Information for Booked Travelers
Tours & Packages with Scheduled Dates
Thank you for booking with us! Once you have completed your reservation, you will receive two emails. The first confirms that we have received your reservation and that we are processing any payments and reserving any components which may be on a request basis. When this process is complete, we will send you a second email with an invoice and a final confirmation.
Below is important information about preparing for your upcoming tour, including details about final payments, forms you need to fill out, visa requirements, and our terms & conditions. Please review everything carefully, especially paperwork requirements and payment deadlines. Please also review your invoice for accuracy. If you have any questions, please contact us as soon as possible.
|Tour||PES: Exploring Cuban Healthcare|
Important Note: Your roundtrip flights between Miami and Havana are via a U.S. Government-licensed charter service provider. Charter flight schedules are not finalized until closer to your departure, so when booking domestic flight connections, we highly recommend that you allow at least 5 hours for connection time, or stay overnight in Miami after the program. Our special negotiated rates at the Crowne Plaza include a 24 hour airport shuttle for your convenience. Travel Affidavit: Shortly after we receive your final payment, we will email you the official Travel Affidavit form that all passengers will need to complete, sign and return to Friendly Planet via fax or email in order to travel to Cuba.
Paperwork for Your Tour
For this tour package, you must complete your traveler registration and send color copies of each travelers' passport photo/signature page within 14 days of your reservation or with your final payment, whichever is earlier. If we do not receive this promptly, your reservation may be subject to additional fees and/or cancellation.
TRAVELER REGISTRATION: A link to this secure form will be included in your booking confirmation email. To complete it, you will need to enter contact information for several people that we can reach in case of emergency, and any passport information you did not submit during the booking process.
PASSPORTS: Please scan the photo and signature pages of each travelers' valid passport and email them to . If you are unable to scan your passports, please make clear, legible color photocopies instead and mail to our office address. If you do not presently have a valid passport, email us at with a color copy of your most recent passport and let us know when your new one is expected. Then send us a copy of the new passport upon receipt. Passports should contain at least 2 blank pages and be valid for at least 6 months after your return date. Passports expiring within six months may prevent entry to some countries and should be renewed as soon as possible.
Any changes in names or passport information should be reported to us immediately, and any name changes after you complete your booking and any changes in passport information after you make your final payment may result in additional fees.
VISA REQUIRED: All travelers must have a passport and a visa to enter Cuba, valid for at least 6 months from the tour return date. As authorized by the U.S. Government, Friendly Planet has made arrangements to have this visa issued by the charter airline at the airport upon check-in for all travelers, regardless of citizenship, except those born in Cuba. To process your visa, your mother's maiden name is required. Please add this information to the Comments box while making your reservation. If you were born in Cuba, regardless of your citizenship, you must apply for your visa directly through the Cuban government. Please notify us at the time of booking if this applies to any travelers in your party. More information
DOCUMENT DELIVERY: Your final travel documents will be sent to you via email approximately 14 days prior to your departure. This email will include a copy of your electronic air ticket receipt (e-tickets), the daily itinerary for your tour, hotel and emergency contact information, and any other relevant information for your tour. For those tours with paper tickets, documents will be sent by courier service, with signature required. Prior to delivery, you will receive an email notice with shipment tracking information. Documents delivered outside the continental U.S. will incur an additional delivery charge of $40 if sent by courier service.
If any balance is due after making your booking, you must pay this balance at least 75 days prior to departure, or within 72 hours of your reservation if you book after this date. Late payments are subject to a $50 late fee and may result in cancellation of your reservation.
To make your payment by check (including personal check, cashier's check or money order), make it out to Friendly Planet Travel for the amount indicated on your invoice and mail it to our office address (by overnight delivery, if necessary) so that we receive it by the payment due date. To make your payment by credit card (including Visa, MasterCard, Discover, and American Express), use our secure payment form.
All prices listed are in U.S. currency. Payments must be made in U.S. currency or a conversion fee may apply.
We recommend the purchase of a travel protection plan to help protect you and your travel investment against the unexpected. Even with the most meticulous planning, travel can be full of surprises. With travel protection, you can relax and enjoy your trip with some peace of mind knowing that you've got coverage in place for unforseen circumstances.
The travel protection plan we recommend may be purchased with your travel package or at any time prior to making your final payment. Please review the travel protection plans for more information on purchase requirements. A Description of Coverage, which provides a summary of the plan details on benefits, coverages, limitations, and exclusions, will be included in your confirmation packet.
If you have already booked your trip and didn't purchase travel protection, you can purchase it now by visiting our secure payment page. The plan becomes effective upon plan cost payment. If you are not completely satisfied with your coverage, contact us within 10 days of purchasing and we will refund your premium, provided you have not departed on your trip or filed a claim. After 10 days, the protection plan cost is non-refundable.
FLIGHT SCHEDULE: The flight schedule for your tour is included with your confirmation materials. Please note that flight schedules are subject to change, even after flights have been confirmed, and we are not responsible for such changes.
Be sure to schedule your connecting flights according to the times provided in the flight schedule. Because schedules can change, we strongly suggest that you leave plenty of connecting time—at least 3½ hours—between flights. If you are traveling during the month of March or mid-October to mid-November, we strongly suggest that you allow 5–5½ hours connection time between flights as the airlines traditionally undergo flight schedule changes during this time each year.
ADVANCED SEATING: Most airlines no longer pre-assign individual seats for groups. Instead, each group is given a block of seats, and individual seats are assigned upon check-in. If you have a seating preference, we urge you to arrive at your departure airport for check-in as early as possible. The earlier you arrive, the better the selection of available seats.
FREQUENT FLYER POINTS: You may be able to earn frequent flyer points on some of our tours. Once you receive your tickets, call the airline directly to enter your frequent flyer numbers in your flight record. As you travel, check with the agent prior to boarding each flight to be sure the frequent flyer information has been entered properly. Keep your boarding passes and passenger receipts, as some frequent flyer programs may require these as proof of your flights. We are neither involved in nor responsible for crediting miles.
Other Important Information
SMART TRAVELER ENROLLMENT PROGRAM: We recommend that all of our travelers who are U.S. citizens register for The Smart Traveler Enrollment Program (STEP), a free service provided by the U.S. Government. STEP allows you to enter information about your upcoming trip abroad so that the Department of State can better locate and assist you in case of an emergency.
LATE RETURNS: On some of our tour programs, it may be possible to extend your stay post-tour for up to 30 days from your original departure from the U.S. A late return costs an additional $100 per person, plus any applicable difference in fare. Price and space for late returns are subject to availability at the time of booking. Certain restrictions apply.
SPECIAL REQUESTS: If you have a special meal request or require wheelchair or electric cart assistance, please send us your requests in writing. We will forward all written requests to the airlines and our overseas representatives. Once you have received your final travel documents, please call the airline directly to reconfirm your requests. While we are glad to assist our travelers in any way we can, Friendly Planet cannot be responsible for special services not delivered by the airlines, hotels or land operators abroad.
LAND-ONLY PASSENGERS: If you are traveling with us on a "land only" basis, please note that arrival and departure transfers are not included in your tour price. On some tours, individual, private transfers can be arranged at a supplement in price. Taxis and other forms of transportation are also available and may cost less than private transfers. If you wish to arrange private transfers on those tours for which this service is available, please request them at the time of reservation.
OPTIONAL TOURS: On many tours, optional sightseeing tours and evening activities will be offered and should be reserved and paid for directly to your guide, unless otherwise instructed. Your travel documents will contain the most up-to-date selection and pricing for the optional tours for your tour, including payment information. Please note that optional tours are non-refundable once reserved and paid.
NON-INCLUDED MEALS: The hotels used on our tours usually have several dining choices, from coffee shops to specialty restaurants. Prices vary by destination. For destinations where the choice is limited, your guide or tour manager will provide suggestions for non-included meals. Most hotels and restaurants will accept credit cards for your non-included meals.
CREDIT CARDS & LOCAL CURRENCY: Most hotels and stores accept major credit cards; however, you will need local currency or U.S. Dollars for "street shopping." Many hotels, banks, and exchange shops can exchange cash for local currency. ATM machines are available in most countries, but we recommend that you also bring along cash in small denominations. Most hotels will have in-room safes or safe deposit box facilities. Leave extra cash safely locked away and carry with you only the amount needed for the day. For most destinations it is not advisable to change money before you depart. Almost every airport has money changing offices or booths where you can exchange enough money for the first few days of your trip. You can consult with your guide or tour manager as to the best ways to change money as you travel.
OTHER COSTS & FEES: Changes to your original reservation, such as a change from one departure to another or one tour to another, will result in a $150 change fee per person, per change. Changes to your invoice will result in a $25 per invoice, per change fee. Within 60 days of departure, all requests for changes will be subject to confirmation. Unused services cannot be refunded once the trip has begun. No refund can be made for absence by passengers from any part of the tour. Personal tips are not included in the tour price. We will provide each passenger with suggested tipping information for all of our tours. These suggestions will be part of the final tour documents.
HEALTH REQUIREMENTS: Please be sure to visit the "Fast Facts" section of your tour where you will find recommendations from the Centers for Disease Control (CDC) and the World Health Organization (WHO). We suggest that you also consult with your family doctor or travel medicine specialist to find out if there are any special precautions recommended specifically for you.
PACKING FOR YOUR TOUR: Most of our tours & packages allow one checked bag per person, not to exceed 44 pounds, and one carry-on bag per person, which must fit in an overhead bin or under a seat. Certain packages may have additional restrictions depending on the airline and limitations of the motorcoach, ship, etc. You will receive specific baggage allowance information with your final documents, or you may review our Airline Baggage Allowances page, which has information for our various carriers. If you exceed the baggage limits, you may be subject to excess baggage charges assessed by the airlines. We are not responsible for lost or damaged luggage.
QUESTIONS & INFORMATION: Our website is constantly growing with new and valuable information about the destinations you are visiting on your tour. On every tour page, you will find links to useful information about weather, money, health requirements and suggestions, visas and other details. You will find links to pages describing our hotels and cruise ships, and you can read testimony from other travelers who have sent us their feedback, including their photos. We invite you to browse our website and take advantage of the information we provide so that you can better prepare for your travel experience. If you still have questions or require more information about your tour, please contact us by email or telephone. When you write or call, please be sure to tell us your full name, tour name, and date of departure.
The Fine Print
TERMS & CONDITIONS: Please review the Terms & Conditions governing your tour or package.
CANCELLATION POLICY: Cancellation of a reservation must be made in writing and is subject to cancellation charges; please see our cancellation policy.