Booking A Cruise & Viking Air
My clients created a booking with Viking. May I take over the booking?
Yes, you can take over a booking made by your client provided you do so within 60 days of the booking date and as long as final documents have not been issued.
What are the payment guidelines?
In general, an initial deposit of $500 per person is required, unless otherwise indicated based on a current promotion or Group arrangement. For some promotional offers, payment must be made in full at time of booking for the offer to apply. Promotional rates and payments might have different payment guidelines.
MasterCard, Visa, Amex, Discover, e-check and personal checks.
How can I guarantee the price of my clients’ reservations?
The price can be guaranteed by paying in full for the itinerary and making no changes to the reservation once it is paid in full.
Can my clients make changes? Is there a fee for that?
Yes, clients can make changes. There is no fee for basic changes, but any applicable price differences will be advised, and an updated invoice will be sent to the Travel Advisor in order for the changes to be reviewed.
What is Viking’s cancellation policy?
For any cruise or land booking—whether under deposit, partially paid or fully paid—the following changes will result in a cancellation fee:
- Change of departure
- Change to an itinerary
- Change of a name
Travel Advisors must put all cancellations in writing. See the
Terms & Conditions for more information.
When do I receive my commission check?
Commission checks are issued within 29 days prior to embarkation.
Is my commission protected if my clients cancel their trip?
Yes, Travel Advisor commissions are guaranteed at a 100% cancellation fee.
Do you pay commission on airfare?
Yes, airfare is commissionable at 5%.
When is the air schedule released?
Flight schedules are provided no later than 75 days prior to departure.
Does Viking obtain seating assignments for my clients? Can they be changed?
Viking contracts directly with air carriers, who sometimes restrict seat assignments until the day of departure. Once the air travel schedule is provided, passengers can contact the airline directly for seat assignments.
Trip & Documents
The Guest Information Form (GIF) enables Viking to create your reservation, produce travel documents and make any airline reservations. You must complete a GIF for each person traveling in your party as soon as possible. If you haven't already done so, you or your clients’ can fill out the form here.
Does my client need a visa to travel with Viking?
All guests should seek advice from their respective embassy, consulate or Travel Advisor to determine which documents are needed for their specific Viking cruise. Please be sure to obtain and carefully review for accuracy all your required documents prior to departure to avoid delays, denied boarding/entry or additional cost.
In order to assist with visa services for US citizens, Viking has contracted with Generations Visa (GenVisa), whose representatives will facilitate the visa process for Viking guests for a fee. Visit genvisa.com/viking for more information regarding visas for your cruise. Visa information for each ocean voyages is listed in the RESOURCES section of the itinerary.
Guests who hold a passport for a country other than the US should contact their respective embassy, consulate or Travel Advisor to determine whether visas are required for their cruise.
When will my clients receive final documents? Can I request my clients’ documents early?
Your electronic documents will be emailed to you 14 days prior to your embarkation. You may also access all documents and information regarding your booking by visiting MyVikingJourney.com. In addition to your electronic documents, approximately 14 to 45 days prior to your departure you will receive a package in the mail which will include your personalized embarkation tags and one red transfer sticker per guest if applicable.
Where are the documents sent? Can they be sent directly to my clients? Can they be mailed outside the United States?
Documents are automatically set up to be mailed to the address under which the reservation was made. To have the documents sent directly to your clients, contact Viking Reservations at least 60 days prior to departure. Documents cannot be mailed internationally; instead electronic documents will be issued.
Can my clients order a gift for delivery on board? Can I order a gift for them? Can I purchase a shipboard credit for them?
Gift order forms can be submitted no later than 30 days before departure. Send your friends or loved ones off in style with a Bon Voyage gift delivered directly to their stateroom. You can order a gift for delivery on board to celebrate a birthday, anniversary or special occasion. The Bon Voyage gift packages include delightful surprises, such as champagne, wine, chocolate-dipped strawberries and more.
Simply download, fill out, and mail or fax the River- Gift order form (PDF) or Ocean- Gift order form (PDF).
You can also use the River- Silver Spirits beverage package order form (PDF) or Ocean- Silver Spirits beverage package order form (PDF) to order the beverage package as a gift for a Viking guest.
A shipboard credit can be purchased over the phone and would need to be added to the booking no later than 30 days prior to departure.
Do you pay commission on beverage packages?
Yes, beverage packages are commissionable at 5%, when booked prior to sailing.
Can Viking help my clients celebrate a special occasion?
Of course! You or your client should contact Viking's Travel Consultants at least 30 days before departure to discuss it.
Pre & Post Packages
When are hotels assigned?
For itineraries that include a hotel stay, hotels are normally assigned 30 days before departure.
Life on Board
Can you accommodate dietary requirements?
In most cases, yes. Every meal has vegetarian options and chefs will make reasonable efforts to accommodate special requests. Guests requiring special meals (low salt, diabetic, gluten-free or low cholesterol) should alert Viking 90 days prior to departure and inform the Maître d’ when on board.
What if my client has a post-departure issue? What should they do?
If they have an issue while they are still on board, they should bring it to the attention of staff at the Reception desk, who will make every effort to resolve it.
In the event you or your client needs to contact the Customer Relations Department once they have returned home, please send an email to
customerrelations@vikingcruises.com within 45 days of the completion of the trip.
What is Viking Service Guarantee?
Hopefully your clients love their cruise from the very beginning; however, should they be dissatisfied with the service (hotel or on board the ship), including food, personnel or shore excursions—just notify Viking within 24 hours of the start of the cruise (if guests first check-in is on board the ship, notify the Guest Services staff; at a hotel, contact the Viking Host). Viking will then have 24 hours to correct the situation, and in the unlikely event a solution is not possible, the guests can then depart as soon as possible and Viking will refund 100% of the cruise price. They can assist with any departure reservations, but guests will be responsible for their return trip/alternate travel plan costs. This Service Guarantee cannot be activated or applied for acts of God, strikes or other circumstances beyond control as indicated in the
Terms and Conditions.
Other
Does Viking offer FAM trips to Travel Advisors? What other travel opportunities do you have for TAs? How can I find out about them?
Viking offers Travel Advisors numerous ways to experience Viking. They offer escorted FAMS, Travel Advisor reduced rates and liberal tour conductor policies for those who book group travel (see the Groups section for more information). Travel Advisors can contact their Viking Director of Business Development for FAM trip offerings or e-mail Inside Sales for additional information on reduced rates. Please inquire for more details on eligibility.
Does Viking own & operate its own ships?
They own and/or operate all their own ships. They also hire, train and manage all on-board crew members.