What happens after you say yes: the online trip file, what documents we ask for and why, and how your itinerary is delivered.
Once a quote is accepted we open a trip file — a private page for your trip where the paperwork, the itinerary and our conversation all live. You sign in with a link we email you; there's no password to remember.
What we ask for
- Passport details for every traveller, exactly as they appear in the passport — hotels, airlines and activity operators all need names to match.
- A passport scan for each traveller, so we can check the three-month validity rule and fill in bookings without typos.
- Contact and emergency details, and anything we should know: dietary needs, mobility, medical conditions that affect activities.
- Preferences: room configuration, bed types, arrival and departure flight times once booked.
- Insurance details if you have them — some operators ask us to confirm cover.
You upload each document once; a lead traveller can upload for the whole group. We check every file by hand and tell you if anything needs redoing.
What you get back
- A day-by-day itinerary with every confirmation, address, contact and pick-up time, as a web page and a PDF.
- Invoices and receipts on our letterhead for every payment.
- A message thread with your planner that both sides can see — no lost emails.
- Reminders when something is due, and a warning if a passport expiry is cutting it fine.
Privacy
Documents are stored encrypted, only your planning team can open them, and everything is deleted on a set date after your trip ends. You'll be told the date and can ask us to delete earlier.
Ready when you are