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All booking requirements & changes shall be made in writing to Virgin-vacations.com, specifying in as much detail as possible the group's requirements.
A $500 non-refundable, non-transferable group booking deposit is required on all group bookings to request and initiate hotel bookings. This deposit is deducted from your final invoice. Payment of this deposit and/or any other monies received constitutes agreement to these Terms & Conditions. Any alterations to this contract may only be authorized in written format and must be signed by a manager or officer of the company.
Additionally, a $100 per person air deposit is required within 21 days of air confirmations if date of travel is greater than 90 days away. If less than 90 days, a $100 per person air deposit is required within 7 days of air confirmations.
All hotels, services and venues are subject to availability until confirmed in writing by Virgin-vacations.com.
Any amendments made after initial confirmation will incur a $50 per person change fee. Any deviations, extensions or requests different from the group air booking will incur a $50 deviation fee per person.
Full payment, names, and rooming lists are required 60 days prior to the departure of the group.
Services such as theatre, rail, meals, transfers, Eurostar, river cruises and all other inclusions, with the exception of hotel and air are booked and purchased with the receipt of final payment.
Names must be given as they appear on the passengers’ passport - if not given to us correctly we cannot be held responsible for any change fees or denied boarding. Passengers are responsible for obtaining the correct information for passports and visa(s) necessary to enter any International country.
Frequent flyer upgrades or mileage may not always be accrued or applicable to our airfares.
Airport departure tax, airline fuel surcharge, weekend air surcharges, and single supplements are in addition to the package prices. Airport departure tax and single supplements are not included for any free places listed on our quotation(s). All members of a group are responsible for paying airport departure taxes, including any applicable free places for tour escorts or group leaders.
A group consists of a minimum of 10 full paying passengers. If a group falls below 10 paying passengers or a cancellation causes the group to fall below a particular pricing category (e.g. 20 to 15 pax), prices and space are subject to change or cancellation. Free places do not count towards the number of paying passengers.
Virgin-vacations.com will confirm bookings, changes and cancellations. Cancellations are not valid unless confirmed in writing by Virgin-vacations.com. Cancellation fees will charged based on the following schedule, except where hotel & air policies specify otherwise.
Individual Land Cancellations and/or changes:
31 – 60 days prior to departure: $100 minimum per person, plus any non-refundable payments made to vendors on passenger’s behalf. Additional costs to be advised as they are received from our vendors.
07-30 days prior to departure: 85% non-refundable.
Less than 7 days prior to departure: non-refundable.
If an individual in the group cancels & causes a roommate to be accommodated in a room for sole occupancy = no refund.
Individual Air Cancellations and/or changes:
Full refund for seats released more than 90 days prior to departure.
90 days prior to departure 20% of a group reservation can be released without penalty. Each seat canceled in excess of 20% = $100 per person.
60-90 days prior to departure: $100 per person.
Name changes after ticketing: Minimum of $250 non- refundable per ticket, varies by airline.
Cancellations after ticketing are non-refundable.
Entire Group Cancellations:
A group is defined as 10 or more full paying passengers. If a cancellation causes a group to fall below 10 passengers, it is considered an entire group cancellation.
61-90 days prior to departure: $500 initial deposit is forfeited plus land and airline deposits as outlined above.
Within 60 days prior to departure, we will notify the tour organizer & require reimbursement for any expenses incurred if the group subsequently fails to materialize or the tour organizer for any reason cancels the tour
0-45 days prior to departure: non-refundable.
Any amendments to the conditions may only be authorized in written format by a manager or officer of the company. Verbal amendments or conversations are not an acceptable form to either party.
Payments to Virgin-vacations.com shall be made in US Dollars & shall be received by Virgin-vacations.com no less than 60 days prior departure. Virgin-vacations.com reserves the right to cancel unpaid or underpaid reservations. Late payment may result in the cancellation of some or all services booked.
The sender is responsible for all bank fees incurred in connection with the transfer of funds or payment of checks. Payment can be made by the following methods:
1. Agency Check*
2. Cashier’s Check or Money Order
3. Wire/Cable transfer.
* For bookings made within 60 days prior to departure, final payment is required in the form of a Cashier’s Check, Money Order, or Wire/Cable transfer. When sending payment, please ensure that you highlight your booking number on the actual payment so that all moneys received can be properly attributed.
All rates given by Virgin-vacations.com for services are quoted in US Dollars, NET, non-commissionable and are inclusive of all applicable taxes at the rates in force at time of confirmation. In the event of fluctuations in currency of more than 3%, Virgin-vacations.com reserves the right to amend the quotation and its prices accordingly. Prices quoted to you are based upon the exact inclusions as specified in our offer / quotation. Should you find any discrepancy between what your group requires and what is specified in our offer, please contact us and we will revise the quotation for you. Tax rates are subject to change, and any such change will be notified to you as soon as it is known. Increases in these rates may be passed on to the tour organizer. Other provisions regarding rates as they apply from time to time will be advised in the written quotation from Virgin-vacations.com.
Hotel accommodation is subject to availability at the time of reservation. If Virgin-vacations.com is unable to confirm the hotel(s) listed in our quotation, we will attempt to secure space at a similar hotel of equal standard and cost. In the event a similar hotel is not available, a supplement may be charged. Some hotels require non-refundable and non-transferable deposits in order to guarantee a booking. In such cases, Virgin-vacations.com will notify the tour organizer and require reimbursement for any payments and expenses incurred if the group subsequently fails to materialize or the tour organizer for any reason cancels the tour.
Buses used for transfers, sightseeing and touring have a maximum capacity of 48 passengers, unless otherwise stated. For larger groups with an excess of baggage or passengers, two or more buses may be required. All motor coach services, guide services, escorts, admissions to attractions, theater, rail & all other inclusions with the exception of air and hotel are confirmed at the time final payment is received. For special venues & theater confirmations, we will notify you in writing the cost of such items if you wish to guarantee them before final payment is due at 60 days.
At certain times during the year many places in Europe hold so-called 'city-wide' conventions. During such periods it may be necessary for Virgin-vacations.com to obtain hotel accommodation from the convention organizers or pay higher rates than usual. This may result in the net rate being higher than the hotel's published rate. Such circumstances shall not be a basis for refund or any complaint by you or your clients.
Many hotels require baggage handling for groups. Inclusion of baggage handling for one piece of luggage per person round-trip at each of the hotels can be offered where this service is provided.
Claims for refunds and/or adjustments must be made within 45 days of the disputed service ending. Full details and documentation must accompany claims. Forum for Disputes: The sole and exclusive forum for any legal claims you may make against Virgin-vacations.com shall be the United States District Court for the Western District of Washington in Seattle, Washington.
In common with other companies, Virgin-vacations.com acts only as an agent for tour members in arranging for room accommodations, transportation, sightseeing, admissions and restaurant reservations as appropriate and agreed in each itinerary. As such, Virgin-vacations.com shall not be liable for any injury, damage, loss, accident, delay or irregularity which may be occasioned by reason of any company or person engaged in conveying the passengers, or otherwise in connection therewith, of any hotel owner, manager or employee.
Virgin-vacations.com does not own or operate, nor is it an agent for any of the firms which will provide goods and services for the trip or for any option which may be available in connection with the trip (including optional sightseeing, car rental, etc.) and Virgin-vacations.com has not priced the trip or option to allow Virgin-vacations.com to guarantee against failure of any such firms. Accordingly, participant(s) agree to seek remedies directly with the supplier, and not to hold Virgin-vacations.com or sponsoring organization liable, in the absence of its negligence, for any loss, injury, delay or expense which results directly or indirectly from any action or omission, whether negligent, criminal or otherwise, of any entity providing goods and services for the trip or any available option (e.g. without limitation, the quality of services, cleanliness of a hotel, hotel overbooking or any flight delays). Participant(s) also agree not to hold Virgin-vacations.com or sponsoring organization liable for circumstances beyond its control (e.g. force majeure, terrorism, war, or acts of God). Participant(s) acknowledge that neither Virgin-vacations.com nor its agents have made any representation or promises with the respect to the tour described Herein except as expressly set forth in Virgin-vacations.com’ literature, unless such agreement is in writing and signed by an officer of Virgin-vacations.com.
Virgin-vacations.com accepts no responsibility for losses or additional expenses due to delay, changes, or cancellations in train, bus, ship, airplanes or other services, sickness, weather, war, terrorist acts, strikes, quarantine, or other causes. Baggage is transported at the client's risk throughout the tour.
Virgin-vacations.com strongly recommends that all persons traveling obtain appropriate insurance coverage.
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