The guidelines for safe practices related to prevention of Coronavirus spread are continually changing. Able Trek Tours’ policies will adapt as government guidelines change. All Travelers must agree to the pandemic protocols that we have in place at the time of the trip.
Participants may smoke only on planned rest stops and during designated free times in allowable areas. There is absolutely no smoking in vehicles or in hotel/motel rooms. Most attractions we visit have no smoking policies.
The consumption of alcoholic beverages is strictly prohibited by both Travelers and support staff alike. This uniform policy is required for the safety and wellbeing of all participants.
ILLNESS / INJURY
If a participant becomes ill or injured and cannot continue to travel with the group, and requires transportation home; the participant will be responsible for such transportation costs. Able Trek offers travel insurance for an additional fee. Contact Able Trek for more information.
PROPERTY DAMAGE OR DESTRUCTION
Participants who, intentionally or unintentionally damage or destroy property not belonging to themselves, are financially responsible for repair or replacement of the property. Able Trek Tours, our staff and volunteers accept no financial responsibility for damaged or destroyed property.
All non-self medicating participant’s medications and prescriptions must be individually pre-packaged according to the time and date of each dispensing. The guardian/parents/care staff/are responsible for making sure this is completed accurately. Medications should NOT be packed in a Traveler’s suitcase. An extra day’s supply of medications must be sent in case of emergency or trip delay. All medications will be surrendered to the Tour Director or person responsible for dispensing the medications at the time of check-in. Travelers who normally self medicate can continue this practice on trips and package their medications in the way they are familiar with.
APPLICATION PROCESS & ACCURACY POLICY
Each Traveler is required to have an up-to-date Traveler Application, Medical Evaluation/Physical, Waiver, and Medical Consent completed prior to attending any trip. All information provided to Able Trek Tours must be complete and accurate. Failure to provide accurate or complete information may result in immediate dismissal from any travel program. In the event that Travelers information is incomplete or inaccurate such that the safety of the Traveler or others is compromised, the Traveler will be sent home at his/her own expense. NO REFUND will be granted for any portion of the remaining trip. The Medical Evaluation (physical exam form) must be received by Able Trek Tours no later than 21 days prior to each trip. It must be completed and signed by a physician or physician’s assistant. Medical Evaluations/Physical Exams must have been completed within 12 months of the trip.
If documented health and/or documented behavioral issues result in safety concerns for the participant, staff, other Travelers or persons in the community; the parent, guardian, care staff, etc. in cooperation with Able Trek Tours will provide/arrange to provide transportation home for the participant. In this case partial refunds or credits to account may be available but are not guaranteed.
All consent and waiver signatures must be those of the legal guardian. The application will not be processed with unauthorized signatures. Participants should sign where indicated whether they are self-guardians or not.
Travel/Cancellation insurance can be purchased through Able Trek Tours to protect you if you are forced to cancel for a variety of reasons. It also includes coverage for some accidents and illnesses. Although insurance is not required to attend a vacation, we recommend that Travelers consider purchasing Travel/Cancellation Insurance. We especially encourage Travel Insurance for any trip including air, cruise, train or international travel. These particular vacations have very restrictive and expensive financial cancellation penalties. Cancellation insurance can protect your travel investment from unforeseeable events such as sickness, injury, or death of you, an immediate family member, or that of your traveling companion. In these cases your trip payments can be fully refunded, minus the cost of the insurance. This can be great peace of mind and save you hundreds or thousands of dollars. Without Travel Insurance you will be subject to the cancellation penalties indicated in the Refunds and Cancellations section below. The insurance also includes limited medical and emergency medical evacuation coverage during your vacation.
The cost of the Travel Insurance varies depending upon which plan you choose, but ranges between 12% and 20% of the total trip cost. To purchase or to receive more detailed information about the Travel and Cancellation coverage please contact Able Trek Tours. For coverage of any pre-existing medical conditions the insurance MUST be purchased within 14 days of your initial trip deposit or payment. Click here for more information and to get a quote.
Able Trek reserves the right to cancel any session (trip) due to insufficient registration. In the event of cancellation, Travelers will be offered first choice of available trips, or their fees will be refunded in full.
A minimum deposit of $100/motor coach trip is required within two weeks of signing up for each trip. Air, cruise and international trips REQUIRE a minimum $500 deposit. Tours requiring a larger deposit will be indicated as such in the tour description. Do not mail application without deposit unless prior arrangements have been made with Able Trek Tours.
TRIP FEE POLICIES
A deposit (most often $100 per trip) is required to firmly “hold” a spot on a vacation. The remaining trip fee balance is due 45 days prior to the trip start date for motor coach tours and 65 days prior to departure for international, rail, cruise or air travel vacations. Trips must be paid in full prior to departure. Payment plans may be available with Able Trek Tours approval.
FUEL SURCHARGE & TRIP ALTERATIONS
In the event of rising fuel costs, and/or airfares, Able Trek Tours, Inc. reserves the right to add a surcharge, not to exceed 10% of the trip cost. Because of ever-changing attractions, shows, schedules, etc., Able Trek Tours reserves the right to make substitutions and changes in the trips when necessary.
REFUNDS AND CANCELLATIONS
Please note: Some vacations may have more restrictive cancellation policies and penalties. If this is the case it will be indicated on the trip itinerary. Travelers who are “no shows” on the day of departure receive no refund whatsoever. Travelers who are “late” on the day of departure are considered no shows.
- Motor coach/land tours –
All monies paid will be refunded if notice of cancellation is received by Able Trek Tours 45 days or more prior to each trip start date. If notice of cancellation is received by Able Trek 44 days to 8 days prior to the trip start date, Able Trek will retain $100 plus any monies Able Trek Tours is not able to get refunded from its suppliers. Cancellations received 7 days or less prior to the trip start date will not receive a refund.
- Air, Rail, Cruise, and International tours –
All monies paid will be refunded if notice of cancellation is received by Able Trek Tours 90 days or more prior to each trip start date. Specific trip cancellation policies are listed on the tour itinerary. In general, cancellations received 89 days or less prior to the trip start date will be charged 20% of the total trip fee plus any monies Able Trek is not able to get refunded from its suppliers.
TRAVELER IDENTIFICATION REQUIREMENTS
All Travelers should have a CURRENT (check expiration date) photo I.D. for every trip. Additional identification will be REQUIRED for trips that include air, rail, cruise or international travel. Specific I.D. requirements are noted on the tour itinerary. Travelers who are refused boarding on any vacation due to lack of proper and current identification will not receive a refund whatsoever. Any travel outside the United States, even Canada and Mexico, will require a Passport Book – NO EXCEPTIONS!!
REAL I.D. REQUIREMENTS
Beginning May 7, 2025 in order to fly anywhere within the United States and/or pass through airport security or visit federal buildings and military installations you MUST have a REAL I.D. (or have a valid Passport). If your driver’s license/state issued I.D. Card does not have a black or gold star in the upper right corner it is NOT a REAL I.D. AGAIN, BEGINNING MAY 7, 2025 YOU MUST HAVE REAL ID OR PASSPORT TO FLY WITHIN THE UNITED STATES – NO EXCEPTIONS!!! Most DMV offices are equipped to issue the new REAL I.D. You will need to provide documents (passport, birth certificate, Social Security Card) to obtain the REAL I.D. Visit www.tsa.gov/real-id for specific details. Do this now to avoid the May 7, 2025 deadline and rush.
A PASSPORT is REQUIRED to travel anywhere outside the United States – this includes Canada and Mexico. A PASSPORT BOOK (about $130) allows you to travel internationally via any means (air, land, water). A PASSPORT CARD (about $30) allows travel internationally by LAND ONLY. If you have any plans to travel outside the United States we suggest you start the process of securing a passport. (We recommend that a Passport Book is secured.) The process is easy, but it will take up to 6-12 weeks, so don’t delay. To apply for either type of passport, log on to www.travel.state.gov or call 1-877-487-2778. Passports are valid for 10 years.