G Adventures: Booking Terms & Conditions
Please note that Booking & Cancellation terms vary between G Adventures and M.S. Expedition Tours, as per below.
G ADVENTURES – TO BOOK YOUR TOUR:
Please email the following details to your Assigned Authentic Vacations Agent, then call 888-443-5259 with your credit card details to confirm your tour reservation:
1. Your name(s) EXACTLY as they appear on your passports (Airlines will charge fees of up to US$500 per person if changes are needed)
2. Your date(s) of birth
3. Your passport numbers, issue and expiration dates and country of Citizenship (if reserving flights)
4. An emergency contact name and number of someone not traveling with you.
5. Your Mailing/Billing Address
6. Your Occupation
7. Your chosen Room Type – You may choose a Double Room (one bed for two people) or a Twin Room (two separate beds for two people)
8. Any specific medical or dietary requirements
9. Any seating preferences if booking airfare – please note we can request, but not guarantee specific seats
DEPOSIT PAYMENTS (once you have provided the requested information above, please call 888-443-5259 to make your payment):
Land Deposit: A $250 non-refundable per-person, per-vacation deposit is required to reserve space for you. Your booking is not confirmed until your deposit is processed you receive a confirmation. Full payment is due 60 days prior to traveling. Within the final payment date, payment in full is required at time of booking to reserve space. Reservations (land and air) are cancelled if final payment is not received by the due date; cancellation penalties apply, as noted below.
Airfare: Full payment is required to purchase your airline tickets. Airfares are non-refundable.
Travel Insurance: All passengers are required to have medical travel insurance which includes at least USD$200,000 worth of emergency evacuation and repatriation coverage. On Day 1 your tour leader will ask to see proof of coverage. Cancellation insurance is recommended but not mandatory.
BOOKING CANCELLATIONS & FEES:
All cancellations must be advised in writing (by mail, fax or e-mail to your Assigned Authentic Vacations Agent)
If a booking cancellation is received by Authentic Vacations prior to the final payment date of your vacation, your non-refundable land deposit and Travel Protection payments will be retained in addition to your airfare. All other payments are subject to the following:
(a) Cancellation received 59-30 days before departure of first product or service in relevant booking: Deposit will be forfeited, an amount equal to 50% of the remainder of the payments made to the Tour Operator in respect of the cancelled Tour will be refunded.
(b) Cancellation less than 30 days before departure of first product or service in relevant booking: Deposit will be forfeited, and no further refund will be payable.
Travel Protection payments and airfare are always non-refundable once purchased and will be added to the cancellation fees noted.
M.S. EXPEDITIONS – TO BOOK YOUR TOUR:
The following terms and conditions will only apply if you are booking or traveling on an Expedition Tour.
Deposit: If you are traveling on an Expedition Tour a non-refundable deposit of USD$750, per person per Tour booked is due at the time of booking.
Payment for the full amount due for any Expedition Tour is due 90 days before the departure date of the first product of service on your booking. If full payment is not received by the due date, the Tour Operator may change the rate payable or may treat the booking as cancelled and retain the deposit paid on booking as a cancellation fee. If a Tour is booked less than 90 days before the departure date of the first scheduled departure on your itinerary where an Expedition Tour is included, then the full amount is payable at the time of booking.
Medical Form for Expedition Tours: The Tour Operator’s Medical Form is mandatory for all Expedition Tours.
You must return your Medical Form signed by a licensed and practicing physician to the Tour Operator prior to or at the time of final payment for the applicable booking.
BOOKING CANCELLATIONS & FEES FOR EXPEDITION TRIPS:
You may cancel your booking by notifying your agent. Cancellation fees will be determined with reference to the date on which notice of cancellation is received by the Tour Operator and are expressed as a percentage of the total price paid for the cancelled Tour, product or service (excluding any insurance products).
(a) Cancellation 90 days or more before first departure on relevant booking: Deposit will be held by the Tour Operator in accordance with these Terms and the remainder of the payments to the Tour Operator for the cancelled Tour will be refunded.
(b) Cancellation 89-60 days before first departure on relevant booking: Deposit will be held by the Tour Operator in accordance with these Terms and an amount equal to 50% of the remainder of the payments made to the Tour Operation for the cancelled Tour will be refunded.
(c) Cancellation less than 60 days before first departure on relevant booking: All funds paid are non-refundable.
Shore excursions on Expedition Tours (“Shore Excursions”) are subject to their own set of terms and conditions, separate and apart from these Terms, and may be reserved after an Expedition Tour has been booked and confirmed. It is your responsibility to ensure that you are fit to participate in Shore Excursions.