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How to Book Your Casterbridge Church Tour
At Casterbridge, we try to make the process of booking a tour as smooth and easy as possible. In order to book a tour with us, we require two things:
• A signed and completed booking form
• A deposit of $500 from each group member (minimum of 10).
Please include details of your group leader, tour, and group members on your booking form. You can also record those group members who have elected to take our insurance policy (in which case the premium payment is required at that time), or who require single room accommodations.
Your booking form also allows you to specify any discounts you qualify for, and how you choose to use your free places.
Finally, there is space on the booking form to include special information, such as flight deviations or special meal requests.
Please send your completed booking form with a single check (made out to Casterbridge Tours) that covers all the deposits to this address:
Casterbridge Tours
32 N Augusta St
Staunton, VA 24401-4218
Make the check out to Casterbridge Tours.
Support from Our Head Office in England
Once we have received your Booking Form and Deposit Check, we will verify the details of your tour. Your group will then be put in the hands of our dedicated and capable staff at our Head Office in Sherborne, England. This is the home of our Operations Department. It will be hammering out all of the fine details of your tour, such as who your guides will be and those restaurants at which you will eat.
Although you are still welcome to stay in contact with your Church Tour Coordinator, your Operations Coordinator will become your primary contact for the remainder of the process.
Personal Profile Forms and Recruiting
After your booking has been transferred to our Operations Department, there will be a short lull in activity while paperwork and payments are processed. In the interim, you will receive information to guide you and will still be supported by your Regional Coordinator.
This is a good time to begin collecting your Personal Profile Forms, which your participants should complete and return to you as soon as possible.
The Personal Profile Forms allow your participants to give us the detailed information we need before your trip departs, such as emergency contact numbers and passport information.
Remember, we aim to make this process as easy as possible, and you will now have two people, your Regional Coordinator and your Operations Coordinator working solely on behalf of your group.
You cannot get much better support than that!
Other Items You Will Receive
After you submit your booking form, you can expect to receive several helpful items from our Operations Department, either by mail or e-mail:
• A Travel Information Pack, which will provide detailed information on all aspects of your trip. This will include: – what to pack – local customs – meal arrangements – student discipline – and much more
• A Confirmatory Invoice, once our Tour Operations Department has had the opportunity to review the communication between you and our US office. This will come with details of the options you have for paying the balance of the tour cost.
• A statement of account upon Receipt of Final Payment, once your final payment has been acknowledged by our Finance Department. You may also receive interim invoices or statements, as appropriate, or per your request.
• A Final List of Hotels that have been secured for your group. This will include addresses and both telephone and fax numbers; they will be sent to you no later than 2-3 weeks before your departure.
• Your group’s Flight Tickets will be issued by and sent to you from our US office in Virginia. You should receive your flight tickets within 2-3 weeks of your departure date.
We also ensure that you have plenty of time to disseminate important information to your group members and their families, to aid in recruitment and to provide information to your group members.
When Will You Receive Information?
While you will likely have most of this information well in advance, you will definitely receive the following items by these dates:
4 Weeks Prior To Departure
• Concert Venue Information (if applicable)
3 Weeks Prior To Departure
• A list of your hotels, including addresses and telephone numbers
• Notification of the name of your Tour Manager/Guide (if applicable)
2 Weeks Prior To Departure
• Your air tickets and luggage tags
• A copy of your final itinerary
• Emergency contact details
• Final Insurance certificate
As you can see, even after you have booked with Casterbridge, you will receive the same support and dedication to your group that you experienced during the planning process.
Our goal is to ensure that you are as informed as possible and that nothing is left to the last minute – allowing you to sit back and enjoy the final weeks before your tour.
Register to plan a religious travel program with Casterbridge, either online or by calling 1-800-522-2398. Start planning your religious travel program today!
