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Passport Travel's Terms and Conditions
YOUR VACATION CONTRACT
Thank you for choosing a Passport Travel Group. To ensure that you understand the conditions of your particular vacation, please read the following policies and procedures completely.
BOOKING/PAYMENTS
For bookings made 48 days or more prior to departure, a per person deposit* is due at time of booking. In the event the method of payment is other than credit card (i.e., certified check or money order), Operator will allow up to 72 hours for receipt of deposit to avoid automatic cancellation of the reservation. Deposit for published air reservations and payment for any travel protection options is also due at time of booking. Some departures may require a nonrefundable or partially nonrefundable deposit. A surcharge may apply for bookings made over the phone to the Operator’s reservation center instead of booking electronically. Separate payment policies apply to holiday, special event and select scheduled air departures and may apply to certain class of service departures.
Baggage Limitations and Claims: Checked baggage for charter air is limited to two suitcases not to exceed 62" and 55" respectively in overall length, width and height per passenger. Also, the total weight of all suitcases may not exceed 44 pounds. Each piece of excess baggage, subject to carrier acceptance, cannot weigh more than 22 pounds and may be subject to an additional charge. Baggage limitations for scheduled air vary by carrier. Many airlines impose additional charges for checked luggage which is collected by the airline at check-in. Please contact the airline or refer to its website for current fees and policies. Claims on checked baggage will be limited to the carrier liability of approximately $2,800 per person for domestic flights and $9.07 per pound for international flights subject to the Warsaw Convention, and 1000 Special Drawing Rights per person for international flights subject to the Montreal Convention, unless you declare a higher value and pay any applicable charges. All claims for loss and damage to luggage must be handled by the air carrier at the airport, subject to any requirements and time limits set by U.S. law for domestic flights and the applicable Convention for international flights. The airlines do not accept responsibility for items such as soft luggage, fragile or perishable items. Carry on baggage may be limited, please check with airline.
Late Booking Fee: If a booking/payment is taken or received when documents can no longer be issued via first class mail, a fee will be charged for alternative delivery service. E-Travel documents are not subject to late booking fees. Scheduled air pricing is subject to change until receipt of full payment or until tickets have been issued. Scheduled airlines reserve the right to modify their pricing at any time with up to 14 days advance notice and may require that tickets be issued to guarantee the price originally booked. Such pricing revisions may require the collection of additional deposit in order to ensure that tickets can be issued to guarantee the original air price.
Hotel Taxes and Service Fees: Operator markets hotels under a “prepaid/merchant” model, where Operator collects the full amount from you in advance and manages the payments to the hotel on your behalf. In connection with facilitating your hotel arrangement, the amount you are charged will include taxes and service fees. This amount includes an estimate to recover the amount we pay to the hotel related to your reservation for taxes owed by the hotel including, without limitation, sales and use tax, occupancy tax, room tax, excise tax, value added tax, good and services tax, and/or other similar taxes. The amount paid to the hotel in connection with your reservation for taxes may vary from the amount we estimate and include in the amount charged to you. The amount charged to you also includes an amount to compensate the Operator for services as well as covering costs Operator incurs in connection with handling your reservation. Operator is not the vendor collecting and remitting taxes to the applicable taxing authorities. Hotel suppliers, as vendors, include all applicable taxes in the amount billed to the Operator and the
Operator pays over such amounts directly to the vendors. Operator is not a co-vendor associated with the vendor with whom the Operator books or reserves customer’s travel arrangements. Taxability and the appropriate tax rate and the type of applicable taxes vary greatly by location.
Travel Protection Options: Sometimes unexpected circumstances arise before or during your vacation, so we strongly recommend that you contact an independent insurance carrier or choose one of the following nonrefundable Operator protection programs. The Penalty Waiver and Complete Coverage must be purchased at time of booking and paid in full. The Penalty Waiver and Complete Coverage are not available on certain programs including ski and Europe.
Penalty Waiver: (Cancel for any reason protection with price guarantee for hotel and charter/value air) Clients who elect to purchase this optional feature may cancel their reservations at any time and for any reason prior to departure. Operator’s penalties, charter/value air penalties and hotel or ground supplier penalties are waived. Scheduled air imposed fees are non-refundable, even if Penalty Waiver is purchased. For coverage for scheduled air penalties refer to the Complete Coverage description below. As an added bonus for charter/value air, if the advertised price of your particular vacation, with the same room category and same features (including air class of service), increases or decreases for your specific departure date or flight, you will be guaranteed the lowest available price advertised by Operator. Purchaser may receive the lowest available advertised price on an identical vacation by providing written verification of such lower price to Operator. In order to secure the lowest advertised price, your vacation must be rebooked to reflect the new rate prior to departure. NONREFUNDABLE SCHEDULED AIR* TICKETS AND SCHEDULED AIR CANCEL/RETICKETING FEES ARE NOT COVERED BY THIS WAIVER. HOWEVER, THE VALUE OF REUSABLE AIR TICKETS MAY BE APPLIED TO THE AIR PORTION OF A FUTURE OPERATOR’S SCHEDULED AIR BOOKING FOR THE COST OF THE AIRLINE RETICKETING FEE. INCREASES IN THE SCHEDULED AIR PRICE OF REBOOKED VACATIONS ARE THE RESPONSIBILITY OF THE TRAVELER.
Complete Coverage: (Includes Penalty Waiver, plus cancel for any reason protection for air, During Travel Protection and Hurricane Benefit) The Complete Coverage is our most comprehensive travel protection offered. It includes the Penalty Waiver with additional benefits. Clients who purchase Complete Coverage may cancel for any reason at any time prior to departure and all Operator, hotel, airline and other ground supplier penalties are waived including non-refundable scheduled airfares provided that they were arranged by Operator. It also includes During Travel Protection with trip interruption benefits, baggage protection, and medical expenses for covered reasons plus 24hour emergency travel assistance service. Terms, conditions, exclusions and other limitations apply and are indicated in the Description of Coverage. This plan is underwritten by National Union Fire Insurance Company of Pittsburgh, PA, a member company of American International Group, policy number 12749500188. Please refer to the Description of Coverage for full details, or for additional information on the During Travel Protection plan, please call BerkelyCare, the plan administrator, at 1-800-527-3522. As an added bonus with Complete Coverage you will receive hurricane coverage for July-October departures which allows you to receive money back for interrupted (displaced from your room for 24 hours or more during a Category 1 hurricane or higher) and unused nights plus a certificate towards a future Operator vacation within one year of the original departure date (certificate value $100 per adult/ $50 per child for charter/value vacations, or $25 per person for scheduled air* vacations and hotel only vacations). With Complete Coverage, clients may opt to re-use their scheduled air ticket upon cancellation. In this case the re-ticketing fees would be waived and any decrease in price would be refunded. The client would be responsible for any price increase on the new reservation and no longer be eligible for a complete refund on their original vacation. For both travel protection options, refunds for cancellations will be given in the original form of payment less the price of the travel protection you have purchased. All cancellations must be confirmed by Operator’s reservations department prior to departure. The Penalty Waiver and the Complete Coverage do not apply to “NO SHOW” situations where clients do not check-in or in denied boarding situations, nor do they waive revision fees. Nonrefundable travel agent fees may be included in your package price and are not covered by either option. If the number of individuals occupying a room decreases, the remaining travelers will be responsible for additional costs incurred as a result of a change in the per person occupancy rate. Additional details and pricing available upon request. The Penalty Waiver and Complete Coverage are not available on certain programs including ski and Europe.
*Scheduled Air includes all published air or bulk air in classes of service not listed under charter/value air (flights are designated as published air or bulk air in the Operator’s electronic booking tool).
CANCELLATION/REFUNDS
If your plans change, your right to a refund is limited. A written refund request
(subject to the penalties herein) must be submitted to Operator no later than 90 days
after the scheduled departure date or any payments and deposits shall be forfeited. To avoid cancellation fees you may consider purchasing one of the optional travel protection plans. Without travel protection, if you must cancel your reservation, make any changes to departure date, or reduce the number in the party, you will be assessed a $50 per person Operator cancellation fee plus any applicable airline, hotel or other supplier charges. Please note that there are no refunds for cancellations made 7 days or less prior to departure for air-inclusive vacations or less than 48 hours prior to departure for hotel only vacations. Most air carriers consider a name change to be a cancellation; to avoid penalties, full and complete names are required at time of booking. In order to receive a refund, if applicable, on a scheduled air cancellation, you must return your air ticket to Operator. Separate cancellation penalties may apply to holiday or special event departures in addition to nonrefundable deposits. There may be nonrefundable optional features as part of your packages such as lift tickets, theater shows or theme park admissions. Nonrefundable travel agent fees may be included in your package price. Please consult your travel agent.
VACATION REVISIONS
Any changes (other than those subject to cancellation penalties listed above) shall be subject to $25 revision fee plus applicable airline reticketing fees.
FLIGHT INFORMATION
Read your travel documentation carefully for arrival and departure instructions, including terminal information, check-in locations and flight times. Flight times are tentative and subject to change.
IMPORTANT NOTICE REGARDING NEW PASSPORT REQUIREMENTS FOR INTERNATIONAL TRAVEL – All international travelers must present a government issued passport for U.S. Customs re-entry after air, land or sea travel. For more information please visit the State Department’s consular website www.travel.state.gov or the U.S. Department of Homeland Security’s website www.dhs.gov. Please consult your travel agent or the Destination Consulate for further information. It is the traveler’s responsibility to provide proper documentation. Married or divorced women traveling under names other than what is printed on their travel documents, must supply a marriage license and/or divorce decree. Foreign travelers, visit your local consulate for travel requirements (VISA or other written verification).
SPECIAL REQUIREMENTS FOR CHILDREN TRAVELING TO THE DOMINICAN REPUBLIC WITHOUT AT LEAST ONE PARENT– Minors under 18 years of age traveling without at least one parent are subject to very strict and unique requirements. See your travel agent who may contact Operator for details. Failure to possess required documents may result in denied boarding. No refunds will be made to passengers who fail to possess proper documentation and are denied boarding for entry into the destination.
Baggage Limitations and Claims: Checked baggage for charter air is limited to two suitcases not to exceed 62" and 55" respectively in overall length, width and height per passenger. Also, the total weight of all suitcases may not exceed 44 pounds. Each piece of excess baggage, subject to carrier acceptance, cannot weigh more than 22 pounds and may be subject to an additional charge. Baggage limitations for scheduled air vary by carrier. Many airlines impose additional charges for checked luggage which is collected by the airline at check-in. Please contact the airline or refer to its website for current fees and policies. Claims on checked baggage will be limited to the carrier liability of approximately $2,800 per person for domestic flights and $9.07 per pound for international flights subject to the Warsaw Convention, and 1000 Special Drawing Rights per person for international flights subject to the Montreal Convention, unless you declare a higher value and pay any applicable charges. All claims for loss and damage to luggage must be handled by the air carrier at the airport, subject to any requirements and time limits set by U.S. law for domestic flights and the applicable Convention for international flights. The airlines do not accept responsibility for items such as soft luggage, fragile or perishable items. Carry on baggage may be limited, please check with airline.
RESPONSIBILITIES
Travel Agents’ Responsibilities: The travel agent is responsible for providing information to you, examining and verifying all information, and ensuring that you understand all of the policies, fees and requirements to which you are subject. Any travel agent who makes a reservation on your behalf acknowledges this responsibility. Your Responsibilities: You must check in at least 2 1/2 hours prior to the scheduled departure and report to the gate at least 30 minutes before departure time. Failure to comply with these conditions may result in the loss of your seat. You must examine all information to ensure accuracy and call to verify flight times prior to departure. Your rights and remedies set forth herein are in addition to any other rights and remedies under applicable law, but if you agree to a refund, you waive all other remedies. Due to the fact that Operator sells leisure vacations for travelers originating in the U.S., individuals attending a convention or those not originating from the U.S. may not use this product for their hotel stay. If this vacation is used for any reason other than leisure travel originating in the U.S., some hotels may directly assess an additional surcharge during holiday, convention, special event time periods or for non-U.S. originating travelers. Unless you file any claim you may have with Operator within 30 days after the termination of this trip, all parties are released from further liability.
Operator’s Responsibilities: The operation of charters is being conducted pursuant to Part 380 of the DOT’s Charter Regulations. Operator is responsible to you for making all arrangements for transportation, accommodations and services offered, provided that in the absence of gross negligence on the part of Operator, Operator’s responsibility does not extend to any liability for personal injury or property damage arising out of or caused by any negligent act or omission on the part of any direct air carrier, hotel or motel operator, ground transportation contractor, optional tour operator or any person rendering any services being offered. Operator is not responsible for any changes made by scheduled air carriers which are beyond our control. This includes, but is not limited to, routing changes, aircraft equipment changes, flight cancellations or any changes to flight schedule. Operator is not responsible for damage, delay or vacations affected by weather or other force majeure events beyond the control of Operator. In no event shall any party be liable for consequential damages. Operator reserves the right to substitute hotel/motel accommodations and to make alterations in the itinerary which do not constitute a major change, if necessary, due to circumstances beyond the control of Operator. Special requests such as room location, bedding, special meals or assistance will be communicated to the appropriate party, but cannot be guaranteed by Operator. Items not included in your vacation price include, but are not limited to, hotel specific service fees, resort fees, energy surcharges, currency surcharges, baggage handling, rollaway beds, cribs and other incidental fees such as minibar charges, parking and phone calls and are payable directly to the hotel. Specials may be withdrawn at any time. Rates are based on availability.
Air Carriers’ Responsibilities: Air carriers operating scheduled or charter air shall not be liable for any loss, injury, accident, delay or irregularity which may occur by reason of defect or through the acts or omissions of any person or company performing or rendering the services described on our website, in vacation brochures and/or flyers. The services described on our website and in vacation brochures/flyers other than air carriage furnished by those air carriers directly named are furnished by independent contractors who are not servants, joint ventures’ or partners with the named air carriers.
Itinerary: Your vacation as set forth in Operator’s flyers, brochures and website includes the following which form this contract: effective dates; origin and destination; price of each vacation; a listing of the hotels, length of stay at each and other ground accommodations and services.
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