Terms & Conditions

The Highlights

PAYMENT
Trip payment is due upon booking a trip.

REFUNDS / EXCHANGES
Change your mind within seven days of purchase and we’ll give you a full refund. Something comes up after that, we’ll give you an exchange for a different week (pending availability).

ITINERARY
Please note, from time to time, Roadies might need to change the itinerary of the trip due to weather, local emergencies, etc. We will always do our best not to change the beginning or end location.

CODE OF CONDUCT
We expect each of our guests to treat others the way they’d like to be treated and behave well (at least reasonably well). If a tour guide determines at any time that your behavior is dangerous or ruining the trip for the other guests, you will be dropped off at the closest transportation hub and will be responsible for the cost of transportation. No refund will be issued.

PHYSICAL ACTIVITY
Some activities and/or excursions will have a range of levels of physical fitness. Our guides will try to advise you on how strenuous an activity is, but ultimately it will be your responsibility to determine if you can do the activity and/or excursion.

The Details

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)
• Porterage
• 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.

V. ENROLLMENT

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.

VIII. ROOMING
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.

X. SPECIAL TRAVEL ARRANGEMENTS
If you would like to arrive early at your destination, stay behind to explore more, or visit another city, Roadies can help you to customize your travel itinerary to fit your travel preferences. Requests to customize your itinerary are available for a non-refundable special travel fee of $30 plus any additional costs incurred. Please note that options are subject to availability and Roadies cannot accommodate requests to arrive after the scheduled start of the tour or to depart before the scheduled end of the tour. Your Special Travel Arrangement is personal travel time, without the services of a Tour Manager or the company of your tour group. Roadies is unable to recommend or book accommodations, airport transfers, sights or transportation between cities for you during your Special Travel Arrangement. You are responsible for making all of these arrangements on your own and the associated costs. As noted in the previous section of this document, we do not advise booking your own flights or travel arrangements until your tour has been confirmed at 60 days prior to departure.

How do I submit a request for a Special Travel Arrangement?
You can request a Special Travel Arrangement online at roadies.coach upon enrollment or until 99 days prior to departure through your online account. If Roadies can confirm your request for a Special Travel Arrangement, your online account will reflect your new travel dates and gateways in addition to a $30 non-refundable special travel fee. Should your reservation incur additional costs, an Roadies Trip Consultant will contact you to discuss your options.

Special Travel Arrangement Terms & Conditions
• Roadies cannot guarantee that we will be able to accommodate your request for a Special Travel Arrangement. Options are subject to availability and additional costs, which are the responsibility of the traveler If Roadies is unable to accommodate your Special Travel Arrangement request, Roadies standard cancellation fees still apply.

• Roadies cannot guarantee specific airlines, routings, or flight time preferences. Roadies also does not guarantee that you and your traveling companion(s) can be booked on the same itinerary. Additionally, please note that if you are traveling with a friend who has not made the exact same Special Travel Arrangement, you will most likely not be on the same itinerary due to your differing travel dates and/or destinations; this is to be expected even if you are traveling from the same domestic home gateway.
• If you book a Special Travel Arrangement and in doing so elected to alter your arrival or departure flights in any way, Roadies is unable to arrange airport transfers for you; you are then responsible for arranging your own transportation to the first location at the beginning of tour and back to the airport at the end of tour.
• It is your responsibility to review the published itinerary and to make your own arrangements to arrive in time for the first scheduled Base Camp and tour activities, and to depart following the scheduled end date.
• You will start and finish your trip at different locations. As such you will need to plan your arrival and departure transportation accordingly. For example, the Sunshine & Lights tour starts in San Diego and finishes in Las Vegas and the Hot N’ Spicy tour starts in Las Vegas and finishes in San Diego
• Roadies cannot arrange extended layover requests.
• If you book your tour fewer than 99 days prior to departure, you must submit your Special Travel Arrangement request at the time of enrollment.
• It is your responsibility to review your Special Travel Arrangement for accuracy. You must submit any changes or additional requests prior to 99 days before departure. At 99 days prior to departure, all Special Travel Arrangement requests are considered final. After this point, changes to travel dates, destination cities, or any other adjustments are subject to penalties or fees determined by the airline; you are responsible for any such costs.

XI. MISCELLANEOUS
When does the tour officially start and end?
Each tour begins at 3:00 p.m when you arrive at the starting Base Camp location. and ends at 10:00 am at the Base Camp of the final location according to the itinerary. The official length of an Roadies tour does not include Special Travel Arrangements.

What happens if Roadies has to cancel or modify a tour?
Roadies retains the right to cancel, modify or delay the tour as a result of unforeseeable events that are beyond Roadies reasonable control, including but not limited to, acts of God, war (whether declared or undeclared), terrorist activities or threats of terrorists activities, instability in a destination country, incidents of violence, public health issues or quarantine or threats of public health issues, substantial currency fluctuations, strikes, government restrictions, fire or severe weather conditions, or any other reason that makes it impossible or commercially unreasonable or impracticable in the sole opinion of Roadies to conduct the tour as originally contracted. If Roadies cancels the tour for any such reason, you will receive an Roadies future travel voucher for all monies paid, less the non-refundable deposit and any additional non-refundable fees. Cancellation by Roadies for causes described in this section shall not be a violation of its obligations to any traveler.

What if I am owed a refund?
Refunds will either be mailed via check or credited back to the card used to make the original payment. Refunds via check will be issued in the name that appears on the traveler’s account. Please allow four weeks for a refund to be executed. Refunds can only be made back to the same card or checking account used previously, and only up to the amount previously paid on that specific card or checking account. There will be a non-refundable $35 stop-payment fee for lost refund checks.

What about lost belongings?
Roadies is not responsible for loss of passports, airline tickets or other documents, or for loss of or damage to luggage or any other belongings. The traveler is solely responsible for all logistical and financial requirements necessary to replace lost belongings and personal documents.

What if I decide to leave a tour early?
If you decide to leave tour early due to loss of interest, sickness, or other personal reasons, you are responsible for any additional costs incurred by interrupting the tour. This includes, but is not limited to any other additional costs such as those associated with transportation, accommodations, and meals. You will not be reimbursed for any missed portions of the tour resulting from your interruption.

What if I have dietary restrictions or a food allergy?
Roadies recognizes that some travelers may have dietary restrictions or severe food allergies. Please make your Roadies Tour Manager is aware of your needs, and we will do our best to ensure that our suppliers are informed of your dietary requirements. However, we cannot guarantee that all requests will be accommodated.

What if there is a Travel Warning issued in the destination I am traveling to?
Roadies will not operate any tour to a location where travel is advised against by an active U.S. Department of State Travel Warning. In the event the U.S. Department of State issues a formal Travel Warning within 60 days of your departure, stating that Americans should not travel to any location or locations included in the tour itinerary, you may change the travel dates of your current tour or work with Roadies to select a new tour. If the new tour has a higher price, you will be required to pay the difference as a condition of traveling.

XII. CANCELLATION POLICY
The cancellation policy outlined below takes into consideration the costs Roadies incurs long before groups ever depart. Notice of cancellation from a Roadies tour will only be accepted from the traveler. The date of cancellation will be determined by the date on which Roadies receives notice. Refunds can be issued by check to the person whose name appears on the account, or issued back to the credit card(s) used to make prior payments (up to the original amount charged per credit card account). In order to qualify for refunds in accordance with Roadies standard cancellation policy, all payments must be received on time. Non-
refundable service fees will be deducted from the refund amount.

What are non-refundable service fees and charges?
Non-refundable service fees and charges include but are not limited to: enrollment deposit, travel protection, late enrollment fees, name change fees, declined credit/debit card fees, late payment fees, manual payment fees, returned check fees, and stop payment fees.

XIII. ROADIES STANDARD CANCELLATION POLICY
The full amount paid upon enrollment is refundable if you cancel in writing within 48 hours of booking the tour. After 48 hours, the deposit is non-refundable and the following standard cancellation fees apply.
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.

Based on the date Roadies receives written notification of your cancellation, you will be refunded for monies paid minus the cancellation fee and any non-refundable fees. (See refund and non-refundable Fee description above for more details.) In addition to notifying us of your cancellation in writing, we also recommend you call so that we can best review your options.

Days Prior to Departure Cancellation Fee
30 days or less All monies paid
30-60 days $700
61-99 $500
100-364 days $450
365+ days $150

XIV. TERMS AND PROVISIONS
The terms and provisions of these Booking Conditions supersede any other warranties, representations, terms or conditions, unless they are expressly stated within a Booking Conditions Addendum or in a letter signed by an Roadies Coach officer.