TERMS AND CONDITIONS of Beyond the Sites Travel LLC (BTST)
For Group Tours and Customized Itineraries/Independent Travel.
Special COVID-19 Conditions.
DEPOSITS.
A deposit of €1000 per tour member is required at the time of making a reservation. The reservation is not valid until the deposit has been received.
RESERVATIONS AND PAYMENT.
The balance of the cost of the tour is due 60 days before the departure. If a reservation is made within 60 days of the departure, payment is required in full at the time the reservation is made.
PAYMENTS. Payments made by check or wire are free of charge. Payments made by credit card (VISA/MC) will be adjusted to include a 3% credit card fee.
PRICES.
All listed prices are subject to increase due to any increase in our costs, including, but not limited to an increase in fuel cost or fluctuations in currency. Prices listed under Group Travel are listed per individual traveler and are based on double room occupancy.
UNUSED TOUR ELEMENTS.
No refund will be authorized for unused tour features included in the tour, whether because of the tour member’s choice, operational reasons, bad weather or any other reason.
ERRORS.
BTST reserves the right to invoice or re-invoice participants with corrected billing in case of printing, typographical, computer, verbal, or human billing error.
HOLIDAYS AND CHANGES.
During local or national holidays abroad, access to certain facilities such as museums, sightseeing tours and shopping may be limited. In such instances, and whenever possible, slight itinerary adjustments are made by BTST to minimize inconvenience to tour members. If, however, enjoyment might be diminished by such minor limitations, please check with the appropriate tourist office before selecting a departure date. Holidays, closing days and other circumstances may change the day of the week for scheduled dining out, sightseeing, and other activities.
TRAVEL DOCUMENTS.
United States citizens require a valid passport only. The name given on your BTST booking must match the name on a tour member’s passport.
BAGGAGE
Due to the limited baggage area in the transportation vehicles, each tour member is limited to one large suitcase and one small carry-on. Extra baggage will be subject to an extra charge.
CANCELLATION AND REFUNDS.
If a tour member cancels their reservations, the refund policy shown below will apply. The right to receive a refund is limited. All cancellations and refund requests must be sent to BTST in writing and are subject to the following cancellation charges, which are based on the price of the tour and the number of weeks prior to departure BTST receives the notice. It is strongly recommended that each tour member purchases travel insurance. BTST is not responsible for any international transaction fees, conversion rates, or any other fee from third-party financial institutions.
CANCELLATION CHARGES
Days from Departure 60 OR MORE DAYS Charge of 20% of DEPOSIT
Days from Depart 59 to 45 DAYS Charge of 50% OF TOUR COST
Days from Departure 44- 30 DAYS Charge of 80% OF TOUR COST
Days from Departure 29-0 DAYS BEFORE DEPART AND NO SHOWS Charge of 100% OF TOUR COST
All refunds are based upon the understanding that the tour member’s acceptance of a refund is on the condition that BTST is released from further liability and thereby all additional rights and remedies under this contract or any applicable state are waived, by federal or foreign law.
TOUR MEMBERS NEEDING SPECIAL ASSISTANCE
Unless arranged for a specific group, BTST regrets that it cannot provide individual physical assistance to a tour member.
OPTIONAL EXCURSIONS.
During the free time offered on a BTST tour, if a tour member chooses to participate in an excursion outside of the BTST tour, BTST is not responsible for any issue related to said excursion. If the BTST tour member is late to or misses a scheduled BTST event, the financial responsibility to obtain transportation to the BTST event will fall to the tour member, and if a BTST event is missed there will be no refund given.
RESPONSIBILITY.
BTST does not own or operate any entity which provides goods or services for the trips including accommodations, transportation, guide services, local ground operators, food service providers, etc. All such persons and entities are independent contractors. As a result, BTST is not liable for any negligent, willful act or failure to act of any such person, entity or of any third party.
In addition, and without limitation, BTST is not responsible for any injury, loss, death, inconvenience, delay, or damage to person or property in connection with the provision of any goods or services whether resulting from, but not limited to, acts of God, events of force majeure, illness, disease, acts of war or civil unrest, insurrection, revolt, animals, strikes, other labor activities, criminal or terrorist activities of any kind, overbooking or downgrading of accommodations, mechanical or other failure of airplanes or other means of transportation, or for any failure of any transportation mechanism to arrive or depart on time.
FLIGHT DELAYS.
If there are flight delays upon arrival due to weather, flight schedules or other uncontrollable factors, BTST will still provide a private transfer from the airport to the hotel, with no additional charge to the tour member. If upon departure there is delay of tour members’ flights, and tour members are required to spend an additional night(s), tour members will be responsible for their own hotel, transfers, and meal costs. Baggage is entirely at owner’s risk.
RIGHT TO REMOVE A TOUR MEMBER.
BTSB reserves the right to decline, to accept or to retain any person as a member of these trips at any time. In any such event, BTST’s sole obligation is to refund for any unused accommodations or other trip features. Tour members certify not to have any mental, physical, or other condition or disability that would create a hazard for himself/herself or other passengers.
ITINERARY. BTST reserves the right to change the itinerary or trip features at any time and for any reason, with or without notice and/or to substitute hotels of a similar category for those listed in this offering, and BTST shall not be liable for any such changes.
From time-to-time a tour departure may be cancelled for lack of participation. In such a case, BTST’s sole responsibility is to provide a refund without any other liability whatsoever. BTST will have no further responsibility for any airline, train or other tickets, purchased by the tour member, non-refundable or otherwise.
ARBITRATION AGREEMENT.
Any controversy or claim arising out of or relating in any way to these Terms and Conditions, to the Responsibility Clause, to the website, or any other information relating in any way to the trip, or to the trip itself, shall be settled solely and exclusively by binding arbitration in California, in accordance with the commercial rules of the American Arbitration Association then existent. Upon payment of a deposit, tour participant indicates acceptance of the above Terms and Conditions and of the Arbitration Agreement.
RIGHT TO PURCHASE TRAVEL INSURANCE. BTST strongly recommends that tour members purchase a travel protection plan to help protect them and their travel investment against the unexpected. Travel protection plans generally include coverage for Trip Cancellation, Trip Interruption, Emergency Medical and Emergency Evacuation/Repatriation, Trip Delay, Baggage Delay and more.
FINAL DOCUMENTS REVIEW. BTST provides all travel information related to the tour in the itinerary. It is the responsibility of the tour member to carefully read and review the final documents upon receipt. Failure to contact BTST in time to allow for the correction and re-sending of the final documents could result in the loss or cancellation of your reservation, or services listed on the documents for which BTST will not be responsible. In such a case, no refunds will be possible.
PRIVATE GROUPS RESERVATIONS AND PAYMENTS.
A deposit of $500 per person for EVERYONE in your group of 12 or more is required to hold your reservation. The balance is due 60 days before departure.
HOTEL OVERBOOKINGS ON INDEPENDENT TRAVEL.
In very rare cases, and through no fault of BTST, a travel member’s reserved hotels may be overbooked upon arrival. The overbooked hotel will offer you a similar or superior accommodation at no extra charge. If the alternate accommodation is not accepted by the tour member, BTST reserves the right to offer the tour member a full refund of such accommodation without rebooking.
REFUNDS & COMPLAINTS.
BTST works hard to make arrangements for tour members’ vacation to go smoothly and according to plan. But unexpected problems, often out of our control, can still arise. We urge you to work with us in correcting the problem on the spot instead of dealing with it after you return home.
On BTST escorted tours, work with the tour leader to resolve concerns. If a refund is warranted, it is under the express condition that a tour member releases BTST from all further liability and the tour member thereby waives all additional rights and remedies under this contract or any applicable state, federal or foreign law.
MISCELLANEOUS. Foreign air-conditioning systems in public places, hotels and motor coaches are not up to U.S. standards. Without limitation BTST is not liable for any direct, indirect, consequential, or incidental damage, injury, death, loss, accident, delay, inconvenience, or irregularity of any kind which may be occasioned by reason of any act or omission beyond its control, including, without limitation, any willful or negligent act, failure to act, breach of contract of any third party, such as an airline, train, hotel, restaurant, or food supplier; bus, taxi, van, or local ground handler; local outfitter or guide, which is, to, or does supply any goods or services for this trip.
BTST is not responsible for any loss, injury, death, or inconvenience due to delay or changes in schedule or failure of any transportation mechanism to arrive or depart safely; overbooking or downgrading of accommodations; insolvency or default of any third party; acts of government; bites or attacks by animals, insects or pests; sickness; the lack of appropriate medical care; evacuation to same, if necessary; weather; strikes; acts of God; acts of terrorism or the threat thereof; events of force majeure; war; quarantine; epidemics or the threat thereof; criminal activity; or any other cause beyond its control.
SPECIAL CORONAVIRUS CONDITIONS. Passengers are required to declare prior to departure that if they are exhibiting any symptoms of COVID-19, have tested positive or have been in contact with a COVID-19 patient within 14 days of departure. Passengers will be advised of and asked to adhere to recommended hygiene procedures, such as traveling with and wearing a face mask and/or gloves when asked to do so, or limiting physical contact wherever possible. Prior to departure, passengers may be asked to complete pre-boarding questionnaire or declaration confirming they have familiarized themselves with health and safety guidelines and requirements related to their tour. In order to travel to Italy, tour members must be vaccinated and be prepared with their vaccination documents when requested.
SUPPLEMENTAL RELEASE REGARDING COVID-19. This Release is supplemental to the Beyond the Sites travel LLC, which I previously executed. In the event of a conflict between that Agreement and this Supplemental Release, the terms of this Supplemental Release shall prevail. In all other cases, the Agreement remains in full effect. In addition, both the Agreement and this Supplemental Release relate to any postponed or replacement trip.
I am aware that while on or traveling to or from my trip, I might be exposed to COVID-19 from other people, animals, or objects. I assume all risk of any such contacts, including sickness, incapacity or death and agree to hold harmless Beyond the Sites Travel LLC from any such developments. In addition, I recognize that the U.S. Department of State as well as the Centers for Disease Control and Prevention may have warnings concerning same. See: https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/ and https://wwwnc.cdc.gov/travel/destinations/list/.
I also accept the following risks of participating on this trip including, without limitation:
1. All other risks associated with coronavirus (COVID-19) including preclusion from public or private buildings, land or areas, inconvenience, limitations, and closures, etc.
2. Risk of my travel insurance not covering COVID-19 related claims.
3. All risks regarding transportation problems including, without limitation, entry into or exit from any country and/or difficulties with or closure of transportation systems or the unavailability of other features or attractions within the country where my trip takes place. 4. The likelihood that at some or all destinations or facilities and/or on cruises, motor coaches or at hotels or restaurants I may be required to undergo a temperature check, wear a mask while in public and observe social distancing requirements.
5. The possibility that I will have to produce evidence of a vaccination against COVID-19. 6. The potential for being quarantined, even if I am not symptomatic and/or do not have COVID-19 and/or the possible requirement that I have a negative COVID-19 test immediately before or on or after arrival at my destination, even if vaccinated against COVID-19. 7. Any expenses incurred, including but not limited to medical expenses, testing fees, quarantine, evacuation expenses, added air or hotel expense, etc., as a result thereof are to be borne by the participant.