AFS Terms & Conditions (TC-42020)
AFS in this document refers to Adventures For Solo Travelers and Adventures For Singles Inc. which are one and the same entity.
GENERAL NOTES: It is your responsibility to read your trip’s Trip Tips posted online. Our tours are designed for you to meet new friends and enjoy the many benefits of group travel. We encourage a seat rotation system and no smoking policy onboard the motor coaches. Tour costs are based on a minimum number or participants and if not met, a new costing may be required. AFS reserves the right to cancel or re-schedule any tour in accordance with operating requirements. You must be in good health. If disabled, we request a companion to accompany you. AFS reserves the right to refuse service to any participant that may be deemed disruptive to the group. You are responsible for being on time for flights and tours and will not be reimbursed if you miss a portion of the trip due to absence. Payment of the tour is regarded as agreement to the terms and conditions set out in this Agreement.
PASSPORTS and VISAS: Each traveler is responsible to provide AFS with accurate passport information. It is ultimately your responsibility to ensure your passport has two (2) blank pages and is valid for six (6) months after the conclusion of the tour. Travelers missing flights or denied boarding because of improper documentation will not receive any compensation or refund. If you are not a U.S. passport holder, it is your responsibility to obtain all proper documentation. VISAS: Each traveler is responsible for obtaining any required visas for travel. AFS is not a passport and visa service, but we can point you in the right direction in Trip Tips. If you are not a U.S. passport holder, you must obtain visas yourself.
TOUR DOCUMENTS: Daily itineraries are on our website until trip concluded. Trip Tips (details concerning each trip) are emailed several times to each traveler. A link is also provided with instructions to open and bookmark the Trip Tips page so you can be assured you have the latest information. Heading Abroad with AFS (general info about our tours) is emailed to each participant. It’s your responsibility to read this important information. Most tour documents and air tickets are electronic, and no paper copies are necessary. Airline group departments rarely provide paper tickets, but we will provide reservation/confirmation/ticket numbers needed once they are ticketed.
WHAT IS INCLUDED: Sightseeing per itinerary with service of English-speaking guides. Meals and entrance fees as specified. Transportation by deluxe motor coach, transfers, hotels etc. Itineraries are usually prepared a year in advance and schedules may be amended to incorporate changes, improvement or adjustment to local conditions. What is not included: Personal expenses such as phone calls, WIFI fees, visas, any optional excursions, beverages, souvenirs, meals not included in itinerary. Gratuities outside of those collected for local guide & driver. Any cost resulting from deviation of itinerary.
TRIP DEVIATIONS: Please note AFS does not assist with making your individual travel arrangements. If you request a deviation from the air routing or tour, you will be responsible for any price increase. Changes include destination, departure or return date and gateway city.
TRAVEL INSURANCE: Travel insurance is HIGHLY recommended to protect your investment. Travel insurance can mitigate extra costs and penalties when you buy this no later than 14 to 21 days after initial deposit. AFS sells complete tour packages and cannot refund a portion of any tour should you decide not to fully participate. Policies cover lost luggage, medical expenses, trip interruptions, emergency evacuation, etc. Many individual medical policies do not cover emergencies abroad. AFS works with TravelSafe for travel insurance. Contact us or TravelSafe for details, particularly if you have a pre-existing medical condition. Click here to get a travel insurance quote or copy link to browser
ACCOMMODATIONS: Every effort is made to use hotels noted in itinerary, however, hotels can be subject to change. If a change is necessary, the substituted hotel will be equivalent to those listed. You should note that hotels outside the U.S. may be less equipped than those we are used to here. Most hotels are first class hotels, twin bedded with private bath. Hotel rooms are assigned ROH “run of the house meaning the hotel, lodge or boat assign these rooms prior to arrival. In smaller hotels-we may take up every room and they may not all be exactly the same. Size, views, locations, etc. may vary from room to room. It’s just the luck of the draw who gets what.
LAND PRICES: Land prices are not guaranteed until Final Payment. Foreign currencies and exchange rate to USD fluctuate daily and could affect price. We have absorbed these sudden increases in the past and will continue to do so when nominal. Although unlikely, an additional charge for excessive currency fluctuation will be applied to your trip prior to your final payment date.
HEALTH ISSUES: You must be in good health. At time of booking, please advise us of any physical disability or mental condition that could affect your ability to participate in the trip. AFS reserves the right to decline any reservation or remove anyone from a trip for any reason at our sole discretion. Special dietary needs – If you have special dietary needs, please notify us as soon as possible. If you are vegan, gluten-free, or have unusual allergies, we will do our best to accommodate these needs. Please note that some countries are better suited in accommodating these needs than others Ultimately, it’s your responsibility to arrange for special foods. Our trips can be active. You’re responsible to inform us on your booking form of any special accommodations or limitations you may have participating in our daily activities.
FITNESS: Please note some activities may have a weight restriction (i.e. zip-lines). Participation is at the local guide’s discretion. Any disability requiring special attention must be reported to us at the time of reservation. Please call us pre-trip if you have any concerns with this. Failure to inform us can be considered a cancellation. In case of medical emergency, trip leader will take all possible measures to assure your transport to a medical facility. Trip leader will inform your provided emergency contact.
PAYMENT SCHEDULE: AFS trips have two payment points:
- INITIAL DEPOSIT – Due upon registration. Creates trip registration and is paid by credit card without credit card processing fees.
- FINAL PAYMENT: Usually due 135 days prior to departure unless stated otherwise on the itinerary or Trip Tips. This pays the trip in full – Land Price plus any options selected. Please make this payment by check, money order or bank wire. If you choose to pay by credit card, a processing fee will be applied to your invoice with instructions to subtract this amount if paying by check. International clients can request bank wiring instructions. Final payments not made when due can be considered a cancellation subject to forfeiture of the Initial Deposit paid. You may use a travel-coupons but only one coupon per trip is allowed. Dishonored checks will be redeposited 3 times and assessed a fee of $50 by our bank.
CANCELLATIONS: On land packages we will refund your deposit less $50 administrative fee until 2 weeks before final payment due date. The final payment date is in the trip tips. Any cancellation after that date no refund. AFS reserves the right to resale or otherwise use the canceled space at our discretion. Airlines may impose added penalties after you are ticketed. Should your cancellation in full or in part cause any airline, cruise line, land supplier or any third-party service provider to impose a fee on AFS, these fees will be added to the above cancellation fee schedule. In case of cancellation where the party is occupying a shared room, the cost of a single supplement for the roommate may be added to the cancellation fee.
REVISED COVID19 POLICIES as of APRIL 2020
We share our travelers’ concerns about upcoming travel with the uncertainty felt by travelers over the effects of Covid19 and as others, we too have temporarily modified our policy for 2020 trips. We are sorry for this unprecedented inconvenience that is beyond our control. The health and safety of our guests are of the highest priority. We continue to monitor the situation to determine if additional modification and updates needed in accordance with changing travel advisement. We recommend that you also check the current travel policy of your destination for further information. Until this passes, time is on our side. We always encourage our travelers to get travel insurance within 21 days of initial booking via email and Trip Tips that will protect your investment. We’re coping with an enormous volume of inquiries and changes. Please be patient. We appreciate your understanding of this temporal disruption.
- My trip has not been postponed and the group is a go, but I’m afraid to join them, can I get a refund? If we feel things are clear according to CDC and the country is open, the trip will go. AFS standard Terms apply.
- My trip was postponed to next year and I paid in full, what are my options? The new policy will allow those with existing trip bookings to join same trip at a later date. If you prefer a different trip, we’ll help you find a replacement. Please understand we are unable to process a refund as monies have been paid out to all our suppliers. This is not meant to punish or harm you, it is because of our desire to sustain AFS with many adventures for years to come as well as supporting the global travel industry. We ask that you travel with us later. Unlike cruise lines or airline policies, tour operators get no refunds from foreign suppliers on land services. All tour companies pay for it whether it gets used or not and all now must postpone trips. After paid in full due date and your trip has been postponed to 2021, your full payment will be moved without penalty. Your 2020 land price will be protected. (New bookings next year may incur an increase if the trip cost from land supplier rises.) If you choose a new trip that is more expensive than the original trip, you are responsible for the difference. If the new trip is less expensive, a future travel credit will be issued for you for the difference to be used at any time in the future.
- My trip was postponed and I only made a deposit. What can I do? If unable to make 2021 new dates, you will get a travel credit voucher good until Jan 2023 provided upon your request. Land Portion 2020 – We will not cancel any trip when we can move to a later and safer date.
- What about my air? – Those on Group Air need to do nothing. We will handle it. Airline policies are changing rapidly. We urge you to check your airlines’ website on current change fees or rebooking options. Each group will be emailed information specific to their trip. If your trip was moved to 2021, airlines will issue a travel voucher typically good for 12 to 24 months.
MOVING INITIAL DEPOSIT TO A DIFFERENT TRIP: Upon your request to us, you may ask to move your trip deposit to another trip posted on our website with an opening without penalty one time in the calendar year if done before the penalty period– $50 cancellation normally may apply. AFS shall have the discretion to approve or deny any request to move a deposit to a different trip. A second switch to another trip in the year’s calendar incurs a $50 switching fee.
CRUISE CANCELLATION: Please note cruise terms and cancellation penalties may be different depending on the cruise line. This information will be distributed on a per cruise basis.
GROUP AIR RESERVATION & CANCELLATION: We are offering group air less often now due to customer preference. Group air can save money but are more restrictive. A $100 of your initial deposit will be used for group air deposit to reserve your seat. This deposit is non-refundable. Any changes or cancellations carry strict penalties. New airline ticket rules require middle name (if on passport), gender and date of birth. Some may even require passport copy to reserve a seat. Airfare can be subject to change until the entire group is ticketed (i.e., fuel surcharge, taxes, etc.). We block group air seats 10 months ahead of departure. This holds our reservation, but even deposits in advance are not legal barriers to these increases. The total ticket cost is not confirmed until we ticket the group. – usually 45 days out. Seat Assignments for groups are usually done at check-in. Once ticketed, airlines state that international group ticket is non-refundable after issued in the participant’s name. You will be provided reservation/confirmation/ticket information prior to departure and since the vast majority of airlines use e-tickets now, this information and your passport is what is required to board. If different than this, you will be notified. International air requires to check in 3-hours prior departure. If you miss your departure it is your responsibility to reach the destination by working with the airline directly. Schedules can change often. We urge you to re-check exact flight times 24 hours prior to departure. We are not responsible for flight delays, cancellations, and schedule changes.
Should AFS not have enough people wanting group air, we may cancel the group air reservation and apply you air deposit towards land balance. You will be notified by email to secure your own air.
RESPONSIBILITIES: AFS operates solely as an independent contractor. The services of transportation, accommodations, sightseeing, etc. are provided by individual suppliers. We issue tickets and travel documents as an agent for the companies that provide these services and your tickets and travel documents are subject to terms and conditions of the respective suppliers. AFS and its suppliers will make every effort to operate tours as disclosed. AFS has the right to cancel any trip prior to departure should circumstances beyond our control occur. We may also require an adjustment to the tour or amend the itinerary at any time. We will use our best efforts to avoid any changes and to offer equivalent substitutions, but we reserve the right to make such modifications if deemed necessary. If the services set forth cannot be supplied, we will supply comparable services and accommodation.
Client is solely responsible to open and read our Trip Tips, trip emails and daily itinerary and for all foreign entry requirements. Some tours include visits to shops and merchants. AFS is not responsible for any purchases you make during your tour, whether or not that merchant is part of the scheduled itinerary. All health, medical or other personal services provided in connection with your cruise/tour are provided solely for the convenience and benefit of passengers who may be charged for such services. You accept and use medicine, medical treatment and other personal services available on the tour, vessel or elsewhere at your sole risk and expense without liability or responsibility of AFS whatsoever. Doctors, nurses or other medical or service personnel work directly for you and shall not be considered to be acting under the control or supervision of AFS, since AFS is not a medical provider. Similarly, and without limitation, all spa personnel, photographers, instructors, guest lecturers and entertainers and other service personnel aboard a cruise shall be considered independent contractors who work directly for you. In connection with your cruise or tour, AFS shall not be liable for damages for emotional distress, mental suffering or psychological injury of any kind, under any circumstances, except for such attributable to passenger’s physical injury or as the result of passenger having been at actual risk of immediate physical injury proximately caused by AFS’s negligence. Additional expenses, if any, shall be your responsibility. Conversely, a refund will be made if savings are affected.
You further agree you will not violate any law or intellectual property of AFS which includes: Copying or reverse-engineering our designed itineraries and any aspect of the services such as accommodations and activities we developed for our AFS trips. Nor can you send any unsolicited or unauthorized solicitations or collect email addresses of our AFS clients for the purpose of promoting your own trips.
Force Majeure: A “Force Majeure Event” means the occurrence of an act of war (whether declared or not), hostilities, invasion, act of foreign enemies, terrorism or civil disorder; a strike or strikes or other industrial action or blockade or embargo or any other form of civil disturbance (whether lawful or not), in each case affecting on a general basis the industry related to the affected Services and which is not attributable to any unreasonable action or inaction on the part of the Company or any of its Subcontractors or suppliers and the settlement of which is beyond the reasonable control of all such persons; specific incidents of exceptional adverse weather conditions in excess of those required to be designed for in this Agreement which are materially worse than those encountered in the relevant places at the relevant time of year during the twenty (20) years prior to the Effective Date; tempest, earthquake or any other natural disaster of overwhelming proportions; pandemic or other illness such as SARS, MERS, or the novel coronavirus Covid 19 or any other new or unknown illness or virus; or any other unforeseeable circumstances beyond the control of the Parties against which it would have been unreasonable for the affected party to take precautions and which the affected party cannot avoid even by using its best efforts. In each case where a Force Majeure Event directly causes AFS to be unable to comply with all or a material part of its obligations under this Agreement, the parties agree as follows: AFS shall not be in breach of its obligations under this Agreement as a result of any postponement or cancellation of a trip or incur any liability to you for any losses or damages of any nature whatsoever incurred or suffered by you if and to the extent that AFS is prevented from carrying out its obligations by, or such losses or damages are caused by, a Force Majeure Event. AFS shall take all reasonable steps within its respective powers and consistent with Good Operating Practices (but without incurring unreasonable additional costs) to prevent a Force Majeure Events from adversely affecting your trip; mitigate the effect of any Force Majeure Event on your trip; and comply with its obligations under this Agreement that are consistent with the laws and regulations regarding such Force Majeure Event. AFS will not refund any money paid as a result of a Force Majeure Event. You further agree that AFS shall not be obligated or required to issue a refund as a result of any Force Majeure Event. AFS may, in its sole discretion, issue a credit in an amount to be determined, to be used by you in a future trip.
LIMITATION OF LIABILITY: AFS is not responsible for loss or damage to property, baggage, accident, illness, injury or death to persons resulting from any act of suppliers or caused by strike, war, weather, delays, and government regulations, epidemic/pandemic or any cause beyond our reasonable control. Services provided by AFS and their third—party service providers are subject to laws of the country where the services are rendered. Although we investigate each destination thoroughly, we have no special knowledge of foreign entry requirements or health hazards in regions we travel as local changes in condition may occur. Participants are responsible for verifying any health conditions that could exist at a trip destination. You may visit the State Department at www.travel.state.gov. or CDC websites for details. You agree and understand that there are dangers inherent in travel and that you assume the risk of said dangers and you understand that AFS assumes no liability for any injury or damage that may occur on, during or related to a trip organized by AFS. You further agree that the total liability that AFS may incur under any circumstance for any liability whatsoever, shall be the limited to the profit earned by AFS during the trip in which the liability is incurred.
INDEMNIFICATION: You agree to indemnify and hold AFS harmless for any and all liability that AFS may incur or that may result from your participation in a trip organized by AFS regardless of the nature or cause of the liability. You further agree to indemnify and hold AFS harmless for any liability that AFS may incur as a result of the actions or inactions of third-party service providers and contractors during or part of your participation in a trip organized by AFS. You further agree to indemnify and hold AFS harmless for your actions and inactions that may occur as a result of your participation on a trip organized by AFS.
JURISDICTION: Any suits in connection with this Agreement shall be litigated, if at all, in the state courts of Cobb County, Georgia, to the exclusion of other courts in other states.
ASSIGNMENT: Your right to use the services provided by AFS belongs solely to you and may not be transferred or assigned to any third-party without the express written consent of AFS. NOTICES: Any notices by AFS to you shall be sent to you via email, text message or United States Mail to the contact information you have provided. Any notices to AFS must be sent via email to the contact email address that AFS has provided to you as a part of your trip. TIME OF THE ESSENCE: For all covenants and agreements contained herein, time is of the essence. VALIDITY:Should any one or more provisions of this agreement should be found to be invalid, illegal or unenforceable for any reason, such finding shall not affect or invalidate any other provision hereof. ENTIRE AGREEMENT: This Agreement and all attachments, exhibits and other related documents executed herewith, constitute the parties’ entire understanding and supersedes any oral representations, understandings and offers related to the subject matter hereof. AFS reserves to modify or revise this agreement. ENFORCEMENT COSTS: Should either party need to employ an attorney to enforce the rights and obligations contained herein, said party shall be entitled to recover as damages, reasonable attorney fees and costs of collections.