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INFORMATION THAT WILL HELP YOU PUT YOUR TOUR TOGETHER

The Logistics of Organizing the Tour
Even though you have booked directly with Travel Planners Ghana Limited you will need to serve as coordinator for the group you organize.


Your role will include:

  • Designing the tour package and itinerary (in collaboration with Travel Planners)
  • Developing and distributing promotional and marketing material
  • Disseminating travel info regarding passports and visa requirements,  vaccinations and departure/arrival itinerary to members of the group
  • Holding an orientation for group members prior to departure
  • Handling all inquiries from group members
  • Establishing a payment plan and receiving and maintaining records of all payments
  • Transferring payments for services to Travel Planners

Complimentary Packages for the Group Leader
As a token of appreciation and reward when an individual (s) recruits a group of fifteen (15) paid members and purchase their land and air package through Travel Planners directly, the group organizer will receive one complimentary land package as follows:

  • One complementary  land package ,single occupancy for every 15 paid rooms
    or
  • If the group requires less than 15 rooms, the group leader will receive half  (1/2) complimentary package, double occupancy for 15 paid passengers

Travel /Tour Information Package
Travel Planners will prepare for the group leader a travel package consisting of all the pertinent information the group members will need to know in order to prepare for the tour. This information will be sent to the group leader two (2) months in advance of the departure date once final payment is received.

Cancellation Policy
We recommend that the tour organizer inform the group members of Travel Planners’ cancellation policy. All cancellations must be in writing.  Deposits are fully refundable up to ninety days (90) days before departure, less $150.00 administrative fee per person.  Cancellations from 88 days and up to 20 days before departure will receive a refund of 20% of the total amount. Cancellations after 20 days will not receive a refund.

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Cancellation insurance is recommended.

Travel Insurance
Travel Planners does not issue travel insurance from here as this may not apply, however, one of partners had referred Access America (Travel Insurance & Assistance) to and below are their details:

Telephone no: 1-800-284-8300 (toll free)
Fax No: 1-800-346-9265
Website: www.accessamerica.com

Tentative Group Payment Schedule
Travel Planners Ghana Limited requires 50% percent deposit (of the total cost of the tour) thirty (30) days prior to the beginning of the tour. The deposit will be used to secure transportation and accommodation. The remaining 50% is required thirty (30) days prior to the beginning of the tour.

Payment must be made by bank wire transfer.  Travel Planners’ bank transfer information will be provided prior to the deposit due date. For credit card payment Visa and Master Cards attract a processing fee of 3% of the total amount.  American Express attracts a processing fee of 5% of the total amount on your invoice. Travel Planners’ bank transfer information will be provided prior to the deposit due date.

Installment Payment
We recommend that the group members pay for the tour in installments over an eight (8) months period. By the end of the eight-month the trip should be fully paid for. The first deposit should be a minimum of 25% of the total cost of the tour and should be non-refundable. The group members can make payments on a monthly, bi-monthly or quarterly basis.

Airline Reservations
The airline requires a $150.00 non-refundable deposit per passenger.  Balance for the airline is required 60 days (this may vary depending on the airline) after reservations. Airline fares are subject to change without notice. Refunds for the total cost of ticket vary depending on the ticket and the airline’s policy. Names for the airline are required 90 days prior to departure. Tickets are non-refundable and name change is not allowed after tickets have been issued. For groups less than 15, tickets will have to be purchased at the time of reservation. Travel Planners Ghana Limited will not be liable for delays or cancellations due to weather or any other cause beyond the airline’s control. In the case where a refund is due, Travel Planners will refund the client when the refund is received from the airline.

If you decide to handle the purchase of your group’s tickets, you will have to co-ordinate the following:
Airline reservations and deposits the receipt and dissemination of airline tickets to the group members.

Air Travel Cost
Delta Airline offers the most competitive air fares to Ghana.  They also offer direct flight from JFK to Accra and return; however they have issues with reliability. Serious consideration should take place before deciding to fly with them. Travel Planners can negotiate for group rates with these airlines and will provide the rates should you choose to use their service. We also offer group rates with other airlines as well.

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Below are the cancellation policies for the airlines:

  • A group consists of min 10 passengers (Adults only), which are traveling on the same outbound and inbound flight.
  • A non-refundable deposit of USD 150, - per seat is required in order to guarantee the seats on the aircraft. This deposit is due to secure the booking and should be paid within 5 days of the time the quotation is sent. Failure to respect the period will result in the seats being automatically released.
  •  If the client has any special preferences or requests for specific seats this should be sent to the airline as soon as possible within the 331 day period. Seats will be allocated when this information is received and will be subject to availability.
  • Final names are due 90 days prior to departure. To comply with FAA regulations please supply full first name along with surname. Name changes are allowed prior to the ticketing deadline at no charge. After the ticketing deadline, names changes are not permitted.
  • Full payment must be received no later than 60 days prior to departure.
  •  Once tickets have been issued, they are non-refundable.
  • Travel Planners Ghana Limited will not be liable for delays or cancellations due to weather or any other cause beyond the airline’s control.
  • In the case where a refund is due, Travel Planners will refund the client when the refund is received from the airline.
  • All group rates include all applicable airport taxes and fuel surcharges. Government and airport taxes are subject to change without notice. Travel Planners should not be held responsible for such changes.
  • No name changes and date changes are allowed after ticketing.
  • Once tickets have been issued, they are non-refundable.

Visa Service
The group will probably need assistance with obtaining passports and visas.  They can obtain passports through their local federal building.  However, this process should commence a minimum of three (3) months before the departure date.  The visa application should be made a minimum of two (2) months prior to the departure date. We recommend that you use a visa service to facilitate this task for the group. Please note that the group members will need multiple entry visas to re-enter Ghana, if they travel outside Ghana and wish to return.

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Gratuities

Gratuities have not been added to the cost of the tour.  This is something we leave to the group leader.  However, we think that every one agrees that when good service is rendered a tip to the people providing the service is appropriate.  We recommend that each member set aside a minimum of three (3) dollars per day to tip porters, waiters, drivers and guides.


Ghana Cultural Experience

This tour is designed to allow interested participants an experience of the traditions and special aspect of the Ghanaian culture. The tour also referred to as the circular Akan takes you through the Akan speaking communities and traditional areas.

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