Important Information
Important Information
Price Quoted
The price quoted is based on your current anticipated number of paying persons. Should your numbers fall below the minimum requirement your tour price may increase and your free place ratio alter.
Important Information About Your Flights
Flights with "Low Cost" airlines
Included in your tour price is today's airfare including taxes. Please be aware low cost airline prices fluctuate daily therefore we are unable to guarantee the tour price until we make full payment and provide the airline with a full names' list of all members of the party travelling at the time of booking. All names must be presented exactly as they appear on each passport i.e, Liz Smith must be shown to us as Elizabeth Smith if that is how her name appears on her passport. On receipt of your deposit payment and names list we will reconfirm the final tour price immediately.
No Currency Surcharge Guarantee
There will be no additional costs if currency rates change. We guarantee that we will not surcharge a booking where currency fluctuation results in additional costs. In the event of this, we will absorb these costs so that you can prepare in confidence for your tour.
Fuel Surcharges and Taxes
Often the major component of any tour will be what we buy overseas (accommodation, transfers, meals, excursions) and any change in currency exchange rates can have an enormous impact on the price.
Baggage Allowance on Low Cost airlines
In your tour price we usually include the cost of 1 checked in luggage item per person, if this has not been included it will be set out as a separate item. Please check your quotation carefully. Any additional luggage is charged by the airline at check in.
Important Information About Your Accommodation
Damage Deposits
There are certain hotels and hostels which require a damage deposit on arrival. This will be fully refunded to you on departure and usually no money is debited from the card providing no damage has occurred. We will always try to inform you in advance of your travel date so you are aware of this requirement however in some instances we are not made aware. We do advise that a member of staff has a credit card when travelling to use for this purpose. Please contact your Tour Co-ordinator before travel to confirm if your allocated accommodation has a damage deposit in place.
Rooming
Should it be necessary to accommodate students in rooms other than those included in your quotation, the appropriate supplement will apply.
Safety & Insurance
Safety Management System
Our comprehensive SMS is designed to ensure that we check all safety aspects of your tour. In turn we are audited by Argent Health & Safety who are industry leaders in the area of Health, Safety & Risk Management. The Equity SMS covers: Transport, Accommodation, Excursions, Inspection Visits, 24 hour Emergency Cover, Training
Insurance Policy
If you accepted our nominated insurance policy at the time of booking, please find details of the cover below. It is important that all members of your group and parents of students travelling have access to the full policy at the time of booking your trip; this is when your cover commences.
Please take the time to read the policy documents in full. In 2013, we are changing providers so please ensure that you select the correct policy based on the date that you confirmed your booking (i.e. when first deposits were paid to us.) Please contact us if you are unsure.
For groups who confirmed before 28th February 2013 OR travelling before 30th November 2013, your policy documents are below:
To claim on this policy, please contact:
Fogg Assistance:
Tel: +44 (0)845 658 9899
Fax: +44 (0)207 407 9206
For groups who confirmed after 28th February 2013, your policy documents are below:
To claim on this policy, please contact:
For medical claims: +44 (0)845 271 4472
For all other claims: +44 (0)844 472 2502
General Information About Your Booking
Passports and Visas
We can only advise on the requirements for British passport holders. For non-British passport holders, requirements should be checked with the relevant embassies. Where visas are necessary it is the clients responsibility to obtain these. If you have any overseas students in your group you may need to apply to the relevant Embassy many months in advance of travel.
How To Make A Booking
This is a quotation only, therefore we are not currently holding any reservations on your behalf and arrangements are subject to availability. If you are happy with our offer, please tell us and we will then check and provisionally hold services on your behalf. You are not under any financial obligation at this stage, but you can have complete peace of mind knowing that accommodation and travel arrangements (where possible) are secure whilst you collect deposits from your students.
Confirming Your Provisional Booking
We will accept purchase orders for the full amount of your booking, but we must receive an authorised copy before we can confirm your booking. The Purchase Order number only or an internal requisition form cannot be accepted.
For this tour we would require a first deposit which will be stated in on your quote together with the insurance premium if required. On receipt of the signed booking form and deposit or Purchase Order we will send you a written Confirmation of Booking, including a provisional itinerary and accommodation details.
Final Numbers and Payment
Final numbers and final payment are due no later than 10 weeks before departure.
Tipping
It is expected and customary to tip in the U.S for the majority of services provided. Please note tips are not included in your tour price.
As a guide we have set out the following amounts to budget for during your stay.
• Coach transfer - $2 per person
• Porter - $3.50
• Tour guide - $2 per person
• Coach driver for coach excursion - $2 per person
• Restaurant – 15%
