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*Please click here for a PDF of the 2008 JOURNEY APPLICATION
*Please click here for a PDF of the 2008-2009 Traveler's Information
*Please click here for useful Traveler's Links
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 Escorted Journeys and Custom Journeys. Deposit schedules are for program costs only. Air payment schedules are determined by the airlines’ policies.
- Escorted Journeys without Rail or Cruise
- At time of reservation $1,000 per person
- 90 days prior to departure Balance due
- Escorted Journeys with Rail or Cruise
- At time of reservation 25% of total tour cost or minimum $1,000 per person
- *90 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. *Due to charter commitments, some programs may require final payment 120 days before departure. Journeys with special events may require additional deposits and may be subject to alternate cancellation terms as indicated in the detailed itinerary.
- Private Jet 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
If you make your reservation after the final balance is due, full payment will be collected at time of booking.
Custom Journeys (FIT) and Intimate Journeys have their own reservation and payment policy.
ELIGIBILITY
All trip members are expected to be in good health. We consider our programs to be active. Moderate to strenuous exertion including long walks and climbing stairs is sometimes an integral part of your travel program. Riding in 4WD vehicles on rough terrain or unpaved paths can aggravate back conditions. Flying aboard small aircraft is required in many areas.
RESPONSIBILITIES OF TRIP MEMBERS
Cultural immersion is part of the TRAVCOA experience. All members should be ready to enjoy traveling as part of a group, and to be ready to experience cultural differences with grace and sensitivity. Smoking and usage of cellular 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 or endanger the group or the travel experience, or break local laws may be removed from the travel program with no refund due and at their own expense.
TRAVELERS ASSISTANCE PROGRAM
 TRAVCOA shares the coverage available under the USTOA $1 Million travelers Assistance Program with affiliates of Grand Expeditions, Inc. who, as an active member of the USTOA is required to post $1 Million with the USTOA 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 Grand Expeditions, Inc. bankruptcy, insolvency or cessation of business. Further, you should understand that the $1 Million posted by Grand Expeditions, Inc. may be sufficient to provide only a partial recovery of the advance payments 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 their website at www.USTOA.com.
CANCELLATION POLICY
The cancellation policy is applicable to land, cruise or jet price, price, single supplements, intra-tour air, extension of tour and custom tour-related arrangements. Written notice must be received by mail, fax or email.
Cancellation fees are as follows:
- Escorted 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 Journeys with Rail or Cruise
- 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 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%
TRAVCOA is not responsible for additional expenses that may occur as a result of the cancellation such as airline cancellation fees, visa fees, vaccinations, purchases of clothing or equipment for the cancelled program or other expenses. Custom Journeys (FIT) has its own cancellation policy.
COST OF THE TRIP INCLUDES:
COST OF THE TRIP DOES NOT INCLUDE
- Air transportation; airport taxes; passport and visa expenses; laundry, wine, liquor, 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.
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.
CANCELLATION, TRIP INTERRUPTION & BAGGAGE INSURANCE
We highly recommend you purchase TRAVCOA’s TravcoAssist Gold Traveler’s protection program which includes cancellation, delay and baggage insurance in order to protect your vacation 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 trip cancellation 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 cancellation policy. Also note that there has been a proliferation of Travel Protection providers on the internet. Be aware that many of these services may not provide as extensive of coverage as providers recommended by TRAVCOA. We will not be responsible for any refunds 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 or circumstance beyond TRAVCOA’s control among others. Programs that include charters such as rail journeys, boat charters, and chartered aircraft or cruise ships are exempt from the guaranteed departures policy.
PRICING & CHANGES
Tour prices include planning, handling and operations charges and are based on current rates of exchange at the time of publishing of catalog. 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 trip members.
IMPORTANT NOTICE
The pace of TRAVCOA tours varies, 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 and facilities outside the United States for disabled individuals are sharply limited. Accordingly, when you reserve your tour, 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 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 the rights or welfare or enjoyment of other passengers; refund of unused land services is the limit of TRAVCOA’s liability. 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 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 cannot 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.
LIMITS ON TRAVCOA’S RESPONSIBILITIES
TRAVCOA and its affiliates (hereafter in this paragraph “TRAVCOA”) purchases transportation, hotel accommodations, restaurant services, and other services from various independent suppliers that are not subject to its control. TRAVCOA CANNOT, THEREFORE, BE LIABLE FOR ANY PERSONAL INJURY OR PROPERTY DAMAGE, OR ANY OTHER SPECIAL OR CONSEQUENTIAL DAMAGES that may occur due to (a) intentional, wrongful, negligent, or arbitrary acts or omissions on the part of a supplier, its employees and others not under the direct control of TRAVCOA, 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 cannot 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.
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 3 dimensions (length plus height and 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.
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 does not assume responsibility for cancellation fees of airfares due to itinerary or departure changes or cancellations.
PHOTOGRAPHY ON TOUR
TRAVCOA reserves the right to take photographs and/or videos during the operation of any program, and to use the photography for promotional purposes. Participants who prefer that their image not be used are asked to make themselves known to TRAVCOA in writing during the booking process.
UNUSED SERVICES
If you make any changes to any portion of your vacation after you have departed, such changes will be completely at your own expense. Refunds are not available for services provided in the vacation prices not utilized by you.
RESOLUTION OF DISPUTES
Any controversy or claim arising from/or relating to a TRAVCOA trip shall be resolved by binding arbitration in accordance with the Commercial Arbitration Rules of the American Arbitration Association, which arbitration proceedings shall be conducted in Orange County, California. Acceptance of the initial services to be provided on the trip shall constitute an acceptance by the trip member of these terms and conditions. On advancement of deposit to TRAVCOA, the depositor therefore agrees to be bound by the above recited Terms & Conditions.
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