Optional Travel Protection Plan

We highly recommend that all travelers consider purchasing travel insurance.  We realize that overseas travel is expensive, and while we do all that we can to ensure a safe and flawless trip, there are circumstances that cannot be controlled. However, with travel insurance, your travel investment can be protected!

THESE PLAN COSTS ARE BASED ON A “GROUP PLAN” WITH A MINIMUM OF 10 PASSENGERS WHO PURCHASE THE INSURANCE PLAN FROM ULTIMATE JOURNEYS. FOR FURTHER DETAILED INFORMATION OF THE COVERAGE, PROVISIONS, LIMITATIONS AND EXCLUSIONS GO TO WWW.ULTIMATEJOURNEYS.COM AND SELECT THE “TERMS AND CONDITIONS” TAB.   INDIVIDUAL (NON-GROUP) INSURANCE  PLANS ARE AVAILABLE UPON REQUEST.

THIS IS A BRIEF DESCRIPTION OF THE PLAN.  FOR FURTHER INFORMATION, ASK FOR THE DESCRIPTION OF COVERAGE WHICH FULLY DETAILS THE COVERAGES, PROVISIONS, AND LIMITATIONS AND EXCLUSIONS OF THE PLAN OFFERED AND IS AVAILABLE TO YOU, UPON REQUEST, AT ANYTIME.

This plan does not cover a loss that results from an illness, disease, or other condition (of you, an Immediate Family Member, Traveling Companion or Business Partner), event or circumstance which occurs at a time when this plan is not in effect for you. 

                  TRAVEL INSURANCE BENEFITS (other policies/coverage available at varying cost)

Conditions and Limitations: Certain exclusions and limitations apply and are detailed in the Description of Coverage which will be included with your confirmation invoice and is also available to you, upon request, at any time prior to your purchase of the plan. Some exclusions are (but not limited to): any sickness or condition that existed during the 60 days prior to the effective date of the coverage,* suicide, normal pregnancy, war or any act of war, hostilities between nations (whether declared or not); civil war; civil disorders or riot; mental or nervous disorders. Coverage includes the following trip cancellation/interruption (but not limited to): 1) cancellation  by an airline, cruise line, or tour operator due to strike, mechanical breakdown or weather that causes complete cessation of services. or 2) cancellation or interruption of your trip or your traveling companion’s due to: a documented traffic accident while en route to departure; jury duty; destruction of your residence by a natural disaster; or a documented theft of passports or visas. A Traveling Companion is defined as a person booked to share accommodations in the same room or cabin with you during your trip. Sickness or Injury claims must require care by a Physician and must commence while this plan is in effect for you. Plan is designed by Travel Guard

INCLUDED IN BASE PRICE FOR STANDARD TOURS:

• Round Trip Airfare (Coach Level) (when applicable)
• Deluxe Motor coaches
• Superior Tourist/First Class Hotels
• Guided sightseeing
• Entrance fees to sites visited per stated itinerary
• Breakfast & dinner daily (except where stated)
• Round-trip airport ground transfers for groups traveling together (except for Land-only travelers)
• Porterage for hotels throughout

INCLUDED IN PRICE of SPECIAL PROGRAMS:

• Round Trip airfare
• Deluxe motor coaches
• Gratuities for driver and Guide, Matre d's at included meals (unless otherwise noted)
• Superior tourist/First Class hotels
• Superior tourist First Class hotels in Europe and in Oberammergau Village (for Passion Play Tours)
• Guided sightseeing
• Entrance fees to sites visited
• Breakfast & dinner daily (unless otherwise noted)
• Round-trip airport ground transfers for groups traveling together

NOT INCLUDED IN BASE PRICE FOR STANDARD TOURS: (unless otherwise noted)

• US & Int’l. Taxes
• Optional Travel Insurance Program
• Optional sightseeing
• Gratuities for driver and guide
• Border and Visa fees (when applicable)
• Optional Extensions
• Single Supplement fee
• Miscellaneous fees such as:
  • Individual ground of air transfers
  • Passports
  • Laundry
  • Beverages or sightseeing not included in the itinerary
  • Lunches unless specified in itinerary
  • Gratuities for lunch
  • Meals not listed as included in itinerary
  • Excess baggage charges imposed by the airlines
  • Items of a personal nature
  • Fuel surcharges that may be imposed by airlines and other suppliers. If applicable, fuel surcharge will be paid by the traveler at the tour’s final payment.
  • Increases in taxes and/or fees imposed by suppliers or airlines until day of tour departure after posting of the price. Increases in taxes and/or fees imposed after final payment will be billed to the traveler and is due before the tour departure.

CANCELLATION PENALTIES FOR STANDARD TOURS:

• From Day of registration up to 90 days prior to departure you will be charged a $350 per person non-refundable, non-transferable Administrative Fee plus any applicable airline, hotel and/or supplier cancellation fee(s), which are non-transferable. 

• Any cancellations from 89 days to the day of departure (Penalty Period) will be charged cancellation penalties which are non-refundable and non-transferable at the following rates and intervals plus any applicable, non-transferable fees from airline and/or suppliers:
• 89-60 days = 25% of the tour price per person (Called the “Penalty Period)
• 59-45 days = 50% of tour price per person
• 44-31 days = 75% of tour price per person
• 30-0 days = 100% of tour price per person

• If a person cancels after the Penalty Period begins and ultimately results in that person's roommate having to room alone and therefore subject to a Single Supplement Fee, then the person canceling will be assessed the Single Supplement Fee. All cancellation fees are non-transferable.
• Please allow 6 - 8 weeks for refund to be paid.

CANCELLATION PENALTIES FOR SPECIAL TOUR PROGRAMS: (Oberammergau Passion Play)

• Ultimate Journeys LLC must receive cancellations no later than 150 days prior to the departure date IN WRITING to be considered valid.  Final payment for Special Tours will only be accepted by check. Final payment for Special Tours is due 150 days prior to departure. Any person/s canceling after the initial deposit has been received by Ultimate Journeys LLS up to April 1, 2009 will be charged a $350 per person non-refundable, non-transferable Administrative Fee plus any airline and supplier penalties incurred. 
• Any Cancellations received in writing between April 1, 2009 and December 1, 2009 will be charged a $500 per person non-refundable, non-transferable fee plus any airline and supplier penalties incurred.
• Any Cancellations received between December 1, 2009 through 150 days prior to the departure date will be charged $1,500 non-refundable, non-transferable fee plus any airline and supplier penalties incurred. 
• Any cancellations from 149 days to the day of departure (called the "Penalty Period") will be subject to cancellation penalties that are non-refundable, non-transferable plus any airline and supplier penalties incurred at the following rates and intervals plus applicable fees from airlines and/or suppliers:
  • 149 - 91 days = $1,750 per person
  • 90- 61 days = $1,950 per person
  • 60 - 32 days = 85% of the total per person tour price
  • 31 - 0 days = 100% of the total per person tour price. 
  • If a person cancels after the "Penalty Period" begins and ultimately results in that person's assigned roommate having to room alone and therefore subject to the Single Supplement Fee, then the person canceling will be assessed the Single Supplement Fee.
  • Please allow 6 - 8 weeks for refund to be paid.  

RESERVATION and PAYMENT SCHEDULE:

• A deposit of $500 per person/per tour is required to reserve your space.
• Only initial payments up to the deposit amount may be charged to your credit card.
• Final payment for standard tours will only be accepted by check.
• Final payment for standard tours is due 90 days prior to departure.
• Optional Travel protection will be billed on with final payment.
• Reservations received inside 90 days of departure must be accompanied with full payment and subject to a Late Fee of $95 per person to be received to Ultimate Journeys LLC office within 14 days after final payment due date (Late Payment Period) If final payment has not been received within the late payment period the participant will be notified in writing and immediately removed from the tour.
• If guest is cancelled from tour by Ultimate Journeys, LLC due to late or no payment, any previous payments that guest has made will be subject to the cancellation penalty schedule set forth below.

ITINERARIES and CHANGES:

• All tour prices are based on double occupancy. Every effort will be made to stay with the quoted tour price. However, Ultimate Journeys LLC™ will not be responsible for any increases in FUEL COST, AIRLINE TAXES, PORT FEES, or other charges imposed by suppliers or government above the initial posted price. 
• All cost increases will be charged to the tour passenger at final payment.  All final payments are to be made by personal check or money order. When available, single rooms/cabins are smaller than doubles.
• Ultimate Journeys LLC™ will try to match roommates. However, we cannot guarantee one will be available.
• Roommates may be assigned as late as 60 days prior to departure and if one is not available or if you request a single, a Single Supplement fee will apply.
• Accommodations (hotel or vessel), ground transportation, and arranged sightseeing are subject to change at any time due to unforeseen circumstances or circumstances beyond Ultimate Journeys LLC™ control. Every effort will be made to operate tours as planned, but alterations may occur after the final itinerary has been issued.
• Individuals arranging their own air transportation (defined as "Land Only") for a tour is responsible to be at the assigned hotel per the tour itinerary.  The tour price will not be adjusted for tour participants who join the tour late or depart early. Possible Hotel discount may occur if a late arrival or early departure is indicated in writing 90 days prior to the tour departure date.  If such written notification is given as required, a discount may be offered for missed hotel stay/s. The discount amount for missed hotel nights include the cost for food served in the in hotel with such cost included in the package price of the hotel. Other than hotel cost reduction no other tour cost reduction will be offered. 
• Because the airlines often change flight schedules after tour itinerary is open for registration, Ultimate Journeys LLC™ reserves the right to shorten or lengthen the itinerary accordingly and, whenever possible, you will notified in writing.
• If itinerary changes result in extra night(s) stay, there will be a per person charge per night based on individual hotels; a per person single room supplement per night for those rooming alone. The extra night cost is determined by the individual hotels.  Meals for extra night(s) are not included. 

PASSANGER TRAVEL PROTECTION PROGRAM:

• This provides cancellation coverage, medical coverage and protection against lost or damaged luggage.
• It is s not included in the tour price and it is strongly recommended.
• Optional Travel Protection Insurance, if chosen, will be added to the final bill
• Optional travel protection does not go into effect until Ultimate Journeys LLC™, has purchased the group travel protection.
• Group travel protection will not be purchased until all final payments have been collected. Insurance cannot be purchased after final payment has been made.
• Ultimate Journeys LLC™ is a third party seller of travel protection and cannot guarantee the claims will be awarded.
• Ultimate Journeys LLC™ has no authority on the outcome of claims as they are handled and decided, solely by the Insurance Company and it's entities.
• The Travel Protection Insurance cost is a Non-refundable Fee and cannot be purchased after final payment. 

AIRLINE PENALTIES:

• Airlines require a deposit to hold airline seats for groups. This deposit is required to ensure, by a specific date, that the seats held for a group are fully utilized. Airlines will keep the deposit, as a penalty, for each seat cancelled.
• If a group falls below 15 passengers (the number required to constitute an airline group and to receive group rates) the deposit will be forfeited and the applicable published fare will apply.
• All tickets are nonrefundable once issued.

PRICES and ADJUSTMENTS and RESPONSIBILITIES:

• Quoted program prices include planning, handling and operational charges, and are based on current rates of exchange, tariffs and taxes.
• Ultimate Journeys LLC™ reserves the right to increase tour prices to cover increased costs, tariffs and taxes received after prices are published, and to reflect fluctuations in foreign exchange markets.
• Ultimate Journeys LLC™ reserves the right to add a surcharge if the dollar declines by more than 2% against the Euro, Pound or other foreign currencies used to price tours based on foreign exchange rates.
• Ultimate Journeys LLC™ is under no obligation to give breakdown costs involved in any Escorted or Customized program. Modification of a tour content that does not alter the trip duration, to accommodate a smaller group size then the minimum number or travelers the tour was priced against may affect the published tour price.
• Ultimate Journeys LLC™ also reserves the right to withdraw a tour or any part of it to make such alterations in the itinerary or with the tour inclusions as it deems necessary or desirable and to pass on to tour members any expenditures or losses caused by delays or events beyond its control.

GUARANTEED DEPARTURES:

• All Group departures are guaranteed, with some dates and tours subject to a minimum number of passengers to operate, (excepting only cases of force majeure, which could include any major world event that adversely affects international travel patterns and other circumstances beyond Ultimate Journeys LLC™ control). Should the minimum number of passengers not be met, Ultimate Journeys LLC™ will modify the services of the original tour to accommodate a smaller group (additional cost may be charged with a smaller size group and be the responsibility of the guest) If the group leader decides to cancel the tour after payments have been made, Ultimate Journeys LLC™ will offer a refund of monies paid, following any penalties incurred (See Airline penalties and Cancellation Fees section) at the time of the cancellation and based on the time frame from date of departure that the tour leader canceled. (See Airline penalties and Cancellation Fees section)

FAMILIARIZATION TOUR:

• Familiarization tours are designed to allow Pastors to visit the country at a discounted rate before leading a tour.
• Ultimate Journeys LLC™ the airlines & hoteliers have made a large investment in each participant that joins one of our Familiarization Tours, thus it is a moral responsibility each pastor takes when he/she travels on a familiarization tour, that they intend on leading a future tour to one of these destinations with Ultimate Journeys LLC™.
• Ultimate Journeys LLC™ will refund the basic cost of the tour when the Pastor leads a tour for 15/+ passengers and books the tour within 120 days of the return of the Familiarization tour.
• Space is limited to Spouses for Familiarization tours. When space is available for Spouses the cost of the Spouse could be higher then for the Pastor. When available, single rooms/cabins are smaller than doubles.
• While, Ultimate Journeys LLC™ will try to match roommates, we cannot guarantee one will be available. Roommates may be assigned as late as 60 days prior to departure and if one is not available or if you request a single, a Single Supplement fee will apply.
• Accommodations (hotel or vessel), ground transportation, and arranged sightseeing are subject to change at any time due to unforeseen circumstances or circumstances beyond Ultimate Journeys LLC™ control.
• Every effort will be made to operate tours as planned, but alterations may occur after the final itinerary has been issued.

AIRLINE TICKETS:

• In order to keep the prices low, Ultimate Journeys does NOT guarantee the most direct routing to your final destination.
• Once printed, airline tickets cannot be changed or refunded, thereafter.
• Air transportation to/from your destination will be economy class aboard IATA and ARC carriers utilizing APEX or SUPER APEX non-refundable, non-amenable tickets for groups of 10 or more flying together for the entire itinerary.
• Ultimate Journeys LLC™ is not allowed to book one-way flights when the passenger/s are flying with the group. 
• Flight deviations may be granted by the airlines subject to the airlines guidelines and cost associated with a flight deviation schedule.

FLIGHT TIMES:

• All flight times are subject to change by the airlines without advance notice. Ultimate Journeys LLC™ is not responsible for such changes or delays and does not reimburse expenses resulting from such delays.
• If making own flight arrangements to departure city, we recommend you purchase a ticket that can be changed without large penalties.
• Passengers are responsible for reconfirming their flights with the airline 24 hours prior to departure to assure their flight schedule, Ultimate Journeys LLC™ is not responsible for this. 
• Groups departing from the West Coast may be scheduled on a Red-Eye flight the evening before the actual International departure to ensure that the group has enough time to make the International flight connection out of the chosen East Coast airport.
• There are times when a group must depart from their location for an overnight flight. In the event of a late night flight groups will have a late check out before departing for the airport that evening.
• Due to some overnight flights, groups may arrive into their next tour destination very late at night or very early in the morning.
• Due to the arrival times, some hotel accommodations may not be available right away for group check-in. This delay could result in a longer then normal waiting time before the group will be able to check-in.

SPECIAL REQUESTS:

• Such as smoking/non-smoking
• Adjacent or connecting rooms
• Special dietary needs should be advised at time of booking.
• Please note that every effort will be made to secure your special request; however, these requests cannot be guaranteed. If you return individually and not with the group you will be subject to the deviation fee imposed by the airlines plus any additional airline fees that apply.
• On some 2010 Passion Play Oberammergau Programs deviations may not be allowed.
• All deviations must be provided in WRITING and acknowledged by Ultimate Journeys LLC™.

IMMEDIATE CHECK-IN:

• On programs where immediate check-in has not been included in the program price, Ultimate Journeys LLC™ does request that hotels do their utmost to facilitate this service; however, it is not guaranteed. Most hotels allow check-in to take place during the mid-afternoon.

ARRIVE EARLY for the INDEPENDENT TRAVELER:

• Ultimate Journeys LLC™ recommends that if applicable travelers should try to arrive a day or two before the start of your tour to allow time to relax and refresh to prepare for the start of your program. Ultimate Journeys LLC™ has negotiated special overnight rates at many hotels.
• Please ask for details at time of booking. Departing early from the U.S. is also recommended in the winter months, due to possible flight disruptions and cancellations caused by inclement weather conditions.

ITINERARY DESIGN CONSIDERATIONS:

• Sightseeing in many countries can involve walking on uneven terrain (usually cobbled streets), therefore a minimum level of fitness would be required to participate and enjoy the program as intended. Required level would be equivalent to what is obtained by routine daily exercise such energetic walking. Activities during the programs contained in the itineraries could also include (but are not limited to) off-road walking especially around ancient ruins.
• Ultimate Journeys LLC™, therefore, will require notice if any participant has any physical or other condition or disability that could create a hazard to himself or herself or to other members of the group. If there is concern with your fitness level please discuss this at time of booking. Ultimate Journeys LLC™ reserves the right to remove from the trip, at the participant's own expense, anyone whose condition is such that it could create a hazard to himself or herself or others, or otherwise impact the enjoyment of other passengers on the trip. Should you have any questions or need any clarification about a specific program, please ask for details at time of booking.

BAGGAGE:

• Tour prices include the handling of One (1) piece of baggage per person
• Weight restrictions on some routes on internal air flights may apply; details will be provided with preliminary tour documentation.
• Baggage and personal effects are at owner's risk throughout the travel program.
• Please check with your international carrier for other baggage restrictions applicable to your international flights.

PASSPORTS and VISAS:

• Valid U.S. passports are required for travel to the destinations in this brochure. Check with your travel agent or Ultimate Journeys LLC™ for the latest visa requirements. Please note that non-U.S. passport holders are responsible for obtaining the required documentation applicable for entry.

CLAIMS and REFUNDS:

• Refunds are not made for any missed services, except for verifiable extenuating circumstances. Please see our Limits on Responsibility on this page. For verifiable claims to be considered, they must be received in writing within 30 days of the termination of the program and be accompanied by supporting documentation and/or a statement from the Operating Company verifying the claim. Any adjustment considered will be based on the actual price of the services involved and not on a per diem basis. Adjustments will NOT be made for unused sightseeing trips or meals. Ultimate Journeys LLC™ will not accept any liability for any claims that are not received within 30 days of the termination of your travel program. All claims for days missed while traveling should be made in writing within 30 days of the termination of the program.  Please allow 6 – 8 weeks for refund to be processed.

PHOTOGRAPHY and VIDEO DURING GROUP TRAVEL:

• Ultimate Journeys LLC™ and its affiliates and suppliers reserve the right to take photographs during the operation of any program or part thereof and to use them for promotional purposes. By booking a program with Ultimate Journeys LLC™, program members agree to allow their images to be used in such photographs. Program members who prefer that their images not be used are asked to identify themselves to their Tour Director at the beginning of their program.

LIMITS and RESPONSIBILITY:

• Ultimate Journeys LLC™, its employees, shareholders, officers, directors, successors, agents and assigns (collectively Ultimate Journeys LLC™), does not own or operate any entity which is to or does provide goods or services for your trip. It purchases transportation (by aircraft, coach, train, vessel or otherwise), hotel and other lodging accommodations, restaurant, ground handling and other services from various independent suppliers. All such persons and entities are independent contractors. As a result Ultimate Journeys LLC™ 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, Ultimate Journeys LLC™ 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 adventure travel of the type involved here. These include, but are not limited to, risks of white water rafting, kayaking and rafting (for example, dangers of rapidly moving water, rocks and other submerged objects, hypothermia, etc.), horseback riding, Camel riding (for example, unpredictable behavior by the horses, being spooked, etc.) hiking, walking safaris, downhill or cross country skiing (for example, equipment failures, ice or other trail obstructions), and in all trips dangers of animals, inaccessibility to medical attention and difficulty in evacuation from remote locations in the case of a medical emergency. Passenger assumes all such risks with regard to these possibilities.

TRAVEL ADVISORIES and WARNINGS:

• It is the responsibility of The Traveler to become informed about the most current travel advisories and warnings by referring to the U. S. State Department's travel Web site at www.travel.state.gov/ or by phone at 1-888-407-4747.
• In the event of an active State Department Travel Warning against travel to the specific destination location(s) of the trip, should The Traveler still choose to travel, notwithstanding any travel advisory or warning, The Traveler assumes all risk of personal injury, death or property damage that may arise out of the events like those advised or warned against. 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 him or herself or other members of the tour.
• Ultimate Journeys LLC™ reserves the right to decline to accept anyone on a trip. Ultimate Journeys LLC™ 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 passengers on the trip.

Ultimate Journeys, LLC – Registration #: 602 109 402: Pursuant to current state law, a number of details are presented to you on invoices, travel documents and marketing materials. They include our registration number, complete cancellation, deposit and payment policies, complete package inclusions, specific hotels and resorts. We have made a conscious effort to be as clear as possible and comply completely with state law. If you are unclear with any portion or detail of your trip, please call us.

PAYMENT OF THE DEPOSIT and/or PROGRAM PRICE CONSTITUTES YOUR ACCEPTANCE OF THE TERMS AND CONDITIONS SET OUT HEREIN AND IN MORE SPECIFIC PRE-DEPARTURE PASSENGER DOCUMENTATION, INCLUDING THE RESERVATION CONFIRMATION FORM. TERMS and CONDITIONS are SUBJECT TO CHANGE AT ANYTIME WITHOUT NOTICE.