Don’t worry — this happens often. The first rule is: act as soon as possible. The earlier you request a date change, the more likely it is you’ll find an available new slot without extra fees or complications. Before you call or write an email, have your booking confirmation ready (reservation number, confirmation email, name of the person who booked) and prepare a few alternative dates that would work for you. That way the staff can check availability faster and offer a solution.
Also consider where the booking came from — did you buy tickets directly from the institution (e.g., the museum) or through an intermediary (a travel platform or agency)? Procedures differ: changes are usually simpler and quicker when purchased directly. If the reservation was made through an external service, check their terms or your customer panel — often you can change the reservation there or learn about any possible fees.
Remember the rule “get everything in writing.” After agreeing on a new date, ask for written confirmation of the change — this will protect you from misunderstandings on the day of your visit. (If you speak by phone, note the name of the person you spoke with and the time of the call.)
If you plan to change the date shortly before the visit (24–48 hours in advance), be prepared that change may not be possible everywhere or that fees might apply. That’s why it’s always better to act as soon as you know the original date won’t work.
If the reservation is for a guided group — ask for confirmation of the number of participants and suggest several alternative dates; organisers often need to coordinate guides and space, so being flexible helps.
The Jagiellonian University Museum (Collegium Maius) usually handles ticket and tour reservations at set times, and some visits (especially guided ones) require prior phone or email booking. The fastest and most reliable way to change a date is to contact the museum’s reservations office directly.
Steps to take:
- Prepare your booking confirmation (reservation number, name, date and time).
- Call the museum number shown on your confirmation or the contact numbers listed on official information pages; give your reservation number and say you want to change the date.
- If you can’t reach them by phone, write an email to the museum’s reservation address (listed in your confirmation or on the museum’s official site) — clearly state: reservation number, current date, proposed new dates and your contact details.
- Wait for confirmation. Museums often reply within a few working days; for short-notice requests, follow up by phone.
Useful facts about visiting Collegium Maius (helpful before you request a change):
- Entrance to the courtyard and guided tours are organised in small groups with limited places.
- A standard guided visit lasts about 20–30 minutes; groups rarely exceed 20 people per entry.
- The museum publishes contact details and ticket sale regulations in its information materials — check them when planning a change.
Wawel is one of Kraków’s most visited attractions, so booking procedures can be strict and depend on which part of the hill you plan to visit (the Castle, the Cathedral, the Treasury, the Underground, etc.). Best practices:
- Check the confirmation you received when booking — it usually contains information on how to change the date and contact details for the reservations office.
- If you booked directly with the organiser, contact the reservations office listed in the confirmation (email or phone). If you bought tickets through an intermediary, direct your request to them — intermediaries have their own cancellation and change policies.
- Act quickly — when demand is high time slots can fill up fast, and the sooner you request the change, the better your chances.
- If you can’t change the date, consider alternatives: send someone else in your place (some reservations allow ticket transfer), switch to a different exhibition the same day, or request a refund if permitted by the terms.
Remember: details (e.g., deadlines for group notifications or possible fees for changes) differ depending on the exhibition and the ticket seller — always rely on the information in your confirmation or on the site where you bought the ticket.
Procedures depend on the platform: some let you make changes in your account, while others require contacting customer service. If your booking was made via an external site:
- Log in to your account on the platform and check “my bookings” or “manage booking.”
- Read the platform’s payment and refund rules — you’ll find information on change fees and deadlines there.
- If self-service change isn’t available, contact the platform’s support and ask for help — provide the reservation number and proposed new dates.
- If the platform won’t allow a change, ask for cancellation with refund or credit, then make a new booking directly with the institution if possible.
- Have your booking confirmation at hand (email/recommended: reservation number).
- Prepare at least 2–3 alternative dates and times to make rescheduling easier.
- If booking for a group — give the current number of participants and any special needs (e.g., accessibility requirements).
- Check the ticket sale terms (especially sections on changes, cancellations and refunds).
- If the reservation was prepaid — find out whether handling fees apply to date changes.
- Note the contact details of the person you speak with, and ask for an email confirmation of the new date.
If an unexpected obstacle appears on the day of the visit (illness, cancelled flight), contact the place where you booked immediately. Even a short phone notice can help recover part of the cost or move the booking to another date, especially for larger groups.
If you can’t give prior notice — keep all supporting documents (medical confirmations, travel documents) — sometimes the institution will agree to a refund or voucher after you present justification. Each case is considered individually.
For bookings made through an intermediary — check whether you bought travel insurance that covers cancellations of attractions; that can help recover costs.
If your booking was for access to the hill area, also check whether the courtyard or other parts of the site are accessible without a ticket (some areas remain open to visitors free of charge until dusk). That can soften the disappointment if you can’t reschedule.
If you’re unsure — write to me. I can advise how to phrase a message to the museum or help find an alternative time to visit nearby attractions.
Can I transfer my ticket to someone else? - Often yes, but it depends on the booking conditions. If a ticket is not named, another person can usually attend in your place. It’s a good idea to notify the organiser in advance.
Is changing the date always free? - Not always. Some tickets or services have handling fees or are non-refundable. Always check the rules and ask the staff.
How far in advance do I need to request a change for a group? - For groups (especially with a guide) it’s best to notify a few days to a couple of weeks in advance. Exact requirements vary between institutions.
What if I don’t get an email reply? - Follow up by phone. On the day or 1–2 days before the visit, a phone call gives the best chance of a quick response.
Are weekends and holidays a problem? - Yes, they are the busiest times. If possible, propose weekdays or early-morning slots — it’s usually easier to find available places then.
- Be polite and concise when contacting staff — short, clear information speeds up the process.
- Record all arrangements and ask for email confirmation.
- If you’re visiting Kraków for a short time, consider booking with a small buffer (e.g., one or two extra days) — that gives flexibility in case of travel delays.
- If you need an alternative for the same day, I’m happy to recommend short walks and nearby places around Wawel and Collegium Maius that are worth visiting if your original plan must be postponed.
If you like, I can prepare a sample email to send to the museum (in Polish or English) that will make changing your reservation easier — tell me which language you prefer and I’ll draft one for you.
