel Portal account.  

If you’ve got other plans, and plan to meet at the tour start hotel:  

You are able to organise your own local options using taxis, Lyft, Uber or any rideshare apps. Please note that it is your responsibility to organise, and any costs are at your own expense.  

Your Welcome meet time is outlined on your itinerary under day 1. You’ll also find these details in your Travel Documents/e-Documents, which will be available approximately 21 days/3 weeks prior to departure. Please note that Travel Documents are only made available once your My Trafalgar Travel Portal account is complete. Your Travel Director will confirm the location via their welcome email within the days before your tour departs.  

You’ll receive an email from Trafalgar with an introduction to your Travel Director, and some helpful pre-travel tips, approx. 10 days before your tour departs.    

Your Travel Director will then follow up with a separate introduction email, with exact details including a reminder of where and when to meet, within the week (usually approx. 3 days) before your tour departs.      

For guests traveling to Asia & Africa with Trafalgar, you’ll meet your Travel Director on Day 1 of your tour, at the location outlined in your Travel documents.

Optional Experiences are additional add-on experiences that are booked and paid for (credit card or cash) when you are on your tour. As Optional Experiences are not pre-bookable, this allows you the flexibility to pick and choose what you feel like when you’re on your trip.

Trafalgar welcomes guests from all over the world to have an amazing, shared travel experience. While we can’t share details of who you’ll be traveling with and how many people are on your tour in advance of your tour, you can see our average group sizes below.  You’ll meet your group at your tour welcome when you start your trip.  
 
Europe trips: An average of 40 to 45 guests and a maximum of 53 
United States and Canada trips: A maximum of 52 guests 
Australia and New Zealand trips: A maximum of 50 guests 
Asia trips: A maximum of 28 guests 
Africa trips: A maximum of 20 guests 
Latin America trips: A maximum of 40 to 45 guests 

To check what you’ll be getting up to in your arrival destination, please visit your tour itinerary to see what’s in store. And our The Real Word Travel & Lifestyle Magazine has plenty of articles and suggestions for many cities we visit across the world.  

Official check-in times vary from hotel to hotel and their own policies but is generally between 2-3pm as standard. Should your flight arrive in the early morning, you may find yourself arriving at the hotel before your room is ready. If your room is not ready, the hotel will be able to suggest how any spare time could be used to sightsee, relax or enjoy local restaurants while your room is being prepared. Hotels are usually able to store your luggage so you can go out and explore while you wait to check into your room.  

If you’re arriving early at your start city, there is always the option to pre-book the night before to ensure your room is available for the morning.  
 
When arriving at your first hotel, check in at the main reception desk as you usually would. Please let the check in desk know you are travelling with Trafalgar. 
 
Throughout your tour, your hotel check-in will be managed by your Travel Director, who will advise you on procedures and hotel features before your arrival at each property. They will also secure keys and oversee the delivery of your luggage to your room. To make your check-in as smooth as possible, please remember to share your passport details in your My Trafalgar Travel Portal account.

Please visit use the ‘Chat Now’ function in the bottom left of the homepage to speak with one of our 24/7 team. Or, if you prefer the Contact Us page and use your preferred contact method to get in touch with our team.