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RATES: All rates given by Europe Express for services are quoted in US Dollars, NET, non-commissionable and are inclusive of all applicable taxes at the rates in force at time of confirmation. In the event of fluctuations in currency of more than 3%, Europe Express reserves the right to amend the quotation and its prices accordingly. Airfare taxes and fuel surcharges are subject to change without notice until paid in full. All increases or pricing adjustments will be notified to you in writing as soon as it is known.
MINIMUM NUMBER OF PASSENGERS: A group consists of a minimum of 10 full paying passengers. If a group falls below 10 paying passengers or a cancellation causes the group to fall below a particular pricing category (e.g. 20 to 15 pax), pricing and space will be subject to change or cancellation. Free places do not count towards the number of paying passengers.
CANCELLATIONS:Europe Express will confirm bookings, changes and cancellations in writing. Cancellation fees will be charged based on the following schedule, unless otherwise stated on confirmation and deadline sheet.
Individual Cancellations:
- Airfare: Passenger air deposits and payments are refundable as per your group's confirmation and deadline sheet. Cancellations after ticketing are non-refundable.
- Land portion:
- 31 - 60 days prior to departure, $100 minimum per person penalty, plus any non-refundable payments made to vendors on passenger's behalf. Additional costs to be advised as they are received from our vendors.
- 07 - 30 days prior to departure: 85% non-refundable.
- Less than 7 days prior to departure: non-refundable.
- If an individual in the group cancels & causes a roommate to be accommodated in a room for sole occupancy then no refund is given or single supplement may be charged.
Entire Group Cancellations:
- $500 initial deposit is forfeited, plus other land or service payments as outlined in group confirmation/deadline sheet.
- Airline deposits may be forfeited based on deadline/reduction dates stated in the group confirmation/deadline sheet.
- 60-45 days prior to departure, Europe Express will contact land suppliers and attempt to acquire reimbursement. Partial refunds might be given, but are not guaranteed.
- 0-45 days prior to departure: non-refundable.
ACCOMMODATIONS: Hotel accommodation is subject to availability at the time of reservation. If Europe Express is unable to confirm the sample hotel(s) listed in our quotation, we will attempt to secure space at a similar hotel of equal standard and cost. In the event a similar hotel is not available, a supplement may be charged. Some hotels require non-refundable and non-transferable deposits in order to guarantee a booking. In such cases, Europe Express will notify the tour organizer in writing and require non-refundable prepayment for that portion of the package. At certain times during the year many places have 'city-wide' conventions or fairs. During such periods it may be necessary for Europe Express to obtain hotel accommodation from the convention organizers or pay higher rates than usual. This may result in the net rate being higher than our customary group rate and/or the hotel's published rate. Such circumstances shall not be a basis for refund by you or your clients.
CONDITIONS OF PAYMENT: A $500 non-refundable, non-transferable group booking deposit is required on all group bookings to request and initiate hotel bookings. This deposit is deducted from your final invoice. Payment of this deposit and/or any other monies received constitutes agreement to these Terms & Conditions.
Payments to Europe Express shall be made in US Dollars & shall be received by Europe Express no less than 60 days prior departure. Late payments will incur a $50 fee and may result in the non-refundable cancellation of some or all services booked.
The sender is responsible for all bank fees incurred in connection with the transfer of funds or payment of checks. Payment can be made by Agency Check, Cashier's Check, Money Order, Wire/Cable transfer. For bookings made within 60 days prior to departure, final payment is required in the form of a Cashier's Check, Money Order, or Wire/Cable transfer.
REFUNDS & ADJUSTMENTS: Claims for refunds and/or adjustments must be made within 45 days of the disputed service ending. Full details and documentation must accompany claims. Forum for Disputes: The sole and exclusive forum for any unresolved legal claims you may make against Europe Express shall be the United States District Court for the Western District of Washington in Seattle, Washington.
RESPONSIBILITIES & LIABILITY: In common with other companies, Europe Express acts only as an agent for tour members in arranging accommodation, transportation, sightseeing, admissions, and restaurant reservations as appropriate and agreed in each itinerary. As such, Europe Express shall not be liable for any injury, damage, loss, accident, delay, or irregularity which may be occasioned by reason of any company or person engaged in conveying the passengers, or otherwise in connection therewith, of any hotel owner, manager or employee.
Europe Express does not own or operate, nor is it an agent for any of the firms which will provide goods and services for the trip or for any option which may be available in connection with the trip (including but not limited to optional sightseeing, car rental, etc.) and Europe Express has not priced the trip or option to allow Europe Express to guarantee against failure of any such firms. Accordingly, participant(s) agree to seek remedies directly with the supplier, and not to hold Europe Express or sponsoring organization liable, in the absence of its negligence, for any loss, injury, delay or expense which results directly or indirectly from any action or omission, whether negligent, criminal or otherwise, of any entity providing goods and services for the trip or any available option (e.g. without limitation, the quality of services, cleanliness of a hotel, hotel overbooking or any flight delays). Participant(s) also agree not to hold Europe Express or sponsoring organization liable for circumstances beyond its control (e.g. force majeure, terrorism, war, or acts of God). Participant(s) acknowledge that neither Europe Express nor its agents have made any representation or promises with the respect to the tour described Herein except as expressly set forth in Europe Express' literature, unless such agreement is in writing and signed by an officer of Europe Express. Europe Express accepts no responsibility for losses or additional expenses due to delay, changes, or cancellations in train, bus, ship, airplanes or other services, sickness, weather, war, terrorist acts, strikes, quarantine, or other causes. Baggage is transported at the client's risk throughout the tour.
We're off to a great start! You've contacted a leader in the Group Travel industry and we're here to help you through the complicated maze of leading and sometimes even managing many people traveling together. What truly makes group travel successful is having a good understanding of what services we offer and what steps the travel agents, organizers, and group leaders need to take before, during and after the group travels. To make that easier, we've outlined the things you need to do at various stages throughout the life of the group.
As the group organizer, knowing these important details is crucial to the success of your group:
Hotels, venues, air space, and services are subject to availability until a written confirmation has been sent to the group leader. Services such as theatre, rail, certain trains, meals, transfers, river cruises, and all other inclusions, with the exception of hotel and air are booked and purchased upon receipt of final payment. EEI Travel will inform you of any additional payments (listed on the confirmation and deadline information sheet) that may be needed prior to 60 days to book certain services.
The price quoted is based upon the exact inclusions as specified in the proposal. Discrepancies between what your group requires and what is specified in our offer should be addressed before confirmation.
Names must be given as they appear on the passenger's passport, otherwise additional penalties, re-issuing fees, or cancellation of airline reservations with full loss of monies paid may apply.
Airline fuel surcharge and air tax are subject to change without notice until trip is paid in full and tickets are issued. Volatile fuel prices may cause multiple increases per year. You will be liable to pay the exact fuel surcharge cost at the time you are sent the final invoice. EEI Travel urges group leaders to consider collecting payments early in order to issue the air tickets sooner to avoid fuel charge increases. Tickets are non-refundable once issued.
Advance seat assignments might not be possible due to airline policies, and should not be expected. Most airlines secure advance seat blocks for groups, but don't assign specific people to specific seats until airport check-in.
Frequent Flyer miles may sometimes be accrued using our wholesale air contracts (varies by airline), but can never be used for upgrades or free tickets. Passengers who wish to use frequent flyer miles will need to contact and book directly with the airline.
Single, Triple and Quad rooms are limited in availability, are not guaranteed, and may incur supplemental charges. Single rooms consist of one twin size bed and rooms are typically smaller than twin or double rooms. Should a double bed be required for single use, a double room supplement will be charged. Triple rooms may consist of 3 twin beds, 1 double and 1 twin bed or 1 double and a roll-away/pull out bed. Roll-away/pull-out beds are not recommended for children over the age of 11. Quad rooms may consist of 2 double beds. Sometimes we are able to confirm inter-connecting rooms to serve as Quads. In this instance there is no discount. NOTE: all rooms are standard run of the house rooms, unless otherwise stated. King and Queen sized beds are not typically available in standard rooms outside the USA. Some hotels offer superior or deluxe rooms/suites that offer King or Queen sized beds, but these rooms must be requested in advance and additional supplements will apply.
Children Reduction Rates: Infants are considered to be 0-23 months, children are considered to be 2-11yrs at the time of travel. There are some child discounts available, but this varies by hotel and airline. Please check with your group operator for specific information based on your group confirmations. Typically, 1 child can stay free in a room sharing with 2 paying adults. If there are 2 children and 1or 2 adults, one child must pay the adult fare.
Air conditioning is not guaranteed in hotels. Should anyone in the group require a hotel with A/C please advise EEI Travel in advance. NOTE: sometime hotels will only offer A/C in public area's and not in individual bedrooms. Also, hotels will typically only turn on the A/C during certain times of the year, so this may not be available to you year round. Additional supplements may apply.
Baggage handling is offered at most (but not all) hotels and will incur an additional fee (unless included in the quote from EEI Travel). It is best to arrange baggage handling in advance through EEI Travel. Due to narrow streets, buses are not always able to park at the front of the hotel. In this case, passengers may have to walk a short distance with their bag to the hotel.
Coaches used for transfers, sightseeing, and touring typically have a maximum capacity of 48 passengers, unless otherwise stated. For larger groups and all cruise groups with an excess of baggage or more than 48 passengers, two or more buses will used. Buses are not guaranteed to have air conditioning or a toilet on board. Should this be a requirement of the group, we will need to be notified at time of booking and supplemental charges may apply.
Coaches can accommodate one medium bag per person. If additional baggage is desired advanced notice is required and additional charges may apply for luggage trucks or multiple buses. Should passengers on the group bring larger or excess baggage which cannot be accommodated on the coach and fail to inform us in advance, they will be responsible for transferring their own baggage to the destination and incur that cost themselves.
Each passenger must check airline baggage requirements for all flights being taken. Inner-country flights and carriers may have different requirements than the original flight departing from the USA. All baggage fees and additional charges are the responsibility of each passenger.
As the group organizer, your role will include agreeing to the following terms:
The EEI Travel terms and conditions (see above)
The trip confirmation and deadline information sheet, including payment terms and dates.
A late fee of $50 will be charged if final payment is received less than 60 days prior to travel.
A $50 EEI Travel deviation fee plus any difference in fare and possible fees from service providers will be charged to each passenger wishing to deviate from the group.
A group is considered a minimum of 10 paying adult passengers. If the group falls below 10, additional surcharges may apply and hotel and air space will have to be rebooked and re-priced. Penalties may apply for airlines, hotels, or other pre-booked services.
For those wishing to purchase travel insurance, the premium must be paid at the same time as their original deposit in order to have pre-existing conditions covered. The group leader or agent will need to have the passenger sign the insurance form and also give the passenger the insurance brochure of coverage (both the form and the brochure are available from EEI Travel). Since the premium amount is based on the total price of the tour, be sure to add in any profit or commission before figuring out which level of insurance they will need to purchase.
As the group organizer, the following important details must be managed by you:
There will be only one main point of contact for the group. All questions, group arrangements, deviations, and details must go through you, the group leader. All changes, requests, or booking requirements should be sent in writing. In addition, EEI Travel should be notified in advance for any special passenger needs or details of travelers with disabilities.
If passengers need to make payments directly to EEI Travel, they can do so by check, money order, or by filling out and faxing in the credit card form that we provide to you.
At 70 days prior to departure, the following information should be submitted to EEI Travel:
Surname
(Last Name) | Given Name
(First Name) | Passport No. | Expiration | Date of Birth | Passport
Nationality | Sex | Special Needs |
All necessary entrance documents (such as passports, visas, etc) for each country being visited should be taken care of and paid for by the group leader and/or individual passengers. Also, passports should be valid for 6 months after the return date. Check www.travel.state.gov for the most up to date information and requirements.
Exit taxes or fees charged by other countries when you are leaving that country must be paid by each passenger locally and are not part of the package.
EEI Travel appreciates your business and we look forward to helping you in any way that we can to ensure your success as a group leader. We have many templates and tools to help you keep your group organized and on track. Please let us know how we can help.
By signing below I confirm that I have read and agree to the above responsibilities, the trip details and terms and conditions.
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Signature of Travel Agent/Group LeaderDate
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