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Tour & Rally Registration Agreement Terms & Conditions

Effective July 1, 2020

Adventure Caravans, Inc., is a tour operator specializing in guided RV Tours. By booking your tour or rally with us, you agree to the terms of this Agreement. If you do not agree with our terms and conditions you should not proceed with making a tour or rally registration. You acknowledge and agree that we may change these terms and conditions from time to time and that those changes become effective immediately. You agree to the terms and conditions that are in effect at the time of your travel or cancellation, whichever applies.  You agree that it is your responsibility to be familiar with these terms and conditions and to check our website at adventurecaravans.com from time to time for any changes.

These terms and conditions together with any other documents we provide you (the “Agreement”) describe what you are legally entitled to expect from us when you book your tour or rally through us, in addition to important obligations you make as a customer that affect your legal rights. The terms “we”, “us” and “our”, and “Adventure Caravans” refer to Adventure Caravans, Inc. The term “you”, “participant”, “customer”, “tour member” and “guest” refers to the customer booking a registration with us.

You represent and warrant that (a) you are of sufficient age to use our services and website and can create legal obligations in connection with your use, (b) you are legally authorized to act on behalf of those you represent and accept these terms and conditions on their behalf, and (c) the information supplied by you is true and correct. You understand that you are financially responsible for our services and those for whom you make a registration for.

Payment Terms
The operation of RV Touring requires extensive long-term planning and costs are incurred long before the actual departure date. In consideration for this planning the following deposit & final payment terms apply: A deposit of 15% per RV is required to confirm your registration. Final balance is due 90 days prior to departure for all standard registrations. Final balance is due 120 days prior to departure for all Overseas & Specialty Registrations. Specialty Registrations include: Beluga Whales, Polar Bear (Regular & Fly-In), Kentucky Derby, NASCAR, New York City, and New York-Penn Dutch. Interest-free, monthly payment plans are available, for details call 936-327-3428. All payments must be made in US funds. We reserve the right to cancel your reservation that will be subject to the below cancellation policy should we not receive any payment due in full and on time.

Make all checks payable to Adventure Caravans, Inc. and mail to PO Box 30 Livingston, TX 77351. While we also accept major credit cards including Visa, Mastercard, and Discover, participants agree to provide a verbal or signed charge authorization agreement for each credit card transaction.  Your authorization is a binding agreement for us to charge your card and as such you waive any right to chargeback in the case of cancellation for any cause (except fraud), including a Force Majeure event, as defined herein, and agree to refund policies and procedures as outlined in these Terms and Conditions. In the event a Participant attempts to chargeback, reverse, or recollect a trip payment already made without the authorization of Adventure Caravans, we reserve the right to collect all additional costs, fees and expenses associated with such chargeback, reversal or recollection, including, without limitation, attorney fees.

Cancellation Policy
As described above, Adventure Caravans is required to pay many suppliers well in advance of your tour date. All suppliers have their own cancellation policies, which may apply to your booking. Should you have the need to cancel your registration prior to the start of your caravan or rally, please call 936-327-3428. A written notice is required by email to info@adventurecaravans.com. Upon receipt, Adventure Caravans will follow industry procedures for all applicable refunds. Refunds are paid within 30 days upon receipt of your written notice of cancellation. Tour & Rallies begin at 12:01am on day of rendezvous.  No refunds will be given once the tour or rally has begun. Should you need to switch your tour up to 150 days prior to departure, your tour payments will be transferred to the new tour less a $50 tour change fee.  In addition to any terms of our suppliers, any refund will be at our sole discretion, but will be subject to the following:

Standard Refund Policy

  • 150 days prior to departure: 100% of monies paid will be refunded less a standard cancellation fee of $100 per person.
  • 149 to 90 days prior to departure: 10% of the full tour price (excludes any discounts) will be retained from monies paid.  All remaining monies paid will be refunded.
  • 89 to 60 days prior to departure: 15% of the full tour price (excludes any discounts) will be retained from monies paid.  All remaining monies paid will be refunded.
  • 59 to 30 days prior to departure:  20% of the full tour price (excludes any discounts) will be retained from monies paid.  All remaining monies paid will be refunded.
  • 29 days or less prior to departure: 30% of the full tour price (excludes any discounts) will be retained from monies paid.  All remaining monies paid will be refunded.
  • .

Overseas and Specialty Registration Refund Policy*

  • 150 days prior to departure: 100% of monies paid will be refunded less cancellation fee of $250 per person.*
  • 149 to 120 days prior to departure: 15% of the full tour price (excludes any discounts) will be retained from monies paid.  All remaining monies paid will be refunded.*
  • 119 to 60 days prior to departure:  25% of the full tour price (excludes any discounts) will be retained from monies paid.  All remaining monies paid will be refunded.*
  • 59 to 45 days prior to departure:  40% of the full tour price (excludes any discounts) will be retained from monies paid.  All remaining monies paid will be refunded.*
  • 44 to 30 days prior to departure: 55% of the full tour price (excludes any discounts) will be retained from monies paid.  All remaining monies paid will be refunded.*
  • 29 days or less prior to departure: 80% of the full tour price (excludes any discounts) will be retained from monies paid.  All remaining monies paid will be refunded.*

*EXCEPTION: Australia-New Zealand tours are subject to an additional $500 per person cancellation fee.

Cancellations by Adventure Caravans
Adventure Caravans reserves the right to cancel any tour at its sole discretion. In the unlikely event a tour is cancelled by Adventure Caravans and we are unable to reschedule, all funds collected from any participant will be refunded in full except in the case of force majeure. Monies are refunded to the original payer and are not transferable.

Force Majeure
Adventure Caravans shall not be responsible for, and shall make no refund for, events beyond its control, such as, without limitation, acts of God, strikes, acts of war, terrorism or civil disturbance, government restrictions, changes of schedules or operational decisions of air carriers, terrorist activity or the threat thereof, industrial action, natural or nuclear activity, epidemic, pandemic, illness, physical injury, quarantine, medical or customs or immigration regulation, delay, or cancellation, adverse weather conditions, fire, or for acts or omission of Third Parties or other parties not under the control of Adventure Caravans and all similar events outside our control.

Medical Emergency or Mechanical Breakdown
We cannot be responsible for medical emergencies or mechanical breakdowns.  Should you need to leave early for any reason, no refund will be provided.

Travel Protection Coverage
Adventure Caravans strongly encourages you purchase travel/medical/baggage protection for the trip.  Such plan should cover Trip Cancellation or Interruption, Cancel for Any Reason, Medical Expense, Emergency Evacuation/Repatriation, and Baggage. Travel protection plans can help protect you in the event of loss of non-refundable trip deposits and payments that result from cancellation or trip interruption (due to a covered reason such as injury or illness before or during the trip). It also helps with reimbursement for medical emergency costs (including very costly medical evacuation costs), missed connections and baggage loss.

A free quote by Adventure Caravans is available upon request for travel protection through Travel Guard.  Adventure Caravans is not qualified to answer technical questions about the benefits, exclusions, and conditions of travel protection plans. Adventure Caravans cannot evaluate the adequacy of the prospective insured’s existing insurance coverage. If you have any questions about your travel protection, call your insurer, insurance agent or broker, or Travel Guard directly at 800-826-1300.

https://adventurecaravans.com/travel-insurance/

Certain countries have a requirement for foreign visitors to have valid medical insurance on entry. Adventure Caravans cannot be held responsible for denied entry if a guest is unable to provide details to authorities of insurance or denial of entry for any reason. Declining or not having adequate travel protection could result in the loss of your travel cost and/or require more money to correct the situation. You also acknowledge that without adequate coverage, there may be no way to recoup any losses, costs, or expenses incurred. If you choose to travel without adequate coverage, we will not be liable for any of your losses howsoever arising, for which travel protection would otherwise have been available.

Non-Responsibility
Adventure Caravans, Inc., our employees, owners, officers, shareholders, agents, independent contractors, and representatives (Adventure Caravans) acts only as an agent for the transportation companies, sightseeing contractors and other principals included in the itinerary and is not a principal or operator for the subject services. Adventure Caravans is an independent contractor and is not an employee, agent, or representative of any of these suppliers. Adventure Caravans does not own, manage, operate, supervise, or control any transportation, vehicle, airplane, hotel, RV park or restaurants, or any other entity that supplies services related to your tour (Suppliers). Adventure Caravans is not affiliated with any other tour operator. All suppliers are independent contractors and are not agents or employees or representatives of Adventure Caravans. All tickets, receipts, coupons, and vouchers are issued subject to the terms and conditions specified by each supplier, and by accepting the coupons, vouchers, and tickets, or utilizing the services, all customers agree that neither Adventure Caravans, nor its employees, agents, or representatives are or may be liable for any loss, injury, or damage to any tour participant or their belongings, or otherwise, in connection with any service supplied or not supplied resulting directly or indirectly from any occurrence beyond the control of Adventure Caravans. Adventure Caravans assumes no responsibility or liability for any delay, change in schedule, loss, injury or damage or loss of any participant that may result from any act or omission on the part of others; and Adventure Caravans shall be relieved of any obligations under these terms and conditions in the event of any strike, labor dispute, act of God, or of government, fire, war, whether declared or not, terrorism, insurrection, riot, theft, pilferage, epidemic, pandemic, illness, physical injury, quarantine, medical or customs or immigration regulation, delay, or cancellation. Adventure Caravans accepts no responsibility for lost or stolen items. Adventure Caravans reserves the right to refuse any participant or potential participant at its sole discretion.

Additional Risks
Additional risks and dangers may arise including, but not limited to, hazards of travel by  RV, train, automobile, motor coach, aircraft and other means of conveyance, animal interactions, swimming, forces of nature, political unrest, other unrest, risks associated with water, food, plants, insects and differing animal regulation, and acts of national and local governments and unrest and acts of others against governments. These risks are not an exhaustive list but are examples of many kinds of risks. You are voluntarily participating in these activities with the knowledge that there are significant dangers involved, and you hereby agree to accept any and all risks. Therefore, the only function of Adventure Caravans, Inc. is to organize and facilitate the tour or rally.  Anyone going on said tour or rally agrees to fully assume all risks of accident, illness, injury, infection, death or damages to themselves or their property. Further, they hereby release, hold harmless and agree to indemnify Adventure Caravans, Inc., and its affiliates, agents, contractors and employees from all liability, damage claims, demands, inconveniences, distress, frustration or cause of action – whether physical or mental. Wagonmasters and Tailgunners are Independent Contractors hired to facilitate tours and rallies and are not employees of Adventure Caravans, Inc. Neither Adventure Caravans, Inc. or third-party providers of outside services shall be held liable for any act, error, or omission. This release of liability and assumption of risk agreement is entered into on behalf of you and all members of your family and party, also including minors. This agreement also binds your heirs, legal representatives and assigns.

Changes to Price, Itinerary, Tour Activities & Overbooking
Adventure Caravans prices tours and rallies well in advance of travel. Our dedication is to provide the best quality and pricing on any guided RV tour or rally. Itineraries and prices are subject to change only due to improvements and/or number of days and/or activities. Prices are subject to change due to ferry re-measuring, fuel surcharges, and/or major fluctuations in currency exchange rates. You will be notified and agree to any additional charges or credits by Adventure Caravans due to the difference between estimated and the actual vehicle measurement by the ferry company at time of crossings.

While no changes are anticipated, there may be occasions when certain alterations become necessary.  These can be due to religious holidays, national celebrations, or unforeseen events including weather, governmental closures, acts of God, or any other reason. Adventure Caravans reserves the right to change the itinerary, activities, travel route, and/or meals due to such unforeseen circumstances, emergencies, or as we deem necessary. Additionally, historic sites undergo renovations from time to time which can obscure viewing or otherwise change the nature of visiting these sites.  No tours will be cancelled due to renovations, although Adventure Caravans may choose to amend itineraries for such sites.   These changes will not be considered a material change and will not be considered cause for cancellation by the guest.  If we suggest alternate activities in place of a planned stop or in case of leisure time, such suggestions do not constitute our endorsement.  In such a case you will be subject to the terms and conditions of the supplier of the activity and your only recourse in case of damage will be against the supplier of the alternate activity.  Due to last minute cancellations, Adventure Caravans reserves the right to overbook any rally or tour by four (4) rigs.  Should any moving tour have less than twelve (12) rigs, the Wagonmasters may also perform the duties of the Tailgunners.

International Travel
By offering travel to any particular destination, we do not represent that travel in such destination is safe or without risk.  It is the responsibility of the Participant to become informed about the most current travel information, advisories and warnings by referring both to the U. S. State Department’s travel website at www.travel.state.gov/ and by accessing the Centers for Disease Control (CDC) website at https://wwwnc.cdc.gov/travel/notices.  Should you choose to travel to a country that has been issued a travel warning or advisory, Adventure Caravans will not be liable for damages or losses that result from travel to such destinations.

Trips outside the USA require a valid U.S. passport or other acceptable forms of citizenship proof.  Passports must be up to date with an expiry at least 6 months after the trip return date.  It is your sole responsibility to secure and/or pay for all visas, reciprocity fees, affidavits, immunizations, etc. that are required to be permitted entry into each destination. In some countries you may be subject to entry (reciprocity) fees and/or departure taxes/ exit fees which will be collected at the airports upon entry/departure by local government authorities.  Please note that entry to any country may be refused even if the required information and travel documents are complete. Adventure Caravans bears no responsibility for advising and/or obtaining required travel documentation for you, or for any delays, damages, and/or losses including missed portions of your vacation related to improper documentation or government decisions about entry.

It is the Participant’s responsibility to ensure that all the details on your travel documents are correct and to bring to our attention any errors or discrepancies immediately. We recommend that you keep a copy of your scanned passport (photograph page) on your email while traveling.

Certain countries have a requirement for foreign visitors to have valid medical insurance on entry. Adventure Caravans cannot be held responsible for denied entry if a guest is unable to provide details to authorities of insurance or denial of entry for any reason. Declining or not having adequate travel protection could result in the loss of your travel cost and/or require more money to correct the situation. You also acknowledge that without adequate coverage, there may be no way to recoup any losses, costs or expenses incurred. If you choose to travel without adequate coverage, we will not be liable for any of your losses howsoever arising, for which travel protection would otherwise have been available.

Disinsection: Most countries reserve the right to disinsect aircraft if there is a perceived threat to public health, agriculture, or environment.  While this is not a common practice, we want you to be aware that it is a possibility. This process includes the following: (1) spray the aircraft cabin with an aerosolized insecticide while passengers are on board or (2) treat the aircraft’s interior surfaces with a residual insecticide while passengers are not on board. For more information you can visit the U.S. Department of transportation website at: https://www.transportation.gov/airconsumer/spray.

Liability Waiver
Participant acknowledges that they will be required to sign a Liability Release agreement provided by Adventure Caravans, Inc., prior to participating in any tour or rally. Failure to sign the Liability Release will cancel participant’s tour or rally and that tour or rally will not be eligible for a refund.

Medical Disclaimer
You must notify us, at or prior to booking, of any medical, physical, or other condition, which may require professional attention during a tour or rally or may require the use of special equipment. Participants with disabilities are welcome and must always be accompanied by a companion capable of providing all required and needed assistance and must not require special assistance from Adventure Caravans or its suppliers. Participants with disabilities must notify Adventure Caravans at the time of booking of their status and of the identity of their non-discounted, paid travel companion who will be responsible for providing all necessary assistance. Please note that facilities outside of the USA may not be in compliance with the Americans with Disabilities Act and may not have wheelchair accessibility.  It is also necessary to advise Adventure Caravans, Inc. of your special dietary needs.  While most vendors used on our tours or rallies will be able to accommodate your dietary needs, please be prepared to provide for your own special dietary needs. Adventure Caravans is not responsible for food prepared by Independent Contractors or Third Parties.

Health and Safety on Tour
Certain itineraries and tours are not scooter or wheelchair accessible and some tours may include travel in altitudes up to 10,000 feet.  Adventure Caravans, Inc., reserves the right to decline any tour participant who, in our opinion, may affect the health, safety or enjoyment of other participants.  It is the responsibility of the guest(s), not Adventure Caravans, Inc., to see to any and all of your special needs required during the duration of the tour or rally. Children under 18 must be accompanied by an adult on all excursions.

For the safety or our guests, Adventure Caravans reserves the right to request health information prior to travel and to exclude any participants it deems unfit for travel at its sole discretion.

Tour Member Responsibility
Tour or Rally members are responsible for their personal health, behavior, actions, driving infractions, insurance, mechanical maintenance of their vehicles and group cooperation. Adventure Caravans, Inc.  Wagonmasters reserve the right to decline attendance or participation of any tour or rally member without refund if his/her conduct is contrary to the best interest of the other tour or rally members in the group. Any tour or rally member who does not show up, deviates from, or leaves the group early for any reason whatsoever, forfeits his/her fees paid. By accepting the tour or rally and making the deposit, registrant(s) understand and agree to abide by the terms and responsibilities of this agreement.

It is understood and accepted that the function of Adventure Caravans, Inc. is to organize and facilitate the tour or rally. It is agreed that whoever is going on said tour or rally is doing so entirely upon their own initiative, risk and responsibility (not acting under anyone else’s direction and/or control during said tour or rally), and will have complete and unrestricted control over their vehicles. It is the driver of the RV or other vehicle who is ultimately responsible for avoiding obstacles and/or dangerous situations and is solely responsible for any damages to their property or the property of others.

When you book with us, you accept responsibility for any damage or loss caused by you. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be paid direct at the time to the accommodation owner or manager or other supplier. You must indemnify us for the full amount of any claim (also including legal costs) made against us. Adventure Caravans is not responsible for any costs incurred concerning a guest removed from a tour. Guests agree not to hold Adventure Caravans or any of its related entities liable for any actions taken under these terms and conditions.  Baggage and personal effects are always the sole responsibility of the participant.

Photographs
Tour or Rally attendees grant full permission to all foregoing use of his/her likeness, including photographs and video recording, for publicity and advertising purposes without compensation.

Severability
If any provision of these terms and conditions shall be held unenforceable, such provision shall be struck and the remainder shall remain enforceable.

Jurisdiction and Applicable Law
The laws of the State of Texas shall govern the jurisdiction, venue, interpretation and construction of these Terms and Conditions, without regard to conflict of law.  Any disputes arising hereunder shall be litigated in a State or Federal Court in the State of Texas.  All guest claims must be submitted in writing and received by Adventure Caravans no later than thirty (30) days after the completion of the Adventure Caravans Tour.  Guest claims not submitted and received within this time shall be deemed waived and barred.