Everything you need to know about joining a group trip!
This should cover the questions that are asked a lot.
How do I join a group trip?
- Receive the flyer from your friend or family member (the trip host)
- Click the link to enter your email address for more details
- Get the official booking page with all trip information (Dont see it? Check your SPAM folder or SEARCH your trip destination inside your email search bar or my name JAQUAY)
- Fill out the booking form with your details and room selection
Do both roommates need to fill out the booking form?
No! Only one person per room needs to complete the booking form. You’ll add your roommate’s information during the booking process.
What if my roommate and I are coming from two different cities?
You have two options:
Option 1: Book the hotel and ground transportation with the group, then purchase your flights separately to accommodate both departure cities.
Option 2: One of you can meet up in the other person’s city and depart together from there, keeping the flights included in the package.
Just let your travel coordinator know which option works best for you!
What room categories are available?
You’ll see all available room categories on the booking page. (The page that popped up after you entered your email address)
Choose the one that fits your needs and budget, then add your roommate information.
What happens after I submit the booking form?
You’ll receive a personalized quote that includes:
- ✈️ Flights
- 🏨 Resort accommodations
- 🚗 Ground transportation
- 🍽️ Meals, drinks, and alcohol
- 🎉 Resort entertainment
- 🛡️ Cancel for any reason insurance
IMPORTANT: Read your quote carefully before approving!
How do I approve my quote?
Simply reply with “Approved” or “Proceed” to the quote email. Once approved, you’ll receive a payment authorization link.
How do I make my payment?
After approving your quote, you’ll receive a secure link to authorize your deposit payment. Once payment is processed, you’re officially booked!
What is the Trip Dashboard?
Your Trip Dashboard is your one-stop hub for everything related to your trip. It includes:
- All your important documents
- Payment invoices
- Trip itinerary
- Progress tracker showing what phase you’re in
- Emergency contacts
How do I access my dashboard?
After your deposit payment is processed, you’ll receive your personalized Trip Dashboard link. Save it to your phone’s home screen or desktop so you never have to search through emails again!
What can I track on my dashboard?
Your dashboard shows your trip progress through each phase:
- Booking confirmation
- Passport verification
- Final payment status
- Excursions booked
- Final itinerary
- And more!
You’ll always know exactly where you are in the planning process.
Will I be added to a group chat?
Yes! Once you’re booked, you’ll be added to the official group chat with other confirmed guests.
What platform is the group chat on?
The trip host will let you know which platform (Google Chat, WhatsApp, GroupMe, etc.). Make sure to enable notifications so you don’t miss anything!
What gets shared in the group chat?
This is where the party begins!
Expect:
- 🎉 Shout-outs for new bookings
- 💡 Travel tips and destination videos
- 📸 Exciting content about your destination
- 💰 Final payment reminders
- 🏆 Shout-outs for guests who pay in full
- 🎁 Prize announcements for rooms paid off first
- 💵 Group discount updates once we qualify
Never ignore the group chat! Important updates, fun content, and exclusive perks are shared here.
When is final payment due?
Your final payment due date will be clearly stated in your quote and on your Trip Dashboard. Its typically due 45 days before departure date. Reminders will also be posted in the group chat.
Are there incentives for paying early?
Yes! Some trips offer prizes for rooms paid off first. Watch the group chat for announcements!
What are group discounts?
When the trip reaches a certain number of booked rooms, everyone may qualify for group discounts or perks! These will be announced in the group chat once we hit the threshold.
Can I pay with two different cards?
Yes, you may use two different cards. One for the deposit and one for the final payment. The persons name on the card must be the name or similar to the name of the person going or that person paying for you would need to authorize the payment and sign.
How do I book excursions?
After final payment, you’ll receive excursion options. Review them and let the trip host know which ones you want. All excursions will be coordinated and locked in together.
Will I get a trip itinerary?
Yes! Once excursions are finalized, you’ll receive a customized interactive itinerary for your specific trip. This shows exactly what’s happening each day so you’re never lost or confused. you’re officially booked!
What documents will I receive before the trip?
One week before departure, you’ll be emailed:
- Important documents to print and bring
- Online check-in instructions (24 hours before your flight)
- Airport arrival instructions
- What to do (and NOT do) at your destination
When should I check in for my flight?
Check in online 24 hours before your departure time. Instructions will be sent to you one week before travel.
What should I bring to the airport?
Photo ID
Valid passport (must be valid 6+ months from travel date)
Printed boarding pass (or mobile version)
Printed trip documents
What if I’m given a bad room at check-in?
Never stay in a bad room!
If there’s an issue:
- Go back to the front desk within 15 minutes
- Be nice and cordial – the front desk doesn’t know what the cleaning crew missed
- Kindly ask for a different room OR show them a picture of the issue
- They may repair it immediately or move you to another room
Remember: Always be polite and respectful. The front desk staff wants you to have a great experience!
What else should I know about the resort?
All the details you need will be in your:
- Pre-trip email (sent one week before)
- Trip Dashboard
- Final itinerary
If you have questions during your trip, use your emergency contact number on your dashboard where exclusive perks are shared here.
Is travel insurance included?
Yes! Your quote includes Cancel for Any Reason insurance Full Credit Insurance. Review the coverage details in your quote carefully.
What if I want full refund insurance?
If you want full refund insurance additional fees will apply outside of your quote and expect a higher deposit rate as well. Choose that insurance during booking.
What if I want travel credit insurance but my roommate wants full refund insurance?
Both roommates must select the same insurance option since you’re sharing one room booking. You’ll need to agree on either:
- Travel credit insurance, OR
- Full refund insurance
Alternative option: If you can’t agree, consider booking hotel and ground transportation only (without flights). Hotel-only bookings typically offer full refunds if canceled, giving you both more flexibility.
Discuss with your roommate and select that option on the booking form.
What does the insurance cover?
If you were to cancel the entire trip for you and your roommate you both will receive a credit for the amounts you paid minus the cost of insurance. (see itinerary for that costs). Please note: If one of you remain in the room and on the trip you will NOT be credited the resort/hotel portion even with insurance.
Does Insurance Cover Loss Baggage and Medical Costs?
Yes, when you get your itinerary you can click on Travel Protection and it will spell out all the inclusions and payout amounts.
Who pays for the travel agent services?
Great news! Guests don’t pay for travel agent services. The cost of planning and coordination is already taken care of by the one who invited you – just a way to extend their invite to you, so you get expert service at no additional cost.
What if I have a special request?
Contact your travel coordinator directly (contact info is on your Trip Dashboard). We’re here to help make your trip amazing!
Can I invite more people to join?
Absolutely! More guests mean more fun AND potential group discounts. Make sure to clear it with the host of your group just in case. Share the flyer and booking link with anyone who might want to join!
What if I need to cancel?
Review your Cancel for Any Reason insurance coverage in your booking documents. Contact your travel coordinator immediately if you need to cancel.
How do I contact support during my trip?
Your Trip Dashboard has a 24/7 emergency contact number. Save it to your phone before you travel! This number will be issued after final payment.
Contact your travel coordinator:
Email: travel@ylstravel.com
We’re here to make your group trip experience seamless and unforgettable!
What if I’m given a bad room at check-in?
Never stay in a bad room!
If there’s an issue:
- Go back to the front desk within 15 minutes
- Be nice and cordial – the front desk doesn’t know what the cleaning crew missed
- Kindly ask for a different room OR show them a picture of the issue
- They may repair it immediately or move you to another room
Remember: Always be polite and respectful. The front desk staff wants you to have a great experience!
What else should I know about the resort?
All the details you need will be in your:
- Pre-trip email (sent one week before)
- Trip Dashboard
- Final itinerary
If you have questions during your trip, use your emergency contact number on your dashboard where exclusive perks are shared here.
