When booking a New Zealand tour, you usually need to provide traveller names, contact details, preferred travel dates, rooming requirements and any dietary, mobility or medical needs. Extra details may be required if your itinerary includes flights, ferries, rail journeys or activities with passenger conditions.
Accurate information helps your tour consultant check availability, prepare your quote and confirm services with accommodation, transport and activity suppliers. Some details can be updated later, but names, travel dates and special requirements should be correct from the start wherever possible.
Traveller and booking details
You’ll normally be asked for each traveller’s full name, contact email, phone number, country of residence and preferred tour or travel dates. For international visitors, names should match passports if the itinerary includes flights, rail, ferries or services that issue named tickets.
Rooming details are also important. Let your consultant know whether you need a double, twin, single, triple or family room. If travellers are paying separately, mention this early so payment records can be managed clearly.
Some tours require passenger ages, especially where child pricing, senior discounts, activity conditions or rooming rules apply. If a tour has age restrictions, these should be checked before booking.
Special requirements
Tell your consultant about dietary requirements, allergies, mobility needs, medical considerations, accessibility requirements or equipment you’ll travel with. This doesn’t mean every request can be guaranteed, but early notice gives suppliers the best chance to check what’s possible.
If you use a wheelchair, walker, CPAP machine, mobility scooter or other equipment, provide dimensions, weight and whether it folds. This matters for vehicles, hotel rooms, luggage handling and sightseeing arrangements.
For dietary requests, explain the requirement clearly. For example, gluten-free by preference is different from coeliac disease, and halal-friendly meals are different from certified halal food.
Transport and itinerary information
If your tour includes airport transfers, provide arrival and departure flight numbers, dates and times. If you’re arriving before the tour starts or leaving after it ends, share those plans too.
Some itineraries may need passport details, date of birth or emergency contact information before tickets or activities can be issued. Your booking documents will show what is required for your specific tour.