Process

What to expect with each level of service and other important information.

Hotel Booking Process

  • Start by filling out the intake form. We’ll reach out and you’ll let us know which hotel you’d like to book.

    We’ll find the best available rates and inform you of any perks we can add to your booking.

  • Once you’ve approved the specified rate, you’ll provide us with your payment method through our secure Vault and we’ll make the booking on your behalf.

  • Regardless of if the hotel we book for you offers perks, we reach out to the reservations team to make sure you are treated like the VIP you are! This includes any special requests you have, informing the hotel about any allergies, etc.

  • We want to know about your trip! We obviously love hearing about our clients’ trips, but your feedback also helps us get to know you to better serve you on your next trip.

Things to note.

Takeover Bookings

If you have already booked your hotel(s), it may still be possible for Via Clara to add perks to your reservation. Please fill out our takeover booking form to inquire about adding perks to your current reservation.

Travel Insurance

We always encourage clients to use travel insurance, especially for international travel. Via Clara partners with 2 travel insurance providers, Faye and RoamRight, both of which we can quote and secure for you.

Payment Processing

At Via Clara, we use Fora’s secure Vault system to hold your contact and payment information. Bookings will vary in how and when payment is captured due to differences in hotel policies, but will always require a credit card to secure the reservation. We will always disclose the individual hotel payment policy before making your reservation.

Lead Time

For basic hotel bookings, please reach out at least 72 hours before your intended check-in day. The earlier the better, especially if you are traveling during peak season in your destination. Takeover bookings usually need to happen a few months before your travel dates for hotels to accept the addition of perks to the reservation.

Refundable Rates

When providing hotel quotes to clients, we will always start out by sending refundable rates when available. This is because many partners will only allow perks to be added to refundable rates. If you would like to book non-refundable rates, please ask.

Miles + Points

Hotels do not pay commission to travel advisors for rooms booked with points, so we are not able to book using them. We recommend using your points on airfare and accumulating them by booking your accommodations with your travel credit card.

Terms + Conditions

Please take some time to review our terms and conditions here.

Privacy Policy

Your privacy is our priority. Read our complete privacy policy here.