Standard Terms & Conditions
TERMS AND CONDITIONS, WAIVER OF LIABILITY, AND BINDING ARBITRATION CLAUSE
1. PRICE AND PAYMENT TERMS
Payments made by other individuals or organizations on the traveler’s behalf are governed by the same terms and conditions as individual traveler payments.
Payments are non-refundable. Only if applicable, any refunds or returned payments are usually issued using the original form of payment on the account.
Prices are shown in U.S. dollars and are based on a number of factors, including but not limited to, current currency rates, a minimum number of travelers, tour inclusions, the date of registration, and tariffs and fuel costs, as well as transportation or vendor-related increases due to group-imposed schedule changes or delays. Corporate Travel Service, Inc. (CTS) reserves the right to alter prices at any time prior to final payment and without prior notice if circumstances so warrant. Any devaluation or revaluation of currencies may affect the published price.
Additional factors that could affect prices include increases in government-imposed fees and taxes (which can be adjusted even after the final payment), tariffs and fuel costs, as well as transportation or vendor-related increases due to group imposed schedule changes or delays.
If a traveler chooses to cancel due to the increase in price, all cancellation fees will apply as outlined in the tour documents.
CTS reserves the right to cancel a traveler for non-payment. Additionally, CTS reserves the right to charge a service fee of $50 per late payment, attempted payment made with insufficient funds, reinstated reservations, and late registrations.
Back to Top
2. CANCELLATION TERMS
Payments are non-refundable. Check tour documents for any specific schedule or exclusions.
All cancellations are subject to cancellation fees. Once a deposit or partial/full payment has been made, cancellations will only be accepted in writing. Cancellation terms will be applied based on the date the written cancellation is received.
All non-refundable amounts are non-transferrable, and replacements cannot be made. A name change is considered a cancellation and is subject to additional fees.
If a traveler is removed from the tour by the group leader (if applicable) for any reason, all cancellation fees will apply.
State Department, CDC, & Other Agencies Travel Advisories and Warnings
From time to time the State Department of the United States, the Centers for Disease Control, and other government agencies and departments issue travel advisories or warnings for one or more of the destinations that may be included on tour. Please visit Travel Advisories (state.gov) or Travelers’ Health | CDC for the latest information, advisories, and warnings. CTS is not obligated to change the cancellation terms and conditions based on the issuance of any such warning or advisory or the occurrence of any act of terror, health, or other incidents, in one or more of the places this tour is scheduled to visit.
All cancellation fees remain in full force and effect, regardless of the issuance of any travel advisory or warning.
However, CTS may cancel or reschedule a tour by reason of any event or occurrence which it deems to create a concern for travel safety, or if any major component of a tour (i.e., transportation or accommodation) must be canceled as a result of such an event. These events can include, but are not limited to, war, threat of war, civil strife, terrorist activity or the threat of such activity, riot, health and safety concerns including but not limited to a pandemic or epidemic, the act of any government or other national or local authority including port or river authorities, industrial disputes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster and adverse weather, sea, ice and river conditions, and all similar events outside of CTS’ or the supplier(s)’ control.
CTS reserves the right to change the itinerary or program features at any time and for any reason, with or without notice, and CTS shall not be liable for any loss of any kind as a result of any such changes. Ship schedules, port calls, hours of arrival and departure, sightseeing events, special programs, and guest lecturers or presenters (if applicable), are subject to change or cancellation. CTS reserves the right to substitute motorcoach transportation using hotels, inns or lodges for cruise accommodations if necessary due to weather, water conditions or levels, other events of force majeure, mechanical or other conditions beyond the control of CTS. CTS is not responsible therefore and is not required to compensate passengers under these circumstances. CTS may cancel or postpone a program (or an option) for any reason whatsoever. If so, for cancellations based upon acts of God or force majeure, acts or orders of government, pandemics, epidemics or the threat thereof, terrorism or the threat thereof, strikes or labor disturbances, demonstrations, riots or civil unrest, criminal activity, supplier default or insolvency, or other similar circumstances, its sole obligation is to issue credits in the full amount of moneys paid to CTS to the extent its suppliers are crediting CTS with those moneys paid by CTS to them. In such situations, no cash refunds will be made. Traveler agrees that under no circumstance will CTS refund the cost of any purchased travel insurance.
CTS is not required to cancel any program for any reason including without limitation, United States Department of State, Centers for Disease Control, World Health Organization, or other Warnings or Advisories of any kind. CTS is not responsible for fees assessed by air carriers resulting from operational and/or itinerary changes, even if CTS makes the flight arrangements or cancels the program. CTS reserves the right to substitute vessels, hotels or attractions of a similar category for those listed in this brochure.
3. TRAVEL PROTECTION
CTS strongly recommends the purchase of travel protection from third-party insurers to help protect the traveler’s investment in the tour, and to help provide certain medical coverage while traveling. Protection plans help provide coverage for unexpected circumstances. Terms vary, depending on the travel protection carrier chosen, and the terms of the plan purchased. Traveler agrees that under no circumstance will CTS refund the cost of any purchased travel insurance.
Such policies as well as Cancel For Any Reason (CFAR) coverage are available for purchase from CTS.* Certain plan benefits are available only if the plan is purchased by a certain date after booking. We strongly encourage travelers to purchase a plan at the time of the initial tour deposit for maximum coverage options. Some travel protection premiums are non-refundable 14 days after purchase. Premium will not be refunded within the 14 days if the tour has already departed or a claim is filed.
*CFAR coverage is 75% of the non-refundable tour cost. Tour cancellation must be made 48 hours or more prior to scheduled departure. CFAR coverage must be purchased at the time of standard plan purchase and within 10 days of your initial tour deposit. This benefit is only available to U.S. Residents but is not available to residents of New York State.
Information on travel protection can be obtained by contacting any travel insurance company. CTS recommends Travel Insured International, which can be reached toll-free at 1.800.243.3174. Specifically, ask Travel Insured International for one of its retail plans and provide the Customer Care Rep with #47907.
Travel Protection Disclaimer: This document contains only highlights of the plans we sell. Our plans contain insurance benefits underwritten by the United States Fire Insurance Company. Our plans also contain non-insurance Travel Assistance Services that are provided by an independent organization. Coverages may vary and not all coverage is available in all jurisdictions. Travel protection plans are only available to United States residents.
4. IDENTIFICATION, PASSPORTS, AND VISAS
When traveling within the United States of America after May 7, 2025: REAL ID Required
Travelers traveling on or after May 7, 2025, must travel with a REAL ID-compliant driver’s license or state ID. For a comprehensive list of all states and their compliance status, refer to the homeland security website: https://www.dhs.gov/real-id.
Travelers who have driver’s licenses issued by a state that is not yet compliant with REAL ID and that has not received an extension will need to show an alternative form of acceptable identification for domestic air travel. Please see TSA’s website for a list of acceptable forms of identification.
Travelers who have licenses issued by a state that is compliant or that has an extension to become compliant with REAL ID requirements may continue to use their licenses as usual.
TSA does not require children under 18 to provide identification when traveling with a companion within the U.S. (However, it is still preferable to have a birth certificate copy, school ID, state ID, or driver’s license.) The companion will need acceptable identification.
When traveling outside of the United States of America
A valid U.S. passport book is required of all travelers. Passports often must be valid for six months following the return date of the tour. Otherwise, boarding or entry into the destination may be denied. Travelers should allow for sufficient processing time when applying for a passport.
Traveler must provide CTS with a copy of the inside page of your passport (showing your name and photo) as soon as possible.
Visas
Visas are required for certain international destinations. Travelers are responsible for understanding visa requirements and paying associated costs. Corporate Travel is not responsible for advising travelers on passport or Visa requirements or any consequences of not having proper identification or approval for travel.
Non-U.S. passport holders are responsible for researching and obtaining proper passports, visas, permits, and related documentation in order to travel. There are no refunds for travelers who do not have proper documentation.
Minors (under the age of 18)
Minors traveling with only one parent or without a parent may need notarized written consent from the absent parent. Minors interested in traveling without their parents should contact the embassy to address admissibility questions. A list of embassies and entry requirements can be obtained at the Department of State website, or by calling the particular embassy by phone.
When crossing to Canada by land:
Minors must present evidence of citizenship, such as a government-issued birth certificate, a passport, or a passport card. An enhanced driver’s license is also accepted. The child’s parent or guardian should also have proof of the child’s identity. In most cases, the same document, a birth certificate, or passport, can be used to establish both citizenship and identity.
Adults must have a U.S. passport, passport card, or enhanced driver’s license. Note that entry may be denied for anyone with a criminal record (including misdemeanors or alcohol-related driving offenses).
5. ITINERARY
The itinerary, as presented in CTS brochures, marketing materials, and/or during presentations, is tentative and represents the intended tour. Itineraries are subject to confirmation from many organizations. CTS may need to alter specified events, dates, and/or venues to better fit the confirmed itinerary. CTS, at its sole discretion, reserves the right to alter or cancel the itinerary as it deems necessary or advisable, and is not responsible for reimbursement as a result of any such changes.
Travel Documents: CTS sends final travel documents approximately 10 – 14 days prior to departure.
Partial Package: Tour packages are offered only as described at the stated price. It is not possible to book a portion of the tour and there is no right to a refund for any unused services.
Gratuities: Please refer to the tour offer to ascertain whether gratuities are included, and pre departure documents for tipping guidelines by destination.
International Group Tours: gratuities for the tour manager, drivers, and guides are generally not included unless otherwise stated in tour inclusions.
Educational Domestic Tours: gratuities to the tour manager, drivers, and guides are generally included.
Cruise Travel: policies for staff tips vary by the cruise line. See the tour offer for specific details.
Independent Travel: gratuities are generally not included.
6. PARTICIPATION
CTS reserves the right to decline, accept, or retain any participant on any of its tours at any time before or during a tour if, in its sole discretion, it deems accepting or retaining any such participant as being detrimental to the welfare of the travelers or to others or to the tour itself. In the event any participant is removed from a tour, CTS is not obligated to refund that person under such circumstances.
Health Requirement
Travelers must be medically and physically fit for the tour. Group tours often require extensive walking over long distances and uneven terrain, climbing steps over multiple levels, and long periods of standing. International tours are often not wheelchair accessible and are not suitable for motorized scooters, walkers, and canes. For domestic tours, CTS will make reasonable attempts to accommodate special needs. At the time of booking, the traveler must notify CTS in writing of any medical conditions or equipment for CTS’ evaluation of feasibility.
Should any special assistance be required, the traveler agrees to bring a companion capable and willing to assist the traveler.
Dietary Requirements
CTS cannot accommodate any food allergies, or dietary requirements and restrictions, and is not responsible for any problems associated with same. All such matters are the sole responsibility of the traveler and must be discussed with food and drink vendors while on tour.
7. AIR TRAVEL AND TRANSPORTATION
Group Air
The number of connections, length of layovers, preference for seat assignments, and all conditions surrounding air travel cannot be guaranteed and may change before departure. Accordingly, if you require specific air travel needs and are not flexible concerning group air travel, you should consider purchasing a land only package and securing your own air arrangements.
Deviations are not allowed on group air tickets. If you want to travel on different dates, you must travel Land Only (see below) and purchase your own airfare.
Seat Assignments: please note that group seats are assigned “at the discretion of the airline”. Specific seat assignments cannot be guaranteed (including seating next to your travel companions). Seat numbers will not be advised until check-in at the airport. If you require specific seats, CTS suggests you book the tour package as Land Only and arrange your own airfare. Note that ‘bulkhead’ and ‘exit row’ seats are assigned by the carrier at the airport.
Mileage Credit: it is common for carriers to give no credit or only partial credit on group flights. Please confirm your frequent flyer number when checking in at the airport to ensure any eligible miles will be recorded. CTS will be unable to add frequent flyer numbers after tour departure.
Group Air is Not Upgradable: group air is usually economy class and is not upgradable to first class, business, or economy plus. (See the Land Only paragraph.)
Group Air May Not Operate: if a minimum number of passengers is not reached, CTS may drop the group flights and passengers will be refunded and instructed to purchase flights on their own.
Domestic Air to or from a Gateway City: Some International packages are sold with air to and from a Gateway City. In those instances, it is the responsibility of the traveler to purchase domestic air to the Gateway City. Travelers will be notified of the name of the exact Gateway City about 60 days prior to departure. Please do not buy domestic flights beforehand.
Land Only
Those electing to make their own airfare arrangements will travel “LAND ONLY.” In this case, travelers must notify CTS no less than 120 days before departure, be responsible for meeting the group at a specified location and time on the tour and agree to the Land Only Terms. Land Only travelers are responsible for the arrangement and cost of transfers to and from the airports. Do not purchase independent airfare tickets until notified in writing that the minimum group size has been met and the tour will definitely operate. This will be provided no later than 60 days prior to departure.
When group airfare is not included, airport transfers at destination are not included in the package. The traveler is responsible for arranging such a transfer to meet the rest of the group. Transfers can be very costly, in excess of $500 USD one way for certain destinations.
Flight Cancellations and Delays: CTS is not responsible for any loss incurred by travelers due to a canceled flight or other means of transportation. Please investigate purchasing a travel protection plan to potentially cover any type of loss associated with canceled air or other transportation.
Luggage & Personal Property
Luggage is the traveler’s responsibility throughout the tour. CTS is not responsible for any of the traveler’s personal property while on the tour, whether lost, stolen, or damaged. Costs associated with retrieving and/or fixing personal items are the traveler’s responsibility.
Checked Baggage: most airlines charge one-way fees. Each traveler is limited to one checked bag. There can be no exceptions. For most airlines, the one checked bag is limited to 50 pounds and 62 inches (length+ width+ height). If these specifications are exceeded, additional charges may be collected by the airline at the airport.
Please refer to the carrier for exact charges and baggage dimensions. When traveling within Europe, it is common for the weight limit to be 20 kilograms, which is 44 U.S. pounds.
Carry-on Baggage: a small carry-on that will fit under an airline seat and/or on the small parcel racks of the motor coach (8″x18″) is allowed. For air tours, only small amounts of liquid, gels, lotions, aerosols, or similar are allowed (3 oz or less). Powder-like substances need to be packed in containers smaller than 12oz (350ml) and may be subject to additional screening. Larger amounts of powder need to be placed in checked luggage. Refer to the carrier for exact regulations. Do not check medications. Take them in your carry-on.
Porterage: unless specified otherwise, porterage is not included in the tour package.
Hazardous Materials: Federal law forbids the carriage of hazardous materials aboard the motor coach, aircraft, in traveler’s luggage, or on your person. A violation can result in five years imprisonment and penalties of $250,000 USD or more (49 U.S.C. 5124). Hazardous materials include explosives, compressed gases, flammable liquids and solids, oxidizers, poisons, corrosives, and radioactive materials.
8. ACCOMMODATIONS
CTS reserves the right to substitute a similar category hotel without prior notice.
Rooms: tour prices are per person according to a room type:
“Single” occupancy is one person in a room.
“Double” occupancy is two persons in one room.
“Triple” occupancy is three persons in one room.
“Quad” occupancy is four persons in one room.
Room Share: if a traveler elects to share a room, but a roommate cannot be arranged or a roommate cancels, the traveler agrees to pay the higher price associated with the reduced occupancy.
Educational Tour Room Assignment: the group leader is responsible for finalizing all rooming assignments, and the traveler agrees to pay the occupancy rate associated with such assignment.
Cruise Ship Staterooms: The cabin prices advertised are “cruise only” and are based upon double occupancy, except for “singles.” Unless otherwise stated, the price does not include airfare, ground transportation, onboard purchases, purchased drinks onboard, or excursions. The cost of 3rd and 4th travelers in a stateroom varies depending on cabin category.
Swimming: Some hotels utilized on the tour may have swimming pools. Not all hotels provide a lifeguard. CTS recommends there be no swimming when a lifeguard is not physically present at the pool. Any such swimming is at the sole risk of the traveler. CTS is not responsible for death or injury occasioned while someone is utilizing a hotel pool or pool facilities, whether or not a lifeguard is present.
9. ADDITIONAL KEY TERMS
Photography
CTS may take photographs or videos of its tours and tour participants. The participant grants CTS permission to do so, and for CTS to use such for promotional or commercial use, without payment of any fees or royalties.
Errors and Omissions
While every effort is made to ensure the accuracy of the information in our brochures, on our reservation forms, on the CTS website, and communicated by CTS personnel, errors or omissions are possible. If a mistake is made in billing, CTS reserves the right to correct the invoice and travelers will be responsible for proper payment.
Changes
Changes in any of the terms and conditions can be made only in writing and signed by an officer of CTS.
10. BINDING ARBITRATION
I agree that any dispute concerning, relating or referring to this Contract, the brochure or any other literature concerning my tour, or the tour itself, shall be resolved exclusively by binding arbitration pursuant to the Federal Arbitration Act, 9 U.S.C. §§1-16, according to the then existing Comprehensive Arbitration Rules & Procedures of the Judicial Arbitration and Mediation Services, Inc. (JAMS). Such proceedings will be governed by substantive (but not procedural) Michigan law and will take place in Detroit, Ml. 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, any claim that all or any part of this contract is void or voidable. Traveler understands that by agreeing to these terms and conditions, traveler and CTS waive right to a trial by jury. Any arbitration commenced against CTS must be on behalf of only the signatory to this Agreement and his or her immediate family members who travelled with signatory, such as a spouse or child. Under no circumstances can a participant be part of a class or other joint action.
11. LIABILITY RELEASE
CTS and its employees, shareholders, officers and directors, and any advertised collaborators or group leaders (collectively, CTS), do not own or operate any entity which provides goods or services for your tour, including lodging facilities, transportation companies, local ground operators, including, without limitation, various entities which may utilize the CTS name, guides, sightseeing companies, entertainment, food or drink service providers, equipment suppliers, etc. As a result, CTS is not responsible for any negligent or willful act or failure to act of any such person or entity it does not own or control.
Without limitation, CTS is not liable for any financial, physical or other direct, indirect, consequential, or incidental damage, injury, death, loss, accident, delay, inconvenience or irregularity of any kind which may be occasioned by reason of any act or omission beyond its control, including, without limitation any negligent or willful act, failure to act, breach of contract or violation of local law or regulation of any third party such as a cruise line, airline, train, hotel, bus, taxi, van, restaurant, attraction, local ground handler or guide, whether or not it uses the CTS name or financial default or insolvency of any supplier which is to, or does supply any goods or services for this tour.
Similarly, CTS is not responsible for any financial, physical or other loss, injury, death or inconvenience due to delay or changes in schedule, overbooking of accommodation, default of any third party, attacks or bites by animals, insects or pests, injury or death while on activities sponsored by lodging facilities or by any third party, sickness, the lack of appropriate medical care, evacuation to same, if necessary, weather, labor activities or strikes, acts of God or government, acts of terrorism, or the threat thereof, force majeure, war, quarantine, pandemic, epidemic, or the threat thereof, criminal activity, or any other cause beyond its control. In addition, CTS is released from its own negligence. CTS is not responsible for any loss incurred by the traveler, including without limitation lost days of the scheduled cruise/tour, due to strikes, acts of God, cancelled flights or other means and modes of transportation.
Should sponsoring organization(s), any group leader, speaker, or special guest be unable to participate as scheduled or at all, reasonable commercial efforts will be made to secure a substitute. However, regardless of the participation of any group leader, speaker, or special guest, the tour will proceed.
12. COVID RELEASE
I am aware that while on or traveling to or from my trip, I might be exposed to COVID-19 from other people, animals, or objects. I assume all risk of any such contacts, including sickness, incapacity or death and agree to hold CTS harmless from any such developments. In addition, I recognize that the U.S. Department of State as well as the Centers for Disease Control and Prevention may have warnings concerning same. See Travel Advisories (state.gov) and Travelers’ Health | CDC.
I also accept the following risks of participating on this trip including, without limitation:
-
All other risks associated with COVID-19 including preclusion from public or private buildings, land or areas, inconvenience, limitations and closures, etc.;
-
Risk of my travel insurance not covering COVID-19 related claims;
-
All risks regarding transportation problems including, without limitation, entry into or exit from any state or country and/or difficulties with or closure of transportation systems or the unavailability of other features or attractions within the state or country where my trip takes place;
-
The likelihood that at some or all destinations or facilities and/or on cruises, motor coaches, or at hotels or restaurants I may be required to undergo a temperature check, wear a mask while in public, and observe social distancing requirements;
-
The possibility I will have to produce evidence of a vaccination against COVID-19;
-
The potential for being quarantined, even if I am not symptomatic and/or do not have COVID-19;
-
The possible requirement that I have a negative COVID-19 test immediately before returning to the United States and/or on or after arrival at my destination, even if I am fully vaccinated;
-
Any expenses incurred, including but not limited to medical expenses, testing fees, quarantine, evacuation expenses, added air or hotel expenses, etc. as a result thereof are to be borne by the participant.
IN SIGNING THIS AGREEMENT, I ACKNOWLEDGE AND REPRESENT THAT I have read the foregoing Terms and Conditions, Wavier of Liability and Binding Arbitration Clause, understand it and sign it voluntarily as my own free act and deed. No oral representations, statements, or inducements, apart from the foregoing written agreement, have been made; I am at least eighteen (18) years of age and fully competent; and I execute this Agreement for full, adequate, and complete consideration fully intending to be bound by same.
Last Revised 7/1/2023