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Society Tour Terms & Conditions
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Society Tour Terms & Conditions
How to Book: Call or e-mail IRT to reserve. Mail or fax your completed booking form and deposit within 7 days of reservation. Our phone is 800-478-4881; e-mail: tourdesk@irtsociety.com; fax: 502-458-2250.
Deposit: Deposits for all tours can be made by check, Mastercard, Visa, American Express or Discover. A signature is required for all credit card payments.Required amounts are as follows:
1) Trans-Siberian Express, Shangri-La Express, Viceroy of India, Canada Steam tours: $1,000 Heritage / $1,500 Silver / $2,000 Gold
2) VSOE, E&O, Royal Scotsman, Northern Belle, Rovos Cape Town-Dar es Salaam: 25% of total tour cost
3) Railfan tours in Europe: $200 per person
4) GrandLuxe Express; Canadian/Rocky Moutaineer; Zambezi Steam: $500 per person
5) Sierra Madre Express: $450 per person
6) Australia/Peru: 15%; Palace on Wheels: 20%; Royal Canadian Pacific: 33%; El Transcantábrico: 50%
7) Cape to Cairo (2008): 10%
Final payment: The date of final payment will be on your invoice. Final payment is usually due 90 days prior to departure by check. All tour pricing is listed on a cash-discounted basis. Final payment using a credit card is therefore subject to a 3% surcharge on some trips such as those using the Trans-Siberian Express, Shangri-La Express, Viceroy of India, Rovos Rail’s Pride of Africa; Canadian Steam; Awesome Australia; "Journey to a Lost World;" El Transcantábrico; all steam tours. No surcharge applies on other programs, such as GrandLuxe Express. Please inquire.
Cancellations: Notice must be received by IRT in writing. Cancellation penalties are as follows:
1. Cancellations of tours using the Trans-Siberian Express, Shangri-La Express, Viceroy of India, Canadian Steam Express, and "Cape to Cairo" journey are subject to loss of deposits if cancelled more than 60 days prior to departure; within 60 days the entire tour cost is non-refundable.
2. VSOE Paris-Istanbul; Northern Belle Grand Tour; Royal Scotsman:
120 days or more prior to departure: 5% of tour cost
119-56 days prior to departure: 25 % of tour cost
55-21 days prior to departure: 50% of tour cost
Within 20 days of departure: 100% of tour cost
3. VSOE Venice-Prague; Eastern & Oreintal Two Tigers; Peruvian Adventure
56 days or more prior to departure: 15% of tour cost
55-21 days prior to departure: 30% of tour cost
20-3 days prior to departure: 70% of tour cost
Within 2 days of departure: 100% of tour cost
4. El Transcantábrico:
61 days or more prior to departure: 25% of tour cost
60-31 days prior to departure: 30% of tour cost
30-21 days prior to departure: 50% of tour cost
Within 21 days of departure: 100% of tour cost
5. Railfan tours of Switzerland, Italy, Great Britain, France & Austria:
90 days or more prior to departure: Loss of deposit
Within 90 days of departure: 100% of tour cost
6. Palace on Wheels:
60 days or more prior to departure: 5% of tour cost
59-30 days prior to departure: 20% of tour cost
29-15 days prior to departure: 50% of tour cost
Within 14 days of departure: 100% of tour cost
7. GrandLuxe Express:
60 days or more prior to departure: $250 per person
Within 60 days of departure: 100% of tour cost
8. Royal Canadian Pacific:
180 days or more prior to departure: no penalty
180-60 days prior to departure: 15% of tour cost
60-45 days prior to departure: 33% of tour cost
Within 45 days of departure: 100% of tour cost
9. Rocky Mountaineer/VIA Rail Cross-Canada tour:
61 days or more prior to departure: 50% of deposit ($250)
60-31 days prior to departure: Loss of deposit
Within 30 days of departure: 100% of tour cost
10. Sierra Madre Express:
75 days or more prior to departure: $50 penalty
75-45 days prior to departure: $50 + 50% of tour cost
Within 45 days of departure: 100% of tour cost
11. Journey to a Lost World: The Hiram Bingham to Machu Picchu
180 days or more prior to departure: $300 administrative fee
180-60 days prior to departure: 15% of tour cost
Within 60 days of departure: 100% of tour cost
12. Awesome Australia: A Rail Traveler’s Dream
90 days or more prior to departure: $300 per person cancellation fee
Within 90 days of departure: 100% of tour cost
13. Rovos Rail: Cape Town to Dar es Salaam
12 weeks or more prior to departure: 10% of tour cost
12-8 weeks prior to departure: 25% of tour cost
8-4 weeks prior to departure: 50% of tour cost
Within 4 weeks of departure: 100% of tour cost
Please note that every effort has been made to ensure accuracy throughout our brochure and website. IRT reserves the right to correct errors and omissions. All programs are subject to any revised terms and conditions of the suppliers.
No refunds will be made in the event of "no-shows" or cancellations the day of the tour. No refund will be given for unused portions of the tour. No refund for airline tickets once issued.
Passport/visas: A valid passport is required for U.S. citizens leaving the country. Usually, it must be valid for six months after your return. Some destinations require visas. If visas are required, we will send instructions and forms. Passengers must ensure that they obtain all the necessary documentation and visas prior to departure. The Society of International Railway Travelers (IRT) assumes no responsibility for passengers refused entry into a country for incorrect documentation. Any repatriation charges will be the responsibility of the passenger. It is your responsibility to check your visas to ensure that they have been issued properly with your correct name and entry and exit dates.
Insurance: We strongly recommend tour insurance to protect your travel investment. Some suppliers require full cancellation/evacuation insurance. This includes all tours using the Trans-Siberian Express, Shangri-La Express, Viceroy of India, Canadian Steam Express and the "Cape to Cairo" journey. After you book a trip, we will send a brochure about Travelex tour insurance. We recommend purchasing full coverage in order to cover pre-existing conditions of either the traveler or a family member or bankruptcy of suppliers. To get this coverage, you must cover your entire trip and buy the insurance within 21 days of deposit. It is your responsibility to notify your insurance company to increase your coverage if your trip cost or dates change in order to maintain this coverage.
Minimum Participants: Most tours must have a minimum number of passengers. If the number of passengers drops below the minimum number required, IRT and our suppliers reserve the right to increase the cost of the tour or to postpone the tour until a future date, usually the latter. Make sure any air tickets you arrange are fully refundable and/or changeable. IRT cannot take responsibility for changes or cancellations in air ticketing before 90 days prior to departure.
Prices: In order to keep rates as low as possible, we do not build in a cushion to cover possible increases due to currency fluctuations or fuel costs. As currencies fluctuate around the world and fuel-cost increases may occur, it may be necessary for us to initiate a rate surcharge at any time before departure. In trips where U.S. dollar rates are estimated, the exact tour cost will be dependent upon the value of the dollar on the date payment is due.
Price does not include: Airfare (unless otherwise noted); passport/visa fees; laundry; phone calls; meals and alcoholic beverages not specifically listed; optional excursions; services other than those specifically listed; accident, sickness, trip cancellation/interruption and/or baggage insurance; and excess baggage charges. It does not cover gratuities for your tour leader or for overnight train/cruise staff, which are optional and at your discretion.
Extra charges/fees: In order to provide extraordinary personal service, some extra charges may apply. There is no charge if you are ordering a pre- or post-tour hotel night at our tour hotels. Bookings within 90 days require a $100 late-booking fee and final payment in full. Subject to additional fees are: air ticketing, $100 per person; point-to-point individual rail reservations or online hotel reservation, $30 per booking; completing an insurance refund request form (non-Travelex), $100. After extra services are confirmed and a deposit accepted, we understand changes in your travel plans may occur. We will make the first customization at no charge (unless charged by the supplier). All subsequent amendments to your land or air program will accrue a charge of $75 per amendment plus any fees charged by suppliers. Amendments within 90 days of departure will be $100 per change plus penalties from the supplier. If we are required to ship final documents outside the continental U.S., an additional shipping fee may apply (rates depend on destination).
Baggage: Baggage is taken at owner's risk throughout the trip. Baggage insurance is strongly recommended (included in Travelex policy). Please note that baggage limitations vary from country to country. Luggage handling on our trips is limited to one larger bag and one carry-on. Check with your airline for weight and size limitations. Private transfers and baggage handling to/from the airport (when not included) can be arranged.
Photography: IRT reserves the right to take photographs during any tour or part thereof, and use the resulting image for publication, including promotional purposes in any of our publications or website. By booking a tour with IRT, participants agree to allow their image to be used for such purposes; participants who prefer that their image not be used must inform our office, in writing, upon booking.
Medical: You must report any physical or mental condition that may require special attention in writing at the time of booking. All Society trips require walking on the trains/ships and during tours. You must let us know, for example, if you have asthma, use a cane or wheelchair. This allows us to plan for your needs if it is possible to do so. On some tours, it will not be possible. Most rail programs, many of them on antique trains with narrow corridors, are not wheelchair-accessible; some tours are not suitable for people with certain heart or lung conditions because of altitude. Please inquire. We will assist in finding a holiday suitable to your situation. Passengers should check with their doctors before departure as to which inoculations are considered necessary or recommended for your destination. Flexibility, a sense of humor and the ability to walk at least a mile a day unassisted will be essential. The tour leader, train or cruise manager has the right to disqualify any participant at any time during the tour if he/she feels the participant is physically incapable and/or if a participant’s continued participation will jeopardize in any way either the individual involved or the group or staff. There will be no refund given under these circumstances and return travel will be at the participant’s expense. If your health changes after booking, and you do not inform us, or you are not truthful about your fitness for a tour, you are subject to removal from the tour on your own arrangements. You will not be allowed to book another IRT journey. No refunds will be given under these circumstances.
Responsibility: The Society of International Railway Travelers (IRT) and Hardy Publishing Co., Inc. (HPC), parent company of The Society of International Railway Travelers, act only as agents for the passenger with respect to travel services. We choose fine suppliers and ground operators; however, IRT and HPC do not own or operate any of the suppliers of services or accommodations for your trip. As a result, IRT and HPC are not responsible for any negligent or willful act or failure to act of any such supplier of any other third party over whom IRT and HPC has no control. Arrangements for the tours are made many months in advance and occasionally changes have to be made. We can assume no responsibility nor liability in whole or in part for any delays, delayed or changed departure or arrival, missed carrier connections, loss, damage, weather, strikes, acts of God, circumstances beyond our control, force majeure, war, quarantine, criminal activity, expense, accident, sickness, injury or death to person or property, or mechanical defect, failure, or negligence of any nature howsoever caused in connection with any accommodations, restaurant, transportation or other services, for any substitution of hotels or of common carrier equipment beyond our control, with or without notice, or for any additional expenses occasioned thereby. If due to weather, flight schedules or other uncontrollable factors, you are required to spend an additional night, you will be responsible for your own hotel, transfers and meal costs. IRT highly recommends arriving into the first city one day before the tour begins in order to allow for any delays. The trains will depart without you. No refund will be made for any unused portion of the tour due to these causes or voluntary cancellations. Baggage is at the owner's risk entirely. No revisions of the printed itinerary or the "included" items are anticipated; however, IRT and HPC reserve the right to make changes at any time and for any reason, with or without notice, and IRT and HPC shall not be liable for any loss whatsoever to passengers by reason of such cancellation, substitution or changes. All fares as well as ship and train schedules, port calls, hours of arrival and departure, special programs, tour leader, and guest lecture series (if applicable), are subject to change without prior notice. IRT and HPC shall not be required to refund any portion of the fare or make any other compensation under these circumstances. IRT and HPC cannot be responsible for penalties assessed by air carriers that may result due to operational and/or itinerary changes, regardless if the passenger and/or IRT and HPC make the flight arrangements. Any additional expenses resulting from the above will be paid by the individual passenger. IRT and HPC reserve the right to substitute a similar category for those listed in this brochure. IRT and HPC reserve the right to increase the tour price in the event of cost increases due to changes in airfares or train fares, changes in the itinerary, currency fluctuations, fuel surcharges or unforeseen reduction of number of participants, and such increases are to be paid to IRT and HPC by the tour participant upon notice to the tour participant of such increases. When issued, the air tickets shall constitute the sole contract between the airline concerned and the purchaser of these tours and/or passenger. Please note that advertised airfares can change before ticketing. The airlines and other transportation companies concerned are not to be held responsible for any act, omission, or events during the time passengers are not on board their conveyances. By forwarding of deposit or final payment by either check or credit card, the passenger certifies that he/she does not have any mental, physical or other condition of disability that would create a hazard for him/herself or other passengers and accepts the terms of this contract. IRT and HPC reserve the right to decline to accept or retain any person as a tour member should such a person’s health, mental condition, physical infirmity or attitude jeopardize the operation of the tour or the rights, welfare or enjoyment of other participants, IRT staff or train/cruise staff.
Behavior: Passengers are expected to behave in a courteous manner toward IRT staff, other passengers, train staff and any person with whom we have contact during our tour. Courtesy includes dressing appropriately throughout the tour. If a passenger behaves, in the opinion of our tour leader or train manager, in a way likely to disrupt the enjoyment or endanger the safety of other passengers, the tour leader or train manager reserves the right to terminate said passenger’s holiday arrangements, without notice. The passenger will have to make his own arrangements to return home at his own expense. No refunds for the untraveled portion of the tour will be entertained. The right is retained to refuse any application for reservation(s), cancel any reservation(s) or decline to accept or retain any person as a member of the tour group at any time.
Acceptance of terms: Payment of a deposit or final payment by check or credit card indicates that tour participants have read and accepted all stated IRT and HPC terms and conditions and agree to abide by them.
Optional Activities that may be Dangerous: Depending on the itinerary you have selected, optional activities furnished by independent suppliers will be available at some of the places you will visit. Some of these activities carry with them the inherent risk of serious personal injury. These activities include, but are not necessarily limited to: walking safaris; horseback/elephant back/camel safaris; canoe/boat trips, white-water rafting and river cruises; locomotive foot-plate rides, cab rides or photo run-bys; helicopter rides; scuba diving; shark diving. You should be aware that your safety cannot be guaranteed. Should you elect to participate in such activities while you are on tour, you are of course, free to do so. However, you must understand that such participation will be at your own risk, and that IRT and HPC assume no responsibility for your safety.
Complaints: The stated mission of The Society of International Railway Travelers is to offer the very best in rail travel around the globe. However, if you have a complaint during your journey, please tell your tour leader as quickly as you can. Should the problem remain unresolved, please write to the Society at its main office at 2010 Edgeland Ave., #100., Louisville, KY 40204. We take your comments very seriously. We cannot accept liability for any claims not made to us in writing within two months of completion of your journey. We also cannot tender any refunds for any reason outside the terms set forth above. All claims will be settled by arbitration in Louisville, Kentucky.
The Society of International Railway Travelers
2010 Edgeland Ave., #100 Louisville, KY 40204,
Tel. 800-478-4881 / (502) 454-0277
Fax: (502) 458-2250
www.irtsociety.com
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