About Swan Family Travel
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Who is Swan Family Travel?
Swan Family Travel is a Canadian travel agency founded in 2020 by Amanda and Rob Swan and based in North Cobalt, Ontario. We plan trips for clients across Canada and around the world.
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Is Swan Family Travel a registered travel agency?
Yes. Swan Family Travel operates under TICO registration #4316071 through our host agency, TravelOnly. We are also affiliated with ACTA, CLIA, and IATA, which reflects our commitment to professionalism and industry standards.
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What is TravelOnly, and how do you work with them?
TravelOnly is a family-owned travel company with over 45 years of industry experience. Partnering with them gives us access to a large network of trusted suppliers and exclusive travel deals.
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What kinds of trips do you plan? Do you specialize in any types of travel?
Yes. Our specialties include cruises and all-inclusive vacations, but we also plan escorted tours, custom itineraries, destination weddings, group travel, multi-generational family vacations, retreats, and Canadian getaways. Whether you're looking for a relaxing beach escape or a once-in-a-lifetime adventure, we'll help you find the right fit for your travel style and budget.
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Do you work with clients outside Ontario?
Yes. While we're based in Northern Ontario, we work with clients across Canada, the United States, and beyond through phone, email, and virtual consultations.
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Why should I choose Swan Family Travel?
At Swan Family Travel, we treat every client like family. We take the time to understand your travel goals, preferences, and budget so we can recommend the vacation that's right for you. Our business is built on honesty, integrity, and personalized service. We're committed to helping you get the best value for your travel investment, which isn't always the cheapest option. Whether you're planning a cruise, an all-inclusive vacation, or a custom itinerary, our goal is to make the planning process stress-free while creating memorable travel experiences you'll cherish for years to come.
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Why should I use a travel advisor instead of booking online?
Travel planning can be overwhelming, with countless options, promotions, and reviews to sort through. A travel advisor helps you cut through the noise by providing personalized recommendations, expert guidance, and support before, during, and after your trip. We save you time, help you avoid costly mistakes, and ensure you're making informed decisions. Our goal is to help you travel with confidence and get the best overall value for your vacation investment.
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Do you work with groups?
Yes. We assist with a variety of group travel arrangements, including family reunions, multi-generational vacations, destination weddings, corporate retreats, social groups, and special interest travel. Whether you're travelling with a small group or coordinating a larger event, we can help manage the planning and booking process.
Booking a Trip
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How do I start planning a trip with you?
Click Plan Your Trip or contact us directly. We'll take the time to learn about your travel style, dates, priorities, budget, and who is travelling with you, then create personalized recommendations designed around your needs and goals.
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Is there a cost to talk to a travel advisor about my trip?
No. Your initial consultation is complimentary. We believe in getting to know you, your travel style, and your vacation goals before any planning begins. This allows us to discuss your travel goals, preferences, and ideas without any obligation. Once you decide to move forward with our planning services, applicable planning fees may apply. Please visit our Service Fees section for more information on our fee structure.
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Can I book online myself?
Yes. If you prefer to browse and book on your own, you can still take advantage of options available through Swan Family Travel. We offer a selection of online booking tools that allow you to search and book at your convenience while still supporting our agency. Many of our online booking options can be found on our browse on your own page with some additional options in the book online section on our homepage. Whether you book online or would like personalized assistance, we're here to help make your travel planning experience as smooth as possible.
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What information do I need to book?
For each traveller we’ll need their full name exactly as it appears on their passport, date of birth, passport details for international travel, and your Contact information (email, address and phone number). If you're unsure what information is required for your specific trip, we'll guide you through the process and let you know exactly what we need.
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How far in advance should I book?
The earlier, the better. As a general guide, book holiday and peak-season cruises 9 to 12 months ahead and all-inclusive resorts 6 to 9 months ahead. Earlier booking means better pricing and cabin or room choice. If you're unsure when to book, reach out and we'll help you decide the best timing for your trip.
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Can I book if I don't have my passport yet?
In many cases, yes. Most travel bookings can be made before you have your passport in hand, especially if you're still waiting for a new passport or a renewal. However, passport requirements vary by supplier, destination, and type of travel.
For international travel, you'll need a valid passport before you travel, and some destinations require your passport to be valid for a certain period beyond your return date.
If you don't have your passport yet, don't worry. We'll guide you through the booking process, explain any deadlines, and help ensure you have the required documentation before your trip.
Not sure when you'll receive your passport? Contact us before booking, and we'll help determine the best options based on your travel plans.
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Can you accommodate special requests or travel needs?
Absolutely. We want every traveller to enjoy a comfortable and memorable travel experience. Whether you have mobility concerns, dietary restrictions, accessibility requirements, connecting room requests, celebration plans, or other special needs, we'll work with our travel partners to communicate your requests and identify the best available options. Please let us know about any special requirements as early as possible so we can help ensure your trip is tailored to your needs.
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Can you help me plan a surprise trip?
Yes! Whether you're planning a surprise vacation, anniversary getaway, birthday celebration, or special occasion, we can help keep the details confidential while creating a memorable experience for the traveler.
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Do I need a passport for my trip?
It depends on your destination and type of travel. International travel generally requires a valid passport, while some domestic travel can be completed with government-issued identification. It is your responsibility to ensure you have the required travel documents, but we'll help you understand the requirements for your specific trip before you travel.
After You Book
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What happens after I book?
After your booking is confirmed, we'll take care of the details. You'll receive a booking confirmation, and we'll monitor important milestones such as payment schedules, final payment due dates, and any required travel documentation.
As your departure date approaches, we'll provide your travel documents and helpful reminders to ensure a smooth travel experience. Swan Family Travel offers secure digital travel documents, with paper copies available upon request.
Throughout the process, we're available to answer questions and provide support so you can travel with confidence.
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When will I receive my travel documents?
The timing varies by supplier and type of travel. Hotel confirmations, flight itineraries, and tour documents are often available shortly after booking, while cruise documents are typically issued closer to your departure date. We'll let you know what to expect for your specific trip and keep you informed as documents become available. Swan Family Travel provides secure digital travel documents, with paper copies available upon request. Our goal is to ensure you have everything you need well before you travel, along with clear instructions and support if you have any questions.
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Can I change or cancel my booking?
Yes, but any changes or cancellations are subject to the terms and conditions of the travel supplier. If your plans change, please contact us as soon as possible so we can review your options. We'll explain any applicable change fees, cancellation penalties, supplier policies, and potential refund eligibility before proceeding. Our goal is to help you understand your choices and assist you through the process every step of the way. We also recommend purchasing travel insurance to help protect against unexpected changes or cancellations.
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Do I need travel insurance?
We strongly recommend travel insurance for every trip. Travel insurance can help protect you from unexpected events such as trip cancellations, medical emergencies, travel delays, and lost baggage. We can help you understand your options and arrange coverage that meets your needs.
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Who do I contact if something goes wrong while I’m travelling?
You're not on your own when you travel. If something goes wrong, contact the travel supplier using the emergency numbers provided in your travel documents, as they can often resolve urgent issues most quickly. Then, reach out to Swan Family Travel, and we'll assist however we can to help get your trip back on track.
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Will you check me in for my flight or cruise?
No. We'll provide guidance, reminders, and instructions to help you complete the check-in process. In some cases, we may be able to assist directly but we are unable to complete it on your behalf.
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What happens if my flight is delayed or cancelled?
Flight disruptions can occur for a variety of reasons. If your flight is delayed or cancelled, contact the airline as soon as possible, as they are responsible for managing flight changes and rebooking options. If you need assistance understanding your options, Swan Family Travel is here to help guide you through the process whenever possible.
Pricing & Payments
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Do you charge a planning fee?
Yes. Planning fees reflect the time, research, expertise, and personalized service that go into creating a seamless travel experience. For a complete breakdown of our fees, please visit our Service Fees page. We believe in transparency, so all fees will be discussed upfront before any planning work begins.
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Will I pay more by booking through a travel advisor?
Usually, no. In many cases, you'll pay the same price whether you book directly or through a travel advisor. Travel advisors often have access to exclusive promotions, added amenities, special offers, and supplier expertise that can provide additional value for your vacation. Our goal is not simply to find the lowest price, but to help you make the best decision for your travel investment. We take the time to understand your needs, answer your questions, and help you avoid costly mistakes, ensuring you receive the greatest overall value for your budget. If planning fees apply for your trip, these will always be discussed with you upfront so there are no surprises.
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How much is the deposit, and when is final payment due?
It depends on the travel supplier and the type of vacation you're booking. Deposit amounts can vary widely between resorts, cruises, tours, and custom itineraries. We'll clearly outline your deposit amount and final payment date before you confirm your booking, so there are no surprises.
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What payment methods do you accept?
We accept most major credit cards for travel bookings, including Visa, Mastercard, and American Express. Some suppliers may also offer additional payment options. Planning fees and service fees are payable directly to Swan Family Travel through TravelOnly, while travel bookings are processed according to the payment requirements of the airline, cruise line, resort, tour operator, or other travel supplier. If you have questions about payment options for a specific trip, we're happy to discuss the available methods before booking.
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What is your cancellation policy?
Cancellation terms are set by the travel supplier and vary by booking. We'll provide all cancellation and refund policies before you confirm your trip, and we're here to help if your plans change. Travel insurance is recommended to help protect against unexpected cancellations.
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Can I make payments toward my trip over time?
Often, yes. Many travel suppliers allow you to make payments toward your vacation between the initial deposit and the final payment date. Payment schedules vary by supplier and trip type, and we'll explain your options before you book. Making payments over time can help make your travel budget more manageable while securing your vacation in advance.
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Are there any additional fees I should be aware of?
Possibly. Depending on your destination and travel supplier, additional costs such as resort fees, gratuities, baggage fees, excursions, visas, or travel insurance may apply. We'll explain any known costs upfront so you can make informed decisions and avoid unexpected surprises.