Group Travel - Frequently Asked Group Questions

Group Leader/Agent Questions

Back to TopAbout Group Administration

What defines a group?

15 (fifteen) or more people traveling together on a shared group itinerary

I have 10 passengers or less, can I get the group rules?

If your inquiry is for 14 or less passengers traveling together, group terms do not apply. Please book them individually through our reservation department. Standard terms and conditions apply.

How can I request a proposal?

Please go to

What happens after I sign the contract?

After about 3 weeks, you will receive a confirmation letter with all the necessary details about your group as well as contact details for your group consultant who will assist you through the process. The best way to communicate with your group consultant is via e-mail. It is strongly suggested that you mark down the deadlines for deposits and cancellations on your calendar, making sure you understand what is required and when it is needed.

Please note that you can find most of the information and review the status of your group on your unique website. Simply log-in at with your email and password.

When do I need to advise names?

The date for final names is outlined in the confirmation letter. Typically, names are required 100 days prior to departure. Please use this Request Names File to submit the names.

If someone is no longer able to travel as part of the group, can they be replaced by another person?
Name changes can be made prior to departure through your group consultant. A fee may apply. Please ensure that the names submitted match exactly each passenger's name as it appears in their passport. Name changes once full payment has been received will incur $100 per person per change plus any airline/cruise penalty associated with the change. All name changes and cancellation notices must be submitted in writing.

When will I receive an invoice?
Invoices for individual group members are generated immediately after a deposit is received and can be emailed to you or your passengers on the same day. The group invoice will be e-mailed to you no later than 100 days prior to departure. For all the payment details please review the Passenger section below the payment information.

Back to TopAbout Deviations

Some Group members want to depart from a city other than the primary departure city. Can they still be part of the group?

Yes. Please e-mail your Group Consultant with the passport names, departure city and any other information necessary to book the flight. You should receive an answer within 48 hours with the flight option and cost. Space will not be held until your approval and/or payment is received.

Some of the Group members wish to extend their stay. Is this possible?

Yes. Please e-mail your Group Consultant with the passport names, and details of the extension. Additional costs will apply.

Deviation Fees:

Back to Top About Airlines

Can I pre-seat the group?

Seats will be requested per your completed passport name list and confirmed no earlier than 40 days prior to departure. Every airline has different seating policies. For individual airline policies and other relevant information go to Any name change may result in that seat being revoked by the carrier. Bulkhead and exit row seats are considered at airport check-in only. Domestic flights are blocked for group seat requests.

Can I request a special Group Check-in for my group?

Some international routes and destinations restrict us from offering this service. Please check with your Group Consultant.

What is an airline fuel surcharge?
If you purchased airfare, airline fuel surcharges are included. However, they are subject to change without notice due to fluctuating oil prices and we reserve the right to amend your airfare in the event of airline-imposed increases. To avoid potential increases, you may choose to accelerate your final payment in order that your tickets may be issued. Once issued, airline tickets are no longer subject to potential increases but are fully non-refundable.

Do advertised prices which include airfare also include fuel surcharges, airport taxes and fees?

Yes, pursuant to Consumer Protection rules (January 2012), the Department of Transportation requires that all package prices which include airfare must also include the cost of fuel surcharges, airport taxes and fees.

Passenger Questions

Back to Top About My Account

How do I create an account with Gate 1?
Once you have completed a reservation, you will be notified by email about your Gate 1 account and you will be invited to sign in. Using your email address and a system generated password, you can sign in at You may select a different password at that time.

If I don't remember my password, how do I log in?

If you have forgotten or misplaced your password, go to, enter your email address, and select the link "Forgot Your Password" and follow the onscreen instructions.

How do I view my invoice?

To view your invoice, sign into your account with your email address and password via Select "Active Reservations" and then your reservation number.

Note: You will not be able to access your invoice immediately upon booking. You will be notified by email when it is available for you, normally within 48 business hours of booking

Back to Top About Payments

When will I receive an invoice?

An individual invoice is generated immediately after a deposit is received and can be emailed to you the day of deposit.

How do I make payment online?

You may complete an online payment by signing into your account with Gate 1 Travel via and selecting "Payments." Then, select "Click Here to Apply a New Payment" and follow the onscreen instructions.

What forms of payment does Gate 1 accept?

Gate 1 accepts payment by check, wire transfer or major credit card. We are not able to accept third-party credit cards. All payments made within 30 days of departure must be in the form of a certified check, money order, or credit card. Payments made by wire transfer must include an additional $25 wire transfer fee. There is a $30 fee for returned checks.

When is my final payment due?
Your exact final payment date is indicated on your invoice which may be viewed by signing into your account with Gate 1 Travel via In general, final payment is due 60 days prior. Royal Caribbean International® & Holland America Line® Cruises: 85 days prior*

*Except Holiday sailings (Dec 25 and/or Jan 1): 100 days prior.

How much is my final payment?

The amount of your final payment will be noted on your invoice and can be accessed by logging into your account online with Gate 1 Travel at

Why can't final payment be completed over the phone?

For bookings made via our call center, the required deposit will be collected via credit card. The balance may only be paid via an online credit card transaction or check payment.

Where do I mail a check?
Checks should be made payable to: Gate 1 Travel Ltd and mailed to:
Gate 1 Travel
455 Maryland Drive
Fort Washington, PA 19034

How do I know if Gate 1 received my payment?

You will be notified by email that your payment was received and applied to your reservation. You may also access your reservation by logging into your account online with Gate 1 Travel at

Why do I see two different prices on my invoice?

There are two different amounts for balance due because Gate 1 offers a 5% discount if the final balance is paid by cash or check. Note the discount does not apply to payments made via a debit card.

Back to Top About Documents

When will I receive my e-Documents?

Once final payment has been received and processed, documents will be sent via email approximately 21 days prior to the beginning of your tour services.

Can I get paper documents?

Paper documents may be sent upon passenger request. There is a shipping and handling fee for each set of paper documents:
Ground Mail $20.00
Express Shipping $30.00
Paper documents will be delivered between 14-21 business days prior to the beginning of your tour services. In limited instances, a paper voucher/ticket is required by our vendor. In these instances, the costs for shipping and handling will be borne by Gate 1 Travel.

How do I access and print my documents?

Your documents may be accessed by following the instructions in the notification email. These include signing into your account with Gate 1 Travel using your email and password via

Do I receive anything else with my e-documents?

No. Gate 1's e-document package includes (where appropriate) all local contact details, daily itinerary, airline e-ticket information, service vouchers, and travel tips and represents everything you require to complete your trip.

How do I know where to find my airline ticket?

With few exceptions, airline tickets are issued electronically. The airline confirmation number and ticket numbers stated in your documents represent your airline "ticket(s)."

Back to TopAbout Entry Visas

What is meant by the term "visa"?

A visa is a special permission granted to an individual to enter a foreign nation. Many nations require individuals to be approved for travel within their borders. This is something that is required in addition to a valid passport. Visa requirements vary based upon the country/ countries to be visited and your nationality.

How do I know if I need a visa?

For a complete list of visa requirements for US citizens and contact information for non US citizens, please visit: Should you require a visa and prefer to use a visa service, contact details are provided at the same link.

How do I obtain a visa?

A visa may be obtained by contacting a visa service or by contacting the embassy or consulate of the nation you are visiting prior to departing your home country. Please find contact information here:

How much does a visa cost?

There will be a cost associated with utilizing a visa service and also with approaching the embassy or consulate directly to obtain a visa. These costs often change with little notice. We recommend that you contact the appropriate embassy or consulate directly for the most up to date information. Please find contact information here:

Back to TopAbout Optional Tours

What are optional sightseeing tours?

Optional tours are offered to travelers interested in additional sightseeing, meals or activities to supplement the included components of our tours. You may choose to participate in some, all or none of the optional tours which are priced individually. Complete descriptions and prices are listed with each program on our website.

When can I add optional tours?

Optional tours are available for purchase any time up to two weeks before departure.

Can I purchase optional tours locally?

Yes, when traveling on an escorted tour, optional tours may be purchased locally from the Tour Manager. However, Gate 1 cannot guarantee the rate and availability of these services when purchased locally. Tours purchased locally are subject to current exchange rates and may cost up to 10% more.

Can I add optional tours for only select individuals on my reservation?

Yes. For assistance, please call Gate 1 Reservations.

Back to TopAbout Trip Protection (Insurance)

What coverage does Trip Protection provide?

For complete details, please click here.

When can I add Trip Protection?

Trip Protection must be purchased no later than the date full payment is applied to your reservation. Once your reservation is paid in full, Trip Protection is no longer available.

When is Trip Protection active?

Trip Protection is activated immediately upon payment for this service. If you select Trip Protection with your initial reservation AND you select an instant purchase airline ticket, the Trip Protection premium will be added to your deposit and activated when your reservation is created. Otherwise, Trip Protection will be paid at the time of final payment.

Can I add Trip Protection for select individuals on my invoice?

Yes. For assistance, please call Gate 1 Reservations.

I need to cancel my trip and have not purchased insurance, what do I do?

Penalties vary depending on your services and how close to departure you are at the time of cancellation. For more information, visit

Back to TopAbout My Flights

Why is it important that I give my name as it appears on my passport when booking air?

Due to increased travel security around the world, it is now more important than ever that your airline ticket match your first and last name exactly as it reads on your passport. Additionally any changes to your air booking, which include spelling, could be subject to a change fee, penalties or cancellation.

What are the Transportation Security Administrative (TSA) requirements?

The Transportation Security Administration (TSA) requires full name (as it appears on a government issued ID passenger will be traveling with), date of birth and gender for all passengers. Failure to provide the required TSA information for your air reservation can result in, delays at the airport during the check-in process and/or flights canceled prior to departure by the airline.

Can I reserve a seat assignment?

Airlines offer reserved seat selection on most flights prior to departure. Boarding pass issuance is restricted to the day of flight. Whenever airlines permit, Gate 1 secures seat assignments in advance based on the best available seats at the time of request.

Once confirmed, are airlines seats always guaranteed?

In most cases, seat assignments are firm. However, airlines may sometimes reassign seats for operational reasons. This often happens at the last moment, is controlled by airline staff, and Gate 1 is not notified. Passengers are encouraged to reconfirm their seat assignments and any other special requests directly with their airline prior to departure from the US.

Should I check-in at the gate?

If you have reserved a seat assignment, you must check-in. Reserved seats are subject to cancellation if not claimed at least 30 minutes prior to scheduled departure time (45 minutes for international flights).

Can I request a special meal on the flight?

Yes requests can be made for special meals. These requests will be sent on your behalf to the airline so long as Gate 1 receives request prior to documents being issued. The availability of special meals varies based upon carrier and routing and thus is at the discretion of the airline.

Can I use my frequent flier miles?

Accrued frequent flier miles cannot be used toward the purchase of Gate 1's airfare or used for class upgrades, however, airfare purchased through Gate 1 Travel may qualify to earn you additional miles.

Am I guaranteed to earn miles on airfares purchased through Gate 1?

Passengers are responsible to contact their airline directly regarding mileage eligibility and accrual. Airline frequent flier programs determine whether to award miles in part or total based on their own rules which are updated frequently. Some discounted or promotional airfares are not eligible for mileage accrual. Gate 1 Travel will record frequent flier numbers when provided by the passenger prior to travel documents being issued. However, the addition of frequent flier numbers to airline records does not guarantee mileage eligibility which is at the sole discretion of each airline.

Back to TopAbout Airport Procedures

What is required when I check-in?

ALL ticketed passengers must show positive identification at check-in. Children must have a parent present at check-in. Tickets must be in each passenger's name.

What is required with International travel?

An international trip may require valid travel documents such as passport, visa, re-entry permit, health certificate, inoculation record, a ticket for the return journey or continuance of your trip, or ANY combination thereof. Passengers are responsible for the proper documentation. Concerns about the required travel documents may be resolved by contacting the appropriate consulate or embassy.

Back to TopAbout Trip Preparations

What do I need to pack?

Pack lightly, over packing is the most common mistakes among our traveling clients. Aside from an ample supply of under garments, you have a lot of flexibility in what you wear without overkill. Moreover, read the itinerary carefully to determine the kind of clothing required. You will find that most events are rather informal and a lot of fancy clothes may simply go unworn. On many tours plenty of walking is required; therefore comfortable soft shoes are a must. Purchase anti-bacterial hand wash for use. Many toilet facilities may not have hot water and/or soap. Wash hands frequently. A backpack has proven to be very convenient when visiting abroad. Use for carrying bottled water, snacks and other items.

How much luggage can I take?

All Gate 1 escorted tour buses allow one piece of luggage per person, plus carry-on bag. Additional baggage will be subject to handling charges of up to $100 per piece. Please visit for complete luggage guidelines.

What should I do about the electricity?

Purchase an electrical conversion kit from a travel supply store for international use. The outlets in other countries are not compatible with items purchased in America such as portable irons, battery chargers, etc.

How much money to bring?

It is varies based on the destination but in most countries you do not need to take a lot of cash or traveler's checks. We recommend a Master Card or Visa as these cards are more universally accepted. It may be convenient to pay for your purchases with a credit card to aid in custom reporting and Value Added Tax (VAT) refunds. Many tourists overlook VAT. The amount you may be entitled to receive on purchases can be surprisingly significant. On each major purchase simply ask how you may obtain a VAT refund. Many sellers will not volunteer this information to you. Know the currency exchange rate for the countries you are visiting. Keep in mind that as of January 1, 2002 many European Countries converted to the EURO. Some ATM's do not list the Alphabet on them so you need to know the number equivalent when use letters in your PIN number.

Back to TopWhile on the Tour

When should I arrive to the Airport?

Arrive at the airport at least two to three hours before departure. New security measures have significantly slowed the check-in process.

What do I do in case I miss my flight or it is delayed in meeting my group?
Gate 1 Travel has a 24 hour, seven day a week, emergency contact phone number. In case of missed or canceled flights prior to meeting up with group, please call 800-682-3333 and follow the prompt. If you are already in the destination please call the local office number stated in your document.

How can someone contact me while I'm on the tour?
Leave a copy of the itinerary with an emergency contact person including telephone numbers of the hotels you will be staying.

How do I call home?
Carry a telephone calling card with you. You can purchase one just about anywhere.

What about my medications?
Carry a current prescription for all medication. Nausea and diarrhea are fairly common during international travel. Over the counter medication seems not to work very well for these situations in some instances. We strongly urge you to see your doctor about a recommended prescription.

What can we eat?
Eating uncooked vegetables, salads or peeled fruits is not recommended. Many times the display is very attractive and inviting and you may be tempted to ignore this hint. We strongly advise caution in this area.

What can we drink?
We recommend bottled water for everything including rinsing your mouth after brushing. Even ice is to be avoided.

What if I have a special diet?
Indicate special diet restrictions to your tour leader and/or Gate1, such as low sodium, vegetarian, kosher, etc. This should be done in writing as soon as possible.