|
2008 Society Tour
Terms & Conditions
How to Book: Call or e-mail IRT to reserve. Mail or fax your signed and 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.
Final payment: 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, Deccan Odyssey, Pride of Africa; Canadian Steam; Australia; Peru; El Transcantábrico; Al Andalus; Danube Express; 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.Deposits for Trans-Siberian Express, Shangri-La Express, Deccan Odyssey, Canadian Steam Express, “Cape to Cairo” and Danube Express tours are nonrefundable; within 90 days the entire tour cost is non-refundable.
2. VSOE Paris-Istanbul; Royal Scotsman; Northern Belle Grand Tour:
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. Other VSOE tours; Eastern & Oriental Two Tigers; Peru Tours
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:
31 days or more prior to departure: 15% of tour cost
30-15 days prior to departure: 25% of tour cost
14-5 days prior to departure: 50% of tour cost
Within 5 days of departure: 100% of tour cost
5. Railfan tours of Europe, Africa, South American, others (in conjunction with Railway Touring Co.):
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
Within 30 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:
More than 365 days prior to departure: $100
365-180 days prior to departure: 20% of tour cost
179-60 days prior to departure: 50% of tour cost
Within 60 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
60-31 days prior to departure: Loss of deposit
Within 30 days of departure: 100% of tour cost
10. Sierra Madre Express:
90 days or more prior to departure: $50 penalty
89-60 days prior to departure: $50 + 50% of tour cost
Within 60 days of departure: 100% of tour cost
11. Rovos Rail: Cape Town to Dar es Salaam; other tours using Rovos Rail's Pride of Africa
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
12. Blue Train
60 days or more prior to departure: 10%
Within 60 days of departure: 100% of tour cost
13. Customized itineraries using the Ghan, Indian Pacific, Sunlander:
90 days or more prior to departure: Loss of deposit
Within 90 days 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. The cost of visas is not included in the tour cost. 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. We are required to document this shortly after your booking or it is subject to cancellation. This includes all tours using the Trans-Siberian Express, Shangri-La Express, Deccan Odyssey, Canadian Steam Express, Danube Express and the “Cape to Cairo” journey; all steam journeys supplied by Railway Touring Co. 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. To get this coverage, you must cover your entire trip and buy the insurance within 21 days of deposit. URGENT: 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, 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; 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. Price does not always include gratuities. Please inquire.
Extra charges/fees: In order to provide extraordinary personal service, we require these be made in writing on our extra services form. There is no charge if you are ordering a pre- or post-tour night at the hotel(s) used by our tour if ordered 120 days or more prior to departure. Within 120 days, a fee of $30 per extra service will be charged. If you need a non-tour hotel or point-to-point ticket, these services are subject to a $30 charge each. If you want IRT to do an extensive, individualized program, a $600 nonrefundable fee is charged. Bookings within 90 days of departure 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 each plus penalties from the supplier. Shipping documents outside the continental U.S. may cost additional.
Baggage: Baggage is taken at owner's risk throughout the trip. Baggage insurance is strongly recommended (included in Travelex
tour insurance policy if purchased). Please note that baggage limitations vary from airline to airline. 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 home will be at the participant’s expense. If your health changes after booking, and you do not inform us, or if you were not truthful about your fitness for a tour, you are subject to removal from the tour on your own arrangements. IRT will not accept your booking again. 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/hotel 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 participants have read and accepted all stated IRT and HPC terms and conditions, including all cancellation penalties and fees, 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: IRT’s mission 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 manager as quickly as you can. Should the problem remain unresolved, please write to the Society of IRT 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
Click
here to send us an e-mail
|
