Luxury European Vacations - Escorted Women's Tours, Small Group Tours
Custom Vacations - Private Group Vacations, Family Vacations, Honeymoons
 

Travel Policies of Well Arranged Travel, Inc.

--Updated 07/14/06 (Roommate Assignments on Group Tours, Travel Insurance)


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 1-866-307-8436, 1-512-892-2747 or via email at info@wellarrangedtravel.com.

Activity Level and Special Needs Travelers
The activity level on all Well Arranged Travel tours requires much walking and other physical exertion. Our tours are not suitable for physically challenged or walking impaired individuals.

Trip Deposit
Well Arranged Travel requires a deposit to hold space on any tour. Generally, a $500 deposit is required to hold your space. This amount may vary depending on the type of the tour on offer. CHANGE OF POLICY: All deposits made after February 22, 2006 are non-refundable.

Private Tours and Custom Vacations trip deposit are non-refundable and the amounts vary according to the package designed.

Final Payment
Final payment is due approximately 90 days before the trip departs. Well Arranged Travel will invoice the traveler for the remaining payment. Any traveler who has not paid the balance due within two weeks after the final payment due date, will be cancelled from the trip, and the deposit will be forfeited. All final payments are non-refundable.

Our Private tours and Custom Vacations may have different requirements.

Well Arranged Travel will invoice the travelers for the remaining payment.

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 timeframe, the deposit and the total package deal may be forfeited. All final payments are non-refundable.

Well Arranged Travel Service Fees And Consultation Fees
We charge a small fee for booking guides, hotels and transfers. Prices vary according to the extent of the work. Discounted rates are extended to those participating our tours. All service fees are non-refundable.

Prepayments for Guides, Transportation, Reservation Fees and Entrance Fees by Our Independent Travelers, Not Participating in Our Group Tours
Costs of tour guides, transportation, transfers and are nonrefundable for cancellations made 45 days or less from the dates of service. 50% of total payment is refundable 46 days before the scheduled date of service.

Deposits to all of these services are non-refundable.

 

Train Tickets and Reservations
The cost of train tickets and the cost of reservations made are non-refundable.

Museum Tickets and Reservations

Costs of museum tickets and entrance fees to all other site are non-refundable.

Travel Insurance
Be sure to have adequate insurance to protect yourself from losses due to the risks of travel (luggage/personal effects, injury, health, death) and protect you in the event  to cancel your vacation.  Purchase of travel insurance is strongly advised and recommended.
 

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 chose 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 not 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.

Air Travel
Travelers 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 of the tour for any traveler who is delayed.

Any traveler who is delayed must notify Well Arranged Travel of their situation and communicate regularly with Well Arranged Travel as to the traveler's anticipated arrival time. A traveler whose arrival is delayed is responsible for joining the group as soon as possible at the traveler's expense.

Roommate Assignments on Group Tours
Well Arranged Travel cannot always guarantee a roommate for any traveler requesting one, nor can it ensure the compatibility of assigned roommates. 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 to Tour by Traveler
If for any reason the traveler makes changes during the tour that results in an increase in the 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.

Cancellations by Traveler
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.

Cancellations by Well Arranged Travel
There are a minimum number of travelers for each tour. Generally, the minimum for all tours is 10 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.

Private and Custom tours require no minimum.

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
Itineraries are subject to change. 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 incidents, or other cause.

Medical Conditions
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 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 may not cover "Out of Country" travel, and should be checked prior to departure.

Assumed Risk
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 the 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 tour. Well Arranged Travel is not responsible for expenses or harm caused or 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.

Involuntary/Voluntary Departure from a 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 trips, as noted in the itinerary, are scheduled with 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 barge, sailing vessel or cruise ship.

Promotional Materials
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.

Dispute Resolution
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 law suit is in a court of competent jurisdiction in Travis County, Texas, unless applicable law makes venue mandatory in another location.

Binding Agreement
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.
 

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