Terms & Conditions
RESERVATIONS: Please visit virgin-vacations.com, call Virgin Vacations at (888) 937-8474 or contact your travel agent.
Passports and Visas: Passengers are responsible for ensuring that they have the proper travel documents and MUST CHECK with the respective consulate(s) or visa agency to determine whether any visas or passports are required. Passports are required to be valid for at least 6 months beyond the dates of travel. Some countries require a full blank page in the passport for stamping purposes. Visit virgin-vacations.com/visas.aspx for more information. Any information provided pertains to US citizens only. Non-US citizens should check with the respective consulate of the country(s) to be visited for current entry requirements.
Travel Protection: Missing a vacation is bad enough. Losing the money you paid for your vacation is even worse. Therefore, we recommend Travel Protection that helps provide coverage for Trip Cancellation, Interruption, Baggage Loss or Delay, Medical Expenses and more. Travel Protection is non-refundable after 10 day free look period. For a summary of the plan details on coverages, benefits, limitations and exclusions, please refer to the Description of Coverage by visiting virgin-vacations.com/insurance/.
Cancel For Any Reason Waiver: The optional Cancel For Any Reason Waiver, which may only be purchased in addition to Travel Protection, allows you to cancel your tour up to 72 hours before your scheduled departure for any reason and receive a credit equal to the full cost of your travel arrangements, less the cost of deposit(s), late/amendment fees, and insurance premium cost. The credit is reduced by the amount of any cancellation benefits paid by Travel Protection or any other insurance plan providing Trip Cancellation benefits. Credit will be issued in the form of travel certificates which are applicable for a period of one year from the original date of travel. In the event that instant purchase airfare was purchased in conjunction with the original tour program, you must travel within one year of the original date of airfare booking. Certificates have no cash value and may be used only for travel to the originally booked destination, using the same carrier, same or similar hotels and same tour package. Price adjustments will be made at the time of the new reservation. Should the price decrease, you will receive a credit for the difference. Should the price increase, you will be invoiced for the balance. This program does not apply to packages which include a Sea or River cruise, travel to Israel, nor does it apply to custom groups. For details, visit www.virgin-vacations.com/insurance/.
Documents: Provided full payment is received no later than your Final Payment Due date, documents will be sent via email 21 days prior to the onset of services. If paper documents are requested when e-documents are available, documents will be delivered via FedEx approximately 14-21 days prior, and a fee of $30 will apply. A complete street address is required (no PO boxes).
Children: All children under 18 must be accompanied by an adult. Minimum age for children on escorted tours is 8. Minimum age on Discovery Tours is 12. Minimum age for European River Cruise programs is 16. Minimum age for game drives in Kruger National Park (South Africa) is 12. Minimum age for Uganda programs is 15. Minimum age for Norwegian Cruise Line® is 6 months old and to sail unaccompanied by an adult is 21 years of age. There is no minimum age on independent packages. Discounts for children sharing a room as third may apply to children under 12. Most hotels do not permit children under 18 to occupy a room without an adult. Accompanying adults are responsible for the safety of their children including to provide any necessary safety equipment (such as infant/child seats) where appropriate. Please note that many countries have adopted practices to prevent international abductions of children. If a person under the age of 18 years will be travelling with an adult other than his/her parents, or with only one parent, a notarized letter written by the parents, or non-travelling parent, granting authorization to travel, including the dates of travel should be carried.
PRICES: Prices are per person based upon shared twin room occupancy. Prices do not include items of a personal nature such as laundry, wines, water, beverages, food other than the table d'hote menu, passport and visa fees, insurance, and foreign port taxes unless specifically indicated in the package inclusions. Prices are correct at time of publication; however, as airfares continually fluctuate and classes of service may have limited capacity, tour package prices and availability will change accordingly. If the price of an identical land package is lower than the price you paid, we may issue the difference in the form of a travel credit good for any new escorted tour or river cruise booking; credit is valid for one year from the date of issue. In case of human or computer error, Virgin Vacations reserves the right to re-invoice for the correct price or service. A full refund will be made to passengers who choose not to pay an increase, provided Virgin Vacations receives a written cancellation within five days of the price increase notification.
PAYMENT & CANCELLATION:
Deposit: A non-refundable deposit is due at the time of reservation *
All reservations (except where specified): $200 per person
Reservations with Argentina, Australia, China, Colombia, Discovery Tours, European River Cruises, Greece, India, Japan, Kenya, Nepal, New Zealand, Russia, Signature Collection, South Africa & Tanzania: $300 per person
Reservations with Antarctica, Chobe River, Easter Island, Galapagos, Irrawaddy, Passion Play 2020, Peruvian Amazon & Sea Cruises, Uganda: $500 per person
* Travel Protection (Insurance) premiums are not covered by the initial deposit. Insurance premiums may be paid at any time prior to or with final payment and become effective on the date payment is received by Virgin Vacations.
All reservations(except where specified): 60 days prior
Reservations with Argentina, Australia, China, Colombia, Discovery Tours, European River Cruises, Greece, India, Japan, Kenya, Nepal, New Zealand, Russia, Signature Collection, South Africa & Tanzania: 90 days prior
Reservations with Chobe River, Easter Island, Galapagos, Peruvian Amazon & Sea Cruises: 120 days prior
Reservations with Antarctica, Irrawaddy & Norwegian Cruise Line®: 150 days prior
Reservations with Passion Play 2020: 250 days prior
Instant Purchase Airfare or Package: Time of reservation
Special Events, some customized groups and/or Sea Cruise sailings: Earlier payment as described on your invoice
Late Payment: If there is any outstanding balance by the Final Payment Due date listed on your invoice, all travel services will be subject to automatic cancellation. A service reinstatement fee of $50 will be added to your invoice and must be paid in advance in order to apply for reconfirmation of services.
Last Minute: All reservations must be made no later than 15 days prior to departure. If requested services cannot be confirmed, payment will be refunded. If services are confirmed, final payment is due within 24 hours and all applicable cancellation penalties will apply.
Form of Payment: US Dollar check, bank check, money order, wire transfer, major credit cards or debit cards. All payments made within 30 days of departure must be made by credit or debit card. Credit card charges will be accepted by phone or online to fulfill non-refundable deposit requirement. Final payment will be processed upon submission of a completed Virgin Vacations Credit Card Form (PDF Version | html version) or online. Third-party credit cards are not acceptable. Payments made by wire transfer must include an additional $25 wire transfer fee. There is a $50 fee for returned checks.
Cancellation: Once a partial or full payment has been made, cancellations will only be accepted in writing. Email your cancellation to firstname.lastname@example.org including your reservation number, full name and date of travel. If you do not receive an acknowledgement within 48 hours, call 888-937-8474 to ensure your information was received. Cancellation terms will be applied based on the date that the written cancellation is received and based on the following dates prior to departure.
Cancellation fees apply to packages and/or services as indicated below. Package cancellation fees include airfare. Once airfare is purchased, either at time of booking for Instant Purchase Airfare or at time of full payment for Virgin Vacations Airfare, airline tickets will be issued and are always subject to 100% penalty. After airfare purchase, only the remaining land package will be subject to the fees below. Cancellation fees will not be less than the initial non-refundable deposit.
All reservations, except where specified:
Up to 61 days prior to departure: $200 p.p.
60 to 31 days prior to departure: 50% of cost
30 to 2 days prior to departure: 90% of cost
1 day or less prior to departure: 100% of cost
Reservations with Argentina, Australia, China, Colombia, European River Cruises, Greece, India, Japan, Kenya, Nepal, New Zealand, Russia, South Africa, Tanzania, Discovery Tours & Signature Collection:
Up to 91 days prior to departure: $300 p.p.
90 to 31 days prior to departure: 50% of cost
30 to 2 days prior to departure: 90% of cost
1 day or less prior to departure: 100% of cost
Reservations with Chobe River, Easter Island, Galapagos, Peruvian Amazon & Sea Cruises, Uganda:
Up to 121 days prior to departure: $500 p.p.
120 to 61 days prior to departure: 50% of cost
60 to 2 days prior to departure: 90% of cost
1 day or less prior to departure: 100% of cost
Reservations with Antarctica, Irrawaddy & Norwegian Cruise Line®:
Up to 151 days prior to departure: $500 p.p.
150 to 61 days prior to departure: 50% of cost
60 to 2 days prior to departure: 90% of cost
1 day or less prior to departure: 100% of cost
Reservations with Passion Play 2020:
Up to 251 days prior to departure: $500 p.p.
250 to 61 days prior to departure: 75% of cost
61 to 2 days prior to departure: 90% of cost
1 day or less prior to departure: 100% of cost
Instant Purchase Airfare, Packages, Group Tour Airfare & Rail Tickets:
Instant Purchase Airfare: 100% of airfare
Instant Purchase Package: 100% of package
Group Tour Airfare: 100% of airfare
Rail Tickets: 100%
Special Events & Products: Deposit, Final Payment, and Cancellation penalties may differ for special events, some customized groups including group tour airfares, tours with internal flights, and/or certain sea cruises based on cabin category, length of sailing, and seasonality, as well as select packages and hotels, and will be advised at time of booking on your invoice.
Reservation Changes: Changes to an existing reservationup to the Final Payment Date, whatever the cause, will incur a $50 per person charge plus any additional supplier fees; on/ after the Final Payment Date, the $50 charge is no longer valid, instead cancellations terms apply. This includes name changes* and removal of any services such as optional tours and transfers. *Please note that name changes to airline reservations are subject to full cancellation and rebooking. See Airline Name Changes section for specific information. Replacing a traveling passenger with another traveling passenger constitutes a cancellation, subject to cancellation penalties, and is not covered by this Reservation Changes policy. Changes or additions after departure are subject to local rates at the time of amendment and must be paid directly by the passenger to the service provider. There are no refunds for unused services.
In order to fully enjoy your Virgin Vacations tour, we recommend that you select a trip that is suitable to your physical capabilities. Tour participants requiring any form of assistance, including travelers with physical disabilities, sight or hearing impairments, are required to notify Virgin Vacations prior to reservation for review and our agreement. Additionally the tour participant must be accompanied by an individual responsible for providing those services. Tour managers, guides, drivers or other tour, hotel, ship personnel are not able to provide such assistance. In order to participate in escorted tours, passengers must be able to understand and follow instructions given by the Tour Director at all times, both for the successful operation of the tour as well as for their personal safety. Virgin Vacations reserves the right to reject participation or remove any individual from a tour in the event that notification was not provided and/or when, in our sole judgment, continued participation would significantly hinder the services to be provided to all guests. Expenses, including cancellation fees and/or costs for alternate travel plans or to return home, will necessarily be borne by the passenger. Escorted tours are fast-paced, often requiring lengthy walks over uneven terrain. In the interests of group harmony, clients should be able to maintain the pace of the tour. Clients with special needs may be better served independently. Virgin Vacations can suggest touring options based upon specific requirements.
Wheelchairs & Walkers:
USA Tours: Pursuant to the Americans with Disabilities Act (the ADA), Virgin Vacations seeks to accommodate disabled travelers to the extent possible and consistent with the specific tour itinerary. Nevertheless, you may find that certain tour features may not be accessible to the extent that you require a wheelchair, scooter, or other special equipment to participate. We cannot provide individual assistance to travelers with wheelchairs or other mobility devices. We regret that some itineraries cannot accommodate wheelchairs or motorized scooters. Passengers are required to advise Virgin Vacations of their accessibility requirements prior to booking in order for Virgin Vacations to determine if reasonable accommodations are available. Virgin Vacations will endeavor to accommodate special access needs, but does not guarantee that it will be able to do so in all cases.
International Tours: Hotels, sea and river cruises outside of the United States are not required to comply with ADA requirements and therefore may not have ramps, wide entryways or elevators to accommodate disabled passengers or devices such as wheelchairs, walkers and motorized scooters. Due to physical constraints and space limitations, wheelchairs, walkers and motorized scooters may not be taken aboard motor coaches and river cruises.
Service Animals: Service animals cannot be accommodated on international escorted tours. Passengers on USA escorted tours who require a service dog because of a disability should check with Virgin Vacations prior to booking a tour.
Airline Booking: Virgin Vacations offers a choice of airlines and airfares for your convenience, but is not responsible for the services and policies imposed by the airline selected. Airline schedules and flights are subject to change without notice. Virgin Vacations is not responsible for penalties incurred for tickets, international or domestic, not issued by Virgin Vacations due to schedule and/or flight changes. Airline reservations completed online are subject to review and, should Virgin Vacations deem it necessary, may be rebooked to match minimum connecting time requirements and/or tour package itineraries, in which case you will be notified immediately.
Airline Contact Information: Pursuant to TSA Secure Flight requirements, passengers are responsible to provide Virgin Vacations with their name as it appears on their passport (or other government-issued I.D. when traveling), date of birth, gender, address, phone number, email and fax data for all passengers. Passengers must ensure that names are correctly listed on their invoice. Virgin Vacations will not be responsible for passengers who do not receive an invoice or documents or are denied boarding due to inaccurate information.
Airline Name Changes: Any name change including minor spelling corrections may require airline reservations to be canceled and rebooked. Reservations are subject to current availability and pricing at the time of rebooking. Once airline tickets are issued, subsequent name corrections will be subject to an airline rebooking fee which may be as much as the full value of the airline ticket plus a $50 revision fee per change. Virgin Vacations will not be held responsible for the denial of services by a carrier due to any name discrepancy. Name changes must be advised in writing at www.virgin-vacations.com/contactus.
Airline Taxes & Surcharges: If you purchased airfare, airline taxes and surcharges are included. Prior to completion of full payment there is a potential for a price increase(s) due to increases in government-levied taxes and fees and/or increased surcharges. To avoid potential increases, you may choose to accelerate your final payment in order that your tickets may be issued. Once issued, airline tickets are no longer subject to potential increases but are fully non-refundable. Certain overseas domestic flights are subject to air taxes which can only be paid locally; in these cases, the specific flights and amounts of those taxes are indicated in our package presentation and pre-departure documentation.
Airline Tickets: Once full payment is received, Virgin Vacations airline tickets will be issued and are fully non-refundable. Should airline tickets require to be issued earlier than the Final Payment Due date, you may be required to pay a larger non-refundable deposit and/or complete full payment. Once issued, some Published Instant Purchase Airfare tickets may be changed prior to the departure date and the airfare applied toward travel within 12 months of the original date of issue for a fee of $200 or more plus any difference in airfare; however, some tickets are non-changeable; specific fees and policies may vary by airline. Please note that some airlines do not accept all major credit cards for payment of Published Instant Purchase Airfare.
Airline Seat Assignments: As a courtesy service, airline seat assignments are requested on your behalf and are displayed in order of Passenger #1, #2 and so on. Assignments reflect the best available seats at the time of booking. Some airlines and/or fare types do not allow for pre-seating and require this be done at airport check-in only; in this case, the display shows "N/A". Seats are subject to change by your airline(s) including, for example, when there is a schedule change or equipment change after your initial booking; this may cause seat assignments to be changed or even cancelled. In the event that you change seat assignments directly with your airline, changes will not be reflected on this display. At the time that Virgin Vacations travel documents are issued, the currently assigned seats will be listed based on the assignments stored in your airline reservation at that time. Should you have questions regarding your assignments, please write to us at www.virgin-vacations.com/contactus.
Airline Frequent Flier Programs: Passengers are responsible to contact their airline directly regarding mileage eligibility and accrual. Airline frequent flier programs determine whether to award miles in part or total based on their own rules which are updated frequently. Some discounted or promotional airfares as well as some code-share flights are not eligible for mileage accrual. Some private airfares, such as a "Virgin Vacations Airfare", are not eligible for mileage or may qualify for reduced mileage, even if the same airline class of service is eligible for full mileage when sold as an "Instant Purchase" published airfare. Not all published airfares are eligible for mileage. Virgin Vacations will record frequent flier numbers when provided by the passenger prior to travel documents being issued. However, the addition of frequent flier numbers to airline records does not guarantee mileage eligibility which is at the sole discretion of each airline. Airline schedule changes may result in flights which were originally eligible for mileage accrual no longer being eligible. We highly recommend passengers to provide their frequent flier account information whenever checking in online and/or at the airport check-in desk. After travel has commenced, it is often not possible to apply for frequent mileage credit. Passengers are also responsible to determine whether previously earned mileage may be applied to flights to secure upgrades.
Airline Schedule Changes: In the event of an airline schedule change, Virgin Vacations will make every effort to inform passengers of the schedule change and new flight schedule prior to departure. Virgin Vacations is not responsible for schedule changes including, when applicable, changes in routing and/or the number of stops in the itinerary. Virgin Vacations is unable to provide compensation for schedule changes, seat assignment modifications, or cancellations implemented by an airline. In the event of any change in flight itinerary made directly between passengers and their airline, it is the passenger's responsibility to advise Virgin Vacations of amended flight details in writing at www.virgin-vacations.com/contactus. Virgin Vacations cannot be held responsible for land services, including arrival and/or departure transfers, if flights are changed without its knowledge.
Airline Baggage: Checked bags are typically limited to a total dimension of 62 inches by adding length + width + height (example: 26"+26"+10" = 62"), and a maximum weight of 50 lbs (23kg). Smart Bags with a USB charging port, GPS tracking device and other high-tech features are prohibited as checked or carry-on baggage unless the bag is made with removable batteries and the batteries are removed and stored separately. For specific requirements of your airline and for a complete list of fees, please visit https://www.virgin-vacations.com/baggagefees.aspx. Many airlines apply charges for checked bags including flights which begin and end within the USA. Virgin Vacations avoids the most inexpensive airfare options commonly known as Basic Economy airfares which typically do not include any checked bags nor seat assignments before the day of departure. However, for some airlines, other airfare categories also do not include checked baggage. This will be clearly displayed in our airfare selection and on your invoice. Where available, we highly recommend selecting airfares which include at least 1 piece of checked baggage. Virgin Vacations is not responsible for checked bag fees, excess luggage or weight charges levied by an airline. Checked baggage allowances displayed on reservation details and invoices reflect the applicable allowance at the time of booking but are subject to change by your airline(s). If your luggage is lost or damaged by the airlines, a baggage claim form MUST be filed with the carrier before leaving the airport.
Hotel Accommodations: All rooms are standard twin-bedded (two single beds) rooms with private facilities, unless you have specifically requested and paid for an upgraded room category. Room selection in all cases, unless otherwise reserved, is strictly at the discretion of the hotel's management on a run-of-house basis. Special requests such as bed types, smoking preference and connecting rooms are subject to availability. Triple rooms consist of standard twin beds or one double bed plus a sofa/folding bed or cot for third person except in the U.S. and Canada, where triple rooms often consist of two double/queen beds for three persons; a fee may be charged by the hotel for the addition of a cot/rollaway. Some single rooms are smaller than a standard room size. The number of persons accommodated does not dictate the room size. Although available at most 4 and 5 star hotels, use of air-conditioning abroad differs greatly from the United States. Many European and Canadian hotels were built before central air-conditioning was introduced. Air-conditioning is often shut down at night and from the end until the start of the summer months. All hotel rates are based on Virgin Vacations' agreements with its suppliers and are not negotiable. Hotel check-in time is generally not before 4:00 p.m. and check-out time is prior to noon. Please be sure that adequate arrangements for accommodations have been taken into consideration when a late night flight is being used. If a day room is included in the itinerary, check-out will normally be 6:00 p.m. We reserve the right to make substitutions with hotels of equal standard. There will be no refunds for any difference in the cost of those accommodations.
Hotel & Cruise Profiles: Virgin Vacations' hotel and cruise ship profiles are based upon information provided to Virgin Vacations by hotel and cruise ship partners and their representatives, including images and descriptions of individual properties. Star-ratings may differ from country to country. Virgin Vacations does its best to maintain current information, however is not responsible for any inaccuracies, changes in description details or amenities, or images provided by third parties.
Meals: As specified in each itinerary. Meals are based on the hotel's or restaurant's buffet or set menu. In general, beverages are not included, unless specifically stated. Although Virgin Vacations cannot make guarantees, every effort will be made to honor special dietary requests submitted in writing at least 72 hours prior to departure to email@example.com.
Transfers: Transfers are provided as indicated for each tour by car, minibus, or motor coach provided airfare is purchased from Virgin Vacations. If you purchase a land-only tour, or if you deviate from the arrival and/or departure dates as stated in the itinerary, you will have the option to add transfer services to your reservation. Your arrival transfer is guaranteed for up to one hour from your scheduled arrival time in order to compensate for minor delays. Virgin Vacations or the transfer company will not be responsible for flight delays, for any reason, beyond one hour from your originally scheduled arrival time. In case of a delay, whether due to flight delay, immigration and customs, or time spent reporting baggage damage or loss, it will be your responsibility to make other transfer arrangements such as a taxi. Transfer costs are not refundable and any additional expenses will be your responsibility. The cost of a transfer is more expensive than hiring a taxi, as a Virgin Vacations transfer necessarily includes round trip service, or 'dead-leg', meaning that our driver must come to the airport, hotel or pier only to pick you up and necessarily loses a one-way fare. Often the places of call (airports, seaports, hotels) demand entrance and parking fees, where drivers may have to wait for up to an hour. Virgin Vacations transfer drivers, while not employees of Virgin Vacations, are reliable and work year-round for Virgin Vacations clients. They provide you with a full welcome service, transfer you to the correct location and are prepared to answer your questions along your ride. Passengers comfortable hiring a taxi on their own and do not require assistance will save money.
Sightseeing & Itinerary: Escorted tours are conducted in English only and are operated by motor-vehicle, its size dictated by the number of participants. Virgin Vacations tours have been designed to accommodate individuals as well as groups. The number of participants may vary during the tour, as Virgin Vacations accommodates travelers arriving on different airlines and on different days of the week. Times listed in itineraries are approximate and meant only as guidelines. Some itineraries may have early morning start times for sightseeing in order to complete the touring during daylight hours or avoid afternoon heat in tropical and desert climates. It is your responsibility to arrive on time for all scheduled flights, cruises, and package components. Arriving late may be considered a "no-show", in which case you will not be eligible for refund for the unused service(s). We cannot guarantee the number of passengers who will be on any given tour. You may find that you are traveling with a sizeable group or only with your own companions. Services, however, will remain constant no matter the number of tour participants. On dates including, but not limited to religious holidays and national celebrations, some monuments and sites may be closed. On these occasions, touring itineraries may be amended to reflect these closures. Occasionally, during holidays and certain periods, and/or due to unforeseen circumstances including weather conditions there may be last-minute changes, sometimes after arrival, affecting the sequence of the tour, locations visited and/or hotels. Therefore, we reserve the right to adjust the sequence and/or substitute any hotels with others of similar category. In such cases there will be no cost adjustment. National monuments and tourist sites regularly undergo renovations, which can obscure the monument's view. No tour will be canceled due to renovations, however Virgin Vacations will decide based on the conditions whether to amend an itinerary. Virgin Vacations itineraries may contain suggestions for activities for your leisure time; these suggestions do not constitute an endorsement of any specific service provider and the decision to participate in any such activities should be made independently and with due consideration.
Coach & Seat Rotation: Virgin Vacations imposes mandatory coach seat rotation with no exception. Seat assignments are dictated by the Tour Manager. Depending on availability, single passengers may be seated next to another traveler. Some buses are equipped with toilet facility, however they are strictly intended for emergency use only and often require the vehicle to stop for safety reasons before use. Persons requiring any assistance or who have any form of disability should refer to section "Travelers With Disabilities".
Rail: Once full payment is received, Virgin Vacations will select train times, rail tickets will be issued and are fully non-refundable. Except where requested in writing prior to final payment, rail tickets will typically be reserved for departures between 9 am and 12 noon, subject to availability. For passengers traveling independently, requests for alternative times will be considered but are strictly subject to availability. Passengers traveling with a group may not request alternative train times. Once issued, rail tickets are valid for the dates and times specified. Some exchanges must be done locally at the station due to fare restrictions. Changes may be subject to local charges, fees, and fare increases. Once the booked train has departed, changes are no longer possible nor can amendments be completed on board the train. Virgin Vacations does not control seat assignments which are entirely at the discretion of the rail companies. Once rail tickets are issued they are fully non-refundable and non-changeable.
Car Rentals: Virgin Vacations is not responsible for the services and policies imposed by car rental companies. It is important to review the details of your rental agreement provided locally. Car rental companies typically require drivers to provide a valid license, major credit card and meet a minimum age requirement. Additional fees may apply for changes in rental length, drop off location, additional drivers and optional additional insurance coverages. Passengers are responsible to become familiar with local traffic laws and road signs. Virgin Vacations is not responsible for any expenses, fines or administrative fees for traffic violations, damage to the vehicle, theft of items inside the vehicle or of the vehicle itself.
Optional Sightseeing Tours: A limited selection of optional sightseeing tours are available for purchase at any time until one week prior to departure. Those associated with escorted and guided programs will be available for purchase locally based upon availability. Some optional tours require a minimum number of participants and may not be operated; in such cases, the tour company will attempt to notify you locally, and you will receive a full refund upon your return home. Optional tours may be conducted in more than one language. Optional tours are subject to standard cancellation terms including being fully non-refundable once a trip has commenced.
Non-Operation of Escorted Tour: Escorted tour packages are based upon a minimum number of participants. Cancellation of any tour for lack of participation or for any reason beyond our control will be advised at least 45 days prior to the tour's departure, and all money will be refunded. Virgin Vacations will not be held responsible for any costs relating to the issuance and/or cancellation of airline tickets or visa fees. Voluntary cancellations due to political instability, acts of terrorism, government intervention or US State Department warning will be subject to the above fees, provided the program is deemed (by Virgin Vacations) able to continue.
Group Harmony: To ensure the desired group synergy, Virgin Vacations reserves the right to accept, reject or expel any individual who is deemed disruptive or incompatible with the interests of the group, including, but not limited to, individuals who are intoxicated and/or under the influence of drugs leading to a negative experience for the remainder of the group. Expenses, including cancellation fees and/or costs for alternate travel plans or to return home, will necessarily be borne by the passenger. All unused services are non-refundable.
Cabin Assignment & Onboard Services: Norwegian Cruise Line® assignments are completed at the time of booking. Celestyal and Hurtigruten assignments are completed at the time of embarkation in a general cabin category on run-of-ship basis. Virgin Vacations cannot guarantee a specific assignment. Where applicable, requests for dining room seating will be accepted by the maître d'hotel on sailing day. Virgin Vacations will accept requests for dining time preference, but cannot guarantee confirmation prior to embarkation. Shore excursions may only be purchased aboard ship.
Cruising with Norwegian Cruise Line®: Upon booking a Tour & Cruise package, Virgin Vacations will provide a Norwegian Cruise Line® Reservation Number. Cruise planning may then be managed online with Norwegian Cruise Line® at www.ncl.com. Select Register and follow the instructions in order to create your Account. Once created, you may login at any time to manage the details of your cruise, including: browse and book optional shore excursions; complete specialty dining reservations, research ports of call and additional destination information; check-in online and print luggage tags; browse Frequently Asked Questions; and review Latitude Rewards benefits.
Ship & Itinerary Changes: Cruise itineraries and ships are subject to change without notice. Furthermore, cruise ships may be chartered and/or departure dates canceled, in which case all monies will be refunded. Virgin Vacations takes no responsibility for ship substitutions or itinerary changes imposed by a cruise line and is not responsible for any losses you may incur including the issuance and/or cancellation of airline tickets or visa fees.
Terms & Conditions: Terms & Conditions governing the cruise component of a Tour & Cruise package apply to all customers sailing with each respective cruise company and may be viewed as follows: Albatros Expeditions Terms & Conditions; Australis Cruises Terms & Conditions; Celestyal Cruises Conditions of Carriage of Passengers and Their Luggage; Hurtigruten Passage Contract; Norwegian Cruise Line® Terms & Conditions.
Medical Services: Many ships do not carry a doctor or nurse onboard. Should medical attention be required, local services will be contacted. Resulting charges will be the responsibility of the passenger. Virgin Vacations and the cruise ship operator are not responsible for the services provided.
Information: For more information about sea cruises, please visit www.virgin-vacations.com/sea-cruises.
Cabin Assignment: Depending upon the vessel, cabin numbers may be assigned at the time of reservation. Assignments are subject to change. We also reserve the right to amend cabin assignments onboard without prior notification. Shore excursions which are not included in the cruise package may only be purchased aboard ship unless an optional tour package is available for advance purchase.
Inability to Sail: Neither Virgin Vacations nor the owners or operators of the vessels shall be liable for delay or inability to sail or perform due to any condition caused by or arising from water level, strikes, lockout, civil or labor issues, explosion, fire, collision, vessel breakdown or damage to the vessel, its hull, machinery or fittings. Neither shall they be responsible for issues caused by or arising from civil commotion, riot, insurrection, war, government restraint, requisitioning of the vessel, political disturbance, acts or threats of terrorism, epidemics or the threat thereof, inability to secure or failure of supplies including fuel, Acts of God, or other circumstances beyond their control. In such cases, part or all of the cruise itinerary may be operated by motor coach and accommodations provided by hotels. If this becomes necessary, Virgin Vacations will endeavor to provide equal or similar services, however no tour will be canceled and no monetary compensation will be made for those changes.
Terms & Conditions: Terms & Conditions governing the river cruise component of a Tour & Cruise package apply to all customers sailing with each respective cruise company and may be viewed as follows: Century Cruises Passage Contract (Yangtze River); Monarch River Cruises Terms & Conditions (Rhine, Main, Danube Rivers); Paukan Cruises Passenger Contract (Irrawaddy River); Victoria Cruises Passage Contract (Yangtze River); Vodohod Terms & Conditions (Volga River).
Medical Services: Ship’s crew may be able to provide basic first-aid, however ships do not carry a doctor or nurse onboard. Should professional medical attention be required, local services will be contacted upon the passenger's request.
EUROPEAN RIVER CRUISES: This Agreement governs the relationship between you, the passenger, and the owner and/or operator of the river cruise ship as well as its and their affiliates, subsidiaries and parent companies and also its and their respective employees (collectively, the "Operator"). The provisions of the Athens Convention Relating to the Carriage of Passengers and their Luggage by Sea (1974) and the International Convention on Limitation of Liability For Maritime Claims (1976) are incorporated in this Agreement except where the terms conflict with any mandatory provision of law or international convention, including, where applicable, the Strasbourg Convention on the Limitation of Liability in Inland Navigation (1988), in which case the provisions of that law or convention prevail. The Operator shall be liable in accordance with the provisions and limitations of the 1974 and 1976 Conventions which, in most cases, limit liability for death, personal injury, and lost or damaged property. 1974 limits actions to be taken within a period of two years. Notwithstanding, in no case shall an action be brought after the expiration of a period of three years from the date of disembarkation of the guest or from the date when disembarkation should have taken place, whichever is later. The Operator shall not be liable for lost or damaged valuables, except where such valuables have been deposited with it for the purpose of safe-keeping in which case the Operator shall be liable up to the limit provided for in the Conventions. Where any of the Conventions permit, Operator may apply a deductible. Nothing contained in the Agreement shall be construed to deprive the Operator of the benefit of Subtitles II and III of Title 46, United States Code, or of any other Convention, Statute or law whatsoever which might be applicable providing for exoneration from or limitation of liability.
Information: For more information about river cruises, please visit www.virgin-vacations.com/river-cruises.
Health Requirements: Check with your healthcare provider for up-to-date requirements. You may also check the Centers for Disease Control (www.cdc.gov) and/or the World Health Organization (http://www.who.int/en/) for their recommendations. Required inoculations, if any, must be recorded by clients' health practitioner on a valid vaccination certificate which the client must carry for proof of inoculation where required. Individuals with heart disease, chronic illness, physical handicap, advanced pregnancy, or mental illness should not participate in these rigorous travel programs. Any person who arrives to the destination ill with apparent fever or becomes ill during the tour, will be removed from the group and directed to a local medical facility for diagnosis. Only upon clearance by an accredited medical facility will that individual be allowed to resume group travel. All costs associated with medical treatment and related expenses such as additional hotel nights or transportation not included in the original itinerary, will necessarily be borne by the passenger. Travel protection plans will only consider coverage with documentation and receipts for services provided by legally qualified health-care facilities, and in accordance with policy terms.
Please note that some countries may require aircraft cabin insecticide treatment for in-bound foreign flights. A list of such countries is available at:
Travel Safety Advice: We strongly recommend that tour participants review the destination country's specific information at https://travel.state.gov/content/passports/en/alertswarnings.html.
Luggage (Airlines): Checked bags are typically limited to a total dimension of 62 inches by adding length + width + height (example: 26"+26"+10" = 62"), and a maximum weight of 50 lbs (23kg). Smart Bags with a USB charging port, GPS tracking device and other high-tech features are prohibited as checked or carry-on baggage unless the bag is made with removable batteries and the batteries are removed and stored separately. For specific requirements of your airline and for a complete list of fees, please visit https:www.virgin-vacations.com/baggagefees.aspx. Many airlines apply charges for checked bags including flights which begin and end within the USA. Virgin Vacations avoids the most inexpensive airfare options commonly known as Basic Economy airfares which typically do not include any checked bags nor seat assignments before the day of departure. However, for some airlines, other airfare categories also do not include checked baggage. This will be clearly displayed in our airfare selection and on your invoice. Where available, we highly recommend selecting airfares which include at least 1 piece of checked baggage. Checked baggage allowances displayed on reservation details and invoices reflect the applicable allowance at the time of booking but are subject to change by your airline(s). Virgin Vacations is not responsible for checked bag fees, excess luggage or weight charges levied by an airline. Nor will Virgin Vacations be responsible for luggage that is lost or damaged by the airline. If your luggage is lost or damaged by the airlines, a baggage claim form MUST be filed with the carrier before leaving the airport. We recommend that you use brightly colored luggage tags, straps or other identifiers to help you locate you luggage upon arrival or to describe it in the event that it is lost.
Luggage (Escorted Tours): All Virgin Vacations escorted tour buses allow one piece of luggage per person, plus carry-on bag. Additional baggage will be subject to a handling charge of $100 per piece. As Virgin Vacations will not be responsible for loss or damage to luggage and personal belongings, you MUST report any loss or damage immediately at the time of the incident and obtain a written report from the local authority for submission to your insurance provider. Airline luggage allowances may differ and be subject to fees; for specific requirements and a complete list of fees, please visit https://www.virgin-vacations.com/baggagefees.aspx.
CUSTOMER SERVICE: All customer service issues must be submitted in writing. Please notify us within 30 days following your return. For claims for Russian river cruises, please notify us within 15 days following return. Claims for refund of undelivered services must be accompanied by payment receipt(s) and local documentation. There will be no refunds for unused package tour services or features, including missed transfers due to airline changes and/or missed flights, unused meals, missed sightseeing tours, unused entrance fees, and accommodations. Airline flight cancellations and delays for any reason are not the responsibility of Virgin Vacations. Submit your claim directly to the airline. Virgin Vacations does not guarantee airline response. Complaints regarding a hotel's standards or amenities should be addressed directly with the hotel's management. Refunds are not normally considered by hotels if they were not given an opportunity to address those complaints locally. Processing of claims will take up to eight weeks from the date Virgin Vacations receives relevant documents. Refunds are processed to the credit card(s) originally used for payment, up to the total amount paid, with any remaining balance paid by US Dollar check. These terms may not be changed by anyone other than an authorized representative of Virgin Vacations and must be documented in writing. Virgin Vacations is not obliged to guarantee promises (written or verbal) made by local hotel staff, tour guides, or any other persons not under direct employ of Virgin Vacations.
PASSENGER AGREEMENT: All passengers are required to complete a Passenger Agreement prior to travel and, by so doing, formally accept Virgin Vacations’ Terms & Conditions, Release from Liability, Assumption of Risk and Binding Arbitration Agreement. Passengers booking online will be required to complete the Passenger Agreement at the time of booking. Passengers booking via telephone will be provided a verbal review of the Passenger Agreement which will be delivered via email shortly after the time of booking. Customers who are unable to receive and complete their Passenger Agreement via email may request the Agreement be provided via fax or mail. Travel documents will not be released without a completed Passenger Agreement. Virgin Vacations reserves the right to cancel bookings and return deposits without a completed Passenger Agreement.
RELEASE FROM LIABILITY: Virgin Vacations is operated by Gate 1 Travel. Virgin Vacations, its shareholders, directors, officers, employees and affiliates, (collectively "Virgin Vacations") does not own or operate any entity which is to or does provide goods or services for your trip including, for example, ownership or control over hotels or other lodging facilities, airline, vessel, bus, van or other transportation companies, local ground operators, providers or organizers of optional excursions or equipment used thereon, food service or entertainment providers, etc. All such persons and entities are independent contractors. Independent contractors may utilize the Gate 1 logo on signage or uniforms solely for identification purposes which does not signify Gate 1 ownership, management or control. As a result, Virgin Vacations is not liable for any negligent or willful act or failure to act of any such person or entity, or of any other third party. Without limitation, Virgin Vacations is not responsible for any injury, loss, or damage to person or property, death, delay or inconvenience in connection with the provision of any goods or services occasioned by or resulting from, but not limited to, acts of God, acts of government, force majeure, acts of war or civil unrest, insurrection or revolt, strikes or other labor activities, criminal or terrorist activities of any kind, or the threat thereof, overbooking or downgrading of accommodations, structural or other defective conditions in hotels or other lodging facilities, mechanical or other failure of airplanes or other means of transportation or for any failure of any transportation mechanism to arrive or depart timely or safely, dangers associated with or bites from animals, pests or insects, marine life or vegetation of any sort, diseases and dangers incident to recreational activities such as swimming, kayaking, sailing, canoeing, rafting, hiking, walking, bicycling, etc., sanitation problems, food poisoning, lack of access to or quality of medical care, difficulty in evacuation in case of a medical or other emergency, illness, epidemics or the threat thereof or for any other cause beyond the direct control of Virgin Vacations. In addition, I release Virgin Vacations from its own negligence and assume all risk thereof.
ASSUMPTION OF RISK: I am aware that travel such as that I am undertaking involves hazardous activities, with a risk of illness, injury or death which may be caused by forces of nature, animals, insects or flora, the negligence of Virgin Vacations, or other persons and companies known or unknown, or of willful or criminal conduct of third parties. I am aware that weather conditions may be severe, adverse and/or unpleasant. I am also aware that medical services or facilities may not be readily available or accessible during some or all of the time during which I am participating on the trip. In order to partake of the enjoyment and excitement of this trip I am willing to accept the risks and uncertainty involved as being an integral part of my adventure. I hereby accept and assume full responsibility for any and all risks of illness, injury or death and of the negligence of Virgin Vacations and agree to hold harmless and release Virgin Vacations from claims of third party negligence.
I understand the physical requirements of the activity in which I will be participating, and I currently have no known physical, medical or mental condition which would impair my ability to participate in this tour or my safety in this activity, and I am willing to assume all risks that may be created, directly or indirectly, by any such condition. I hereby authorize Virgin Vacations or my local groundhandler or others to arrange for any emergency medical treatment and hospitalization as may be necessary for me because of participation in this activity without my further consent.
BINDING ARBITRATION: I agree that any dispute concerning, relating or referring to this Agreement, the brochure or any other literature concerning my trip, or the trip itself, shall be resolved exclusively by binding arbitration pursuant to the Federal Arbitration Act, 9 U.S.C. §§1-16, pursuant to the Comprehensive Arbitration Rules & Procedures of the Judicial Arbitration and Mediation Services, Inc. (JAMS). Such proceedings will be governed by substantive (but not procedural) Pennsylvania law and will take place in Philadelphia, PA. The arbitrator and not any federal, state, or local court or agency shall have exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability, conscionability, or formation of this contract, including but not limited to any claim that all or any part of this contract is void or voidable. By agreeing to these terms and conditions, you (and we) are waiving our right to a trial by jury.
VOLUNTARY PARTICIPATION: I acknowledge that I have voluntarily applied to participate on the trip designated on this application (or a trip which I may change to) and that I have read the description of the trip as it appears in the current Virgin Vacations catalog and supplements or brochures or website relating to the trip, together with all information contained in this application. I am voluntarily participating in this trip with knowledge of the hazards involved.
KNOWING AND VOLUNTARY EXECUTION: I have carefully read these Terms and Conditions and the booking information sections of this document, and fully understand its contents. I am aware that this is a release of liability and a contract between myself and Virgin Vacations and agree of my own free will. By checking the Passenger Agreement box, I agree to these Travel Terms & Conditions and Virgin Vacations' Release from Liability, Assumption of Risk and Binding Arbitration Clause for myself, each member of my traveling party and any minor children accompanying me.
PHOTOGRAPHIC RELEASE: Virgin Vacations may take photographs or video of its trips and trip participants grant Virgin Vacations permission to do so and for it to use same for promotional or commercial use without payment of any compensation to participant.
Agreement between Customer and Virgin Vacations: www.virgin-vacations.com is offered to you, the customer, conditioned on your acceptance without modification of the terms, conditions, and notices contained herein. Your use of www.virgin-vacations.com constitutes your agreement to all such terms, conditions, and notices.
Liability Disclaimer: The information, products, and services published on this web site may include inaccuracies or typographical errors. Changes are periodically made to the information which appears here. The content of this site is not guaranteed to be complete, accurate, or available and may be changed at any time without notice. Virgin Vacations may make improvements or changes on this web site at any time. In no event shall Virgin Vacations be liable for any direct, indirect, punitive, incidental, special, or consequential damages arising our of, or in any way connected with, the use of this web site, or for any information, products, and services obtained through this web site, or otherwise arising out of the use of this web site.
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