Frequently Asked Questions | Hunter Douglas Windows to the World

QUALIFICATION

Q: Can I switch my trip (before the qualification period is over)?
A: Please request this directly with your fabricator. Trips can be switched based on availability at the time of your request, but your fabricator must make the request to us directly.

Q: Can I switch my trip (after the winners have been announced)?
A: In some cases this is possible, but cannot be guaranteed. Your fabricator will be able to advise you about the options available.

Q: My fabricator has advised me that I earned a partial buy-in. Where do I send the money or find out the amount due?
A: Partial buy-in payments are sent directly to your fabricator. Your fabricator will advise you of the exact amount due for your partial buy-in. If you have not received this information, please contact your fabricator directly.

Q: I sent my fabricator the money for my partial buy-in. Why do you show only ½ a trip?
A: While your online reservation form may only note a ½ trip, we automatically treat it as a full trip and assume that payment has been made to your respective fabricator.

Q: I'd like my friends to join us on the trip. Can they book through you?
A: Based on availability, your friends may "buy-in" to your Windows To The World trip. Simply indicate the request when you register online. Buy-in prices are listed both on the registration form and on a page called "Additional Trip Costs" on the trip registration website (not this website). You may also contact Travel Headquarters or your fabricator directly for buy-in prices. Unfortunately, we can only assist travelers with the purchase of the entire group trip.

Q: Why are there charges for my children to go on the trip if the room is already taken care of and only a couple of meals are involved?
A: Our suppliers charge us for each person attending the trip. This includes all group meals, round-trip airport transfers, tours or other group activities, service charges, gratuities for bellman, maids, porters, etc. When we are charged, we must pass along those costs to you.

TRAVEL RESERVATIONS

Q: I never received information on how to register for my trip. What do I do?
A: Invitations to register are sent to the email addresses we have on file. Please contact Travel Headquarters directly at (800) 431-8497 and we will be happy to verify your email address and resend the invitation.

Q: My name is misspelled on the online reservation form. Do I need a new invitation?
A: It is not necessary for you to receive a new invitation. Simply make the changes directly on the online form when you complete it.

Q: The people listed on the reservation form are not traveling. Can you send a new invitation to me?
A: It is not necessary for you to have a new invitation. Simply change names of the people who are listed on the online form to the new names. Make sure that all other information, such as the shipping address and contact numbers, corresponds with the new names. Most importantly, you will need to notify your fabricator to let them know that the original winner will not be traveling and advise them of the replacement.

Q: I've already sent you my guest's name, but now that person cannot travel. Can I give you a replacement?
A: Changing a traveler's name is never a problem, as long as the airline ticket has not been issued. Please send the new traveler's name in writing via email to the Program Coodinator listed on the trip registration website. Please remember to provide all pertinent information concerning the new traveler's proof of citizenship and proper name spelling. If the airline ticket has already been issued, we will determine if a name change is possible and if any name change penalties apply. You will be notified of any additional charges once we receive the new traveler's information.

Q: When will we receive our travel documents?
A: We ship travel documents from our offices two weeks prior to the group's departure date. All travel documents are sent via Federal Express two-day service. Be sure to provide us with an address where Federal Express packages can be received and signed for. We cannot ship travel documents to Post Office boxes.

Q: Is it possible to upgrade my accommodations at the hotel or on board the ship and when can I do this?
A: Please contact Travel Headquarters directly for upgrade availability and the additional costs involved. We can confirm upgrades for you after we have received confirmation from your fabricator that you have earned the trip.

Q: I already gave you my credit card number. Why do I have to submit it again?
A: We can only charge your card for the amount that was authorized when you completed your online travel reservation form. You will be invoiced for any additional charges that exceed that authorized amount noted on your form. For your protection, we require that you provide us with written authorization for every charge made to your credit card.

Q: I would like to extend my stay before or after the trip. How do I do this?
A: We would be happy to assist you in extending your stay. The online travel reservation form allows you to indicate additional travel dates. If you do not have enough room, or require special arrangements, please email the program coordinator and air manager who are assigned to your trip. You will find this information on the trip registration website. When we receive your request, we will determine flight and hotel availability pertaining to your request. For your protection, we email you a copy of your airline itinerary to you and require that you return it to us prior to issuing non-refundable tickets. We will never issue non-refundable airline tickets without receiving back your signed and approved airline itinerary. Additional costs associated with extending your stay will be your responsibility, and your credit card will be charged for these costs when you submit your online travel reservation form; however, additional air charges will NOT be charged to your credit card until you have approved your air itinerary. If your air itinerary does not meet your approval and you cancel your extention plans because of this, we will immediately issue a credit for the additional hotel/extension costs incurred.

Q: When will my credit card be charged for trip extensions and tours?
A: Usually credit cards are charged upon receipt of your online travel reservation form. Payments for additional airfare costs due to trip extensions are charged upon your written approval of the airline itinerary. Charges to your card will appear under the name "United Incentives" unless you are advised otherwise.

AIRLINE TRANSPORTATION

Q: Can I request a specific airline for travel to my destination?
A: We will do our best to accommodate your requests. Keep in mind, however, that we have specific group blocks of seats from major cities at special group rates. Should your preferred airline be available for travel to the destination, there may be additional costs involved if we cannot obtain the same airfare on the specified airline. These additional costs are your responsibility.

Q: Can I change the airport that is listed on my form?
A: We have preassigned an airport gateway nearest to the city where your business is located. In some instances, where there is more than one airport in your driving area, we may choose an alternate airport for you due to flight schedules or availability. However, if you wish to travel from an airport other than the one listed on your online travel reservation form, you may change it when you complete your registration. While we cannot guarantee that we will be able to fly you from your requested airport, we will certainly do our best to accommodate your request.

Q: Can I upgrade my airline ticket using frequent flyer miles?
A: Each airline frequent flyer program has its own set of rules pertaining to upgrades. We recommend that you email the air manager assigned to your trip to inquire about your particular frequent flyer program and whether or not your travel qualifies for an upgrade.

Q: How can I confirm the airline seats that I've requested?
A: As long as there is no additional charge, seat assignments are requested with the airlines based on your preferences. Please keep in mind that seats are assigned by the airlines on a first-come, first-served basis and that your first preference may not be available. Unfortunately, we cannot guarantee bulkhead or exit row seats as these are strictly controlled by the airlines. Most airlines assign these seats on the day of travel only.

Q: I've just called the airline and they do not have my reservation. Why?
A: Your reservation is most likely part of a group block of seats that has been reserved for Windows To The World travelers. Depending on airline policy, names for these group blocks are not normally submitted to the airlines until approximately two weeks prior to departure, even though your tickets have been issued. If there is no additional cost, seat assignments are made from our block after the airline receives all the group names.

Q: I've just called the airline. Why don't they show my complete flight itinerary?
A: Flights from major connecting cities to your destination have most likely been reserved on a special "Windows To The World" block. The names for those flights normally are not submitted to the airlines until approximately two weeks prior to departure. If your travel originates from a smaller airport city, then your "feeder flights" have been booked through a normal airline booking process. Once the airlines receive your name(s) for the group flight, they will merge the two segments together to create one cohesive record and, in most cases, one airline ticket per person traveling.

Q: Why is there an air itinerary change penalty when I completed my online registration form as soon as I received my email invitation?
A: We block airline seats on specific flights to the destination almost a year in advance of the trip, due to high volume and capacity controls on the aircraft. A deposit is paid for each seat reserved for the group and is retained by the airlines if the seats are not utilized. We pass this charge along to any travelers who choose to extend their stay, thereby vacating seats for which we are responsible.

Q: What happens to my ticket if I miss my flight on the day of travel?
A: If you miss your outbound flight and still wish to fly on the same day, it is imperative that you contact your airline as soon as you know you will not make the flight. This way, the airline can reschedule you on the next available flight and advise you of any change/cancellation penalities that may apply. If you do not contact the airline, they reserve the right to invalidate your ticket and cancel your remaining flights, and you may be obligated to purchase an entirely new ticket at the current fare. Each airline's policies vary, however, and are subject to change. Be sure to contact Travel Headquarters as well, so we will be aware of any changes in your arrival times to the destination.

Q: What happens if I have a non-refundable ticket and I don't go on the trip?
A: You must contact the airline directly since the rules for changing a non-refundable ticket vary from airline to airline.

Q: What is the recommended check-in time at the airport?
A: You should plan to check-in at least two hours before departure when traveling internationally and one hour prior to departure for domestic flights. We recommend that you check with your airline directly for their specific recommendations, particularly if you have a very early morning departure. Keep in mind that most airlines will deny boarding to passengers who are not at the gate 30 minutes prior to departure.

Several airlines offer online check-in for domestic flights as well as on some international flights. Most airlines require a frequent flyer account number and pin number. To see if online check-in is available on your flight(s), you may contact the airline directly via phone or the Internet.

Q: What is the baggage policy?
A: We recommend that you check with the airline directly for their specific policies to avoid any misunderstanding or inconvenience, since the baggage allowances and any associated fees vary from airline to airline and may also be dependent upon your travel routing.

PASSPORTS/PROOF OF CITIZENSHIP

Q: Do I need to have a passport to leave the country?
A: In order to exit or enter the United States, you must have a valid passport. You will not be permitted to board any international flight without one. If you are in doubt about the entry requirements for a particular destination, please contact Travel Headquarters.

Q: Where do I apply for a passport?
A: You can apply for a passport at any of the official Passport Agencies in Boston, Chicago, Honolulu, Houston, Los Angeles, Miami, New Orleans, New York, Norwalk (CT), Philadelphia, San Francisco, Seattle or Washington, D.C. In addition, you can apply for a passport at your local county courthouse or larger post offices that accept applications. Please check online or contact your local post office to find out exactly which location in your area accepts passport applications. It can take approximately six to eight weeks to have a passport issued and/or renewed, so plan accordingly.

Q: How do I apply for a passport?
A: Obtain a passport application from Travel Headquarters, an official passport agency, county courthouse or local post office. Once you complete the application, you will need two passport-size photos, an official copy of your birth certificate, an additional photo ID, and a check or money order for the passport fee as outlined on the back of the application. First time applicants must appear in person. If you are renewing your passport, you can do so by mail.

Q: Why do you need my passport information again? Don't you keep this on file?
A: For your protection and privacy, we do not retain this information from program to program.

Q: Are there any special requirements for only one parent leaving the country with minor children?
A: Most airlines and countries require that parents traveling solo with minor children carry a notarized "consent to travel" letter from the parent not traveling, giving the traveling parent authorization to leave the country with the children.

Q: Why do you need our passport numbers so far in advance of the program?
A: The airlines now require that this information be placed in your airline record in advance of ticketing.

DURING THE TRIP

Q: What do I do if my checked luggage does not make it?
A: See an airline representative to file a lost baggage claim before you leave the airport. Even though the airline will deliver your luggage to you at your final destination, please advise the Windows To The World travel staff of your situation for additional assistance. If you are going on a cruise, the airline will try to deliver your bags to the first port-of-call. Any monetary compensation for delayed baggage is between you, the airline and/or any travel insurance that you may have purchased.

Q: I have friends who will be staying in the area or at our hotel while we are on the trip. Can they join us for a meal or a group activity?
A: Unfortunately this is not possible due to the exclusivity of the Windows To The World trips. All individual trip inclusions such as meals, group activities or tours, and transfers are for the winners and their qualified or paid guests of the program only. That's what keeps these trips so special!

Q: Why is it necessary to wear my name badge to all the group functions?
A: You are requested to wear your name badge so that you can be identified as a member of the group and so that you have the ability to recognize other members of the group. During certain trips where dinners or events are held outside, name badges help to identify you as part of the group to servers and travel staff.

Q: If I travel ahead of the group, how do I get to the group hotel or ship?
A: Depending on the destination, we recommend taking a taxi. We also recommend that you establish an acceptable fare before getting in the taxi. If there is a better way to reach your destination (in cases where the transfer is unusually long), we will advise you of the alternatives when you receive your travel reservation kit.