Final steps!
TREE prepares the customized pdf Info/itinerary packet.
The organization/institution emails or advertises to their members/clients a cover letter and the info packet that includes an application and gives instructions for sending in a deposit.
You promote the trip to your mailing list by sending personalized invitation or email announcement to your mailing /client list.
Info can also be put into a private newsletter, constant contact, email blasts as well as on your website. We can help with verbiage and how to get the word out.
(TREE must pre-approve advertisement through any public media.)
We can do it all for you!
We can take care of all your bookings and advisories.
TREE receives a $500.00* non- binding deposit and application to secure a reservation. This process usually goes on for about 2-3 months or until trip sells out. *There is a $50.00 service fee for all refunds, trips are non-refundable at a pre-determined date.
We confirm all monies received to our clients via email and keep them posted of flight schedules and copy the trip coordinator/institution.
We provide the coordinator a weekly update of signups via email during this phase.
Registration packets are then emailed on an established date and the client has approx. another 3 weeks to fill it out and mail it with their balance which then becomes non-refundable. We offer optional travel insurance that participants receive with the registration packet. The registration packet contains guidelines and information about all aspects for travels. The client part is simple as they only fill out one form, sign a release and add a copy of their passport along with final payment.
Payment can be made by check, credit card or PayPal although there is a 3% non- cash convenience fee for using a credit card
We provide the organization a final list of passengers
Approximately one month prior, we have a required toll- free conference call. Everyone gets a code and joins in and we go over everything they wanted to know and more about how to pack, what to wear, where to meet etc.
Approximately 10 days prior to the trip, we send them a reminder email about where to meet, bag requirements, etc.
Then we meet at prearranged airport location and go! We provide them bag tags at the airport along with all their documents.
A donation check goes to the organization/institution within 14 days of the completion of the trip and return.