Important Travel Information

Important Travel Information

We are delighted you are considering or have chosen to travel with our Tar Heel Travel program.  Below you will find information and resources to help prepare you for your trip.

For in-depth trip details, including flight arrangements and COVID-19 related policies, please contact the tour operator directly for your tour.

You may also find our FAQ page helpful.

Covid-19 Updates

Now that international and domestic travel has returned, group travel will look different. We are working with our tour operators to ensure your future travels are safe.

Learn about new safety protocols from our tour operators (this information is subject to change):

Risk-Free Deposit

Cancellation policies for our travel partners include a full-refundable deposit when cancelling from the trip more than 90 to 96 days from departure. Read below for tour operator specifics and visit the trip-specific website for additional information.


  • Any cancelations up to 90 days prior to departure will result in a full cash refund.
  • Program-specific terms and conditions apply and are available on our co-branded website.

Gohagan & Company

  • Gohagan & Company is waiving program cancellation fees, including pre and post-program extension cancellation fees, through 96 days prior to program departure.

Odysseys Unlimited

  • Each guest’s $500 deposit is fully refundable up until the final payment due date: 95 days prior to tour departure.
  • View terms and conditions (flip to end of catalog).


  • For all new bookings received for future tours, each guest’s deposit will be refunded in full if the cancellation notice is received more than 90 calendar days prior to departure (180 days for Antarctica or Trans-Siberian Railway).
  • Orbridge terms and conditions.

Tour Operator Contact Information

Please call the tour operator directly for billing questions, airline seat assignment questions and health concerns such as dietary restrictions and mobility factors.

AHI Travel: (800) 323-7373
Gohagan & Company: (800) 922-3088
Odysseys Unlimited: (888) 370-6765
Orbridge: (866) 639-0079


Here is a general timetable of communications that you can expect from the GAA Travel Office, once booked on a trip. All communications are via email unless otherwise noted.

  1. Initial trip confirmation materials via email: within 3-5 days of your reservation
  2. Request for photo and profile information to share with fellow travelers: approx. 6 weeks prior to departure
  3. Follow up regarding current GAA membership: approx. 1 month prior to departure
  4. Follow up regarding missing Passenger Information Forms (PIFs): approx. 1 month prior to departure
  5. Pre-tour packet (including UNC passenger list, letter from our president and cool GAA swag): approx. 4 weeks prior to departure (postal mail)

Please note that final payment notification will be sent by the tour operator.

Trip Checklist

Please address the following items before your trip departs:

  • Return your Passenger Information Form (PIF)
  • Consider purchasing travel insurance
  • Confirm your GAA membership is up-to-date
  • Submit your photo and profile information (email request sent approx. 6 weeks before departure)

Need a packing list? Be sure to review the packing list provided by your tour operator which is included in your final documents, approx. 2 weeks before departure. If you’re ready to pack now, check out this packing list.

Travel Insurance

The GAA strongly recommends the purchase of travel insurance. Information regarding our partner, USI Travel Insurance Services, can be found at our GAA Travel Insurance page. Please complete the Travel Insurance Response Form that was sent as part of your initial confirmation documents (a copy of the form can be found here).

Points of Contact

Catherine Nichols '89
Senior Coordinator of Faculty Relations and Travel
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Catherine joined the GAA in Sept. 2016. She loves connecting faculty with alumni and the community. As an alumna of UNC and native of Chapel Hill, she’s thrilled to represent UNC and the alumni community through her work. Catherine enjoys spending time on campus with her family and traveling at any opportunity. She also enjoys movies, biking and reading.

Douglass Payne '04 ('06 MAT)
Senior Coordinator of Alumni Education and Travel
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Douglass has served as coordinator of alumni education and travel since 2013. She enjoys playing her cello, traveling internationally, knitting and running in her free time. At home, Douglass excels as a gluten-free baker and at showering her daughter Millie and son Henry with love.