Procedure Explanations for Independent Groups
It may be best to print a copy of the Procedure Explanations and keep it for future reference.
This section has the following parts:
Definition of terms
Minimum requirements for working with Ekstra Tourism
Directions for completing the necessary forms:
1. Hotel Information Form
2. Visitor Information Form
3. Insurance Information Form
Definition of Terms:
The Group Leader is the person responsible for following Ekstra Tourism's procedures for organizing a successful visit to Turkey.
The Program Coordinator is the person who assists and works closely with the Group Leader. He/she will answer questions as best as possible, provide information about various choices and help to resolve potential problems and/or difficulties BEFORE the group visits Turkey. From the office the Program Coordinator will continue to assist Group Leader as well as each group member throughout the visit. Of course assistance will also come from the guides and drivers as well as hotel staff
Minimum Requirements for Working with Ekstra Tourism
The Group Leader must be responsible and be willing to work effectively with a Program Coordinator from Ekstra Tourism. There is a checklist to help the Group Leader keep track of each step of the procedure. If the Group Leader can agree to do each of the following details, then the trip will run smoothly. The Group Leader must:
Give the Program Coordinator an email address, fax number and telephone numbers (home, work & mobile if there is one) and a mailing address. Almost everything can be done by email but sometimes it can be necessary to send a fax or to call. In the rare event that the Program Coordinator must call a Group Leader, every consideration (time zone, etc.) will be taken to account to call at an appropriate time.
Check his/her email daily and respond to the Program Coordinator's emails accordingly and in a timely manner.
Have access to a fax machine (for sending and receiving). The fax number must be given to Ekstra Tourism. Emailing scanned forms is an alternative to a fax machine.
Have access to a printer to print some pages from Ekstra Tourism's website.
Tell the Program Coordinator which tour(s) or special interest programs are wanted. This information can be printed from Ekstra Tourism's website.
Be a go-between for the group members and the Program Coordinator. The role of a go-between will be less during a visit because the guide, driver & hotel staff will help.
Gather information and email it to the Program Coordinator in a timely manner.
Give information to the group members as needed.
Make necessary plane, ferry or bus reservations.
All confirmations from the Program Coordinator must be double checked. The Group Leader must notify the Program Coordinator each time a confirmation is received and indicate if it is correct or to specify needed changes.
Collect money and make payments according to Ekstra Tourism's policies and procedures.
Our standardized system depends on: Signing a contract, completing three forms, following the payment procedure and email confirmations. Each item can be found at the bottom of this section and can be printed.
Directions for Completing the Necessary Forms
A copy of each form as well as the checklist can be printed from our website. Each form is a Microsoft Excel file that can be saved for future completion. Each completed form can be emailed to your Program Coordinator as an attachment.
The following is detailed information explaining each step of the procedure. If there are any questions, please don't hesitate to contact Ekstra Tourism. At that time a Program Coordinator will assist and will continue to do so throughout the entire procedure. The information given below is meant to help complete the three forms. Completing these forms will ensure a successful and enjoyable visit to Turkey. Remember: Your Program Coordinator will assist with step of the procedure.
Hotel Information Form:
Name and surname of each group member.
Details about accommodations:
a) Which hotel category does the group want? The choices are Special Category, 3-star, 4-star or 5-star hotel. If desired, the group can be split between two different hotels (example: 3* and 4*) if there are a minimum 20 people for each.
b) Who will be in single room? Who will be together in a double room?
c) Who will be together in a triple room? Who will be together in a family suite?
d) Who is 0 - 6 years old? They often stay for free--more savings for the group.
e) Who is 7 - 12 years old? They can often stay for half-price.
If a member's schedule is different from the rest of the group, then all details must be emailed to the Program Coordinator. For example: Who will arrive before or after the group & when? Who will leave before or after the group & when?
It may be possible to reserve a hotel floor only for non-smokers. Information about smokers is optional.
Note: Double rooms often have one bed that is shared by two people. This is usually the situation for a triple room. If sharing a bed is not acceptable for some people who want a double or triple room, then please be sure to indicate this on the Hotel Information Form.
Visitor Information Form:
1. Details about how each group member arrive and depart.
Name of airline, ferry or bus company
Flight number
Arrival date and time (ETA)
Departure date and time (ETD)
This information helps us to arrange transfers. The departure information is also used to re-confirm all reservations while the visit is in progress and to assist with checking in.
Please note: Plane reservations & payment should be done with a local travel agency. It is to your economic advantage to shop around as there are several airlines serving Istanbul and many routes lead to the city. Prices vary considerably and don't hesitate to negotiate a group discount, as this is a normal business practice. It is important that all group members are on the same plane. Ekstra Tourism can make inexpensive plane reservations only for people traveling from Turkey to Germany.
2. Passport numbers are optional unless a group member is planning to leave by ferryboat to a Greek Island (Rhodes, Samos, Chios or Kos) and he/she wants Ekstra Tourism to buy the ticket in advance.
3. Not counting hand-held items, how many pieces of luggage (suitcases, backpacks, etc.) is each group member expecting to bring? This information will help the Program Coordinator ensure there is a large enough vehicle(s) for each transfer.
4. The following requested information is optional. However, it is recommended because it will help the guide and Program Coordinator to better satisfy the needs of individual group members. As the Group Leader, please always remember that Ekstra Tourism's aim is to give the best possible service to each customer:
What is the birth date for each person?
Who is a vegetarian? We want to ensure that appropriate meals are available each time.
Who has already visited Turkey?
Does each person have insurance in case of a medical emergency?
Does anyone have a health condition? For example the guide can help ensure there are appropriate meals at the correct time for diabetics, or he/she can pace each tour accordingly for those who can have breathing or heart difficulties.
Insurance Information Form:
This information is optional but, to be responsible, it should be completed. Nobody expects to have a medical emergency but still it can happen. Insurance helps to prepare for the unexpected and so it is highly recommended. Copies of Insurance Information Form will be given to the guide, Program Coordinator and Group Leader.
If information is not given or if a person has no insurance, then someone from Ekstra Tourism or the guide can still call a doctor, etc. for that person in the event of a medical emergency but: Under no circumstances will Ekstra Tourism or the guide be responsible for paying medical expenses.
