Soirée Travel Specialists
TERMS & CONDITIONS / PARTICIPANT'S AGREEMENT
TERMS & CONDITIONS / PARTICIPANT'S AGREEMENT
TERMS & CONDITIONS: Soirée Travel Specialists LLC and its subsidiaries are trading under the name of Soirée Travel Specialists, a U.S. business registered in the State of Missouri. The head office is at 2613 Cardinal Crest Court, Washington, MO USA. The following Booking Conditions form the basis of your contract and you should therefore read them carefully. In these conditions, Soirée Travel Specialists means Soirée Travel Specialists, Soirée, Soirée Travel, or SoireeTravel.com. Reference to SUPPLIERS and SERVICE PROVIDERS means all third parties who provide services to you including airlines unless otherwise specified. The following Booking conditions apply to all bookings with Soirée Travel Specialists or through Soirée Travel Specialists. These Booking Conditions supersede any others expressed in any other Soirée Travel Specialists materials.
TRIP PRICING: Any prices mentioned on our website, our printed material and advertisements reflect best pricing based on group availability with our suppliers. Prices and availability may change at any moment without notice. Please inquire with Soirée Travel Specialists for the latest information and updates.
SURCHARGES: Fuel charges, port fees, currency fluctuation surcharges, or other surcharges may occur on your trip. Please inquire.
TRAVEL SUPPLIER CONTRACTS: Soirée Travel Specialists may need to act strictly as an agent for travel arrangements for third party suppliers of air and land services. In this case, the contracts to provide your travel services may be directly between you and the suppliers concerned. In this case, Soirée Travel Specialists cannot accept responsibility in relation to such arrangements and liability rests solely with the supplier(s) concerned and supersede Soirée Travel Specialists Terms and Conditions. Copies of relevant suppliers conditions, which will apply to your booking, are available upon request. In the event of a supplier canceling or making changes to your booking(s), we will endeavor to assist, but we cannot accept liability nor can we be responsible for any costs or expenses you may incur as a result.
BOOKING: Bookings are accepted by phone or email. Once you have booked particular arrangements, our travel event guest information form must be completed and signed by each passenger participant who is 18 or over by the time of deposit. An adult must complete and sign a travel event guest information form for accompanied children under 18. Soirée Travel Specialists will confirm your arrangements by sending you a Confirmation Receipt (a letter of receipt delivered digitally via email) upon receipt of the signed travel event guest information form and receipt of the appropriate deposit/full payment, so that your Soirée Travel Specialists travel event is secured. The contract goes into effect when the Confirmation Receipt is issued by, or on behalf of, the relevant supplier or Soirée Travel Specialists. Sometimes Soirée Travel Specialists are unable to confirm certain arrangements immediately (e.g. where accommodation is only available upon request or in certain group cruise or tour scenarios). In this case, a contract for the services will only go into effect once we have specifically confirmed that those services have been booked even if we have issued a Confirmation Receipt in the meantime. In this situation, a contract for all services we can confirm immediately will go into effect when we issue a Confirmation Receipt. Please be sure that you check all details of your Confirmation Receipt and all other documentation (including airline tickets) immediately on receipt. Please inform us immediately if anything appears to be incorrect as it may not be possible to make changes at a later stage. We regret that we cannot accept any liability if we are not notified of any inaccuracies in any documentation within seven (7) days of our sending it to you.
FEES, DEPOSITS & PAYMENTS: A non-refundable Personalized Planning Fee is required for initial planning per itinerary to include pre/post travel by the Lead Traveler made at the original request. If the trip is subsequently booked and deposited within 30-60 days (or earlier, dependent upon proximity to travel date or risk of unavailability or dramatic price increases) after the initial proposal is provided, the Personalized Planning Fee will be credited toward the Final Balance. Planning Fees: $599: 5-12 days, $899: 13-20 days, Inquire: for trips more than 20 days. If a pre or post trip to a secondary destination is requested by the Lead Traveler after the initial trip is proposed, then a non-refundable Extension Tour Planning Fee applies as follows: $299 (itinerary up to 3 days), $399 (itinerary 4-6 days), $599 (itinerary 7+ days). Any extension or additional travel plans to the same or secondary destination(s) not requested by the Lead Traveler (by other members of the same party independent of the Lead Traveler) require a non-refundable Personalized Planning Fee. A non-refundable deposit amount will also apply to your specific travel event(s) as set out below. Unpaid balances for your package are due 120 days prior to departure (or the date communicated to you for your specific travel event). For bookings made within 120 days of departure, full payment is required at time of booking. If payment is not made in full on time, Soirée Travel Specialists, or the supplier as applicable, reserves the right to treat the booking as canceled by you and apply the cancellation charges set out below. Should you wish to pay prior to receiving any second invoice you must telephone us to request an up-to-date balance outstanding. All monies you pay will be held on behalf of the supplier with whom you have contracted. Depending on the supplier, direct payment may be made by cash, bank transfer, Mastercard or Visa. If payment is being made within 30 days of departure, the only acceptable form of payment may be direct transfer to Soirée Travel Specialists.
INSURANCE: We strongly recommend that you purchase a Travel Protection Insurance Plan and pay all the applicable premiums at the same time, to ensure that you are protected in the event of having to cancel your vacation for reasons covered by the Travel Protection Insurance Plan.
TRAVEL EVENT COST: The suppliers reserve, and Soirée Travel Specialists reserves, the right to change the prices of unsold travel arrangements, at any time, before your booking has been confirmed. The service providers and Soirée Travel Specialists reserve the right to pass on in full at any time prior to booking any increase on travel arrangements that may be introduced by travel suppliers. The suppliers and Soirée Travel Specialists also reserve the right to correct errors at any time before and after your booking is confirmed. You will be given a current price at time of booking. If unpaid personal incidentals charges remain on the travelers hotel room bill after check out or after travel, these personal hotel incidentals may be charged to guest credit card on file with Soirée Travel Specialists.
AMENDMENTS BY YOU: Should you wish to make any changes to your booking after it has been confirmed, e.g. changes to departure or return dates, destinations within the same country, hotel, etc., you must advise us in writing by email or hardcopy, and you must confirm our receipt of same. While we will endeavor to assist, we cannot guarantee we will be able to meet such requests. Where we can assist with such requests, and except where otherwise provided, an amendment fee of $75.00 will be payable per person. For certain airfares, changes cannot be made after reservations have been ticketed, due to conditions set by the airlines. Should you wish to make any amendments to those airfare bookings you will incur a 100% cancellation charge and any new arrangements will be treated as a re-booking. Please ask Soirée Travel Specialists for details. Alterations within 120 days of departure will be treated as a cancellation of the original booking incurring the cancellation charges set out below. Any new request will be treated as a new booking.
PRICES AND ARRANGEMENTS: Quoted travel event prices are per person, double occupancy except where indicated. Although not expected, quoted prices may be modified due to unexpected significant external factors not forecasted at the time of the proposal. Soirée Travel Specialists is under no obligation to give a breakdown in costs of any journey. Any modifications to a customized itinerary, including dates or number of people traveling, will require a revised proposal.
BOOKING AND PAYMENT SCHEDULE: A deposit of 25% of the travel event price per person for a customized travel event is required at the time of booking. Final payment is due 120 days prior to departure. If your reservation is made within 120 days of departure, the entire cost of the trip must be paid at the time of the request in order to secure confirmation. Additional deposits or full payments may be required for planes, vessels and trains, including private charters; exclusive, private use of accommodations or venues; and groups of 15 or more. An additional nonrefundable permit fee may be required for some destinations.
CANCELLATION CHARGES: Cancellations must be received in writing and will become effective on the date of receipt, fax or email. Cancellations received by Soirée Travel Specialists are subject to the following:
STANDARD CANCELLATION FEES PER PERSON (exceptions/changes may be provided in writing by Soiree Travel Specialists in your specific travel event proposal)
121 days prior to departure (or more): Customized itineraries: 10%-50% of the travel event price up to a maximum of $2,500 per person or as detailed in your specific travel event proposal. Additional cancellation penalties may apply according to your specific travel event proposal and to planes, vessels and trains including private charters; select accommodations as noted in your proposal; exclusive private use of accommodations or venues; groups of 10 or more; or itineraries that fall over holiday or festival seasons.
120-91 days prior to departure: 20%-50% of travel event price, as detailed in your specific travel event proposal
90-61 days prior to departure: 50%-75% of travel event price, as detailed in your specific travel event proposal
60 days prior to departure (or less): 100% of the travel event price
CHANGES TO THE ITINERARY: The guest will be responsible for any changes or cancellations made to the itinerary at their request or beyond their control, before or during travel, including expenses incurred due to a change, delay or cancellation of any flights. If a guest cancels or leaves a journey and a roommate remains, an additional supplement may apply to the price for the remaining guest.
CANCELLATION CHARGES FOR INTERNAL AIR: All internal air is 100% non-refundable at time of final payment (some exceptions may apply).
CANCELLATION CHARGES FOR EXTRA SERVICES: Additional hotel nights and other extra services booked in connection with Soirée Travel Specialists travel events are subject to specific cancellation penalties. These will be provided at the time of booking and noted on the invoice.
CLAIMS AND REFUNDS: Refunds are not made for any missed services. Adjustments will not be made for unused sightseeing trips or meals.
CANCELLATION OF AIRFARE: If Soirée Travel Specialists has arranged your flight(s) (which is a completely separate booking from your land vacation), and if flight changes are requested after the deposit has been received or if flights are canceled after tickets are issued, revision fees or airline cancellation charges will apply. Refunds allowed by the airline for air arranged by Soirée Travel Specialists may take up to 90 days.
CANCELLATION BY SOIRÉE TRAVEL SPECIALISTS: If Soirée Travel Specialists cancels or postpones a trip, we will offer you a future trip credit, but we will not provide refunds. Internal flights, rail travel, and certain services that are non-refundable to us or cannot be changed may be subject to future additional charge. Soirée Travel Specialists’ is not liable in any way whatsoever for additional costs or fees relating to the booking or for cancellation penalties of air tickets or other travel arrangements not made through Soirée Travel Specialists.
FORCE MAJEURE: We cannot accept any liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented by reasons or circumstances amounting to 'force majeure.' ‘Force majeure' means any event which Soirée Travel Specialists or the supplier of the service(s) in question could not, even with all due diligence, foresee or avoid. Such events are likely to include war or threat of war, riots, civil strike, terrorist activity, industrial action, disease, pandemics, natural or nuclear disaster, Acts of God, fire, adverse weather conditions, closure of airports or ports, governmental action and all similar events.
DELAY: We regret we are not in a position to render any assistance in the event of you being delayed at your outward or homeward points of departure. The airline concerned may, however, be able to provide alternate flights etc. YOU ARE RESPONSIBLE
FOR ARRIVING ON TIME TO POINTS OF ORIGINATION DESIGNATED BY Soirée Travel Specialists or Soirée Travel Specialists suppliers.
ITINERARY CHANGES: Soirée Travel Specialists reserve the right to change the itinerary or trip routes at any time and for any reason with or without notice and/or to substitute airlines, hotels or features of a similar category for those quoted. Soirée Travel Specialists is not liable for any additional expenses you may incur through a change in itinerary. Please note that the days of city tours may change for operational reasons without advance notice.
REFUNDS: If Soirée Travel Specialists cancels or postpones a trip, we will offer you a future trip credit, but we will not provide refunds. By signing this Participant Agreement, you release Soirée Travel Specialists from all further liability and you thereby waive all additional rights and remedies under this contract or any applicable state, federal, or foreign law.
AIRFARE REFUNDS: If purchased through Soirée Travel Specialists, Soirée Travel Specialists will return unused tickets to the airline concerned for possible refund according to airline rules. Upon receipt of refund authorization Soirée Travel Specialists will forward to you a check less any applicable cancellation or administration charges. Refunds usually take 6-8 weeks, but isolated cases can take longer. No refund will be given in respect of unused tickets or vouchers unless they can be obtained by Soirée Travel Specialists. Where ticket refunds can be obtained, there will be an administration charge of between $15-50 depending upon the complexity of the transactions.
TIPPING & GRATUITIES: Customary gratuities for your Soirée Travel Tour Manager (Tour Host/Director), Chef Host, Local City Tour Guides, Tour Drivers, Porter, Concierge, Room Steward, Wait Staff, Restaurant and Hotel Staff are not included and should be extended on a voluntary, individual basis.
SPECIAL REQUESTS: If you have any special request, please inform us as soon as possible in writing and preferably at the time of booking. Although we will endeavor to meet any such requests we cannot guarantee to do so. Failure to do so will not be a breach of contract on our part. We cannot accept bookings that are conditional on the fulfillment of any special request; and such bookings will be treated as a 'normal' booking. Concerning Frequent Flier Programs, please advise us of your membership information at time of booking. We cannot supply copies of tickets for post travel retrospective claims.
LUGGAGE: Unless otherwise explicitly arranged, only one piece of wheeled or unwheeled luggage per person, to include carry ons, is included in the travel event proposal. Size should not exceed 30x20x10 inches and weight should not exceed 50 lb. Luggage is carried at owner’s risk throughout the tour, and Soirée Travel Specialists is not responsible for handling, or for lost or damaged luggage. Wheeled carry ons count as full-size luggage and may incur additional charges if brought as a second bag. Storage space for luggage is limited on vehicles and aircraft, and large or additional luggage and wheeled carry ons may require increased size or number of vehicles, increased airline fees for internal airfare per the itinerary, or increased portage charges at guest expense. Please check your airline’s website for current information on size limits or luggage fees assessed by the carrier.
PARTICIPANT AGE REQUIREMENTS: An adult must accompany travelers who are less than 18 years old on the travel event. The child may receive a discount on the land tour price if applicable. We do not accept children under the age of 8 on any small group travel events; however, if the entire group is composed of family and friends, children of any age are welcome. Any traveler under the age of 18 not traveling with both custodial parents or custodians will require a notarized parent permission form from any and all non-traveling custodial parents or custodians. In some cases, adult chaperones may accompany student groups. In that case, all students under age 18 will require notarized parent permission forms.
LIMITS ON SOIRÉE TRAVEL SPECIALISTS’S RESPONSIBILITY: Soirée Travel Specialists, its employees, officers, directors, travel event hosts, staff and agents, do not own or operate any entity which is intended to or does provide goods or services for your travel event. It purchases transportation (by aircraft, coach, train, vessel or otherwise), hotel and other lodging accommodations, restaurant, ground handling, travel event hosting, and other services from various independent suppliers. All such persons and entities are independent contractors. As a result, Soirée Travel Specialists is not liable for any negligent or willful act of any such person or entity or of any third person. In addition and without limitation, Soirée Travel Specialists is not responsible for any injury, loss, death, inconvenience, delay or damage to personal property in connection with the provision of any goods or services whether resulting from but not limited to acts of God or force majeure, illness, disease, acts of war, civil unrest, insurrection or revolt, animals, strikes or other labor activities, criminal or terrorist activities of any kind, overbooking or downgrading of services, food poisoning, mechanical or other failure of aircraft or other means of transportation or for failure of any transportation mechanism to arrive or depart on time. There are certain inherent risks in travel of the type involved with Soirée Travel Specialists. These include, but are not limited to, risks of cruising, hiking, walking travel events, inaccessibility to medical attention and difficulty in evacuation from remote locations in the case of a medical emergency. Travel event participants assume all such risks with regard to these possibilities. Soirée Travel Specialists is not financially responsible for extra costs or burdens imposed by government quarantines or travel restrictions enacted prior to, during, or after the travel event or in the event the traveler becomes ill for any reason during the travel event and must leave the tour or quarantine in the local destination.
ARBITRATION AGREEMENT: Any controversy or claim arising out of or relating to these Terms and Conditions, to the Limits on Soirée Travel Specialists Responsibility clause, to printed material, website content, to any information relating in any way to the trip, to the trip itself, or to any products or services related to the trip, shall be settled solely and exclusively by binding arbitration in Colorado Springs, Colorado, in accordance with the Commercial Arbitration Rules of the American Arbitration Association, except that (a) in lieu of a personal appearance at arbitration, the arbitration may be conducted by telephonic means, (b) arbitration is the exclusive forum for dispute resolution (no court actions), and (c) except as otherwise provided by statute, each party shall bear its own costs and expenses and an equal share of the arbitrator and administrative fees. Arbitration against Soirée Travel Specialists must be commenced within one year following the date of travel event completion. Neither Soirée Travel Specialists nor any affiliate shall in any case be liable for other than compensatory damages, and you hereby waive any right to punitive damages. Any party or their representative may appear for the arbitration by telephone or video conference.
TRAVELER'S REPRESENTATIONS: The Traveler represents that neither he nor she nor anyone traveling with him or her has any physical or other condition or disability that could create a hazard to himself or herself or other members of the travel event. Soirée Travel Specialists reserves the right to decline or accept anyone on a trip. Soirée Travel Specialists or their representative reserves the right to remove from the trip, at his or her sole expense, anyone whose condition is such that he or she could create a hazard to himself or others, or otherwise impact the enjoyment of other guests on the travel event. Airlines used are not to be held responsible for any act, omission or event during the time passengers are not on board their planes or conveyances. International air carriers are subject to international air conventions limiting their liability. The limitations of liability are contained on the reverse side of the airline ticket and form part of the terms and conditions of this package. The passage contract in use by these companies, when issued, shall constitute the sole contract between the companies and the purchaser of these travel programs and/or passage.
PARTICIPATION: Soirée Travel Specialists offers private independent and customized small group travel events. When you participate in a group travel event, Soirée Travel Specialists will do its best to ensure that your trip is enjoyable for the entire group. For the enjoyment of everyone on your travel event, Soirée Travel Specialists reserves the right to remove from a travel event any participant whose conduct jeopardizes the vacation experience of the other participants. Soirée Travel Specialists will not refund or cover any cost or expenses incurred for termination of vacation arrangements due to unacceptable behavior. The decision of whether a participant will be expelled from the travel event will be made by the home office with input provided by the Travel Liaison (Tour Host or Director) or their authorized representative or, in some circumstances, by the Travel Liaison.
SPECIAL ASSISTANCE: The guest information form contains a space for the description of any disabilities or needs that would require special assistance. It is the traveler's responsibility to report those needs to Soirée Travel Specialists prior to the time the travel event deposit is made. Soirée Travel Specialists will make reasonable attempts to accommodate the special needs of disabled travelers but is not responsible in the event it is unable to do so, nor is Soirée Travel Specialists responsible for any denial of services by air carriers, hotels, restaurants, cruise lines or other independent suppliers. Soirée Travel Specialists cannot provide individual assistance to a traveler for walking, dining, climbing stairs, getting on and off transportation, or other personal needs. Soirée Travel Specialists require that a qualified and physically able companion must accompany travelers who need such assistance. Not all ships/boats/sightseeing stops/sites accommodate wheelchairs, many do not provide elevators or escalators, and some locations and activities require extensive sitting, standing or walking, sometimes on unpaved or uneven streets and terrain. Due to space restrictions, passengers wishing to take wheelchairs, oxygen tanks or other assistive devices must send a request in writing for approval. Any cost associated with these special equipment needs, such as larger vehicle cost, is the sole responsibility of the traveler. Soirée Travel Specialists is not responsible for any missed activities due to a participant's inability to participate with the group.
MISCELLANEOUS: Some trip components may require late-night meals or activities. Foreign air-conditioning systems in public places, hotels, and vehicles are not as robust as in the USA, and may not be available 24 hours a day or year round. If due to weather, flight schedules or other uncontrollable factors, you are required to spend an additional night(s), you will be responsible for your own hotel, transfers, and meal costs.
YOUNG TRAVELERS: Travelers who are under 18 years old on the departure date must be accompanied by an adult of 21 years or older throughout the vacation and are requested to share an adult's accommodation. Student groups require one adult for every 4-5 students. Children under 9 years of age are only permitted to travel with a Soirée Travel Specialists group when the group is composed of a single group or party of family or friends.
SMOKING: Smoking is not allowed on transportation that is provided by Soirée Travel Specialists. Soirée Travel Specialists will confirm non-smoking rooms whenever possible. If you require a smoking room, please advise at time of reservation, but be aware that such may not be available. For those who are sensitive to cigarette smoke, be aware that many people abroad smoke and there is a certainty of exposure in hotel public spaces, balconies, and any outdoor space to include outdoor dining spaces.
PRESCRIPTIONS: If you require prescription medication or equipment (e.g. Epipens, CPAP machine, or eyeglasses), please bring an extra prescription with you whenever possible. If your allergy requires an Epipen, you must carry it on your person at all times. Distilled water is not readily available in all destinations. Please bring sufficient quantities with you or inquire directly with hotels in advance for local advice or assistance. Ice machines are not available in most foreign hotels. Refrigeration for medications may not be available in guest rooms, but may be accommodated by the hotel staff in an alternate location inside the hotel. If your medication is lost or your equipment fails, you need to be able to replace it as quickly and easily as possible. Soirée Travel Specialists Travel Liaisons (Tour Hosts/Directors) are not responsible for helping you obtain a prescription from your doctor, but, whenever possible, will assist you in locating a pharmacy.
SAFETY: During your travel event, certain risks and dangers may arise which are beyond the control of Soirée Travel Specialists, including but not limited to: travel by boat, train, automobile, airplane, or other means of transportation; forces of nature; political unrest; acts of lawlessness or terrorism; widespread health threats/pandemics, and accident or illness in areas without means of rapid evacuation or medical facilities. Soirée Travel Specialists will not be liable for the provision of medical care or the adequacy of any care that may be rendered. While Soirée Travel Specialists will use its best efforts to ensure that adequate measures are taken, by agreeing to participate in a travel event, or optional excursion, you agree that you will hold Soirée Travel Specialists harmless regarding any provision of medical care or the adequacy of any care rendered. Soirée Travel Specialists is not responsible for such risks and dangers that may arise beyond our control. Soirée Travel Specialists is not financially responsible for extra costs or burdens imposed by government quarantines or travel restrictions enacted prior to, during, or after the travel event. Any payment to Soirée Travel Specialists indicates you accept these risks and dangers and agree to hold Soirée Travel Specialists harmless for same.
PHOTOGRAPHY DURING TRAVEL: Soirée Travel Specialists reserves the right to take photographs and video during the operation of any travel event, or part thereof, and to use them for promotional purposes during the travel event and thereafter. By booking a travel event with Soirée Travel Specialists, guests agree to allow their images to be used in such photographs and video. Guests who prefer that their images not be used are asked to identify themselves to their Travel Liaison at the beginning of their travel event.
GENERAL: No person, other than an authorized representative of Soirée Travel Specialists by a document in writing, is authorized to vary, add, or waive any term or condition in its printed materials or on its website, including any term or condition set forth in this document’s provisions. The service marks and trademarks of airlines or other companies appearing in any printed material, social media, and on SOIREETRAVEL.COM are owned by the respective companies mentioned.
TRAVEL ADVISORIES AND WARNINGS: It is the responsibility of the guest to become informed about the most current travel advisories and warnings by referring to the U.S. State Department's travel website at travel.state.gov or by phone at 888 407 4747. In the event of an active State Department Travel Warning against travel to the specific destination location(s) of the trip, should the guest still choose to travel, notwithstanding any travel advisory or warning, the guest assumes all risk of personal injury, death or property damage that may arise out of the events like those advised or warned against.
ANY PAYMENT TO SOIRÉE TRAVEL SPECIALISTS CONSTITUTES YOUR ACCEPTANCE OF THE TERMS AND CONDITIONS / PARTICIPANT'S AGREEMENT SET OUT HEREIN AND IN MORE SPECIFIC PRE-TRAVEL DOCUMENTATION, INCLUDING THE TRAVELER INFORMATION FORM.
(updated March 8, 2023)
TRIP PRICING: Any prices mentioned on our website, our printed material and advertisements reflect best pricing based on group availability with our suppliers. Prices and availability may change at any moment without notice. Please inquire with Soirée Travel Specialists for the latest information and updates.
SURCHARGES: Fuel charges, port fees, currency fluctuation surcharges, or other surcharges may occur on your trip. Please inquire.
TRAVEL SUPPLIER CONTRACTS: Soirée Travel Specialists may need to act strictly as an agent for travel arrangements for third party suppliers of air and land services. In this case, the contracts to provide your travel services may be directly between you and the suppliers concerned. In this case, Soirée Travel Specialists cannot accept responsibility in relation to such arrangements and liability rests solely with the supplier(s) concerned and supersede Soirée Travel Specialists Terms and Conditions. Copies of relevant suppliers conditions, which will apply to your booking, are available upon request. In the event of a supplier canceling or making changes to your booking(s), we will endeavor to assist, but we cannot accept liability nor can we be responsible for any costs or expenses you may incur as a result.
BOOKING: Bookings are accepted by phone or email. Once you have booked particular arrangements, our travel event guest information form must be completed and signed by each passenger participant who is 18 or over by the time of deposit. An adult must complete and sign a travel event guest information form for accompanied children under 18. Soirée Travel Specialists will confirm your arrangements by sending you a Confirmation Receipt (a letter of receipt delivered digitally via email) upon receipt of the signed travel event guest information form and receipt of the appropriate deposit/full payment, so that your Soirée Travel Specialists travel event is secured. The contract goes into effect when the Confirmation Receipt is issued by, or on behalf of, the relevant supplier or Soirée Travel Specialists. Sometimes Soirée Travel Specialists are unable to confirm certain arrangements immediately (e.g. where accommodation is only available upon request or in certain group cruise or tour scenarios). In this case, a contract for the services will only go into effect once we have specifically confirmed that those services have been booked even if we have issued a Confirmation Receipt in the meantime. In this situation, a contract for all services we can confirm immediately will go into effect when we issue a Confirmation Receipt. Please be sure that you check all details of your Confirmation Receipt and all other documentation (including airline tickets) immediately on receipt. Please inform us immediately if anything appears to be incorrect as it may not be possible to make changes at a later stage. We regret that we cannot accept any liability if we are not notified of any inaccuracies in any documentation within seven (7) days of our sending it to you.
FEES, DEPOSITS & PAYMENTS: A non-refundable Personalized Planning Fee is required for initial planning per itinerary to include pre/post travel by the Lead Traveler made at the original request. If the trip is subsequently booked and deposited within 30-60 days (or earlier, dependent upon proximity to travel date or risk of unavailability or dramatic price increases) after the initial proposal is provided, the Personalized Planning Fee will be credited toward the Final Balance. Planning Fees: $599: 5-12 days, $899: 13-20 days, Inquire: for trips more than 20 days. If a pre or post trip to a secondary destination is requested by the Lead Traveler after the initial trip is proposed, then a non-refundable Extension Tour Planning Fee applies as follows: $299 (itinerary up to 3 days), $399 (itinerary 4-6 days), $599 (itinerary 7+ days). Any extension or additional travel plans to the same or secondary destination(s) not requested by the Lead Traveler (by other members of the same party independent of the Lead Traveler) require a non-refundable Personalized Planning Fee. A non-refundable deposit amount will also apply to your specific travel event(s) as set out below. Unpaid balances for your package are due 120 days prior to departure (or the date communicated to you for your specific travel event). For bookings made within 120 days of departure, full payment is required at time of booking. If payment is not made in full on time, Soirée Travel Specialists, or the supplier as applicable, reserves the right to treat the booking as canceled by you and apply the cancellation charges set out below. Should you wish to pay prior to receiving any second invoice you must telephone us to request an up-to-date balance outstanding. All monies you pay will be held on behalf of the supplier with whom you have contracted. Depending on the supplier, direct payment may be made by cash, bank transfer, Mastercard or Visa. If payment is being made within 30 days of departure, the only acceptable form of payment may be direct transfer to Soirée Travel Specialists.
INSURANCE: We strongly recommend that you purchase a Travel Protection Insurance Plan and pay all the applicable premiums at the same time, to ensure that you are protected in the event of having to cancel your vacation for reasons covered by the Travel Protection Insurance Plan.
TRAVEL EVENT COST: The suppliers reserve, and Soirée Travel Specialists reserves, the right to change the prices of unsold travel arrangements, at any time, before your booking has been confirmed. The service providers and Soirée Travel Specialists reserve the right to pass on in full at any time prior to booking any increase on travel arrangements that may be introduced by travel suppliers. The suppliers and Soirée Travel Specialists also reserve the right to correct errors at any time before and after your booking is confirmed. You will be given a current price at time of booking. If unpaid personal incidentals charges remain on the travelers hotel room bill after check out or after travel, these personal hotel incidentals may be charged to guest credit card on file with Soirée Travel Specialists.
AMENDMENTS BY YOU: Should you wish to make any changes to your booking after it has been confirmed, e.g. changes to departure or return dates, destinations within the same country, hotel, etc., you must advise us in writing by email or hardcopy, and you must confirm our receipt of same. While we will endeavor to assist, we cannot guarantee we will be able to meet such requests. Where we can assist with such requests, and except where otherwise provided, an amendment fee of $75.00 will be payable per person. For certain airfares, changes cannot be made after reservations have been ticketed, due to conditions set by the airlines. Should you wish to make any amendments to those airfare bookings you will incur a 100% cancellation charge and any new arrangements will be treated as a re-booking. Please ask Soirée Travel Specialists for details. Alterations within 120 days of departure will be treated as a cancellation of the original booking incurring the cancellation charges set out below. Any new request will be treated as a new booking.
PRICES AND ARRANGEMENTS: Quoted travel event prices are per person, double occupancy except where indicated. Although not expected, quoted prices may be modified due to unexpected significant external factors not forecasted at the time of the proposal. Soirée Travel Specialists is under no obligation to give a breakdown in costs of any journey. Any modifications to a customized itinerary, including dates or number of people traveling, will require a revised proposal.
BOOKING AND PAYMENT SCHEDULE: A deposit of 25% of the travel event price per person for a customized travel event is required at the time of booking. Final payment is due 120 days prior to departure. If your reservation is made within 120 days of departure, the entire cost of the trip must be paid at the time of the request in order to secure confirmation. Additional deposits or full payments may be required for planes, vessels and trains, including private charters; exclusive, private use of accommodations or venues; and groups of 15 or more. An additional nonrefundable permit fee may be required for some destinations.
CANCELLATION CHARGES: Cancellations must be received in writing and will become effective on the date of receipt, fax or email. Cancellations received by Soirée Travel Specialists are subject to the following:
STANDARD CANCELLATION FEES PER PERSON (exceptions/changes may be provided in writing by Soiree Travel Specialists in your specific travel event proposal)
121 days prior to departure (or more): Customized itineraries: 10%-50% of the travel event price up to a maximum of $2,500 per person or as detailed in your specific travel event proposal. Additional cancellation penalties may apply according to your specific travel event proposal and to planes, vessels and trains including private charters; select accommodations as noted in your proposal; exclusive private use of accommodations or venues; groups of 10 or more; or itineraries that fall over holiday or festival seasons.
120-91 days prior to departure: 20%-50% of travel event price, as detailed in your specific travel event proposal
90-61 days prior to departure: 50%-75% of travel event price, as detailed in your specific travel event proposal
60 days prior to departure (or less): 100% of the travel event price
CHANGES TO THE ITINERARY: The guest will be responsible for any changes or cancellations made to the itinerary at their request or beyond their control, before or during travel, including expenses incurred due to a change, delay or cancellation of any flights. If a guest cancels or leaves a journey and a roommate remains, an additional supplement may apply to the price for the remaining guest.
CANCELLATION CHARGES FOR INTERNAL AIR: All internal air is 100% non-refundable at time of final payment (some exceptions may apply).
CANCELLATION CHARGES FOR EXTRA SERVICES: Additional hotel nights and other extra services booked in connection with Soirée Travel Specialists travel events are subject to specific cancellation penalties. These will be provided at the time of booking and noted on the invoice.
CLAIMS AND REFUNDS: Refunds are not made for any missed services. Adjustments will not be made for unused sightseeing trips or meals.
CANCELLATION OF AIRFARE: If Soirée Travel Specialists has arranged your flight(s) (which is a completely separate booking from your land vacation), and if flight changes are requested after the deposit has been received or if flights are canceled after tickets are issued, revision fees or airline cancellation charges will apply. Refunds allowed by the airline for air arranged by Soirée Travel Specialists may take up to 90 days.
CANCELLATION BY SOIRÉE TRAVEL SPECIALISTS: If Soirée Travel Specialists cancels or postpones a trip, we will offer you a future trip credit, but we will not provide refunds. Internal flights, rail travel, and certain services that are non-refundable to us or cannot be changed may be subject to future additional charge. Soirée Travel Specialists’ is not liable in any way whatsoever for additional costs or fees relating to the booking or for cancellation penalties of air tickets or other travel arrangements not made through Soirée Travel Specialists.
FORCE MAJEURE: We cannot accept any liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented by reasons or circumstances amounting to 'force majeure.' ‘Force majeure' means any event which Soirée Travel Specialists or the supplier of the service(s) in question could not, even with all due diligence, foresee or avoid. Such events are likely to include war or threat of war, riots, civil strike, terrorist activity, industrial action, disease, pandemics, natural or nuclear disaster, Acts of God, fire, adverse weather conditions, closure of airports or ports, governmental action and all similar events.
DELAY: We regret we are not in a position to render any assistance in the event of you being delayed at your outward or homeward points of departure. The airline concerned may, however, be able to provide alternate flights etc. YOU ARE RESPONSIBLE
FOR ARRIVING ON TIME TO POINTS OF ORIGINATION DESIGNATED BY Soirée Travel Specialists or Soirée Travel Specialists suppliers.
ITINERARY CHANGES: Soirée Travel Specialists reserve the right to change the itinerary or trip routes at any time and for any reason with or without notice and/or to substitute airlines, hotels or features of a similar category for those quoted. Soirée Travel Specialists is not liable for any additional expenses you may incur through a change in itinerary. Please note that the days of city tours may change for operational reasons without advance notice.
REFUNDS: If Soirée Travel Specialists cancels or postpones a trip, we will offer you a future trip credit, but we will not provide refunds. By signing this Participant Agreement, you release Soirée Travel Specialists from all further liability and you thereby waive all additional rights and remedies under this contract or any applicable state, federal, or foreign law.
AIRFARE REFUNDS: If purchased through Soirée Travel Specialists, Soirée Travel Specialists will return unused tickets to the airline concerned for possible refund according to airline rules. Upon receipt of refund authorization Soirée Travel Specialists will forward to you a check less any applicable cancellation or administration charges. Refunds usually take 6-8 weeks, but isolated cases can take longer. No refund will be given in respect of unused tickets or vouchers unless they can be obtained by Soirée Travel Specialists. Where ticket refunds can be obtained, there will be an administration charge of between $15-50 depending upon the complexity of the transactions.
TIPPING & GRATUITIES: Customary gratuities for your Soirée Travel Tour Manager (Tour Host/Director), Chef Host, Local City Tour Guides, Tour Drivers, Porter, Concierge, Room Steward, Wait Staff, Restaurant and Hotel Staff are not included and should be extended on a voluntary, individual basis.
SPECIAL REQUESTS: If you have any special request, please inform us as soon as possible in writing and preferably at the time of booking. Although we will endeavor to meet any such requests we cannot guarantee to do so. Failure to do so will not be a breach of contract on our part. We cannot accept bookings that are conditional on the fulfillment of any special request; and such bookings will be treated as a 'normal' booking. Concerning Frequent Flier Programs, please advise us of your membership information at time of booking. We cannot supply copies of tickets for post travel retrospective claims.
LUGGAGE: Unless otherwise explicitly arranged, only one piece of wheeled or unwheeled luggage per person, to include carry ons, is included in the travel event proposal. Size should not exceed 30x20x10 inches and weight should not exceed 50 lb. Luggage is carried at owner’s risk throughout the tour, and Soirée Travel Specialists is not responsible for handling, or for lost or damaged luggage. Wheeled carry ons count as full-size luggage and may incur additional charges if brought as a second bag. Storage space for luggage is limited on vehicles and aircraft, and large or additional luggage and wheeled carry ons may require increased size or number of vehicles, increased airline fees for internal airfare per the itinerary, or increased portage charges at guest expense. Please check your airline’s website for current information on size limits or luggage fees assessed by the carrier.
PARTICIPANT AGE REQUIREMENTS: An adult must accompany travelers who are less than 18 years old on the travel event. The child may receive a discount on the land tour price if applicable. We do not accept children under the age of 8 on any small group travel events; however, if the entire group is composed of family and friends, children of any age are welcome. Any traveler under the age of 18 not traveling with both custodial parents or custodians will require a notarized parent permission form from any and all non-traveling custodial parents or custodians. In some cases, adult chaperones may accompany student groups. In that case, all students under age 18 will require notarized parent permission forms.
LIMITS ON SOIRÉE TRAVEL SPECIALISTS’S RESPONSIBILITY: Soirée Travel Specialists, its employees, officers, directors, travel event hosts, staff and agents, do not own or operate any entity which is intended to or does provide goods or services for your travel event. It purchases transportation (by aircraft, coach, train, vessel or otherwise), hotel and other lodging accommodations, restaurant, ground handling, travel event hosting, and other services from various independent suppliers. All such persons and entities are independent contractors. As a result, Soirée Travel Specialists is not liable for any negligent or willful act of any such person or entity or of any third person. In addition and without limitation, Soirée Travel Specialists is not responsible for any injury, loss, death, inconvenience, delay or damage to personal property in connection with the provision of any goods or services whether resulting from but not limited to acts of God or force majeure, illness, disease, acts of war, civil unrest, insurrection or revolt, animals, strikes or other labor activities, criminal or terrorist activities of any kind, overbooking or downgrading of services, food poisoning, mechanical or other failure of aircraft or other means of transportation or for failure of any transportation mechanism to arrive or depart on time. There are certain inherent risks in travel of the type involved with Soirée Travel Specialists. These include, but are not limited to, risks of cruising, hiking, walking travel events, inaccessibility to medical attention and difficulty in evacuation from remote locations in the case of a medical emergency. Travel event participants assume all such risks with regard to these possibilities. Soirée Travel Specialists is not financially responsible for extra costs or burdens imposed by government quarantines or travel restrictions enacted prior to, during, or after the travel event or in the event the traveler becomes ill for any reason during the travel event and must leave the tour or quarantine in the local destination.
ARBITRATION AGREEMENT: Any controversy or claim arising out of or relating to these Terms and Conditions, to the Limits on Soirée Travel Specialists Responsibility clause, to printed material, website content, to any information relating in any way to the trip, to the trip itself, or to any products or services related to the trip, shall be settled solely and exclusively by binding arbitration in Colorado Springs, Colorado, in accordance with the Commercial Arbitration Rules of the American Arbitration Association, except that (a) in lieu of a personal appearance at arbitration, the arbitration may be conducted by telephonic means, (b) arbitration is the exclusive forum for dispute resolution (no court actions), and (c) except as otherwise provided by statute, each party shall bear its own costs and expenses and an equal share of the arbitrator and administrative fees. Arbitration against Soirée Travel Specialists must be commenced within one year following the date of travel event completion. Neither Soirée Travel Specialists nor any affiliate shall in any case be liable for other than compensatory damages, and you hereby waive any right to punitive damages. Any party or their representative may appear for the arbitration by telephone or video conference.
TRAVELER'S REPRESENTATIONS: The Traveler represents that neither he nor she nor anyone traveling with him or her has any physical or other condition or disability that could create a hazard to himself or herself or other members of the travel event. Soirée Travel Specialists reserves the right to decline or accept anyone on a trip. Soirée Travel Specialists or their representative reserves the right to remove from the trip, at his or her sole expense, anyone whose condition is such that he or she could create a hazard to himself or others, or otherwise impact the enjoyment of other guests on the travel event. Airlines used are not to be held responsible for any act, omission or event during the time passengers are not on board their planes or conveyances. International air carriers are subject to international air conventions limiting their liability. The limitations of liability are contained on the reverse side of the airline ticket and form part of the terms and conditions of this package. The passage contract in use by these companies, when issued, shall constitute the sole contract between the companies and the purchaser of these travel programs and/or passage.
PARTICIPATION: Soirée Travel Specialists offers private independent and customized small group travel events. When you participate in a group travel event, Soirée Travel Specialists will do its best to ensure that your trip is enjoyable for the entire group. For the enjoyment of everyone on your travel event, Soirée Travel Specialists reserves the right to remove from a travel event any participant whose conduct jeopardizes the vacation experience of the other participants. Soirée Travel Specialists will not refund or cover any cost or expenses incurred for termination of vacation arrangements due to unacceptable behavior. The decision of whether a participant will be expelled from the travel event will be made by the home office with input provided by the Travel Liaison (Tour Host or Director) or their authorized representative or, in some circumstances, by the Travel Liaison.
SPECIAL ASSISTANCE: The guest information form contains a space for the description of any disabilities or needs that would require special assistance. It is the traveler's responsibility to report those needs to Soirée Travel Specialists prior to the time the travel event deposit is made. Soirée Travel Specialists will make reasonable attempts to accommodate the special needs of disabled travelers but is not responsible in the event it is unable to do so, nor is Soirée Travel Specialists responsible for any denial of services by air carriers, hotels, restaurants, cruise lines or other independent suppliers. Soirée Travel Specialists cannot provide individual assistance to a traveler for walking, dining, climbing stairs, getting on and off transportation, or other personal needs. Soirée Travel Specialists require that a qualified and physically able companion must accompany travelers who need such assistance. Not all ships/boats/sightseeing stops/sites accommodate wheelchairs, many do not provide elevators or escalators, and some locations and activities require extensive sitting, standing or walking, sometimes on unpaved or uneven streets and terrain. Due to space restrictions, passengers wishing to take wheelchairs, oxygen tanks or other assistive devices must send a request in writing for approval. Any cost associated with these special equipment needs, such as larger vehicle cost, is the sole responsibility of the traveler. Soirée Travel Specialists is not responsible for any missed activities due to a participant's inability to participate with the group.
MISCELLANEOUS: Some trip components may require late-night meals or activities. Foreign air-conditioning systems in public places, hotels, and vehicles are not as robust as in the USA, and may not be available 24 hours a day or year round. If due to weather, flight schedules or other uncontrollable factors, you are required to spend an additional night(s), you will be responsible for your own hotel, transfers, and meal costs.
YOUNG TRAVELERS: Travelers who are under 18 years old on the departure date must be accompanied by an adult of 21 years or older throughout the vacation and are requested to share an adult's accommodation. Student groups require one adult for every 4-5 students. Children under 9 years of age are only permitted to travel with a Soirée Travel Specialists group when the group is composed of a single group or party of family or friends.
SMOKING: Smoking is not allowed on transportation that is provided by Soirée Travel Specialists. Soirée Travel Specialists will confirm non-smoking rooms whenever possible. If you require a smoking room, please advise at time of reservation, but be aware that such may not be available. For those who are sensitive to cigarette smoke, be aware that many people abroad smoke and there is a certainty of exposure in hotel public spaces, balconies, and any outdoor space to include outdoor dining spaces.
PRESCRIPTIONS: If you require prescription medication or equipment (e.g. Epipens, CPAP machine, or eyeglasses), please bring an extra prescription with you whenever possible. If your allergy requires an Epipen, you must carry it on your person at all times. Distilled water is not readily available in all destinations. Please bring sufficient quantities with you or inquire directly with hotels in advance for local advice or assistance. Ice machines are not available in most foreign hotels. Refrigeration for medications may not be available in guest rooms, but may be accommodated by the hotel staff in an alternate location inside the hotel. If your medication is lost or your equipment fails, you need to be able to replace it as quickly and easily as possible. Soirée Travel Specialists Travel Liaisons (Tour Hosts/Directors) are not responsible for helping you obtain a prescription from your doctor, but, whenever possible, will assist you in locating a pharmacy.
SAFETY: During your travel event, certain risks and dangers may arise which are beyond the control of Soirée Travel Specialists, including but not limited to: travel by boat, train, automobile, airplane, or other means of transportation; forces of nature; political unrest; acts of lawlessness or terrorism; widespread health threats/pandemics, and accident or illness in areas without means of rapid evacuation or medical facilities. Soirée Travel Specialists will not be liable for the provision of medical care or the adequacy of any care that may be rendered. While Soirée Travel Specialists will use its best efforts to ensure that adequate measures are taken, by agreeing to participate in a travel event, or optional excursion, you agree that you will hold Soirée Travel Specialists harmless regarding any provision of medical care or the adequacy of any care rendered. Soirée Travel Specialists is not responsible for such risks and dangers that may arise beyond our control. Soirée Travel Specialists is not financially responsible for extra costs or burdens imposed by government quarantines or travel restrictions enacted prior to, during, or after the travel event. Any payment to Soirée Travel Specialists indicates you accept these risks and dangers and agree to hold Soirée Travel Specialists harmless for same.
PHOTOGRAPHY DURING TRAVEL: Soirée Travel Specialists reserves the right to take photographs and video during the operation of any travel event, or part thereof, and to use them for promotional purposes during the travel event and thereafter. By booking a travel event with Soirée Travel Specialists, guests agree to allow their images to be used in such photographs and video. Guests who prefer that their images not be used are asked to identify themselves to their Travel Liaison at the beginning of their travel event.
GENERAL: No person, other than an authorized representative of Soirée Travel Specialists by a document in writing, is authorized to vary, add, or waive any term or condition in its printed materials or on its website, including any term or condition set forth in this document’s provisions. The service marks and trademarks of airlines or other companies appearing in any printed material, social media, and on SOIREETRAVEL.COM are owned by the respective companies mentioned.
TRAVEL ADVISORIES AND WARNINGS: It is the responsibility of the guest to become informed about the most current travel advisories and warnings by referring to the U.S. State Department's travel website at travel.state.gov or by phone at 888 407 4747. In the event of an active State Department Travel Warning against travel to the specific destination location(s) of the trip, should the guest still choose to travel, notwithstanding any travel advisory or warning, the guest assumes all risk of personal injury, death or property damage that may arise out of the events like those advised or warned against.
ANY PAYMENT TO SOIRÉE TRAVEL SPECIALISTS CONSTITUTES YOUR ACCEPTANCE OF THE TERMS AND CONDITIONS / PARTICIPANT'S AGREEMENT SET OUT HEREIN AND IN MORE SPECIFIC PRE-TRAVEL DOCUMENTATION, INCLUDING THE TRAVELER INFORMATION FORM.
(updated March 8, 2023)
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