1. How much does a tour cost?
All tour costs are priced and given in good faith upon trip selection. Costs are per-person rates, based on double occupancy. All tours offer a limited number of single rooms, and a single supplement is charged. When possible, the travel company may keep a list of single travelers who wish to share accommodations and can put individuals in touch with one another to discuss possibilities.
Booking requires a per person deposit. You can pay the deposit with a credit card or pay by check. Final payments are due to the tour partner typically 75 days prior to the trip. Most companies accept either check or credit card for the final payment.
Many trips are priced without international airfare. You may choose to book your own using connecting information provided by the travel company. This is a benefit to you, as you may be able to utilize frequent flier miles or take advantage of specials offered by airlines. Or, you may utilize airfare provided by the travel company. Since we like to ensure that all details are taken care of for our passengers, we will almost always recommend that you utilize the company's airfare so that all of your connections and transfers are provided. The travel company will let you know the cost and flight times prior to booking the arrangements. If you choose to book your own airfare, the travel company can provide you with the appropriate transfer information.
2. Do I have to be an alumnus of the UT to travel?
No, our trips are inclusive of all travelers (alumni and non-alumni). Anyone can receive information about our tour program. Once you travel with us, or request to be on our mailing list (gsnow@tennessee.edu), you will be on our mailing list. Our tour companies specialize in alumni travel. In many cases you will be on tour with other alumni associations.
3. What tour companies do you work with?
The UTAA works with travel companies specializing in alumni travel. We have been doing this since 1970. We use only reputable tour operators who have a strong record for experience, safety, integrity, reliability and commitment to alumni group travel. The UTAA has partnered with three of the best in the alumni tour travel: Alumni Holidays, Inc and Thomas P. Gohagan and Company, both headquartered in Chicago, and GoNext of Minneapolis. Once you travel with any of the companies, you will agree.
4. When are trips planned?
Each year the UTAA meets with representatives of the tour providers to build the best tour itineraries we can offer for the next calendar year. In addition to listening to the tour providers, the UTAA uses surveys of past travelers to help plan the year. Because some of the tours are planned 18 months in advance, there will be changes to itineraries and locations due to unforeseen circumstances. We will do all we can to alert our travelers of changes in a timely manner. Reservations are on a first-come, first-served basis. Brochure mailings are mailed 6-8 months prior to trip departure. If you are not currently receiving our brochures and are interested, please e-mail us (gsnow@tennessee.edu) or call 865-974-3011.
5. How do I learn more about a trip I'm interested in?
Your best resource for our trips is our web site. If you decide to you need more information, please complete the on-line request form by clicking here. Remember, color brochures are typically available 6-8 months prior to departure. You also may call us at 865-974-3011.
6. Are there any physical requirements?
To enjoy your alumni travel experience to its fullest, we recommend that participants be in good health and able to keep pace with the group. If you require extraordinary assistance, we recommend that someone who can provide the required assistance accompany you. If you have questions about the physical requirements of individual tours, the travel company passenger coordinator can provide detailed information about physical demands for the trip.
7. How is airfare handled?
The majority of our travel companies offer their travel programs priced without airfare included. Why? Simply this allows our travelers to either utilize frequent flier miles or perhaps take advantage of a special. The UTAA strongly recommends that you utilize the airfare that can be provided by the travel company. Pricing and connecting times are supplied prior to booking the airfare. This simply assures you will be on schedule for all transfers and connections. If you choose to book your own air, the travel company can provide you with the connection and transfer information. If you do not arrive when the scheduled transfers are provided, you are responsible for handling this on your own.
8. Can I deviate from the schedule?
Yes! Many of our travelers choose to go early or stay longer. The travel company can assist you with this. However, they will charge a slight deviation fee. Our all-inclusive programs are very interesting and exciting, but we realize there may be times when you choose to "do your own thing" rather than stay with the group. Just be sure to let the travel director know not to expect you that day.
9. If your date doesn't work for me is it possible to go at another time?
Most times, yes! Many times our travel partners offer the same trip at different times of the year. Understand that you will not be with a group of Tennessee Travelers if you decide to go on anther departure, but you will be well taken care of by the tour partner. To find out more about another date, just contact us at gsnow@tennessee.edu or 865-974-3011.
10. I want to go…What do I do now?
Depending on the tour provider, there are on-line forms, but most require completing the back portion of the brochure to begin your Tennessee Travelers’ experience. You may request a brochure, which has a reservation form with it that you can fill out and mail or fax to us. Or, you can simply call us at 865-974-3011 and book the trip by phone.
11. Now what? I have booked, what’s next?
After booking, you will receive a confirmation letter from us as well as from the travel company. The UTAA will send a confidential health form as well as a questionnaire for our records. With the information contained in these forms, our office will prepare a tour directory for all Tennessee Travelers on a trip and send it out prior to departure. If you do not have all the information asked for on these forms, please go ahead and send them in. If we have any questions, we will follow up with a phone call or email to you to clarify information. All travel documents will come directly from the travel company. This includes destination information and detailed itineraries, airfare documents, invoices for final payments and excellent detailed information regarding everything you need to know prior to leaving (weather, clothing, packing, etc). The UTAA serves as a liaison between you and the company, and we are pleased to assist in any way we can.
12. I've been waitlisted. I've paid my deposit but haven't been confirmed. When do I buy travel insurance?
Once you are off the wait list and are confirmed, you should purchase insurance immediately if you wish to qualify for the early enrollment benefits as well as the "Cancel for Any Reason Coverage." It is very important that accurate records be kept of when the trip was confirmed. Should a claim arise that information would be vital.
13. Will there be anyone from UT with us on the trip?
Typically, a UT staff person will be assigned to a trip when we reach 20 or more travelers from UT. If we do not reach that number, our travelers will be well taken care of by the travel directors from the particular travel company.
14. What documents do I need for my trip?
A passport is required for all international travel. Make sure your passport is valid beyond your return date. To apply for a passport, contact your local post office for an application and instructions several months before your departure. If the trip requires a Visa, information will be sent to you from the travel company.
15. When will I receive my final documents?
Your final documents will be sent to you directly from the travel company about two weeks prior to your departure. They are sent by priority mail and are not able to be delivered to a P.O. Box – that is why we must have a street address for you. It is imperative that you check your documents immediately after receiving them to ensure that everything is included and accurate.
16. Does the Alumni Association offer travel insurance?
Yes! We have partnered with Travel Insurance Services. Information and an insurance packet will be sent to you with your confirmation materials. We highly recommend the purchase of this insurance especially if you have health or family issues that may arise prior to your departure necessitating cancellation of your travel plans. Also, many of the plans offer cancellation for "any reason" protection. If you have questions about the insurance, there will be a toll-free number on the insurance packet. We recommend you call the insurance company direct to obtain the most accurate information.
17. Can I cancel and get a refund for my trip?
Each tour partners varies, so be sure to read the cancellation policies that apply to your particular trip. Most generally, penalties apply as a percent of the tour cost calculated by the number of days prior to departure. Trip cancellation insurance can be a part of your travel insurance package.
18. My trip is over. Is there anything else?
Of course, we would love to have you travel with us again as soon as possible. Our office will be sending a trip evaluation to you at your home address after the end of your journey. We would love to be able to use your comments on our website (with your permission of course!).
19. What if I have other questions?
Don't hesitate to e-mail or call Kris Phillips (kris-phillips@tennessee.edu) or Ginny Snow (gsnow@tennessee.edu) 865-974-3011.
All dates, itineraries, costs are given in good faith and are subject to change and revision by the sponsoring agency. The University of Tennessee Alumni Association and/or Tour Partner will strive to provide as much advanced notice as possible regarding any changes.
