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Tour Policies & Terms

Reservations

Early reservations are recommended, since group sizes are limited and airlines often sell out of their best fares many months in advance. To reserve your trip, we require a deposit of $600 per person. The balance of your payment is due 95 days prior to departure. Payments must be in USD, and can be made by check, wire, or Visa, MasterCard, Discover, or American Express credit cards. For immediate confirmation, you can call us at 1-888-833-6177 and charge the initial $600 deposit (higher deposits are required for custom tours, cruises, and other special trips), or mail the Application Form and signed Release of Liability and Assumption of All Risks along with a check made payable to Whole Journeys. Each participant must submit a separate signed application prior to departure. We must receive your signed reservation form, and deposit to confirm your reservation. Upon receiving your deposit we will send you a confirmation letter, detailed trip itinerary, and visa applications (if required) along with a predeparture information booklet including clothing and equipment list, suggested reading list, and general information needed to prepare for your trip. Rendezvous instructions and final trip details will be sent about four weeks prior to departure. Please note – when your reservation is initiated within 30 days of departure a non-refundable rush booking fee of $100 per booking will be charged.

Payment Schedule*

•At time of reservation: $600 deposit, plus 50% of extensions/additional hotels or excursions unless noted
•95 days prior to departure: Balance due

* Payment schedules for cruises, private departures, extensions, and certain Special Events vary. These exceptions are clearly communicated and indicated on invoices. Prices are quoted in US dollars and all payments must be made in US dollars whether by check or credit card. All land payments submitted less than 15 days prior to departure must be by credit card or cashier’s check.

Pricing

Prices quoted for most tours include: all accommodations as listed based on double occupancy; most meals; transfers and transportation from the meeting location to the drop off location; admissions fees to itinerary sites and museums; services of leader/guide throughout the tour; hotel taxes and service charges; handling of one reasonable size suitcase and one carry-on per person; gratuities except as listed below.

Not included in quoted tour price are: air or train fares (unless part of the tour itinerary); gratuities for additional baggage assistance or alcoholic beverages; personal travel insurance; gratuities to driver, leader/guide, or boat-crew/trekking – crew members; cost of obtaining passports; visas (unless listed in confirmation packet as included); immunizations; arrival/departure airport or country taxes; meals not included in itinerary; items of personal nature; emergency evacuation.

Arrangements

Prices listed on the website are subject to change since the trip dates and prices are often published more than a year in advance. Between that time and the time of the trip’s actual departure, we are occasionally faced with exceptional cost increases or currency fluctuations that we cannot absorb. We do everything we can to keep our prices the same as published. Quoted tour prices include planning, handling and operational charges and are quoted on the current rate of exchange and tariffs as of October 1, 2012. In the event of a marked increase in foreign exchange or tariff rates, costs are subject to change. Tour costs are based on group rates and no refunds will be given for unutilized services for any reason whatsoever.

Single Supplement

Accommodations are based on double occupancy. A single supplement is paid by participants who specifically request single accommodations, subject to availability. If you are traveling alone and wish to share accommodations, we will try to match you with a roommate. However, if a roommate is not available, a single supplement charge will be added.

Cancellations & Refunds

If it becomes necessary for you to cancel your trip, the following fees will apply, computed as of the date of receipt of written cancellation notice,which can be sent by email, fax, or standard mail.

Cancellation Fee Schedule*

If you must cancel, the rates are as follows:
fee_schedule

*Special Departures

Special departures include private/custom trips, boat-based trips, and special event trips.

*Cancellation Schedule for These Special Departures

Cruises, private departures, extensions, and certain Special Events are often more strict. These exceptions are clearly indicated in the detailed itineraries printed separately for each of these trips. Rates are based on group participation and no partial refunds will be given for unused trip arrangements for any reason whatsoever.

Travel insurance is available through Whole Journeys and we provide each guest a no-obligation travel insurance quote from Travel Guard.

Cancelled Trips

Whole Journeys reserves the right to cancel any trip prior to departure for any reason whatsoever, including insufficient signup or logistical problems that may impede trip operations. The refund of all tour payments received shall release Whole Journeys from any further liability. Whole Journeys must normally make substantial payments to its suppliers (hotels, transportation companies, etc.) far in advance of the scheduled embarkation date. If a trip is cancelled due to force majeure, acts of nature, war, labor strikes, earthquake, flooding, etc., Whole Journeys will promptly refund the portion of the trip cost not already advanced to suppliers and use its best efforts to recover and refund the balance as promptly as possible. However, Whole Journeys does not guarantee recovery of any or all of the advance payments made, and the use of best efforts to recover these payments will not include the institution of legal proceedings in foreign jurisdictions. Whole Journeys is not responsible for expenses incurred by trip members in preparing for a cancelled trip (eg. nonrefundable advance purchase air tickets, visa fees, inoculations, equipment, etc.) or for any additional arrangements should the trip member have embarked prior to the scheduled group departure date.

Transferring to Another Trip

You may transfer to another trip without penalty by notifying us of your wish to transfer 95 days or more prior to departure. After that time, you are subject to the cancellation fees outlined below. Special Events, cruises, certain group departures and private trips are subject to special terms outlined in the detailed itinerary.

Guest Responsibility for Your Trip

Trip members have the responsibility to select a trip appropriate to their abilities and interests. Whole Journeys rates each trip with a Trip Level. Trip members are held responsible for being in sufficient good health to undertake the trip. Trip members are responsible for preparing for the trip by studying the itinerary and pre-departure information packets sent by Whole Journeys and for bringing the appropriate clothing and equipment as advised therein. It is expected of each trip member to act in accordance and with respect to the local custom, cultures and laws of the regions visited. The Leader-Guide has the right to disqualify anyone at any time during the trip if he or she feels the trip member is physically or mentally incapable or if a trip member’s continued participation will jeopardize the individual involved or the group. Refunds are not given under any circumstances. Whole Journeys reserves the right to accept, retain or decline any tour member at any time for any reason. Once you have been confirmed on a trip that requires a medical certificate signed by a doctor, normal cancellation fees apply if your doctor does not sign the certificate. It is vital that persons with medical problems make them known to us well before trip departure.

Privacy Policy and Photographic Release

Whole Journeys respects and values your privacy. We will never sell your address or private information. Whole Journeys reserves the right to take photographic or film records of any of its trips. Trip members should be aware that Whole Journeys may use any such photographic or film records for promotional and/or commercial purposes, or joint marketing efforts with third parties, without remuneration to the trip member.