Frequently Asked Questions
Accommodations, Registration, Flights, Insurance & Passports
Accomodations
01Where will our group be staying while on pilgrimage?
Our adult groups will stay in beautiful four-star hotels (unless otherwise noted) complete with nearby tour bus access. Our student groups will stay in religious guest houses providing simple but comfortable accommodations.
02What type of rooms will we have on pilgrimage?
Most pilgrims will be in double occupancy rooms at the hotels. On our adult trips, there are a limited number of single occupancy rooms for an extra fee if a pilgrim would prefer to room alone. All rooms will have a private bathroom. Chaplains will be given their own single room.
03Can I request something other than a double or single occupancy room?
04On student trips, can you guarantee that married couples coming as chaperones will be able to room together?
Unfortunately, we cannot guarantee that married couples will be able to room together on student trips. This is simply because of the accommodations that are secured for our student trips, which are most often religious guesthouses. It is also due to the chaperones needing to be on the same floor as the students, which are often divided by gender and on different floors.
05Can these hotels and restaurants accommodate my dietary restrictions?
Yes, we have a lot of experience in making this accommodation. We are happy to communicate with our hotels and restaurants to make sure that all dietary restrictions are met on site.
06Are European hotels to the same standard as American hotels?
Our European hotels will provide all the amenities needed for a comfortable and restful stay while on pilgrimage. It should be noted that almost all European hotels, even luxurious ones, tend to have smaller rooms with less square footage than typical American hotels. This also applies to most elevators in European hotels as well.
07Is porterage included in our hotel stay?
Please refer to your trip’s brochure to see a comprehensive list of inclusions and exclusions in your trip’s cost. The inclusion of porterage varies by pilgrimage.
08Will our hotel have bus access?
Our hotels will typically have tour bus access or will have tour bus access within a short walking distance. This is a key factor when we choose hotels for our pilgrims.
09Will there be an elevator in our hotel?
Most hotels will indeed have an elevator for your convenience. However, European hotels frequently do not have as many elevators as American hotels. It is common for one European hotel to have only one or two elevators servicing the entire hotel.
10Will our hotel have air conditioning?
If you are on an adult tour, your accommodations will have air conditioning. Not all student tour accommodations will have air conditioning.
11Will I be able to charge my phone or electronic devices at the hotel?
Yes! Please remember to bring the correct adapter and voltage converter for the country you are traveling to, then you will be able to charge your devices at your designated hotel. The bus will likely not have outlets to charge your devices during the day, so you may need to bring a portable battery pack.
Registration
01How do I register?
Head to the webpage for your trip and click the “Register Now” button. It will take you to the registration form. Each traveler needs to complete and sign a registration form.
02How do I pay my registration deposit?
Within 2 business days of completing your registration form, you will receive your invoices (from reply@vcita.com) at the email address you provide on the registration form. The deposit is due upon receipt. Please note that if this deposit is not paid within one (1) week of being issued, your place on the trip will be forfeited.
To pay, go to: https://ipn.paymentus.com/rotp/romc and enter your invoice number and payment amount. You’ll be able to pay by check (no fee); e-check ($2.00 fee); card or PayPal (3% fee). Checks can be made out to ProRome Tours and sent to: 175 S. Pantops Drive, Suite 206, Charlottesville, VA 22911.
*If you do not receive an invoice within 2 business days, check your other email folders (spam, promotions, junk, trash, etc.). If you have trouble locating it, contact us.
03How do I get placed on a waiting list for a full trip?
Email us at office@prorome.com with the traveler names, emails, and phone numbers.
04How do I pay for my trip installments?
Within 2 business days of completing your registration form, you will receive your invoices (from reply@vcita.com) at the email address you provided on the registration form.
To pay, go to: https://ipn.paymentus.com/rotp/romc and enter your invoice number and payment amount. You’ll be able to pay by check (no fee); e-check ($2.00 fee); card or PayPal (3% fee). Checks can be made out to ProRome Tours and sent to: 175 S. Pantops Drive, Suite 206, Charlottesville, VA 22911.
05How do I check my outstanding balance?
In the invoice email, click the “View Online” button. Alternatively, click the link here and enter the email address that your invoices were sent to.
Flights
01Airfare FAQs
Click here to view Flight FAQs
Insurance
01How do I get a travel insurance quote?
We issue every traveler a complimentary travel insurance quote from Allianz within one week of registration.
02Where can I go for more information about travel insurance?
See here for more Travel Insurance information.
Passports
01When should I apply for a passport?
Now! The processing times are unpredictable and can take upwards of 4 months.
02How do I apply for a passport?
Go here to see your options
03How much does a passport cost?
04How long is the passport application or renewal process?
Routine- 6 to 9 weeks
Expedited- 3 to 5 weeks
Expedited at Agency- Must have international travel within 14 calendar days, call 1-877-487-2778 to make an appointment. PLEASE NOTE THAT THIS IS NOT GUARANTEED AND IS SUBJECT TO AN APPOINTMENT BEING AVAILABLE. WE DO NOT RECOMMEND THIS OPTION.
05How long does my passport need to be valid for?
At least 6 months after your return date
06When do you need my passport information?
As soon as possible! If you have a passport, upload it here as soon as you are registered. We are required to send passport information to hotels and airlines as early as 4 months before the trip.
If you do not have a passport yet, send us your full name and date of birth as they will appear on your passport at office@prorome.com.
07How do I renew my passport?
Go here to see your options
08How do I expedite a passport application/renewal?
Visit here for more information
What if my application was already submitted? “You can upgrade your application from routine processing to expedited processing for an additional $60. You may also choose to add a 1-2 day delivery service of your completed passport book for an additional $19.53. We only send cards via First Class Mail. Call the National Passport Information Center at 1-877-487-2778 (1-888-874-7793 TDD/TTY) and ask to upgrade your application service type. You’ll need either your application number or your last name and date of birth, as well as your credit card to pay the $60 expedite fee.”
09How can I check my application status online?
You can check your status online using the State Department’s Online Passport Status System. It may take 2 weeks from the day you apply until your application status is “In Process.” During these 2 weeks, your application is delivered to a mail facility, your payment is processed, and your application is scanned and sent to the State Department. If your passport status update says “Not Available,” your application and supporting documents are safely on their way.
10Is there a number to call with questions about the process?
1-877-487-2778
Here is the contact page for the U.S. Passport Service
11When do I get my documents from my application back?
It may take 8 weeks after you receive your new passport for your supporting documents (e.g. birth certificate or previous passport) to arrive. If you have been waiting more than 8 weeks, contact the National Passport Information Center at 1-877-487-2778 to report that you have not received your documents.
12How do I make an appointment at a passport center?
Make an appointment for free by calling 1-877-487-2778 or TDD/TTY 1-888-874-7793. Please do not attempt to book duplicate appointments.
See here for more information
13Do I need a passport card or book?
In order to cross an international border by air you MUST have a passport book. Passport cards can only be used when crossing the land border between the USA and either Canada or Mexico.
14Does ProRome have any connections with the passport agency to facilitate the processing of my application?
No, we cannot help you with your passport application process.
If you are within one month of travel and have not received your passport, contact your local congressman’s office and have them assist in expediting it. If you need to present your flight itinerary as proof of travel, reach out to us at office@prorome.com.
15What happens if my passport does not come in time?
You cannot travel internationally without a valid passport. You are fully responsible for your passport arriving in time. Our normal cancellation policy applies. Most travel insurance policies do NOT cover cancellation due to passport issues (see your policy for details).
16I received a letter regarding my passport application.
Visit here for guidance
17Are there third party services to expedite passports?
Yes, here is one example. Before using a third party service, check to make sure they are legitimate.
18I lost my passport, what do I do?
Visit here for guidance
19Where do I go if I have other passport questions?
For other passport FAQ’s visit here
2020 My passport has not come yet even though it says it was issued.
Contact the National Passport Information Center. A Customer Service Representative will confirm the date your passport was mailed to you, the address to which it was mailed and, if necessary, help you report that you did not receive your passport. You have 90 days from the date your passport was issued to report that you have not yet received it. If you do not report it within 90 days, you will be required to reapply and submit the full passport fee.