Terms and Conditions
Gate 1 Travel
HOW TO MAKE A RESERVATION: Please contact a Vacations To Go travel counselor for assistance at (800) 680-2858 or visit www.tourvacationstogo.com.
DEPOSIT REQUIRED: A non-refundable deposit is due at the time of reservation. Packages without cruise and hotel only: $100 per person; packages with sea or river cruise: $200 per person; instant purchase airfare or packages: Full payment.
FULL PAYMENT: Final payment is due 45 days prior to departure (120 days prior to departure for packages including sea and river cruises). Some special events (such as Rio de Janeiro New Year's and Carnival, and all packages featuring Ecuador) may require earlier payment. You will be advised at the time of reservation. Payments made within 30 days of departure must be in the form of a certified check or credit card. Instant purchase packages require full payment at the time of booking.
LATE PAYMENT: If there is any outstanding balance by the Final Pay Due date listed on your invoice, all travel services will be subject to immediate and 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.
PRICES: Prices are per person and based upon shared twin room occupancy. 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. Gate 1 reserves the right to amend prices due to increases in airline fuel surcharges.
MINIMUM PURCHASE: A minimum 4 nights (2 nights for Bahamas & Caribbean) hotel reservation or 2 nights hotel reservation with round trip flights is required. Any invoice less than $500 will be subject to a $50 processing fee.
HOTEL TAXES & FEES (BAHAMAS & CARIBBEAN): Hotel accommodations are subject to a government tax/resort levy (10-12%) based upon the per person room rate. Additionally, most hotels charge per night service charges and fees, which may include, but are not limited to, bellman gratuities, housekeeping gratuities, pool/beach attendant gratuities and utility/energy surcharges. These taxes/fees are charged on a per person basis and can vary anywhere between $8-$20 per passenger in addition to the government tax/resort levy and are collected by Gate 1 Travel.
CREDIT CARDS: Gate 1 Travel accepts Visa, MasterCard, American Express and Discover. Credit card charges will be accepted by phone to fulfill non-refundable deposit requirement only. Final payment will be processed only upon submission of a completed Gate 1 Travel Credit Card Form, submitted through your Vacations To Go travel counselor. Third-party credit cards are not acceptable.
RETURNED CHECKS: $30 fee.
RESERVATION CHANGES: Any change to an existing reservation will require a full cancellation and rebooking of the reservation, and will be subject to cancellation fees as delineated in the CANCELLATION section of these Terms.
LAST-MINUTE RESERVATIONS: Reservations must be made no later than 15 days prior to departure (or 8 days prior to departure for the Caribbean). Bookings received 30 days or less prior to departure will include a $50 last-minute booking fee. 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 thereafter.
PASSENGER INFORMATION: Passengers are responsible to ensure that their Vacations To Go travel counselor has the correctly spelled name, address, e-mail and fax data for all passengers. Names printed on the invoice must exactly match the first and last name written in their passport (middle names or initials are not needed). Neither Vacations To Go nor Gate 1 Travel will be responsible for passengers who do not receive an invoice or documents due to inaccurate information.
DOCUMENTS: Provided that full payment is received no later than your final payment due date (typically 45 days prior to departure) documents will be sent 21 days prior to departure via e-mail unless Gate 1 deems paper documents are necessary in which case delivery will be approximately 21-14 days prior. A complete street address is required for mailed documents (Post Office Box numbers cannot be used). Upon request, the following services may be provided for a $20 fee (payable before documents are released): Next Day Air service; paper documents; a second set of documents. A fee of $20 will also be applied whenever payments are received less than 45 days prior. Most airline tickets are now issued electronically (e-ticket). Passengers may request paper airline tickets for a fee of $30 per person.
AMENDMENTS AFTER DEPARTURE: The cost of any changes or additions will be at the local rate at the time of the amendment, not per the Gate 1 Travel website or brochure, and must be borne by the passenger. Changes are subject to a $30 amendment fee.
AIRLINES: Once issued, tickets are non-refundable. Airline schedules and flights are subject to change without notice. Neither Vacations To Go, nor Gate 1 Travel are responsible for penalties incurred for tickets, international or domestic, not issued by Gate 1 Travel due to schedule and/or flight changes. It is the passenger's responsibility to know whether the airline reserved on their behalf participates in the passenger's frequent flyer program, and to provide the information to their program administrator. 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 and airport taxes and fees 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. We suggest you contact your Vacations To Go travel counselor or the carrier several weeks prior to departure for seat assignments. Passengers are responsible to reconfirm their flights 72 hours prior to departure for all flights.
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 full payment is received, airline tickets will be issued and are fully non-refundable. 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 Gate 1 Travel $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.
AIRPORT TAXES & FEES: The following per person charges are not included and are collected by Gate 1 Travel with final payment: passenger facility charges up to $18, segment fees of $3.20 per domestic segment, September 11th Security Fee up to $10, and international fees and taxes. For details please visit www.gate1travel.com/airport_taxes.htm. Airport taxes & fees which appear on the invoice reflect the taxes and fees that are applicable when the original reservation is completed. These taxes and fees may vary prior to airline tickets being issued. We reserve the right to amend the airport taxes & fees to reflect any changes prior to ticketing.
AIRLINE FUEL SURCHARGES: Airline fuel surcharges are included in your airfare. Fuel surcharges are subject to change without notice due to fluctuating oil prices. We reserve the right to amend your airfare due to increases in fuel surcharges imposed by your airline. To avoid potential increases, you may choose to pay for your airline tickets in full at any time in order that tickets may be issued. Once issued, tickets are no longer subject to potential increases but are fully non-refundable.
RAIL: Rail tickets are valid for the dates and times specified and once issued are non-refundable. The possibility of date and/or time changes once issued is strictly subject to availability and may by accompanied by rate increases.
HOTEL ACCOMMODATIONS: Will be provided in accordance with the itinerary or similar. We reserve the right to make substitutions with hotels of equal standard. There will be no refunds for any difference in the cost of those accommodations. All rooms are standard twin-bedded 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 plus a sofa/folding bed or cot for third person. The number of persons accommodated does not dictate the room size. All hotel rates are based on Gate 1 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.
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.
AIR-CONDITIONING: Although available at most 4 and 5 star hotels, conditions and 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.
CRUISES (Sea & River):
Embarkation: In general, passengers may board ships not earlier than four hours and not later than one hour prior to departure. It is the passenger's responsibility to ensure a timely arrival at the port.
Vessel & Itinerary Changes: Cruise itineraries and ships are subject to change without notice. Furthermore, cruise ships may be chartered and/or departure dates canceled after the publication of this brochure, 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 as a result.
Cruise non-operation: Cruises may be cancelled until 30 days prior to the program's departure date. Cancellation will be advised at least 45 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.
Cruise Fuel Surcharges: Gate 1 reserves the right to assess cruise fuel surcharges anytime and without notice due to fluctuating oil prices and at the will of the shipping company. Prices in this program are based upon $65 per barrel oil costs. Gate 1 Travel maintains the right to assess fuel surcharges up to 30 days prior to departure.
SEA CRUISES: Cabins are assigned within a general cabin category on run-of-ship basis. Gate 1 Travel cannot guarantee a specific assignment. Cabin assignments will be made available within 30 days of departure. Requests for dining room seating will be accepted by the maître d'hotel on sailing day. Gate 1 Travel will accept requests for dining time preference, but cannot guarantee confirmation prior to embarkation. Shore excursions may only be purchased aboard ship unless an optional tour package is purchased in advance.
RIVER CRUISES (Europe): 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.
Cabin Assignment: Cabins are assigned within a general cabin category on run-of-ship basis. Depending upon the vessel, cabin numbers may be assigned at the time of reservation. Cabin assignments will always be made available within 30 days of departure. Dining room seating is always single-seating. 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.
Water Level: Water level issues may cause part or the entire 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 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: 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.
For more information, ask your Vacations To Go travel counselor.
CHILDREN: All children under the age of 18 must be accompanied by an adult. Minimum age for children on escorted or guided coach tours is six. Minimum age for European river cruises is 12. There is no minimum age on independent packages. Discounts for children sharing a room as third apply to children under 12. In the Bahamas & Caribbean, discounts for children vary by resort.MEALS ON TOUR: 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. In the Bahamas & Caribbean, meals are generally not included. Many hotels offer meal plans that may be purchased at the time of reservation. Meal plans, generally, incur a mandatory gratuity (usually 15% based on the actual prices of food and beverages consumed) that is payable directly to the hotel at the time of checkout.
TRANSFERS: As indicated for each tour, provided by car, minibus, or motor coach, and only on tour arrival and departure dates, provided airfare is purchased from Gate 1 through Vacations To Go. 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 automatically be billed for the transfer service, which you may advise us to cancel at any time prior to your final tour payment date. 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 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.SIGHTSEEING: Will be operated by motor-vehicle, its size dictated by the number of participants, at the sole discretion of the company. Gate 1 tours have been designed to accommodate individuals as well as groups. Please refer to each tour package for a complete listing of tour services included. 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). We 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. Escorted/Guided tours of Classical Greece may occasionally be guided in English plus one additional language.
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.PUBLIC HOLIDAYS: 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.
LUGGAGE: All tour packages allow one piece of luggage per person and one carry-on bag. Excess luggage will be subject to charge of up to $100 per piece. For flights to/from the USA, most airlines permit two pieces of checked luggage each weighing up to about 50 lbs. However, airline policies vary and may change at any time. Gate 1 Travel is not responsible for any excess luggage/weight charges levied by an airline. Vacations To Go and/or Gate 1 Travel shall not be held responsible for any damage to or loss of luggage/personal items. All damage/loss must be reported at time of incident and documented in writing by local authorities for submission to the insurance company. Please ask your Vacations To Go counselor for details.
ITINERARY AND HOTEL AMENDMENTS: Occasionally, during holidays and certain periods, due to unforeseen circumstances, the local Tour Operator may have to make last-minute changes, sometimes after arrival, in the sequence of the tour and/or hotels. Therefore, we reserve the right to substitute any of the hotels with no cost adjustment.
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. On China and South America escorted tours, a minimum of 10 passengers is required. Whenever there are less than 10 passengers, tours will be locally hosted. Southeast Asia tours are guaranteed to depart with a minimum of two passengers. 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.
TRAVELERS WITH DISABILITIES: Tour participants requiring any form of assistance are required to notify Gate 1 Travel in writing at the time of reservation, and 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. Due to space limitations, wheelchairs and walkers cannot be taken aboard motor coaches and/or ships. Gate 1 Travel reserves the right to remove any person from a tour who has not provided the required notification and has not received written confirmation from Gate 1. All related expenses, including those to return home, will be borne by the passenger.
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.
HEALTH REQUIREMENTS: Please check with your healthcare provider for up-to-date requirements. 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. 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 are required. Passports are required to be valid for at least 6 months after the date of travel. Any information provided pertains to U.S. citizens only. Non-US citizens should check with the respective consulate of the country(s) to be visited for current entry requirements. Please ask your Vacations To Go counselor for more information.
TRAVEL PROTECTION & INSURANCE: The cost of your trip may increase, due to personal emergencies that may affect your travel plans. Comprehensive trip insurance is therefore highly recommended. Your premium is related to your trip cost, so you don't have to worry about being over-insured. CANCELLATION: Once a partial or full payment has been made, cancellations will only be accepted in writing. Cancellation terms will be applied based on the date that the written cancellation is received and based on the following dates prior to departure.
Packages without Cruise or Hotel Only:
Packages with Sea or River Cruise:
Instant Purchase PackagesFrom date of purchase:
Note: A package is any combination of two or more travel services (for example, airfare and hotel) appearing on one invoice.Special EventsCancellation penalties may differ for special events and tour packages (such as New Year and Carnival) and will be advised at time of booking on your invoice. All stays in Bahamas & Caribbean over Dec 25 or Dec 31 will incur a 100% penalty for cancellations on or after Nov 1.
CUSTOMER SERVICE: All customer service issues must be submitted in writing and
received no later than 30 days following your return.
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 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.
A) The Travel Agent and/or Tour Operator, Gate 1 Travel, shall not be in any way liable for injury, damage, loss, accident, delay, or irregularity in any vehicle, or through the act of default of any company, or person engaged in conveying passengers, or of any hotel proprietor, personnel, servant or any other person otherwise in connection therewith.
B) Gate 1 Travel shall not be held responsible for potential risks and hazards associated with travel to destinations included in this site, where injury, delay, or unanticipated events may occur. Gate 1 Travel shall not assume responsibility for standards of quality, hygiene, political stability, cuisine, sanitation facilities, cleanliness, telecommunications facilities, methods of conducting business, emergency medical evacuation, treatment, or medical services found in these destinations. Travel to these areas may entail risks including but not limited to the hazards of traveling in politically unstable areas, civil disturbances, war, and arbitrary changes mandated by government authorities or private concerns. It is the responsibility of the passenger(s) to check with the U.S. State Department, Consular Information, http://travel.state.gov/travel/warnings.html for any current advisories and updates to the destinations on their itinerary. Gate 1 Travel shall be held harmless from any and all liability in connection with the foregoing.
C) Gate 1 Travel cannot accept responsibility for loss or expense due to delay or changes in transportation schedule or other causes.
D) Each exchange voucher and ticket is to be regarded as one contracted by or on behalf of the particular company or person named on it.
E) Arbitration. Any and all disputes concerning this contract, the brochure or web site, or your trip shall be resolved solely and exclusively by binding arbitration according to the then current rules of the American Arbitration Association in Pennsylvania, and any such arbitration must take place in Glenside, Pennsylvania. In any such arbitration, the substantive law of Pennsylvania will apply.
F) The Steamship companies and the Airlines concerned are not to be held responsible for any omission or events during the time passengers are not aboard their ship, plane, or conveyance. The passage contract in use by the Steamship company and the Airline concerned, when issued, shall constitute the whole contract between the Steamship companies, the Airlines, and the Purchaser of these tours and/or the passengers. The Travel Agent and/or Tour Operator and Gate 1 Travel do not assume responsibility for airlines, cruises, or hotels overbooking, cancellations, or delays.
NOT INCLUDED: Items of personal nature such as laundry, wines, mineral water, beverages, coffee, tea, food other than the table d'hote menu, passport and visa fees, insurance, and airport taxes and fees.
VALIDITY: All prices quoted are based on current exchange rates and are subject to change without notice. If the U.S. dollar devalues by 5% from the local currency or more, Gate 1 Travel reserves the right to increase prices accordingly.