Terms and Conditions
Gate 1 Travel
RESERVATIONS: Please contact a Vacations To Go travel counselor for assistance at (800) 680-2858 or visit www.tourvacationstogo.com.
Minimum Purchase: A minimum 4 nights hotel or 2 nights hotel plus airfare are required. Tours, ferries and local flights require a minimum 2 nights hotel at point of origin.
Last Minute: All payments made within 30 days of departure must be in the form of a US Dollar certified check, money order, or credit or debit card; certified checks and money orders should be delivered to Gate 1 no later than 3 days following the reservation. All reservations must be made no later than 15 days prior to departure. If requested services cannot be confirmed, deposit and booking fee will be refunded. If services are confirmed, final payment is due within 24 hours and all applicable cancellation penalties will apply.
PRICES: Prices are per person based upon shared twin room occupancy. All prices are based on current exchange rates and are subject to change without notice. If the US Dollar devalues by 5% or more, Gate 1 reserves the right to increase prices accordingly. Prices do not include items of a personal nature such as laundry, wines, water, beverages, food other than the table d'hote menu, passport and visa fees, insurance, and foreign port taxes unless specifically indicated in the package inclusions. Prices are correct at time of publication; however, as airfares continually fluctuate and classes of service may have limited capacity, tour package prices and availability will change accordingly. In case of human or computer error, Gate 1 reserves the right to re-invoice for the correct price or service. A full refund will be made to passengers who choose not to pay an increase, provided Gate 1 Travel receives a written cancellation within five days of the price increase notification.
PAYMENT & CANCELLATION
Late Payment: If there is any outstanding balance by the Final Payment Due date listed on your invoice, all travel services will be subject to automatic cancellation. A service reinstatement fee of $50 will be added to your invoice and must be paid in advance in order to apply for reconfirmation of services.
Form of Payment: US Dollar check, bank check, money order, wire transfer, major credit cards or debit cards. Credit card charges will be accepted by phone or online to fulfill non-refundable deposit requirement. Final payment will be processed upon submission of a completed Gate 1 Travel Credit Card Form or online. Third-party credit cards are not acceptable. All payments made within 30 days of departure must be in the form of a certified check, credit or debit card; certified checks should be delivered to Gate 1 no later than 3 days following the reservation. There is a $50 fee for returned checks.
Cancellation: Once a partial or full payment has been made, cancellations will only be accepted in writing. You cancellation notice should include your reservation number, full name and date of travel. If you do not receive an acknowledgement within 48 hours, contact your Vacations To Go travel counselor to ensure your information was received. Cancellation terms will be applied based on the date that the written cancellation is received and based on the following dates prior to departure.
Reservations with Greek Island Cruises, Australia & New Zealand, China River Cruises & Hawaii:
Reservation Changes: Changes to an existing reservation, whatever the cause, will incur $50 per person plus any additional supplier fees. This includes name changes* and removal of any services such as optional tours and transfers. *Please note that name changes to airline reservations are subject to full cancellation and rebooking. Changes or additions after departure are subject to local rates at the time of amendment and must be paid directly by the passenger to the service provider. There are no refunds for unused services.
Airline Tickets: Once full payment is received, Gate 1 airline tickets will be issued and are fully non-refundable. Should airline tickets require to be issued earlier than the Final Payment Due date, you may be required to pay a larger non-refundable deposit and/or complete full payment. Once issued, Published Instant Purchase Airfare tickets normally may be changed prior to the departure date and the airfare applied toward travel within the following 12 months for a fee of $200 plus any difference in airfare; specific fees and policies may vary by airline.
Airline Taxes & Fuel Surcharges: If you purchased airfare, airline taxes and fuel surcharges are included. However, prior to completion of full payment there is a potential for a price increase(s) due to fuel surcharges as well as potential for increases in government-levied taxes and fees. To avoid potential increases, you may choose to accelerate your final payment in order that your tickets may be issued. Once issued, airline tickets are no longer subject to potential increases but are fully non-refundable.
Contact Information: Pursuant to TSA Secure Flight requirements, passengers are responsible to provide Gate 1 Travel with their name as it appears on their passport (or other government-issued I.D. when traveling), date of birth, gender, address, phone number, email and fax data for all passengers. Passengers must ensure that names are correctly listed on their invoice. Gate 1 Travel will not be responsible for passengers who do not receive an invoice or documents or are denied boarding due to inaccurate information.
Passports and Visas: Passengers are responsible for ensuring that they have the proper travel documents and MUST CHECK with the respective consulate(s) or visa agency to determine whether any visas or passports are required. Passports are required to be valid for at least 6 months after the date of travel. Any information provided on Gate 1 itineraries pertains to US citizens only. Non-US citizens should check with the respective consulate of the country(s) to be visited for current entry requirements.
Children: All children under 18 must be accompanied by an adult. Minimum age for children on escorted tours and/or European River Cruises is eight. Minimum age for escorted Canada programs is 10. Minimum age for Royal Caribbean International® Cruises, Holland America Line® Cruises and Norwegian Cruise Line® is 6 months old. There is no minimum age on independent packages. Discounts for children sharing a room as third may apply to children under 12. Accompanying adults are responsible for the safety of their children including to provide any necessary safety equipment (such as infant/child seats) where appropriate.
Travelers with Disabilities: In order to fully enjoy your Gate 1 Travel tour, Gate 1 recommends that you select a trip that is suitable to your physical capabilities. Tour participants requiring any form of assistance are required to notify Gate 1 Travel in writing prior to reservation for review and Gate 1’s agreement. Additionally the tour participant must be accompanied by an individual responsible for providing those services. Tour managers, guides, drivers or other tour, hotel, ship personnel are not able to provide such assistance. Escorted tours are fast-paced, often requiring lengthy walks over uneven terrain. Clients with special needs may be better served independently. Gate 1 can suggest touring options based upon specific requirements. In order to participate in escorted tours, passengers must be able to understand and follow instructions given by the Tour Director at all times. Passengers may not interfere actively or passively with the successful operation of the tour, including but not limited to emergency situations.
Wheelchairs & Walkers:
USA Tours: Pursuant to the Americans with Disabilities Act (the ADA), Gate 1 seeks to accommodate disabled travelers to the extent possible and consistent with the specific tour itinerary. Nevertheless, you may find that certain tour features may not be accessible to the extent that you require a wheelchair, scooter, or other special equipment to participate. Gate 1 cannot provide individual assistance to travelers with wheelchairs or other mobility devices. Gate 1 regrets that some itineraries cannot accommodate wheelchairs or motorized scooters. Passengers are required to advise Gate 1 of their accessibility requirements prior to booking in order for Gate 1 to determine if reasonable accommodations are available. Gate 1 and its agents will endeavor to accommodate special access needs, however may not be held responsible in the event that Gate 1 is unable to do so.
Service Animals: Escorted tours cannot accommodate service animals.
Airlines: Airline schedules and flights are subject to change without notice. Gate 1 Travel is not responsible for penalties incurred for tickets, international or domestic, not issued by Gate 1 Travel due to schedule and/or flight changes. Airline reservations completed online are subject to review and, should Gate 1 deem it necessary, may be rebooked to match minimum connecting time requirements and/or tour package itineraries, in which case you will be notified immediately. Airlines reserve the right to demand immediate issuance of tickets whenever they determine that specific flights are heavily booked even when normal ticketing rules do not require tickets to be issued until a later date. In this instance, Gate 1 will require immediate and full payment of the airfare as itemized on the invoice. This situation overrides invoice terms and conditions and payment due dates. If full payment is not received, seats will be cancelled by the airline and may not be available to be rebooked on the same flights or at the same airfare. Any replacement air arrangements and airfare will be the sole responsibility of the passenger.
Seat Assignments: Airline seats are confirmed whenever possible. Some airlines and/or fare types do not allow for pre-seating and require this be done at airport check-in only. Even when seats are pre-assigned, passengers are recommended to contact their carrier one to two weeks prior to departure to reconfirm their seats. In many cases, there are equipment changes after initial booking which may cause airplane seating reconfiguration.
Airline Frequent Flier Programs: Passengers are responsible to contact their airline directly regarding mileage eligibility and accrual. Airline frequent flier programs determine whether to award miles in part or total based on their own rules which are updated frequently. Some discounted or promotional airfares are not eligible for mileage accrual. Gate 1 Travel will record frequent flier numbers when provided by the passenger prior to travel documents being issued. However, the addition of frequent flier numbers to airline records does not guarantee mileage eligibility which is at the sole discretion of each airline.
Airline Name Changes: Any name change including minor spelling corrections may require airline reservations to be canceled and rebooked. Reservations are subject to current availability and pricing at the time of rebooking. Once airline tickets are issued, subsequent name corrections will be subject to an airline rebooking fee which may be as much as the full value of the airline ticket plus a $50 revision fee per change. Gate 1 will not be held responsible for the denial of services by a carrier due to any name discrepancy. Name changes must be advised in writing and forwarded to the attention of Gate 1’s Customer Service.
Airport Taxes & Fees: Airport taxes & fees are included in Gate 1’s Air & Land prices. These taxes and fees may vary prior to airline tickets being issued. Gate 1 reserves the right to amend the airport taxes & fees to reflect any changes prior to full payment and ticketing. Certain overseas domestic flights are subject to air taxes which can only be paid locally; in these cases, the specific flights and amounts of those taxes are indicated in the package presentation and pre-departure documentation.
Reconfirming Flights & Schedule Changes: Passengers are recommended to reconfirm their flights 72 hours prior to departure, and to reconfirm seat assignments, special meal requests and frequent flier numbers, as applicable. In the event of an airline schedule change, Gate 1 will make every effort to inform passengers of the schedule change and new flight schedule prior to departure. Gate 1 is not responsible for schedule changes including, when applicable, changes in routing and/or the number of stops in the itinerary. Gate 1 is unable to provide compensation for schedule changes or cancellations implemented by an airline. In the event of any change in flight itinerary made directly between passengers and their airline, it is the passengers' responsibility to advise Gate 1 of amended flight details in writing. Gate 1 cannot be held responsible for land services, including arrival and/or departure transfers, if flights are changed without its knowledge.
Hotel Accommodations: All rooms are standard twin-bedded (two single beds) rooms with private facilities, unless you have specifically requested and paid for an upgraded room category. Special requests such as bed types, smoking preference and connecting rooms are subject to availability. Room selection in all cases, unless otherwise reserved, is strictly at the discretion of the hotel's management on a run-of-house basis. Triple rooms consist of standard twin beds or one double bed plus a sofa/folding bed or cot for third person except in the U.S. and Canada, where triple rooms often consist of two double/queen beds for three persons; a fee may be charged by the hotel for the addition of a cot/rollaway. The number of persons accommodated does not dictate the room size. Although available at most 4 and 5 star hotels, use of air-conditioning abroad differs greatly from the United States. Many European hotels were built before central air-conditioning was introduced. Air-conditioning is often shut down at night and from the end until the start of the summer months. All hotel rates are based on Gate 1 Travel's agreements with its suppliers and are not negotiable. Hotel check-in time is generally not before 4:00 p.m. and check-out time is prior to noon. Please be sure that adequate arrangements for accommodations have been taken into consideration when a late night flight is being used. If a day room is included in the itinerary, check-out will normally be 6:00 p.m. Gate 1 reserves the right to make substitutions with hotels of equal standard. There will be no refunds for any difference in the cost of those accommodations.
Meals: As specified in each itinerary. Meals are based on the hotel's or restaurant's buffet or set menu. In general, beverages are not included, unless specifically stated. Although Gate 1 cannot make guarantees, every effort will be made to honor special dietary requests submitted in writing at least 72 hours prior to departure to Gate 1.
Transfers: Transfers are provided as indicated for each tour by car, minibus, or motor coach provided airfare is purchased from Gate 1. If you purchase a land-only tour, or if you deviate from the arrival and/or departure dates as stated in the itinerary, you will have the option to add transfer services to your reservation. Your arrival transfer is guaranteed for up to one hour from your scheduled arrival time in order to compensate for minor delays. Gate 1 Travel or the transfer company will not be responsible for flight delays, for any reason, beyond one hour from your originally scheduled arrival time. In case of a delay, whether due to flight delay, immigration and customs, or time spent reporting baggage damage or loss, it will be your responsibility to make other transfer arrangements such as a taxi. Transfer costs are not refundable and any additional expenses will be your responsibility. The cost of a transfer is more expensive than hiring a taxi, as a Gate 1 transfer necessarily includes round trip service, or 'dead-leg', meaning that a driver must come to the airport, hotel or pier only to pick you up and necessarily loses a one-way fare. Often the places of call (airports, seaports, hotels) demand entrance and parking fees, where drivers may have to wait for up to an hour. Gate 1 transfer drivers are reliable and work year-round for Gate 1. They ensure that you receive a full welcome service, transfer you to the correct location and are prepared to answer your questions along your ride. Passengers comfortable hiring a taxi on their own and do not require assistance will save money.
Sightseeing & Itinerary: Will be operated by motor-vehicle, its size dictated by the number of participants. Gate 1 tours have been designed to accommodate individuals as well as groups. The number of participants may vary during the tour, as Gate 1 Travel accommodates travelers arriving on different airlines and on different days of the week. Times listed in itineraries are approximate and meant only as guidelines. It is your responsibility to arrive on time for all scheduled flights, cruises, and package components. Arriving late may be considered a "no-show", in which case you will not be eligible for refund for the unused service(s). Gate 1 Travel cannot guarantee the number of passengers who will be on any given tour. You may find that you are traveling with a sizeable group or only with your own companions. Services, however, will remain constant no matter the number of tour participants. Gate 1 imposes mandatory coach seat rotation with no exception. Persons requiring any assistance or who have any form of disability should refer to section "Travelers With Disabilities". On dates including, but not limited to religious holidays and national celebrations, some monuments and sites may be closed. On these occasions, touring itineraries may be amended to reflect these closures. Occasionally, during holidays and certain periods, and/or due to unforeseen circumstances including weather conditions there may be last-minute changes, sometimes after arrival, in affecting the sequence of the tour, locations visited and/or hotels. Therefore, Gate 1 reserves the right to adjust the sequence and/or substitute any hotels with others of similar category. In such cases there will be no cost adjustment. National monuments and tourist sites regularly undergo renovations, which can obscure the monument's view. No tour will be canceled due to renovations, however Gate1 will decide based on the conditions whether to amend an itinerary. Gate 1 itineraries may contain suggestions for activities for your leisure time; these suggestions do not constitute a recommendation nor an endorsement of any specific service provider and the decision to participate in any such activities should be made independently and with due consideration. Gate 1 is not responsible for any activities not expressly included in its programs.
Rail: Once full payment is received, Gate 1 will select train times, rail tickets will be issued and are fully non-refundable. Except where requested in writing prior to final payment, rail tickets will typically be reserved for departures between 9 am and 12 noon, subject to availability. For passengers traveling independently, requests for alternative times will be considered but are strictly subject to availability. Passengers traveling with a group may not request alternative train times. Once issued, rail tickets are valid for the dates and times specified. Some exchanges must be done locally at the station due to fare restrictions. Changes may be subject to local charges, fees, and fare increases. Changes for Italian train tickets are only permitted for the same day and route for a $50 amendment fee per segment and may also be subject to a fare increase. Once the booked train has departed, changes are no longer possible nor can amendments be completed on board the train. Gate 1 does not control seat assignments which are entirely at the discretion of the rail companies. Once rail tickets are issued they are fully non-refundable and non-changeable.
Optional Sightseeing Tours: A limited selection of optional sightseeing tours are available for purchase at any time until the final payment due date. Those associated with escorted and guided programs will be available for purchase locally based upon availability. Some optional tours require a minimum number of participants and may not be operated; in such cases, the tour company will attempt to notify you locally, and you will receive a full refund upon your return home. Optional tours may be conducted in more than one language. Optional tours are subject to standard cancellation terms including being fully non-refundable once a trip has commenced.
Non-Operation of Escorted Tour: Escorted tour packages are based upon a minimum number of participants. Cancellation of any tour for lack of participation will be advised at least 30 days prior to the tour's departure, and all money will be refunded. Gate 1 Travel will not be held responsible for any costs relating to the issuance and/or cancellation of airline tickets or visa fees. Voluntary cancellations due to political instability, acts of terrorism, government intervention or US State Department warning will be subject to the above fees, provided the program is deemed (by Gate 1 Travel) able to continue. Should Gate 1 elect to cancel a departure for any of these reasons, every effort will be made to obtain refunds from suppliers, however no guarantees can be provided on their behalf.
Group Harmony: To ensure the desired group synergy, Gate 1 Travel reserves the right to accept, reject or expel any individual who is deemed disruptive or incompatible with the interests of the group. All expenses to do so will be borne by the passenger.
SEA & RIVER CRUISES:
Cabin Assignment (River Cruises): Depending upon the vessel, cabin numbers may be assigned at the time of reservation. Assignments are subject to change. Gate 1 also reserves the right to amend cabin assignments onboard without prior notification. Special seating requests will be accepted by the maître d'hotel on sailing day. Shore excursions which are not included in the cruise package may only be purchased aboard ship unless an optional tour package is available for advance purchase.
Ship & Itinerary Changes: Cruise itineraries and ships are subject to change without notice. Furthermore, cruise ships may be chartered and/or departure dates canceled, in which case all monies will be refunded. Gate 1 Travel takes no responsibility for ship substitutions or itinerary changes imposed by a cruise line and is not responsible for any losses you may incur including the issuance and/or cancellation of airline tickets or visa fees. Voluntary cancellations due to political instability, acts of terrorism, government intervention or US State Department warning will be subject to the above fees, provided the program is deemed (by Gate 1 Travel) able to continue. Should Gate 1 elect to cancel a departure for any of these reasons, every effort will be made to obtain refunds from suppliers, however no guarantees can be provided on their behalf.
Water Level: River water levels may cause part or all of the cruise itinerary to be operated by motor coach. If this becomes necessary, Gate 1 Travel will endeavor to provide equal or similar services, however no tour will be canceled and no monetary compensation will be made for those changes. Neither Gate 1 Travel nor the owners or operators of the vessels shall be liable for delay or inability to perform any condition caused by or arising from strikes, lockout, civil or labor issues, explosion, fire, collision, vessel breakdown or damage to the vessel, its hull, machinery or fittings. Neither shall they be responsible for issues caused by or arising from civil commotion, riot, insurrection, war, government restraint, requisitioning of the vessel, political disturbance, acts or threats of terrorism, inability to secure or failure of supplies including fuel, Acts of God, or other circumstances beyond their control.
Medical Services: Many ships do not carry a doctor or nurse onboard. Should medical attention be required, local services will be contacted. Resulting charges will be the responsibility of the passenger. Gate 1 and the cruise ship operator are not responsible for the services provided. Additional terms and conditions are required for Royal Caribbean International®, Holland America Line® and Norwegian Cruise Line®. Please ask your Vacations To Go travel counselor for more information.
Documents: Provided full payment is received no later than your Final Payment Due date, documents will be sent via email 21 days prior to the onset of services. Paper documents, when requested, will be delivered approximately 14-21 days prior to the onset of services. A complete street address is required for mailed documents (no PO boxes). Charges per set of paper documents when e-documents are available: via Ground $20; via Express $30.
Health Requirements: Check with your healthcare provider for up-to-date requirements. You may also check the Centers for Disease Control (www.cdc.gov) and/or the World Health Organization (http://www.who.int/en/) for their recommendations. Required inoculations, if any, must be recorded by clients' health practitioner on a valid vaccination certificate which the client must carry for proof of inoculation where required. Individuals with heart disease, chronic illness, physical handicap, advanced pregnancy, or mental illness should not participate in these rigorous travel programs. Any person who arrives to the destination ill with apparent fever or becomes ill during the tour, will be removed from the group and directed to a local medical facility for diagnosis. Only upon clearance by an accredited medical facility will that individual be allowed to resume group travel. All costs associated with medical treatment and related expenses such as additional hotel nights or transportation not included in the original itinerary, will necessarily be borne by the passenger.
Luggage: All Gate 1 escorted tour buses allow one piece of luggage per person, plus carry-on bag. Additional baggage will be subject to a handling charge of $100 per piece. As Gate 1 will not be responsible for loss or damage to luggage and personal belongings, you MUST report any loss or damage immediately at the time of the incident and obtain a written report from the local authority for submission to your insurance provider. If your luggage is lost or damaged by the airlines, a baggage claim form MUST be filed with the carrier before leaving the airport. Gate 1 recommends that you use brightly colored luggage tags, straps or other identifiers to help you locate your luggage upon arrival or to describe it in the event that it is lost.
Hotel & Cruise Profiles: Gate 1 Travel's hotel and cruise ship profiles are based upon information provided to Gate 1 Travel by hotel and cruise ship partners and their representatives, including images and descriptions of individual properties. Star-ratings may differ from country to country. Gate 1 Travel does its best to maintain current information, however is not responsible for any inaccuracies, changes in description details or amenities, or images provided by third parties.
CUSTOMER SERVICE: All customer service issues must be submitted in writing and received no later than 30 days following your return. Claims for Russian river cruises must be submitted no later than 15 days following return. Claims for refund of undelivered services must be accompanied by payment receipt(s) and local documentation. There will be no refunds for unused package tour services or features, including missed transfers due to airline changes and/or missed flights, unused meals, missed sightseeing tours, unused entrance fees, and accommodations. Airline flight cancellations and delays for any reason are not the responsibility of Gate 1 Travel. Submit your claim directly to the airline. Gate 1 Travel does not guarantee airline response. Eligible airline tickets may only be refunded once the original paper coupons are returned to Gate 1 via a trackable overnight package; e-tickets do not need to be returned. Lost paper tickets have no refund value. Complaints regarding a hotel's standards or amenities should be addressed directly with the hotel's management. Refunds are not normally considered by hotels if they were not given an opportunity to address those complaints locally. Processing of claims will take up to eight weeks from the date Gate 1 receives relevant documents. These terms may not be changed by anyone other than an authorized representative of Gate 1 and must be documented in writing. Gate 1 Travel is not obliged to guarantee promises (written or verbal) made by local hotel staff, tour guides, or any other persons not under direct employ of Gate 1 Travel.
RESPONSIBILITY: Gate 1 Travel and its representatives abroad act only as independent contractors acting on behalf of neither the customer nor the suppliers and principals. All exchange orders, coupons, and tickets, whether paper or electronic, are issued subject to the terms and conditions under which such means of transportation, accommodations, and other services are offered or provided. The issuance and acceptance of such documents shall be deemed to be consent to the further conditions. Gate 1 Travel does not own nor operate the hotels, motor coaches, airlines, cruise lines, or any other service providers which compose their tours, and will not be held responsible for changes and/or cancellations for any reason by airlines, hotels or cruise ships.
European River Cruises: This Agreement governs the relationship between you, the passenger, and the owner and/or operator of the river cruise ship as well as their affiliates, subsidiaries and parent companies and also their respective agents, employees, and independent contractors (collectively, the "Operator"). The provisions of the Athens Convention Relating to the Carriage of Passengers and their Luggage by Sea (1974) and the International Convention on Limitation of Liability For Maritime Claims (1976) are incorporated in this Agreement except where the terms conflict with any mandatory provision of law or international convention, including, where applicable, the Strasbourg Convention on the Limitation of Liability in Inland Navigation (1988), in which case the provisions of that law or convention prevail. The Operator shall be liable in accordance with the provisions and limitations of the 1974 and 1976 Conventions which, in most cases, limit liability for death, personal injury, and lost or damaged property. 1974 limits actions to be taken within a period of two years. Notwithstanding, in no case shall an action be brought after the expiration of a period of three years from the date of disembarkation of the guest or from the date when disembarkation should have taken place, whichever is later. The Operator shall not be liable for lost or damaged valuables, except where such valuables have been deposited with it for the purpose of safe-keeping in which case the Operator shall be liable up to the limit provided for in the Conventions. Where any of the Conventions permit us to apply a deductible, Operator may apply that deductible. Nothing contained in the Agreement shall be construed to deprive the Operator of the benefit of Subtitles II and III of Title 46, United States Code, or of any other Convention, Statute or law whatsoever which might be applicable providing for exoneration from or limitation of liability.