The Registration Process

To make sure our travelers have the best vacation possible we have a detailed sign up procedure. This ensures we have all the information needed to provide a safe and well matched vacation for each individual. After visiting our site you are welcome to call The Guided Tour office to discuss vacations you may be interested in.  We can let you know availability and send you a Rates and Dates brochure containing a Registration Form.  You can also print these documents directly from this site.  We do not take registrations over the phone, but you are welcome to mail, fax or email a scanned copy of the registration form to our office with a deposit. We accept checks and money orders and we will always send you a receipt for your records.

Once a registration and deposit is received in our office you will receive a traveler background form in the mail.  This is a 6 page document to be filled out by a family member or staff person who is very familiar with the “traveler.”  This form should take about 15 minutes to complete and helps us to gather all the needed information to provide a fun but safe vacation.  Please mail this form back to us as soon as possible so we can provide the best services for your traveler.

On this form you will be asked to provide:

  • A photograph of the traveler
  • Emergency contact information
  • Information about daily living skills
  • Information about money management
  • A list of current medications
  • Information about any medical conditions (allergies, dietary restrictions)
  • Consent to travel and photo consent

 

All of this information helps us to ask any additional questions needed regarding the traveler, and ensure that the traveler is roomed with a person of the same age and abilities.

About two weeks before the trip is scheduled to leave you will receive a Final Instructions package in the mail.  This will have all the final details you will need for the trip.  It will give you the name and phone number of the hotel your traveler will be staying at, let you know what the weather will be like and what to pack, and many more useful pieces of information.  If the trip is a flying trip you will also receive a copy of the Eticket.