Trips Magazine, Vol. 12 Issue 2

For trips that Travel Protection is not offered including charter
flights and motorcoach day trips, Cancellation Waiver is
offered. This covers any penalties incurred by changes or
cancellation up to 24 hours prior to departure of air and/or
ground components. It does not cover trip protection fees,
non-refundable optional tours, one-way travel, or voluntary
changes made to your plans that result in a price increase.
The Cancellation Waiver may only be purchased at the time of
booking and is valid for new bookings only on selected trips.
If the Cancellation Waiver is desired, it must be purchased by
each paying passenger on the reservation and each person
sharing accommodations.
CHANGES Any changes you make regarding your reservation
are subject to a $50 per person change fee plus any applicable
cancellation charges or increases in the package price.
ITINERARIES Grueninger continually strives to improve travel
itineraries. If such improvements can be made we reserve the
right to vary itineraries and to substitute hotels. If unforeseen
circumstances beyond our control make changes necessary, we
will make every effort to substitute hotels and venues of similar
standard and location whenever possible.
TRAVEL DOCUMENTS Final documents will be issued by mail
or electronically approximately 10-14 days prior to departure.
Documents will not be delivered without full payment on a
reservation. It is the Participant’s sole responsibility to review
these documents for accuracy. Grueninger will not be liable for
inaccuracies in any travel documents
REQUIREMENTS Participant is responsible for obtaining the
appropriate identification and documentation to travel by
air domestically or internationally. Grueninger’s cancellation
penalties will apply if the traveler cancels the trip because
they are unable to obtain the appropriate identification
(I.e. passports, visas). Regulations specifically state that
all passengers must present a government issued photo
identification when boarding (both ways). It is the responsibility
of the Participant to provide the correct spelling of their full
name as it appears on their government issued I.D. If their
name does not match the ticket issued, there will be change
fees that are the responsibility of the Participant. Any person
who cannot prove that he or she is the person designated
on the reservation will not be allowed to board the aircraft.
International flights require that you be able to present a
valid U.S. passport as required. We recommend that your
passport has six months validity and at least 3 blank pages.
Non-U.S. citizens should consult the consulate of host country
regarding documentation required. It is the Participant’s sole
responsibility to be aware of the airline and airport security
documentation requirements and to produce appropriate
documentation. Grueninger bears no responsibility for such
information and will not be responsible for advising and/or
obtaining required travel documentation for any guests, or for
any delays, damages and/or losses including missed portions of
the trip due to improper documentation.
CANADA TRAVEL RESTRICTIONS Any person may be denied
entry to Canada for reasons including, but not limited
to, security risks, health issues, financial condition, and
involvement in criminal activity (regardless of degree or length
of time since such crimes occurred) such as DUI, DWI, reckless
driving, negligent driving, misdemeanor drug possession,
all felonies, domestic violence, shoplifting, theft, and other
crimes. It is recommended that a person who has ever been
charged with, or convicted of a crime obtain the necessary
approval documents before attempting to enter Canada. To
learn more about applying for and receiving these approvals
and corresponding documentation, we strongly recommend
that you visit the following website or details regarding the
requirements and process: www. cic.gc.ca/english/information/
inadmissibility/index.asp. This is only a guide. A Canadian
immigration officer will decide if you can enter Canada when
you arrive at a port of entry.
CHILDREN TRAVELING Children 17 and under must be
accompanied by an adult. Federal Air Regulations require that
any child over the age of 24 months must occupy a separate
seat. A birth certificate is required to validate age of all infants
under age two. Reduced prices for children on ground
packages are based on children sharing a room with two adults.
Passports are required for all international travel regardless of
age. For Aruba and all Mexican destinations, any child 17 years
or younger not traveling with both parents is required to carry
a Parental Consent Form or permission letter signed by both
parents and notarized at time of check-in.
BAGGAGE ALLOWANCE & LIABILITY Baggage allowance and
fees vary and are not covered in the cost of the trip. For specific
allowances and fees, see airline and refer to Grueninger’s
documents, issued approximately 10-14 days before the trip.
Questions regarding baggage restrictions on commercial
carriers should be directed to that particular airline.
AIR CARRIERS All trips are via commercial air carriers unless
otherwise noted. Grueninger acts as a sales agent for air carriers
and reserves the right to designate any air carrier, including
commuters and charter services, connecting routing and
schedule from Indianapolis. Tickets issued are highly restrictive
and may not be reissued, revalidated, or exchanged for another
carrier or routing.
AIR SCHEDULE Flight schedules are confirmed by Grueninger
as early as 60 days prior to departure date. A tentative flight
schedule may be given. You will receive your air schedule
with your final documents approximately 10-14 days prior
to departure. However, these schedules and air carriers are
subject to change without notice prior to departure.
SEAT AND ROOM ASSIGNMENTS Seating and room requests
made at the time of booking will be considered; however,
these are requests, not guarantees. Although your seating
preferences are forwarded to the airline, the airline cannot
always honor these requests and pricing does not include
assigned seats.
TRAVEL DIRECTORS All departures designated “Escorted” with
20 Participants or more will have an Grueninger Travel Director
throughout the trip.
ACTIVITY LEVEL The amount of walking varies according to the
tour. In general, European destinations require more walking
over uneven surfaces. Please call a Grueninger Travel Counselor
who can answer questions regarding the activity level per trip.
TRAVELERS NEEDING SPECIAL ASSISTANCE Participants with
disabilities are welcome and must always be accompanied
by a companion capable of providing all required and
needed assistance and must not require special assistance
from Grueninger or its suppliers. The Participant must notify
Grueninger regarding any disabilities, in writing, during the trip
reservation process and of the identity of the non-discounted,
paid travel companion who will be responsible for providing all
necessary assistance. The Participant should notify Grueninger
if ADA accessible accommodations are needed at the time
of reservation. Grueninger will make all reasonable efforts to
accommodate this request, but cannot be responsible if ADA
accommodations are not available. Any accommodations
provided will be at the sole expense of the participant requiring
the accommodation.
Neither Grueninger nor its partners, nor its suppliers, may
physically lift or assist clients into transportation vehicles. Any
participant that uses oxygen must work with the airline directly
to obtain approval.
For safety and liability reasons, Grueninger and its
representatives cannot be responsible for directly
accommodating any food allergies, or dietary requirements and
restrictions, and is not responsible for any issues or problems
associated with the same. All scenarios and special dietary
requests regarding food and drink, including allergies, or
dietary requirements and restrictions, are the sole responsibility
of the participant. While most meal establishments can offer
general options, Grueninger cannot guarantee that options will
be available. Just in case, we recommend packing extra food/
snacks if accommodations cannot be met.
PHOTOGRAPHY ON TOUR Grueninger may, at times,
use photographs taken by your Travel Director or fellow
Participants for promotional purposes. If you prefer that your
likeness not be used, please tell your Travel Director or a
Grueninger representative.
SUPPLIERS’ LIABILITIES Grueninger makes arrangements with
air carriers, hotels, car rental companies, and other independent
parties to provide you with travel services you purchase.
These services are subject to the conditions imposed by these
suppliers, and their liability may be limited by their tariffs,
conditions of carriage, and international agreements.
RESPONSIBILITY CLAUSE Neither Grueninger, its affiliated
entities and their employees, shareholders, officers, directors,
successors, agents, and assigns (collectively Grueninger), own
or operate any person or entity which is to or does provide
goods or services for these trips. You agree to be bound by
the conditions of carriage for all transportation providers. All
tickets, receipts, coupons, and vouchers are issued subject
to the terms and conditions specified by each supplier, and
by accepting the coupons, vouchers, and tickets, or utilizing
the services, all customers agree that neither Grueninger,
nor its employees, agents, or representatives are or may be
liable for any loss, injury, or damage to any tour participant or
their belongings, or otherwise, in connection with any service
supplied or not supplied resulting directly or indirectly from
any occurrence beyond the control of Grueninger. Grueninger
does not maintain control or operate the personal, equipment,
or operations of these suppliers it uses and as such Grueninger
assumes no responsibility for and cannot be held liable for
any personal injury, death, property damage or other loss,
accident, delay, inconvenience, or irregularity which may be
occasioned by reason of (1) any wrongful, negligent, willful
or unauthorized acts or omissions on the part of any of the
suppliers or other employees or agents, (2) any defect in
or failure of any vehicle, equipment, or instrument owned,
operated or otherwise used by any of these suppliers, or (3) any
wrongful, willful or negligent act or omission on the part of any
other party. Without limiting the foregoing, Grueninger accepts
no responsibility for any risk or resulting injury, criminal activity,
weather or other acts of God, accidents, disease, epidemics or
the threat thereof, illness, the provision of inappropriate or no
medical attention or access to appropriate medical attention,
the demands of indoor or outdoor activities, strikes, political
or civil unrest, overbooking, structural or other defective
conditions in hotels or other lodging facilities, acts of terrorism
or the threat thereof, insurrection or revolt, or any other event
beyond its direct control.
No refunds will be made for features in the trip not utilized.
The cost of replacing lost or stolen tickets is the responsibility
of the passenger. If a flight or transfer by motorcoach or train
is missed, whether by weather or other conditions beyond
Grueninger’s control, participant is responsible to make his
or her own arrangements and to pay all charges associated
therewith. Participant’s retention of tickets, reservations,
or bookings after issuance shall constitute consent to the
above. Grueninger issues airline tickets, hotel confirmations,
and other travel documents for such services as an agent for
the companies that provided these services directly. Airline
tickets and hotel accommodations are subject to all terms and
conditions of the respective suppliers (airlines, hotel chains,
etc.) regarding travel. These suppliers may limit or exclude the
accrual of frequent flyer or reward program points.
Both the U.S. State Department and the Centers for Disease
Control publish and update important country-specific
information for travelers. We strongly recommend that
you review them. They can presently be found at: https://
travelstate.gov/content/passports/en/alertswarnings.html and
https://wwwnc.cdc.gov/travel/notices.
Grueninger in its sole discretion reserves the right to decline to
accept any participant as a member of these trips. Grueninger
reserves the right in its sole discretion to terminate any
participant who does not abide by its rules and regulations,
and/or whose conduct is deemed to be such as to endanger
the participant, the success of the program, or the welfare
of other participants, staff members and/or third parties.
In the event of such termination, the participant will be
sent home at the expense of the participant and his or her
parent or guardian. The manner and means of transporting
the participant home shall be determined exclusively by
Grueninger. In the event of such termination, there will be
no refund whatsoever. The participant is personally liable to
Grueninger for any damages caused by improper conduct.
Grueninger may cancel any trip because of insufficient
enrollment or for any other reason. The terms set forth in
this agreement constitute the entire agreement between
participant and Grueninger. Any amendment to this agreement
must be made in writing and signed by both parties.
Participants agree to hold Grueninger harmless for himself/
herself/their self and his/her/their heirs and any of their minors,
guests, and invitees and acknowledges the inherent risks
involved in the use of the hotel’s swimming pool and/or body
of water, which risks include, but are not limited to bodily
injury, sickness, disease or death from using the swimming
pool or body of water. Participants also acknowledge and
understand that use of the swimming pool or body of water
by the participants is potentially dangerous and that the
type of injury or damage described above can occur when
using the swimming pool or body of water. PARTICIPANTS
UNDERSTAND THERE WILL BE NO LIFEGUARD ON DUTY AND
IF THE PARTICIPANTS CHOOSE TO SWIM, THEY WILL DO SO AT
THEIR OWN RISK.
Participants hereby releases Grueninger, its staff and
management, from any liability and/or responsibility for
possible damage done by the Participant to the Hotel, or any
other facility used during the tour, including: buses; vehicles,
the various attraction facilities and/or performance facilities.
Participant understands that full responsibility for damage, if
such is incurred, rests entirely with the Participant to settle any
claims, resulting from said damage, directly with the claimant.
SEVERABILITY If any provision of these terms and conditions
shall be held unenforceable, such provision shall be struck and
the remainder shall remain enforceable.
CHOICE OF LAW This agreement is governed in all respects
by the laws of the state of Indiana without regard to conflicts
of law principles. All Participant claims must be submitted in
writing and received by Grueninger no later than sixty (60) days
after the completion of the Grueninger trip. Participant claims
not submitted and received within this time shall be deemed
waived and barred.
Ambassadair, a division of Grueninger Travel Group
9011 N. Meridian Street
Suite 100
Indianapolis, IN 46260
317.581.1122 | 800.225.9919 | www.ambassadair.com
For alternate departure dates or departure cities, please call us at: (317) 581-1122 | (800) 225-9919
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