Southern Charms FAQ

Booking and Website

Every Tour Website provides the Inclusions, Hotel Names, Itinerary, Dates, Pricing, and Terms and Conditions. 

The Button is readily available on the Main Website, each Tour Website, your Registration Confirmation, and within your Account.  

*These Terms are also listed on the Final Page of Registration – and are accepted upon Registration. 

The Website provides a button noting “Register” – which will then prompt you to enter in your Contact – Billing – Passenger Information.   

The sooner you register with your Deposit – the better! Since registrations can be made online at any hour, there is no way to know when a Trip will become Sold Out (especially when people can book individually or in larger numbers.)  

The Website will highlight if the trip has become Sold Out (or if a Wait List has been implemented.) Once a Trip becomes Sold Out – additional inquiries are pending confirmation.  

Yes – you can register for yourself and your Friend(s), Family, Roommate(s) etc.  

 The Registration Process will require you to select how many people in your Order. You will then enter in the info of each Passenger. Deposits are required for each person at the time of registration – so the amount noted on the final page of registration will reflect that of the total number of passengers. 

Absolutely – edits can be made by logging into your Account. 

 

You can edit your Contact Information, Billing Information, or Special Requests.  

You can add Passengers to your Registration (Pending availability – and – Deposits will be due.) 

Per Terms and Conditions: Change Fees apply if altering the Departure/Return Date or City, Passport Information, or Transferring to another Tour. Cancellation Fees apply if cancelling a Passenger. 

*Once Registered with a Deposit, the Name(s) listed are either “traveling” or “cancelling”. We cannot switch/swap/trade a name/space for another. 

Registration and Accounts

You will create an Account with your Name and Shipping Address. Then add the Names of each person Registering/Traveling, along with their Date of Birth, Dietary Restrictions, and Special Requests. 

Each Order is connected to one (1) Account – with – one (1) Shipping Address for Travel Documents. You are free to share your Username/Password, allowing that person to access at any time to update their information or make payments. 

If each person would like their own Account, they must register themselves and create their own Account and Order. 

Select ”Log-In” located at the top of every Page of our Website. Enter in your Email and Password created at the time of Registration. 

If you cannot remember – select “Forgot Password” and it will walk you through the steps to set up a New Password. 

Tour Package

Approximately 60 days prior to departure, we will mail you each person the following: 

  • ‘Exclusive’ LetsTrav Touring Bag  
  • LetsTrav Tour Laminate and Lanyard 
  • LetsTrav Luggage Tags 
  • Tip Envelopes 

The Laminates will reflect your First Name noted on your Registration. If you go by a different name, or a shortened version, you can reflect that in the box noted “Laminate Name”. 

All packages are mailed via Fed Ex Home Delivery – and delivered to the address noted in your Account. The Shipping Pouch will be adorned with our LetsTrav logo. 

 *P.O. Boxes are not accepted due to Fed Ex limitations. If such scenarios, we recommend applying an alternative Home Address that can accept Fed Ex deliveries. 

A Fed Ex Tracking Number will be uploaded to your Account that you can select. It will prompt you to the Fed Ex Website that will advise its progress, ETA of delivery, and a picture (once delivered). 

We recommend using this Bag as both your Carry-On Bag, and throughout your Tour. It is functional throughout your Tour (storing your jacket, water, phone charger etc.) It also helps your Escort to keep track of you in large crowds (Airport, Arrival’s Hall, Museums, Churches etc.) as well as keeping count of your group throughout to ensure nobody gets lost. 

 Tour Laminate: This must be worn daily to “access” your Bus, Tours, Restaurants etc. 

Luggage Tags: These must be applied to your Checked and Carry-On Luggages. This helps spot your luggage in Baggage Claim. It also helps Hotel Porters deliver your bag to the correct room and place it on the correct Bus/Transfers.  

Tip Envelopes: To organize and discretely provide your Escort/Driver. Further details are below under “Tips”. 

Absolutely – edits can be made by logging into your Account. 

 

You can edit your Contact Information, Billing Information, or Special Requests.  

You can add Passengers to your Registration (Pending availability – and – Deposits will be due.) 

Per Terms and Conditions: Change Fees apply if altering the Departure/Return Date or City, Passport Information, or Transferring to another Tour. Cancellation Fees apply if cancelling a Passenger. 

*Once Registered with a Deposit, the Name(s) listed are either “traveling” or “cancelling”. We cannot switch/swap/trade a name/space for another. 

Contacts / Guides and Drivers

Our Main Office is your contact prior to departure. Name/Contact of any Drivers or Tours Guides booked (if applicable to your Itinerary) will be provided to you once assigned – approximately 10 days prior to departure. You will be able to Call/Message with any question you have. 

We have preplanned stops throughout each day – and most sites have restrooms available. Advise your Escort of any Emergency, and they will be happy to advise or plan for a stop. 

*Due to local laws, the Buses are not equipped with restrooms on board. 

Transportation/Transfers are included for/throughout any Trip booked in the itinerary as advertised on the website. If you would like to visit/return to a particular site in your free time – you are free to utilize UBER/LYFT as needed, at your own cost. 

If you have any issues or complaints during your trip, please communicate them directly to your Tour Escort when they happen. We cannot rectify a concern once you have returned home. Your Escort is there to address your concerns immediately, and in real time. 

Suggested Clothing-Electronics-Toiletries

Take an honest look at the Itinerary (Days / Nights) and the Season (check your Weather APP or www.weather.com). The days are filled with touring that include a lot of walking, so comfortable clothing and sneakers are the best. While you may have the best intentions, time will not permit use of the Hotel Gym/Pool. 

 Accessories: 

No matter the season, we highly recommend Sunglasses for the touring during the Day. We would add Scarves/Gloves for the colder season, and Sunscreen/Hat for the warmer seasons. 

 Toiletries: 

This ranges from Deodorant, Toothbrush/Toothpaste, Cologne/Perfume, Nail Clippers, Plastic Bag for dirty laundry), and Medicine (Tylenol, Advil, Tums etc.) 

 Prescription Medication: 

If you are bringing Doctor-Prescribed Medication with you – we recommend: 

  • Packing your medication in a clear plastic bag (so it is visible). 
  • Save a photo of your Prescription(s) on your Phone and make copies (in with your Bag, on your person) 

Cell Phone, Charger (most Buses have USB Outlets), and a Back-Up Charger. Camera (optional). Multi-Country Travel Wall Adapter (see below for further details.)

Yes – just keep in mind the weight for the Carry-On/Checked Bag you choose to store it in when traveling. 

Currency and Money

Advise your local bank and credit card company when and where you are traveling. 

For each person, and where you are going, it varies. Review the “Inclusions” on your trip. Aside from those, it only leaves Snacks or Shopping. Nearly all places accept Credit Cards and Debit Cards – but there are street vendors that may only accept cash. Keep in mind that ATM’s are available throughout in case you may need. 

If you utilize a Tour Guide or Drivers – you may tip at your own discretion. 

Although you should tip according to your discretion and satisfaction, we recommend $5 Per Person / Per Day for the Guide, and $1 Per Person / Per Day for your Driver. 

Mobile Phones

Smartphones are required while traveling – for Emergency purposes, Communication, Pictures, etc. 

All Hotels offer Free WiFi. You will be able to connect and contact via all Social Media platforms, as well as Communication Apps (Facetime. WhatsAPP etc) 

 

Hotel Information

LetsTrav utilizes Four Star and Five Star Hotels (unless noted on the website and requested by the Group Leader). They include all the common amenities you would expect at home. Just be advised that Hotels offer a choice of two (2) Twin Beds or one (1) Queen Bed.  

 All Hotel Rooms include: 

  • Electronic Key Cards to access your Room or the option for a Digital Key (via your Phone) 
  • Private Bathroom and Showers. 
  • Large Towels and Hand Towels 
  • Soap, Shampoo and Conditioner. 

*If you prefer a particular brand, feel free to bring them with you. 

  • Hair Dryers 
  • Television 
  • WiFi 

Optional and Available for all Groups. If included – it will be noted on the Website of your Tour. 

This means the Porters at the Hotels will load your bags off/on the Bus – and – bring your bags up to your room, and down from your room at both check-in and check-out. 

Before placing your bags back on the Bus – they will be lined up in the Lobby where you will verify your bag is there after breakfast. This is to ensure all bags were brought down – and placed on the correct Bus. 

 

 

Physicality and Walking

You can expect to walk between 2 – 3 miles per day.  

This will not be all at once, but rather, broken up throughout the day. Any transfers included will bring you to the places of interest, and they will drop you off as close to the sites as traffic and local traffic laws permit. So there will be the time walking to/from the sites, and the time at them. 

Walking/Site Tours will operate at a moderate pace – allowing your guide to give you the background of the site, and for you to ask questions and take pictures. Just keep in mind that the group must keep a pace in order to see all the sites promised.  

 

You are permitted to bring a Cane or Walker on the Tour. We just recommend you review the itinerary to make sure you are able to complete the amount of walking per day. 

 You are permitted to bring a Scooter so long as it is collapsible and light enough to bring around. Large Scooters that require a Battery often take up a lot of space, require charging, and you will be responsible for storage and transferring of it. 

 

You can bring your Wheelchair. We can also request Handicap Accessible Rooms or Rooms on the Main Floor / or near Elevators. Those with Wheelchairs MUST have someone with them to assist and push throughout. 

In this case – you can certainly obtain an UBER or LYFT back to your accommodations. If you are going to, or in the middle of, a Tour – we recommend advising them so they can adjust and know the total numbers. 

*All Private Transfers are at the added expense of the client. 

Shopping

Yes, there will be plenty of time during your trip for shopping!  

Feel free to ask your Escort, and they will be able to advise you where to go. Should it be “outside the box” – they will research and find it for you. 

 

 

Just be aware of your personal belongings when in any crowded area. Refrain from taking out your money/credit cards in public areas, until check-out. Consult with your Escort to ensure you are going to shops that are trustworthy. 

Please be advised that if you shop at any local shops or street vendors – we cannot assist with any of the purchases. This also means we are not able to assist with any issues after a purchase is made, refunds, or issues with shipping.  

Airports and Flights

Flights are not included with any Southern Charms Trips. 

The Website of your Tour will advise the Airport to arrive in to – and the time you need to be there by. From there, you may book your flights in accordance. You may purchase Flights via the Official Website of the Airline, Alternative Air Websites, Sky Miles, Credit Card Rewards etc. 

You must provide your confirmed Flight Itinerary to LetsTrav one (1) week prior to departure, or earlier, to ensure we can advise the transfer company in order to Track (in case of delays etc).  

 

Be sure to keep in mind the following: 

Afford time in case of delays to your flight. 

Consider the time it takes to deplane and walk to the Arrival’s Hall. 

If you have Checked Luggage – factor in time to walk to Baggage Claim and for your Luggage to arrive.  

Am I traveling with the Group? 

If you are traveling as a Group – we recommend you plan together so that you are all on the same flight. 

What if I arrive/depart outside of the Group? Or if my Flight is delayed? 

You can arrange for an UBER or LYFT to pick you up at assigned pick up area for Share Rides. 

Check-in for your flight Online – 24 hours prior to departure. APP’s will send you a message to remind you once you are within that time period. 

Domestic Flights: arrive two (2) hours prior to departure 

International Flights: arrive three (3) hours prior to departure  

All travelers must personally check in their own luggage by going to the Airline Kiosk. After entering in your Confirmation Number and scanning your Passport, your Luggage Tags will print out. Attach them to the respective Luggage – and keep the tab that pulls off (in the event it is lost. That tab notes all the tracking info for your bag. By noting the arrival city (start of your Tour), this will ensure that even if your bags are misplaced – the Airlines know where they are to end up.  

Once you exit the plane, you will make your way to the Arrival’s Hall. Your Driver will be there holding a Sign noting “LetsTrav”. From there, you will be transferred to your Hotel. 

There is a large “Missing Luggage Office” sign in the Baggage Claim Area to complete a “Missing Luggage Form”. Be sure to have your Luggage Tab (from when you attached the Tags), and include your Hotel Info, and Dates there. Save all paperwork and tracking information provided by the Airlines. When found, they will deliver it to your Hotel. 

The Airlines will work DIRECTLY with you, and everyone on the plane, at the airport to arrange your alternate flights or protection. This can ONLY be done by the Airlines. 

If your plane arrives late/re-routed, you may miss the group transfer, if included in your package. Contact UBER and LYFT to set up a pick-up. 

If you would like to change your airline ticket, for any reason once the ticket has been issued and/or you have departed, you MUST work DIRECTLY with the Airlines. You should expect to incur additional costs (minimum of $600 per person) for such changes. 

REAL ID / PASSPORTS / VISA’s and ETIAS 

If you are a US Citizen, a valid Real ID replaces the need for a Passport when traveling Domestically. 

Each traveler must have a valid passport to enter the Europe. A valid passport is defined as a Passport whose expiration date is after six (6) months upon your scheduled return date.  If you have not yet obtained your Passport, or noticed that it expires within six (6) months after your return, contact your local passport office and apply for an expedited passport/-or passport renewal.  

It is the responsibility of the traveler to confirm if a Visa is needed. Please check with your local Embassy. If a Visa is required, you will need to take the steps to obtain one prior to departure. 

No – Government Official Guidelines for this Program note that the Visa must be obtained by the person who is traveling. We can provide you with is a copy of your Invoice once your trip is Paid in Full, as proof you are registered for the Tour.  

LetsTrav is also unable to assist with obtaining Real ID’s, Visa’s or Passports. 

Airline Programs and TSA Programs

Airlines offer Miles Programs in order to garner points each time you fly with them. The more you fly with them, the more points you obtain. They are then redeemable for Flights and Upgrades. You can register for these via the Website of the Airlines.