FAQ - Partners

Frequently Asked Question and general information for Service Providers and Partners.

Why should I register as a service provider with Winerist?

Winerist has created the first global wine travel dedicated online platform that connects wine tourists with local people, wineries, tour guides and special places to stay. As a service provider you can benefit from the following:

  • Free listing and featuring on our site

  • Increased visibility via our social media channels

  • Outreach to a global customer base of wine tourists

  • Online booking functions and payments facilitation with credit cards and PayPal

How much does it cost to register through the website as a service provider?

The use of the platform is free for tour guides and tour operators - Winerist only collects a commission on bookings generated via our website. Hotels and wineries can use the platform on the basis of one of the packages offered, which can be seen in detail on our Partners Page.

What is Winerist’s commission?

The commission depends on whether you are a hotel/winery or tour guide. Commission rate for hotels/wineries depends on the partnership package chosen.

If you are a tour guide, please insert the standard commission rate you offer in % to other partners in the 'Commission' box on the page describing your offer.

Winerist will review, and will either accept or propose a different commission based on appropriate industry standards. Please note that Winerist usually works on a 20% commission basis.

Who is eligible to register on the Winerist website?

Registration is available to a number of service providers listed below:

  • hotels, B&Bs, villas, châteaux and other accommodation providers

  • wineries

  • wine, culinary, private guides and other activities related tours guides in the region

Winerist has a adopted a set of quality guidelines to ensure that the chosen service providers are among the best in offering wine tourism services in their region. Together with our regional experts we identify the service providers that are acceptable for inclusion on our website.

We also accept direct application for inclusion on the website from wineries, hotels or tour guides and review, check and assess each one of them based on the Winerist criteria of authenticity, originality, best quality of service and reviews from accredited wine consultants, connoisseurs and tour experts. Please send us an email at info@winerist.com if you wish to apply.

How do I proceed with the registration?

Please proceed follows:

  1. Register your profile – follow the private link sent to your email and sign-up to the website by filling the profile form.

  2. Manage your profile – after registration, you will be able to manage your hotel, winery or tour information from the main menu.

  3. Register your offers – from the main menu select the appropriate tab (wineries, tours or hotel) to add your offers.

How do we enter into a contractual agreement with Winerist?

The contract stipulating working terms between Winerist and the service provider can be accessed from your account Main Menu when adding your offers (please see below how to do so for Hotels, Wineries or Tour Guides respectively). The Terms and Conditions are universal for Hotels, Wineries and Tour Guides.

Each time you add a new offer (hotel, winery, tour) or make changes to it, you will be asked to confirm acceptance of the Owner's Agreement.

How do I describe my offer?

The description of the offer can often make you stand out. Therefore when writing it, have the following in mind:

  • What are you selling?    

    • Describe your offers and services in detail, but focus on the key selling points

    • If you are offering related activities on-site e.g. cooking class, spa or horse riding, please mention these

    • If you know of nearby points of interests or activities please list these under Nearby on the form.

  • What makes you offer unique? Mention if it is an off-the-beaten track tour, a boutique hotel nestled in picturesque surroundings, a wine tasting with the winemaker. Emphasize all the unique points in the description and in the Highlights area on the form.

  • Use visual pictures: photos are very important in order to enhance the value of you offers and services. These are perhaps more important than the text in the description! We recommend using visual, qualitative pictures that will create a lasting impact. Showing a selection of various pictures such as landscapes, the region, the wine, the food, the property, authentic objects and people enjoying themselves, will create a bigger picture for the client of the variety and authenticity of your products and services.

  • Keep content to a minimum. Customers often make up their mind without reading the full text, therefore highlighting your unique selling points and nearby activities is crucial.

You will find further instruction on where to describe your offer in the appropriate sections titled Hotels, Wineries and Tour Guides below.

How can I upload pictures of my offer and what is the acceptable picture format?

You can upload pictures of your hotel/winery/tour by logging in into your account and clicking respectively 'Your hotels', 'Your wineries' or 'Your tours'. Click on 'Edit' on the offer you want to manage and upload the pictures at the bottom of the form.

Pictures should be landscape only and max 5 MB. The ideal picture size is max width: 880px and max height: 445px. If you encounter issues submitting photos please submit the form without the photos and send them to us via dropbox, wetransfer or email at info@winerist.com.

How do I add my rates/pricing information?

Rates can be managed from your account's Main Menu (please follow specific instructions below for Hotels, Wineries and Tour Guides).

Rates: the total price that the client pays, including Winerist's commission. Where other fees such as local taxes are not included by law please specify, otherwise these should also be included in the total price by default.

Note: As per the Owner Agreement and industry standards, Winerist operates a best rate guaranteed policy. Please refer to the contract if you need further details.

Is it possible to block some periods in the calendar?

Yes, you can block certain dates/periods in the 'Manage Rates' section, which you will find under your hotel/tour in your main account. Simply, change the periods for which you will be operating, thus leaving out the dates you want to block.

What happens after I submit an offer?

The first time you add a new offer, Winerist will receive the information, review it and make sure there are no details missing. Once we have approved the content, your offers will appear on the website in the appropriate section.

You can check the status of your entry in your account  ̶  an offer currently being reviewed will appear as 'In review' and those approved will have the status 'Approved'.

Should we need more information from you we will get in touch via email at info@winerist.com.

I have registered a new offer but it does not show up on the website?

This may happen in the short time between submitting your offer for review to us. As per above, Winerist will review your offer and once accepted the offer will be posted on the website.

How many offers can I add?

You can add as many offers as you want, subject to Winerist’s review. With the same profile you can manage multiple hotels and wineries if you are registered as a 'Manager', and multiple tour offers if you are registered as a 'Tour Guide'. Please allow us 24-48 hours to consult our experts and perform all checks on your offer.

Which currencies are accepted?

We recommend the use of international accepted currencies such as GBP, USD and EUR.

You can also list your offers in one of the following currencies: GBP, USD, EUR, CAD, NZD, AUD and ZAR.

How does the booking process work?

Bookings are made on request via our website. Clients that are interested to book your offer, will choose their required dates and send an enquiry via our in-house message board. You will automatically receive this enquiry and will be able to action it by logging into your account and clicking on 'Bookings’. You can either accept it or reject it, depending on your availability. To confirm availability, click on 'Actions’ and then 'Approve Booking’. To reject availability, click on 'Actions’ and then 'Unavailable'.

Once you have confirmed availability, the client will automatically receive your reply and will be charged in full.

It is important that all enquiries are answered ASAP but in any case not later than 48 hours after the enquiry has been sent. If you answer late, clients may shy away from your offer and if you answer after 48 hours, Winerist has the right to revoke your account in line with the Terms and Conditions.

How will I know if I have a reservation enquiry?

You will receive a notification email and will be able to action it by logging into your account and clicking on 'Bookings'. You can either accept it or reject it, depending on your availability. To confirm availability, click on 'Actions' and then 'Approve Booking'.

Where can I see all my bookings and pending enquiries?

Log in to your Winerist account and click on 'Bookings'. 'Status’ shows you the status of the booking. If the status is green and says 'Approved’, availability has been confirmed and if it is blue and says 'Completed’, payment details have been successfully submitted and the booking is confirmed.

Clicking on 'Actions' will provide details of the enquiry/booking, which you are welcome to print for your own records. Under 'Actions' you can also change payment status and complete a booking confirmation.

How do I send a message to the client?

After the booking is complete and client is paid you will receive the client’s email so you can contact them directly.

Before the payment is processed, to ensure both parties are protected and adhere to our Terms&Conditions, we request all communications to be made via our message board. You can send the client a message by logging in to your Winerist account and clicking on 'Bookings'. Click on 'Comments' and add your message to the client.

What are the payment methods?

Clients pay with a payment/credit card for all online bookings through STRIPE payment system. Alternative payment methods (PayPal or bank transfer) can be discussed for bespoke enquiries.

You should open an account with STRIPE in order to receive direct payments. In this case  client’s payment will be automatically split between your and Winerist Stripe accounts for Winerist to receive commission only and outstanding payment minus commission going directly to you.  

In case your country does not support STRIPE, the full amount goes directly to Winerist account and you invoice us at the end of each month for the tours/hotel stays/winery visits which take place this month, and Winerist pays the outstanding amount minus our commission usings alternative payment methods: PayPal, bank transfers (on amounts over 500 Euro) or credit card (if you are PCI compliant). Please note that in such cases payments to service providers are made after the tour/visit/stay dates in accordance with our accountancy procedures and to avoid any complications in case the bookings are cancelled.

What is PCI and do I have to adhere to it?

The Payment Card Industry Data Security Standard (PCI DSS) is a set of requirements designed to ensure that all companies that process, store or transmit credit card information maintain a secure environment. For more details please visit their website: http://www.pcicomplianceguide.org/. If you process credit cards you must be PCI compliant. Non-compliance is a breach of the Term and Conditions. If you cannot guarantee PCI compliance you should only take payments via PayPal.

Do I have to be PCI compliant if I take payments with PayPal only?

Payments processed via PayPal will not require you to be PCI compliant, because PayPal is processing the payment for you.

Can I cancel a booking?

In accordance with our Terms&Conditions, the service provider shall not be permitted to cancel any customer reservation except where such cancellation is necessary as a result of a Force Majeure Event.

How to refund a customer if they cancel their booking?

If you are registered with STRIPE, you will need to log into your Stripe account and refund the client partially or in full according to Winerist’s or your own Cancellation Policy and Terms&Conditions. We will in turn refund the commission.

If you are not registered, we will process the refund to the client according to Winerist’s or your own Cancellation Policy and Terms&Conditions.

Where do clients reviews come from?

In order to comply with our quality guidelines, bookings made through our site will trigger a request from the client to add a review.

How do I log back on the site?

You can click on Log in at the top of the Home Page or Partner login at the bottom of the page. Please login with your username and password.

I cannot remember my password?

You can reset your password by clicking on Log in and then 'Forgotten your password?'. Please insert your email and check your mailbox for your new temporary password. You can later change to a memorable one.

How do I manage my profile and account information?

To manage your profile information, follow steps below:

  1. From your account's Main Menu click on 'Edit Profile' link or by choosing the 'Account Details' box.

  2. Complete all the fields from the form or edit information accordingly and click 'Save' at the end of the page to save your changes.

HERE ARE THE DETAILED STEPS FOR HOTELS, WINERIES AND TOUR GUIDES RESPECTIVELY

FOR HOTELS

You should first go to our Partners Page and choose one of the packages offered.

To register as a "Manager" follow the steps below:

  1. Fill in the information in the form (screenshot below)

  2. If you are EU VAT registered you will need that number for invoicing purposes. Otherwise please write n/a.

  3. Agree to the Terms & Conditions and Privacy Policy

  4. Create Account

Register as manager

To create a new Hotel, follow the steps below:

  1. From the Main Menu, click on Your hotels box or on Hotels link.

  2. Click on Add New Hotel button

  3. Accept the Owner's Agreement – this is the contract between you and Winerist so please do read carefully.

  4. Complete all the fields from the form and click Submit button at the end of the page to submit the information.

Note: Accommodation providers that have no winery should leave the tab Your Wineries in the Main Menu empty.

What information do Hotels need to describe their offer?

You may need the following information to submit an offer:

  • Name of the property

  • Type of property – please choose from hotel/boutique B&B/Villa or Chateau

  • Property subtitle – if you want to give extra information in a catchy subtitle

  • Address of the property

  • Telephone number incl. country code

  • Fax number incl. country code

  • Email address for reservation enquiries

  • Alternative contact email address – in case we cannot reach you directly

  • Country

  • Wine region where the property is located

  • Website address

  • GPS coordinates – longitude and latitude

  • General description of the property

  • Number of rooms

  • If renting entire accommodation (eg. villa) please specify how many people does it sleep. If not applicable leave empty.

  • Highlights – list a few bullet point highlights of the property

  • Nearby – list nearby points of interests

  • Services and activities (tick where applicable)

  • Check-in and Check-out times

  • Closing periods (if applicable)

  • Restrictions (i.e. child policy, pet policy, rules of conduct, etc.)

  • Payment policy – please also specify if pre-payment or deposit is required

  • Cancellation policy

  • Commission

  • Pictures and picture description

Note: All the fields with * (asterisk) sign, are required.

How do I manage my Hotels rates?

To manage rates for a Hotel, follow steps below:

  1. From your Main Menu click Your Hotels

  2. You will be then presented with all existing hotels. Search for the entry you want to manage.

  3. Click on Manage rates link to be directed to the rates page

  4. Follow the steps below:

STEP1: Setup Rooms for Hotels

  • Add your room types and names with short description (eg. King double) in Add New Room. Click Save. You can add multiple rooms.

  • Manage your existing rooms by editing name or description and click Save or Remove.

STEP2: Setup Periods

  • If you have seasonal and off-season rates please Add New Period by choosing start date and end date, and after click Save. If you do not have seasonal and off-seasonal plans please write 01/01/2014 to 31/12/2014.

  • Manage your existing periods by editing start and end date and click Save or Remove.

STEP3: Setup Currency

  • Choose Currency and click Save.

STEP4: Manage your rates

  • Once you have completed the steps above, follow the link to set up the rates.

  • Complete all inputs with rates for each period and room type.

  • Click on Save Rates button to finish managing.

 

FOR WINERIES

You should first go to our Partners Page and choose one of the packages offered.

To register as a "Manager" follow the steps below:

  1. Fill in the information in the form (screenshot below)

  2. If you are EU VAT registered you will need that number for invoicing purposes. Otherwise please write n/a.

  3. Agree to the Terms & Conditions and Privacy Policy

  4. Create Account

To create a new Winery, follow the steps below:

  1. From the Main Menu, click on Your wineries box or on Wineries link.

  2. Click on Add New Winery button

  3. Accept the Owner's Agreement – this is the contract between you and Winerist so please do read carefully.

  4. Complete all the fields from the form and click Submit button at the end of the page to submit the information.

Note: Wineries that do not have accommodation on-site should leave the Your hotels tab in the Main Menu empty. If you have accommodation facilities please feel free to register these as well.

What information do Wineries need to describe their offer?

You may need the following information to submit an offer:

  • Name of the winery

  • Winery subtitle – if you want to give extra information in a catchy subtitle

  • Address

  • Telephone number incl. country code

  • Fax number incl. country code

  • Email address

  • Alternative contact name and email address in case we cannot reach you directly

  • Country

  • Wine region where the winery is located

  • Website address if any

  • GPS coordinates – longitude and latitude. This is especially important for places difficult to find.

  • General description

  • Opening hours

  • Languages spoken

  • Highlights – list a few bullet point highlights of the winery

  • Grape varieties – list the grapes grown

  • Tasting advanced booking required – yes/no

  • Nearby – list nearby points of interest

  • Seasonal activity – please specify periods of the year when closed

  • Booking contact – person responsible for tasting room reservations

  • Payment policy – please specify if pre-payment or deposit is required

  • Cancellation policy

  • Pictures and picture description

Note: All the fields with * (asterisk) sign, are required.

How do I manage my Winery's available tastings and prices?

To manage tastings for a Winery, follow steps below:

  1. From your Main Menu click Your wineries

  2. You will be then presented with all existing wineries. Search for the entry you want to manage.

  3. Click on Manage tastings link to be directed to the tastings page

  4. Follow the steps below:

STEP1: Setup Tastings for Wineries

  • Add your wine tastings with short description (e.g. Six Wines Tasting, or Wine & Cheese pairing) in Add New Tasting. Click Save. You can add multiple tasting packages.

  • Manage your existing tastings by editing name or description and click Save or Remove.

STEP2: Setup Periods

  • If you have seasonal and off-season rates please Add New Period by choosing start date and end date, and after click Save. If you do not have seasonal and off-seasonal plans please write 01/01/2012 to 31/12/2012.

  • Manage your existing periods by editing start and end date and click Save or Remove.

STEP3: Setup Currency

  • Choose Currency and click Save.

STEP4: Manage your rates

  • Once you have completed the steps above, follow the link to set up the rates.

  • Complete all inputs with rates for each period and tastings type.

  • Click on Save Rates button to finish managing.

FOR TOUR GUIDES

To register as a "Tour Guide" follow the steps below:

  1. Fill in the information in the form (screenshot below)

  2. If you are EU VAT registered you will need that number for invoicing purposes. Otherwise please write n/a.

  3. Add a title (e.g. Certified tour guide) and a short biography about yourself.

  4. Agree to the Terms & Conditions and Privacy Policy

  5. Create Account

  6. After your profile has been created, please upload a profile picture by going to Account Details from the Main Menu

How do I upload a profile picture?

This option is valid Tour Guides only. To upload a profile picture please login into your account and click “Edit profile”. You will be able to add the profile picture at the bottom of the form.

Pictures should be max 1 MB and the ideal picture size is max width: 100px and max height: 100px.

To create a new Tour, follow the steps below:

  1. From the Main Menu, click on Your tours box or on Tours link.

  2. Click on Add Tour button

  3. Accept the Owner's Agreement – this is the contract between you and Winerist so please do read carefully.

  4. Complete all the fields from the form and click Submit button at the end of the page to submit the information.

What information do Tour Guides need to describe their offer?

You may need the following information to submit an offer:

  • Title of the tour

  • Tour subtitle – if you want to give extra information in a catchy subtitle

  • Address – this is the address of the tour guide company for invoice purposes

  • Telephone number incl. country code

  • Fax number incl. country code

  • Email address for reservation enquiries

  • Country

  • Wine region where the tour takes place

  • Website address if any

  • GPS coordinates – only advisable if meeting point is pre-defined and difficult to find

  • General description of the tour

  • Start time and end time

  • Maximum and minimum number of people

  • Tour duration

  • Tour type – group or private

  • Highlights of the tour

  • Tour pricing – please see below information on how to price the tours)

  • Currency – please see below the question on accepted currencies)

  • Seasonal activity – please specify periods of the year when not touring

  • Languages spoken

  • What’s included and not included in the tour – list in bullet points

  • Highlights of the tour – list a few bullet point highlights. Customers often make their decisions based on the information in the highlights.

  • Meeting point – please specify whether you pick-up the clients or have a pre-defined meeting point for your tour

  • Payment policy – please specify if pre-payment or deposit is required

  • Cancellation policy

  • Commission

  • Testimonials – please feel free to include one testimonial from a previous customer

  • Pictures and picture description

Note: All the fields with * (asterisk) sign, are required. It is forbidden to reveal your company name, website or any other personal information, other than your name, bio and picture. Any such information does not adhere to the Owner;s Agreemetn and will de deleted.

How do I manage my Tour prices?

Tour guides can introduce the prices and currency for their tours on the tour form explained above.

Please note that prices are per person, per offer. We cannot accept different price plans depending on the number of people on the tour. Therefore, we recommend that you use the price per person that makes the most commercial sense for you based on the minimum number of people required on a tour. You can add your minimum and maximum group restrictions in the form above.

What if I have seasonal and off-seasonal prices for my tours?

You can also add seasonal and off-seasonal pricing information for your tours. From the Main Menu click on Your tours then choose the tour you want to manage. Click on Manage rates to be directed to the rates page. On this page you can specify the different periods of the year for which you have different price plans.

What if I want to offer bespoke tour packages?

At this stage we do not have a separate section for bespoke tours, though we are planning to add such a section in the near future. If you are offering bespoke services, we would recommend to mention when writing your tour description that the tours can be tailor-made and if they desire a bespoke package to enquiry about it when requesting availability.