POLICIES
Please review each policy carefully, if you have any questions or concerns don't hesitate to contact us here.
Play close attention to the statements that are underlined and the statements highlighted in red.
RESERVATIONS AND DEPOSITS
A deposit along with a completed registration form is required by all private and hosted group travelers. Anyone (men and women) can join a hosted group travel event by securing their spot with a deposit as long as the final payment due date hasn’t passed and space is available.
HOSTED GROUPS
Minimum Monthly Payment Installments for Hosted Groups
Once a reservation is secured with a deposit, a minimum monthly payment installment must be received before or on the 15th of each month (or whichever date designated on the event’s page) or the reservation may be cancelled and all previous payments will be forfeited. The amount of the minimum monthly payment installment will be specified on the event page.
PLEASE NOTE: Monthly payments submitted through the payment forms are not automatically processed. Your credit card will not be charged until your payment information has been submitted by Out of the Box Travel Agency to the travel supplier and successfully processed.
Roommate Payments for Hosted Groups
Roommates must complete separate registration forms and submit their deposits within 24 hours in order to secure a reservation. Once the registration forms and deposit is received each roommate can make separate payments. All roommates must state who will be sharing rooms on the registration form. It is all of the roommates’ responsibility to insure that their fellow roommates are making their monthly payments in order to avoid having the reservation occupancy rate being adjusted to match the number of travelers occupying the room. In this case, the remaining roommate(s) are responsible for paying the difference in price for the new adjusted occupancy rate. A summary of a roommate’s payments can be provided upon request.
Roommate Assignment
ROOMMATE ASSIGNMENT
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OOTB Travel Agency will attempt to provide a roommate upon request
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OOTB Travel Agency will attempt to provide same sex and smoking preference for roommate request
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If OOTB Travel Agency is not successful travelers have the option to pay single supplement or cancel with cancellation fees
Late Monthly Payments For Hosted Groups
If a monthly payment installment cannot be made, the traveler should email Out of the Box Travel Agency at saundra@ootbtravel.com as soon as possible and/or no later than 6 pm CST the day before the payment installment is due so we are aware of the situation. A specific date of when you are able to make the payment must be included in the email; otherwise, your reservation may be canceled. A late payment fee of $25 must be paid for two or more late payments. All late payments must be approved by the Out of the Box Travel Agency staff.
Final Payment Due Date
The final payment due date will be clearly marked on the event’s page. It is the responsibility of the traveler to make the final payment before or by the due date. Failure to make the final payment by the stated due date will result in automatic cancellation of the reservation and all previous deposits will be forfeited. All late payments must be approved by Out of the Box Travel Agency staff.
Declined Payments
All declined payments will receive an email that your payment was declined. You can resubmit payment online or contact Out of the Box Travel Agency staff to process payment.
It is the responsibility of the traveler to insure the correct credit card payment information has been submitted, which includes the following: credit card holder’s name, billing address, phone number, credit card type, credit card number, expiration date and three or four digit security code.
NAME CHANGE
One name change on a reservation can be made before the final payment. Some suppliers may charge a fee in order to change the name on a reservation, which is the responsibility of the traveler. Out of the Box Travel Agency will charge a change fee of $50.00. This is in additional cost to what the supplier charge. Some suppliers will allow name change after final payment.
CANCELLATION FEE
Out of the Box Travel Agency will charge a $50.00 cancellation fee per person to whatever credit card we have on file. Our suppliers may charge a separate cancellation fee. Cancellation fees charged by Out of the Box Travel Agency may/may not covered by travel protection plans.
TRAVEL INSURANCE
As your Travel Consultant, I feel it is my responsibility to recommend and educate you on Travel Protection to protect your investment. Travel insurance is strongly recommended. Travel protection can be used for medical expenses, trip interruption, baggage delay and loss, flight delay and cancellation, trip cancellation, travel assistance services, concierge service and much more.
TRAVEL DOCUMENT REQUIREMENTS
PASSPORTS
All travelers traveling outside of the USA are required to have a passport book. There are a few exceptions mainly closed looped cruise for US citizens born in the US. All others will require a passport.
VISAS
A visa may be required for certain international travel and is the traveler’s responsibility to insure the proper documents are submitted on time and a visa is obtained prior to the traveler’s departure date.
CRUISE TRAVEL DOCUMENTATION REQUIREMENTS
US Citizens on closed-loop cruises (cruises that begin and end in the same U.S. port) and travel to destinations in Mexico, the Caribbean, and Bermuda are able to re-enter the United States with proof of citizenship other than a passport book or passport card. Acceptable proof of citizenship includes an original or certified copy of a government issued birth certificate (raised seal and signature) and a government issued picture ID (typically, driver's license). However Out of the Box Travel Agency highly recommend you travel with a Passport book.
NOTE: Baptismal records and certificates issued by a hospital are not acceptable.
It is strongly recommended that all guests travel with a valid passport book during their cruise. This is required to assists guests who may need to fly out of the United States to meet their ship at the next available port should they miss their scheduled embarkation in a U.S. port and guests needing to fly to the U.S. before their cruise ends, because of medical, family, personal or business emergencies, missing a ship's departure from a port of call, involuntary disembarkation from a ship due to misconduct, or other reasons. It will be costly to pay for an expedite passport book and guest can experience significant delays and complications related to booking airline tickets and entering the United States if they do not have a valid U.S. passport book.
ASSUMED RISK/HOLD HARMLESS STATEMENT
Travel has its own inherent risks, and the traveler acknowledges such risks exist, up to and including death. Out of the Box Travel Agency will take all reasonable precautions to insure the health and safety of the traveler. The traveler agrees to hold Out of the Box Travel Agency, its employees and agents harmless should illness, accident or death occur. Out of the Box Travel Agency is not responsible for the actions, expenses or harm incurred by travelers who disregard the instructions of the Out of the Box Travel Agency representative(s), travelers who depart from the planned activities of the tour, or travelers who follow the instructions of a non-Out of the Box Travel Agency representative(s).
Out of the Box Travel Agency is not responsible for time changes made by the airlines, bus conductor and railways. Flight times and seat assignments are solely at the discretion of the airlines. Hotel room location is the sole discretion of the hotel. Requests can be made but are not guaranteed. Baggage fees of the airlines are not included in group trip prices. If you decide to check baggage you must pay this fee directly to the airline. The carriers, accommodations and other suppliers providing services are independent contractors and are not agents, employees of Out of the Box Travel Agency. Out of the Box Travel Agency assumes no responsibility and will not be held liable for any personal injury, property damage, or other loss, accident, delay, inconvenience, or irregularity by reason of (1) any wrongful or negligent acts or omissions on the part of its suppliers, (2) any wrongful, negligent, or unauthorized acts or omissions on the part of any employee of these suppliers, (3) any defect in or failure of any vehicle, equipment or instrumentality owned, operated, or used by any of these suppliers, or (4) any wrongful or negligent acts or omissions on the part of any other party not under the control, direct or otherwise, of Out of the Box Travel Agency, or (5) acts of God.
The traveler agrees for him/herself, his/her heirs and assigns, executors and administrators to hold harmless and release Out of the Box Travel Agency, or any other sponsoring organization(s) and/or subsidiaries, affiliates, officers, representatives or successors (released parties”) from any and all losses, causes of action, liabilities, indirectly from participation in connection with hosted group trips and/or the condition of the property, facilities or equipment used for hosted group trips, regardless of when, where or how such claim may arise and regardless of whether caused by the disappearance of negligence of the Released Parties or otherwise, including, without limitation. Claims relating to (i) any theft, loss or disappearance of property, (ii) bodily injury (fatal or non-fatal) and (iii) property damage.
AMENDMENT OF TERMS AND CONDITIONS
Out of the Box Travel Agency holds the right to amend the terms and conditions whenever deemed necessary.