Worldwide 2013 (UK)
When you explore Europe with Trafalgar, we make sure you feel like a traveller not a tourist.
BOOKING CONDITIONS AND OTHER IMPORTANT INFORMATION YOUR GUIDED HOLIDAY BOOKING Trafalgar Tours Limited is the ‘Sales Company’; AAT Kings Tours (Pty) Limited – Australian Tours, AAT Kings Tours (NZ) Limited – New Zealand Tours, Trafalgar Tours Limited – China & Asia, Great Britain, South Africa and Europe Tours and Destination America Inc – America Tours are the ‘Operators’; collectively these companies are referred to as ‘Trafalgar’. All contracts with Trafalgar are made subject to the terms of these booking conditions and are governed by English law and the exclusive jurisdiction of the English Courts. The invalidity of any provisions herein shall not affect the validity of any other provisions. The agreement shall be construed as though the invalid provision was not contained herein and was replaced with an enforceable provision as similar as possible to the original provision. Disclaimer: Travel is personal and each individual’s goals and experiences may differ. Trafalgar will not be bound by, or liable for, any description, representation or warranty made by any independent third party sales representative, travel agent, or other person or entity relating to any holiday offered by Trafalgar. Departure Date: The departure date is the date indicated on the Trafalgar confirmation. WHAT’S INCLUDED IN THE GUIDED HOLIDAY PRICE Private Door to Door: See page 217 for full terms and conditions. Inter-city Travel: By private motorcoach, trains and ferries (see itineraries). Air Transportation: For guided holidays starting or ending at gateway cities other than London, air transportation between London and the gateway city is included; flights between other UK airports and the gateway cities may be available and may incur additional supplements. Intra-holiday flights (international, local and inter-island excluding Australia and New Zealand holidays) are included in the total price as indicated for each specific itinerary. Please note flight supplements may apply subject to airline availability at time of booking. Guided Holiday: By air-conditioned luxury motorcoaches. Please note that on some Regional holidays and London sightseeing, motorcoaches without toilet facilities are used. In the Middle East and South Africa, air-conditioned motorcoaches without toilet facilities are used. If due to circumstances beyond our control coaches are used otherwise than as advertised, a refund of £7 per person will be made. Hotel Accommodations: Prices are per person, based on two persons sharing a two-bedded room with private bath or shower. Triple rooms may be available on some guided holidays (not all) in limited numbers. Triple rooms will often feature one foldaway bed plus one double bed. Three adults may find these rooms small and suitcase space slightly restricted. They are generally more suitable for two adults and one child. Quad rooms may also be available for Families. Every effort has been made to reserve two-bed rooms; however, on some occasions, rooms with one bed may be the only choice available. These rooms will be allocated to single travellers and couples first; other rooms may feature a single bed and rollaway bed, murphy bed or sleeper sofa. A limited number of twinshared rooms are available with our Guaranteed Room Share service. Special room requests (smoking/non-smoking, adjacent, connecting or lower-floor rooms, as examples) must be made at time of booking. Special room requests are not guaranteed and are based on availability at time of check-in. Many hotels in North America are 100% smoke-free, including all guest rooms, restaurants, lounges, meeting rooms, public spaces, and employee work areas. Smoking in a non-smoking room may result in a fine. Substitute hotels may be used sometimes. We try to use hotels of similar standard. Hotel Frequent Traveller programme points are not earned with hotels on Trafalgar holidays. Travel Director: Guided holidays are conducted in English by a professional Travel Director. For South Africa, please note that at times we operate our holidays with local guides. In the unlikely event that there are fifteen guests or less travelling on a departure, Trafalgar reserves the right to operate this departure on an individual basis with private transfers and individual arrangements. Please refer to the individual guided holiday. Pre or post itinerary extensions are operated on a locally hosted basis using regular English-speaking local guide services. Meals: Meals are included as detailed on itineraries. Sightseeing: Excursions, entrance fees and English-speaking guide (when required) are included as detailed in the itinerary pages. Transfers: Between airports, hotels, railway stations and piers are included as indicated on each guided holiday itinerary (please see ’Airport Transfers’ section for further details). There will be no refund for missed or unused airport transfers. Porterage: Baggage handling of one suitcase per person, at each guided holiday hotel and porter service at airports for all intra-air flights on South America itineraries, is included in the guided holiday price. Due to limited coach capacity, a single bag is allowed with dimensions not exceeding 30”x18”x10” (76x46x25cm) and weight not exceeding 44 lbs (20kg). Airlines may impose stricter weight and size limits for luggage and may also charge fees for checked baggage, including the first checked bag. Please check with your airline(s) directly for their most current baggage regulations and related fees. Trafalgar is not responsible for additional fees imposed by air carriers regarding baggage. A charge of US$6 or local currency equivalent per travelling day will be collected by the Travel Director if a second piece of baggage is permitted to be carried, or if suitcase exceeds weight or size limits. This is not assurance that luggage in excess of limits on size, weight and number of pieces will be permitted on the coach. Carry-on/hand luggage is restricted to one piece per person, not exceeding 12”x11”x6” (30x28x14 cm) to fit under your coach seat or in the small overhead compartment. Carry-on/hand luggage handling is the responsibility of each guest and must be taken on and off the motorcoach by you each day of the guided holiday. Carry-ons with telescopic handles and wheels will not fit in the overhead compartments or under seats and, therefore, cannot be accepted as carry-on luggage. Trafalgar and Trafalgar’s affiliated entities shall not be liable for loss or damage to baggage or any guest’s belongings. Guests should immediately report lost items to the Travel Director who will assist in completing a lost property form that can be used for an insurance claim. Trafalgar cannot assist in locating lost items after the guest disembarks or completes the Trafalgar holiday. Tips/Gratuities: Tips/gratuities are included for services on guided holiday provided by dining-room waiters, chambermaids and porters at hotels, airports and docks. For South African holidays only hotel porterage is included. Inter-Island Flights on Hawaii guided holidays: Hawaii guided holidays include all inter-island airfares, air-related charges and taxes as per date on the back cover and are subject to change without notice. Included flights are outlined in each Hawaii guided holiday price panel. Passengers should be aware that additional payments may be due resulting from increases in taxes and fuel 220 surcharges on inter-island flights (and remain liable even if not acknowledged). However, once payment has been received and inter-island air tickets issued the taxes, fuel surcharges are final, regardless of any future price fluctuations up or down. Due to Transportation Security Administration (TSA) Secure Flight rules, airlines in Hawaii must collect required information from guests. Guests traveling on inter-island flights must provide full name (as appears on a government-issued ID - i.e. passport, or Drivers License for US citizens and residents), date of birth and gender. For more information regarding TSA Secure Flight rules, please visit www.tsa.gov. Incomplete or inaccurate information may result in additional charges payable to the airline or delay or denial of boarding. NOT INCLUDED IN GUIDED HOLIDAY PRICE Additional fees charged by airlines such as checked and/or excess baggage (visit www.trafalgar.com/baggage), additional fuel surcharges, seat selections and any other services; passport and visa fees; insurances of all kinds; tips/gratuities to Travel Directors, Motorcoach Drivers and Local Guides; laundry; phone calls; internet access; minibar; beverages and meals not detailed in the itinerary; optional excursions; and all items of a personal nature. Additional taxes and surcharges may be collected by foreign governmental and non-governmental entities. The price does not cover costs and expenses, including your return home, if you leave the guided holiday whether at your own volition, due to illness, action by any government or other reason. This list is illustrative and not a complete list of every item not included. Hawaiian Airlines Checked Baggage Fee: Please note that Hawaiian Airlines charge a checked baggage fee on each interisland flight as outlined in your guided holiday itinerary. This additional cost is not covered in the guided holiday price and is the responsibility of the guest. The current cost is US$17 per suitcase (subject to change without notice). Depending on your Hawaii guided holiday selection, the total fee may be up to US$51 per person per items of luggage. These fees are subject to change per airline baggage policy. Once you join the guided holiday, the Travel Director will collect these fees and can assist you with your questions. RESERVATIONS & PAYMENTS When you make a booking, you must pay a deposit. This will consist of the amount for the international flight element of your holiday (see Air Arrangements for further details), together with the following amount for the land and/or cruise element of your holiday: Deposit per person payable per holiday within 7 days of booking South American Guided Holiday £100 Guided Holiday with Louis Cruise £100 Guided Holiday with USA Train* £100 Guided Holiday including USA Train# £300 All Other Guided Holidays £100 Final Payment prior to departure date South American Guided Holiday 45 days Guided Holiday with Louis Cruise 45 days Guided Holiday with USA Train* 50 days Guided Holiday including USA Train# 80 days All Other Guided Holidays 45 days * Rocky Mountaineer RedLeaf Service # Rocky Mountaineer GoldLeaf and SilverLeaf Services 1. Your guided holiday will be confirmed by Trafalgar upon receipt of a non-refundable, non-transferable deposit. We reserve the right to refuse a booking without giving any reason for such refusal and shall in that event return any deposit received to its sender. The deposit you have paid will only be refundable in the circumstances set out in these booking terms and conditions. This deposit forms part of your final payment. On certain departures, deposits may be required to hold seats at the time of booking. 2. Final payment for your land reservation will be due no later than 45/50/80/90 days (as detailed above) prior to the guided holiday departure date. 3. Payment in full will be required at time of booking for reservations made less than 45/50/80/90 days (as detailed above) prior to the guided holiday departure date. 4. Trafalgar reserves the right to cancel the reservation and impose cancellation charges if any payment is not received within the above specified periods. Trafalgar will not be responsible for lost land and air reservations. 5. Credit Card Bookings: Trafalgar must be provided with your credit card number when making your reservation directly with us. Verbal authorisation authorises processing the charge on your credit card. The reservation is not confirmed until the credit card transaction is completed. For security purposes, we collect the guest’s credit card billing address and customer verification code. 6. Any special meal requirements must be provided at time of booking and are received on a REQUEST basis only. Trafalgar cannot assure special meal requests will be fulfilled. Trafalgar does not assume responsibility or liability if guest’s special meal requests are not fulfilled. 7. Where Trafalgar is selling a flight-inclusive package holiday, all money you pay to a Travel Agent (or an Accredited Body member) for that holiday will be held by the Agent (or Accredited Body member) on behalf and for the benefit of the Trustees of the Air Travel Trust at all times, but subject to the Agent’s (or Accredited Body member) obligation to pay the money to us for so long as we do not fail. In the event of our failure, any money held at the time by the Agent (or Accredited Body member), or subsequently accepted from you by the Agent (or Accredited Body member), is and continues to be held by that Agent (or Accredited Body member) on behalf of and for the benefit of the Trustees of the Air Travel Trust without any obligation to pay that money to us. Full payment for these flights must be made within 7 days of booking or at time of booking depending on the airlines ticketing deadline and is non-refundable and non-transferable. Where we are selling a package holiday that does not include a flight, all money you and every person named in the booking pays to a Travel Agent for your holiday with us will be held by the Agent on our behalf until the booking is confirmed. In such cases, when confirmed, your Travel Agent shall provide those monies promptly to us. You consent to us depositing monies received by us as required by law. We will be entitled to keep interest earned on monies. You consent that all monies paid to us whether through your Travel Agent, by deposit or otherwise, may be disbursed by us as and when and where we see fit. Travel Documents: Travel documents will be sent to you approximately 21 days prior to the guided holiday departure date (provided full payment has been received on time). If final payment is not received when due, costs to courier documents will be the responsibility of the Travel Agent. If you are leaving home earlier, please ask your Travel Agent to request your travel documents well in advance. Please also make sure that you provide your Travel Agent with the flight details that are booked independently no less than 21 days prior to flight departure date. Passports & Visas: All guests including children must be in possession of a machine-readable passport and applicable visas. Please refer to ’Things To Know Before You Go’ section on our website at trafalgar.com. Your travel agent will advise you as to information and travel documents (such as passports, visas, affidavits, etc.) that will be needed for each person for whom travel services are being booked. Trafalgar bears no responsibility for such information. BOOKING CHANGES, CANCELLATIONS & REFUNDS Booking Changes: A fee of £15 or more per person, per change and any further cost we incur, will be charged for any revision or alteration made to a reservation after the booking is confirmed unless the change increases the price of the booking. Costs and charges may increase the closer to the departure date that changes are made, so you should contact us as soon as possible. We will try to make your requested change but it may not be possible. A change of guided holiday date or itinerary within 45/50/80/90 days (as detailed below) of departure date will be treated as a cancellation. Cancellation fees will apply except when the change is to an earlier departure date and the guided holiday price is equivalent or greater, in which case a £15 (or more) per person amendment fee will be charged. Name changes or corrections will be treated as a cancellation. Cancellation fees may apply. You must also pay any charges imposed by airlines for any changes, including name and date changes. This can be up to 100% of the value of the ticket. Cancellations and Cancellation Fees: Travel arrangements for any member of the party may be cancelled at any time by written notice by the person who made the booking. Please note the following: • If notice of cancellation is received by Trafalgar more than 45/50/80/90 days (as detailed below) prior to the guided holiday departure date, deposit will be retained. • If full payment is not received 45/50/80/90 days (as detailed below) prior to departure date, Trafalgar has the right to cancel your reservation. Trafalgar we will not be responsible for lost reservations. • Notice of cancellation must be made in writing directly to Trafalgar or through your Travel Agent. The following charges will apply when notice of cancellation is given after the booking is confirmed: SOUTH AMERICA GUIDED HOLIDAY No. of days prior to Cancellation Fee as (“%” departure date refers to % of total price) Over 45 days Amount of Deposit 45-31 days 30% 30-8 days 50% 7-1 days 75% Day of departure/no show 100% (Air cancellation fees may also apply – see Air Cancellation section below) GUIDED HOLIDAY INCLUDING LOUIS CRUISES No. of days prior to guided Cancellation Fee as % holiday departure date of total price Over 45 days Loss of Deposit 45-22 days 25% 21-8 days 50% Less than 7 days/No Show 100% (Air cancellation fees may also apply – see Air Cancellation section below) GUIDED HOLIDAY INCLUDING USA TRAIN* No. of days prior to Cancellation Fee as (“%” departure date refers to % of total price) Over 50 days Amount of Deposit 50-35 days 35% 34-20 days 50% 19-8 days 75% 7 days or less/no show 100% * Rocky Mountaineer RedLeaf Service (Air cancellation fees may also apply – see Air Cancellation section below) GUIDED HOLIDAY INCLUDING USA TRAIN# No. of days prior to Cancellation Fee as (“%” departure date refers to % of total price) Over 80 days Amount of Deposit 80-46 days 35% 45-8 days 75% 7 days or less/no show 100% (Air cancellation fees may also apply – see Air Cancellation section below) (# - Rock Mountaineer Goldleaf and Silverleaf Services) ALL OTHER GUIDED HOLIDAYS No. of days prior to Cancellation Fee as (“%” departure date refers to % of total price) Over 45 days Amount of Deposit 45-22 days 25% 21-8 days 30% 7-1 days 50% Day of departure/no show 100% (Air cancellation fees may also apply – see Air Cancellation section below) • If a guest fails to join the guided holiday on the day of departure, cancellation fees will be 100% (unless the guest notifies us of the delay and joins the guided holiday later at their own expense). • Cancellation fees apply to additional accommodation and/or chargeable transfers prior to and after the guided holiday reserved through Trafalgar and are additional to any cancellation fees or other charges that may be levied by your Travel Agent • Additional hotel accommodation and/or chargeable transfers cancelled within 14 days of booked date will incur a 100% cancellation fee. For cancellation outside 14 days before the booked date the following fees will be charged: Over 45 days £15 per person 45-22 days 25% of price for the accommodation and/or chargeable transfers 21-15 days 30% of price for the accommodation and/or chargeable transfers • Travel Agent fees and cancellation charges may also apply. • Airline Flights/Tickets: After deposit has been received, any change incurs a £15 service fee per person PLUS any additional change/ cancellation fee imposed by the Airline. Some airfares including published fares booked by Trafalgar are non-changeable and non-refundable. • Trafalgar is not responsible for other travel arrangements that you or your party has made outside Trafalgar and which are affected by our cancellations. If the reason for your cancellation is covered under your insurance, you may be able to reclaim these charges from your insurer. You or your travel agent are responsible to make the claim to your insurer. Illness or Absence: Early departure expenses are the guest’s responsibility. There is no refund for absence or early departure from a guided holiday, including but not limited to missed hotels, transfers, meals or sightseeing. Trafalgar urges you to purchase travel insurance to cover such circumstances. Trafalgar makes no representation or guarantees concerning reimbursement, scope of coverage, or other aspects of any travel insurance policy or claim. AIR ARRANGEMENTS Reservations/Ticketing: All packages offered for sale by Trafalgar include flights unless otherwise specified, or where you inform us that you wish to book your own flights. Clients booking their own flights need to check with their personal travel consultant to ensure flights are booked into and out of the correct airports. Some cities have more than one airport and transfers operate out of specific airport. Changes to flight itineraries, airlines and name changes may result in charges by Trafalgar and/or the airline concerned passed on to the passenger (see “Booking Changes” above). Any airline delays or itinerary changes causing you to miss the holiday/cruise start will be your responsibility to connect with the group and any additional costs will be your responsibility and not Trafalgar. Any airline seat requests cannot be guaranteed. Many airlines now require the full name of all passengers travelling. Where you are booking a package holiday including flights, we will therefore ask you at the time of booking to provide us with the full names of each member of your party, together with their passport number, and its date and place of issue. Please ensure that the names provided are exactly as stated in the relevant passport. In accordance with EU Regulation 2111/2005 we are required to advise you of the actual carrier operating your flight/connecting flight/transfer. We do this by listing carriers to be used, or likely to be used, on the relevant brochure pages and/or holiday confirmation invoice. Any changes to the actual airline after you have received your tickets will be notified to you as soon as possible and in all cases at check-in or at the boarding gate. Air Cancellation: For airline arrangements made by Trafalgar, cancellation charges will apply of £50 per person plus any airline imposed penalties which may be up to 100% of the air ticket value. Airline Availability: Seats are limited in our contracted class of service and may not be available on every flight. Trafalgar does not hold block space on any airline and does not assure seat availability for every single guided holiday departure date. Airline Seating: Not all airlines offer pre assigned seats. Some may charge for pre assigned seats. Any additional charge imposed by airlines will be at guests’ expense. Where pre-assigned seats are not offered or different seats are desired, guests must contact airline(s) direct to arrange seating assignments. Seating is solely under the airline’s control, as are itinerary changes due to flight delays and schedule changes. Trafalgar reserves the right to offer alternative schedules for itineraries affected by airline schedule changes and equipment. Flight delays, flight cancellation and schedule changes are the responsibility of the airline. Trafalgar will not be responsible or liable for such delays, rescheduling or any additional costs incurred. Price Changes: Airlines and other travel providers (including Trafalgar) change pricing, and itineraries from time to time. Prior to your booking and paying for travel, all prices and itineraries in this brochure are subject to change at any time. Guest Changes: Changes to flight itineraries and name changes may result in penalties charged by the airline. These are the guest responsibility. Airline Special Requests: Seat assignment and special meal requests can be requested at time of booking. Trafalgar does not assure the request will be granted. Frequent Flyer miles can be accrued on most air carriers. Upgrades using mileage is not permitted. Many airlines do not automatically add frequent flyer numbers to records for flights booked and ticketed by Trafalgar. It is therefore the guest responsibility to request frequent flyer credit from the airline. Trafalgar shall not be responsible for matters concerning frequent flyer miles. GENERAL INFORMATION & CONDITIONS Guided Holiday Prices: Prices are in Pound Sterling, per person, twin-share and based on costs, tariffs, rates, taxes, charges, levies and exchange rates as of the date of production of this brochure (see back cover). Should these change, the price of your holiday may increase. No surcharges regarding cost or currency fluctuations will be made to the LAND only price once the deposit is received. We will not increase the price of your holiday after we receive your deposit save for where there are increases in transportation costs (including cruise and airline-imposed fuel surcharges), taxes, dues, charges, fees or levies imposed by any government or its agencies and any changes to airport taxes or fees. There will be no change to the price within 30 days of your departure date. Where holiday prices are surcharged, we will absorb an amount equivalent to 2% of the holiday price which excludes insurance premiums and any amendment charges. Only amounts in excess of this 2% will be surcharged, but where a surcharge is payable, there will be an administration charge of £1 per person, together with an amount to cover the agent’s commission. If this means paying more than 10% on the holiday price, you will be entitled to cancel your holiday with a full refund of all money paid, except for any premium paid to us for holiday insurance and amendment charges, provided that you do so within 14 days of notification of the surcharge. Alternatively you may accept a change to another holiday if we are able to offer you one. If it is of equivalent or higher price you will not have to pay more, but if it is of lower quality you will be refunded the difference in price. Should the price of your holiday go down due to the changes mentioned above, by more than 2% of your holiday cost, then any refund due will be paid to you. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place. Other Fees and Taxes: Taxes and fees are subject to change without notice and will be confirmed at time of booking. Any additional fees charged by the airlines such as baggage handling (visit www.trafalgar.com/baggage for details), seat selections, and/ or any other services are the sole responsibility of the guest(s). Additional air-related restrictions apply. Visit www.trafalgar.com/ restrictions for details. Guided Holiday Participation: On all guided holidays children under 5 years of age are not eligible to travel. Children under 18 years of age must be accompanied by an adult, who will be responsible for their welfare and supervision. Trafalgar seeks to provide a safe, enjoyable and memorable travel experience for all guests. Trafalgar welcomes guests with special needs or disabilities. Please note the following: