All travel arrangements should be booked at least 48 hours in advance. For holiday packages and custom-made itineraries, we strongly recommend you book with a few weeks/months notice. For larger groups we recommend you book with a few months’ notice.
FAQ
​Octant Destinations: Frequently Asked Questions
Our Value and Expertise:
1. Why should I book my luxury vacation with Octant Destinations?
We offer Signature Vacation Management—a comprehensive service that elevates your travel experience while eliminating the stress of planning, often at virtually no added cost to you (as we are frequently compensated by our preferred travel partners).
Our value proposition is three-fold:
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Expertise & Resources: We leverage the combined experience of our team and the preferred access granted by our vetted, world-class partners to craft a flawless, exclusive journey.​
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Concierge Service: We handle all logistics, including custom itineraries, premium hotel/cruise/flight bookings, ticketing, and personalized digital travel documents.​
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Peace of Mind: We minimize stress by reconfirming your itinerary, assisting with changes/cancellations, and acting as your Emergency Intermediary—managing supplier communication should any issue arise.
2. How do I know I can trust Octant Destinations:
Trust is the bedrock of luxury travel. Our commitment to trustworthiness is multi-layered:
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Vetting of Partners: We are extremely cautious, working only with known, reliable, and top-trusted global suppliers who share our high standards of quality and service.
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Preferred Status: This rigorous vetting process has earned us preferred access to the world’s top vendors, ensuring you receive elevated amenities and exclusive value.
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Social Proof: Our dedication to being a trusted travel management provider is reflected in the continuous positive feedback and loyalty of our numerous travelers.
3. Can you work within my budget?
Absolutely. We specialize in crafting exceptional journeys within any realistic budget. A transparent discussion of your goals and preferences is essential and allows us to make the most relevant recommendations and suggested edits to maximize the value and luxury of your trip.
Fees, Transparency, and Compensation
4. DOES IT COST MONEY TO GET A QUOTE?
Yes, our specialized time and expertise require a commitment. We charge the following non-refundable fees to ensure we deliver the highest level of service and dedication:
ServiceFee AmountPurposeConsultation Service$125. Initial assessment, idea sharing, and high-level recommendations. Travel Planning & Intent$200Formalizing plans, expressing intent to travel, and beginning vendor communication.
For highly complex or custom-crafted itineraries requiring significant partner involvement, additional fees may apply and will be detailed transparently in our fee schedule.
5. How does Octant Destinations earn money if you don't charge me for every booking?
Octant Destinations earns revenue primarily in two ways:
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Commissions from Suppliers: For many trip components (hotels, cruises, tour operators), the supplier pays us a commission. This commission is built into the cost and does not make your booking any more expensive than if you booked directly.
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Professional Service Fees: We charge up-front, non-refundable professional fees for our time, expertise, research, custom itinerary design, and 24/7 in-destination support. These fees ensure our compensation is transparent and not solely reliant on vendor commissions.
6. Can you explain the Bespoke Trip Management Fee?
This fee is our transparent method of compensation for complex, custom trip components where the vendor does not pay a commission, and instead provides us with a wholesale (net) price.
When it applies: It is only applied to services (like certain private tours or specialty transfers) where the vendor provides the net/wholesale rate and we would otherwise earn no commission.​
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The Structure: The base fee is 20% of the Net Trip Cost (for the first four travelers), with an additional 2% per person added for each traveler over four. This is capped at a maximum of 35% of the Net Trip Cost.
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Total Transparency: The final cost to you is the Wholesale (Net) Trip Cost plus our clearly disclosed percentage-based fee.
7. Why do you charge an Air Ticketing Service Fee?
We charge a $75 per person fee for commercial air ticketing because most major airlines no longer pay commissions to travel advisors. Our fee covers the significant time and labor required for: researching complex routes, booking and ticketing your flights, handling seat assignments and schedule changes, and providing 24/7 support for air travel disruptions.​
8. Are your fees refundable and what do they cover?
No, all of our professional service fees are non-refundable and non-transferable. This policy compensates us for the time, expertise, and resources invested in designing and booking your custom itinerary, even if the trip is later cancelled or postponed.
Our fees cover the full spectrum of our luxury travel advisory service, including: Expert Consultation, Custom Design, Vetting & Booking, VIP Access, 24/7 Support, and Crisis Management.
Trip Logistics
9. What is the lead time for booking?
We recommend booking as far in advance as possible to secure the best rates and availability:
Standard Trips: At least 48 hours in advance.
Holiday Packages / Custom Itineraries: We strongly recommend booking several weeks to a few months in advance.
Large Groups: A minimum of a few months is recommended to coordinate all logistics seamlessly.
10. How do I cancel a trip and what are the fees?
Call us immediately to initiate the cancellation process.
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After Hours: Contact the next involved travel supplier (airline, hotel, cruise line) directly to cancel reservations you will not be able to use.
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Cancellation Fees: We regret that we are unable to offer full refunds. Our administrative cancellation/change fee is $175, which is applied in addition to any financial penalties or fees required by the travel supplier. Please note that some travel products and bookings provided by vendors may be entirely non-refundable, in which case we will be unable to offer a refund for those specific items. The total refund amount depends on the length of notice and the type of booking.
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Travel Insurance: We strongly advise that you obtain comprehensive travel insurance the same day you book to cover any unexpected cancellations, changes, medical emergencies, or other trip mishaps. If you purchased a policy, contact your insurance company's 24-hour line immediately to start the claims process and ensure your maximum possible refund.
11. Where can I find my itinerary once my trip is booked?
Immediately upon booking, you will receive a comprehensive copy of your itinerary via email. This document contains all details, confirmations, and supplier information for your journey. We are currently finalizing a new, state-of-the-art "View Trip" client portal that will soon allow you to log in and access your itinerary and travel documents online at any time.
Accessibility & Availability
12. How do you ensure my trip is accessible if I have a disability?
As an inclusive travel agency, ensuring a seamless experience for all travelers is a priority. Please notify us immediately of any accessibility requirements. Our approach goes beyond standard booking: We conduct dedicated research into potential destinations to determine the actual availability of services and infrastructure. We provide a transparent assessment of the pros and cons of any area worldwide so you can travel informed, confident, and prepared for an unforgettable experience.
13. What are your business hours and after-hours policy?
Our standard office hours are Monday through Friday, 9 a.m. to 5 p.m. Eastern Standard Time (GMT-5).
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By Appointment Only: We are happy to schedule consultations or planning meetings outside of business hours to accommodate your schedule.
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Travel Emergency: If you are actively on a trip booked through Octant Destinations and experience an immediate emergency, our Emergency Intermediary service is available to assist you.
For all other inquiries outside of office hours, please send an email and we will respond promptly the next business day.
14. Can I visit your office?
10. CAN I VISIT YOUR OFFICE? (Focus: Flexibility & Modern Service)
Octant Destinations operates out of a highly efficient, home-based office, allowing us to focus on the balance between convenience and unparalleled service.
We are happy to accommodate:
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Local Clients: If you are in our area, we are pleased to come to you for an in-person meeting.
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Distance Clients: We schedule personalized and seamless virtual meetings designed to exceed the expectations of our luxury clientele.
Our focus remains unwavering: to provide a flawless, enjoyable planning process no matter the geographic challenge.
Octant Destinations: Professional Fee Schedule
To ensure we dedicate specialized time, resources, and expertise to your custom journey, we charge the following non-refundable professional service fees.
Important Notes on Fees & Insurance
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Non-Refundable: All fees are non-refundable and non-transferable.
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Non-Refundable Products: Please be aware that some travel products or services provided by our vendors are entirely non-refundable, regardless of when cancellation occurs.
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Insurance is Crucial: We strongly advise that you purchase comprehensive travel insurance for your trip the same day you book. This is the only way to cover your investment and recover costs related to unforeseen changes or non-refundable mishaps.
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Fee Transparency: For bespoke journeys, the price presented to the client is the total of the Wholesale (Net) Trip Cost plus the transparent Bespoke Trip Management Fee. This fee compensates Octant Destinations for the specialized planning, research, and 24/7 in-destination support.
