Terms & Policies

RESERVATIONS AND PAYMENTS

FOR SMALL GROUP ACCOMPANIED TOURS:

Payment of a 30% NONREFUNDABLE deposit (payable to GALAVANT Travel, LLC) is required to hold your reservations. Once your deposit and completed release form are received you are considered registered for your trip. *BALANCE IS DUE NO FEWER THAN 90 DAYS BEFORE DEPARTURE IN ORDER TO MAINTAIN YOUR BOOKING.

FOR CUSTOM ITINERARIES AND TRIP PLANNING:

An initial consultation fee of $1000 is required to initiate the process along with a completed travel questionnaire which will be emailed to you for your completion. The consultation fee covers the cost of developing a draft custom trip itinerary based on your travel desires and information gleaned from the questionnaire and our discussion. This fee is non-refundable.

Once an itinerary has been established, we will give you approximate estimates of cost, which may vary when booking begins, subject to availability, rates of exchange and other unforeseen factors. At this time a 30% non-refundable deposit is due. After your review of the draft itinerary requests for any revisions will be shared in the second draft if necessary. At this time any final changes need to be requested and then the final itinerary is provided to you. *BALANCE IS DUE NO FEWER THAN 90 DAYS BEFORE DEPARTURE IN ORDER TO MAINTAIN YOUR BOOKING. If more revisions are required you will be asked to cover additional hours necessary to complete your custom itinerary at $100/hour. It is unusual to exceed the 2 drafts and final itinerary if both parties are communicating through out the process.

No changes can be excepted 10 days prior to departure.

We accept payment by check or credit card (includes a 4% transaction fee). Please read terms and conditions carefully and print out this form and email or mail, together with deposit and the signed Client Contract form below, to: Galavant Travel, LLC, c/o Nolie Barnes, 14120 Grangewood Road, Midlothian, VA, 23113

ITINERARIES

We design our excursions with a degree of flexibility to provide our clients with the best possible opportunity for exploring a particular destination. Therefore, our itineraries may change due to any factor at the discretion of Galavant Travel, LLC (“GALAVANT TRAVELS”). We will do our best to keep any changes to a minimum.

CANCELLATIONS AND REFUNDS

Cancellation by Client: If you need to cancel your excursion before departure, the following fees shall apply at the time we receive your written cancellation notice:

More than 90 days before departure: 30% of tour price
90 days or fewer before departure: 100% of tour price

WE STRONGLY SUGGEST YOU BUY TRIP INSURANCE. YOUR DEPOSIT IS NON-REFUNDABLE, AND WE CANNOT REFUND ANY MONIES AFTER 90 DAYS BEFORE DEPARTURE. (see below for information)

Cancellation fees have been calculated to fairly compensate GALAVANT TRAVELS for the expenses of processing the booking and cancellation and for the risk of being unable to resell the space on your tour or to obtain refunds from vendors. Exceptions to this cancellation policy cannot be made for any reason, including personal emergencies.

Changing of Tour or Departure Date: If you decide to change your departure date after your initial reservation, the same fees as outlined under “Cancellation by Client” shall apply.

Tour cancellation by GALAVANT: GALAVANT TRAVELS reserves the right to cancel any tour due to acts of nature and/or any other occurrence out of our control. In the case of inadequate group size (generally fewer than 8 clients), we shall notify you at least 60 days before departure if not sooner. However, we must reserve the right to cancel any trip prior to departure for any reason. In such case, full refund of the tour price will constitute full settlement to our clients. GALAVANT TRAVELS not responsible for any additional expenses that may be incurred by a client in relation to a cancelled tour (i.e. purchase of non-refundable airline tickets, visa fees, equipment or additional lodging).

Trip delays and cost increases: The cost of delays is not included if any trip must be delayed due to bad weather, road conditions, transportation delays, government intervention, sickness or other contingencies for which GALAVANT TRAVELS or its agents cannot make provision. Tour Costs and/or Land Costs are subject to increase without prior notice, even after you have signed up on the trip. We often publish our prices more than a year in advance. Between that time and the time of the trip’s actual departure, we are occasionally faced with significant cost increases that we cannot absorb (most commonly, international currency fluctuations or increases in cost of services). We will do our best to limit such increases and will notify you at least two months before departure, if they do occur.

Refunds for Services Not Used: Our tours are sold as a package. Credit cannot be given for services not used by a client. This includes accommodations, meals or any other arrangements not used for any reason. All effort will be made to refund any fees not billed by vendor.

Travel Protection

Travel Protection plans are available and recommended to help protect you and your trip investment. We highly recommend that you purchase a comprehensive travel insurance policy. We are not able to vary from our stated refund policy regardless of your situation. Trip cancellation insurance will protect all deposits and payments for land and air costs if you are required to cancel your tour due to personal or family illness or other specific unforeseen circumstances. You may also purchase coverage for lost and delayed baggage and trip interruption, among other things. We offer travel insurance through Allianz Global Assistance (“Allianz”) and will contact you with a quote upon request. Their website is www.allianztravelinsurance.com. Please keep in mind that Allianz makes additional benefits available to you if you take out the insurance within 14 days of making your reservation with us.

Medical Insurance: We strongly recommend all clients carry medical and emergency insurance to cover hospital and other medical expenses. Allianz also offers medical and emergency insurance.

WHAT DO I GET?

Approximately 10 days prior to departure, assuming your costs have been paid in full, we will email all final documents including all details of the itinerary with hotels/accommodations, transportation arrangements, tours/activities, guides and contact information along with other services requested. If only hotels are booked, we will provide contact information, dining suggestion sheets, general information sheets and other miscellaneous materials only for those areas where we have made arrangements.

THE FINE PRINT

GALAVANT TRAVELS reserves the right to accept, retain or decline any tour member at any time and for any reason. In such a case, a refund equal to the actual cost of the unused services is the limit of GALAVANT TRAVELS’ responsibility. Furthermore, payment of your deposit represents your acceptance of the following terms and conditions: GALAVANT TRAVELS, its members, employees and agents, give notice that all services and arrangements for transportation, accommodations and all other services and arrangements related to this tour have been made by GALAVANT TRAVELS only as an agent upon the express condition that GALAVANT TRAVELS shall not be liable and does not assume responsibility for any claims, damages, expenses or other financial loss whether to person or property arising out of any injury, accident, death, cancellation, delay, alteration or inconvenience resulting from any act of omission, commission or inadvertence of any hotel, carrier, restaurant or other company or person rendering any of the services included in the tour or caused by weather, sickness, strikes, quarantines or the willful or negligent acts of any other tour members or any other cause whatsoever beyond the control of GALAVANT TRAVELS. The right is reserved to alter the itinerary, arrangements or dates, if it becomes necessary or advisable, and each participant agrees to pay additional expenses, if any.

Statement of Risks: The risks inherent in our tours may include, but are not limited to, weather conditions, illness or accident caused by stress, fatigue, consumption of alcoholic beverages or other reasons; secondary transportation by airplane, helicopter, bus, car, van, taxi, boat or other conveyance; and terrorist acts. GALAVANT TRAVELS assumes no responsibility for any claims, damages, expenses or liability for any claims, damages, expenses or other financial loss whether to person or property arising out of these risks.

Release of liability and emergency information: There are certain risks and dangers in traveling which you must share with us. You will be required to accept the terms of the release of liability below and provide emergency contact information prior to joining any tour with GALAVANT TRAVELS or engaging GALAVANT TRAVELS to plan your custom excursion. In addition, we must receive the balance of your payment at least 90 days prior to departure. You may be required to accept the terms of additional release of liability forms for certain trips that we co-market with other tour operators. Please contact GALAVANT TRAVELS for additional information.

PHOTO/FILM RELEASE: GALAVANT TRAVELS may photograph or film tour activities for use in brochures/publicity, including on our website and/or through social media. Please notify us if we are not free to use photographs or film footage of you.