As a TrovaTrip Host, staying informed and organized about important dates and deadlines is crucial for managing your trip from start to finish. By keeping track of these key dates, you can ensure a seamless and successful experience for both yourself and your Travelers. If you have any questions or need assistance with managing your trip, don't hesitate to reach out to the TrovaTrip Support Team for guidance.

This is when the first payment reminder is sent out to your Travelers who are not paid in full. Feel free to send reminders directly to your Travelers as well, as you can view who is currently partially paid on your trip page in the Portal.

While not tied to a specific date, Hosts can receive their Earnings Advancement once the tax documentation and Veem account are set up, any time between the trip confirming and the start date. For more information, check out our article on Earnings Advancements.

90 days is our final payment deadline for any confirmed Travelers on your trip. If they fail to pay in full by this date, they are at risk of cancellation. You can share our Cancellation Policy with your Travelers to ensure they are aware of our deadline. If you are communicating with your Travelers regarding payment problems, extension requests, etc. let your Trova contact know, and direct your Traveler to our Contact Page or to message our Support Team in the Portal.

If there are cancellations and/or you have open spots on your trip, continue to fill your trip! Increasing your number of Travelers increases both your earnings, as well as the health of the trip. Making it less likely to need to be cancelled if it falls below the passenger minimum.

If the number of bookings is below the minimum

If the Traveler count falls below the minimum and spots are not able to be filled 90 days before the trip starts, your trip will be at risk of being cancelled.

Your Trova Rep will have been working with you to increase your bookings and promote your trip. However, if enough bookings are not collected, your trip will be cancelled and all Travelers will be refunded in full. Any Earnings Advancements paid to you will be required to be paid back to Trova.

This deadline is important for a few reasons, but most importantly, 60-50 days pre-trip is this is when bookings close and changes are no longer permitted (please view your final booking date in the portal, as each itinerary may vary slightly).

At this point, all details are finalized and sent to the Operator to book hotels, transportation, meal reservations, etc. which means all passenger information needs to be finalized and accurate. This includes everything in the Trip Form: flights, roommate preferences, insurance, passports, etc. The trip close date is dependent on the specific trip, but all deadlines will be clearly communicated to all passengers.

60-55 days is also when you and your Travelers will be invited to join the Trova App! Downloading the app will give you and your group access to get connected in a group chat, view the itinerary, message your community, and a whole lot more!

Finally, around 50 days out, you will meet your Trip Coordinator! Each trip is assigned a specific Coordinator who supports with trip planning, logistics, liaisons with our Operators, and more.

You must complete and submit your Trip Form in the Portal no later than 45 days before your trip starts. Not to be overly dramatic, but this step is how you avoid a travel nightmare. Sending this form in by the deadline enables booking of the pre/post-trip accommodations and timely transportation to take you to and from the airport, along with allowing you to add a companion. We know that you’ve filled out forms and gone over paperwork already, but this is one you absolutely don’t want to overlook.

The timing for this step is a little more fluid than the others, as it’s tied to the confirmation date of your trip. Depending on when that happens, you may have more or less lead time. Be sure to wait until your trip is confirmed and there is no chance of cancellation to book your flights. You’ll want to encourage Travelers who have booked to do the same. Get hyped, make plans, just don’t buy tickets yet. Okay, Captain Obvious over and out.

Once your trip is confirmed, we recommend booking flights 4-6 months in advance to get the best deals. We know it’s not always possible with trips that are scheduled closer in, but earlier is generally better when it comes to flying. Just make sure you get your tickets no later than 45 days out so that you can complete the Trip Form we talked about ☝️.

This is an approximation as it is dependent on several logistical lifts across various teams. However, around 30 days before the trip starts, two important things happen: Host Payouts and the release of the Detailed Itinerary.

Our Finance team will release the first 50% of your earnings based on your calculated Host Earnings. This will get sent to you via our processing partner, Veem. Check out our article on Host Earnings for more information.

Until this point, the itinerary has shown a very general view of activities, days, etc. At ~30 days, the Operator will have finalized all the elements of your trip, they send us a detailed version of the itinerary with official hotels, activity times and durations, and more. This is then notified to all passengers as well as displayed on your trip page in both the Host and Traveler Portals.

Your Trip Coordinator has been hard at work behind the scenes. Managing rooming requests, going through Trip Forms, and more. They will send out an email to all passengers with your Arrival Prep which includes room pairings, arrival details, transfer details (if included in the trip), and important links for the Trova mobile app and travel insurance recommendations.

Your Guide will be added to your chat in the Trova app, and introduced to you and your Travelers. You can begin to ask them questions directly or plan your gathering/workshop details with them. Your Guide will now be your main point of contact for your trip and are great subject matter experts for where you are going.

This is it! All your hard work, promotion, preparation, and planning have come to this moment. Arrive at your destination, meet your community and Guide, and make some memories! And maybe some good content for future trips…

Once your trip has completed, you will receive the remainder of the payout for the trip. This will be processed via Veem, just as the other payments you have received so far.

Review your trip! You will receive a survey 1-2 days after you trip ends. Fill the survey out so our team can collect your feedback on opportunities and celebrate your wins. Your Travelers will also be receiving a survey, so you can encourage them to review as well.

Schedule a call with your Trova Rep to discuss how your trip went and what learnings you took from your experience. This is also a perfect time to start planning your next trip. We have found that maintaining the momentum is the best way for Hosts to succeed as a concurrent Host.

When do I receive my payment? You’ll receive 50% of your earnings for each paid-in-full customer prior to the trip, and the other 50% at its completion. Earnings are calculated 30 days before the trip and the first payment will then be sent in the following 5-10 business days.

Can we schedule additional activities separate from what’s on the itinerary? Anything that’s not on your TrovaTrip itinerary must be handled independently, a.k.a. separately from Trova. Check with your TC for the best days/times to schedule other activities so that they don’t overlap with what is already planned, and exercise caution before booking something non-refundable.

Can we change itinerary items? In some instances, you may be able to add or remove meals, activities, and days. Simply indicate this on your trip request at the planning stage and the Operator will confirm if it’s possible. However, once a trip is launched we’re no longer able to make adjustments.

When can I expect a finalized itinerary? Operators will have this completed no later than 30 days before a trip begins. Due to changes in weather, world events, and the reality of local business practices, delays can sometimes occur but we strive to give Hosts at least a month with the finalized version.