TERMS AND CONDITIONS
TERMS AND CONDITIONS
PLEASE READ THIS NOTICE IN ITS ENTIRETY. IT CONSTITUTES PART OF YOUR BOOKING CONTRACT FOR YOUR TRIP AND ANY RELATED SERVICES. PLEASE CALL US IMMEDIATELY IF YOU HAVE ANY QUESTIONS.
Please review the following terms and condition regarding your booking.
Colesville Travel and its independent consultants (hereinafter referred to as IC’s) sell various travel related products on behalf of numerous third-party service providers (hereinafter referred to as “Providers”), including, but not limited to hotels, tours, airlines and rail. Colesville Travel does not own, operate, manage or control these Providers and, therefore, is not liable for Providers acts or omissions. Colesville Travel’s obligations to you are to make travel bookings on your behalf with the Providers. We have no responsibility for services offered by Providers, nor do we make any warranty or representation regarding their standards. Requests cannot be guaranteed. All bookings are subject to the terms and conditions and limitations of liability imposed by these Providers. You understand that your legal recourse if any is against the specific Providers and not against Colesville Travel. If there is any part of these terms and conditions that you do not agree with, please do not use our travel services.
Deposits and Final Payment: Colesville Travel accepts the following credit cards: VISA and MASTERCARD, as valid forms of payment for bookings.
Initial Deposit : A non-refundable deposit is due at the time of reservation.
Bookings: Bookings made 45 days or more prior to departure require a next day deposit. If the booking is made within 45 days of departure a deposit is required, the day of reservation. Bookings made using published airfares require immediate deposit. The deposit amount will be determined by the hotel, airfare and insurance selected.
If payment is being made for a deposit or final payment on the due date, credit card is the only acceptable form of payment. If a booking is made using published air, credit card is the only acceptable form of payment. Your credit card will be charged under the name of the tour company being used. For example, “GOGO TOURS"
If paying by check, the check will be accepted and must be cleared within ten (10) days. You may post payment online or send check to Colesville Travel, P.O. Box 4844, Silver Spring, MD 20914. Please write your reference number or trip name on the agency check to ensure that the payment will be applied to the correct booking. Please note all payments must be received by Colesville Travel for documents to be finalized and released.
Credit Card Transactions: If for any reason, any travel service provider is unable to provide the services for which you have contracted, your remedy lies against the Provider, and not against Colesville Travel and in the event that payment has been made to Colesville Travel by credit card, you agree that you will not seek to charge back your payment to Colesville Travel. If Colesville Travel incurs any costs, including but not limited to attorneys' fees, to recover any payments charged back by you or your client's credit card company, you agree that you will be liable for these costs. If the credit card is declined, you guarantee that you will settle any amounts owed to Colesville Travel via money order or cash immediately.
Your authorization is a binding agreement for us to charge your card, and as such, you waive any right to a chargeback in the case of cancellation for any cause (excepting fraud), including a force majeure event, as defined herein, and agree to refund policies and procedures as outlined in these terms and conditions.
“Force majeure” means, in relation to our agency, in any circumstances beyond our reasonable control, (including, but without limitation, to acts of God, explosion, flood, forceful wind, fire or accident, war or threat of war declared or undeclared, acts of terrorism, sabotage, insurrection, riots, strikes, civil disturbance, sickness, epidemics, pandemics, quarantines, government intervention, weather conditions, defects in machinery and vehicles, delays or other unforeseeable event), we shall not be deemed to be in breach of these terms and conditions or otherwise be liable to you, and shall not provide any refund, by reason of delay in performance, or by non-performance, of any of our obligations hereunder to the extent that any such delay or non-performance is due to any force majeure. If our agency, and/or any of our travel suppliers, are affected by force majeure, they shall be entitled to, and may in their sole and absolute discretion, vary or cancel any itinerary or arrangement in relation to your trip.
Important Conditions: Prices are subject to increase prior to the time you make full payment. Prices are not subject to increase after you make full payment, except for charges resulting from increases in government-imposed taxes or fees. By accepting these terms and conditions you expressly acknowledge your acceptance of these conditions (i.e. increases before full payment and increases attributable to government-imposed taxes or fees after full payment will be your responsibility).
Planning : Planning any vacation takes extensive time and effort before the departure date ever arrives. We have a rate structure to assist with the time spent covering the initial consultation, research and proposal. We will advise you of our fee for your journey. Our consulting fee will be charged at the time of proposal delivery, regardless of whether a client books a trip with us. When a client books a trip with us, this fee also goes toward travel support and the booking of the trip itself. The consulting fees are nonrefundable. We may also collect a commission from the supplier of your trip.
Cancellation: Please be aware that most travel bookings are non-refundable and cancelled bookings will incur charges. These charges can be up to 100% of the cost of the booking, regardless of whether travel has commenced. Where we incur any liability for a cancellation fee or charge for any booking which you cancel, you agree to indemnify us for that fee or charge. Cancellation penalties may differ for special events, hotels and tour packages.
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. Cancellation penalties apply to packages and/or services. Package penalties include airfare, except when Instant Purchase Airfare is purchased.
A nonrefundable deposit is due at time of reservation. Partial deposits are refundable only if Colesville Travel can cancel the booking with no or minimal penalty.
Cancellation Policy
$300 Initial deposit nonrefundable
120 to 91 days prior to departure: 25% of cost
90 to 60 days prior to departure: 50% of cost
60 to 2 days prior to departure: 100% of cost
No-Show: Failure to travel without prior notification is considered a no-show and the entire cost of reservation is non-refundable, subject to policies and procedures of the providers of travel and accommodations.
Instant Purchase Airfare or Packages
Instant Purchase Airfare: 100% of airfare
Instant Purchase Package: 100% of package
Special Events and Products: Deposit, Final Payment, and Cancellation penalties may differ for special events, select hotels and tour packages and will be advised at time of booking on your invoice. For example, music festivals or sporting events.
Travel Protection: We strongly recommend that you purchase a travel protection plan to help protect you and your travel investment against the unexpected. Travel protection plans can include coverage for Trip Cancellation, Trip Interruption, Emergency Medical and Emergency Evacuation/Repatriation, Trip Delay, Baggage Delay and more.
Refunds for Unused Services: Unused hotel nights are refundable only if they cover a minimum of two consecutive nights and only to the extent that we receive a refund from the hotels, after cancellation charges are levied by the hotel, if any. Unused transfers and/or sightseeing tours included in the basic tours will only be refunded to the extent that we receive a refund from the supplier. To get a prompt refund for unused services, you must submit a written note from the hotel or other operator that services were unused and are refundable. A copy of the checkout bill will help to expedite the processing of any refund due, if applicable. If no proof is furnished, a refund may be made pending an investigation, which may take up to three months. All refund claims must be submitted in writing to Colesville Travel.
Responsibility: We always do our best to make sure your travel arrangements are satisfactory. However, Colesville Travel and its IC’s do not own or operate any entity which provides goods and services for your travel, including without limitation, lodging facilities, airline, vessel, motor coach, or other transportation companies, guides or guide services, local ground operators, providers or organizers of optional excursions, food service providers, etc. All such persons and entities are independent contractors and are in no way affiliated with Colesville Travel.
Liability: Colesville Travel is not liable for any negligent or willful act or failure to act of any travel service provider or of any third party. In addition and without limitation, Colesville Travel is not responsible for any injury, loss, death, inconvenience, delay, or damage to person or property in connection with the provision of any goods or services whether resulting from, but not limited to, acts of God or force majeure, illness, disease, acts of war or civil unrest, insurrection or revolt, animals, strikes or other labor activities, criminal or terrorist activities of any kind, overbooking or downgrading of accommodations, mechanical or other failure of airplanes or other means of transportation, or for any failure of any transportation mechanism to arrive or depart on time. If due to weather, flight schedules or other uncontrollable factors you are required to spend additional night(s), you will be responsible for your own hotel, transfers and meal costs. Baggage is entirely at owner's risk. You specifically agree that Colesville Travel is not liable for any consequential loss or damage.
Passports: All individuals departing from the United States of America must be in possession of a valid passport. It is your responsibility to ensure that you have valid travel documentation, including, but not limited to passports and visas, which meet the requirements of immigration and other government authorities at every destination. You are responsible for confirming with the United States Department of State or representative government agency of the country to which you are traveling to confirm the requirements for visas and/or other requirements for admission to your destination. Any fines, penalties, payments or expenditures incurred as a result of such documents not meeting the requirements of those authorities will be your sole responsibility. A government issued ID is required for travel within the USA.
Six Month Validity Passport Rule. Generally, passports should have at least six months of validity when traveling internationally. Most countries will not permit a traveler to enter their country unless the passport is set to expire at least six months after the final day of travel.
Travel Documents: Travel documents including, without limitation, airline tickets, hotel vouchers, tour vouchers or any other document (whether in electronic form or otherwise) used to confirm an arrangement with a service provider. Travel documents may be subject to certain conditions and/or restrictions such as, but not limited to, being nonrefundable, non-date-changeable, and subject to cancellation and/or amendment fees. Travel documents cannot be transferred to another person to use. All airline tickets must be issued in the name of the passport/photo identity holder. An incorrect name on a booking may result in an inability to use that booking and the booking being cancelled. Any errors in names, dates and timings may result in an inability to use that booking and the booking being cancelled. Any errors in names, dates and timings on your documentation will be your responsibility if not advised at the time of booking.
Brochure and Custom Itinerary Accuracy: We thoroughly check all the information that is included within our brochures and custom itineraries; however, changes do occur, and errors are occasionally made. Airlines may change their schedules; roads may close, and government regulations may change. Should there be any changes to the travel arrangements you have booked we will do our best to keep you informed prior to departure.
Airport Check-In and Flight Confirmation: We strongly suggest that you reconfirm exact flight times with the carrier prior to departure. Air travelers are required to check in at least 2 hours prior to departure time for domestic flights and 3 hours for international flights and must report to the gate at least 30 minutes prior to departure time. Failure to comply may result in the loss of the seat to another passenger.
Colesville Travel will make every attempt to assign seats in advance, however if we are unable to assign seats on your flight for any reason, seats will be assigned upon check-in at the airport and are on a first come, first served basis. While seat assignments are made by the airline, we are unable to guarantee that clients will be seated with their traveling companions.
Health and Special Requirements: It is your responsibility to ensure you are aware of any health requirements for your travel destinations and to ensure that you carry all necessary vaccination documentation. Please advise of any special requirements you may have, for example, special meals, medical requirements and so on.
Luggage (Escorted Tours): Colesville Travel 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 Colesville Travel 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. Airline luggage allowances may differ and be subject to fees; for specific requirements and a complete list of fees, please check the airline policy on the airline’s website.
Exclusions for the Cancellation Fee Waiver:  Colesville Travel reserves the right to alter its Refund and Cancellation Policy when a substantial amount of cancellation or postponement of travel is attributable to: conditions resulting from an act of God, natural or man-made disaster, fire, government action, civil disorder, war, hostilities between nations, or unavailability of transportation through no fault of Colesville Travel.
Baggage Fees: Please contact your airline or refer to its website for detailed information regarding their checked baggage policies.
Complaints: Should you have any complaints about an aspect of your trip arrangements when traveling, you must inform the local representative or supplier involved immediately. Most problems can easily be dealt with on the spot. Please note if you do not report a problem or complaint which, if it had been reported at the time it occurred could have been resolved there and then, we cannot accept any liability in respect of that problem or complaint. It is sensible to expect a client traveling in the developing world to be reasonably resourceful if things go wrong. In the unlikely event that an acceptable solution cannot be found, you should then write to us within 28 days of your return with full details of your complaint.
Insecticide Disclosure
The U.S. Department of Transportation (DOT) requires that travel agents refer consumers to a page on the Department’s website that lists countries that require airlines to treat passenger cabins with insecticide. The DOT requirement applies only to airline travel to a country listed on that website. You may access the U.S. DOT website page by clicking on the following link: https://www.transportation.gov/airconsumer/spray
Travel Warnings
Clients have the responsibility to visit these sites for the most updated information regarding travel warnings and travel health warnings: https://travel.state.gov/content/passports/en/alertswarnings.html, http://wwwnc.cdc.gov/travel
Knowing and Voluntary Execution: I have carefully read these Terms and Conditions and the booking information sections of this document, and fully understand its contents and certify that I am 18 years of age or older. I am aware that this is a release of liability and a contract between myself and Colesville Travel and agree of my own free will. By checking the Passenger Agreement box, I agree to these Travel Terms & Conditions and Colesville Travel’s Release from Liability, Assumption of Risk and Binding Arbitration Clause for myself, each member of my traveling party and any minor children accompanying me.
Severability
If any provision of this agreement shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from this agreement and shall not affect the validity and enforceability of any remaining provisions.
Colesville Travel, LLC
Silver Spring, MD 20914
Phone: 301-989-1654
Owner: Cynthia Amin-Hall
Email: info@colesvilletravel.com