TRAVEL COORDINATOR (TC) FOR THE DELEGATIONS TRAVELING TO CISV PROGRAMS
Responsibilities and Guidelines
As TC, you are responsible for coordinating the travel needs of participants of one Program based on specific itineraries, airlines and costs. CISV recommends that all flights be fully refundable or flexible and fully insured with airline flight insurance. Seek to book with few flight legs and with plenty of time between flight legs in case of travel delays.
Also keep in mind that some families may have more financial resources than others so try to book affordable tickets also. For some destinations, traveling to Orlando or Miami may save money and provide more direct travel arrangements.
You may choose to be aided by a travel agent. If using a travel agency, it is the TCs responsibility to coordinate with the agency and get to them the necessary paperwork, information (full names as listed on the passport, passport numbers, birthdates) and payment information. Whether booking reservations with a travel agency or not, ALL tickets for the ENTIRE delegation (leader included) need to be booked at the same time to ensure proximity of seat assignments and continuity. In addition, the entire delegation cannot be booked by some agencies without a copy of each passport to verify the number. Some travel agencies (such as AAA) require a copy of the passport to book International travel, as it is a TSA requirement.
If a delegate does not have a passport when booking reservations, you may find a travel agent who can/will book the flights with the passport being presented at time of departure. It is the option of the TC to find a travel agency – one they are familiar with, in the neighborhood of, or one that is recommended by a reputable source.
Another option is for the TC to book the flights themselves.
The TC must then be able to share information outlined by the airline (such as baggage requirements, updated arrival/departure times, etc) with others in the group they are booking travel for.
Cons of using a travel agency:
There may be an additional $25-$40/ticket charge by the travel agency to cover the airline service charge.
While an agency could help the group if there was a problem (such as a missed connection), such occurrences are not always during the agencies regular office hours. The best resource would essentially be the agent directly in front of the travelers.
ALL TRAVEL ARRANGEMENTS SHOULD BE REVIEWED BY AT LEAST 2 PERSONS BEFORE FINALIZING THE TRANSACTION (such as travel agent + TC, TC + another parent of a participant, TC + spouse)
The Pre-Camp 1 will be your basis for starting the process. On this form, received by the Jacksonville CISV office and shared with the Leader (once they are selected, and as soon as the Pre-Camp is received), the specific dates, times and locations for arrival and departures are listed.
Note: Parents of participants may check on-line sites and find a “better” airfare. They are not aware of the specific parameters as set on the Pre-Camp, nor are they checking for multiple seats together and other factors involved, such as train connections. In addition, you or the travel agent, are considering time requirements to make connections, the easiest transfers, or clearing customs if re-entering the US. Please assure them that you’re striving to get the best available flight! Also, assure them that the Leader is taking care of YOUR child also. In addition, consider that the Leader of the delegation is taking 4-12 children on a flight to an airport they’ve possibly/probably never been to before.
The Pre-Camp 2 (sent directly to the Program Leader) contains much more information and is usually much more detailed regarding travel – the airport/railway information + the parameters for arrival and departure are listed (date, time, etc.) in greater detail. Not always, but usually.
If there is a major difference in airfare prices or certain dates/times are not available, YOU (whether working with a travel agent or not) OR the Leader of your delegation will be responsible for contacting the hosting Program. This may require a call to the Mobile Number or Email address listed on the Pre-Camp.
The issue of charging each airfare to specific and different credit cards may be problematic. Options include:
- The Leader can charge their fare and be reimbursed by the parents for their share.
- One of the delegations parents can charge the Leaders airfare along with their child’s airfare and be reimbursed by the other participant’s parents.
- If a travel agency is used, they sometimes have a business account they can charge to then be reimbursed by the parents. This usually incurs an additional 3% service charge.
- Splitting the Leaders airfare needs to be discussed and agreed upon by the participants’ parents.
Travel agencies recommended by CISV Jax:
Maria Hernandez firstname.lastname@example.org 904 285 2222 http://www.valeriewilsontravel.com/explore/share/pontevedra 110 Solana Road #106 Ponte Vedra Beach, FL 32082