Booking Family Clients

As a home-based travel agent you need to familiarize your family clients with the practical issues involved when flying to their destination. There are possible legal issues involving both the U.S. government and the country these families are visiting if the trip includes overseas travel.

Understand the guidelines when traveling abroad with children: The U.S. Department of State has a Children’s Passport Issuance Alert Program (CPIA), which is a service for parents and legal guardians of minor children. It enables the State Department Office of Children’s Issues to notify a parent or a court-ordered legal guardian before issuing a U.S. passport for his or her child. In order to participate in the program, the parent, legal guardian, legal representative or court of competent jurisdiction must submit a written request for entry in the child’s name with the Office of Children’s Issues.

If the child is leaving the country with one parent or guardian and the other parent or guardian, if any, is not accompanying the child on the trip, it is necessary to obtain a notarized statement of consent for the trip from the parent or guardian not traveling. In circumstances when neither parent nor guardian is accompanying the child or children, such as a school trip, a teen tour or similar travel arrangements, the parents or guardians need to provide a letter authorizing travel. Again, this letter should be notarized.

Get medical treatment permission for kids traveling without parents: It is important to remember that parents or legal guardians who are not going to be with their child or children when they leave the country must provide a medical authorization form for their children. This will allow either the relatives that are with them or the leader of the group to authorize medical care and treatment, as needed, on an emergency basis. Without this documentation, it may be very difficult to obtain medical treatment in a foreign country.

Know that families may have to pay extra to guarantee seats together: Parents flying with their children in the U.S. need to make a decision as to whether they are willing to pay extra to guarantee getting seats together onboard the aircraft. Most airlines today charge an extra fee for a specific seat on the plane, whether bulkhead or emergency row, or charge a fee for an advanced seat assignment, which is issued prior to arrival at the airport.

While Southwest Airlines still boards families with children under the age of 4 together, there have been numerous and well-reported situations on other airlines in which families have been unable to sit together because they have not obtained advanced seat assignments or paid a fee in addition to the ticket price. Airlines have an absolute right, under existing statutes and regulations, to charge whatever fee they deem appropriate with regard to seating so that families traveling together need to factor that cost into their planning.

Most airlines generally will try to accommodate a family that is trying to sit together, again without payment or fees in advance, but there is no guarantee that this will actually occur. The key thing to remember is that it is solely within the discretion of the airline as to whether to charge a fee for a seat location or a specific seat on the aircraft.

All U.S. airlines also require a seat for any child 2 years or older. Those younger than 2 can travel as a “lap” child without the payment of additional fees. But if the parent intends to take an infant seat on the plane, the airline will require payment of the full fare for that seat.

Check with healthcare providers about medical coverage while traveling: Parents traveling within the U.S. whose health insurance is provided through an HMO should check with their health insurance provider to determine what medical services, if any, might be available at the destination where they will be vacationing. If there are no affiliated services, they need to determine how they will be reimbursed for any medical expenses that are incurred. While no one likes to think of such details when getting ready for a trip, in my experience, parents or legal guardians who have made the necessary inquiries ahead of time will find it is an easier process in the unlikely event that medical care is needed.

While most families do not encounter many of the issues raised above, it is worthwhile to be prepared and plan ahead in order to address problems if they do arise.