Alumni Travel Program FAQ
Do you have to be a Villanova graduate to travel on your trips?
We welcome all Villanova alumni, families, parents, faculty, staff and University friends to join our trips. The great thing about traveling with our travel program is that all of our travelers share a common desire to be connected with Villanova in a meaningful way.
How do I register for a trip?
Book your travel by contacting the travel operator listed on the trip description. You can register by returning the form found in the brochure, by calling the travel operator to book by phone or for some of our programs, via online registration links highlighted on our travel program webpage. Please remember to notify the travel operator that you are with the Villanova Alumni Travel Program.
What if there is a waitlist?
If a trip is waitlisted, we recommend that you add your name to the waitlist as spots may become available. Call the tour operator number on the trip page to be included on the waitlist.
I booked a trip, now what?
After making your reservation, a confirmation letter and all travel materials will be sent directly from the travel operator. This includes destination details, itineraries, travel insurance information, airfare documents, payment invoices and pre-departure details (climate, clothing, weather, currency, etc.). You will also receive a Welcome Letter from the Villanova Alumni Travel Program with information on trip cancellation insurance options as well as information on the mandatory International SOS policy. A few weeks prior to departure you will receive a letter from Villanova with a travel checklist and final documents from the travel operator. Our office serves as a liaison between you and the travel operator and we are always happy to assist and answer any questions you may have.
What documents are needed for my trip?
A passport is required for all international travel. You will need a signed and valid passport for all international travel and/or visas, if required. To apply for a passport, contact your local post office for an application or visit Travel.State.Gov to apply online. If the trip requires a visa, you will receive details from the travel operator. Passport processing times have increased due to high volume, so be sure to apply well in advance.
How is airfare handled?
Some trips may include airfare in the price of the trip, but for tours without airfare, you can choose to make your own air arrangements or let the tour operator do the planning for you. Many people participate in frequent flyer clubs and prefer to book their own flights, while others choose to take advantage of the special airfare rates offered by the travel operator. We recommend discussing your options with the tour operator. If you choose to book your own flights, be aware that you are responsible for making connections and transfers to join the group. The travel operator can provide you with these details prior to reserving your own flight.
What happens if I need to cancel my trip? Will I be refunded?
Please read the cancellation policies that apply to your particular trip, as penalties may apply. Trip cancellation insurance can be added to your travel insurance package to protect against any costs associated with cancellations.
Physical Activity Levels
What are the physical requirements for trips?
We recommend that all participants be in good physical health and able to keep pace with an active group on long days of traveling. Some tours require individuals to have higher mobility in order to walk several miles a day and on uneven terrain, climb stairs and access a variety of transportation vehicles. If you require assistance, please report this when you book your trip and be accompanied by someone who can and will provide all required care. The anticipated activity levels, defined below, are indicated in each trip’s description.
Level 1: Leisure
Appropriate for those in good health and mobility. Travelers should be comfortable participating in up to three hours of physical activity per day. Activities range from light to moderate intensity and include walking, sometimes on uneven terrain, and climbing stairs.
Level 2: Moderately Active
This program is intended for active individuals and requires higher mobility due to steep hills and stairs to climb. Guests should be able to enjoy up to five hours or more of walking, be sure-footed on cobbled and uneven surfaces and walk up and down stairs without assistance. Good health is required.
Level 3: Highly Active
This program is for those who live highly active lives and are comfortable participating in up to seven hours of physical activity per day. Trip activities will have a higher intensity and may include all of the above in addition to exposure to high altitude and extreme temperatures, hiking and itineraries with a demanding daily schedule. Excellent health is essential.
How do I learn more information about a trip I’m interested in?
On our travel home page, click “What's Included” under the trip name, which will dropdown to view more information about the tour, including pricing, itinerary, tour overview, booking details and links to the tour brochure. You can always reach out to our travel program coordinator at firstname.lastname@example.org with questions or to request additional information. Once you are booked for a trip, you will receive detailed tour information directly from the travel operator.
What is the cost of the tours?
Costs listed are per-person and based on double occupancy (two people sharing a room or cabin). Most tours also offer a limited number of single rooms, with a separate single-occupancy charge. Those that take place on river ship or cruise ship are priced based on the cabin or stateroom category selected.
What is the typical group size?
Group sizes range from 15 to 40 travelers with most programs averaging 24 travelers. The majority of our trips are exclusive to Villanova and will not include travelers from other institutions. Tours shared with other institutions, such as ship tours, will be indicated on the tour description.
What is the age range of travelers?
Travelers range in age from late teens to late retirement. Our programs are designed for those over 18 years of age, and there is no maximum age limit for travelers in good health.
Can children participate?
Unless indicated as a “family program”, our trips are designed for an adult audience and there are age restrictions on minors under the age of 18. Travelers over 18 are welcome to accompany adults on tours.
Does group travel allow flexibility around the tour schedule?
Many travelers opt to arrive early or stay longer. Some tours also offer a pre-program and/or post-program for an additional fee. While we are unable to change the itinerary to meet the needs or wishes of an individual or couple, it is always an option to leave the group for periods of time if you would like to explore on your own.
Who will be escorting the trip?
In addition to your fellow Villanova alumni and friends, all tours are led by an expert travel director appointed by our travel operator. The tour director is knowledgeable about the travel destination and will oversee the group, answer questions, troubleshoot and guide your group throughout the duration of the trip. A Villanova University staff or faculty host may also accompany the group if the required minimum of participants is met. We make every effort to send a Villanova host in order to enhance your travel experience.
Protecting Your Trip
Should I purchase travel insurance?
We strongly recommend that all travelers secure travel insurance to protect against trip cancellations and other circumstance should they occur. Upon making a reservation for a trip, you will receive insurance information. Although travel insurance is recommended, it is optional. For additional information on trip cancellation insurance and FAQ’s on trip insurance, visit engagingjourneys.com/resources.
Required International SOS Coverage
All travelers on Villanova University sponsored international travel who are not current University employees or students are required to purchase an individual International SOS Membership prior to trip departure. International SOS provides pre-departure services such as vaccination requirements, required medication, and travel security information, as well as many services while traveling such as worldwide assistance, security and medical evacuation services, telephone advice from a physician and referrals to more than 68,000 global, vetted providers. Each traveler will need to purchase their individual ISOS membership directly through ISOS at buymembership.internationalsos.com and provide the policy number to the travel coordinator.
*Villanova faculty and staff traveling with employment responsibilities are automatically covered by the university and will not need to purchase the ISOS.
Please contact Sarah S. Doody, Travel Coordinator, at email@example.com or call (904) 432-3141 for complete details.
I already purchased travel insurance. Am I also required to purchase an Individual ISOS Membership?
Yes, every Villanova University traveler (who is not an employee) is required by the University to purchase an International SOS Membership. This is in addition to any travel insurance purchased through the travel operator. Note that ISOS is not the same as travel insurance, which protects against travel-related risks as cancellations, missed connections and baggage damage and delays. International SOS provides worldwide assistance and evacuation services, ranging from telephone advice from a physician, referrals to more than 68,000 global, vetted providers, to medical and security evacuations. Each traveler will need to purchase the membership directly through ISOS and provide proof of membership to the travel coordinator.
All travelers on Villanova University sponsored international travel who are not current University employees or students are required to purchase an individual International SOS Membership prior to trip departure. International SOS provides predeparture services such as vaccination requirements, required medication, and travel security information, as well as many services while traveling such as worldwide assistance, security and medical evacuation services, telephone advice from a physician and referrals to more than 68,000 global, vetted providers. Each traveler will need to purchase their individual ISOS membership directly through ISOS at buymembership.internationalsos.com and provide the policy number to the travel coordinator. In certain circumstances, any traveler who is ineligible to purchase an individual ISOS membership should secure similar coverage that includes medical and emergency evacuation and repatriation coverage, and provide evidence of such purchase.
How do I purchase International SOS and which plan do I choose?
Each traveler will need to purchase the individual ISOS membership directly through ISOS buymembership.internationalsos.com. Once purchased, please provide the policy number to the travel coordinator.
How do I find out what the specific COVID travel requirements are for the destinations I am traveling to?
The tour operator for your specific program will keep you updated on the ever-changing travel requirements. You can also visit International Travel Restrictions by Country to keep updated.
How can I contact the Alumni Travel program with questions?
For questions about a trip or to make a reservation, please contact the travel operator listed on the trip description. For all other questions or to receive travel updates, please contact our Travel Coordinator, Sarah S. Doody at firstname.lastname@example.org or call (904) 432-3141.