These Booking Conditions are valid for all Roadies tours departing after June 1, 2018, and are subject to change with or without notice. For the most current Booking Conditions, visit roadies.coach/bookingconditions. All tours are operated inside of the U.S. by Roadies Coach, Inc.
I. WHAT’S INCLUDED IN THE PRICE?
• Program price based on standard rooming occupancy (see Rooming section)
• Non-refundable deposit
• Accommodations during tour
• A Tour Manager
• A daily excursion led by Tour Manager or local guides as specified
• Entrance fees as specified *note National Park entrance fees will be charged
• Breakfast daily when breakfast package selected
• Transportation between locations on Roadies coach
• Support from Roadies representatives
What does the non-refundable deposit include?
• All travelers must pay the non-refundable, non-transferable deposit upon booking in order to complete the enrollment.
• The non-refundable deposit includes:
– Processing services by Roadies staff to secure your space on tour
– Preliminary reservations with Base Camp partners, other Excursion Partners, and other suppliers
II. WHAT’S NOT INCLUDED IN THE PRICE?
• Rooming with Base Camp partners and any upgrades
• Optional excursions
• Travel Protection
• Beverages, lunch, and dinner (except where specified in the itinerary) Breakfast package can be requested, but is optional.
• Transportation to free-time activities or excursions
• Transportation to or from airports
• Customary gratuities (for your Tour Manager, coach drivers and local guides)
• Expenses caused by airline rescheduling, cancellations or delays caused by the airlines, bad weather or events beyond Roadies control (see Flight Information section for details)
• Passport, visa and reciprocity fees
• Fees associated with Special Travel Arrangements (See Special Travel Arrangements section)
III. PRICE VALIDITY
Based on exchange rates, fuel prices/surcharges and land costs, all prices are subject to increase prior to the time of booking. All prices are in U.S. dollars. For current pricing, please see our website.
While Roadies makes every effort to ensure the accuracy of its publications, it cannot be held responsible for typographical or printing errors (including prices).
IV. GROUP TRAVEL
How does group travel work?
Tours are designed for 21 to 55 year olds, as reflected in the pacing, accommodations, activities, and other aspects of the tour. We believe that all people should have the opportunity to travel, which means we do everything we can to keep our program prices low without sacrificing quality. One of the ways we do this is by arranging group travel so that all travelers help cover the cost of transportation, tour guides, sightseeing tours, accommodations, etc. In the event of low enrollments, Roadies reserves the right to reschedule or cancel a tour. If this happens, Roadies will offer you a comparable tour and/or departure date with a sufficient number of travelers. If neither of these options is available, you are entitled to a refund of all monies paid.
What should I know about itinerary modifications?
If improvements can be made to your tour itinerary or unforeseen circumstances necessitate changes, Roadies reserves the right to amend your itinerary prior to your departure and while on tour. Reasons that may necessitate an itinerary change include but are not limited to: local or national holidays, special events, severe weather, road closures, or other unexpected conditions. Roadies will make every effort to minimize inconvenience for our travelers; however, such circumstances may require adjustments such as changing the order in which locations are visited on your itinerary, altering your length of stay in a location, or including an alternative location. Other possible changes include departure, arrival or return dates. On certain days, especially holidays and special events, some tour inclusions—such as (but not limited to) historical sites, museums, castles, churches, and shops—may be closed or allow limited access. If we are unable to adjust the itinerary to accommodate for local access restrictions to attractions, we will substitute different inclusions or provide a refund for any missed activity after tour. If your enjoyment might be diminished by such minor limitations, it is your responsibility to check with the respective tourist organizations before selecting a tour and travel date.
You will be subject to standard cancellation fees should you choose not to travel on a modified itinerary. If you wish to change the date or destination of your tour, Roadies must be notified by 99 days prior to departure (see Rebooking section.) After this time, additional fees will be incurred and changes may not be accepted.
When should I book my tour?
We suggest that you book as soon as possible at roadies.coach because tours tend to fill up quickly and enrollments are processed on a “first-come, first-served” basis. It is recommended that you enroll with at least 99 days prior to departure; enrollments submitted after this deadline require an additional fee (see Late Enrollment section.) At the time of booking, you should provide your complete first, middle and last names and date of birth as they appear (or will appear) on your passport; this information may be used to make reservations and it is your responsibility to ensure accuracy If travelling from outside the USA and you have not yet applied for a passport, you should provide your full name and date of birth as they appear on your birth certificate.
What is the cost of a name correction?
After enrollment is complete, we strongly recommend that you review your online account to ensure that your full passport name and date of birth are reflected accurately. If you need to make any changes to this information, it is your responsibility to notify Roadies by 99 days before your scheduled departure. Failure to do so could result in additional fees, as described below. If you need to make any corrections to match your passport name after 99 days prior to departure, it will necessitate that we change any reservation, resulting in a minimum service fee of $100. This may also result in a different itinerary than you were originally booked on, and/or may result in different itineraries from the rest of the original group.
After enrollment, what happens if I would like to rebook to a different tour or departure date?
If you would like to change the date or destination of your tour, you must notify Roadies in writing of your request by 99 days prior to the departure date of the tour on which you are presently enrolled. Your request is subject to approval based on space available for the new trip to which you would like to rebook. Once approved, your account will be adjusted to reflect the details and current price of the new tour in addition to a $50 non-refundable service fee. If you request to rebook to a tour in a different travel season,* you must pay a non-refundable $50 service fee at the time of rebooking. You are responsible for paying the full balance reflected on your updated account. Roadies standard cancellation policy will apply based on the departure date of the newly selected tour. In the event that you cancel off your newly selected tour, your cancellation fees will be the higher of the newly booked tour cancellation fee or the original tour cancellation fee at time of rebooking based on Roadies standard cancellation policy at the time of final cancellation.
VI. LATE ENROLLMENTS
Can I enroll after 99 days prior to departure?
If you enroll 98 days or fewer prior to departure, you must pay a non-refundable $125 late enrollment fee as well as any additional costs incurred to secure your late reservation with Base Camp partners, Excursion partners and other suppliers. Your reservation is pending while we check availability. If we are able to secure a place for you on tour, you will receive notification confirming that your reservation is complete, the $125 fee is assessed, and Roadies standard cancellation fees then apply (see Payment Plan section for guidelines and payment schedule.)
Should your reservation incur additional costs, a Roadies Tour Consultant will contact you to discuss your options. If you decline to pay the additional fees, or if we are unable to secure your place on tour due to availability restrictions, you will receive a full refund and your pending reservation will be cancelled.
If you are booking 30 days or less prior to the scheduled departure date for your trip, you are required to pay in full at the time of booking and standard cancellation fees then apply; you are not eligible for the 48 hour risk-free period.
VII. PASSPORTS AND VISAS
Who is responsible for getting passports, visas, and other travel documents?
It is your responsibility to review entry requirements for the USA, and to obtain any necessary travel documents, including a passport and any applicable visas, prior to departure. If you are unable to obtain these travel documents for any reason, Roadies standard cancellation policy will apply. Please be sure your passport is valid for at least six months after your tour ends. Non-U.S. citizens especially will need to contact the U.S. embassy and/or consulate to ensure they meet specific entry requirements. Visit the U.S. Department of State at travel.state.gov for further information.
What type of accommodations will I be staying in?
In order to align with the interests of the traveler and to provide our travelers with the best overall value, Roadies provides sleeping accommodations in designated sleep pods on the Roadies coach. The coach accommodations includes, air conditioning, WiFi, a kitchen with refrigerator and coffee machine and a bathroom with toilet. This is included in the basic price of the tour. At each location we will have a Base Camp partner whose amenities will be available for use – although this may differ by location. We will also offer Hotel accommodation – at our Base Camp Partner – at either end of the tour for travellers who arrive early, or wish to stay beyond the designated tour dates. This will be charged at the advertised price – see roadies.coach.
IX. OPTIONAL EXCURSIONS
What are optional excursions?
In order to provide choice, flexibility and the opportunity of enjoying additional experiences to our travelers, Roadies offers these activities (for a supplemental cost) in addition to what’s already included on the itinerary. If you choose not to participate in an optional excursion, you will have free time. Optional excursions require a minimum number of participants in order to run on tour; minimum enrollment requirements vary for each excursion and are subject to change. If your excursion is cancelled by Roadies on tour due to low enrollment, you will be refunded post-tour for the amount you previously paid to book that particular excursion.
When should I purchase optional excursions?
To secure a discounted price and guarantee your place on the excursion, most optional excursions need to be purchased by 30 days prior to departure. The majority of excursions can also be purchased on tour at a slightly higher price. However, exact booking deadlines for each excursion may vary and we recommend that you carefully review our website for optional excursion details. For example, there are a few optional
excursions that must be purchased before tour no later than 45 days prior to your departure. Some optional excursions also have limited capacity, and reservations will be processed on a “first-come, first-served” basis. Please note that excursion prices and booking deadlines are subject to change.
Are optional excursions refundable?
As above, if Roadies cancels an optional excursion (due to low enrollment, for example) you will receive a full refund for the excursion after returning home from tour. To receive a refund for an excursion that you simply no longer wish to be enrolled in, you must let Roadies know by 30 days prior to departure or no refund will be given.