Frequently Asked Questions
Find answers to common questions about traveling with Proximo Travel.
Flights & Airline Tickets
1.How will I receive my airline ticket?
Flight itineraries are electronic. You will receive your flight itinerary with your final travel packet, including the confirmation codes associated with your boarding passes. Visit your airline’s check-in counter at least three hours before your scheduled departure to obtain your boarding passes.
2.Why should I arrive at the airport three hours before departure?
Airlines may wait until check-in to assign seats. Last-minute schedule changes, delays, cancellations, and other circumstances can also affect departure-day arrangements.
3.Can I obtain my boarding pass before arriving at the airport?
Some airlines allow online check-in and boarding-pass printing within 24 hours of departure. However, not every airline or airport offers these options. We recommend checking in at the airport counter three hours before departure, regardless of airport size.
4.Is my airline ticket upgradable or can I apply my points towards my ticket?
If you desire to upgrade your ticket, you need to notify us within a week of registering. Once the ticket is purchased, it is non-upgradable and non-refundable. If you wish to upgrade to first/business class, it will cost a minimum of between $5,000.00 and $6,000.00, for which payment must be made at time of booking. Please note first/business class is guaranteed only for transatlantic flights as it may not be available on shorter flight connections. Flying first/business class may result in different routing than others flying from your airport. For all other upgrades you must choose the LAND ONLY option ($800 per person credit, except North American tours which is $300 per person) and arrange the upgrade directly with the airlines. Please note that when you choose the LAND ONLY option, you are responsible for your own airport transfers.
5.Can I change my airline ticket after it has been purchased?
Once your airline reservation has been made and the ticket purchased, any requested changes may result in additional fees. A minimum change fee of $300.00 applies, plus any difference in airfare. Tickets may be purchased at any time after the trip balance has been paid. The passenger is responsible for fees resulting from subsequent changes.
6.What if I plan to use only one portion of my transatlantic flight?
Proximo Travel does not issue one-way transatlantic tickets. If you do not intend to use a round-trip ticket, you MUST select the LAND ONLY option. Failure to use the return portion of a round-trip ticket purchased by Proximo Travel may result in fees.
7.What if my information is incorrect on my ticket or paperwork?
You must notify us IMMEDIATELY if at any time you notice a misspelling of your information. Please note that if your name is incorrect on your ticket, you may not be able to pass through TSA. You are responsible for providing us with your name as it appears on your passport at the time of registration. The Mandatory Liability Form will need to reflect your name as it appears on your passport. If not submitted within ten days, or submitted incorrectly, you will be responsible for name change fees and any additional fees enforced by the airlines. It is imperative that the first name and last name appear exactly on your airline ticket as it is on your passport. If the middle name is misspelled or not included on your airline ticket but is on your passport, there is no need to worry or be concerned. Please contact us with this information so that we can add it to your airline record. The ticket will not have to be reissued and you will not be prevented from taking the flight.
8.Can I choose my airline seat?
We do not accept seat requests because airlines may change seating assignments until boarding. To request a preferred seat, arrive at the airport three hours before departure and speak with the airline representative when checking in and obtaining your boarding pass.
9.Can airline mergers affect my flight?
Yes. Airline mergers may result in schedule changes, longer layovers, or cancellations of originally booked flights. These changes are beyond our control.
10.What is the typical additional cost for business or first class?
The average additional cost is between $5,000 and $6,000 per person. This amount must be paid in advance once the price is confirmed. Please notify us when registering.
11.Can I use my frequent-flyer points for airfare and upgrades?
If you wish to use your points, then you must obtain your own airfare — LAND ONLY. There will be a credit of $300.00 per person for North American tours and $800.00 per person for all other tours. You will be responsible for your own airport transfers.
12.Can I earn frequent flyer miles?
Yes, all travel can be posted to your frequent flyer mileage account. You will need to notify the airline prior to departure of your itinerary and confirmation/reservation code. This can be accomplished at time of airport check-in.
13.Is there a charge to depart earlier/later than the rest of the group?
Yes, there is a nominal fee for this deviation which includes earlier/later departure, departures from different cities, meeting family/friend at gateway city, flying a specific routing, choosing a specific airline, etc. Please be aware that deviating from the standard itinerary will result in you not flying with the group. If you have a deviation and still wish to fly with the group for a portion of the tour, you may incur additional fees.
14.What do “check-in required” and “confirmed” mean?
These terms mean that you must check in at the airline counter. At the time of ticket purchase, a specific seat assignment was not available because airlines control the allocation of a portion of their seats. Many international airlines do not assign specific seats until departure day. Your reservation is confirmed, and your seat assignment will be provided at airport check-in.
15.What is the definition of ‘pending’?
It means that your reservation is confirmed but that the specific seating requirement desired is pending. Please note that seating will be assigned at airport check-in.
16.Why don’t I have a seat assignment?
Please note that most foreign airlines such as ITA Airways, British Airways, etc. do not assign seating until the day of departure.
17.What happens if my flight gets cancelled or delayed?
It will be the responsibility of the airlines to book you on the next flight out of the country to your destination either with their airline or another airline. Please notify Proximo Travel from the USA before your overseas departure with your new arrival time and flight number. Please contact tour guide directly if you are already overseas. Passengers will be responsible for airport transfers in case of flight delays; personal trip insurance will often reimburse for extra expenses incurred.
18.What if I don’t seem to have enough time between connections?
All flight connection times are ‘legal flight connections’ set forth by the airlines. If you are unable to make the connection due to a delay or cancellation, the airline is solely responsible for booking you on another flight with their airline or another airline. They have to protect you. Proximo Travel has no control over this. Please note that the Proximo Travel tour guides will be made aware of your delay, provided you notify us before departure from the USA, and they will ensure that you are accommodated upon your arrival to your destination.
19.What is the usual time of departure from the USA to Europe/Israel and return from Europe/Israel?
East coast departure from the USA is in the evening for early arrival the following day (Europe) or mid-afternoon arrival the following day (Israel). Departure from Europe is early morning for same day arrival in the USA. Departure from Israel is very late evening or early morning for same day arrival in the USA. Any change in this would incur a deviation fee.
20.Why are airlines now offering a fee to guarantee particular seats?
This is solely the policy of the airlines. This cost is anywhere from $50.00 to more than $100.00 per segment. Proximo Travel purchases airline tickets with guaranteed seating, but particular seats cannot be guaranteed without extra fees as seating is at the sole discretion of the airlines.
21.What if I need to transfer my trip after the airline tickets have been purchased?
Proximo Travel tours are non-transferable. If you cancel your tour, airlines may or may not allow you to save the value of your airline ticket for use within one year. The standard international change fee is $300.00. There is also an airfare difference fee which could range from as little as $25.00 to more than $500.00. These statements are assuming the same departure and arrival cities as originally booked. Flight voucher credit will be utilized by directly working with the independent ticket agent used by Proximo Travel, LLC
Passports, Visas & Travel Documents
22.Do I need a passport?
Yes. Proximo Travel requires your passport to remain valid for at least six months after your trip’s return date. Make a copy of your passport and carry it separately from the original.
23.Do I need a visa?
Due to the electronic visa (e-Visa) requirements stated for Turkey, travelers who require a visa must obtain one before travel. For more information, please visit the U.S. Embassy in Turkey information page. Obtaining any required visa is the passenger’s responsibility. PLEASE NOTE: THIS DOES NOT APPLY TO GREECE TOUR EXCURSIONS INTO TURKEY, FOR WHICH AN E-VISA IS NOT NECESSARY.
24.Do I need to complete a Mandatory Liability Form?
Yes, you are required by Proximo Travel, LLC to complete this form and attach a copy of the identification page of your passport within 10 days of registration. This is critical for purchasing airline tickets. Without it, you will be unable to travel on the pilgrimage. Children that will not be age 18 at the time of travel cannot complete this form online as a parent’s/guardian’s signature is needed.
25.When do I get my luggage?
When departing from the USA, you will check your luggage. You will not see it until your final arrival at your destination, at which time you will proceed through customs. When departing back to the USA, you will have to pick up your luggage at the FIRST arrival city in the USA, go through customs, and recheck your luggage if necessary to get onto another flight for your final destination.
Baggage & Travel Preparations
26.How much luggage may I bring?
Proximo Travel, LLC includes one checked bag per passenger, except on tours to Mexico, Canada, and the United States. Additional bags or baggage exceeding the airline’s weight limit will incur charges payable by the passenger. Proximo Travel, LLC does not cover these charges. Please check the specific size and weight requirements with your assigned airline.
27.Can I bring a carry-on bag for the airplane?
Carry-on luggage needs to fit in the overhead compartment with a total Length + Width + Depth equal to 45 inches, including wheels. Inter-European flights may vary with the size of the carry-on luggage. Please check with your airline provider.
28.What about liquids?
All carry-on liquids must be in 3oz vials to be placed in carry-on luggage. If you wish to carry liquids larger than 3 oz., they must be placed in your checked-in luggage. If you have a CPAP machine and require distilled water, please take the distilled water with you from the USA and put it in your checked-in luggage. Distilled water is not readily available overseas.
29.How should I pack my medications?
Proximo Travel, LLC recommends keeping all medications, including vitamins, in their original labeled containers in your carry-on luggage. DO NOT pack medication in checked baggage. If you need to keep medication refrigerated, bring a frozen gel pack and place it with your medication in a waterproof container. Although the TSA does not require medication to be in labeled containers, some state laws do. We therefore recommend original labeled containers. Most hotel rooms have a small refrigerator; otherwise, the hotel may be able to make alternative arrangements. Responsibility for keeping medication refrigerated rests with the traveler.
Payments, Hotels & Trip Planning
30.When I reach my destination, is there someone there to meet me?
Upon arrival at your trip destination, obtain your luggage and exit the baggage area. Outside the baggage claim doors, a representative will greet you with a Proximo Travel sign. If your flight is delayed or you can’t locate the Proximo Travel representative, please contact your tour guide at the number provided in your final packet before proceeding.
31.Is there an additional fee for paying by credit or debit card?
No. Proximo Travel, LLC does not charge an additional fee for using a credit or debit card to pay the initial non-refundable deposit of $500 per person at registration. This initial $500 deposit is the only payment that may be made by credit or debit card. All subsequent payments must be made by personal check, cashier’s check, or money order. An additional deposit of $1,000 per person is due within 30 days of registration. The remaining balance is due 120 days before departure from the United States. A late fee of $300 per person applies if the final balance is paid fewer than 120 days before departure. This fee does not apply to travelers who register within that 120-day period. The fee may be waived if payment is sent by overnight delivery and the tracking number is provided to us.
32.What amenities do the hotels offer?
Our hotels are generally rated four or five stars and offer amenities such as hair dryers, toiletries, and personal safes. Where four- or five-star hotels are unavailable, a three-star hotel may be provided.
33.Can I do laundry during the trip?
There generally will not be enough time for laundry service. Proximo Travel, LLC cannot delay group departures while waiting for clothes to be returned. If necessary, you may hand-wash clothing.
34.How do I turn on the lights or air conditioning in my hotel room?
In many hotel rooms, the lights and air conditioning are activated using the same keycard that opens the room door.
35.What are the hotels like?
Many hotels were once grand residences with each room offering its own unique décor and ambiance. Because of this, the size of the rooms may vary, giving each passenger their own unique experience. Rooms are randomly assigned and cannot be selected upon arrival.
36.Why does my Final Package show more than one hotel for the same location? Is my group going to be split up?
Approximately 10 days before departure, the hotel will be finalized and we make every effort for the group to be in the same hotel. This late notification is due to last-minute registrations.
37.Can I bring a curling iron or an iron for my clothes?
Irons and flat or curling irons are not permitted in the hotels as they are a fire hazard.
38.What type of currency do I need?
The following locations accept euros and we suggest you bring 400 euros cash per person: Italy, France, Spain, Portugal, Austria, Greece, Ireland. The following locations accept euros, however change is returned in the local currency: Switzerland, Budapest, Hungary. In Poland, zlotys are used. In Turkey, lira are used. In Scotland and the UK, we suggest you bring 200 pounds sterling per person. In the Holy Land American dollars are used but change is given in shekels. Bring no denomination larger than a $20, and also bring $25 in ones, in the Holy Land. In Mexico the Mexican peso is used, and in Canada the Canadian dollar. In addition, bring your credit card & your ATM card to obtain money at all destinations.
39.Can I plug in my cell phone, CPAP machine or other electronics?
Obtain an electric outlet adapter/converter for overseas. If you have a CPAP machine, please make sure you bring an extension cord as outlets are not always beside the bed.
40.What clothing should I bring?
Bring comfortable, casual clothing and avoid wearing new shoes. Sneakers and jeans are acceptable. At religious sites, women must keep their shoulders and knees covered.
41.What is the cost for taking a child under the age of 2?
Children under the age of 2 are free. Children ages 2-10 we will take 20% off the price of the tour. All children over the age of 10 are full tour price.
During Your Trip & Traveler Assistance
42.How do I call when I’m on my trip and where can I get calling cards?
Calling cards are available overseas; do not buy them in the USA. In Italy, you can purchase international calling cards to the USA from a Tabaccheria (type of convenience store in Italy). Calling from Europe to the USA requires a 001 prefix. When using the calling card from your hotel room, please be sure to use the toll-free number and not the local number on the card of available numbers. Please check with your cellphone carrier to see if your plan includes international calling, emailing, or texting.
43.How do I make a phone call from the list provided of emergency contacts or hotels locally within the country that I am visiting?
You are provided numbers for all overseas contacts. From your cell phone or a local landline, dial as listed. If family is dialing from a land line in the United States to another country, include the prefix 011 prior to dialing the numbers as listed.
44.Can I bring a purse or backpack to carry things around?
Yes, please keep all bags, purses or backpacks close and in front of you at all times! Women — please bring purses with zippers and not open bags. However, money belts or fanny packs are strongly recommended! If touring the Vatican and St. Peter’s Basilica; backpacks, over-sized handbags or pocketbooks, and shopping bags are not allowed. Please remember to leave these items in your hotel room!
45.Can I use my ATM card?
Yes, you can use your ATM card. ATMs in Italy are defined as BancoMat. Please remember to let your bank know you will be out of the country. Some ATMs in Europe do not allow PIN numbers that begin with the number “0”. Please change your ATM PIN number, if needed.
46.Can I send letters or post cards to family?
If time allows you may purchase postage stamps and/or post cards. If you are traveling to Italy, we strongly suggest you purchase your postage stamps in Vatican City and also mail correspondence from there.
47.Can I drink the water?
No! As a precaution, please do not drink the water. Water bottles are available at markets or they are available on some of our buses for 1 euro (throughout Europe). In the Holy Land, water is available on the bus as well for a dollar. Please remember that brushing your teeth with tap water is acceptable and safe. Water provided in pitchers in restaurants is also safe to drink.
48.Can I use a restroom on the tour bus?
No. Our tour buses do not have restrooms, but we make frequent stops so passengers can use restroom facilities as needed.
49.Is seating assigned on the tour bus?
No. Passengers may choose where to sit, except that the first row is reserved for the priest and tour guides. All other seats are available on a first-come, first-served basis.
50.Will the bus or boat wait if I am late meeting the group?
Due to strict bus and boat schedules, all passengers MUST return at the designated times. Drivers, operators, and guides cannot wait for late passengers. If you miss the departure, you are responsible for the cost of rejoining the group.
51.What is the weather going to be like for my trip?
Please refer to the following website for more detailed information: www.weather.com.
52.What if I need wheelchair assistance during the tour and is there an additional fee?
It is imperative that you bring a companion with you that can push you in a wheelchair. We cannot have the tour guides pushing wheelchairs. If you bring someone and they cannot push you in the wheelchair, you may miss certain parts of the trip. Please notify us if you require a wheelchair so that we can plan on having one available for you. There is a $150 charge for wheelchair rental during the trip. Please note that wheelchair access may not be available at all sites.
53.What if I need wheelchair assistance at the airport?
Notify us at time of registration and we will provide you with either wheelchair or airport assistance at the airport on all segments of the flight. There is no charge for this.
54.What is the average cost of lunch?
Lunch may cost as little as $5.00 or as much as $25.00–$30.00 per person, depending on whether you choose a light meal, such as a panini or pizza, or a sit-down restaurant. We generally recommend budgeting $10.00–$12.00 per person.
55.Can I use Traveler’s Checks?
No. Traveler’s Checks cannot be redeemed easily overseas. We strongly recommend that you convert US currency to the currency of the country you are visiting in addition to bringing a credit card and an ATM card.
56.Do I need health insurance overseas?
Every country has their own health plan. It is best to check with your own health insurance company for coverage while overseas or purchase foreign health insurance coverage if it is not covered.
57.How do I retrieve a personal item that has been left at the hotel?
Please contact the hotel directly and have them verify if it has been found in their ‘lost and found’ via email or phone. Unfortunately, Proximo Travel, LLC can only give limited support as we have many trips and locations which we visit.
58.How do I track a package that I have mailed from overseas?
It is the passenger’s responsibility to obtain a tracking confirmation number from where you have mailed your package.
59.Are passport cards valid for overseas travel?
NO, they are not valid for overseas travel. You must obtain a passport book to travel overseas.
60.What do I do if I’m charged for something that was supposed to be included in my tour price?
If for any reason you have been charged for anything overseas through the mistake of the vendors (charges that are included in the Proximo Travel price and therefore should not be charged to you), there is no need to panic. Make sure you obtain a receipt stating what it was for and the amount and send it to us within 30 days of tour end date and we will reimburse you.
61.Do I need to send the office a copy of every page of my passport?
No. Please send only a copy of the identification page containing your personal information and photograph.
Proximo Travel — Your Catholic Tour and Pilgrimage Company
