Creating Custom Trips

What kind of groups do you work with?

We typically work with, but are not limited to, groups such as:

  • Catholic Apostolates and Organizations

  • Corporations and for-profit businesses 

  • Parishes

  • Schools and Universities

  • Influencers and other self-initiated groups

Are you able to do trips anywhere?

We have a wide range of contacts in many regions of the world. Don’t hesitate to inquire about a possible custom itinerary.

What does it take to get a trip started?

Every trip starts with an exploratory conversation and checking the calendar for availability. If we are able to move forward with your desired trip, we will start looking at flights and building out a budget based on your estimated number of travelers. We will work with you to learn about your priorities and how we can successfully accomplish your “end goals.” 

Required Deposits:

  • REFUNDABLE AIRFARE DEPOSIT: Some airlines require a deposit payable directly to the contracted airline via credit card. This deposit will be your responsibility but will be refunded by the airline when travel has ended if the final number of contracted seats are utilized.

    • Deposit on the airfare is generally $50-$100 / seat.

  • ENCOUNTER TRAVEL BOOKING DEPOSIT: This booking deposit allows us to place holds for on-the-ground travel arrangements and other accommodations necessary for the group. The amount of the deposit varies based on the type of the trip.

What are your responsibilities once a trip is established?

  • Proactive recruitment to fill the estimated number of participants. 

  • Provide a point of contact / liaison for the trip who is available to meet at least weekly (sometimes less during initial phases of the trip, sometimes more during final run up to the trip).

  • Collaboration to create the “formative thread” for your trip including which talks will be given during the trip. NOTE: We can play a significant role in this component of the trip, or a lesser role depending on your desires.

Is there a minimum group size?

Based on group contracts for airfare, a minimum group size is typically 10. This can vary depending on the type of trip. 

We can offer high-end, personally guided travel for smaller groups.

What’s Included

All trips are custom built to accommodate the character and desires of your group. What’s included may vary based on the itinerary, but trips typically include:

Pilgrimage:

  • Group airfare out of your desired US departure city

  • Group travel insurance

  • Double occupancy hotel room with breakfast included daily 

  • All ground transportation

  • Either lunch or dinner meal as a group each day

  • All tours

Missions: 

  • Group airfare out of your desired US departure city

  •  Group travel insurance

  • All ground transportation

  • All mission-appropriate accommodations

  • All meals

  • All supplies for service projects or medical missions

Not included:

  • Passport, visa fees, and other documents needed for international travel

  • Immunizations

  • Transportation to the city of departure

  • Personal incidentals 

  • Occasional optional entertainment activities

Participation

Are there physical limitations to the trips?

Mission trips and pilgrimages can involve tiring international travel, rigorous physical activity, and environmental conditions, food and accommodations differing from those in the United States. We would ask you to discern these realities in light of any health conditions (mental or physical) that could affect your participation in this trip. We will do our best to accommodate individuals with special needs. 

At times there may be concrete issues out of our control that would endanger participants with special needs (for example, a lack of electricity to refrigerate insulin etc.). Please bring special needs to our attention right away so we can work to accommodate as best as possible or help you discern the viability of participation on a given trip. Our top priority is your safety.

I’m not Catholic, can I go on a trip?

We welcome participants at all points in their faith journey and any Christian denomination. Our trips are specifically Roman Catholic and the formation delivered fully aligns with the teachings of the Church. We ask that all participants be willing to respect this distinct nature of the mission or pilgrimage. If you are not Catholic, again you are very welcome on the trips and we are enthusiastic to have conversations about faith and answer any questions about Catholicism that might come up. As a participant, we request participation in discussions on faith and group prayer but if you’re not Catholic, you will not be required to participate in distinctly Catholic activities such as praying the rosary or attending Mass.

Travel Logistics

Can I make my own travel arrangements independent of the group?

Because of the budgeting structure of the trip and usage requirements for airline tickets, hotel occupancy, and ground transportation, all travelers must travel on the contracted group airfare and utilize the group travel arrangements.

Trip extensions / deviations on the return flight are occasionally allowed in group air contracts. In this case the cost of the airline tickets would be subject to the difference in airfare and additional fees. Travel insurance would only be valid for the duration of the group travel.

Safety

Encounter Travel partners with local organizations and hosts who have a keen sense of awareness of local realities on the ground. We are in continuous discussion with our hosts about safety issues and make efforts to mitigate risks. 

Our leaders are highly experienced and highly trained in leading groups abroad. We constantly monitor situations on the ground and consult with professional security experts to ensure that travelers are as safe as possible. 

Every trip is registered with the United States Department of State. 

Every traveler in a group has a travel insurance policy that includes professional travel medical assistance.

If safety or security circumstances have changed since the trip was booked, we will not hesitate to cancel or re-route a trip. 

On the whole, we strive to mitigate risk to the greatest degree possible while still maintaining great cultural experiences and an authentic encounter with the local people we are striving to love and serve.

Resources

U.S. Department of State, Bureau of Consular Affairs

We highly encourage every trip participant to visit the U.S. Department of State, Bureau of Consular affairs (www.travel.state.gov) to familiarize themselves with all information provided about the country / countries you will be visiting on an Encounter Travel arranged trip.

U.S. Center for Disease Control and Prevention (CDC)’s Travelers’ Health

We also highly encourage every traveler to visit the U.S. Center for Disease Control and Prevention (CDC)’s Travelers’ Health website (www.cdc.gov/travel) to learn about the health risks and recommendations for the country / countries you will be visiting on an Encounter Travel arranged trip.