Group Booking
Terms & Conditions
Your booking is bound by the terms and conditions of the Tour Operator/Supplier booked, where some of their terms are included below.
Deposits are non-refundable and non-transferrable.
It is the passenger’s responsibility to provide the booking information required and ensure the information is accurate and as per their valid travel documents required. Any errors due to incorrect spelling of names or birth dates that are the result of the failure to provide the required information as requested, may result in a change fee either prior to departure or at the airport. Please note that this may also mean purchasing a new flight ticket.
It is the passenger's responsibility to obtain information and to have in their possession all the required documentation to travel (such as passports, visa where applicable, etc.) required by the relevant governmental authorities. Failure to have proper travel documents will result in denied boarding and automatic cancellation of your reservation without refund. Prior to making a booking and for more information on mandatory travel documentation, visit: www.travel.state.gov for US Citizens. For Citizens of other countries, please visit the Embassy website for the countries you will be visiting, for the required entry and exit requirements.
Passengers are solely responsible for obtaining all required medical inoculations and appropriate certificates necessary for travel.
Special requests sent to the hotel are not guaranteed, unless the hotel provides the guarantee in writing. Requests are at the sole discretion of the hotel and based on availability at the time of check-in. Timeless Travels, nor the Tour Operator or Supplier will assume responsibility should requests be denied.
Please note that entry to another country may be refused even if the required information and travel documents are complete, at the discretion of the officials in the destination being travelled to. The Tour Operator nor Travel Agency or acting Agent shall not be liable for any refusal of entry.
Payments must be paid by credit card, Interac debit (online credit/debit card) by the payment deadline on the invoice or at the time of booking.
An invoice or updated invoice will be provided within 48 business hours of your payment.
A $25 per week fee applies to any late payments.
Timeless Travels reserves the right to cancel your booking if full payment is not received by the scheduled due date.
Cancellation requests must be provided to Timeless Travels in writing. Any cancellation penalties will be determined based on the date of receipt of the request to cancel and the terms and conditions of the booking, as noted below under the section Cancellation and Change Policy.
Changes to a confirmed booking must be provided to Timeless Travels in writing. Any requested changes may result in charges, as noted below under the section Cancellation and Change Policy.
Airline liability is limited by their respective tariffs, conditions of carriage as well as international conventions and arrangements. Conditions of Carriage apply to flights bound to and from your destination, some of which limit or exclude liability. For air carrier liability and options available to you regarding loss, damage or delay of your baggage, please consult the website for the airline you will be travelling with and submit any claims directly to the airline. Timeless Travels, the Tour Operator/Supplier booked does not assume any responsibility for schedule changes made by the airline, or any additional costs (accommodation, meals, etc.) incurred due to any flight delays or missed connections. For information regarding Air Passenger Protection Rights in the USA, please visit the following website: https://www.transportation.gov/airconsumer/fly-rights
Prohibited items in checked or carry - on baggage: It is recommended that Customers consult the US Department of Transportation website, www.Transportation.govprior to travel to determine if any restrictions apply to items contained in their checked or carry - on baggage or carried on their person.
Refusal to transport/removal of Customer: The Tour Operator nor Travel Agency or acting agent shall not be liable for its or another air carrier’s refusal to transport Customers arising from the following circumstances: a Customer fails to register for a flight (no show), a customer jeopardizes public safety, a Customer does not hold the proper travel documents or the latter are invalid, a Customer violates or may violate any applicable law, if the final payment is not honoured, the Staff or air carrier deems it necessary to deny boarding of a Customer in order to prevent any danger or risk to such Customer or to any other person or property, or to ensure the safe conduct of the flight. This section also applies, with the necessary adjustments, to maritime and ground transportation.
No reimbursements or refunds will be issued for unused travel services or any component of the package after departure. Refunds are not granted for bookings cancelled due to inclement weather or illness; these must be claimed through your travel insurance. No guarantee is provided or warranted that any refund will be available. No refund will be granted if a sale price is advertised after a reservation is confirmed.
A full refund will not be granted where cancellation of travel must be made by the Tour Operator or Supplier for any situations which are unusual and/or unforeseeable, i.e., any force majeure, including but not limited to, weather conditions such as inundation, any type of storm, hurricane, tornado or similar, fire, seismic activity, nuclear disasters, strikes, riots or civil conflicts, acts of war, terrorist actions, any public health emergencies or health risks, government actions, supplier bankruptcies and any other events beyond the Tour Operator’s/Supplier's control. A claim must be submitted to the travel insurance provider in these instances.
Timeless Travels strongly recommends the purchase of an all-inclusive travel insurance package (trip cancellation & interruption, emergency medical & delay or loss of baggage travel insurance) offered by Manulife Insurance, Blue Cross Insurance or other sufficient traveller's insurance. Government health plans no longer provide coverage of out-of-country medical care. When travelling to Cuba, all travellers, foreign and Cubans living abroad, must have a medical insurance policy.
If there is a delay or any damage to your luggage, please follow the airline’s procedures as outlined on their website. A representative for the airline should be available at the airport in order for you to obtain a signed report by the airline. This is required to submit a claim directly with the airline or with your travel insurance provider.
The hotel or resort is responsible for room allocation in accordance with the category reserved. The Tour Operator/Supplier assumes no responsibility as to the location, décor, furnishing or type of bed in the room that may vary based on the room's location on the hotel property. If the customer would like to change rooms, such changes are subject to availability and additional fees may apply.
Hotel check-in is generally at 3 pm. Hotel check-out times may vary depending on the property but generally customers must vacate the room by 12 pm. For passengers with late flights, every effort will be made to provide a hospitality room or late check-out (a fee could apply), however, this cannot be guaranteed, particularly during high season.
Any particular requirements (hotel room, stateroom, airline and/or transfers) for passengers with special needs must be requested at time of booking. Some circumstances and medical conditions require that customers provide advance notice and receive medical approval for air travel (for more information, you must visit the website for the specific Tour Operator/Supplier booked. Adapted transport for transfer at destination is at extra cost when available. Certain activities at the hotels may be inaccessible to persons of reduced mobility.
Most cruise lines have limited wheelchair-accessible staterooms for which a medical certificate is required to book. Passengers MUST provide this certificate to the cruise line at least30 days BEFORE scheduled sailing. Any special transfer arrangements required may incur additional charges. Cruise passengers with special needs must be self-sufficient and accompanied by at least one other passenger who assumes full responsibility for their wellbeing at all times. Passengers are advised to consult the accessible/special services department with the Cruise Line booked regarding the feasibility of managing certain itineraries.
In certain cases, passengers in wheelchairs may be precluded from going ashore due to docking facilities. Please ensure the accessible/special services desk for the cruise line verifies all details concerning guests with physical challenges as cruise line policies are subject to change without prior notice.
It is the passenger's responsibility to have all necessary medications and to carry them in their carry-on luggage. Please refer to the website of the airline booked for required policy to transport prescribed medication. It is the passenger's responsibility to ensure that they are fit to travel, and that they have consulted a qualified medical professional.
Regardless of the Tour Operator’s/Supplier’s' liability, any incidents, including injuries, service cancellation or dissatisfaction must be reported to your destination representative, where available, or through the Tour Operators/Suppliers client care (Note: telephone number and/or email address also provided with travel documents and welcome package received in destination with the destination representative) during the event or as soon as possible, to allow the Tour Operators/Suppliers opportunity to provide assistance. Please copy Timeless Travels so we can follow up on your behalf.
All booking documentation is issued in electronic format and made available approximately 21 - 28 days prior to departure, as long as the file is paid in full. Any monies owed to the file, whether an individual or group booking, will delay the delivery of the documents. A hard copy is available upon request. Transportation information will be delivered no later than 7 days prior to departure, as long as all flight details have been provided.
The specific cancellation policy and payment schedule for your booking will be outlined on your invoice or sent in a separate document by email and based on information provided by the Tour Operator/Supplier.
Your use of your credit card number to apply deposit and final payment indicates your acceptance of and compliance with these booking Terms & Conditions, whether or not you have actually signed the appropriate credit card slip. Verbal authorization for the use of a credit card confirms the reservation.
Please review your itinerary to ensure that all information is correct.
Passengers must be at the airport a minimum of 3 hours prior, especially post COVID due to additional health checks for all flight departures. It is the passenger's responsibility to reconfirm flight times within 24 hours of departure and return. It is recommended to carry a copy of your e-documents at all times during your travels between the airports and your hotel.
REGISTER YOUR TRAVEL WITH THE SMART TRAVELER ENROLLEMENT PROGRAM: Foreign Affairs offers a registration service for all US travelling or living abroad. This service is provided so that government officials can contact you to assist with an emergency in a foreign country, such as a natural disaster or civil unrest, or inform you of a family emergency at home. Please visithttps://travelregistration.state.govto register.
COVID DISCLAIMER: As the worldwide COVID-19 coronavirus pandemic remains ongoing at this time, you acknowledge that for this reason, and other reasons not reasonably foreseeable at this time, these travel plans may be interrupted or cancelled by the supplier that is providing them (hotel, tour companies, airlines, etc), a government entity or other third party over which Agency has no control. Agency/Agent will be held harmless for unforeseen travel complications as a result of Pandemics and Quarantines.
The travelers understand that it is their responsibility to check the latest travel information regarding this virus outbreak with the CDC. https://wwwnc.cdc.gov/travel/notices. It is also the traveler's responsibility to be aware of international COVID-19 travel protocols. COVID-19 travel restrictions and protocols may also be in place upon return to the United States. Please continue to monitor all state or local health advisories from your city or state of origin prior to travel.
Client is aware of the travel warnings, travel restrictions and rules and understands the risks, is accepting of these and holds Agent/Agency harmless for any travel restrictions, death, illness, cancellations by suppliers, hotels, airlines, cruise lines, tour agencies or any other travel provider, financial loss, quarantining rules or measures put in place at airports or destinations you are traveling through. The client is responsible to adhere to Supplier Pandemic Protocols, ie: wearing masks and social distancing where advised.