Booking Guide
A clear look at how BookVelis moves from your first message to confirmed travel. Use this page alongside our FAQ when you want definitions for fare classes, policy language, and optional extras before you commit.
How Booking Works
Five stages define every engagement. Timelines flex for complex groups, but the sequence stays consistent so you always know what comes next.
Reach Out
Start with our contact form or call +1 (307) 243-8961. Share destination ideas, approximate dates, party size, and any constraints such as school calendars or conference dates. A specialist acknowledges receipt and assigns your file within one business day.
Consultation
We discuss preferences, budget, pace, and mobility needs. For flights we review airport choices and connection tolerance. For land packages we talk hotel style, meal plans, and whether you want structured touring or free afternoons. This conversation shapes the research we perform next.
Proposal
You receive a custom itinerary with transparent pricing by component: airfare, lodging, transfers, activities, taxes, and our planning fee when applicable. We label what is confirmed versus estimated so you can compare scenarios or swap a hotel before confirming.
Confirmation
You secure the trip with a deposit according to supplier rules. We issue booking references, collect passport details where required, and send e tickets or vouchers as they become available. Travel insurance, if selected, is bound to the same dates as your core booking.
Travel
Enjoy your trip with 24/7 support from BookVelis. If a flight cancels or a supplier shifts a tour time, we work alternate options while you focus on the experience. After you return we welcome feedback that helps us refine future proposals for you and your referrals.
Airline Fare Classes at a Glance
Airlines attach fare codes to every ticket. The table below summarizes typical expectations; always read the fare rules on your specific ticket because carriers differ.
| Class | Seat | Baggage | Changes | Cancellation |
|---|---|---|---|---|
| Economy | Standard pitch, optional paid seats | Carry on plus checked per carrier policy | Fee applies on most discounted fares | Nonrefundable or credit minus penalty |
| Premium Economy | Wider seat, extra recline on many routes | Often two checked bags included | Lower fees than basic economy on many tickets | Partial refund or credit per fare rules |
| Business | Lie flat on long haul when aircraft allows | Generous allowance and priority tagging | Same day changes often permitted | Refundable options available at higher price |
| First Class | Top cabin with premium dining where offered | Multiple bags and priority handling | Flexible changes on many international fares | Refundable fares common, fees still possible |
When you book through BookVelis we store your fare rules in your client record and flag critical deadlines for changes or refunds. If you are comparing cabins for a long flight, ask us to quote flight options side by side with seat maps when the airline provides them.
Cancellation Policy
Cancellation terms depend on each supplier contract, not a single universal rule from BookVelis. Airlines apply their own fare rules, which may allow a future travel credit instead of cash back. Hotels and tour operators often use tiered refund windows: full refund many weeks before arrival, partial refund closer in, and no refund after a final cutoff. We list those windows in your proposal and again on your invoice so you can insure accordingly.
If you must cancel, notify us as soon as possible. We submit requests to suppliers in the order required to limit penalties. When a waiver exists, such as during a named storm or documented medical event, we advocate with documentation you provide. We do not guarantee waivers because airlines and hotels make the final decision. Travel insurance you purchase through our recommended partners can cover many covered reasons outlined in the policy document.
Group contracts sometimes include attrition clauses, meaning a percentage of rooms or seats may be released without penalty by a certain date, then penalties increase. For group travel we explain those clauses before anyone pays a deposit so your organization can model attendance realistically.
Popular Add Ons and Indicative Pricing
Add ons are quoted in your proposal when you request them. Ranges below help you budget before we lock supplier rates.
Travel Insurance: Comprehensive plans often fall between $49 and $149 per person for typical vacation lengths, depending on age, trip cost, and coverage limits. We recommend purchasing within days of your initial trip deposit for maximum eligibility for pre existing condition waivers where available.
Airport Lounge: Day passes or bundled lounge access average near $45 per person when booked in advance. Walk up pricing at the door can be higher and is not always available if the lounge is at capacity.
Private Transfers: Sedan or van service between airport and hotel commonly ranges from $89 to $249 depending on distance, vehicle size, and meet and greet service. Shared shuttles cost less but follow fixed schedules.
Meal Plans: Half board or full board at resorts typically adds $35 to $75 per person per day compared to room only rates, subject to property category and season.
Adventure Add Ons: Helicopter tours, scuba certifications, guided hikes, or hot air balloon rides often price from $59 to $199 per participant depending on duration and equipment included. We only book operators that carry appropriate licensing and insurance.
Pairing add ons with a curated cultural tour or a vacation package keeps billing consolidated on one statement for your records.
Payment Options
We accept major credit cards including Visa, Mastercard, American Express, and Discover for deposits and balances. Bank transfers are welcome for large group balances or corporate accounts when timing aligns with supplier due dates. Some vacation packages allow installment plans: a deposit holds your reservation, then automatic charges follow a schedule you approve in writing.
Third party fees such as wire transfer charges or international card surcharges, when assessed by banks, pass through to the client where applicable. We never store full card numbers in email; payments run through encrypted gateways. If a supplier requires a different currency, we quote the exchange approach before you authorize charges.
Final payment deadlines are typically two to four weeks before departure for leisure trips, but can be earlier for peak holidays or cruise contracts. We send reminders before each milestone. Late payment may cause cancellation under supplier terms, so communicate early if you anticipate a delay.
Questions About Your Booking?
Our team is ready to walk through fare rules, insurance choices, and payment timing for your specific trip. Reach out and we will respond with plain language answers and next steps.
Contact BookVelis