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Trip Signup Process and Forms


Trip Signup Process and Forms

How to Sign Up For a Vacation

Complete the following documents and submit them to Special Journeys:

  1. The Traveler Application with any applicable addendums
  2. The Traveler Agreement and Release
  3. The Trip Signup Form

Submitting the Documents to Special Journeys

Automated versions - strongly recommended: The Traveler Application and the Trip Signup Form are automated PDF forms that you complete on your computer using the mouse and keyboard. You can submit them to Special Journeys using the "Submit" button in the navigation pane at the top of the PDF form. The button will prepare a draft email for your review and will automatically attach the form. Or, you can print the completed forms and submit them by fax or mail. We recommend email submission as it allows us to avoid retyping information.

Versions to complete by hand: We also have versions of the Traveler Application and Trip Sign-up Form that you can download, print, and complete by hand. Submit them to us by fax, email a scanned copy, or mail.

The Traveler Agreement and Release can be completed electronically via a web-based signature service (link available soon, we will notify you when it is ready if you submit an application now). Alternatively, it can be printed, signed, and submitted via fax, email, or mail (document available soon).

The handwritten (non web-based signature) can be submitted by:

  • Fax to us at 877- 934-8832
  • Or scan and email to info@specialjourneys.org
  • Or copy the documents for your records and mail to:

Special Journeys, LLC
PO Box 30256
Omaha, NE 68103

Traveler Application

Who needs to submit a Traveler Application?

  • Travelers who have never submitted an application to Special Journeys.
  • Travelers whose previous application was submitted more than five years ago.

This document gives us contact information and personal information about the traveler that we need to provide the best possible care for the traveler while we are on a trip. There are four optional addendums, which provide us with details about specific issues pertaining to the traveler. You must include all addendums that apply to the traveler.

It is essential that you fill out the application and all applicable addendums completely and accurately so we can ensure a safe and enjoyable vacation for the traveler. After we receive your application, if we require additional information, a Special Journeys team member will contact you with specific follow-up questions that must be answered before your application is considered complete.

We keep Traveler Applications on file for five years before we require a new application. If the condition of a traveler changes within that time, contact us via phone or email, and we will update our information. If an address or contact information changes, you can re-submit the first two pages of the application to us separately. Please contact us to obtain an electronic PDF form containing just the first two pages in this event.

Our newly revised Traveler Application and addendums are automated PDF documents that you download to your computer and complete with Adobe Acrobat Reader (available for free at Adobe.com). If you prefer, you can print them and complete them by hand.

You can download the full application with all addendums (just skip the addendums that do not apply) or download the main application by itself. If at a later time you need to complete an addendum separately those files are listed below individually.

Automated versions are here:

Note: Automated forms are designed for use ONLY on Windows/Mac computers. Amazon tablets are not compatible. Chromebooks users will not be able to save and submit the forms (without third party PDF and email software).

Full Traveler Application with all four Addendums

Full Traveler Application with no Addendums

Addendums as separate documents:

Addendum for Travelers with Seizures

Addendum for Travelers with Insulin Controlled Diabetes

Addendum for Travelers with Mobility Issues

Addendum for Travelers with Food Intolerance or Food Allergies

Versions to complete by hand are here:

Full Traveler Application with all four Addendums

Full Traveler Application with no Addendums

Addendums as separate documents:

Addendum for Travelers with Seizures

Addendum for Travelers with Insulin Controlled Diabetes

Addendum for Travelers with Mobility Issues

Addendum for Travelers with Food Intolerance or Food Allergies

Traveler Agreement & Release Document

Who needs to submit the Traveler Agreement and Release?

  • Travelers who do not have a guardian MUST sign the Agreement & Release
  • If the traveler has a guardian, both traveler and guardian MUST sign the Agreement & Release

This document details the terms and conditions of our agreement to include the traveler on one of our trips. It is required.

Handwritten Version

Download the document here ( Traveler Agreement and Release ). Read, print, sign it. Then submit it to Special Journeys via email, fax, or mail.

Electronic Signature Version

The traveler and the guardian can also separately sign this document on the Internet. For more information about this option please click here.

Trip Signup Form

Who needs to submit a Trip Signup Form?

  • Travelers who are signing up for a specific vacation.

Use this document to sign up for a specific trip. We use the Trip Signup Form to schedule the traveler on the requested vacation and plan for the specific care they need.

Submit the completed form to Special Journeys before the trip signup deadline, which is posted along with each trip description. You can submit the automated PDF form using the "Submit" button in the navigation pane at the top of the PDF form. The button will prepare a draft email for your review and will automatically attach the form. Or, you can print the completed forms and submit them by fax, scanned via email or mail.

If you are sending a check by mail to the address above, you can also include this form. If you are mailing in the form and check a few days before the trip deadline we recommend calling or also submitting the Trip Signup form via email or fax so that we can reserve a spot for the traveler.

Click here for the automated version Note: Automated forms are designed for use ONLY on Windows/Mac computers. Amazon tablets are not compatible. Chromebooks users will not be able to save and submit the forms (without third party PDF and email software).

Click here for the version to complete by hand