Travelers Information 2012*Please click here for a PDF of the 2012 Traveler's Information *Please click here for useful Traveler's Links
COST OF THE ESCORTED JOURNEYS INCLUDES HOTELS. Based on availability, Travcoa offers varying room levels on certain Escorted Journeys. For those without varying room levels, a luxurious or best available room will be included in the cost. Single rooms must be reserved in advance at a supplementary cost. Travcoa reserves the right to substitute hotels for those named in the brochure when necessary. Specific bed types should be requested at time of reservation and cannot be guaranteed.
MEALS. Three meals per day on an à la carte DINE-AROUND basis, wherever available and practical, allowing a choice of anything on the menu, except caviar and alcohol. In those few places where à la carte is not available or practical, table d’hôte is offered. Bottled water, soft drinks, coffee or tea are included with meals.
TRAVEL DIRECTOR. The services of the Travel Director in all matters pertaining to the journey operation unless the journey is converted to an Independent or Tailor-Made Journey.
SIGHTSEEING. With English-speaking guide as shown in the itinerary, including entrance fees for places visited. Air-conditioned vehicles are utilized when available. Four-wheel-drive vehicles may be used in many locations as necessary, especially in Africa. Bottled water is included on sightseeing excursions.
LUGGAGE. All transportation and transfer of two normal-size Pullman suitcases, except when mandated by charter air carriers or airlines. On some programs baggage may be limited to 20 pounds. Traveler will be responsible for overweight charges imposed by an airline or air charter company.
GRATUITIES. All gratuities to hotel, cruise, train and restaurant staff and local guides and drivers for normal on-journey services. Note: The customary end-of-the-trip gratuity to the Travel Director is not included.
PORT TAXES. All port taxes on cruise portions of itineraries are included.
TRANSFERS. Group or individual airport transfers on arrival and departure flights.
MEDICAL EVACUATION INSURANCE. $50,000 medical evacuation insurance for covered expenses if any injury or illness commencing during the course of a journey outside of the Insured Person’s home country results in the necessary emergency evacuation of the Insured Person.
Independent and Tailor-Made Journeys generally do not include all meals, any gratuities or a Travel Director. Special terms may vary by journey.
RESERVATIONS & PAYMENTS Early reservations are essential due to our small group size. Deposits and all payments may be made by check or credit card (Visa, MasterCard & American Express) on Travcoa journeys. Deposit schedules are for journey costs only. You can send us a check, or to begin the process right away, you can give us a credit card number (Visa, MasterCard or American Express.) Air payment schedules are determined by the airlines’ policies. The following are our payment terms:
Escorted and Independent Journeys without Rail or Cruise At time of reservation - $1,000 per person 90 days prior to departure - Balance due
Escorted and Independent Journeys with Rail, Cruise or Special Restrictions At time of reservation - 25% of journey cost (minimum $1,000 per person) 120 days prior to departure* - Balance due
If you make your reservation after the final balance is due, full payment will be collected at time of booking. Journeys with special events may require additional deposits and may be subject to alternate cancellation terms as indicated in the detailed itinerary.
Failure to submit final payment by the above-noted deadlines may result in automatic cancellation of space & forfeiture of non-refundable deposits.
*Safaris, cruises, and certain other special trips may require a higher non-refundable itinerary planning fee.
Private Jet or Train Expeditions At time of reservation - $2,500 per person 270 days prior to departure - $15,000 per person 150 days prior to departure - Balance due
Tailor-Made Journeys: Deposits and payments for our Tailor-Made custom journeys vary according to your personal circumstance. We may require a non-refundable planning fee that will automatically be credited to your final payment. Call for more information. Within 60-Days – $500; Outside of 60-Days – $250
This non-refundable fee will automatically be credited toward the final payment of your trip. After receiving your planning fee, we will prepare a draft itinerary and review with you all the logistics and provide you with a total cost estimate.
CANCELLATION POLICY The cancellation policy is applicable to land, cruise, rail or jet price, single supplements, intra-tour air, extension of journey and custom arrangements. Written notice of cancellation must be received by mail, fax or e-mail within the time periods described below, and cancellation fees are payable as follows:
Escorted and Independent Journeys without Rail or Cruise 90 days or more before departure - $250 per person 89 to 60 days before departure - 20% of journey cost 59 to 30 days before departure - 50% of journey cost 29 days or less and enroute - 100% of journey cost
Escorted and Independent Journeys with Rail, Cruise or Special Restrictions 120 days or more before departure - 10% of journey cost 119 to 90 days before departure - 20% of journey cost 89 to 60 days before departure - 50% of journey cost 59 days or less and enroute - 100% of journey cost
Private Jet and Train Expeditions 270 days or more before departure - $250 per person 269 to 150 days before departure - $2,500 per person 149 to 90 days before departure - $15,000 per person 89 days or less and enroute - 100% of journey cost
Air Cancellation for airline arrangements made by Travcoa Prior to Airline ticketing - $35.00 per person After Airline ticketing - $100.00 per person plus any fees assessed by the air carrier
Air Change Fees for airline arrangements made by Travcoa including name corrections, flight changes, and passport information corrections (NOTE: Applies to both international and intra-tour air) Prior to Airline ticketing - $35.00 per person After Airline ticketing - $100.00 per person plus any fees assessed by the air carrier
Changes made to confirmed Escorted, Independent or Tailor-Made Journey reservations within 60 days of departure may result in a $100 per person change fee, and additional supplier change fee charges may apply.
Travcoa is not responsible for additional expenses such as airline cancellation fees, visa fees, vaccinations, purchases of clothing or equipment or other expenses that may occur as a result of the cancellation. Tailor-Made Journeys have their own cancel- lation policy.
ELIGIBILITY We consider our journeys to be active. Moderate to strenuous exertion, including long walks and climbing stairs, is sometimes an integral part of your journey. All guests are expected to be in good health and capable of such exertion. Riding in four-wheel drive vehicles on rough terrain or unpaved paths can aggravate back conditions. Flying aboard small aircraft is required in many areas. Please advise us in writing of any health issues or limitations at the time of placing your reservation. Refer to each journey and page 182 for Journey Pace definitions.
RESPONSIBILITIES OF TRAVELERS Cultural immersion is part of the Travcoa experience. All members should be ready to enjoy traveling as part of a group and experience cultural differences with grace and sensitivity. Smoking and usage of mobile telephones is prohibited at group meals, on buses and during other group activities. There will be ample stops for smoking and cellular telephone breaks. Participants who are disruptive, endanger the group or the travel experience, or break local laws may be removed from the journey with no refund due and at their own expense.
COST OF THE ESCORTED JOURNEYS DOES NOT INCLUDE Air transportation; airport taxes; passport and visa expenses; laundry, alcohol, and all items of a personal nature; expenses of guides, buses or cars for sightseeing not included in the itinerary; excessive baggage charges; health, accident, baggage, and trip cancellation insurance; gratuity for any personal services; gratuity to the Travel Director; and other items not mentioned as being included.
COST OF INDEPENDENT OR TAILOR-MADE JOURNEYS OR PRIVATE JET EXPEDITIONS Additional terms and conditions may apply. Please call for details.
HEALTH & INOCULATIONS Immunization requirements vary from country to country. Please consult your personal physician and/or local public health board, or the Centers for Disease Control and Prevention (CDC) in Atlanta (404-322-4559 or www.cdc.gov/travel). Additionally, we strongly suggest you have a complete physical since some itineraries include areas of high altitude and extreme temperature fluctuation. Bring this to your doctor’s attention. Required inoculations, if any, must be recorded by traveler’s health practitioner on a valid vaccination certificate which the traveler must carry for proof of inoculation where required. Individuals with heart disease, chronic illness, physical handicap, advanced pregnancy or mental illness should not participate in these rigorous travel programs.
CALIFORNIA SELLER OF TRAVEL PROGRAM Please be advised California has established a Travel Consumer Restitution Fund. It does not cover non-California residents, and even in the case of California residents, does not cover any foreign travel where the foreign “providers of transportation of travel services” are not in compliance with the seller of travel law (compliance being defined as: registered as a seller of travel in California and a participant in the travel Consumer Restitution fund). Thus none of the trips in this brochure/flier/website qualify and by law you are required to be advised that you would not be eligible to make any claim from that fund in the unlikely event of default by Travcoa, TUI Expeditions, or any of our foreign suppliers. California Seller of Travel registration #1008064. Registration as a seller of travel does not constitute approval by the State of California.
ACCOMMODATION CATEGORIES We stay in some of the world’s finest hotels and boutique properties and, where possible, we offer a choice of room categories: Travcoa Select, our standard for many years, features deluxe rooms, Travcoa Grand enjoys suite accommodations. Please call us for individual hotel descriptions on the specific room types.
CANCELLATION, TRIP INTERRUPTION & BAGGAGE INSURANCE We highly recommend that you purchase Travcoa’s TravcoAssist Gold Traveler’s protection program, which includes cancellation, delay and baggage insurance in order to protect your travel investment. Travcoa is not responsible or liable for loss, damage or theft of personal luggage and belongings, or personal injury, accident or illness. In most foreign countries, insurance coverage of personal injury, accident or illness is not available on the basis of U.S. standards. Travcoa offers journey cancel- lation or interruption, emergency medical evacuation, baggage, accident and sickness insurance to participants through reputable Travel Protection providers. Details will be sent at time of booking. Insurance premium payments and refunds are subject to policies of the insurance carrier. Travcoa will only reimburse according to our cancel- lation policy. Also note that there has recently been a proliferation of Travel Protection providers on the Internet. Be aware that many of these services may not provide comparable coverage as policies recommended by Travcoa preferred providers. We will not be responsible for any amounts not covered by or denied by the Travel Protection provider.
GUARANTEED DEPARTURES Once Travcoa has accepted deposits for a Travcoa Journey, the departure is guaranteed, except in case of force majeure, which includes any major events that adversely affect international travel patterns, events that endanger travelers, and circumstances beyond Travcoa’s control among other things. The guaranteed departures policy does not apply to programs that include charters and chartered aircraft.
PRICING & CHANGES Escorted Journey prices include planning, handling and operations charges and are based on current rates of exchange at the time of publishing of this catalog. Up to the date of departure, Travcoa reserves the right to increase tour prices and without notice, to withdraw any part or the entire trip, and to make such changes as may be necessary, and the resulting extra cost, if any, shall be paid by the journey members.
CANCELLATIONS Travcoa does its best to operate all journeys listed, but many operational circum- stances and program aspects are outside of our control, and as such, we reserve the right to cancel a program at any time for any reason. Should a program be cancelled or inoperative we will inform you as soon as possible about the cancellation. Travcoa is not responsible for additional expenses that may occur as a result of the cancel- lation, such as airline cancellation fees, visa fees, vaccinations, purchases of clothing or equipment for the cancelled program or other expenses.
IMPORTANT NOTICE Travcoa Journeys vary in pace, but in general, they require participants to be in good physical and mental health. Travcoa will make reasonable efforts to accommodate the special needs of its travelers; however, such travelers should be aware that the Americans with Disabilities Act is inapplicable outside of the United States. Facilities outside the United States for disabled individuals are limited. Accordingly, when you reserve your journey, please inform Travcoa of any physical disabilities or limitations so that we can help you determine the appropriateness of the itinerary you select. Notwithstanding the foregoing, Travcoa reserves the right to decline, to accept or retain on any trip: any person as a passenger should such person’s health or mental condition or physical infirmity or general deportment impede the operation of the trip or affect the rights, welfare, health, safety or enjoyment of other passengers. Refund of unused land services is the limit of Travcoa’s liability in such an event. It is the guest’s responsibility to judge the appropriateness of these travel activities to their physical capabilities. At times, the vendors with whom Travcoa contracts may require a doctor’s release to travel for travelers of a certain age or with special disabilities.
PASSPORTS / VISAS You are responsible for obtaining any travel documents and/or verifying entry requirements necessary for each country of travel and/or transit on your selected itinerary. Entry laws differ with respect to each traveler’s citizenship. Travcoa will not obtain personal travel documents for customers or assume responsibilities for notice of countries’ current requirements. You are responsible for any expenses incurred as a result of the delays or itinerary changes related to your lack of appropriate travel documents.
PHOTOGRAPHY ON TOUR Travcoa reserves the right to take photographs and/or videos during the operation of any journey, and to use the photography for promotional purposes. Participants who prefer that their image not be used are asked to make this request known to Travcoa in writing during the booking process.
AIRLINES CLAUSE The airlines concerned are not to be held responsible for any act, omission or event during the time passengers are not aboard their aircraft. The passenger tickets in use by the airlines, when issued, shall constitute the sole contract between airlines and the purchaser of these tickets and/or passenger.
AIRLINE BAGGAGE REGULATIONS In general, economy class allowance per trip participant is two checked pieces for which the total sum of the three-dimensions (length plus height plus width) does not exceed 106 inches (270 cms). No single piece may exceed the 3-dimensional sum of 62 inches (158 cms). Carrier liability for members’ baggage is clearly stated on the passenger contract included on all tickets or can be found on file for inspection at the offices of the carrier. Liability for checked and unchecked baggage shall in no event exceed the actual loss. Luggage allowance may be restricted within a country by regional airlines or air charter companies. Please refer to your final documents for restrictions. Travcoa shall have no responsibility or liability for your luggage.
AIRFARES All airfares are subject to change per the prevailing IATA tariffs and are further subject to change upon the devaluation of currency and/or fuel cost increases. Travcoa shall not be responsible for cancellation fees of airfares due to itinerary or departure changes or cancellations. Travcoa is not responsible for changes, cancellations and revalidations on any reservation not issued by Travcoa. Travcoa is not responsible for any upgrades issued by the airlines.
UNUSED SERVICES If you make any changes to any portion of your journey after you have departed, such changes will be completely at your own expense. Refunds will not be paid for services provided in the journey prices not utilized by you.
ARBITRATION You hereby agree that any dispute concerning, relating or referring to this Agreement, the brochure/flier/website/invoice or any other literature concerning your trip, the trip itself or any claim for damages due to injury or death which occurs during or in connection with the trip shall be resolved exclusively by binding arbitration according to the then existing rules of the American Arbitration Association in an arbitration conducted in Atlanta, Georgia, U.S.A. Such proceedings will be governed by substantive Delaware law. The dispute will be resolved by a single arbitrator who must be a lawyer admitted to practice in the courts of at least one state in the United States and have a minimum of fifteen years of experience in civil litigation. The arbitrator so described will be selected by the American Arbitration Association. Each party to the dispute shall have the right on a single occasion to veto the designation of an arbitrator so selected. There will be judicial review of the arbitrator’s decision if either side can show plain error in the application of law or be able to show an abuse of discretion with respect to factual findings. The parties waive the right to rely on any state law or statute which creates an exception to enforcement of the requirement that disputes be resolved pursuant to arbitration in the manner set forth herein.
WAIVER OF JURY TRIAL In connection with any action or legal proceeding arising out of this agreement, the parties hereby specifically and knowingly waive any rights that either party might have to demand a jury trial.
EXCLUSIVE GOVERNING LAW AND EXCLUSIVE JURISDICTION This agreement and any actions and proceedings brought hereunder shall be governed by the laws of the state of Delaware, without regard to conflicts of laws principles. If the right to seek arbitration is for any reason waived by both parties, or if judicial review of any arbitration decision is sought, any action or legal proceeding to enforce any provision hereof, or based on any right arising out of, this agreement shall be brought exclusively in the courts of the state of Delaware, or, if it has or can acquire jurisdiction, in the United States district court for the district of Delaware, and all of the parties hereby consent to the exclusive jurisdiction of such courts and of the appropriate appellate courts in any such action or legal proceeding and waive any objection to venue or jurisdiction in connection therewith.
SEVERABILITY The invalidity or unenforceability of any part of this Agreement, or the invalidity of its application to a specific situation or circumstance, shall not affect the validity of the remainder of this Agreement, or its application to other situations or circumstances. Any provision of this Agreement held invalid or unenforceable only in part or degree will remain in full force and effect to the extent not held invalid or unenforceable.
WAIVER Any failure by either party at any time, or from time to time, to enforce or to require the strict keeping and performance of any of the terms or conditions of this Agreement shall not constitute a waiver of any such terms or conditions and shall not affect or impair such terms and conditions in any way or the right of such party at any time to avail itself of such remedies as it has for the breach or breaches of such terms and conditions.
EXCLUSIVITY Except as otherwise expressly provided to the contrary, the rights herein granted and this Agreement are for the benefit of the parties hereto. The terms and conditions of this Agreement shall be exclusive of any advertising, marketing or other sales literature or activities of Travcoa and nothing contained in any of such materials shall be construed to create any rights as a result of or in connection with this Agreement.
ACKNOWLEDGMENT OF RISK You understand and acknowledge that your travel in connection with and participation in the vacation package arranged at your request by Travcoa may involve risk and potential exposure to injury and possibly death. You also realize and acknowledge that risk and dangers may be caused by the negligence of the owners, directors, employees, contractors, subcontractors, officers or agents of Travcoa or the negligence or participation of other participants, contractors and/or subcontractors to Travcoa. You also recognize and acknowledge that risk and dangers may arise from foreseeable and unforeseeable causes, including weather and other acts of nature. You fully understand and acknowledge that the aforementioned risks, dangers and hazards are a potential in connection with recreational activities which may take place during your trip.
EXPRESS ASSUMPTION OF RISK AND RESPONSIBILITY In recognition of the inherent risk of the travels and related activities in which you are intending to engage, you confirm that you are physically and mentally capable of participating in the activity, that you are willingly and knowingly electing to participate in this vacation package in spite of the potential risk of danger, and you willingly and voluntarily assume full responsibility for any injury, loss or damage suffered by you or caused by you, whether caused in whole or in part by the negligence of the owners, directors, agents, officers, employees, contractors or subcontractors of Travcoa.
LIMITS ON TRAVCOA’S RESPONSIBILITIES Travcoa Corporation and its affiliates, owners, officers, agents, employees, contractors and subcontractors (hereinafter referred to as “Travcoa” in this paragraph) purchase transportation, hotel accommodations, restaurant services and other services from various independent suppliers that are not subject to its control. Neither Travcoa, nor any associate organization, agent, employee, contractor or subcontractor shall be held liable for any act, default, injury (including death), loss, expense, damage, deviation, delay, curtailment or inconvenience caused to or suffered by any person or their property, howsoever arising, which may occur or be incurred by any organization or person, even though such act, default, injury, loss, expense, damage, deviation, delay, curtailment or inconvenience may have been caused or contributed to: (a) by the act, neglect or default of Travcoa, (owners, officers, agents, employees, contractors and subcontractors) or of any persons for whose acts it would otherwise be responsible, or (b) defects or failures of any aircraft, vessel, automotive vehicle or other equipment or instrumentality under the control of independent suppliers. In addition, Travcoa will not be liable for delays in departure or interruption of your vacation arrangements caused by weather conditions, technical problems of any aircraft, vessel, automotive vehicle or other equipment or instrumentality, strikes, war, terrorist activity, civil commotion or any causes beyond the control of Travcoa. In no event will Travcoa be responsible for incidental, consequential or special damage or loss suffered by any person. Travcoa’s maximum liability, for any reason whatsoever, will be limited to the amount paid to Travcoa for its services. In issuing tickets and coupons for transportation of the purchaser by any means and making arrangements for hotel or other accommodation, Travcoa is not acting as principal but only as agent for the companies, corporations or persons providing or offering the means of transportation and accommodation. To the extent Travcoa shall not be acting as an agent, as stated above, it shall be deemed to be acting as an agent of the purchasers in arranging or booking transportation and accommodation.
RELEASE OF LIABILITY In consideration of the services and arrangements provided by Travcoa, you, for yourself and for your heirs, personal representatives or assigns, do hereby release, waive, discharge, hold harmless and agree to indemnify Travcoa, and its owners, officers, directors, agents, contractors, subcontractors and employees from any and all claims, actions, or losses for bodily injury, property damage, wrongful death, loss of services, lost profits, consequential, exemplary, indirect or punitive damages or otherwise which may arise out of or occur during your travel in connection with the scheduled vacation package and any activities conducted in conjunction therewith. YOU SPECIFICALLY UNDERSTAND THAT YOU ARE RELEASING, DISCHARGING AND WAIVING ANY CLAIMS OR ACTIONS THAT YOU MAY HAVE PRESENTLY OR IN THE FUTURE FOR THE NEGLIGENT ACTS OR CONDUCT OF THE OWNERS, DIRECTORS, OFFICERS, EMPLOYEES, AGENTS, CONTRACTORS OR SUBCONTRACTORS OF TRAVCOA.
EXPRESS WAIVER OF ANY RIGHT TO SEEK CONSEQUENTIAL, PUNITIVE OR EXEMPLARY DAMAGES Regardless of the situation or circumstances giving rise to a claim, you waive any right to seek consequential, punitive or exemplary damages against Travcoa its owners, officers, directors, agents, contractors, subcontractors and employees, for any reason whatsoever. In consideration of participating in my vacation package, my signature on my journey application indicates that I have, on the date shown, read and understood this document and I acknowledge that it affects my legal rights and agree to be bound by its terms. My signature also signifies my intention to relieve and indemnify Travcoa, its owners, officers, directors, employees, agents, contractors and subcontractors from any liability for personal injury, property damage or wrongful death which I might suffer during my participation in the scheduled vacation package.
CONSUMER PROTECTION Travcoa shares the coverage available under the USTOA $1 Million Travelers Assistance Program with affiliates of TUI Travel PLC who, as active members of the USTOA are required to post a $1 Million letter of credit with the USTOA. This amount is to be used to reimburse, in accordance with the terms and conditions of the USTOA Travelers Assistance Program, the advance payments of Travcoa customers in the unlikely event of a TUI Travel PLC bankruptcy, insolvency or cessation of business. Further, you should understand that the $1 Million letter of credit posted by TUI Travel PLC may be sufficient to provide only a partial recovery of the advancepayments received by Travcoa. Complete details of the USTOA Travelers Assistance Program and a list of affiliates may be obtained by writing to USTOA at 275 Madison Avenue, Suite 2014, New York, New York 10016, or by email to information@ustoa.com or by visiting its website at www.USTOA.com.
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