Terms and Conditions for Escorted Tours
RESERVATIONS & PAYMENT
To make reservations, complete the application/registration form and send the deposit in the amount noted on the application/registration form to address shown on the application/registration form. The final balance is due 60 days prior to departure. Early departures and/or extended stays are subject to availability, must be requested upon registration, and entail a surcharge of $50, plus weekend surcharge of $30 per direction, if applicable. For reservations or final payment made within 21 days prior to departure, there is a $25 per reservation handling/express fee. Checks and Money Orders are accepted as forms of payment. In case of billing error, we reserve the right to re-invoice with correct pricing.
TRAVEL DOCUMENTS
It is the responsibility of each passenger to obtain proper travel documents, such as passport and visa. Each passenger must be in possession of a passport with a validity of at least six (6) months beyond the conclusion of their trip. A visa is not required for Scandinavia or Western Europe for stays of less than 3 months. A visa is required for passengers traveling to Russia. Due to increased travel security around the world, it is very important that your airline ticket matches your first and last name exactly as it reads on your passport. Any changes to your air booking, which include spelling, could be subject to a change fee, penalties, or cancellation. With full payment, tour documents are normally sent 14-21 days prior to departure and should arrive within 6 business days. If you request documents earlier, and if it is possible to accommodate you, there is a $25 per reservation handling/ express fee.
CANCELLATIONS
The following per person cancellation fee applies: More than 60 days prior to departure: $200; 60-45 days: $500; 44-7 days: $2000; less than 7 days: nonrefundable. Cancellations must be in writing. A change of itinerary or traveler name (substitution) after receipt of deposit will be treated as a cancellation and new reservation; standard cancellation fees apply. Trip cancellation insurance is strongly recommended.
CHANGES
Once deposit has been received, each subsequent change will be subject to a change fee of $50 per person, only if we can accept the change and travel documents have not been issued. If documents are issued and we can accept the change there will be an additional reissue fee of $50 per person plus any fees assessed by air/land supplier/s.
LAND COSTS
The tour price is based on a minimum of 38 persons. The trip will be feasible with fewer than 38, but the price may increase. All rates are based on tariffs in effect at the time the tour was planned and are subject to increase in the event of currency fluctuation.
AIR TRANSPORTATION
Tour price is based on scheduled transportation in economy class with nonrefundable airfare on our preferred airline partners. Client preference for carriers may incur additional charges. The tour package price reflects airfare currently in effect, and is subject to change. The airlines concerned are not held responsible for any act or event during the time the passengers are not on board their planes or conveyances. The passenger’s contract in use by the airline, when issued, shall constitute the sole contract between the airline and the passenger. Any and/or all transportation companies herein mentioned shall have or incur no responsibility for liability to any traveler aside from their liability as common carriers.
LAND TRANSPORTATION
First-class private motor coach. Other transportation and/or accommodations as indicated.
SPECIAL REQUESTS
Special hotel and flight requests, such as “double bed,” “room near elevator,” “room on lower floor,” “meals,” “seating on aircraft,” etc., should be submitted in writing with final payment, 60 days prior to departure. Please be advised, however, that such requests are outside of our control and therefore cannot be guaranteed.
SERVICE CHARGES, TIPS & TAXES
All service charges and taxes at hotels are included, so extra tipping will not be necessary. Gratuities to tour escorts/guides and drivers are customarily left to the discretion of the tour member and are therefore not included in the tour cost.
MEALS
Breakfast, lunch and dinner as specified in the itinerary. Special requests for meals should be submitted in writing with final payment, 60 days prior to departure. Special meal requests cannot be guaranteed.
HOTELS
Accommodations in rooms with private facilities at hotels specified or similar. Trollhaugen Tours reserves the right to substitute hotels with others of equal or better quality. Rooms in Scandinavian hotels may have twin, double or day beds. As Scandinavian hotels generally have small rooms, we advise against requesting triple rooms. Triple rooms are available on request only and no discount applies. A limited number of single rooms are available at the supplementary cost shown. Single rooms are generally inferior to double rooms in size and location. All rooms are assigned by the hotel management upon arrival. Please note that throughout Europe it is standard policy that hotel rooms are not available for check-in before 2:00pm. Requests for special room assignments should be submitted in writing with final payment, 60 days prior to departure. Special room requests cannot be guaranteed. Please be advised that not all hotels in Scandinavia are air-conditioned.
SMOKING
Smoking is not permitted on airplanes or motor coaches.
LUGGAGE
Size and weight limitations for carry-on and checked baggage on international and inter-European flights vary from airline to airline and are subject to change, so please check with your airline before departure. Current restrictions for most international flights are two checked pieces and one carry-on per person, in addition to a purse or briefcase. The overall dimension and weight of each checked piece may not exceed 62 inches (length+width+height) and 50 pounds, while the overall dimension and weight of the carry-on may not exceed 45 inches and 13 pounds. Trollhaugen Tours is not responsible for additional fees imposed by air carriers regarding baggage. On the land portion, due to limited motor coach capacity, we allow only 1 suitcase and 1 carry-on per person. Luggage handling at hotels for 1 suitcase is provided. Airport porterage is not included as security regulations within most airports require that travelers handle and be responsible for their own luggage. No responsibility is accepted for loss of or damage to baggage or any of the traveler's belongings. Baggage insurance is strongly recommended.
INSURANCE
The client is urged to protect his/her investment with travel insurance. Generally pre-existing conditions can be covered if premium payment is made within 15 days of your initial trip deposit. Click here for further information. Trollhaugen Tours is not responsible for loss, damage or theft of luggage or personal belongings, or for personal injury, accident or illness.
ITINERARY VARIATIONS
Trollhaugen Tours constantly strives to improve each itinerary to your benefit. If improvements can be made or unforeseen conditions make changes necessary, we reserve the right to vary itineraries or substitute hotels for operational reasons.
NOT INCLUDED
1. Airport/hotel transfers if your flight does not coincide with the reserved group air space from Minneapolis/St. Paul. Persons on other transatlantic flights should plan to transfer to/from hotel at their own expense; 2. Airport fees and taxes; 3. Passport fees; 4. Visa fees, where required; 5. Personal expenses such as laundry, liquors, wines, mineral waters, phone, valet, etc.; 6. Meals not specifically listed as included; 7. Expenses due to flight delays, strikes, bad weather or other irregularities; 8. Travel insurance; 9. Excess baggage charges; 10. Individual services apart from the group; 11. Refunds for tour services not utilized; 12. Any expenses for à la carte meal items not included in preplanned menus; 13. Gratuities for tour escorts, city guides and drivers.
UNUSED SERVICES
A credit of $50 per night per person, pending confirmation, will be granted for unused hotel services only upon advance notification to Trollhaugen Tours prior to final payment. No refunds will be given after this time period.
RESPONSIBILITY
Trollhaugen Tours, its agents, employees, representatives, associated companies and travel agencies through which the tour was booked, are not responsible for any damages, accidents, losses, detention, annoyance, consequential damages of any kind; delays, and expenses due to same; quarantine, strikes, force majeure, failure of any means of conveyance to arrive or depart as scheduled; disturbances, government actions, restrictions or regulations, discontinuance or change in transit or hotel services or schedules; and any other causes over which we have no control and which are not caused by any negligence, wrongful action or omission on the part of Trollhaugen Tours, its agents, employees, representatives, associated companies and travel agencies. Without limiting the above, you are hereby given notice, and you hereby understand and agree that all tickets and coupons issued, and all arrangements for transport or conveyance, or for hotel accommodations, and any other arrangements provided herein, are made only on the expressed condition that we (Trollhaugen Tours, etc.) shall not be liable for any injury, damage, loss, expense, accident, delay, problem or irregularity which may be occasioned either by reason of any defect in any vehicle or aircraft or other means of conveyance, or through the acts, omissions or defaults of any company or person engaged in conveying the passengers herewith, or of any hotel proprietor or servant, or any other person, firm or entity, not under the direct supervision, control or employment of Trollhaugen Tours, its agents, employees, representatives, associated companies and travel agencies. Trollhaugen Tours reserves the right to accept or reject any person as a tour participant, to expel any tour participant from the tour, and to make any changes in the itinerary, whenever, in the sole discretion of Trollhaugen Tours, it deems it necessary for the comfort, convenience or safety of the tour participants.
CANCELLATIONS BY TOUR OPERATOR
Trollhaugen Tours reserves the right to cancel any tour up to 30 days prior to departure. In the event the tour is cancelled, Trollhaugen Tours has no responsibility beyond full refund of monies paid by the participant.