FAQ

welcome berlin tours is a fully licensed and insured tour operator and destination management company based in Berlin, Germany, specializing in school and group tours throughout Germany and Europe. We provide comprehensive travel solutions including accommodation arrangements, program planning, transfers, public transportation coordination, and customized itineraries for groups to both schools directly (B2C) as well as and tour operators (B2B).

We handle groups ranging from 10 to 500 participants, with experience managing both intimate groups and large delegations.

The sooner you book, the better, especially for travel during the peak season (April–October) and for larger groups. Many of our groups book up to a year in advance. We recommend booking at least three to six months in advance. However, depending on availability, we can often accommodate requests at shorter notice.

You will receive an initial response to your inquiry within 24 hours.

Our prices always include applicable taxes such as VAT. Please note that some cities charge a mandatory city tax (tourist tax/accommodation tax), which may or may not be included in the quoted price depending on local regulations and payment procedures. We will clearly indicate on each quotation whether city tax is included or not.

Our quotations are typically valid for a few days to one week from the date of issue. After this period, we may need to reconfirm availability and pricing, especially for accommodation.

An option temporarily reserves services without obligation, typically held for 7 days (specific deadline will be stated in the offer). A confirmed booking requires a signed contract and deposit payment, guaranteeing your services.

To provide an accurate quote, we need:

• Number of participants (students/adults)
• Desired travel dates, alternative travel dates
• Preferred destination(s)
• Transportation needs (own bus, plane, train, or require transfers)
• Accommodation preferences
• Meal preferences (breakfast only, half board, full board)
• Special interests or program requirements
• Budget per person

We require a written booking request. Once the booking is confirmed by our suppliers, you will receive confirmation.

For tour operators, the contract is typically established between welcome berlin tours and the agency. The agency then has its own contract with the end client. For direct bookings, the contract is with the group organizer or institution. We can discuss alternative arrangements based on your specific needs.

As a DMC (Destination Management Company) and incoming tour operator, we act as the organizer for services within Germany and Europe. We are responsible for the proper execution of booked services and work with partners. Detailed liability terms are outlined in our general terms and conditions and booking contract.

Payment terms will be outlined in your quotation/contract.

We accept wire transfers. On request credit card payment is possible (additional fees apply).

Cancellation terms vary depending on the services booked and timing. Standard cancellation policies will be clearly stated in your contract.

Final travel documents, including vouchers, detailed itineraries, and emergency contacts, are typically sent 2 to 3 weeks before arrival.

We provide:

• Detailed day-by-day itinerary with timings and meeting points
• Hotel vouchers with addresses and contact details
• Transfer vouchers and driver contact information
• Activity vouchers and entrance confirmations
• Emergency contact number (24/7 hotline)

We require the final participant list (including names, dates of birth for minors, any special requirements, and dietary restrictions) no later than 4 weeks before arrival. For school groups, we generally receive the final room breakdown 2 weeks prior to arrival.

We do our best to accommodate last-minute requests, though this depends on availability and may incur additional costs. Please contact us as soon as possible if changes are needed.

Yes! We organize all types of transfers including airport pickups, train station collections, and transportation between cities. We can arrange coaches or provide public transportation tickets depending on your group size and preferences.

We work with a wide range of accommodations including youth hostels, budget hotels, mid-range hotels, and higher-end options. For school groups, we often arrange youth hostels or student-friendly hotels. We'll recommend options that match your budget and requirements.

Yes, we can arrange various room types including single rooms for teachers/group leaders, twin rooms, multi-bed rooms for students, and accessible rooms when needed.

This depends on your preferences and budget. We can arrange anything from bed-and-breakfast to full board (breakfast, lunch, and dinner). We'll discuss meal options during the planning process.

Yes, we work closely with our accommodation and restaurant partners to accommodate vegetarian, vegan, allergy-related, and other dietary requirements. Please note that halal and kosher options are generally not available in Germany. Please inform us of any restrictions when booking and will we do our best to accommodate them.

We create diverse programs including:

• Historical and cultural city tours (coach/by foot/bike/boat)
• Museum visits and workshops
• Educational programs and lectures
• Memorial and historical site visits
• Sports and recreational activities
• Theme parks and entertainment
• Industry visits and company tours
• Language courses

Yes, we work with experienced, licensed tour guides who speak multiple languages. Guides can be arranged for specific activities or for the duration of your trip.

We provide transparent pricing with all costs clearly outlined. Entrance fees can be included in the package price or itemized separately, depending on your preference.

Your main contact person at welcome berlin tours remains available during business hours for any questions, confirmations, or support needed. For emergencies outside business hours, our 24/7 emergency hotline is available. Your group will travel independently using the detailed itinerary and vouchers we provide.

Contact your main contact person at welcome berlin tours, and our team will resolve the issue from our office. We coordinate directly with our local partners (hotels, activity providers, transport companies) to find quick solutions. In cases of flight delays, extreme weather, or other force majeure situations, we work to rebook services, find alternative arrangements, or adjust the program as needed. While we cannot be held liable for circumstances beyond our control, we do everything possible to minimize disruption and find practical solutions for your group

As the group will be travelling independently, the group leader is responsible for checking in. In the event of a train or plane departure, we will coordinate check-out times and transfers in advance. All necessary information regarding check-out procedures, security deposits and departure details will be included in your travel documents or provided upon check-in.

We value your feedback! After each tour, we welcome your input so that we can continuously improve our services. If any issues arise during your trip, please inform us directly and notify the reception staff at your accommodation of any faults. We take all feedback seriously and work to resolve any concerns promptly and fairly.

Final invoices are normally issued within 3 weeks of tour completion. This includes any additional costs not covered in the original booking or credits for unused services.

Our standard approach is to work exclusively through the agency partner, respecting your client relationship. Direct contact with end clients only occurs if explicitly requested or in emergency situations during the tour. We'll always keep you informed.

We are fully GDPR-compliant and handle all personal data in accordance with EU regulations (please see our data protection page). When working with agencies, we process client data only as necessary for service delivery and maintain confidentiality. Data processing agreements can be provided upon request.

Yes! For agencies with regular business, we offer framework agreements with preferential terms, priority handling, and dedicated account management. Contact us to discuss partnership opportunities.

We generally do not work on a commission basis. We provide non-commissionable net rates. If you would like to discuss partnership terms for commission-based work, please contact us directly.

Yes, we can provide sample itineraries, destination information, images, and promotional materials to help you present our services to your clients.

For long-term partnerships, we can arrange familiarization trips or site inspections. Please contact us to discuss this option.

Our business languages are English and German. We also have French and Spanish speaking colleagues. Guide services we can arrange in various languages as needed.

While we cannot provide official visa advice, we can supply invitation letters and documentation to support visa applications.

We stay updated on current health and safety regulations and will inform you of any requirements. We can also arrange accommodations and activities that meet specific health and safety standards.