WORKING WITH LEGACY
Our objective is to make planning and operating your tour as easy as possible, and our policies reflect that. Travel is our business but we know it’s not likely yours, so we work hard to keep it simple for everyone. Here are a few important policies that apply to every travel package we put together.
Confirmation
When you buy your Legacy travel package we’ll send you a confirmation letter showing dates of travel, exactly what’s included in your package, price and terms and condition of payment. This letter contains valuable information, so keep and refer to it as required when working with Legacy.
Deposits
If your group is visiting a popular resort, city or other destination at a time of high demand, a deposit will likely be required to hold hotel space. We negotiate and manage these terms on your behalf and will always explain (and remind you!) when deposits are due and whether they’re refundable or non-refundable. As a general policy we ask our suppliers to quote refundable deposits only, and will always consult and advise you about the risk and advisability of making such deposits when required.
Insurance
We’re often asked by group leaders and individual travelers, “should I buy a special travel insurance policy?” This is a highly individual matter, but when the package is large or the expenditure significant for the traveler, we strongly suggest you buy a policy to protect your travel investment. We offer high quality tour cancellation and interruption insurance from an established, reputable insurance company on every tour package. Ask about our new money-saving group sign-up policies that include everyone in your group for a substantial savings vs. individually written and bound policies.
Minimums
Group travel is very economical in groups of 40-50 travelers. If your group is already –or has the prospects to grow to– this size, you’ll be surprised at the excellent value our motor coach, rail, international or cruise tours can provide. Many groups aren’t this size, yet, though, so we generally quote a minimum of 24-30 paying passengers for travel on full-sized motor coaches. By selling the minimum number of seats you ensure a reasonable package price for everyone aboard. Often we’re able to offer tiered pricing that rewards your sales efforts with better rates for larger groups.
We’ll always provide a “cut off date” when you must sell the minimum number of seats required to confirm your tour.
Single Occupancy Hotel Rooms
We always make available single hotel rooms for individual travelers who don’t have or don’t want a traveling companion. There is always an extra charge for single occupancy of a hotel room as hotels are losing revenue from an additional traveler who might have also occupied the room. These rates are always clearly shown in Legacy travel package quotations.
Multiple Occupancy Hotel Rooms
Three or four travelers sharing one hotel room (or cabin aboard ship) can save a few dollars by traveling together. These rates are always clearly shown in Legacy travel package quotations.
Planning Fees
Our professional travel counseling and planning services are part of our service to you and an important benefit of working with Legacy. There is no charge or obligation for preparation of a pro forma itinerary or quotation for our travel packages.
Responsibility
When you plan and book a group package with Legacy it’s important to remember you’re authorizing us to be agents in spending your money on travel. We want to deliver exactly what your group needs, wants and can afford in your package, and will work hard to clearly communicate this to you during the planning of your tour.
We are further responsible for delivering to your travelers what we’ve negotiated and bought from our suppliers. Although we’re careful to get every detail right, confusion or mis-understanding is always possible. Should you every feel you’re not getting what you bought – or thought you bought – we encourage you to immediately bring this to our attention, whether you’re still awaiting departure or already on tour. We’ll get involved and make it right . . . right away.
Sales Support
At Legacy we don’t just sell “to” our customers, but provide sales support to help you sell “through” to your travelers and confirm your tour. We have many time-tested ideas to help sell seats on your tours including attractive color brochures, direct selling suggestions and hosted travel shows, among others. We want your sales efforts to succeed and we’ll work hard to help you!
Special Events
There is nothing like a special event to sell seats on a tour! Entrance to some of these events sometimes requires advance, non-refundable purchase tickets to ensure space for your group (or secure the special seating you may wish). We will identify these events to you, explain all terms, conditions and risks in attending them, and help you decide how best to include such events in your travel plans.
Weather
The least predictable of all factors affecting travel is weather. If you’re planning extensive outdoor activity, you should have alternative plans in case rain or snow develops. Likewise, you should advise your travelers on proper clothing for every possible weather outcome. There are a very few times when it’s advisable to completely cancel your tour, and when this happens there inevitably will be loses to the group and individual travelers, in both experience and cost. We use our best judgment and experience in helping plan for these conditions.
Penalties
Some destinations, hotels, attractions and entertainment venues charge a penalty for cancelled or unfulfilled reservations. Again, as with deposits (above) we ask suppliers to quote terms without penalties, but when they are enforced, we’ll clearly state this to you to avoid either you, your organization or your travelers losing money.
Cancellation
Regrettably, not every tour will sell well enough to operate with the minimum number of paying passengers required to make it viable. We work closely with you to provide attractive, interesting travel at a fair price to your travelers, but dates, individual traveler plans and economic conditions make some tours difficult to sell. We realize cancellation is always possible so we manage deposits, payments, penalties and deadlines to ensure if you must cancel, you do so at no cost or obligation to you or your individual travelers. We have an excellent record of many years duration in this.