Standard Terms and Conditions

Itinerary

The itinerary, as presented in Corporate Travel Service (CTS) brochures, marketing materials, and/or during presentations, is tentative and represents the intended tour. Itineraries are subject to confirmations 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.

Participation

CTS reserves the right to decline, accept, or retain any participant on any of its tours if, in its sole discretion, it deems accepting or retaining any such participant as being detrimental to the tour. In the event any participant is removed from a tour, CTS’ only obligation is to refund that person the portion of the payment allocable to unused services. There is no right to a refund for any unused services including airline tickets.

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 be responsible for accommodating any food allergies, or dietary requirements and restrictions, and is not responsible for any problems associated with the same. All such matters are the sole responsibility of the traveler and must be discussed with food and drink vendors while on tour.

Price & Payment Terms

Prices are shown in U.S. dollars, and are based on a number of factors including current currency rates, minimum number of travelers, tour inclusions, and the date of registration. 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, but are not limited to, 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, charge a $30 service fee (for late payments, for attempted payments made with insufficient funds, or for any reinstated reservation), and charge late registration fees.

Cancellation

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 refunds are usually issued using the original form of payment on the account.

All non-refundable amounts are non-transferrable and replacements cannot be made. 

Group travel products

  • All cancellations are subject to cancellation fees. Please refer to the tour’s cancellation schedule. 
  • If a traveler is removed from the tour by the group leader (if applicable) for any reason, all cancellation fees will apply. 
  • A name change is considered a cancellation and is subject to additional fees. 

Independent travel products

Fees at the time of cancellation will include all non-refundable deposits provided to airlines, cruise lines, hotels, and other tour-related vendors and suppliers in addition to an administrative processing fee calculated to be 20% of the sum of the cost of all deposits collected by CTS at the time of cancellation. Traveler(s) will also be responsible for any additional supplier direct fees that may be assessed at the time of cancellation.

CTS may cancel 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) shall be canceled as a result of such event. In such event, CTS’ sole liability to the traveler shall be to refund such amount that CTS receives as a refund from its vendors. These events can include, but are not limited to, war, threat of war, civil strife, terrorist activity and its consequences or the threat of such activity, riot, the act of any government or other national or local authority including port or river authorities, industrial dispute, 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.

Travel Protection

CTS strongly recommends the purchase of travel protection, 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. Cancel For Any Reason (CFAR) coverage is available for purchase.* Certain plan benefits are available only if the plan is purchased by a certain time. We encourage travelers to purchase a plan at the time of the initial tour deposit.  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 and must be made directly with Travel Insured in order to ensure timely recording of your claim. CFAR coverage must be purchased at the time of standard plan purchase and within 14 days of your initial tour deposit. This benefit is not available to residents of New York State.

If travel protection is not included in the price of your package or offered as an option, information on travel protection can be obtained by contacting Travel Insured International, toll-free at 1.800.243.3174. Specifically, ask for one of their retail plans and provide the Customer Care Rep with #47907.

Travel protection disclaimer: This document contains only highlights of the plans. The plans contain insurance benefits underwritten by United States Fire Insurance Company. The 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.

Gratuities

Please refer to tour documents to ascertain whether gratuities are included.  See tour documents for tipping guidelines by country. 

  • International Group Tours: gratuities for the tour manager, drivers and guides are 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 cruise line. See the tour offer for specific details. 
  • Independent travel: Gratuities are generally not included. 

Partial Package

Tour packages are offered only as described at the stated price. There is no right to a refund for any unused services including airline tickets. 

Identification, Passport & Visas

When traveling within the United States of America: REAL ID Required 

Travelers must travel with REAL ID compliant driver licenses. 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. 
  • Non-compliant Michigan license or ID cards will only be accepted at US airports until October 1, 2020.
  • 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 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 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: are required for certain International destinations. Travelers are responsible to understand visa requirements and pay associated costs. 
  • Non-U.S. passport holders are responsible to research and obtain 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) traveling with only one 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 book, or 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 US passport book, passport card, or Enhanced driver’s license.  Note that entry will be denied for anyone with a criminal record (including misdemeanors or alcohol-related driving offenses).

State Department & Other Agencies 

From time to time the State Department of the United States, the Center 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. We encourage you to contact these agencies directly to obtain the most current information. CTS cannot 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 incident, in one or more of the places this tour is scheduled to visit. All cancellation fees remain in full force and effect. 

Air Travel 

Group Air

Group air restrictions: The number of connections, length of layovers, preference for particular seat assignments, and all conditions surrounding air travel cannot be guaranteed and may change before departure. Accordingly, if travelers require specific air travel needs and are not flexible concerning group air travel, travelers may wish to consider purchasing a land only package and securing your own air arrangements. 

  • Deviations: not allowed on group air tickets. If you want to travel on different dates, you must travel land only (see topic below) and purchase your own airfare. 
  • Group air seat assignments: please note that group seats are assigned “at the discretion of the airline,” Specific seat assignments cannot and will not 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. 
  • Group air mileage credit – reduced: it is common for carriers to give partial or no credit on group flights. It is important to give 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 not upgradable: group air is usually economy class and is not upgradable to first class, business, economy plus. To travel with an upgrade, you must choose land only and book independent airfare. (See land only topic.) 

Those electing to make their own airfare arrangements will travel “LAND ONLY.” In this case, traveler 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. 

Domestic Air to gateway city:  Some International packages are sold with air from and from a Gateway City, such as New York.  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

For Land Only group travelers, air tickets should not be purchased until notified in writing that the minimum group size needed to operate the tour has been reached.  

When group airfare is not included, airport transfers at destination are not included in the package. The traveler is responsibility to arrange such a transfer to meet the rest of the group.  Transfers can be very costly, in excess of $500 USD one way. 

CTS’ retail agency can assist in arranging flights. Please call 1-313-565-8888. Be aware that airlines do not publish airfare prices or accept reservations until 11 months prior to departure. 

Flight cancellations and delays: CTS will not be 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 cancelled airfare 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 is the traveler’s responsibility.  

Checked baggage: most airlines charge fees ranging from free to $75 per bag one way. Each traveler is limited to one checked bag. There can be no exceptions. For most airlines, the one checked bag is limited to 50lbs 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.   

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. 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.  

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. 

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 and a “Double” is two persons in one room. 
  • “Triple” and “Quad” occupancy are three and four persons in one room respectively. 

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 tours 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 strongly 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. 

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 or 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 signed by an officer of Corporate Travel Service. 

Binding Arbitration

Traveler agrees that any dispute concerning, relating or referring to this Agreement, 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, either according to the then existing Commercial Rules of the American Arbitration Association (AAA) or pursuant to the 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, MI. 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 waives right to a trial by jury. 

CTS T&C Version 20190729