Everything you need to know about how we operate — our process, exclusivity commitment, payment terms, and cancellation policy.
We've refined this workflow over 25 years. Every program — whether it's a private family trip or a 400-delegate congress — moves through the same disciplined process.
Send us a brief — destination, travel dates, group size, service type, and any special requirements. The more context, the better. We respond within 24 hours with initial questions or a preliminary outline.
Our team designs a fully tailored proposal: itinerary, venue options, guide assignment, transport logistics, and a transparent itemised quote. No templates — built from scratch around your brief.
We work through revisions together until the program is exactly right. Adjustments to dates, budget, inclusions, or routing are all part of the process — take the time you need.
Once you approve the proposal, we issue a formal confirmation and proforma invoice. A deposit secures the program and we begin holding reservations on your behalf.
In the weeks before arrival we share detailed day-by-day rooming lists, guide assignments, driver contacts, and a full program booklet for your travelers. You are never left guessing.
Our local team is present throughout. From airport meet-and-greet to farewell transfer, we handle every detail — and we're reachable 24/7 for the duration of your program.
After your group departs, we send a summary and invite your feedback. For recurring partnerships, we build on each program to make the next one even better.
When you entrust us with building a travel program, that program belongs to you. We treat every itinerary, every supplier arrangement, and every pricing detail we develop for your agency as strictly confidential.
Itineraries we design for you are never offered or sold to other agencies or operators — not as a template, not as a product, not in any form.
The rates and supplier terms we secure for your program are not shared with third parties. Your competitive advantage stays your advantage.
We never communicate directly with your end clients for sales purposes. The relationship between you and your travelers is yours to own.
We are a handling company. Our job is to make your programs succeed — not to compete with you, not to build our own brand on the back of your work. Everything we create together stays between us. If you'd like a formal confidentiality agreement before sharing sensitive program details, we're happy to sign one.
We keep our payment structure simple so there are no surprises. All amounts are quoted in Euros (EUR) or US Dollars (USD) unless otherwise agreed in writing.
Our cancellation policy is structured to reflect the real costs we incur when holding reservations. We always try to be as flexible as possible — and in cases of force majeure or extenuating circumstances, we will work with you to find the fairest solution.
| Notice period (before first service) | Cancellation fee | What this covers |
|---|---|---|
| 61 days or more | 0% — Full refund | Deposit returned minus bank transfer charges |
| 31 – 60 days | 25% of total | Non-refundable deposits with hotels and suppliers |
| 15 – 30 days | 50% of total | Supplier penalty fees and guide/driver commitments |
| 8 – 14 days | 75% of total | Late-stage cancellations with most suppliers non-refundable |
| 0 – 7 days / No-show | 100% of total | Full program cost charged — all services confirmed and committed |
If part of your group cancels (e.g., a reduction in pax), cancellation fees apply only to the cancelled portion. The remaining program continues as confirmed. If the reduction causes a significant change to per-person costs, we will notify you before issuing a revised quote.
Within 24 hours during working days. For urgent requests, call us directly and we'll respond immediately.
Yes. If you'd prefer a signed confidentiality agreement before sharing program details, we're happy to provide one.
We operate Türkiye and Greece directly. For other destinations, we work with vetted partner DMCs and oversee coordination on your behalf.
We work with groups of all sizes — from a single traveler to delegations of 500+. Pricing adapts accordingly.
Our guides are proficient in English, German, French, Spanish, Italian, and several other languages. Please specify your requirement when enquiring.
Yes. All guides working with Experta hold official TURSAB professional guide licenses and are specialists in their respective regions.
Send us your brief — we'll come back with a proposal within 24 hours.
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