FREQUENTLY ASKED QUESTIONS

Can I use miles for my flight(s)?

No, unfortunately, airlines do not allow points to be used for group reservations. However, if you opt to book your own flight, you are welcome to use your points that way.

Can I book my own flight?

You can book your own flight, as long as you let us know with enough time! If you wait to tell us, we may book you a flight with the group that cannot be refunded. Please try to time your arrival and departure near the groups’. If your flight schedule varies from the group, you will be responsible for your own ground transportation to and from the airport.

When will I receive my group flight reservation?

This varies depending on the airline being flown. The earliest possible is generally about 6 weeks from the trip start date, but it can be as little as 3 weeks out.

Where do I find my group flight reservation?

All information is located in your resource folder. If physical e-tickets have been issued by the airline, they will be grouped together in a sub-folder. If your booking was made with just an e-ticket number or booking reference, you will be able to find your details on the “Flight Reservation Sheet”

Can I choose my seat on the group flight?

Generally, no. Seats are normally placed in a block together. Once you have received your flight reservation, you can try to change your seat on the airline’s website.

If I want to upgrade my seat, is it possible? How would I select that option?

Please contact groups@proactivetravel.com with your request and we will get back to you with information on how to proceed with a seat upgrade.

Do you offer travel insurance?

Yes, we partner with AIG Travel Guard for our travel insurance packages.

How do I add trip insurance?

Please visit proactivetravel.com/insurance for more information; you will be directed to Travel Guard’s landing page where you can get a quote and/or book travel insurance

Where am I staying?

Accommodation info is located on the itinerary in your resource folder. This information is normally finalized around 45 days prior to departure.

My child is a minor and will be traveling without a parent/legal guardian. How can I make sure they'll be prepared to travel alone?

Resource folders and tour leader contact information will be made available to parents of minors traveling independently.

Do I need a passport to travel?

Yes, you do for all international travel.

Do I need to renew my passport?

Your passport should have an expiration date of at least 1 year after your return date.

Do I need a visa to travel to our groups’ destinations?

Unless otherwise indicated, if you hold a US passport, you will not need a visa to enter any of the countries you are traveling to on your group trip.

If I have a non-US passport and am not sure if I need a visa, how do I find out?

Each situation depends on what passport you hold and what country(ies) you are visiting. You are responsible for obtaining any visas or additional travel documentation required by the countries you will be traveling to. Many countries require certain documents, including itineraries, to get a visa; we would be happy to provide these to you, as needed. If you have further questions, please contact us at groups@proactivetravel.com

When will my payments be due?

Generally, a $300 deposit is due within 14 days of signing-up. The final payment is normally due 90 days prior to the trip departure date. The remaining 1-3 payments will be distributed in between.

Please refer to your invoice for the set due dates for your specific trip.

I signed up for a trip, but don’t know how to receive an invoice.

An invoice will be sent out to your email via Freshbooks after we process your signup. This could take 2-3 business days.

Make sure to check your spam folder as some accounts will automatically put Freshbooks emails there.

I received an invoice, but I’m not sure how to pay it.

The best way for ProActive Travel to process your payment is by mailing a check to ProActive Travel at 26 Technology Way, Nashua, NH 03060, using a credit card (with 3.5% fee), or PayPal.

PayPal won’t let me process a payment.

In order to use PayPal through Freshbooks, you must have a bank account (checking or savings) linked with the PayPal account.

I already sent my check in, but am receiving late payment notices and fees.

Please do not worry. If you sent in a check before the invoice due date, the late fee will be removed from your invoice when we process the payment.

I want to change my method of payment from check to credit card (or vice versa).

If you send our accounting team a quick email at payments@proactivetravel.com we can process that for you very quickly and will try to respond as soon as the change is made.

If you are changing from credit card to check, just mailing a check is fine and I will remove the credit card fee that would have been applied to the invoice.

Flights

Can I use miles for my flight(s)?

No, unfortunately, airlines do not allow points to be used for group reservations. However, if you opt to book your own flight, you are welcome to use your points that way.

Can I book my own flight?

You can book your own flight, as long as you let us know with enough time! If you wait to tell us, we may book you a flight with the group that cannot be refunded. Please try to time your arrival and departure near the groups’. If your flight schedule varies from the group, you will be responsible for your own ground transportation to and from the airport.

When will I receive my group flight reservation?

This varies depending on the airline being flown. The earliest possible is generally about 6 weeks from the trip start date, but it can be as little as 3 weeks out.

Where do I find my group flight reservation?

All information is located in your resource folder. If physical e-tickets have been issued by the airline, they will be grouped together in a sub-folder. If your booking was made with just an e-ticket number or booking reference, you will be able to find your details on the “Flight Reservation Sheet”

Can I choose my seat on the group flight?

Generally, no. Seats are normally placed in a block together. Once you have received your flight reservation, you can try to change your seat on the airline’s website.

If I want to upgrade my seat, is it possible? How would I select that option?

Please contact groups@proactivetravel.com with your request and we will get back to you with information on how to proceed with a seat upgrade.
Trip Insurance

Do you offer travel insurance?

Yes, we partner with AIG Travel Guard for our travel insurance packages.

How do I add trip insurance?

Please visit proactivetravel.com/insurance for more information; you will be directed to Travel Guard’s landing page where you can get a quote and/or book travel insurance
General Information

Where am I staying?

Accommodation info is located on the itinerary in your resource folder. This information is normally finalized around 45 days prior to departure.

My child is a minor and will be traveling without a parent/legal guardian. How can I make sure they'll be prepared to travel alone?

Resource folders and tour leader contact information will be made available to parents of minors traveling independently.
Passport & Visas

Do I need a passport to travel?

Yes, you do for all international travel.

Do I need to renew my passport?

Your passport should have an expiration date of at least 1 year after your return date.

Do I need a visa to travel to our groups’ destinations?

Unless otherwise indicated, if you hold a US passport, you will not need a visa to enter any of the countries you are traveling to on your group trip.

If I have a non-US passport and am not sure if I need a visa, how do I find out?

Each situation depends on what passport you hold and what country(ies) you are visiting. You are responsible for obtaining any visas or additional travel documentation required by the countries you will be traveling to. Many countries require certain documents, including itineraries, to get a visa; we would be happy to provide these to you, as needed. If you have further questions, please contact us at groups@proactivetravel.com
Payments

When will my payments be due?

Generally, a $300 deposit is due within 14 days of signing-up. The final payment is normally due 90 days prior to the trip departure date. The remaining 1-3 payments will be distributed in between.

Please refer to your invoice for the set due dates for your specific trip.

I signed up for a trip, but don’t know how to receive an invoice.

An invoice will be sent out to your email via Freshbooks after we process your signup. This could take 2-3 business days.

Make sure to check your spam folder as some accounts will automatically put Freshbooks emails there.

I received an invoice, but I’m not sure how to pay it.

The best way for ProActive Travel to process your payment is by mailing a check to ProActive Travel at 26 Technology Way, Nashua, NH 03060, using a credit card (with 3.5% fee), or PayPal.

PayPal won’t let me process a payment.

In order to use PayPal through Freshbooks, you must have a bank account (checking or savings) linked with the PayPal account.

I already sent my check in, but am receiving late payment notices and fees.

Please do not worry. If you sent in a check before the invoice due date, the late fee will be removed from your invoice when we process the payment.

I want to change my method of payment from check to credit card (or vice versa).

If you send our accounting team a quick email at payments@proactivetravel.com we can process that for you very quickly and will try to respond as soon as the change is made.

If you are changing from credit card to check, just mailing a check is fine and I will remove the credit card fee that would have been applied to the invoice.