Terms & Conditions

Terms and Conditions for Defined Destinations LLC

Acceptance of Terms:

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By submitting this form online and checking the "AGREE" button, I acknowledge and accept the terms and conditions listed below for myself and my traveling party.

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1. Accuracy of Information:

I confirm that the information provided on this form is true and accurate. I agree that neither I, anyone in my traveling party, nor any of my family members will hold Defined Destinations LLC, its vendors, employees, subsidiaries, or any associated persons responsible for any loss due to misinformation provided.

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2. Deposits and Payments:

A non-refundable deposit of $500 per person (or the specified amount) is required at the time of booking to confirm your seat. If the tour is canceled due to insufficient participation, the full deposit will be refunded to the original form of payment. Payments can be made via credit card or ACH. After the final payment, all monies, including deposits, are non-refundable. Final payments will be automatically processed using the credit card or ACH details provided unless cancellation occurs before the final payment due date.

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3. Package Refund Policy:

Packages become non-refundable after the final payment date.

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4. Travel Insurance:

Travel insurance is highly recommended and offered by Defined Destinations LLC. Acceptance or declination of travel insurance is stated on the form. Travel insurance is optional and incurs an additional cost. It is particularly recommended in the event of flight delays or cancellations, as Defined Destinations does not reimburse for such occurrences, even if flights are booked through us. You can explore travel insurance options at this link..  Please do not purchase travel insurance until the trip has been confirmed by the tour operator.  

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5. Passport and Travel Documentation:

A valid, approved U.S. Passport is required for all guests traveling with the group to Europe. It is the responsibility of each passenger to have proper travel documentation. Failure to do so may result in denied boarding, with all associated expenses to be borne by the customer.

For non-U.S. citizens, it is your responsibility to obtain proper travel documentation. Defined Destinations LLC, airlines, vendors, employees, or any associated persons will not be held responsible for failure to secure the necessary documents, and no refunds will be provided.

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6. Booking and Availability:

Space on the tours is limited and confirmed on a first-come, first-served basis. Seats cannot be held without full deposit payment.

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7. Name Changes:

Name changes are allowed up to 130 days prior to departure.

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8. Airport Transfers:

Airport transfers in Europe are included when purchasing group airfare through Defined Destinations. We can assist with organizing transfers for guests on separate flights. Shuttles and taxis to/from the airport are also available.

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9. Flights:

Flight carrier details and schedules will be available 60 days before departure. If you purchase your own airfare, it is advisable to wait until we confirm that the trip will proceed. Defined Destinations is not responsible for any costs associated with non-refundable airfare purchased before this confirmation. Airport transfers are not included in the tour rate for guests not on the group flight. Please inform Defined Destinations of your flight information so that we can arrange for your pickup at the hotel for the city tour.

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10. Itinerary Changes:

Please be aware that the daily layout of the trip package may change at any time. It is recommended not to book special dinners or excursions until you receive the final itinerary, typically two weeks before departure.

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11. Pricing and Discounts:

The package, including airfare, is offered at a special package price. Additional discounts, including but not limited to MERSC, Senior Discounts, AARP, AAA, and online coupons, do not apply.

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12. Group Minimums:

Prices are based on a minimum number of participants. If the minimum is not met before the final payment date, the tour will be canceled, and all monies paid to Defined Destinations will be refunded.

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13. Final Payment:

Final payment is non-refundable and must be made in full by the specified date. If you wish to change the payment method for the final payment, you must provide new information to Defined Destinations before the final payment date. Failure to make final payment, including declined credit cards, will result in forfeiture of your deposit and loss of your space on the tour.

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14. Package Modifications:

Packages are subject to change without notice, including but not limited to hotel accommodations, transfers, pre-booked tours, and amenities.

 

15. Responsibility:

Tours are arranged and operated by Defined Destinations LLC. Defined Destinations and their agents act only as agents for other parties, firms, or corporations providing services. No liability shall be incurred by Defined Destinations, its agents, presenters, or co-sponsors for any injury, loss, delay, or other complications experienced by tour participants.

Defined Destinations reserves the right to correct printing errors and make changes or alterations to the printed itineraries, dates, routings, hotels, or included features as necessary for the smooth and efficient operation of the tour. Hotels used may change without notice. Defined Destinations reserves the right to accept, decline, or retain any person as a tour participant.

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16. COVID-19 Coverage:

We strongly encourage all guests to purchase optional travel insurance. Please review the coverage details of the travel insurance options available, particularly for cancellations due to medical reasons, including testing positive for COVID-19. Defined Destinations will not offer refunds after final payment, due to hotel and airfare restrictions. Travel insurance is highly recommended for additional protection.

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17.  Liability Waiver for Activities

Defined Destinations is not liable for any accidents, injuries, or losses incurred during independent activities or excursions not organized by Defined Destinations LLC.

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18.  Force Majeure Clause

Defined Destinations LLC will not be liable for cancellations, delays, or interruptions caused by events beyond its reasonable control, including but not limited to acts of God, government restrictions, natural disasters, pandemics, or strikes. In such cases, refunds will be subject to the terms of the suppliers and vendors involved.

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19.  Behavioral Expectations and Removal from the Tour

Defined Destinations reserves the right to remove any participant from the tour whose behavior is deemed disruptive, inappropriate, or harmful to the group or staff. No refund will be provided for unused portions of the tour.

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20.  Health and Fitness Requirements

Participants are responsible for ensuring they are in good health and fit to travel. Any medical conditions requiring special attention must be disclosed at the time of booking. Defined Destinations is not responsible for any issues arising from undisclosed health conditions.

 

21.  Limitations on Liability for Third-Party Services

Defined Destinations LLC acts solely as an agent for third-party suppliers providing transportation, accommodations, tours, and other services. Defined Destinations is not liable for any injury, loss, or damage resulting from the actions of these third-party providers.

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22.  Photo and Media Release

By participating in the tour, you grant Defined Destinations LLC the right to use any photographs, videos, or other media in which you appear for promotional purposes, unless expressly requested otherwise in writing prior to the trip.

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23.  Age Restrictions

Defined Destinations tours are designed for adult travelers unless otherwise specified. Participants under 18 years of age must be accompanied by a parent or guardian.

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24.  Special Requests

Defined Destinations will make every effort to accommodate special requests but cannot guarantee them. Any additional costs associated with fulfilling special requests are the responsibility of the participant.  This includes; dietary restrictions or room preferences.

 

25.  Travel Insurance Acknowledgment

Travelers who decline travel insurance (or who do not purchase it on their own) do so at their own risk. Defined Destinations is not liable for any expenses incurred due to trip interruptions, cancellations, or other unforeseen events.

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26.  Dispute Resolution and Governing Law

Any disputes arising from these terms and conditions will be governed by the laws of the state of Wisconsin. Disputes will be resolved through arbitration, with each party bearing their own costs.

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27.  Contact Information Updates

It is the responsibility of the participant to provide up-to-date contact information, including email, phone, and mailing address. Defined Destinations is not liable for missed communications due to outdated contact details.

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28.  Baggage Responsibility

Defined Destinations is not responsible for loss, damage, or delay of luggage at any point during the trip including on the motorcoach or at the hotel. Airline baggage policies apply, and travelers are encouraged to purchase travel insurance for additional coverage.

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Acceptance of Terms:

I have read and understood the complete Terms and Conditions as stated by Defined Destinations LLC and agree to them as outlined.