Terms & Conditions
Updated August 2015
PRICE Prices are in U.S. dollars and are based on operating costs, fuel prices, taxes, and exchange rates at the time of contracting with suppliers. Should these increase, you may be notified and asked to pay these additional costs. All prices are subject to change without notice. Airfares are subject to change within 90 days prior to departure. At that time, group air space may be released, and the price could revert to the available price at the time of booking. Prices listed in this publication are per person based on two people sharing a room (double occupancy). For single, triple and child pricing refer to our website or contact an Ambassadair travel counselor. Room occupancy limits vary among hotel properties and/or destinations. Triple rooms are based on three people sharing two beds, rollaway beds are not included in the price. Package prices do not include any fees or service charges other than those listed in the tour itinerary. The detailed itinerary with specific inclusions can be found at www.ambassadair.com. All airfare and departure taxes are included unless this is not allowed by the country to be visited. The package price includes round trip airfare from Indianapolis, all accommodations, airport transfers or touring by deluxe motorcoach transportation, sightseeing and admissions, meals, hotel baggage handling (one suitcase per person) and gratuities for included meals as noted in the itinerary. Cruise pricing includes all taxes and fees at the time of print. If there is more than one departure date, the price listed is based on the least expensive option. Complete pricing may be found at www.ambassadair.com or by calling a travel counselor. We reserve the right to re-invoice you in case an error is made in computing your price. We cannot be responsible for typographical errors, misprints, and misquotes.
PACKAGE AND LAND ONLY PRICES The “Package with Air” price includes round-trip airfare from Indianapolis unless otherwise noted (including current taxes and fuel surcharges, subject to change). If there is an increase you will be notified at least 21 days prior to departure. “Land Only” prices can be found at www.ambassadair.com and do not include air travel, airline fees, airport or departure taxes or transfers.
We are not responsible for air arrangements you have made on your own. Ambassadair reserves the right to cancel or re-schedule any tour departure. Ambassadair’s only liability will be to refund to the passenger the amount it has received for the “Land Only” booking (less any applicable fees). Any air tickets or other travel arrangements purchased outside of the complete Ambassadair “Package with Air” will not be the liability of Ambassadair in the case of trip cancellation or schedule change.
PRICE EXCLUSIONS Package prices do not include any items other than those listed in the tour itinerary. Visas, passport fees, incidental charges (snacks, laundry, phone calls, pay TV movies, etc.), beverages, meals not mentioned and items of a personal nature. Gratuities for your travel director, motorcoach driver, hotel housekeepers or cruise ship staff are not included. Airline fees such as checked and/or excess baggage or seat selections are not included.
ITINERARIES Ambassadair 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.
RESERVATIONS & PAYMENT A $150 per person deposit (or greater when specified at www.ambassadair.com) is required to confirm your reservations. Upon confirmation of reservation, balance of payment is due 60 days prior to scheduled departure date for domestic travel, 90 days prior for international travel, or earlier if specified. For reservations made within the final payment date, full payment is due immediately; a deposit or full payment may be taken if you are placed on a waitlist. All checks and money orders should be made payable to Ambassadair.
We also accept MasterCard, Visa and Discover. Reservations may be canceled if full payment is not received by due date.
CANCELLATION & REFUND You have the right to cancel your reservation and receive a full refund (less a $75 fee per person) any time prior to 60 days before a scheduled domestic departure date, 90 days prior to a scheduled international departure date, unless otherwise noted at www.ambassadair.com. Participants who cancel within the penalty date will forfeit the total amount of the reservation. All refunds will be processed according to the manner in which you paid. Unless stated otherwise in these terms and conditions, please allow thirty (30) days for refunds to be processed. If full payment is not received by the due date, reservation may be released. To avoid cancellation fees we recommend optional Cancellation Waiver or Trip Protection.
CANCELLATION WAIVER/TRIP PROTECTION Cancellation Waiver is offered on trips with charter flights and day trips by motorcoach. 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.
For trips that Cancellation Waiver is not offered, Optional Travel Protection may be purchased and is strongly recommended. Travel Protection is through Travelex Insurance Services and must be purchased with Ambassadair no later than at the time of final payment. Coverage includes Trip Cancellation/Trip Interruption, Emergency Medical and Emergency Medical Evacuation/Repatriation, Trip Delay, Baggage Delay and much more. This is a brief description of benefits; certain terms, conditions, limitation and exclusions apply. You may request a copy of the Ambassadair Travel Protection Plan Description of Coverage prior to purchase by contacting an Ambassadair Travel Counselor. The cost of trip protection will automatically appear on your invoice unless Ambassadair is notified in writing prior to final payment that you do not want it included. Ambassadair cannot be held responsible for policies enforced by Travelex Insurance Services. The Travel Protection Plan is underwritten by Transamerica Casualty Insurance Company, Columbus, Ohio; NAIC #10952.
REVISIONS & CHANGES Changes are subject to a $50 per person change fee plus any applicable cancellation charges or increases in the package price.
Ambassadair will make every effort to operate the tour as advertised, however, Ambassadair reserves the right to alter or curtail the itinerary or substitute as deemed necessary.
TRAVEL DOCUMENTS Final documents will be mailed approximately 10-14 days prior to departure. Documents will not be delivered without full payment on a reservation. Regulations specifically state that all passengers must present a government issued photo identification when boarding (both ways). 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.
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 Ambassadair’s documents, mailed approximately 10 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. Ambassadair 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 Ambassadair as early as 60 days prior to departure date. A tentative flight schedule may be given, however, these schedules and air carriers are subject to change without notice until approximately two weeks prior to departure. You will receive your air schedule with your final documents approximately two weeks 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.
TRAVEL DIRECTORS All departures designated “Escorted from Indianapolis,” with 20 guests or more will have an Ambassadair 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 our reservations team who can answer the activity level per trip.
TRAVELERS NEEDING SPECIAL ASSISTANCE Persons needing special assistance and attention must report any disability to Ambassadair at the time the reservation is made. Ambassadair will make all reasonable efforts to accommodate the special needs for our travel guests. Such participants, however, should be aware that the Americans with Disabilities Act is inapplicable outside of the United States and the facilities outside the United States are limited.
We require that persons requiring assistance be accompanied by a companion who is capable of and totally responsible for providing the assistance. Neither Ambassadair nor its partners, nor its suppliers, may physically lift or assist clients into transportation vehicles.
If a traveler thinks he or she may need assistance during a trip, please call Ambassadair to determine what assistance might be reasonably given.
PHOTOGRAPHY ON TOUR Ambassadair may, at times, use photographs taken by your Travel Director or fellow travelers for promotional purposes. If you prefer that your likeness not be used, please tell your Travel Director or an Ambassadair representative.
SUPPLIERS’ LIABILITIES Ambassadair 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 Grueninger Cruises and Tours, Inc., (dba: Grueninger Music Tours, Ambassadair, Ambassadair Groups and Incentives, Grueninger Tours) its employees, shareholders, subsidiaries, affiliates, officers, directors, agents and assigns (collectively “Grueninger”) does not own or operate any entity that is to or does provide goods or services for your trip, including, for example, lodging facilities, transportation companies, local ground handlers, food service or entertainment providers, etc. As a result, Grueninger is not liable for any negligent or willful act or failure to act of any such person, or of any other third party not under its control. Without limiting the foregoing, Grueninger accepts no responsibility for any risk or resulting injury, delay, inconvenience, damage, or death that results from 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.
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.
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, as well as an agreement on participant’s part to convey the contents hereof to his or her travel companions or group members.
Grueninger issues airline tickets, hotel confirmations and other travel documents for such services as an agent for the companies that provided these services directly. Group airline tickets and group hotel accommodations are subject to all terms and conditions of the respective suppliers (airlines, hotel chains, etc.) regarding group travel. These suppliers may limit or exclude the accrual of frequent flyer or reward program points.
The group and 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.
The group and 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. THE GROUP AND PARTICIPANTS UNDERSTAND THERE WILL BE NO LIFEGUARD ON DUTY AND IF THE PARTICIPANTS CHOOSE TO SWIM, THEY WILL DO SO AT THEIR OWN RISK.
The group and participants hereby releases Grueninger, its staff and management, from any liability and/or responsibility for possible damage done by members of my group to the Hotel, or any other facility used during the tour, including: buses; vehicles used to transport students and/or adults, the various attraction facilities and/or performance facilities. I understand that full responsibility for damage, if such is incurred, rests entirely with my group and its sponsors to settle any claims, resulting from said damage, directly with the claimant.
Any dispute concerning this contract, the brochure or any other advertising material concerning the trip or the trip itself must be resolved exclusively by binding arbitration in Indianapolis, Indiana pursuant to the commercial rules of the American Arbitration Association then existent. In any such arbitration, substantive (but not procedural) Indiana law will apply to all issues.
Ambassadair, a division of Grueninger Travel Group
Meridian Tower, 201 West 103rd Street, Suite 380,
Indianapolis, IN 46290
317.581.1122 | 800.225.9919 | www.ambassadair.com