Your Tour Manager: Mayflower Cruises & Tours’ Tour Managers are carefully selected to ensure a carefree, enjoyable experience. With extensive knowledge, a helpful demeanor, and a dedication to creating a memorable journey, they manage all the details—from overseeing arrival and departure transfers, luggage handling, and hotel check-ins, to reconfirming included attractions and meals, and providing daily event updates. They are happy to recommend restaurants, offer suggestions for free time, or accommodate reasonable special requests to enhance your trip.
Traveler Information
Tips on Tipping: Gratuities for included meals and luggage handling at hotels (where available) are included in your tour cost. Not included are gratuities for luggage handling at airports, hotel housekeeping services, services of a personal nature, meals or drinks that are not included as part of the tour, and gratuities for the Tour Manager, Drivers (motorcoach and local), and Step-on/Local Guides.
(The following information is only applicable to North America Air Holidays and Guided Holidays by Motorcoach. Tipping guidelines for international tours vary and will be provided in the travel documents for each tour.)
Although discretionary, at the end of the tour it is customary to reward your Tour Manager for a job well done with a gratuity of $8 – $9 USD per traveler/per day (including arrival and departure days). A gratuity of $4 – $5 per traveler/per day for the Motorcoach Driver is recommended and should be given the last time you see them. Gratuities for the Tour Manager and the Motorcoach Driver should be handled individually, not with a group collection. The best way to present these gratuities is in envelopes with your name on them. Unless advised differently onsite, a $2 -$3 per traveler gratuity is suggested for each Step-on/Local guide. If your tour includes a cruise or rail journey, gratuities for the crew may be automatically added to your onboard account. To adjust the amount, contact guest services while on board. In some cases, crew gratuities are not included and will be suggested separately. Further details will be provided in your travel documents.
For local Mayflower drivers providing home pickup and drop off service, a gratuity of $5 – $10 per traveler, depending on the distance/duration of the ride, is suggested.
Travel Protection Plan (TPP): For travelers who have purchased Mayflower Cruises & Tours’ Traveler Protection Plan (TPP), please note that your insurance policy provides coverage for various incidents during your trip. These include accidental death and dismemberment, trip delay, medical expense and emergency assistance, loss or damage of baggage and travel documents and baggage delay. While on tour, you can contact the Trip Mate Insurance Company for any claim-related questions at 1-833-297-2255. This number is answered 24 hours daily.
Emergency Contact: You should contact your Tour Manager for assistance with an emergency while on tour. They will be able to get in touch with our office if the need arises. If there is an emergency prior to departing for the tour, please call our office at 630-435-8500 during regular business hours, or after-hours please call our emergency line at 630-816-1011.
Health and Walking Tours: Some sites may require significant walking, climbing stairs, or navigating inclines. Staying on the motorcoach and skipping the visit may not always be an option. Additionally, some destinations are located at higher elevations, which can cause altitude sickness and may exacerbate pre-existing conditions such as heart disease, lung problems, or respiratory issues. Therefore, travelers should be in reasonably good health. Please note that tour managers and drivers cannot lift or assist travelers into vehicles and are not permitted to push wheelchairs. Mayflower Cruises & Tours requires that passengers who require assistance be accompanied by a traveling companion who is fully capable of providing the necessary support.
Use of Oxygen: You must notify Mayflower Cruises & Tours if you plan to bring oxygen or other equipment for your personal medical use. Government regulations restrict both the quantity permitted as well as how it is to be transported so that it is handled safely on the motorcoach or train. Oxygen cylinders must be designed, constructed, filled, closed, secured and maintained so that under normal conditions, there will be no accidental release of gas. Cylinders need to be transported in an upright position and secured against movement and leakage. A cylinder that is dented, gouged or pitted cannot be accepted. Total weight of cylinders accepted should not exceed 50 pounds. Valves need to be sealed and protected against damage. You must handle and transport your oxygen cylinders while on tour or be traveling with a companion who can do so. Note that airlines have far more stringent regulations regarding oxygen use while on board the aircraft. It is important that you contact the airline well in advance of departure for their specific regulations.
Wheelchair/Scooter Information: If you will be bringing a a wheelchair, scooter, walker, or any other mobility aid for use while on tour, you must notify Mayflower Cruises & Tours at least 90 days in advance and provide the dimensions of your equipment. If you are confined to a wheelchair, we will need to arrange for a motorcoach that is equipped with a motorized lift and an area to accommodate the wheelchair inside the passenger compartment. The Tour Manager and the Driver are not responsible for the transport or storage of mobility aids, including assembling or disassembling. A traveling companion will be required if you need assistance with any mobility aid brought on tour. Requests for accessible rooms also need to be advised prior to departure but cannot be guaranteed.
Special Dietary Needs: Special dietary needs must be advised at least 30 days in advance and are not guaranteed.
Luggage Information: You are permitted to bring a normal-sized suitcase as well as a small carry-on bag. The handling of the normal-sized suitcase will be our responsibility, and the carry-on will be yours. Simply attach the included Mayflower Cruises & Tours luggage tag to your suitcase before leaving home. We will see to it that your suitcase arrives where and when you do. Your Tour Manager or bellman will arrange for the suitcase to get to your room. On travel days, your Tour Manager will give you the time your bag should be ready for pick-up by the bellman.
Note: In the post-pandemic era, there may be some hotels that do not offer baggage handling services. If this is the case, you will be responsible for taking your luggage between the coach and your hotel room. The driver will load and unload your bags on the coach.
The carry-on bag is allowed on the motorcoach. Carry-on storage is very limited and much smaller than those found on airplanes. Bags with wheels will not fit inside the motorcoach. The overhead compartments are suitable for coats, hats, small briefcase size bags or purses.
Prescription medications should be packed in your carry-on bag or carried with you. We also suggest that while in the hotels, you keep prescriptions securely stored.
Note: Many airlines have a charge for the first checked bag. Rates vary for each airline. This fee is paid directly to the carrier at check in.
Airlines have strict regulations concerning luggage weight allowance. You may be asked to pay an additional fee at the airport if your checked luggage weight exceeds 50 pounds. Charges can vary by airline. In addition, your checked bag cannot exceed 62 linear inches (length + width + depth). Please check with your airline to verify their weight and size restrictions.
Airlines are also restricting the size of carry-on luggage and the permitted contents. For more details on what is permitted in your carry-on, please refer to the “AIRPORT SECURITY” section of these documents. A carry-on bag must fit under your seat or in the overhead bin and cannot exceed 45 linear inches (length + width + depth). Check with your airline to verify their weight and size restrictions for carry-on luggage. The airline may also require that a carry-on item be checked if the item cannot be safely stowed on a particular flight.
If your luggage is not checked through to your final destination, you will need to claim your luggage at the intermediate connection city and re-check your luggage to the final destination. Note that some airlines such as Southwest, do not have interline baggage agreements, so when connecting to or from these airlines, it will always be necessary to claim and re-check your luggage. For security reasons, all checked and carry-on bags are subject to X-ray and a physical search by TSA (Transportation Security Administration) personnel.
To minimize potential damage to your bags, we do not recommend that you lock your bags. If you prefer to lock your checked luggage, we recommend that you purchase a lock from a manufacturer recognized by TSA. Travel Sentry and Safe Skies Locks are two such companies who have an arrangement with TSA and have provided screeners with the tools to open and re-lock baggage. Always check your luggage through to your final destination with the airline. If you are traveling on two or more airlines to your final destination, show all your tickets to the first airline ticket agent and they will be able to process your request.
Packing Checklist: Many find it helpful to have a checklist as they pack their suitcases. As you put these items into either your checked luggage or carry-on bag, simply check them off the list.
- E-Ticket Receipt
- Identification (Driver’s License or other government issued photo ID)
- Medication(s) should be in the original prescription bottle
Prescriptions & Valuables: If you are taking prescription medication, bring an adequate supply along with a copy of the prescriptions. A digestive remedy is suggested as a precaution. Always keep necessary medicine, jewelry and travel documents in your handbag or carry-on luggage – never check these items with your luggage. Refer to the AIRPORT SECURITY section for details on liquid medications. If you wear prescription glasses, we suggest bringing your backup pair. Many travelers keep a change of clothes and sleepwear in their carry-on bag in the unlikely event a suitcase goes astray or is late.
Airport Security: Travelers are required to have an airline-issued boarding pass prior to clearing security checkpoints. Boarding passes can be issued either by airline personnel at the ticket counter or electronically, using the self-service kiosks located nearby. Beginning May 7, 2025, all travelers will be required by the TSA to have a “REAL ID” or passport to fly within the United States. For more information, contact your local office that issues Driver’s Licenses and IDs, or visit https://www.tsa.gov/real-id.
Travelers may be required to remove their shoes so they may be X-rayed with their carry-on bags and are also subject to random searches at security checkpoints. The Transportation Security Administration (TSA) is responsible for all U.S. airport security screening procedures and the most current list of restricted items can be found on their web site, http://www.tsa.gov.
In your carry-on, you are permitted to bring on the aircraft travel-size toiletries (three ounces or less) that all fit comfortably in ONE, QUART-SIZE, clear plastic zip-top bag. Liquids, gels and aerosols greater than three ounces and purchased prior to clearing airport security checkpoints, are not permitted and will be confiscated. Please pack these items in your checked luggage. Larger amounts of prescription liquid medications, baby formula and diabetic glucose treatments must be declared at the checkpoint for additional screening. Beverages and other items purchased after clearing airport security checkpoints will be permitted on the aircraft.
In-Flight Service: On U.S. domestic flights, most airlines no longer provide an included meal service on flights less than four hours in duration. Often there are snack items available for purchase on board but these may not meet your specific dietary requirements. We suggest having a meal either at home or at the airport prior to boarding your flight. The airline has complete control over the seats assigned. If you have made a specific seating request, Mayflower Cruises & Tours does make the airline aware of this but we cannot guarantee that the airline will be able to accommodate the request.
Proof of Citizenship: PROOF OF CITIZENSHIP FOR TOURS TRAVELING TO MEXICO, CANADA OR BY CRUISE: Security between U.S., Canada, Mexico and all Caribbean destinations has tightened therefore everyone is required to carry proof of citizenship. Each U.S. citizen must carry with them a valid passport at each border crossing or during cruise embarkation. Expiration date of passports should be at least six months after the return date of the tour. Citizens of other countries should check with their consulate to verify the documents required for entry into Canada or Mexico.
Transportation Information: No matter what tour you are traveling on, we do all we can to make your trip rewarding and enjoyable. To prevent injury, please remain seated while the motorcoach is in motion. If you find it necessary to move around, please do so carefully, holding on to the seatbacks of the coach. For the protection of all passengers please be extremely careful when removing your carry-on bag, or other stored items, from the overhead rack. Your driver maintains the temperature of the coach for the comfort of all passengers. Since individual thermostats vary, you may want to bring a sweater along while traveling.
Cellular Telephone Usage: We understand the need to stay in touch with family and friends back home. However, we do request that you please refrain from using cellular telephones while on the coach. This will enable you and your traveling companions to receive full enjoyment from the tour.
No Smoking or Alcohol Please: Mayflower Cruises & Tours has a no-smoking policy on the motorcoach including e-cigarettes. Additionally, Alcohol consumption is not allowed on the motorcoach. Frequent rest and meal stops are made, providing ample time for those who wish to smoke. Observance of this requirement helps assure the well being of all members of the tour.
Incidental Charges: While staying at your lodging, costs you incur for phone calls, room service, cable TV movie charges, in-room bar, laundry, and other special services are your responsibility. Please take care of these charges as soon as possible, either the night before or on the morning of departure, being mindful so that your tour’s departure is not delayed.
Guaranteed Share Travelers: Travelers who take advantage of Mayflower Cruises & Tours’ Guaranteed Share Program will be introduced by the Tour Manager on the first day of the tour. When using our Guaranteed Share Program, please expect to have a roommate. In those very few situations where we are unable to match you with another traveler, you will be informed on the first day of the tour. GUARANTEED SHARE TRAVELERS MUST BE NON-SMOKERS, which includes the use of e-cigarettes. Additionally, C-PAP machines may not be used by Guaranteed Share Travelers, and handicap accessible rooms may not be requested.
Seat Rotation Guideline: Mayflower Cruises & Tours requires its tour managers to administer a daily seat rotation program to allow each traveler an equal opportunity for viewing the sights from different perspectives and give to everyone the opportunity to become acquainted with fellow travelers as you circulate throughout the motorcoach. We expect your cooperation in adhering to our seat rotation policy. Exemptions to the seat rotation requirement will only be considered for passengers who provide a doctor’s note stating the need for such. Please note that the seats in the first row of the coach are reserved exclusively for tour managers and step on guides.
Reusable Waterbottles: In an effort to reduce waste of single use plastic water bottles and be more environmentally conscious, Mayflower is proud to provide each traveler with a reusable water bottle. We have made it part of our mission to reduce our carbon footprint starting right here in our own backyard. You can expect your tour manager to provide you with a brand-new bottle on the first day of your tour and you will have the opportunity throughout each day to refill your bottle.
Itinerary Changes: From time to time, circumstances require changes in the order of events or attractions visited. Your Tour Manager will announce any changes.
Liability: Mayflower Cruises & Tours is unable to assume liability for loss or damage due to breakage, theft, hotel or carrier handling. We are not able to accept responsibility for any losses or damages to personal property or for injuries, illnesses, expenses or damages incurred by any tour member.
