Travelbase FAQ
About Travelbase
Our trips are active and adventurous. All you need to do is pack and go, because we take care of all the important aspects of the trip, such as routes, accommodations, local transport, and unique experiences along the way.
Most of our trips are also self-guided, which means you explore at your own pace. You might occasionally meet other travelers who are on the same trip at the same time. Some enjoy joining others for an activity or dinner, but it’s completely up to you!
Most of our trips are experienced with your own travel companions, but there are some trips where solo adventurers can join, such as The Vespa Trip. Additionally, during any Trail, you will also be part of a group of like-minded people, with whom you can, of course, connect.
Our trips are suitable for anyone who loves nature and adventure. Whether you are an experienced backpacker or stepping out of your comfort zone for the first time, if you are open to new experiences, Travelbase is the right place for you!
Most of our travelers are between 25 and 40 years old, but this depends greatly on the type of trip you book. We also offer student and family trips, so ages vary.
Do you want to travel solo, with your favorite travel companion, or with your family? It’s all possible—discover which trip suits you best via our search & book page.
At Travelbase, more than 70 travel experts are ready to help you prepare for your trip. They provide useful information and coordinate everything with our local partners so you can travel worry-free.
You’re not alone on the road either! Think of guides who accompany you during Trails and WeAdventures group trips or rangers/contacts who are always reachable in case of emergencies.
Travelbase has basecamps in Ghent, Brussels, and The Hague. There are also small teams located in Lille and Berlin.
If you have questions, our online assistant Atlas can help you the fastest. When necessary, it will connect you with the right travel expert. For more information, check our contact page.
Absolutely! We are always looking for enthusiastic people to join our team.
Job openings
On our job page, you can find all current vacancies, both at the office and on location (for example, as a ranger or guide). Positions include marketing, project management, and customer support.
Spontaneous applications
If your dream job isn’t listed but you think you could be a great addition to our team, feel free to send us an email with your cover letter and CV.
Collaborations
We love working with content creators, guides, and local entrepreneurs. If you have a strong network or unique skillset, check out our collaboration page and reach out!
Working at Travelbase means being part of a young and dynamic team where adventure and creativity are central. No day is the same, which makes it exciting.
Behind every trip is a core team working autonomously, with plenty of room for initiative and responsibility. At the same time, different teams stay closely connected, creating a great team dynamic.
Prices & Booking Conditions
What is included varies from trip to trip, but in general you can expect:
- A complete itinerary including all must-sees, hidden gems, and unique activities.
- Accommodations: from authentic stays to beautiful camping spots in nature.
- Local transport: for example, a 4×4 (with roof tent), a Vespa, or a shuttle bus to get you everywhere.
- Support before and during your trip. We provide all the information you need to travel well-prepared, and on site you can count on our team’s help and tips.
The Superflex cancellation conditions are available for anyone who books early.
You can reschedule your trip to another period within the same season (depending on availability) or cancel for free before a certain date, which is clearly stated on the registration form and the website of the respective trip.
If the deadline for applying the Superflex conditions has passed, the general cancellation conditions apply.
Within 5 days after your registration, you must pay a deposit to confirm your trip. After that, you still have until a few weeks before departure to modify your options and pay the remaining balance. If you make changes, the deposit is automatically recalculated.
There are various payment options, including Bancontact, Mastercard, iDeal. If your payment fails, it is likely due to an incorrect reference number or exceeding your account limit.
If you want to travel with peace of mind, you can take out the following insurances:
- Travel assistance insurance
- Cancellation insurance
- Damage waiver (for certain trips)
More information about the different options and conditions can be found on the registration form and the website of the respective trip.
If you have a gift card or discount code, you can enter it at the beginning of the registration form by clicking “I have a voucher.” If your trip is already booked, you can still choose to pay with a gift card, but discount codes cannot be added afterward.
The validity conditions of your gift card or discount code (value, expiration date, etc.) are always stated on the voucher itself or in the confirmation email.
When you book a Travelbase trip, you can be 99% sure it will take place. Only in cases of force majeure may we exceptionally need to reschedule or cancel your trip, but we will, of course, contact you to discuss the possibilities.
Depending on availability, you can add or remove most options (except cancellation insurance) until about a month before departure. Generally, we follow a first-come, first-served principle, so early decision-makers are at an advantage.
Our trip prices vary widely, but we always strive to offer you the best value for money.
- Micro-adventures (such as The Canoe Trip Friesland) start from €99.
- Multi-day Trails in Europe cost between €500 and €900.
- For larger trips outside Europe (such as Uganda Nomads), the price is for example €1390.
The final price depends on the destination, trip duration, and any extras, such as camping gear, meals, or transport. On our search & book page you can find an overview of all trips and their pricing.
You can secure your trip, including all desired options, via our online booking system and immediately receive a confirmation email. You then have 5 days to pay your deposit before your trip is automatically canceled. This ensures other adventurers have a fair chance to book the same trip.
If you book early, you enjoy our Superflex cancellation conditions. More info under the FAQ “What are the Superflex conditions?”
If you don’t have Superflex but your plans change, you can always look for replacements to take over your trip, but note that extra costs may apply.
Unfortunately, it is not possible to reserve a spot, because we want everyone to have a fair chance to book immediately.
If you want to be among the first when registration opens for your favorite trip, we recommend you pre-register, as you will then receive all updates personally and get access to the registration form a day before everyone else!
We offer fully planned trips, so it is not possible to change the trip duration or schedule. You are, of course, free to extend your trip independently, for example by staying a few extra days at the location or traveling to another destination. For several trips, we also offer the option to book an extra night for a small additional fee.
Communication & Preparation
Once you are registered, you will receive a confirmation email. All further communication will then take place via email and the Travelbase app, where you can consult all practical information about your trip. Think of the complete itinerary, a helpful packing list, contact details for our team, updates, and more.
For most trips, you hardly need any preparation, as Travelbase takes care of everything for you. You will, however, receive some tips and a handy packing list in advance to prepare you as best as possible. If you have booked a sporty or winter trip, you will of course need the appropriate clothing, the right equipment, and basic physical fitness.
A few weeks before departure, you will receive a detailed packing list, carefully compiled by our experienced team. The packing list includes everything you need for your adventure, from clothing to equipment and useful extras.
In addition, you will also have access to our Travelbase app, where you can consult all practical information about your trip. Think of the full itinerary, contact details for our team, updates, and more.
Yes, absolutely! The offer naturally differs per trip, but for many of our Trails and Kayak & Canoe trips, you can rent a full camping set including a tent, sleeping bag, and mat.This way, you don’t have to invest in gear you will only use once. Equipment rental is available while stocks last.
The Travelbase app is your digital travel companion before, during, and after your adventure. You can log in with the email you registered with.
As your trip approaches, you will gain access to the app, which includes:
- Various documents, including a handy packing list.
- Your transport details.
- An interactive map with the full route, including all points of interest.
- A module with all practical information.
- Various useful links.
The app also works offline, which is handy when you are in remote areas without coverage!
Transport
The details on your flight ticket must exactly match your passport.
Important: If you have a nickname or abbreviated name, always use your full and official first and last name as shown on your passport.
If you have multiple first or last names, include them all. While not always mandatory, this can prevent check-in problems.
Tip: Use your official names when registering so all information is correct in our system.
If you miss your flight or bus, and you booked your own transport, you are responsible for finding a solution.
If your baggage does not appear on the carousel, fill out a Property Irregularity Report (PIR) as soon as possible.
Step 1: Report your missing baggage
You can report your missing baggage online via the airline’s website or directly at the airport at the lost and found or baggage service desk. If possible, report it at the airport. Staff can tell you where your bag is, on which flight it was loaded, and compensation options.
Step 2: File a baggage claim (Property Irregularity Report)
The airline will ask you to complete a PIR form – the official form for delayed, lost, or damaged baggage. Keep handy:
- Your reservation or booking code (PNR) and/or ticket number (on your e-ticket)
- Passenger names
- A copy of the baggage tag
- A detailed description of your bag (color, size, material, distinctive features)
Step 3: Choose a delivery address
Specify where your baggage should be delivered once found – hotel, future accommodation, or home. Update the address if your plans change. Delivery costs are covered by the airline.
Step 4: Ask for compensation
Most airlines reimburse necessary purchases while waiting for your baggage. Keep all receipts or photos and check with the airline which expenses can be claimed.
Step 5: Track your baggage
After submitting your report, you receive a reference number. Track your bag via WorldTracer, an international tracking system used at almost 2,000 airports by over 360 airlines. The Travelbase app also provides direct access.
You can still use our shuttle when you book your own flights, as long as you arrive around the same time.
You can be denied boarding if:
- The airline sold more tickets than available seats.
- A smaller aircraft is unexpectedly used.
- Seats are limited due to operational issues such as delays or cancellations.
This is not related to health, safety, or missing documents.
First, check what alternatives the airline offers:
- An alternative flight
- A full refund so you can book a new flight
You have the right to refuse a flight if it doesn’t match your travel plans.
Option 1: Alternative flight
The airline proposes a new flight to get you to your destination as soon as possible. Agreeing gives no refund, but you are entitled to compensation for denied boarding.
While waiting:
- Meals and drinks proportional to the waiting time
- Two free phone calls
- A hotel room and transport if an overnight stay at the airport would otherwise be required
Option 2: Full refund
When you book your own flights, the airline will refund your ticket and you must book a new one. You can still request compensation for denied boarding.