Group Frequently Asked Questions

Why organize a private group?
You are able to design a customized itinerary to specifically fit the interests of your group and their budget. Everything from airfare, hotel accommodation and sightseeing are arranged by one of our group experts. A private guide will help your group delve into the history and culture of your destinations.

What's the advantage of booking as a group, instead of individually?
Full payment is not required up-front when booking a group. We are able to block both airline space and hotel rooms with an estimated number of travelers allowing you time to gather trip participants, while knowing you have confirmed space.

What is my role as the Group Organizer?
As the Group Organizer you play an important role. You begin the process once you contact us as that means that you have group of interested individuals - family, friends, your church or temple- in mind. You are responsible for promoting the program in order to attract enough participants for the optimal sized group. As the liaison between your Group Department specialist and the tour members, you are responsible for payment collection, finalizing itinerary details and other details. Once on tour you will be the main contact person for the hotel and our local agents should any questions arise. As the Group Organizer, it is possible to earn travel benefits depending upon the number of tour participants that travel with you. Please note this on your group request form if you would like further details.

How do I begin the reservation process?
In order to initiate the booking we require a $500 non-refundable deposit plus a $100 per seat deposit to hold the airline reservation. The final payment is due 60 days prior to your departure. This will give you plenty of time to organize your group and secure payments. For more in-depth details, please read our Terms & Conditions page.

What are acceptable forms of payment?
FreeGate accepts checks, wire transfers, cash, and the following credit cards: American Express, VISA, Mastercard and Discover.

How many people do I need for a group?
A minimum of 15 people are required for group travel. The more people in your group, the lower the price will be per person.

Will my group get the lowest prices?
Customizing a group vacation with FreeGate is the perfect way to get the vacation you want at a competitive price. We have extensive international contracts and experience negotiating special rates with vendors around the world. Remember, the more people in your group the lower the price will be per person, since the motor coach price and guide expenses are divided among all group members.

How far in advance do I need to book my group?
It is never too early to begin planning in order to obtain the best air and hotel availability, as well as giving you lots of time to sell the trip. Last minute travel is also possible, so please call us to discuss the details. If you plan to travel within 60 days of your travel date, it is best to have your group already organized and payments collected since the final payment will be due upon confirmation of arrangements.

Can the airfare change?
Your $100 per seat deposit will hold airline reservations and guarantee your price until 90 days prior to departure.

What if I have to cancel my trip?
Penalties vary according to when you cancel. Please see Terms & Conditions for more information. We strongly suggest that your group members purchase Travel Insurance which covers most eventualities.

Do you offer Travel Insurance?
Yes. We offer trip cancellation and interruption insurance on all our programs. For more information on our insurance, please click here.

Do I need a passport or a visa to travel?
All FreeGate destinations require you to have a valid passport. Your passport should be valid for at least 6 months after the date of travel. In addition there are some destinations that require a visa for U.S. citizens. Visas can be obtained on arrival at the airport for countries such as Turkey or Egypt; for others, such as Brazil, it is necessary to obtain a visa prior to departure from the U.S.
It is the group's responsibility to obtain the appropriate visa for your trip. For more information on visas for many of our destinations, please ask our travel advisors.

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All bookings are subject to FreeGate Tourism's General Conditions and Information. Travel Insurance is strongly recommended.