Travel Advisor
Hosted Group Tours
terms & conditions
Travel Advisor Hosted Group Tours
Accommodations, Transfer, and International Flights
Accommodations
Extra Nights, Single Occupancy Rates Available on Request
Airport Transfers
Group transfers will be added to the reservation. Extra nights or individual transfers are an additional cost
International Flights
May be reserved but must be paid in full the same day no later than 11:55 PM CST
Important Dates to Remember
At the Time of Booking
Minimum Deposit Due
Private Group Bookings Per Group: $1000
($750 is applied towards the group’s balance; $250 is a non-refundable trip service fee)
Deposits are non-refundable/non-transferable
Signed Copy of Booking Policy Due w/ Deposit
Travel Protection
Travel protection is NOT included in the land package.
Travel advisors should offer travel protection to their clients.
Up to 89 Days After Deposit
The trip can be rescheduled for a date within 12 months of the original arrival date. 25% service fee will be assessed.
90 Days After Booking
100% of Passenger names, individual deposits due
$250 per person land deposit, plus an additional $250 per person for any tours with Intra-vacation air.
First and last names must appear as they do on passports. (Please provide a copy of the client's passport if available)
Travel profile and emergency contact info are due per person
Bookings made after this date must have names and individual deposits at the time of booking
After this day, penalties apply for cancellation. Please refer to the cancellation dates and penalties grid.
210 Days before departure
50% of Land Package of Balance Due
120 Days before departure
Final rooming list is due
Ghana Tours Only – Naming ceremony information due
90 Days before departure
Final payments are due
Tour arrangements are subject to cancellation if final payment is not received by the due date.
75 Days before departure
Ghana Tours Only – Required travel documents for visa application will be provided
2-3 Weeks before departure
E-docs and final guest communications will be provided
individual Cancellation Dates & penalties
Up to 210 Days Before Departure
$250 – $500 per person canceled
(land/intra-air deposits as applicable) *
209-90 days before departure
40% of total land package is non-refundable
89-75 days before departure
60% of total land package is non-refundable
74-0 days before departure
100% of total land package is non-refundable
International & Intra-Vacation Flights
Non-refundable, Non-transferable
Note: A completed cancellation form must be submitted to process your cancellation.
Failure to do so will result in the forfeiture of 100% of the funds paid toward the trip.
Full Group Cancellation Dates & penalties
At Booking
$1000 Per Group Booking
Up to 210 Days Before Departure
$250 – $500 per person canceled
(land/intra-air deposits as applicable) *
209-90 days before departure
60% of total price is non-refundable
89-75 days before departure
80% of total price is non-refundable
74-0 days before departure
100% of total price is non-refundable
International & Intra-Vacation Flights
Non-refundable, Non-transferable
Note: A completed cancellation form must be submitted to process your cancellation.
Failure to do so will result in the forfeiture of 100% of the funds paid toward the trip.
Travel Advisor Hosted Group Tours Complimentary Land Package
20 minimum guests booked
Travel Advisor’s Land Package is Complimentary (Based on the double occupancy rate of the base tour)
Excludes: supplementals, taxes, additional services, Intra-Vacation air, and optional excursions unless purchased by all guests.
Only one complimentary land package can be applied per trip.
Note: If the travel advisor receives a discounted group trip, the complimentary land package does not apply. Additional supplemental pricing will be required if the group's final numbers are less than 20 guests. The complimentary room will no longer apply and the balance for the travel advisor will be due on the final payment due date.
