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Terms and Conditions


Forms of Payment

You may make payment by Visa, MasterCard, Discover, American Express, check or electronic cash withdrawal. If your check or electronic debit is returned from your bank for any reason a $25 processing fee will be added to your account balance; and all future payments will need to be made by credit card or certified funds.


Prices in Alexander+Roberts brochures are based on land only or cruise only, and do not include international airfare to or from the US. On-tour transportation is included as indicated on each tour program. Land only rates are guaranteed upon receipt of deposit. Printed rates are subject to change without notice.

Alexander+Roberts is pleased to book international air for you at an additional cost. If you purchase international airfare, airline taxes, fuel surcharges and government-imposed fees are included and your fare is guaranteed upon receipt of deposit. For information about the free baggage allowance and applicable fees for the first and second checked bag and carry-on, please visit the website of your airline. Seat assignments are not available on all airlines and are subject to change without notice. Flight schedules are subject to change without notice.

Holiday Rates and Programs

Trade fair periods, holidays and festivals may carry additional surcharges, payment requirements and cancellation penalties. During holidays or special events, sites such as museums, restaurants and shopping may be limited or not available.


Transfers are included as indicated or if international air is purchased through Alexander+Roberts. Transfers for land only travelers who have made their own arrangements for international air are available at additional cost.

Mandatory Guest Information

The Transportation Security Administration requires all passengers to provide their name exactly as it appears on their passport, their date of birth and gender when making airline reservations. This information will be requested at the time of reservation in order to secure your booking and airline reservation. In addition, your passport number and its date and place of issue are required by international cruise and transportation companies in order to for you to travel: your confirmation includes a Mandatory Guest Information form to make it easy for you to provide this information to us. Names on your reservation and airline tickets must match the first and last name listed on your passport. Your passport must be valid for six months after your return to the U.S. Travelers to Tibet must submit a color copy of their passport pages and their Chinese visa in order to secure their final documents.


A deposit is due within 7 days of booking to secure your reservation. Please have credit card information, along with home address, and telephone number at time of booking. Inca Trail programs, train and ferry tickets require passport information to confirm. Reservations made within final payment periods require full payment and passport information at the time of booking.

$400 per person deposit.

Exceptions: $1,500 per person: Silver Galapagos, Silver Discoverer, Antarctica, New Zealand, Botswana, Uganda, Bhutan, Sri Lanka, Burma, private luxury train programs.

Final Payment

90 days prior to departure.

Exceptions: 120 days prior to departure: Galapagos, Silver Discoverer, Antarctica, New Zealand, Botswana, Uganda, Nepal, Burma, Bhutan, Sri Lanka and private luxury train programs.

Changes to Reservations

After any payment has been made a minimum $50 fee will be charged for any change made to hotels, sightseeing, and ground or air transportation. Changes are considered cancelled services and additional cancellation penalties may apply. Changes are subject to additional airline or hotel charges should the original rates no longer be available for your revised travel dates. Revisions to air tickets are subject to the airline fare rules, change fees and cancellation policies. Changes from double occupancy to single occupancy will incur a single supplement.


Cancellations are subject to the following per person fees:

Botswana, Uganda, Antarctica, Splendid Waterways of the Czars, India Tiger safaris, Bhutan, Sri Lanka, Burma, private luxury train programs:

  • Up to 121 days prior to departure: $1500 per person plus airline cancellation penalties
  • 120 to 91 days prior to departure: 50% of program price plus airline cancellation penalties
  • Within 90 days of departure: 100% of program price

Galapagos and Silver Discoverer programs:

  • Up to 121 days prior to departure: $400 per person plus airline cancellation penalties
  • 120 to 91 days prior to departure: 50% of program price plus airline cancellation penalties
  • Within 90 days of departure: 100% of program price

All other programs

  • Up to 91 days prior to departure: $400 plus airline cancellation penalties
  • 90-61 days prior to departure: 50% of program price plus airline cancellation penalties
  • Within 60 days of departure: 100% of the program price

Alexander+Roberts reserves the right to cancel or reschedule any vacation departure for any reason, including insufficient participants. If a vacation is canceled due to non-participation, Alexander+Roberts will refund the amount it has received from guests. Alexander+Roberts will try to rebook the same vacation with a different departure date, or a similar vacation. Where Alexander+Roberts has confirmed flights, it will try to confirm air schedules for the selected new dates, subject to availability. Alexander+Roberts cannot assume responsibility for any additional costs or any fees relating to the issuance and/or cancellation of air tickets or other travel arrangements not made through Alexander+Roberts.


All requests for refunds will be considered promptly, but they must be in writing and received within 30 days of the return date of the tour. There is no refund for unused services or unused portions of your trip.

Changes to Alexander+Roberts Programs

Alexander+Roberts will make every effort to operate all programs as disclosed in this brochure. However, circumstances beyond Alexander+Roberts’ control may arise which would require an adjustment to the tour, its inclusions or the staff accompanying the trip. Alexander+Roberts will do all that is possible to avoid such changes but Alexander+Roberts must reserve the right to make such modifications. Modes of transportation and itinerary routings may change based on the number of passengers on a departure. More than one trip leader or host may accompany you on your guided itinerary. Problems beyond our control (such as civil unrest or acts of nature) may force a change in itinerary. All cruise ships reserve the right to charter a departure date after publication.

Because waterways can be affected by severe weather conditions including rain or drought, high or low water levels, programs may require a change in embarkation and disembarkation points, sightseeing itineraries, modes of transportation and cruising schedules. Alternate programs may be arranged by the cruise companies without notice. Normal cancellation penalties still apply to the program that has been changed.

Tour Documents

Documents are mailed approximately 21 days prior to departure for all tours. Documents for all passengers cannot be released until full payment and the Mandatory Guest Information form have been received.


Alexander+Roberts must reserve the right to substitute hotels if absolutely necessary. Please note that it is standard policy that hotel rooms are not available for check-in before 3 p.m. Single rooms/cabins are often smaller than twin rooms/cabins. Triple rooms may not be available or may consist of a rollaway, cot, temporary bed or mattress in a twin room, and may not be comfortable for three adults.


Gratuities for the trip leader, local guides, drivers, and cruise staff are not included unless indicated and are at the discretion of the individual traveler.

Smoking Policy

There is a no-smoking policy on all of Alexander+Roberts’ transportation. Cruise ships have a non-smoking policy, except where permitted in designated areas of the open decks.


Airline baggage allowance regulations are based on a weight and measurement system determined by the international carrier. Airline restrictions may include baggage fees: contact your airline or visit the airline’s website for applicable baggage fees and up to date dimensions. At the time of publication, combined overall dimensions for transpacific/transatlantic checked baggage cannot exceed 106 inches. Carry-on luggage cannot exceed 45 inches. For flights within Africa, the baggage weight limit is 30 pounds. Please check your travel documents carefully for the weight restrictions on the flights on your tour.

Travelers Requiring Special Assistance

Any disability requiring special attention should be reported at the time the reservation is made. Alexander+Roberts will make reasonable attempts to accommodate the special needs of such travelers, but are not responsible for any denial of services by carriers, hotels, and other independent suppliers. Alexander+Roberts regrets that it cannot provide individual assistance to a tour member for walking, dining, getting on and off motor coaches, ships and other transportation vehicles, or other personal needs. Travelers who need such assistance must be accompanied by a qualified companion. Small ships have very limited handicapped facilities; almost all have stairs rather than elevators.

The Operator reserves the right to remove a client from a tour and provide a full refund for unused services.

Many Sites Around the World Require Careful Walking and Alertness

Sightseeing, either guided or “on your own,” requires walking over uneven stones and unpaved surfaces, climbing steep stairs and paths that may have no railings, and exploring when weather conditions are wet. Travelers who choose to travel with Alexander+Roberts assume responsibility for their personal safety, whether guided or during free time. Activities, lodges, camps and cruise ships in natural settings may require a signed liability waiver.


Alexander+Roberts (the “Operator”) packages and operates these programs solely as an independent contractor. The tour services described in this brochure, including without limitation transportation, lodging, and sightseeing, are provided by the carrier, hoteliers, and other suppliers that are independent contractors and not agents for, employees, partners, or joint ventures of the Operator. The Operator issues tickets, vouchers, and other travel documents for such services merely as an agent for the companies that furnish such services. Such tickets, vouchers, and other travel documents are subject to all terms and conditions of the respective suppliers (some of them may limit or exclude the supplier’s liability). The Operator is not responsible for any loss of or damage to property or death or injury to persons, resulting from any act or omission of any supplier providing any tour service or any other person or entity or caused by strike, war, weather, quarantine, sickness, government restriction or regulation, or any other cause beyond its reasonable control, including supplier’s decision to withdraw and/or cancel a tour for any reason. The tour participant expressly waives all rights, which he or she may have against the Operator in connection with the foregoing. Under no circumstances is the Operator to be construed as a carrier under contract for safe carriage of the passenger or his or her baggage and belongings. The Operator reserves the right to remove a client from a tour and provide a full refund for unused services.


All matters concerning these tour programs and services shall be governed by, and administered and interpreted according to the laws of the State of New Hampshire (without regard to conflicts of laws principles).

Any unresolved dispute or controversy arising under or in connection with the services provided by the Operator shall be settled exclusively by arbitration, conducted before the American Arbitration Association in Boston, Massachusetts, in accordance with the rules of that body then in effect. In addition, the arbitrator and not any federal, state, or local court or agency shall have exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability, conscionability, or formation of this contract, including but not limited to a claim that all or any part of this contract is void or voidable. The arbitrator shall not have the authority to add to, detract from, or modify any provision hereof nor to award punitive damages to any injured party. A decision by the arbitrator shall be final and binding. Judgment may be entered on the arbitrator’s award in any court having jurisdiction. Each party shall be responsible for the respective fees and expenses of their legal representation and the costs of arbitration shall be shared equally.

Legal proceedings against the Operator may be instituted only in a state or federal court within the State of New Hampshire, and any claim involved in such proceedings shall be decided in accordance with the laws of the State of New Hampshire. Any legal proceeding against the Operator must be commenced within one year following the date of tour completion. Neither the Operator nor any affiliate shall in any case be liable for other than compensatory damages, and you hereby waive any right to punitive damages.

Every effort has been made to accurately produce the information in this brochure. Alexander+Roberts reserve the right to correct errors.

United States Tour Operators Association

$1 Million Travelers Assistance Program

Alexander+Roberts, as an Active Member of USTOA, is required to post $1 Million with USTOA to be used to reimburse, in accordance with the terms and conditions of the USTOA $1 Million Travelers Assistance Program, the advance payments of Alexander+Roberts customers in the unlikely event of Alexander+Roberts bankruptcy, insolvency or cessation of business. Further, you should understand that the $1 Million posted by Alexander+Roberts may be sufficient to provide only a partial recovery of the advance payments received by Alexander+Roberts.

Visa & Passport Information

A U.S. Passport valid for six months upon return to the U.S. is required of all guests. As passport processing can be unexpectedly delayed, Alexander+Roberts recommend using CIBT (800-406-1523) for new or renewal applications. It is each traveler’s responsibility to obtain their required visas. Visa requirements vary according to the nationality of the passport holder. For travelers who are not citizens of the United States, please consult CIBT or the embassy of your destination country for visa requirements. For those who wish complete visa assistance, CIBT can provide documentation services. Application timing and processing vary greatly, so please check on-line early for visa requirements.

Please note that visa requirements and charges are subject to change, and should be confirmed at the time of booking. Alexander+Roberts is not responsible for the refusal or delayed processing of visas and passports by Consular offices and normal cancellation charges will apply.