Frequently Asked Questions

An online travel agency sells you a transaction; we build you a trip. When something changes — a flight is cancelled, a hotel closes for renovation, a hurricane reroutes a cruise itinerary — an OTA gives you a call center queue, while we already know your dates, your preferences, and your booking, and we start working the problem immediately. We also have access to supplier relationships, rates, and perks that are simply not available through consumer booking sites. Most importantly, you deal with the same person from planning through your return home, not a different agent every time you call.

In most cases, our compensation comes directly from the suppliers we book with you, at no additional cost to you. For complex, multi-destination, or highly customized itineraries that require significant research and coordination, we may charge a planning fee, which we will always disclose and agree upon with you before any work begins. We do not believe in surprise charges. If a fee applies to your trip, you will see it in writing, in plain language, before you say yes.

We work across leisure travel broadly, including international itineraries, cruises, all-inclusive resorts, multi-generational family trips, honeymoons, and milestone celebrations. Because most of our clients travel internationally, we pay particular attention to entry requirements, time zones, and on-the-ground support in the destinations we book. If a request falls outside our depth of expertise in a given region or trip type, we will tell you directly rather than take on a booking we are not confident handling well.

It starts with a conversation, either by phone or email, about your budget, dates, priorities, and travel style. From there, we research and present options rather than a single default choice, so you understand the trade-offs before you commit. Once you approve a direction, we handle bookings, confirmations, and documentation, and we stay in contact through final payment and departure. You can reach us at (800) 211-3161 or sales@wbtravelpros.com at any stage of that process.

Sometimes, though our ability to help depends on the supplier and how the original booking was made. If a booking was made directly with a supplier or through another agency, we may be limited in what we can change or access on your behalf. The most effective way we can help you is from the beginning of the planning process, where our relationships and oversight add the most value. Reach out and describe your situation, and we will tell you honestly whether we can assist.

Deposit amounts and timing are set by the supplier — the cruise line, tour operator, airline, or hotel — not by us, so they vary by trip. We will tell you the exact deposit amount and due date before you commit to booking, along with the final payment date, so there are no surprises later. Deposits are typically non-refundable or partially refundable depending on the supplier’s terms, which we review with you in advance. See our Refund Policy for more detail on how refunds are handled.

We accept major credit cards and, in some cases, bank transfers, depending on the supplier’s payment systems. Whenever possible, we recommend paying by credit card, since it carries additional consumer protections that other payment methods do not. We will walk you through the specific payment method available for your particular booking. If you have questions about a payment request you received, call us at (800) 211-3161 before sending any funds.

Yes. Payments are made directly to the supplier or processed through secured, encrypted payment systems, rather than being held by us as cash. We never ask clients to wire funds to a personal account, and we will never pressure you to pay outside of a documented, traceable channel. If you ever receive a payment request that seems unusual or does not match what we discussed, contact us immediately at sales@wbtravelpros.com before proceeding. See our Privacy Policy for how we handle your information.

Many suppliers offer structured payment schedules between deposit and final payment, and we will lay out that schedule clearly when you book. Some cruise lines and tour operators also offer their own installment options, which we can help you access if available for your itinerary. We are happy to talk through what fits your budget and timeline. Ask us directly and we will tell you what is realistically available for the trip you are planning.

We recommend it for nearly every trip, and strongly recommend it for international travel, cruises, and any itinerary with significant non-refundable costs. Insurance protects the money you have already spent if illness, injury, weather, or a supplier issue disrupts your plans. It is not required to book with us, but we will always offer it and explain what it covers, because we would rather you make an informed decision than be caught unprotected. The final choice is always yours.

We can quote trip insurance through several established carriers, or coordinate an operator-provided policy if your tour vendor offers one. Each option has different plan structures and coverage levels, and we compare them against your trip cost, destination, and health considerations before making a recommendation. We are not tied to a single carrier, so our recommendation is based on fit for your trip, not a preferred vendor arrangement. Ask us for a side-by-side quote if you want to compare plans yourself.

Coverage varies by plan and carrier, but common protections include trip cancellation and interruption, emergency medical care and evacuation, baggage loss or delay, and travel delay reimbursement. Some plans also offer “cancel for any reason” upgrades for travelers who want maximum flexibility. We do not sell insurance ourselves; we connect you with the carrier’s licensed representatives and documentation so you can read the actual policy terms before purchasing. Read your policy documents carefully, since exclusions and coverage limits differ meaningfully between plans.

Most of the strongest benefits, including “cancel for any reason” coverage and waivers for pre-existing medical conditions, require purchase within a limited window after your initial trip deposit, often 14 to 21 days depending on the carrier. Waiting until closer to departure will typically still get you coverage, but you may lose access to these enhanced benefits. We will flag the relevant deadline for your specific trip when we send your booking confirmation, so you do not miss it.

Cancellation terms are set by the supplier you booked with, not by us, and they vary widely by airline, cruise line, hotel, or tour operator. When you cancel, we contact the supplier on your behalf, confirm exactly what is refundable versus forfeited under their terms, and process the cancellation correctly and promptly. If you purchased trip insurance, we will also help you understand whether your reason for cancelling is a covered event and assist with the claims paperwork. Full detail on how we handle refunds is in our Refund Policy.

If an airline, cruise line, or hotel cancels or significantly changes your trip, we advocate directly with the supplier for the best available resolution, whether that is a full refund, a future travel credit, or rebooking on comparable terms. We do this work on your behalf so you are not stuck on hold with a supplier call center from a foreign country or during a busy travel season. If a covered insurance claim applies, we help you file it as well. Contact us as soon as you are aware of a supplier cancellation so we can respond quickly.

Often, yes, though changes are governed by the supplier’s rules and may involve a change fee or fare difference charged by the supplier itself. Let us know as early as possible what you would like to adjust, whether it is travel dates, room category, or number of travelers, and we will find out exactly what is possible and what it will cost before making any change. We will never modify a booking without your explicit approval of the new cost and terms.

Any planning fee we charge, where applicable, is addressed separately from supplier cancellation penalties and is outlined in our Refund Policy and in your original agreement with us. Supplier-imposed cancellation fees and forfeited deposits are set entirely by the supplier and are not something we control or profit from. We will always be transparent about which fees are ours and which belong to the supplier, so you understand exactly where your money is going.

Contact us the moment an issue arises, whether it is a missed connection, an overbooked hotel, or a cruise itinerary change. We will work the problem directly with the supplier on your behalf, using our industry relationships to resolve it faster than you likely could on your own from the road. This is one of the most meaningful differences between booking with an independent advisor and booking through a faceless platform. You are never navigating a crisis alone.

For after-hours and international emergencies, WhatsApp Business is our preferred channel, since most of our clients travel internationally and WhatsApp works reliably over hotel and airport WiFi without incurring international calling charges. Message us at WBTravelpros or +1 (757) 994-1626 and we will respond as quickly as possible. During business hours, Monday through Friday 9am to 8pm ET and Saturday 10am to 6pm ET, you can also reach us at (800) 211-3161 or sales@wbtravelpros.com.

Yes, we advise on visa and passport requirements for your specific itinerary and citizenship, including validity rules many travelers overlook, such as the common requirement for six months of passport validity beyond your travel dates. We do not process visas or passports ourselves, but we will point you to the correct government resource or visa service and make sure you know the deadlines well in advance. Requirements can change with little notice, so we recommend confirming details close to departure as well.

Seek appropriate medical care first, and contact your travel insurance provider’s emergency assistance line, which is typically staffed around the clock and is the fastest route to medical guidance, evacuation coordination, or claims support. Message us on WhatsApp at WBTravelpros or +1 (757) 994-1626 as soon as you are able, and we will help coordinate with the insurance carrier and any affected suppliers, such as rebooking flights or lodging. This is precisely the scenario travel insurance is designed to address, whether purchased through the operator as an add-on or through an independent carrier we quote.

WB Travel Associates LLC is a Chamber of Commerce verified member (ID 2034400878). Having recently transitioned to independent operations, our own IATA, ARC, and CLIA industry credentials are in process and currently pending issuance; each will display on our Book with Confidence page as soon as it is issued. We believe in stating this plainly rather than implying credentials we do not yet hold. In the meantime, we continue to book through fully licensed and bonded suppliers and consolidators.

Payments are directed to the supplier or processed through secured payment systems rather than held by us, and paying by credit card adds an additional layer of dispute protection. Optional trip insurance — from the tour operator as an add-on or from an independent carrier we can quote — provides further financial protection against cancellation, interruption, and certain supplier failures. Premiums are a small additional cost. Full detail is available on our Book with Confidence page and in our Terms of Service.

We collect only the information needed to plan, book, and support your trip, such as names, travel dates, contact details, and payment information required by suppliers. We do not sell your personal data. Full detail on what we collect, how it is used, and your rights is in our Privacy Policy. If you have specific concerns about your data, email us directly at sales@wbtravelpros.com.