The Epic Planning Process
The Epic Booking Experience
Every booking begins with a phone call. This is imperative as it allows us to get an idea of what you are looking for in your holiday. Getting to know a little about your past travel adventures, normal travel style, who is travelling, a date window for travel, preferred destinations, your interests and desired activity levels and an idea of budget are crucial for us to customise an itinerary.
Following the initial conversation we set to detailing an outline plan. We design the itinerary, check availability at hotels/lodges we would like to include in the itinerary, outline suggested touring and prepare a preliminary cost. We send this through in an on-line full colour itinerary.
Once you have reviewed the content we arrange for a follow-up call. This allows us to garner feedback so that we can further fine tune the itinerary to ensure it is exactly what you are looking for. This step can sometimes take a little while “to-ing and fro-ing” on email and chatting on the phone. This step is essential for us to condition you to what is potentially ahead.
When you are happy with the itinerary we invoice for a deposit. At this point we will send a link to an online Client Information Form detailing personal particulars, dietary requirements, travel insurance details, passport copies etc.
90 days out from travel we set to finalising all arrangements. This includes invoicing for final payment and sending through a final itinerary inclusive of a list of what you need by way of preparation for the trip; visas, medical, packing suggestions, key contacts whilst you are travelling, booking confirmation numbers and other snippets of wisdom.
A couple of weeks prior to travel we will be in touch again to arrange a call for a final briefing and allow you the opportunity to ask any questions. This step is vital as it allows us to further put you in the picture as to the adventure in store. It also allows us to make any last minute tweaks to the programme should you wish.
Throughout your travels, we will keep a close eye on your progress. We are available for a call at any point should you need help.
When you return home we will be in touch. We are obviously very keen to hear how the trip went. Ideally we like to try and do this again on the phone, or better still, if practical, in person. Getting your feedback helps us improve our service and ensure everything is perfect for your next trip with us! At this point we will also ask you to share some of your pictures.
Please note; At any point during the whole booking and travel process we are available to speak. Our service is what sets us apart and we find talking directly with clients is better than an interminable trail of emails.
Kokoda Track, Papua New Guinea
“The organisation undertaken by Epic leading into our trek over the Kokoda Trail was first class. In the months leading up to our departure there was consistent communication in regard to not only having relevant arrangements and gear ready for the trek, but ensuring we were physically prepared for the trip and doing some training. Then prior to the trip, Brad flew himself and our tour guide to Sydney to personally undertake a briefing and meet everyone prior to leaving. It was personal and professional and we were in great hands. Needless to say we had an awesome trip…thanks to all at Epic for a trip myself and my son will remember forever!”
A. Martin, 2016