Terms & Conditions
RESERVATIONS & PAYMENT A $150 per person deposit (or greater when specified) is required to confirm your reservations. If the trip is fully booked, we will notify you and place your name on a waiting list. 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 will be taken if you are placed on waitlist. All checks and money orders should be made payable to Ambassadair unless said payment is for charter air and/or any related component, including, but not limited to, ground packages, trip protection, optional excursions, and administrative fees, in which case checks and money orders should be made out to Valley National Bank/Ambassadair escrow. We also accept MasterCard, Visa and Discover. Reservations may be canceled if full payment is not received by due date.
PRICES Prices are in U.S. dollars and are based on operating costs, fuel prices, 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 packages are per person based on double occupancy. Room occupancy limits vary among hotel properties and/or destinations. Package prices do not include any fees or service charges other than those listed in the tour itinerary. All departure taxes will be included in the airfare unless this is not allowed by the country to be visited. All prices are subject to change without notice. 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 (including current taxes and fuel surcharges, subject to change). “Land Only” prices 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.
CANCELLATION WAIVER/TRIP INSURANCE 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 which 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 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, Trip Insurance may be purchased. Trip Insurance is through iTravelInsured, Inc. and must be purchased with Ambassadair no later than at the time of final payment. Trip Insurance must be paid for within
14 days of deposit to be eligible for the Pre-Existing Conditions Waiver. Ambassadair cannot be held responsible for policies enforced by iTravelInsured, Inc.
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 or unless Cancellation Waiver/Trip Insurance is purchased at time of booking. If Cancellation Waiver/Trip Insurance is not purchased at time of booking, participants who cancel within their 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.
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 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 for specific destinations. 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 flight. Questions regarding baggage restrictions on commercial carriers should be directed to that particular airline. On domestic flights, liability for baggage loss, damage, or delay is limited to $2,500 per ticketed customer. For international travel (including domestic portions of international journeys) to which the Warsaw Convention applies, liability is limited to approximately $9.07 per pound ($20 per kilo) for checked baggage (not to exceed two bags and $640 per bag) and $400 per ticketed customer
for carry-on bags. For international travel (including domestic portions of international journeys) to which the Montreal Convention applies, liability for loss, delay or damage to baggage is limited to approximately $1,375 per ticketed passenger for checked and unchecked baggage. Maximum liability, unless excess weight is noted and additional charges paid, is limited to free weight allowance.
AIR CARRIERS All trips are via commercial air carriers unless otherwise noted. Air transportation for the chartered Ambassadair trips will be provided by Miami Air International, Inc., via Boeing 737 aircraft. The carrier reserves the right to substitute equivalent aircraft or equipment if necessary.
SEAT AND ROOM ASSIGNMENTS Seating and room requests made at the time of booking will be considered; however, these are requests, not guarantees.
TRAVEL DIRECTORS A travel director will accompany each trip with 20 or more passengers.
PHOTOGRAPHY ON TOUR Ambassadair may, at times, use photographs taken by your Travel Director or fellow travelers for 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 Ambassadair, a division of Grueninger Cruises and Tours, Inc., its employees, shareholders, subsidiaries, affiliates, officers, directors, agents and assigns (collectively “Grueninger”) does not own or operate any entity which 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 which 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.
Ambassadair 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 removed from the trip at the expense of the participant and his or her parent or guardian. In the event of such termination, there will be no refund whatsoever. Specific terms and conditions applicable only to charter flights pursuant to 14 C.F.R. Part 380.
The tour operator for your trip is Ambassadair, a division of Grueninger Cruises and Tours, Inc. (“Grueninger”), 201 West 103rd Street, Suite 380, Indianapolis, IN 46290. Grueninger is responsible for making all arrangements for air transportation, accommodations and services offered in connection with your package trip. Except for its own negligence, however, Grueninger is not responsible for injury, death or property damage arising during the course of your trip, including for example, any such injury, death or loss caused by a hotel, air carrier or anyone rendering goods or services being offered in connection with the tour.
Under certain limited circumstances you may cancel your trip without penalty if there is a “major change” which is defined solely as follows: (1) A change in the departure or return date shown in the brochure unless due to flight delays of less than 48 hours. (2) A change in the origin or destination city for any flight leg other than a change in the order of which cities are visited. (3) A substitution of a hotel not named in the operator- participant contract. (4) Price increases amounting to more than 10%.
If Grueninger knows of a major change 10 or more days before a scheduled departure, you will be notified within 7 days, but in any event at least 10 days before scheduled departure and otherwise as soon as possible. Time changes within the scheduled day of departure do not constitute a major change. Within 7 days after receiving a pre-departure notice of a major change, but in no event later than departure, you may cancel and a full refund will be made within 14 days after canceling. Upon a post-departure notification of a major change, you may reject the change and within 14 days after the scheduled return date will receive a refund of the portion of your payments applicable to the tour component not provided. All of your rights and remedies hereunder are additional to other rights you may have under law, but acceptance of any refund hereunder constitutes a waiver of all such other rights and remedies.
SURETY TRUST AGREEMENT Your credit card, cash, check and travel account payments for charter air and/or any related component, including, but not limited to, ground packages, trip protection, optional excursions, and administrative fees, are protected by a Security Agreement issued by Valley National Bank, 1460 Valley Road, Wayne, NJ 07470, USA. Unless you file a claim with us or, if we are not available, with Valley National Bank within sixty (60) days after the completion of your trip, Valley National Bank will be released from all liability to you under the Security Agreement.