Travel Policies of Well Arranged Travel, Inc.
We reserve the right to change our policies without notice. Questions on our Policies Please contact us if you have any questions regarding our travel policies. Direct all inquiries to Well Arranged Travel, Inc. at 1-866-513-3968, 1-512-892-2747 or via email at firstname.lastname@example.org
Activity Level and Special Needs Travelers
Our private day tours, shore excursions and museum tours may accommodate walking impaired individuals. We deserve the right to evaluate each case to determine if our service partners can provide adequate service. The activity level on all Well Arranged Travel’ group tours and women’s tours require much walking and other physical exertion. Our tours are not suitable for physically challenged or walking impaired individuals. Custom vacations and tours designed for our independent travelers can be tailored to accommodate their special requests and needs.
Trip Deposit for Group Tours and Women’s Tours
Well Arranged Travel requires a deposit to hold space on any package tour. A deposit payment is required to hold a space. This amount may vary depending on the type of the vacation or tour on offer. All deposits are non-refundable. Private tours and custom vacations required deposits are non-refundable and the total amount of deposits vary according to type of service or tour package.
Final Payment on Group Tours and Women’s Tours
Final payment is due approximately 90 days before the trip departs and is non-refundable. Well Arranged Travel will invoice the traveler for the remaining payment. Any traveler who has not paid the balance due within three weeks after the final payment due date, may be cancelled from the trip, and the deposit will be forfeited. The payment balance must reach our office within three weeks after the final payment due date. If the final payment is not received within that time frame, the deposit and the total package deal may be forfeited.
Customized Vacations – Service Fees, Consultation and Design Fees for Independent Travelers, those not participating in our Joinable Group Tours
Service fees, consultation fees, and Itinerary design fees are non-refundable.
Deposits and Final Payments Made for Day Tours, Shore Excursions, Museum Tours, Transportation Services
Deposits and payments made to Well Arranged Travel for tour guides, transportation, tour escorts, entrance tickets, reservation fees, day tours, shore excursions, museum tours, consultation fees, booking fees and other customized tours are non-refundable.
Museum Tickets and Museum Reservations, Entrance and Reservation Fees to Sites
Costs of museum tickets and entrance fees to all sites when purchased in advance are non-refundable. Booking fees or tickets handling will apply.
Purchase of travel insurance is strongly advised and recommended but not required. For your convenience, we offer travel insurance from a number of the biggest insurers in the industry; but we do not recommend or endorse them. We sometimes choose to contract with some of these companies for your convenience. It is the traveler’s responsibility to investigate the insurance company the chose to deal with before any purchase and to direct ALL questions about travel insurance coverage directly to them. Note that existing medical condition coverage approval may be declined if coverage is purchased the same day or within just a few days of your initial deposit or airline ticket purchase. Please consult the travel insurance company. Many companies providing Medical Evacuation require upfront payments before service is provided. Cost of medical evacuation frequently exceeds $50,000.00. It is the travelers responsibility to have adequate funds or insurance in the event a need for this service arises.
Travelers, who purchased our packaged group tours, arriving by air are responsible for allowing sufficient time to deplane, gather luggage and travel to the designated meeting location to join the tour. Well Arranged Travel is not responsible for airline delays or cancellations and will not delay departure or the start of the tour for any traveler who is delayed. A traveler whose arrival is delayed is responsible for joining the group as soon as possible at the traveler’s expense. Any traveler who is delayed must contact Well Arranged Travel or its partners and attempt to communicate their anticipated arrival time.
Roommate Assignments on Escortedn Group Tours and Women’s Tours
Well Arranged Travel cannot always guarantee a roommate for any traveler requesting one, nor can it ensure the compatibility of assigned roommates. Well Arranged Travel cannot guarantee that the roommate assigned to you, the traveler, will not change their plan. A traveler who loses a roommate will be required to pay the single supplement. Travelers not wishing to have a roommate assigned may room alone. Any traveler who chooses to room alone will be required to pay the additional cost for a single supplement, as stated in the itinerary.
Changes by Travelers Who Joined Escorted Group Tours or Women’s Tours
If for any reason the traveler makes changes during the tour that results in an increase in tour price (for example, the traveler booked a double room and a changes to a single), the traveler will be assessed the increase in tour cost associated with the change. The difference in the price must be paid by the traveler at the time of the change.
Changes To Services Booked by Independent Travelers, Those Not Participating in Escorted Group Tours or Women’s Tours
Changes to booked services, which includes changing to a different tour, date change, change in number of travelers: For groups less than 8 people, changes made 30 days or less before the service date(s), will result in a new booking, which requires a new non-refundable deposit, as the previous deposit from the original booking is forfeited. For groups less than 8 people, full payment of services booked is required for all cancellations made 30 days or less before the the date of the service. The client’s credit card on file will be charged for the remaining balance. Changes to booked services, which includes changing to a different tour, date change, change in number of travelers: For groups larger than 8 people, changes made 60 days or less before the service date(s), will result in a new booking which requires a new non-refundable deposit, as the previous deposit from the original booking is forfeited. For groups larger than 8 people, full payment of services booked is required for all cancellations made 60 days or less before the the date of the service. The client’s credit card will be charged for the remaining balance. All deposit payment are non-refundable and non-transferable; deposits cannot be re-applied to any new bookings. In some cases, contracts are drawn which may override the date requirements of this Policies on Changes and Cancellations.
Cancellations by Travelers Who Joined Group Tours or Women’s Tours
Travelers, whose cancellations are received before the published registration cut-off date of the tour, will receive a full refund of all monies paid. The registration cut-off date varies with each tour depending on hotel reservation requirements. NO REFUND will be due to a traveler who cancels after the registration cut-off date. NO REFUND will be made for tour activities a traveler decides not to participate in. If a traveler leaves the tour early for any reason, no refund will be made for unused accommodations or activities included in the price of the tour. Private Tours and Custom Vacations cancellation policy will vary according to the vacation package designed. The Space Reservation Forms will have instructions and list the special requirements surrounding deposits and payments. All deposits are non-refundable.
Escorted Group Tours and Women’s Tours Cancellations Made by Well Arranged Travel
There are a minimum number of travelers for each tour. Generally, the minimum for all tours is 8 travelers (plus tour personnel). If the minimum number of travelers have not signed up by the registration cut-off date, the tour may be cancelled, and all deposits refunded. Generally, the maximum paying travelers on each tour is 14. If for any reason (including acts of God, the political climate, or threats of violence or war), Well Arranged Travel cancels the tour, the amount paid to Well Arranged Travel for the tour will be fully refunded. Well Arranged Travel will not be responsible for procuring any refund of amounts the traveler paid to third parties for transportation or otherwise, or for the payment of any change or cancellation fees on the travelers chosen mode of transportation to or from the tour location. Any surcharge or penalty imposed by the airline(s) or other transportation provider is the complete responsibility of the traveler. Well Arranged Travel is not responsible for any event or activity change and/or cancellation during the tour due to weather or to circumstances beyond its specific and immediate control.
Itinerary Changes on Package Group Tours and Women’s Tours
Itineraries are subject to changes. We reserve the right to change the order of activities listed in our published tours. In the event there is an itinerary change, comparable lodging, meals and activities, programs, or entertainment will be provided. Changes may result from scheduling needs, unforeseen incidence, closures and schedule changes or other causes.
All travelers must report any new physical and medical conditions since the initial sign up process. Failure to do so may result in the traveler being removed from the group tour.
Medication and Medical Insurance
Having adequate supplies of all medications is the responsibility of the individual traveler. Well Arranged Travel is not responsible for dispensing or procuring any medications. Well Arranged Travel does not provide individual medical insurance or accidental injury/death insurance coverage of any kind. A traveler’s medical insurance coverage may not cover “Out of Country” travel or claims, and should be checked prior to departure.
Travel has it own inherent risks, up to and including death, and the traveler acknowledges such risks exist. Well Arranged Travel will take reasonable precautions to protect the health and safety of our traveler. Well Arranged Travel, Inc. is not liable, and the traveler agrees to hold harmless Well Arranged Travel, its employees and agents for illness, injury, accident, or death during the tours or vacations. Well Arranged Travel is not responsible for expenses or harm caused or losses incurred by travelers who (a) disregard the instructions of Well Arranged Travel representative(s), (b) depart from the planned activities of the tour, or (c) follow the instructions of a person other than a Well Arranged Travel representative(s). Well Arranged Travel, Inc. will not be responsible for any injury, damage, death, loss, accident or delay due to any act or default of any air, land or water carrier, hotel, restaurant, company or person rendering any of the services, activities or programs included in the tour. Well Arranged Travel will not be responsible for the traveler’s cost of travel in returning home before completion of the tour. Voluntary Withdrawal from a Tour Before The Tour Scheduled Departure Policies for deposits and payments are observed. Cancellations made 60 days or less from the tour date, cannot be re-instated once cancelled, even if no money is refunded. Involuntary/Voluntary Departure from a non-private Group Tour in Progress In the event that a traveler voluntarily chooses to leave a tour, Well Arranged Travel may require a written, signed statement of the traveler’s intent to depart from the tour. In the event that a traveler’s voluntary departure is due to any personal reason or due to illness, or is a consequence of any government action (including arrest), Well Arranged Travel will not refund any monies. Transportation costs to return home, airline surcharges or penalties, and any other expenses will be the responsibility of the traveler. Well Arranged Travel reserves the right to remove any traveler from a tour should the Well Arranged Travel representative(s) determine that the traveler cannot meet the physical requirements of the tour as stated in the itinerary, or is disruptive to the tour or the time schedule, or is adversely affecting the overall group dynamics. In the event that a traveler is removed from a tour, Well Arranged Travel will not refund any monies. Transportation costs to return home, airline surcharges or penalties, and other expenses will be the responsibility of the traveler.
Use of Third Party Operators
Some Well Arranged Travel tours and services are scheduled with other travel companies or tour operators who sell their tours to the general public. In such cases, the traveler acknowledges that other groups and/or individuals may be a part of the same tour. This situation is most common when the tour is on a train, barge, sailing vessel or cruise ship.
By participating in a tour, the traveler consents to use of his/her image(s) in Well Arranged Travel promotional materials, photographs and/or video. All such materials and images are the property of Well Arranged Travel and may be used in its sole discretion for promotional material. Any traveler who does not wish to have his/her photograph or video image used in promotional material must advise Well Arranged Travel in writing prior to the departure date.
If any disagreement arises concerning payment or refund obligations, these policies, or the liability or responsibility of the traveler or Well Arranged Travel, Inc., the parties agree to negotiate in good faith to resolve the disagreement. In the event litigation arises, the traveler agrees that the sole and exclusive venue (location) for any such lawsuit is in a court of competent jurisdiction in Travis County, Texas, unless applicable law makes venue mandatory in another location.
These policies have the force and effect of a binding contract between the traveler and Well Arranged Travel, Inc., and by proceeding with a reservation and paying a deposit, the traveler signifies his/her agreement to be bound by these policies.