Group Tour Programs

Post-Booking Support For Group Tour Programs

Once we have received your Booking Form and Deposit Check, we will verify the details of your tour. Your group will then be put in the hands of our dedicated and capable staff at our Head Office in Sherborne, England. This is the home of our Operations Department. It will be hammering out all of the fine details of your tour, such as who your guides will be and those restaurants at which you will eat.

Although you are still welcome to stay in contact with your Regional Tour Coordinator, your Operations Coordinator will become your primary contact for the remainder of the process.

Personal Profile Forms and Recruiting

After your booking has been transferred to our Operations Department, there will be a short lull in activity while paperwork and payments are processed. In the interim, you will receive information to guide you and will still be supported by your Regional Coordinator.

This is a good time to beginning filling out your Personal Profile Forms, which your participants should complete and return to you as soon as possible. The Personal Profile Forms allow your participants to give us the detailed information we need before your trip departs, such as emergency contact numbers and passport information.

Remember, we aim to make this process as easy as possible, and you will now have two people, your Regional Coordinator and your Operations Coordinator working solely on behalf of your group. You cannot get much better support than that!

Other Items You Will Receive

After you submit your booking form, you can expect to receive several helpful items from our Operations Department, either by mail or e-mail:

A Travel Information Pack, which will provide detailed information on all aspects of your trip. This will include what to pack, local customs, meal arrangements, student discipline, and much more

A Confirmatory Invoice, once our Tour Operations Department has had the opportunity to review the communication between you and our US office. This will come with details of the options you have for paying the balance of the tour cost.

A statement of account upon Receipt of Final Payment, once your final payment has been acknowledged by our Finance Department. You may also receive interim invoices or statements, as appropriate, or per your request.

A Final List of Hotels that have been secured for your group. This will include addresses and both telephone and fax numbers; they will be sent to you no later than 2-3 weeks before your departure.

Your group’s Flight Tickets will be issued by and sent to you from our US office in Virginia. You should receive your flight tickets within 2-3 weeks of your departure date.

We also ensure that you have plenty of time to disseminate important information to your group members and their families, to aid in recruitment and to provide information to your group members.

When Will You Receive Information?

While you will likely have most of your information well in advance, you can rest assured that you will receive the following items from Casterbridge by:

Concert Venue Information (if applicable) at least 4 Weeks Prior To Departure

A list of your hotels, including addresses and telephone numbers at least 3 Weeks Prior To Departure

Notification of the name of your Tour Manager/Guide (if applicable) at least 3 Weeks Prior To Departure

Your air tickets and luggage tags (pilgrim pack if applicable) at least 2 Weeks Prior To Departure

A copy of your final itinerary at least 2 Weeks Prior To Departure

Emergency contact details at least 2 Weeks Prior To Departure

Final Insurance certificate at least 2 Weeks Prior To Departure

As you can see, even after you have booked with Casterbridge you will receive the same support and dedication to your group that you experienced during the planning process. Our goal is to ensure that you are as informed as possible, and that nothing is left to the last minute – allowing you to sit back and enjoy the final weeks before your tour.

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