Sharing the answers to your questions about touring with Trafalgar
The following information answers popular questions for your upcoming travel experience, from making any outstanding payments, your My Trafalgar Travel Portal requirements, packing tips, luggage sizes, your Travel Documents, who you’ll travel with and more. For River Cruising, please see our dedicated River Cruising FAQ page.
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:
If you booked with a Travel Agent:
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:
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 travelling 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 travelling 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 travelled 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. If you forget to book insurance, you can add this afterwards with our Travel Experts, or with your Travel Agent.
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:
Other useful items you might like to pack include:
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.
We allow one piece of hold luggage and one piece of hand luggage per guest on our tours.
Hold Luggage: Your main hold luggage/case that will go beneath the coach can weigh up to a maximum of 23kg (50lbs), with not exceeding 76cm x 45cm x 25cm (30” x 18” x 10”). In some destinations there are health and safety restrictions around how much weight Porters and Drivers are unable to lift, therefore the 23kg (50lbs) weight restriction is strictly enforced. Please ensure you test the weight of your baggage prior to travel. You should be able to lift and comfortably transport it for short distances.
Hand Luggage: Your hand luggage dimensions must not exceed 12”x11”x6” (30x28x14 cm) and must be able to fit under your coach seat or in the small overhead compartment. Our coaches do not have the same interior luggage space both in the overhead compartments and underneath the seats as airplanes. Therefore, due to space restrictions hand luggage with telescopic handles or wheels are not permitted on our tours.
We recommend that you pack any toiletries and any personal items you may want immediately on arrival at each stop in your hand luggage, so they are instantly available. When you arrive on your tour you will be given a red luggage tag that will help with identification of your bag.
Airline restrictions with hold or hand luggage: Luggage allowances vary from airline to airline, and it is your responsibility to check with your chosen carrier for details prior to travel of your allowances for flights.
Luggage allowance Africa, Asia and Eastern Mediterranean tours from summer 2026
Each guest is permitted one bag with maximum dimensions of 58 linear inches (147 cm), the total of length, width, and height - and a weight not exceeding 44 lbs (20 kg). Guests may also bring one carry-on item, such as a purse, backpack, or similarly sized item that fits comfortably under the seat in front of them or the overhead compartment weighing no more than 15 lbs (7kg).
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.
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.
Each guest has differing budgets when they travel. However, when preparing your travel budget, we suggest that you consider the below:
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.
It does not apply to Africa, Asia, Australia & New Zealand, and select Europe & Britain products.
All porterage and restaurant gratuities, and hotel tips, charges and local taxes are included as part of your tour price you’ve paid.
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.
New European Entry/Exit System (EES) from 12 October 2025
The Entry/Exit System (EES) is a new EU digital border management system that replaces manual passport stamping by electronically recording non-EU travellers’ entries and exits from the Schengen Area using biometric and passport data.
The EES applies to travellers who are not citizens of the EU, Schengen Area, EEA, Switzerland, Norway, Iceland, or Liechtenstein, and covers short stays of up to 90 days within any 180-day period. Children under 12 are exempt from fingerprinting, though a photo record is still required.
Upon your first entry into the Schengen Area after the EES becomes active, non-EU travellers will need to register their photo and fingerprints at border control (either at a kiosk or with a border officer). After that, only quick biometric checks will be needed for up to three years. During the transition period, manual passport stamping may still occur at some border crossings.
Please note that the EES does not replace visas or grant entry - it is purely a border management system. Travellers who require a visa must still obtain one before travelling, while visa-exempt travellers will continue to enter without a visa but will be registered in the EES upon arrival. For more information about the EES.
Please ensure that you carry proper identification with you at all times. Usually crossing borders is a very straightforward process. 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 on occasions.
United Kingdom and Northern Ireland trips incl. transiting travellers
From January 8, 2025 UK law requires travellers 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 travellers
US law requires travellers 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
Airport Security & Medications
Country-Specific Regulations
Over-the-Counter Medicines on the Coach
Medication requiring refrigeration
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.
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.
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.
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 travelling 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 travelling 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
Trafalgar Tours Limited is a proud member of The Travel Corporation family of companies.
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