Frequently Asked Questions


Organising a tour can be quite daunting and in order to help you prepare, here are just some of the questions we get asked by other Group Leaders. If your query is not answered here, please do not hesitate to contact one of our team and they will be pleased to answer any questions you may have.

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Can GTC cater for small groups?

Group rates apply to groups of a minimum of 10, subject to the suppliers concerned. We can therefore offer quotes from this group size although we would recommend at least 20 passengers for coach tours in order to keep down the cost.

What happens if more members want to take the tour than I initially booked for?

If members decide they want to take the tour after you have booked it then all you need to do is contact us. We will then contact the hotel and transportation company to request extra places.

What happens if members drop out?

Here at GTC we try to be as flexible as possible. Before you actually book the tour, quotations are dependant on the amount of people you estimate you may have and are priced in banded groups eg 20 – 24 paying passengers. Generally the more people you have the cheaper the tour. If however, people drop out after you have booked, then a cancellation fee will apply for each person. If numbers drop to below the minimum amount, we reserve the right to re-cost the tour, but we will work closely with you to try and keep the cost to a minimum.

Can I pay on a credit or debit card?

Yes you can. If you are paying with a credit card there will be a 2% charge.

What do I get for the cost of the tour?

On our fully inclusive tours all transport, accommodation and guiding costs as well as meals and entrance fees are included. The only additional costs are generally for visas (if required), insurance, tips and UK airport transfers. This means you can be sure there are no hidden extras to pay at a later stage.

On city breaks the tour cost includes accommodation and transport as detailed in your offer letter. There are many additional options which you can add including excursions etc to enhance your tour.

What information will I be given before departure?

When you provisionally book you will receive an offer letter confirming the arrangements we are making on your behalf, together with booking forms for group members. A hotel description and/or brochure will also be provided. Personalised leaflets and/or posters to help promote the tour can also be provided free of charge. Once you confirm with deposits, you will receive your booking confirmation and booking invoice together with any visa application forms you may require. Before you depart you will receive a full detailed itinerary confirming all your tour arrangements.

How long before departure do I need to check in on air tours?

You will need to check in 2 hours before departure for European destinations and usually 3 hours for longhaul destinations.

What documentation will the group members need

Each individual will need a passport valid until at least 6 months after your return date. This is the individuals responsibility and failure to have a valid passport will result in the inability to travel. GTC will advise as to whether British citizens will need a visa or not but non- British citizens will need to get in touch with the embassy of the countries to which they are travelling, to or via.

Does the name on my flight ticket need to be the same as my passport?

The name on the ticket will need to match exactly the one on your passport. Any difference that is noted before departure can usually be changed but the airline will normally charge a fee, usually a minimum of £50 for each name submitted. However if the name is not changed it may result in the inability to travel.

What happens in the case of a flight delay?

With scheduled airlines, in the event of a delay the airline will usually offer refreshments. This may not be the case for low cost airlines. If you do encounter a delay, you can contact us in the office or via our 24hr helpline and we will offer all the assistance and support we can.

What happens in the case of a cancelled flight?

With scheduled airlines, the airline will usually get your group out on the nearest available service. This may mean transporting your group to another airport or an overnight stay. With low cost airlines, this varies but generally they are not obliged to make any arrangements for you. Again we will be here to offer all the support and assistance possible.

What rooming will the group be in?

We price our tours on twin bedded rooms. Single rooms can be requested at a supplement. Our experienced consultants are able to advise you on the different options for your group.

Do I have to buy the GTC insurance?

Obviously we recommend taking out insurance but it does not have to be our own. If you choose not to take our insurance we ask you to sign an indemnity form. We are able to cover part of a group so if some of your group members already have annual insurance this is not a problem.

What is included within the insurance?

Cover against personal injury or illness, loss or theft or personal effects, loss or damage of baggage by the airline and extreme cases of travel delay. All conditions are explained in depth in the insurance policy you will receive if you choose to take GTC insurance.

How do I make a claim?

If you need to make a claim you should contact GTC to receive a claim form and then send it together with all relevant documents to the address indicated on the form.
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