Terms & Conditions

Tour Expert Booking Conditions

 

WHAT’S INCLUDED IN THE TOUR PRICE

 

Air Transportation: Air transportation is included in the price.

 

Touring: By air-conditioned / air-ventilated motorcoaches. 

 

Hotel Accommodation: Prices are per person and based on two persons sharing a twin-bedded or double-bedded room with private bath or shower. When booking triple rooms please note that the third bed may be a ‘roll-away’ bed. Availability of triple rooms is limited. Note that single rooms in European hotels are generally smaller than twin-bedded rooms and European hotel standards, facilities and services provided may vary from those in other parts of the world and are often local in style. Substitute hotels may be used at certain times and will be of similar standard whenever possible.

 

Special room requests such as handicapped, smoking/non-smoking, adjacent, connecting or lower-floor rooms must be requested at time of booking. These special room requests cannot be guaranteed and are based on availability at the time of check-in. Many hotels in Europe are now 100% smoke-free. This smoke-free policy includes all guest rooms, restaurants, lounges, meeting rooms, public spaces, and employee work areas. Smoking in a non-smoking room will result in a fine of up to US$350 per room.

 

Tour Director: Our escorted tours are conducted in English and Polish by a professional multi-lingual Tour Director.

 

Meals: In-flight meals and snacks are served according to airline policy. Continental or buffet breakfast on all tours except in Ireland and provincial Britain (not including London) and Scandinavia where full national style breakfasts are served. Dinners are always included in price.

 

Sightseeing: Excursions and entrance fees to places of interest visited as detailed on each itinerary with an English-speaking guide where necessary are included.

 

Transfers: Between airports, hotels, railway stations and piers, where indicated as per times, locations and conditions specified on the tour itinerary. There will be no refunds for any missed or unused airport transfers.

 

Arrival

 

Europe: 2pm - 11pm

 

Porterage & Luggage Allowance: Baggage handling for one suitcase per person on tour, at hotels, is included in the tour price. Due to limited coach capacity, this single bag should have dimensions not exceeding 30"x18"x10" (76x46x25cm) and weight not exceeding 50 lbs (23kg). A charge of up to US$5-$6 per traveling day will be collected by the Tour Director if a second piece of baggage is carried, or if the suitcase exceeds the established weight and/or dimensions. However it cannot be guaranteed that more than one suitcase will be carried. Hand luggage should be one piece per person and should be limited in size (not exceeding 30x28x14cm or 12”x11”x6”) so as to fit under your coach seat or in the small overhead shelf. These are the responsibility of each tour member and should be taken onto the motorcoach with you. Please note that luggage with telescopic handles and wheels will not fit in the overhead compartments and can therefore not be accepted as carry-on luggage for safety reasons.

 

Porterage at train stations is not included. Tour Expert will not accept liability for any loss or damage to baggage or any of the passenger's belongings. Passengers should report any lost items to the Tour Director who will assist in completing a lost property form that can be used for any insurance claim in this matter. However, Tour Expert cannot assist in locating any lost items once the passenger has returned home.

 

Airlines may impose stricter weight and size limits for luggage and may also charge fees for checked baggage, including the first checked bag. Please check with your airline(s) directly for baggage regulations and related fees. Tour Expert is not responsible for additional fees imposed by air carriers regarding baggage.

 

Tips and Taxes: All tips are included for services on tour provided by dining-room waiters, chambermaids and porters at hotels, airports and docks.

 

WHAT'S NOT INCLUDED IN THE TOUR PRICE

 

 

Passport and visa fees; airline fees for checked and/or excess baggage; insurances of all kinds; for tours that operate within Europe VAT where applicable, tips to Tour Directors, motorcoach drivers and local city guides; gratuities on ferries and trains; porterage at train stations; laundry; phone calls; minibar; beverages; meals not detailed in the itinerary; optional excursions; and all items of a personal nature. The tour price also does not cover costs and expenses, including the return to your home, if you leave the tour at your own volition or due to illness, or as a consequence of official action by the government of any country visited.

 

Gratuities: It is our goal to ensure the service you receive is a wonderful as the sights you see. Whilst they are not customary, gratuities including the customary end-of-trip gratuity/tip for the tour manager and crew are not included in the price of your trip. The amount of the tip is entirely subject to your satisfaction with your travel experience.

 

Airline Seating: Seat assignment and special meals can be requested at time of booking. Tour Expert cannot guarantee confirmation of preferences. Frequent Flyer miles can be accrued on most air carriers but upgrades using mileage is not permitted. Seating is solely under control of the airline and subject to change up until departure. Flight delays and schedule changes are the sole responsibility of the airline.

 

 

RESERVATIONS AND PAYMENT

 

Deposit within 7 days per tour [non-refundable, non-transferable]: US$200.00

 

Final Payment prior to departure*: 60 Days

 

*Please note that some tours require full payment other than the above mentioned dates. For more information, please contact Tour Expert Reservations.

 

1. Please make cheques and money orders payable to POLONIA. We also accept Visa, MasterCard, Discover and American Express. Payments are also possible via PayPal service with an additional option for US residents - Bill Me Later, a PayPal service - enjoy 6 months to pay on purchases of $99+. Your payment is not deemed made until it is received by Tour Expert / POLONIA.

 

2. Your land reservation will be confirmed on receipt of a non-refundable/non-transferable deposit (as outlined above) per tour which must be within 7 days of booking (except on some departures where space is limited and your deposit may be required sooner. You will be advised at time of booking) or the reservation will automatically be canceled.

 

3. Full and final payment is due no later than 60 days prior to departure unless otherwise specified.

 

4. Cheques must be received within 7 business days from the date payment is called in.

 

5. In order to secure space booked, Tour Expert should be advised of your credit card number when making the reservation.

 

6. Credit Card Bookings: Your authorization to use your Credit Card number for deposit and/or final payment indicates your compliance with our booking terms and conditions, whether or not you have actually signed the appropriate draft. Verbal or Online authorization of your Credit Card confirms your reservation. For security purposes, we are required to collect the passenger's credit card billing address as well as 3-digit CVC2 code (MasterCard) or 3 digit CW2 Code (Visa) or 4 digit CID code (American Express).

 

7. Tour Expert reserves the right to cancel the reservation and impose cancellation charges should payments not be received within the above specified periods. Tour Expert will not be responsible for lost reservations.

 

8. Any special meal requirements will be made on a REQUEST basis only. Tour Expert CANNOT guarantee special meal requests nor will it assume any responsibility or liability if passengers' special meal requests are not fulfilled.

 

9. Any change or substitute of a passenger name within 60 days prior to departure* will be deemed a cancellation, and applicable cancellation fees will be applied.

 

TRAVEL DOCUMENTS

 

Travel documents will be sent to you approximately 21 days before tour departure* (provided full payment has been received). If final payment is not received when due, costs to courier documents will be charged additionally. If you are leaving home earlier, please request travel documents in good time. Please also make sure that you provide Tour Expert with the flight details that are booked independently from Tour Expert no less than 60 days prior to flight departure. Please note that entry to another country may be refused even if the required information and travel documents are complete.

 

BOOKING CHANGES, CANCELLATIONS AND REFUNDS

Booking Changes:

 

A fee of US$30 per person (per change) will be charged in addition to any airline fees for any revision or alteration made to a reservation after the booking is confirmed. Any alterations, including any type of name correction, risk the loss of air space or increased airfares. Name changes or corrections will be treated as a cancellation of air and all normal air cancellation fees will apply. A change of tour date or tour itinerary 60 days or more of tour departure will be treated as a cancellation and normal cancellation fees will apply except when the change is to an earlier tour departure of equivalent or greater valued, in which case a US$30 per person amendment fee will be charged.

 

CANCELLATION AND CANCELLATION FEES:

 

If you cancel more than 60 days prior to a departure, a cancellation fee equal to your deposit paid will be charged, will not be refunded, nor can it be credited to any other booking.

 

Notice of cancellation must be made directly to Tour Expert by Contact Form or This email address is being protected from spambots. You need JavaScript enabled to view it. or by phone: 1-888-WOW-TRIP (1-888-969-8747)  9:00am-5:00pm EST.

 

Bookings with transatlantic flights, once ticketed, are subject to a non-refundable penalty of US$450 minimum per person. Some airfares, including published fares booked by Tour Expert, are totally non-refundable.

 

If full payment is not received 60 days prior to departure the airline(s) has the right to cancel your air reservation. Regrettably, if payment is not received by Tour Expert we will not be responsible for lost reservations.

 

The following scale of charges will apply when notice of cancellation is given after the booking is confirmed:

 

ESCORTED TOURS

 

No. of days prior to tour departure* - Cancellation Fee as % of total price

60 days or more -US$200 non-refundable deposit

59-45 days - 25%

44-8 days - 30%

7-1 days -50%

Departure day or later*/no show -100%

 

*The departure date constitutes the date indicated on Tour Expert’s confirmation. If you do not join the tour on the day of departure, cancellation fees will be 100%.

 

Extra night hotel accommodation that is cancelled within 14 days of the booked date incurs a 100% cancellation fee, outside 14 days the following fees will be charged.

60 days or more - US$30 per person, per tour

59 – 45 days - 25%

44 – 15 days - 30%

 

Airline Arrangements: After deposit has been received, any changes would incur a US$30 service fee per person PLUS any additional change or cancellation fee imposed by the airline. Please note that in some cases, airline tickets are 100% non-refundable.

 

REFUNDS OR PENALTIES:

 

Illness or Absenteeism: In the event of your withdrawal from a tour after commencement for reasons of illness, you must obtain a medical certificate in support of any insurance claim. We regret that no refunds can be made for absences from a tour, including but not limited to missed meals or sightseeing. Tour Expert makes no representation or guarantees concerning reimbursements of funds paid by you under any insurance claim.

 

Airlines & Airfares: No refund will be made for cancelled air tickets on air inclusive bookings until tickets are returned to Tour Expert. Refunds for tour portion will only be processed after return of documents to Tour Expert. Please ensure that returned tour documents contain airline tickets are sent by certified or registered mail. Lost ticket replacement can take up to 1 year and processing fees can be assessed. If a promotional airfare is broken or extended for any reason, an additional cost may be incurred. Airfares are subject to change at any time. Changes to flight itineraries, schedule changes and name changes may result in penalties charged by Tour Expert and/or the airline concerned and passed on to the passenger. Promotionally priced bookings may be subject to additional cancellation or change fees; please refer to specific promotion terms, conditions and restrictions. Published airfare once ticketed is totally non-refundable.

 

Please verify that the names i.e. First and Last Names on ticket matches the passport. Changes to flight itinerary, schedule changes, name corrections may incur additional cost, change fees and new air schedules. Air taxes and fuel surcharges are subject to change until receipt of final payment. Advance notice is required for date changes or cancellations. Changes and/or cancellations are subject to penalty fees up to 100% of the air ticket value. Tour Expert is not responsible (even if booking is deposited or fully paid) for any Government taxes of any kind or any additional charges levied by the Airlines, such as Fuel Surcharges.

 

 

GENERAL INFORMATION AND CONDITIONS

 

Tour Prices: Are based on costs, charges, tariffs, rates, prices, taxes, levies and exchange rates as at:

 

Escorted Tours - 15 August 2012

 

Should these change, the price of your holiday may increase. Prices are in US Dollars unless otherwise specified. Currencies continually fluctuate, but with Tour Expert, once you have paid your deposit in FULL, your LAND price is guaranteed and any subsequent Land cost increases are at OUR expense (excluding any taxes, any imposed fuel surcharges, any airlines surcharges that are part of the LAND package or charges or levies imposed by any government or their agencies). Please note this only applies to Land-part of tours only, does not apply to air prices. This guarantee does not apply to fuel surcharges and does not apply to any taxes, charges or levies imposed by any government or their agencies, even if the tour is paid in full. In exchange for these guarantees, no refund will be made if costs are reduced. Please note that if the total tour price increases by more than 7%, passengers will have the right to cancel their tour within 7 days of notification of the surcharge without penalty.

 

Airline Fuel Surcharges and Air-Related Taxes, Fees, and Restrictions: All quoted land and air prices include airline fuel surcharges. However, we reserve the right to recover from you increases in those surcharges. Additional, air-related taxes and fees apply. Additional, air-related taxes and fees will be passed on to each passenger by Tour Expert. Any additional fees charged by the airlines, such as baggage handling, seat selections, and/or any other services are the sole responsibility of the passenger(s). Additional air-related restrictions apply.

 

Tour Participation: On all guided vacations children under 5 years are not eligible on coach tours. Children under 18 years of age must be accompanied by an adult. Tour Expert strives to provide a safe, enjoyable and memorable travel experience for all passengers. Tour Expert welcomes passengers with special needs or disabilities. However, please note the following:

 

Passengers are required to advise Tour Expert, in advance, of any physical, medical or other special needs that require accommodating.

 

All guests must ensure they are medically and physically fit for travel. Tour Expert may impose safety requirements necessary for the safe operation of the tour. Tour Expert may also exclude an individual from participating in a tour or an activity if that individual’s participation poses a direct threat to health or safety.

 

Tour Expert does not provide personal devices (such as pushing a wheelchair or assistance in eating, toileting or dressing). A companion capable of providing such assistance must accompany any passenger who requires services of a personal nature.

 

Tour Expert does not employ medical personnel. Any necessary medical attention will be provided by a local facility at the passenger’s expense. Tour Expert is not responsible or liable for any losses or costs incurred as a result of medical services obtained while on tour, or for the quality of the car or services received. Passengers should be aware some tours include rough terrain, extensive waling over cobblestone streets, uneven pavement, steps and locations which may not be easily accessible or accessible by wheelchair. During the tour, Tour Expert may make arrangements with carriers, hotels and other independent suppliers to provide travel services. These parties are independent entities over which Tour Expert has no control. Accommodations on international tours may differ from those in United States or Canada. Tour Expert cannot guarantee disability access or accommodation for passengers traveling on international tours.

 

Tour Expert may, in its sole discretion decline the booking of any passenger or remove any passenger who cannot comply or refuses to comply with Tour Expert’s terms and conditions. Tour Expert is not responsible for any costs incurred in the event a passenger is removed from a tour. Passengers agree not to hold Tour Expert or any of its related entities liable for any actions taken under these terms and conditions. Pets are not permitted on Tour Expert trips.

 

Itinerary Variations: Tour Expert constantly strives to improve tour itineraries and features. If such improvements can be made, or unforeseen circumstances beyond our control make changes necessary - we reserve the right to vary itineraries and to substitute hotels. At certain peak periods multiple departures may operate, and sometimes in reverse order in which case hotels may vary from those stated on the itinerary pages. Religious Festivals, Holidays, Trade Fairs or other events occasionally cause changes from scheduled hotels.

 

In these and in other cases substitute hotels may be used and will be of a similar standard and location whenever possible.

 

On locally hosted tours, sightseeing and other services may occasionally be provided by third parties in which case transportation and itineraries may vary.

 

Medical Issues: Tour Expert does not employ staff doctors or nurses. Should you need medical attentions, it will be at local facilities, at your expense. Tour Expert is not responsible for any costs incurred as a result of medical services, or for the quality of medical care or medical services you receive.

 

Escorted Tours: Tour Expert reserves the right to reschedule and/or cancel escorted tours if the minimum number of participants (15 people) is not reached or for safety reasons.

 

Holidays & Changes: During local or national holidays abroad, certain facilities such as museums, sightseeing tours and shopping may be limited. In such instances and whenever possible, slight itinerary changes are made by Tour Expert to minimize inconvenience to our passengers. If, however, you feel your enjoyment might be diminished by such minor limitations, please check with the respective national tourist office before selecting a specific departure. Similarly, holidays, closing days and other circumstances may be necessitate a change of the day of the week for scheduled highlight dinners, sightseeing or other activities.

 

For your comfort: Seats on coaches cannot be booked. Also there is a strict non-smoking policy on board motorcoaches, however regular comfort stops are made on travelling days. Additionally many hotels, restaurants and other venues are now 100% smoke-free.

 

Extended Stays: If you have arranged with us to remain at a destination before and/or after your tour, please understand your stay will be at your sole expense as is the transfer to either the hotel or airport. Regrettably, Tour Expert is unable provide free transfers to either the hotel or airport for passengers booking extra night accommodation before or after their tour. Please also be aware that if your extra night hotel is not the hotel where your tour begins, you will be responsible for your own transfer arrangements at your own expense. Additional transfers can be purchased from Tour Expert for certain cities. (Please contact a Tour Expert Representative for further information).

 

Tour Cancellation: Tour Expert reserves the right to cancel or re-schedule any tour departure in accordance with operating requirements or circumstances beyond its control. If cancellation is made any time prior to departure* of the tour, Tour Expert's only liability will be to refund to the passenger the amount it has received for the tour booking. Tour Expert will try to re-book the same or similar tour and, where flights have been confirmed by Tour Expert, will attempt to confirm air seats for new dates selected, subject to availability. Please note that Tour Expert is not liable for any cancellation penalties incurred on any other travel arrangements including air tickets purchased separately from the Escorted Tour inclusive package. Tour Expert is not responsible for any other travel arrangements affected due to our cancellations.

 

Single Travelers: please note that there is a no smoking policy in all shared rooms. Single bedded rooms may be purchased at additional cost.

 

Travel Insurance: Tour Expert recommends that all passengers purchase comprehensive travel insurance. Certain countries have a requirement for foreign visitors to have valid medical insurance on entry. Tour Expert cannot be held responsible if a passenger is denied entry for being unable to provide details to the authorities of such insurance. Tour Expert does not employ staff doctors or nurses. Should you need medical attention, it will be at local facilities, at your expense. Tour Expert is not responsible for any costs incurred as a result of medical services, or for the quality of medical care or medical services you receive.

 

Prices are per person and are in US dollars unless otherwise specified.

 

RESPONSIBILITIES

 

Tour Expert and Polonia referred to as the Operators, undertake the following duties:

 

1. The Operators shall be responsible to the passenger for supplying the services and accommodations described in Tour Expert’s brochure or on Tour Expert’s website, except where such services cannot be supplied or the itinerary used is changed due to delays or other causes of whatever kind or nature beyond the control of the Operators. In such circumstances, the Operators will do their best to supply comparable services, accommodations and itineraries and there shall be no refund in this connection.

 

2. These terms and conditions represents the entire agreement between the passenger and the above mentioned Operators.

 

3. In the absence of their own negligence, neither the Operators nor co-operating organizations shall be responsible for any cancellations or for acts of any other service providers concerned, diversions or substitution of equipment or any act, variations, postponements, omission or default whatsoever by air carriers, land carriers, hoteliers or hotels, transportation companies, or any other persons providing any of the services and accommodations to passengers including any results thereof, such as changes in services, accommodations or facilities necessitated by same. Nor shall they be liable for any loss or damage to baggage or property, or for injury, illness or death, or for any damages or claims whatsoever arising from loss, negligence or delay from the act, error, omission default or negligence of any person not its direct employee or under its exclusive control, including any act, error, omission, default or negligence of any other country, government or governmental authority, office or employee. All baggage and personal effects are at all times and in all circumstances at the risk of the tour participant. Baggage Insurance is recommended. The carriers, accommodation and other suppliers providing services are independent contractors and are not agents, employees, servants or joint venturers of the operators or their affiliates. All certificates and other travel documents for services issued by the operators are subject to the terms and conditions specified by the carriers and suppliers and to the laws of the countries in which the services are supplied. The Operators are not responsible for any criminal conduct by third parties.

 

4. Where the passenger occupies a motorcoach seat fitted with a safety belt, neither the Operators nor co-operating organizations or service providers concerned will be liable for any injury, illness or death or for any loss or damages or claims whatsoever arising from any accident or incident, if the safety belt is not being worn at the time of such accident or incident.

 

5. Transportation companies, airlines etc. are not to be held responsible for any act, omission or event during the time passengers are not on board planes, transportation or conveyances. We rely on international convention which may apply to the services provided by us or our suppliers with respect to any claim of any nature brought by you against us as a result of the provision of those services. International conventions which apply may include: Warsaw Convention 1929, (as amended by Hague Protocol and Montreal Protocol) in relation to air travel, or Montreal Convention; the Berne Convention for rail travel; Athens Convention 1974 for carriage by sea; the Geneva Convention for carriage by road and the Paris Convention 1962 for Hotels. We are to be regarded as having all benefit of these conventions on limiting our liability in relation to any claim for death, injury, loss, damage and delay to passengers and luggage. Enrollment in and payment for a tour shall constitute agreement and acceptance by the passenger of the terms and conditions set forth in this brochure which cannot be varied except in writing by an officer of the Company.

 

6. All matters arising are subject to Irish law.

 

7. In the case of computer or human billing error we reserve the right to re-invoice passengers with correct billing.

 

8. Tour Expert is not responsible for omissions, printing and/or typographical errors, in brochures, on Internet sites correspondence or invoices or in any other media where such information may be presented. We reserve the right to make corrections as required. The terms and conditions listed remain in effect until replaced. These terms and conditions replace all previous versions.

 

9. All bookings made with any provider of any transport, facilities, meals, other goods or of any services are subject to the terms and conditions imposed by them in relation to matters not covered particularly and expressly by our agreement with any of the above-mentioned Operators in the Tour Expert / POLONIA group of companies.

 

10. Every effort is made to ensure brochure accuracy at the time of going to press; however Tour Expert cannot be held responsible for printing or typographical errors, or errors arising from unforeseen circumstances.

 

OTHER CONDITIONS

It is your responsibility to comply with the terms, conditions, requirements, laws, rules and/or regulations of any service provider, or any country or governmental authorities, or to bear any costs or losses incurred as a consequence of you not complying with them.

 

 

BOOKING ARRANGEMENTS

The person initializing or modifying the booking shall be deemed to have accepted the booking conditions. There is an exciting array of additional Optional Excursions and Activities which we make available to enhance your enjoyment further. These excursions are optional, and are offered at special preferential prices. They are available for perusal at www.Tour Expert, but can only be booked once you start your tour, as many of them are carefully programmed to coincide with the best highlights available at the time of your visit. A detailed list and cost of these many more exciting options is included in your travel documentation. You can only book and pay for them through your Tour Director by cash, Visa and MasterCard credit cards. Please note that optional excursions may vary due to seasonal conditions, and required minimum passenger participation and prices are subject to change without notice.

 

Complaints Procedure: Should you have a complaint in respect of your vacation, you should inform your Tour Director/Representative immediately. If the matter cannot be resolved after the Tour Director’s/Representative’s best endeavors to do so during the holiday, your complaint can be made in writing to Tour Expert.

 

All Tour Expert Escorted Tours are operated by Polonia registered in Ireland No. 391637. Registered Office: Polonia, 23 Gardiner Place, Dublin 1, Ireland.

 

The Polonia group of companies has Marketing/Sales/Administrative Offices/agents in: Ireland, the USA and Canada.

 

Email Address: This email address is being protected from spambots. You need JavaScript enabled to view it..

Polonia is a Member of American Society of Travel Agents (ASTA) No. 900210962.