Our Booking Process
We have simplified the booking process. Working with us couldn't be easier!
DOCUMENTATION
CONTACT US
PROPOSALS
BOOKING CONFIRMATION
TRAVEL CARE
Contact us via email or a phone call. We provide a complimentary 15-minute phone call session to see if we are your best vacation planner. As we are on the phone a lot during the day, please leave a very detailed message. OR you can email us!
Our agency will send you a secure link to complete your intake required for your file. This includes personal information such as invoicing details, passports, and waivers. We also require a $200 deposit, which is applied to your final payment.
Once your intake is complete, we get to work! Staying within your wishes and budgetary requirements, we will research the best options for you and send several comprehensive quotes. We may go back and forth several times until we get it right!
This process should not take longer than 3 hours combined.
We have found the perfect vacation! We then go over any last-minute details, make sure you are all set, and confirm your booking with either deposits or full payment. We handle all of the paperwork for you and provide a customized vacation review. Your file will be diarized accordingly and we will let you know the next steps before they happen!
Starting a week before you leave, we are in touch to ensure all flows smoothly and answer any last-minute questions! We provide our cell and you will have contact with us in our app, in the event you need anything while away. That peace of mind and customer service is hard to find and is reassuring for many!
In-Person Pre-Vacation Consult
Do you wish to meet in person to discuss your travel needs? Wood Travel has two options, both by appointment only and after travel documents, our Good Faith fee, and appointment fees have been received:
ZOOM Meeting - Free 30-minute appointment
OR
We will come to your home in the city of Lethbridge ($100 for 60 minutes)
Fees are non-refundable and not applied to your package, and are required 3 days before meetings are set to take place, or meetings will be cancelled.
No Surprises!
I feel that transparency is important in my business operations. The cost of using a travel agent is a question that new callers have and they are surprised to learn that most services I offer carry no fees. I believe in making my expertise available to all who wish to benefit from my experience and education. However, there are a few instances when I do need to charge a fee before opening a file such as:
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Wood Travel requires a $200 deposit for research and quoting. This amount is refunded to you several days before you leave, provided the work on your file required to get to the deposit stage takes 8 hours or less, which it does in 95% of cases, thanks to our comprehensive intake form and expertise!
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For any interior, or oceanview cruise cabin on a non-luxury line ($200 per cabin)
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When using travel credits to book there is a $150 fee for every $1000 redeemed.
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**All payments are required before services are rendered
Why should you work with Wood Travel? Arranging travel is my passion, and now more than ever, those who travel need an advocate. When I am not in my office busy at work planning trips abroad for my clients, I am either traveling to gain first-hand experience of the destinations my clients are dreaming about, or taking classes to learn even more! I handle the paperwork, offer payment plans, advise on regulations, insurance and visa requirements, and entry requirements, and will keep you well-informed every step of the way! I am dedicated to finding you the lowest price possible for your vacation and can discuss options with you that you may not have considered. I request upgrades where available and I do not charge a fee to book all-inclusive resorts (one of the most popular options for bookings). My agent resources can assist in finding the perfect resort for you - while most times costing you less than when you book directly! And finally, I am traveling with you (so to speak!) as I will give you my direct line to text or call, email, or message on social media, in the event you need anything while you're away. There is no charge for that kind of peace-of-mind!
Service Inclusions
Our service to clients who book their entire vacation with us includes:
** A comprehensive PDF/ access to our Agency App, customized to your vacation
** Advocacy with suppliers on your behalf should you need assistance
** Upgrade requests, although not guaranteed
** Handling unexpected changes such as schedule changes
** Pre/during/and post-trip information
** Travel guidance
** Assistance in destination for uneventful circumstances that can occur.
** Important insurance information
** Important health information including destination requirements
** Important destination information including entry requirements and advisories
** In-depth research (4 hours complimentary under the deposit).
** Liaising with providers to ensure the best possible fit is found
** Hours on hold with providers.
Our Luxury Ocean and River Cruise bookings carry additional benefits when booking through our agency such as onboard credit, and complimentary parking for 15 days in Calgary with a one-night stay!
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Fraud Awareness
Wood Travel recognizes that fraud is ever present in today's electronic age. We want to remind our clientele that we will never do the following:
*Ask for you to send payment in any way contrary to where we confirmed when your booking was created
*Advise of immediate payments being required in any way other than we have specified
*Correspond in any other manner than in person, via our main office email and telephone line.
*Threaten, harass, abuse, coerce, intimidate, pressure, influence, oppress any of our clientele or client prospects.
Likewise, we protect our company from fraud by:
*Never allowing new clients to book anything 'last-minute' with us (less than 90 days).
*Insisting that all clients complete and forward the appropriate paperwork necessary for your booking, such as a credit card authorization and required ID
*Maintaining a secure premise in accordance with local policy, to protect sensitive information. All electronic information is stored and destroyed after use, unless otherwise advised.
*Use of Anti-Virus software, Virtual Private Networks, Two Factor Authentication when available
*Limiting our website access to local and known members. Most international requests for membership are denied unless clients are known to the agency.
