If you need to cancel or replace a traveler from your booking, it is important to follow the correct procedures to ensure that all changes are handled properly and follow the tour operator's policies.
Steps to replace a traveler:
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Contact the tour operator:
- To replace a traveler, you will need to contact the tour operator directly. This can be done by sending a message through your Booking Conversation Page. It's crucial not to make direct modifications to traveler details within the booking conversation page without first consulting the operator.
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Understand associated costs:
- Be aware that replacing a traveler might incur additional costs, especially if pre-arranged services like internal flights or special permits (e.g., for Gorilla Trekking or the Inca Trail) are involved. The tour operator will inform you of any fees or necessary steps to update the traveler's information.
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Provide necessary information:
- The tour operator may require further details about the new traveler, such as passport information and nationality. Ensure that you have all the necessary information ready to facilitate a smooth transition.
Steps to cancel a traveler:
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Send cancellation request:
- If you need to cancel a traveler from your booking, communicate this directly through your Booking Conversation Page. State which traveler(s) should be canceled from the booking.
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Review cancellation fees:
- Understand that cancellation fees, as outlined in the tour operator’s terms and conditions, may apply. These fees are typically dependent on the proximity to the departure date and the specifics of the tour operator’s cancellation policy.
General guidance:
- Review the terms and conditions related to traveler substitutions and cancellations. This information is crucial to understanding potential costs and the process involved.
- Keep a record of all communications with the tour operator regarding changes to your booking. This documentation will be helpful in case of discrepancies or disputes.
- The earlier you request a change or cancellation, the more likely it is that the process can be completed with minimal complications or costs.
By following these steps, you can effectively manage the cancellation or replacement of a traveler in your booking, ensuring compliance with the tour operator's policies and maintaining the integrity of your travel plans.