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Before you depart on your Insight Vacations tour, you might be looking for information about how to prepare when you travel with us. Below we’ve covered the most important topics for our guests to give you peace of mind and assurance before you set off on your vacation. Questions about COVID-19 travel? Read our COVID-19 FAQs for answers to help you feel informed and confident when booking your tour.
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clear searchAction Before You Travel - Registration
Registration for your tour may be completed by visiting MyInsight. 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, find all your itinerary details, be able to download your e-documents and meet your Travel Director on line.
Keep Up to Date With the Most Recent Travel and Health Guidelines
It is important to stay well-informed about travel restrictions and guidelines for the countries you wish to visit. To help you stay up-to-date, Insight Vacations has provided a powerful and easy to use tool that provides a wealth of information all in one convenient place. Simply select your passport and destination to view travel requirements for your tour. As travel guidelines tend to change quite frequently, it is best to check for the most current travel restrictions as you get closer to the departure of your journey. Try it now.
Airport Information
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 prior to departure for international flights. 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 travelling, 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 tour 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 to make sure you have the correct documents to enter and pass through any countries during your tour, and then make your way back home.
Note: Always use the information exactly as it appears on your passport (to book and fill out 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 Travelling internationally may require you to change planes in major airports and 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 familiarize 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 familiarize 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 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, and usually from that of your airline or travel company.
Arrival and Departure Information
All Insight Vacations guests benefit from complimentary arrival and departure transfers by shuttle coach on the arrival and departure day of their guided holiday. Times are specified on the individual itinerary pages. If your flight times do not coincide with the shuttle coach transfer timings you may choose to book and purchase a transfer.
In addition, guests who arrive before or leave after the scheduled holiday may also book a transfer through Insight Vacations providing they also purchase the additional pre and/or post- holiday hotel night(s).
Insight Vacations provides complimentary airport transfers in the Eastern Mediterranean region at any time on the first and last day of the holiday or on other days in conjunction with pre and / or post-tour accommodation booked through Insight Vacations. Flight times must be provided to Insight Vacations at least twenty one days before flight departure.
You will find specific joining instructions as to where you will locate an Airport Host or Travel Director at the scheduled transfer times in your travel documents.
Note Exception: When travelling to London, transfers are chargeable from London Heathrow and London Gatwick Airport to your Insight Hotel.
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). Insight Vacations offers 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 Insight Vacations provided that they also purchase the additional pre- and post-trip hotel night(s) from Insight Vacations. When booking extra night(s) accommodations, guests will have the opportunity to book the relevant transfer service(s).
LOST LUGGAGE
Should your luggage be delayed by your airline, it is the airlines responsibility to ensure that it is delivered to you while travelling and 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 a copy of your hotel list so the baggage may be forwarded to you directly.
Border Crossing Visa Requirements and Passports
Each guest must ensure that their passport is valid for at least six months beyond the conclusion of their tour and that all necessary visa and permits for the tour 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. Travellers 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 straight forward 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.
Health and Medical Needs
In order to ensure a healthy and enjoyable tour 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 which you can carry aboard an aircraft will prevent you from taking your medication on flights. You needn’t 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 travelling 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 tour.
You can keep informed of current health news by visiting 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 nut or other allergies etc. or has a condition requiring special attention.
Please notify Insight Vacations of any disability requiring special assistance prior to travelling. This enables us to make reasonable adjustments in order to accommodate specific requirements of those travelling with a disability. A companion should always accompany those guests who require individual assistance to walk, get on and off the motor coach and other vehicles and for personal needs such as dining, dressing etc.
Hotels
Whilst travelling in Europe you can expect to enjoy a variety of hotel accommodations. Hotel room sizes, facilities and services may vary from country to country and region to region and are often local in style. Whilst you may find yourself enjoying a stay in one of the well – known hotel chains for part of your tour, a stay in a traditional unique hotel that reflects the local area may also be included.
On occasion we may substitute hotels listed in an itinerary and will always endeavour to ensure that any alternative hotel will be of an equivalent if not higher standard.
There may also be some slight differences between hotels in Europe and other parts of the world and these generally are as follows:
In Europe, the first floor is often considered the first floor above ground level and the lobby considered level zero.
Room size is generally slightly smaller than you may be used to. Space is a precious commodity in Europe and especially in its busiest cities. Many of the buildings will have been in existence for hundreds of years and were not built with the modern traveller in mind. The upside is that usually they are in excellent locations and have a fascinating story to tell.
Bed sizes may also differ. In Europe King and Queen – sized beds are very rare. Here Double beds are the norm and you may often find that a double room consists of two twin beds pushed together instead of a full bed, but made up with one set of linen. You may also find that twin beds will be placed very close together.
Hotel accommodation usually consists of bathrooms with combination bathtubs and showers. In place of a shower curtain there will often be a door that extends half the length of the tub. Simply ask at reception if you require a non- slip bath mat, which most hotels will deliver to your room. Bathroom linens rarely include face cloths/wash cloths as an amenity. If you use a washcloth or loofa be sure to pack those and bring them with you.
Electricity in Europe is mostly 220-240 voltage. You may wish to bring a travel adapter and a power converter with you. Items that normally require converters are mainly larger devices such as computers, hair dryers, sleep machines etc. We always recommend that you try to minimize the number of items you plug in at one time as for safety reasons most hotels have sensitive triggers to electrical surges and overloading items could lead to a blackout. You may also need to change adapters when changing countries, as electrical outlets can vary.
In European bathrooms, sockets are usually for razors only.
Tea and coffee making facilities are not usually provided in your hotel room in Europe, however the exception to this rule is the UK, where tea and coffee making facilities are commonly found.
Europeans are very socially and environmentally conscious and air conditioning in Europe is often quite different from air conditioning in other parts of the world. Europeans generally have a different mind-set and are acutely aware of both the expense and potential damage to the environment. While you may find AC in large public spaces and in the larger hotel chains which may enable you to control the temperature in your room manually, other hotels control the temperature automatically, while some unique historic buildings cannot be retrofitted easily to allow for air conditioning at all. There are often local and national laws and regulations in place which prohibit use at night or in low season (October – May)
CHECKING IN TO YOUR ARRIVAL HOTEL Official check- in times varies from hotel to hotel. Should your flight arrive in the early morning into the city where your tour begins you may find yourself arriving at the hotel before noon and it could be early afternoon before your room is ready (2pm/3pm). Hotels try to prevent this from happening, but check in times cannot be guaranteed. The hotel will be able to suggest how any spare time could be used to enjoy the local restaurants, sightsee or relax while your room is made ready.
When arriving at your first hotel, check in at the main Reception desk where the reception staff will need to know your name and that you are travelling with Insight Vacations.
When your tour begins, check-in will be managed by the Travel Director, who will advise you regarding procedures and hotel features prior to arrival. They will secure keys and oversee delivery of your luggage to your room.
PHOTOCOPIES OF DOCUMENTS Some European hotels are required to keep your passport at reception throughout your stay owing to government, country or local laws. You are therefore recommended to bring a photocopy of your passport and any visas with you when you travel.
A useful tip is to photocopy your airline tickets, credit cards and your driver’s license etc. as this can speed up replacements on those rare occasions when the originals are lost. Even easier is to scan your documents and send them to yourself as attachments to your e-mail so that you have access to them if needed.
KEYS Many hotels use magnetic key cards. These may be required to use the elevator. The first digit of the room number usually indicates the floor level to select. In many European hotels key cards also operate the lighting and air-conditioning. The card is usually inserted into a slot or box located just inside the room in order for the electricity to function and it is a great way to save energy!
CHECK-OUT Always make a last minute check of safe deposit boxes, drawers, wardrobe and bathroom before departing each hotel and returning your key. If you have consumed any items from the mini bar or accessed pay–TV etc. you are responsible for ensuring that incidental expenses are paid prior to departure. We recommend settling any bills in the evening to ensure a smooth departure the following morning.
Insurance / Travel Protection
Luggage
Meals and Beverages
Motorcoach
Packing
Pre-Travel Checklist
Because navigating travel requirements can be challenging, we’ve put together this handy checklist to help you prepare for your upcoming trip. All requirements must be satisfied to travel, so we recommend completing each item as soon as you can to ensure your Insight vacation is seamless and stress-free.
Download your Pre-Travel Checklist
Safety and Security While Travelling
Sightseeing Timeliness and Tour Talk
Staying Connected With Family and Friends
Tipping and Gratuities
Tipping etiquette varies by country, culture and the situation and it is a gesture that shows appreciation for the quality of service that you received.
When travelling with Insight Vacations we have pre-paid certain tips and gratuities for you. Baggage handling at hotels, service charges and tips for hotel wait staff (for included meals) will be taken care of by your Travel Director. There are however a few instances where individual tipping is welcome.
TAXIS Usually rounding up the fare for gratuity for the driver is more than adequate in most countries. Always ask hotel or airport staff for recommended taxi companies and ensure that pricing is clearly indicated prior to departure. If possible pre-negotiate any fares with the driver.
RESTAURANTS There is no obligation to leave a tip, but between 5% and 10% is normal in most European restaurants, although make sure to check that a service charge hasn’t already been added on! You’ll more often than not find that it has been. Also bear in mind that tipping is only necessary at a table service restaurant. When eating out at the likes of a pub or fast food outlet where you order your food from a counter, tipping isn’t necessary or in any way expected.
In general, if you’re unsure on tipping, don’t go any higher than 10%, unless of course that the service was so fantastic you feel you want to do so! Servers may not receive tips when left on a credit card, so always try to tip in cash whenever possible.
HOTEL SERVICES It is customary to tip hotel staff for room service delivery if the charge has not already been added to the bill. Where ice machines are not available, and you receive ice from the bar, a small tip to the bartender is always appreciated.
LOCAL EXPERTS It is customary to show appreciation for the insights, stories and know how shared with you by the local Experts and we suggest a gratuity of €1-2 (Euro) £1-2 (GBP) in UK per person per half day.
DRIVER Gratuities for your driver are not included in the tour cost and the suggested gratuity of €3.50(Euro) £3 (GBP) in UK per day per person is recommended in appreciation of a job well done.
TRAVEL DIRECTOR At the end of your tour you may wish to express appreciation to your Travel Director for their excellent service and the personal attention you received. Gratuities are given at the discretion of each guest, but it is customary to give an amount of €6( Euro) £5 (GBP) in UK/person/day.
Travel Money
Young People and Children Travelling
Your Travel Director
Your Well-Being Director
ALL THE SIGHTS AND THE INSIGHTS, UP CLOSE AND PERSONAL, IN COMFORT AND IN STYLE