AIR / AUTO / HOTEL RESERVATIONS
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Check in early! Airlines require domestic travelers to check-in 1 hour prior to departure. International flights require a 2 hour check-in. If you do not arrive on time and if the flights are overbooked, the possibility exists that your seat will be given away. In addition, there will be a greater opportunity when you arrive early to have your name on the "top of the list" for an upgrade.
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Be aware that some airlines have restricted carry on luggage policies. For example:
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Northwest Maximum check-in is two and carry on luggage is limited to one piece plus a purse/briefcase/laptop computer for all flights. First class international is allowed two carry on items.
- TWA Check one and carry-on two or check two and carry-on one.
- Delta Check one and carry-on two or check two and carry-on one.
- Southwest Check up to three and carry on two
- United One carry-on in economy and two in business/first class
- USAirways Carry-on two
- American Carry-on two
- Continental Carry-on two
- Store your carry-on luggage in the compartment across from you so you can keep an eye on it.
- Be sure to carry photo identification.
- Be aware of Safe Harbors emergency service telephone number (International / domestic) This will help you with questions concerning your ticket or itinerary changes. The number is printed on all itineraries. Calling the airline directly can cause confusion and be costly.
- Never make enemies or be abrasive with hotel desk agents, airline gate agents and auto rental agents. Regardless of the situation, most people are more than accommodating when approached with respect. Remember, the above mentioned have the power to provide you with the upgraded hotel room, the airline aisle seat and the better car.
- Do not make a reservation with an airline, auto or hotel directly. They will not have all of your company data accessible including your discounted rates, frequent flier numbers, travel preferences, travel policy information and payment procedures. They will only give you their information not competing information where the agency will.
- When a travel reservation is made with Safe Harbors, your confirmation number for your flight, hotel room and car is your guarantee! If you arrive at any of these counters and they claim that you do not have a reservation, chance has it that they are trying to sell you a higher priced car, hotel room and airline reservation. This is a common practice for these vendors to recreate a reservation so that a commission will not have to be paid and that last minute availability is achieved, resulting in a higher fare/rate. If this should happen, be assertive and demand the guaranteed rate/fare is utilized on the confirmed itinerary from Safe Harbors.
INTERNATIONAL TRAVEL
- Leave copies of your passport, visa and itinerary with your office and home. If you should lose any documents you would have easy access to a copy.
- Ask Safe Harbors for a country profile if you are traveling to a new destination. We can provide extensive data on weather, local customs, food, political climate and much more.
- Your luggage may be searched upon entering a country, so pack accordingly. Know what items are taboo in the country you are visiting.
- Be wary of anyone loitering around doors to your room, and notify the desk of your suspicions.
- Do not swap or sell any personal effects, such as jewelry or religious items, in countries where it is illegal to do so.
- Avoid photographing military installations, border protection points and sensitive government buildings.
- Avoid any area of the city which has been the target of a terrorist or is a place where Americans are known to congregate.
- Know the location of the U.S. Embassy or embassy of your passport country, and have that phone number with you at all times.
- If you go out, let another member of you group know when you expect to return and the general location you are visiting. You may wish to provide a contact number as well.
- If you are in a situation where someone starts shooting a gun, drop to the floor or get down as low as possible and don't move until you are sure the danger has passed. If possible, shield yourself behind or under a solid object.
LOST LUGGAGE
- Find an airline representative and report the problem.
- You will be given a form to complete. DO THIS IMMEDIATELY, BEFORE YOU LEAVE THE AIRPORT. This form will describe the luggage and its contents.
- Obtain a copy of the form before giving it to airline representative.
- If you are asked to surrender your claim checks, make sure you note this on the form.
- 98% of lost luggage is found within several hours, and will be put on the next flight to your destination.
- If you cannot wait, make sure the airline has your address to forward your luggage.
- If you need to buy or rent replacement items, most carriers will front you some cash. Receipts will be required if replacement items are worth $50 or more.
- If luggage is never found, you will be asked to estimate the value (depreciated) of its contents. If you claim anything new or costly (i.e. camera), you may be asked to provide receipts and other documentation.
- There is a "lost luggage" heaven -- Scottsboro, Alabama.
HOTELS
- Reserve rooms above first floor.
- Keep doors and windows locked, and check them before retiring.
- Put valuables in the hotel room safe.
- Keep drapes closed after dark.
- Verify workmen with the front desk before admitting them into your room.
- Locate your nearest emergency exit and fire extinguisher.
- Be careful answering the door. Use the peephole, or leave the chain attached when opening the door to talk.
- Don't accept packages or items unless you know the source.
- Don't answer the phone with your name.
- Remember that the doorknob signs tell an outsider whether you are in the room (Do Not Disturb) or out of the room (Please Make Up This Room).
- Take your passport and other forms of identification with you when leaving the room.
- Do not indiscriminately give out names and room numbers of others in your group.
- Know your hotel phone number.
TAXIS
- If possible, pick your own cab.
- Have the address of your destination and hotel written in the local language.
- If you call a cab, wait for it indoors.
- Compare the face of the driver with the posted license.
- When in a metered cab, make sure the meter is activated.
- When boarding a bus or limo, do so promptly.
- Keep an eye on the loading and unloading of your baggage, especially if you are sharing a limo which makes an intermediate stop.
WALKING
- Avoid walking alone or traveling to remote places after dark; avoid poorly lit streets and narrow alleys.
- Do not wear flashy jewelry.
- Avoid public demonstrations, accidents or civil disturbances.
- Do not engage in loud conversations or arguments.
- Avoid discussing personal matters with people you do not know.
- Keep a phrase book handy.
- Know how to use the pay phones in the country you are visiting, and carry exact change in local currency.
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Avoid bringing any unnecessary attention to yourself.
- Whenever leaving the USA for a trip, proof of citizenship is required to be in your possession. For those areas requiring passports, make sure you have a SIGNED, valid passport (and visa if necessary), which will extend at least 6 months past your scheduled return date. This would cover you in the unlikely event you would need to be hospitalized or to cover other emergency situations that could possibly occur during your trip. Caribbean and some other destinations close to home require only a birth certificate along with a photo ID for adults (just the birth certificate for minors). Always ASK your booking agent about requirements. If you are taking children who are either unrelated or who have a different last name than your, you may also be required to have a letter
from a Parent or Guardian (or other parent in some cases) to take minors outside the USA. The final responsibility lies with the TRAVELER to make sure all documentation for foreign travel is in order!
- If you are traveling to an unusually exotic destinations, or countries with a history of unrest, be sure to check the US State Department web site for updates, warnings, or advisories.
- Always leave copies of your itinerary, passport data page & visas (where applicable) with family or friends back home, so that SOMEONE can contact you in case of emergency.
- Be sure to purchase trip insurance, which not only will cover last-minute cancellation fees or penalties, but will also offer health and medical service abroad. Not anticipating the possibility of catastrophic events can affect the rest of your life. Air evacuation from foreign ports easily runs into the tens of thousands of dollars, and your personal medical insurance may be invalid outside the continental USA!
- Familiarize yourself IN ADVANCE with the local customs and laws of countries you intend to visit. While in a foreign country, you are subject to their legal and judicial system. An ounce of prevention is worth a pound of cure!
- Do not leave your luggage unattended in any public areas, and never accept packages from strangers under any circumstance. Period.
- While abroad, recognize that using illicit drugs or overuse and abuse of alcohol can have serious consequences. Don't associate yourself with people who do, as "guilt by association" may have different parameters in a foreign country!
- Do not set yourself up as a target for thieves by wearing conspicuous clothing, expensive or gaudy jewelry, and do not carry excessive amounts of cash or unnecessary credit cards.
- Deal ONLY with authorized agents when exchanging monies or currency, or purchasing high ticket items such as antiques, artwork, etc. to avoid violating local antiquity laws or being jilted by unscrupulous criminals.
- When overseas, avoid demonstrations, protests, or other situations that may become unruly, or where anti-American sentiments may be expressed. Common sense is always your best travel companion!
- Whenever traveling through airports with young children, take a Polaroid picture of each child before leaving the house (wearing the same clothing he or she will be traveling in). That way, if you become separated from your child, you'll have an extremely current photograph, and authorities will also know what color and style clothing to look for.
- Some items you might not think to pack in your carry-on: a change of underclothing and any necessary medications, just in case your checked luggage goes astray; bottled water to combat the dryness of the airplane; a list of your packed items, again in case of lost luggage; a list of all credit card numbers, passport number and emergency contact numbers; a photograph of your checked luggage - it will make describing your lost luggage much easier. Losing your luggage is never fun, but you can make the experience less traumatic with a little planning.
- We all know to carry copies of our passport in case it's lost, but why not take this tip into the 21st century? Scan your passport, airline tickets and any other important documents you could need and send them, attached to an eMail, to yourself. Be sure to use an eMail address accessible from the Internet. If you need to access them, most cities and towns now have Internet cafes.
1. Put your name and the telephone number of your destination on both the outside and the inside of your luggage. Then, in case you and your bags are separated, they can catch up to you quickly.
2. Keep a photocopy of your passport data page separate from your money and travelers' checks.
Even if you lose your money and ID, you can still prove your identity to the authorities. It's also good to take along copies of your travelers' checks serial numbers, as well as your credit card numbers so you can quickly alert the authorities in the event the real items are stolen.
3. Always pack as little as possible. Take what you will need, not what you think you might need. Keep in mind that suitcases are heavy and you might have to carry your own luggage.
4. Take a change of clothing and sample size toiletries
in your carry-on luggage. You never know when an airline may lose your bag,
and not having to buy clothes immediately will save a little trouble while waiting
on your bags.
5. If you take prescription medicine, bring more than you expect to use and include the refill prescription, just in case. If you wear glasses, pack an extra pair - finding an optical shop could be tricky without your glasses.
6. Check the batteries in your cameras before your trip. While film is readily available, it could be difficult to find exactly the right battery for your camera.
7. Be aware of other country's customs and laws. You don't want to be caught spitting out your chewing gum in Singapore: it's a criminal offense. (To be sure, check the State Department's Traveler Advisories on the Travel Center)
8. Make sure you're protected against local illnesses. This is especially important if you're going away from the big cities and into rural areas. Drink only bottled water and use it even when brushing your teeth. Eat only cooked food and avoid leftovers. Avoid areas where mosquitoes will be active. (For a guide to immunizations check the Travel Health Online site, which is also located on the Travel Center)
9. Be sure to leave your itinerary with friends or relatives. This way they can contact you if there's an emergency back home and it's always good for someone to know where you are. These documents can be found in the Travel Resource Center on the Travel Center. And finally…
10. Relax. Go with the flow. Things are going to be different in each new place you are visiting. After all, isn't that the reason you went on your vacation in the first place?
1. Book your reservations as soon as possible. As soon as you know you'll be making a trip, call your agent and book the flight. Business travelers are used to paying top dollar for last minute flights. Beating the 7 or 14-day deadline can lower your fare considerably.
2. Stay over a Saturday night at your destination. Spending this extra day at your destination can save as much as 60% on your airfare, more than offsetting the additional hotel costs. Take the day and go sightseeing or relax by the hotel pool, all the while you're saving your company money.
3. Travel at off-peak times. Often flights that depart between 6-7am and 7-8pm offer less expensive fares. During the week, flights on Tuesday through Thursday (before noon) can be less expensive than weekend travel. A Saturday night stay is usually required.
4. Avoid changes. Anytime you change a reservation, you increase the chance that the fare will be more expensive. Airlines have a limited number of seats they sell at a promotional fare; the closer to the date of departure that you change a reservation, the less likely those less expensive seats will be available.
5. Utilize meeting fares when possible. When ten or more travelers from your company will be traveling at the same time (even if from different cities) consider getting a discounted fare from the airlines. Our Group Department can help you in negotiating this rate, just give us a call.
6. Void tickets rather than refund. If you return an unused ticket to The Travel Center before the end of the next business day, the ticket can be voided. It is as though the ticket was never issued in the first place, saving the cost of a refund fee. This is especially useful for penalty and non-refundable tickets.
7. Consider direct and connecting flights. Non-stop flights are the most convenient, and the most expensive option available to travelers. By taking flights that are direct (with one or more stops, but without plane changes) or connecting (with plane changes) you can often lower your fare considerably.
8. Consider alternative airports. When there are several available options as to which airport near your destination you will arrive, have your agent check the fares on all options. For instance, rather than flying into Tampa International Airport, consider Sarasota and St. Petersburg/Clearwater, which are both less than an hour away.
9. Accept penalty fares. Keep in mind penalty fares aren't completely nonrefundable. As their name implies they can be reused, but with a penalty. As a general rule, the more restrictive a fare is, the less it will cost.
10. Always use a travel agent to book your travel. Your agent has access to thousands of fares through their computerized reservation system. Our experienced agents can offer suggestions, customize your itinerary, book hotel and rental car reservations and check your airline tickets before you go, saving costly changes late
As you probably know, many different airfares can be available for popular routes. The Travel Center shows you the lowest fare currently available for the flight criteria you specify.
However, you can shop for other available fares for your itinerary by changing some of the conditions of your trip. For example, you can try different dates or different times of day for the flight. And, of course, the earlier you reserve your flight, the better chance you have of finding a low fare.
Here are some tips for finding low fares. Remember that different airlines follow different fare rules, and so these guidelines may not apply to every itinerary. Try one or more of the tips if you are unsatisfied with your quoted airfare, and see if you can locate a better fare.
- Purchase your ticket at least 21 days in advance
Fares often increase 21 days before the flight (the same is often true for 14-day, 7-day, and even 3-day advance purchases). The farther in advance you reserve, the better your chances of obtaining a good fare.
- Buy a roundtrip ticket, and travel on one airline
Roundtrip tickets are usually less expensive than one-way tickets, and it is often cheaper to reserve all legs of your trip on a single airline, rather than a combination of several airlines.
- Stay over a Saturday night
Itineraries that include a Saturday-night stay are sometimes far less expensive than mid-week trips. If you plan to return on a Saturday, change your return to Sunday and see if the fare changes.
- Avoid traveling on holidays
Of course, at crowded seasons it's hard to find low airfares. Try to schedule flights on less-popular days. For example, in the U.S., it is very difficult to find a low-priced seat on the Wednesday before Thanksgiving, or the Sunday following Thanksgiving. Consider traveling on the preceding Monday or Tuesday, and returning after the weekend.
- Choose an inconvenient flight time
Mid-morning and late-afternoon flights are often crowded. Try specifying flights leaving very early in the morning or late at night ("red-eye" flights) to see if lower fares are available.
- Specify one or two airlines to search
The Travel Center searches for all appropriate flights near the times of day you specify. If you specify only one or two airlines to search, The Travel Center searches a greater time range, and may find other flights for you. Alternatively, make several searches using different times of the day.
- Use an alternative airport
Specify different nearby airports for your itinerary, to see if better fares are available for another airport. For example, in the U.S. fares to or from Oakland (California) International Airport may be very different from those using nearby San Francisco International Airport.
- Fly on Tuesday, Wednesday, or Saturday
For some routes these are less-popular days to fly, and lower fares may be available. Try other days of the week, as well, to find better fares.