TripMate Contact Details:
Explorica's insurance options are administered by TripMate.
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Plan inquiry prior to departure
1.800.888.7292
Your plan number is 433E
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Plan assistance while on Tour (if you have purchased Travel Protection)
1.800.555.9095 (Within USA and Canada)
1.603.894.4710 call collect
On Call Group Number: 433E
Certificate of Coverage:
Please review and print the Certificate of Coverage at: www.tripmate.com/wpF433E
Pre-departure Checklist
Departure
Confirm your group’s departure time directly with the airline 24 hours prior to departure—and arrive at the airport at least three hours before your flight.
Baggage
Each Explorica traveler is allowed only one standard-size suitcase and one carry-on bag. All luggage must fit on the airplane, tour buses, ferries, trains, hotel elevators, & hotel rooms. Any participant who brings additional luggage will not be allowed to board the Explorica bus and will be required to reach each tour destination by taxi or public transportation at his/her own expense.
Tipping
Like other members of the service industry, Tour Directors and bus drivers depend on tips to make a living. Group Leaders are advised to collect these tip amounts from participants in advance to avoid confusion or lack of money at the end of the tour.
Tour Director
It is customary to tip your full-time Tour Director a minimum of €4/$5-$6 per person per day. Tipping €5/$7 is common as additional tips are at your discretion when performance is outstanding.(or local equivalency) on all other tours.
Bus Driver
Each participant is expected to tip their bus driver €2 EUR per day/$3 per person per day on all tours.
Local Tour Guides
Tipping for local tour guides is at the discretion of the Group Leader. If you would like to tip your local guide it is advised that tip money be collected in advance as well.
Cruises
Please tip your Explorica Tour Director per normal along with the additional cruise tips that are required. Cruise tips cover all serviced rendered on board – housekeeping, dining service, etc. – and are automatically added by the cruise line to each traveler's personal cruise account card in the amounts listed below. Participants aged 5-15 are charged €4 EUR per day
Participants aged 16+ are charged €8 EUR per day
Please note that you can only use cash or a credit card to add money to or pay the balance of your personal cruise account card. If cash is your preferred method of payment, be sure to withdraw the necessary amount before boarding the ship.
Any traveler may contact the cruise line's Guest Relations office to change the tip amount automatically added to their personal cruise account card. Group Leaders may also contact Guest Relations if they prefer to put all tips on their personal cruise account card.
Arrival
After claiming luggage and clearing Customs, meet your Tour Director or other Explorica representative, who will bring your group to your first hotel. Look for an Explorica sign to help spot them in a crowd.
If you do not see an Explorica representative right away, please be patient. He or she will be there shortly. Please DO NOT leave the airport without notifying Explorica.
Should you have any questions or concerns, contact Explorica Emergency at 1.617.210.6194.
In case of emergency, here are some tips:
Flight Issues
Miscellaneous Flight Issues
(Such as delays, cancellations, or missed connections due to mechanical failures, strikes or weather) These are common issues that need to be handled at the airports between you and the airline agent. Do not wait for Explorica to respond. We will work in conjunction with you, but you’ll always be able to fix an issue faster in person with the airline employees. Take the following measures:
- Speak with airline agent at airport. The airline agent should seek re-protection with the same or an alternate airline based on availability.
- Call Explorica Emergency and inform them of your group’s situation and any updated flights.
- Note, in cases of extreme weather, the airline will not pay for meals and accommodations.
- Contact TripMate, if applicable.
Participant arrives late at the airport and misses a flight
Explorica cannot make any changes to the ticket if any travelers miss a flight. You should handle the situation at the airport with the airline agent and advise Explorica of the resolution.
Flight booking errors
Contact Explorica Emergency as soon as possible.
Lost paper ticket
If you lose a paper ticket, you must fill out a Lost Ticket Application (LTA) with the airline at the City Ticket Office or at the airport. You will be responsible for all costs incurred.
- Call the airline if more information is needed.
- Call your Program Consultant to for the original ticket number if needed.
Lost luggage
If your luggage is lost, you and your Tour Director should handle the matter at the airport with the airline.
- Complete a lost luggage form (“Baggage Service Record”) with a description of the luggage and provide an address where the luggage can sent when found.
- Refer to TripMate if applicable.
Problem with Tour Director
Contact your Program Consultant and report the issue.
Family emergency at home in US/CANADA
If you or any of your travelers have to leave the tour for personal reasons, contact TripMate, if applicable. Please note that each passenger is responsible for all costs incurred for changing or replacing an airline ticket.
Illness
Medical emergencies on tour are handled by TripMate insurance, if applicable. Otherwise, contact your Program Consultant and Explorica will secure alternate air transportation at the passenger’s own expense.
Passport issues while traveling
In the event that a traveler’s passport is lost or stolen, please take the following steps:
- Inform your Tour Director immediately.
- Contact the closest passport office to see how long it will take to process a replacement passport.
- File a police report.
- If it’s the day of departure, also contact the airline to seek alternate flights/routings.
- Once a new passport is obtained and new flights are scheduled, contact your Program Consultant to let Explorica know which itinerary the traveler will be on.
Contact Trip Mate to inform them of the incident for those who have purchased Travel Protection.