Tour Resource Consultants

Refunds are dependent on the policy of the hosting high school, university, church or community group, and are subject to the terms of your group’s Agreement for Services with TRC.  The Agreement may provide for cancellation fees, substitution fees, or both.  In some instances you may be able to get a refund on some or all of your deposit payments if another traveler can be substituted in your place.  Discuss this issue with your Group Leader or tour manager immediately.  Your cancellation will be effective on the date that TRC receives the signed Cancellation Form from your Group Leader.  You may also be eligible for reimbursement through TravelGuard based on your group travel insurance policy.

Travel information is subject to change at any time, this is especially true of prices for air fare, taxes on air fare, and foreign currency valuation.  TRC will endeavor to keep to the price as stated in the Agreement for Services unless a price adjustment is absolutely necessary.  In that event, your Group Leader or tour manager will discuss the price adjustment with the members of your tour group.

Although we anticipate that everyone who has registered for their tour on our website can come back, log in and update their basic registration information in the Secure Members Area for their tour, we understand that sometimes circumstances dictate using other methods. If you need to change your rooming status, air and land preference or another item that may affect your tour cost or the group arrangements you must contact TRC to do so. This ensures that we have made the correct adjustments for both you and the group.  All travelers with TRC may call, e-mail or fax their updates to TRC at any time. Please visit the “Contact Us” page for phone and fax numbers or to send us an e-mail.

How much money to take along is an individual decision.  Often the only expenses not covered by the tour are lunches, an occasional dinner, and whatever you want to spend on snacks and souvenirs.  Our tour managers suggest not carrying large amounts of cash when traveling.  You might want to consider starting with only $100 to $200 upon departing from home, then rely on your credit cards and ATM cards to get funds as needed while you are there.  This is the best way to get the lowest exchange rate and to take the least amount of risk in case of loss or theft.  In addition, some banks offer pre-paid VISA cards for purchase, which can be useful for international travel.  Money Orders and Traveler’s Checks are not recommended.  This and many other questions such as packing, luggage allowances, and calling home from abroad will be addressed at the mandatory Pre-Departure Meeting for your tour.  The date, time and place of the Pre-Departure Meeting will be announced by your Group Leader and posted on the website in the Secure Members Area of your tour when it becomes available.

Please contact your consulate immediately and inquire about visa requirements for your trip.  Visa requirements vary from country to country.  Your consulate is your best source of information for your individual needs.  Please be aware that you may be denied entry into a foreign country if you have not obtained a required visa.  TRC will not be held responsible if you are denied travel due to lack of proper paperwork and documentation and no refund will be given for the cost of your tour.

If traveling internationally, including Canada, a valid passport will be required.  The expiration date on the passport must be at least six months later than the date you are scheduled to return to the United States.  Please visit the “Passport” page on the bookshelf in the Secure Members Area (located at the bottom of this page) to obtain further information about renewing or applying for a passport.

Air travelers may now carry liquids, gels and aerosols in their carry-on bag when going through security checkpoints, but they must follow the 3-1-1 rule. 

Please visit the Transportation Safety Administration website for more information.

We do everything we can to make sure you have a safe and enjoyable travel experience.  However, unforeseen circumstances can occur from the time you make your first deposit until you return from your trip. Group travel insurance is included in the price of all of our trips through AIG TravelGuard, an unrelated third-party provider.  This group travel insurance policy covers travel delay, missed connection, baggage and personal effects loss/theft, baggage delay, medical expenses and emergency medical transportation.  Coverage is also provided under this group policy for trip cancellation and trip interruption as well as “Cancel for Work Reasons”. This coverage includes involuntary lay-off and job termination, among other work related reasons. Please go to the “Travel Insurance” page located on the bookshelf in the Secure Members Area (located at the bottom of this page) to see a full description of the group travel insurance including all limitations and exclusions.

In most cases all interested family members and friends would be welcome to join the tour as guests, subject to the policies of the hosting high school, university, church, or community group.  However, in some cases, depending on the situation and size of the group, adding additional travelers might not be possible.  For example, TRC makes arrangements for a specific number of hotel rooms, seats on an airline and charter buses. If no more space is available, then adding travelers may not be feasible without increasing the cost of the trip for all the travelers.  Please discuss adding travelers with your Group Leader and TRC immediately.

Because of the complexity of frequent flier miles/membership reward points programs, and the various rules for redemption, you need to contact the airline and make arrangements for payment with your miles/points.  Please contact our Air Specialist, Debbie Shields at 1.701.432.5598 or via e-mail from the “Contact Us” page, to get the travel dates, flight numbers and departure/arrival time for your tour in order to try to obtain seats on the same flights as the rest of the tour group. TRC can not guarantee the same flight itinerary will be available for those purchasing their ticket using frequent flyer miles or membership rewards points. Those making their flight arrangements using this method who do not inform TRC of their intentions to do so at least 120 days before departure, may be held liable for the cost of an airline ticket or penalty if a group seat is either held or purchased at a loss to TRC.

We have personal services available for those who wish to extend their trip.  Please contact our travel specialist Debbie Shields at 1.701.432.5598 or send her an e-mail from the "Contact Us" section of our web site.  Please make such requests directly to Debbie at least 90 days before the tour departure date.  TRC will make every effort to secure the desired changes if it if possible.  Airline policies regarding deviations vary significantly, and airlines may limit the number of passengers allowed to deviate from the group.  For more information, please see our “Deviations” page located on the bookshelf in the Secure Members Area of our web site.

You may check with your Group Leader or login to the Secure Members Area (located at the bottom of this page) to find the latest information about your tour involving your itinerary and other announcements.  A few weeks before your tour group departs, there will be a mandatory Pre-Departure Meeting with a representative of TRC.  At that time many details and questions will be addressed including: packing, luggage allowances, calling home from abroad and other aspects of international travel.  The date, time, and place of the Pre-Departure Meeting will be announced by your Group Leader and posted on the website in the Secure Member’s Area when it becomes available.