FAQ

1. Who plans the itineraries for Mayflower Tours?
2. Will there be Free Time on tour?
3. How much walking is on a tour?
4. How often does the motorcoach stop en route?
5. What if the traveler has a special request for seating on the coach?
6. How does the baggage handling work?
7. How many pieces of luggage can a traveler check and what are the weight restrictions?
8. How many pieces of carry-on luggage can a traveler take on the airplane and motorcoach and what are the weight restrictions?
9. What if the traveler’s bag weighs more than 50 pounds?
10. My client has a friend/family member living in the area of the tour destination, can they meet up with them, or can the friend/family member join the tour?
11. My passengers are doing a pre/post night and are not purchasing the hotel through Mayflower Tours. Will they receive transfers?
12. When will I receive flight schedules for my clients?
13. When will I receive my clients’ documents?
14. My clients had to depart early from the tour for an immediate family member’s emergency/their own medical emergency/their traveling companion’s emergency and have purchased the Travelers Protection Plan (TPP) or Cancellation Fee Waiver (CFW). What is the next step?
15. When will my commission check be sent?
16. When is my client’s deposit due?
17. When is final payment due?

Who plans the itineraries for Mayflower Tours?
Our skilled Tour Development Team does everything possible to develop the best itinerary for our travelers’ needs. This includes site inspections, careful scheduling and working with our trusted suppliers to ensure a positive experience. Our Operations Team works to communicate your travelers’ requests to the hotels, airlines and restaurants, provides detailed documents for you and works with our tour managers to be certain that everything is just right for your clients. Note the requests will be communicated, however, they cannot be guaranteed.

The travelers are concerned about where to dine on their own. Will the tour manager be able to provide restaurant suggestions for this time?
Absolutely. The Tour Manager will know how much time is available and select the best meeting point to allow the most freedom during their free time.

Will there be Free Time on tour?
Whenever possible our tour development team designs the tours to allow for additional time for passengers to enjoy the destination on their own. Our knowledgeable tour managers will have restaurant, attraction, shopping, transportation and general suggestions for your travelers so that your clients won’t miss a beat during their down time. To find out exact times, your passengers can speak directly with the tour managers when they meet in person (our office can offer approximate amounts of time.)

How much walking is on a tour?
Each tour varies; however, our tours are designed specifically with the active adult in mind. Some city tours may be a combination of walking and riding in the motorcoach. Museum and national park visits tend to require more walking, but oftentimes the traveler can adjust the walking to their level by utilizing benches around the museums and national parks. For our international destinations, you’ll also find a helpful activity meter for your reference. Keep in mind the coach driver and tour manager do their best to try and get the motorcoach as close to entrances as possible. Yet in some cases city, museum, national park or state officials will designate drop-off areas for our travelers. The tour managers will also be able to work with your clients on their specific needs. Note the tour manager and driver CANNOT assist with pushing wheelchairs, and CANNOT be responsible for loading/unloading these items.

How often does the motorcoach stop en route?
Typically the Tour Manager will schedule rest stops every 2-3 hours to allow for bathroom breaks, stretching legs, and oftentimes refreshments.

What if the traveler has a special request for seating on the coach?
We do ask that all of our travelers participate in the seat rotation. However, should you have a passenger who has a medical need, we ask that they send a copy of the note from their doctor indicating their reason for the request, and also note the reservation number. It will be at the discretion of the tour manager if they are able to accommodate their request while on tour.

How does the baggage handling work?
Your clients receive one bag tag per person in their documents. They should fill in their information and attach it to their luggage prior to leaving their house. Once the tour manager is with the travelers, she or he will arrange for the hotel to take the luggage from the coach and deliver it to the passengers’ rooms. The tour manager will also advise what time luggage should be out (usually outside or just inside their room) prior to their departure.

How many pieces of luggage can a traveler check and what are the weight restrictions?
Airlines generally state that the checked luggage cannot exceed 62 linear inches (length + width + depth). Please check with your airline to verify specific weight and size restrictions as they do vary.

How many pieces of carry-on luggage can a traveler take on the airplane and motorcoach and what are the weight restrictions?
Airlines are also restricting the size of carry-on luggage and the permitted contents. A carry-on bag must fit under your seat or in the overhead bin and cannot exceed 45 linear inches (length + width + depth). Check with the airline to verify their weight and size restrictions on carry-on luggage. The airline may also require that a carry-on item be checked if the item cannot be safely stowed on a particular flight. Please note that for flights to or through airports in the United Kingdom, there may be even more restrictive guidelines for carry-on luggage.

The carry-on bag is allowed on the motorcoach. Carry-on storage is very limited; bags with wheels will not fit in the overhead compartments and are generally smaller than those found on airplanes. The overhead compartments are suitable for coats, hats, small briefcase-size bags or purchases.

Prescription medications should be packed in the carry-on bag or carried with the traveler.

What if the traveler’s bag weighs more than 50 pounds?
They may be asked to pay an additional fee at the airport if the checked luggage weight exceeds 50 pounds. The additional charge is usually $25.00 for weight up to 74 pounds and $50.00 for luggage weighing in excess of 75 pounds.

My client has a friend/family member living in the area of the tour destination, can they meet up with them, or can the friend/family member join the tour?
Yes. If a passenger chooses not to participate in one or more included activities, the tour manager should be advised while on tour so that they are not included in their traveler counts. There is no refund for missed tour components. It is also generally not a problem to bring a guest to an included activity but again, it is important that this be known in advance so that the suppliers are prepared. There will be a cost per person, usually paid in advance to add guests to the tour.

If the traveler chooses not to purchase air through Mayflower Tours, can they still receive the transfers to/from the hotel and airport?
Yes. As long as the traveler is arriving and departing on the same days as the group, and they have met all time restrictions as advised by the call center agent or noted in the brochure, we will be happy to provide your client with transfers at no additional cost. We ask that you provide flight schedules to the office no later than 60 days prior to departure in order to arrange for these transfers.

My passengers are doing a pre/post night and are not purchasing the hotel through Mayflower Tours. Will they receive transfers?
No. They may be able to purchase their transfers at an additional cost. Please ask the call center agent for more information.

When will I receive flight schedules for my clients?
Approximately 60 days prior to departure for international tours, 45 days prior to departure for domestic air tours. This information is also included in your clients’ documents.

When will I receive my clients’ documents?
You should receive documents at your agency fourteen days prior to departure.

My clients had to depart early from the tour for an immediate family member’s emergency/their own medical emergency/their traveling companion’s emergency and have purchased the Travelers Protection Plan (TPP) or Cancellation Fee Waiver (CFW). What is the next step?
We recommend that you have your clients contact the following for their tour:

CFW (Motorcoach tours)/ Part A Coverage (Land Only)- 800-323-7604 (Mayflower Tours.)

Part B Coverage (Air & Land) - Trip Mate at 800-888-7292 (Plan #431M.)

If your clients are still on tour and have a question, the On-Call 24-Hour Service center is available at 800-555-9095 or Outside of the U.S.A. & Canada- 603-894-4710.

Global Alert- 800-423-3632 (Agency ID#MAYF 1225 IL)

When will my commission check be sent?
Commissions are issued within two weeks of the passengers’ return.

When is my client’s deposit due?
One week from the date of booking. Insurance should also be selected at this time and cannot be added after the deposit has been received. We accept Visa, MasterCard, Discover, American Express, agency checks or client checks. We do not accept agency credit cards.

When is final payment due?
Between 60-30 days prior depending on the type of tour. Your final payment date will be on the top of your confirmation, or you can see the Terms & Conditions pages of your brochure or our website for Payment Information.