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Policies & Information

SMOKING POLICY

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.

ALCOHOL POLICY

The consumption of alcoholic beverages is strictly prohibited by participants, unless it states otherwise on the Traveler application.  Only moderate consumption will be allowed.

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.

MEDICATION DISPENSING

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 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 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 must be 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 INSURANCE

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.   We strongly encourage Travel Insurance, especially for any trip including air, cruise, train or international travel.  See more information on page 15 or contact Able Trek Tours.

 PAYMENTS

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.

CONFIRMATION/CANCELLED TRIPS

Confirmation will be provided within 15 days of receiving the application.  Able Trek reserves the rights 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.

TRIP FEE POLICIES

A deposit, normally $100 per trip, is due to firmly “hold” a spot on a vacation.  The remaining trip fee balance is due 30 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.  Interest free payment plans are available with Able Trek 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 trips 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.  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 will be sent with each trip 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 – NO EXCEPTIONS!!