Booking Terms and Conditions
Each traveler, or their guardian if under 18, should sign and initial this form and return it to Excel International Sports, LLC with the initial deposit. If a family is traveling, one general conditions form per family is sufficient. All family names are required. The terms, conditions and responsibilities outlined herein apply to the services which Excel International Sports, LLC provides in the planning, handling and operation of tours. These terms are assumed to be accepted by the responsible party upon receipt of a signed Group Tour Contract from your group leader, signed and initialed General Conditions Forms from participants, and the initial deposit.
Reservations and deposits: A deposit of $400 USD per person is required along with your signed General Conditions Form for reserving travel plans. This deposit is part of the total tour price and is non-refundable and non-transferable. Upon receipt of your deposit and signed General Conditions Form, your group leader will receive a final trip itinerary confirming that Excel International Sports, LLC will arrange your tour according to the agreed upon itinerary. Payment will be expected according to the payment schedule sent to your group leader.
INITIAL DEPOSIT: To secure group space, a USD$400 per person non-refundable, non-transferable deposit is required along with the signed General Conditions Forms.
SECOND PAYMENT: A second deposit will be due to Excel International Sports, LLC no later than 185 days prior to departure.
THIRD PAYMENT: Third payment is due to Excel International Sports, LLC no later than 115 days prior to departure.
AIRLINE/AIRPORT TAXES AND FEES: These are excluded from your tour package price and are due when flight tickets are printed, approximately 35 days from departure. The average costs of airline taxes and fees in 2013 were approximately USD$500 per person.
Payment: Upon our receipt of Group Tour Contract, General Condition Forms and deposits, Excel International Sports will send your group leader a payment schedule. Failure to comply with the payment schedule may result in late fees, penalty costs, increased rates, and the inability to provide agreed upon package inclusions, or total cancellation of the trip. Installments received after the due date will be subject to a USD$50 per person charge. Payments can only be accepted in the form of a check, money order or credit card. Credit card payments may incur an additional fee of 3%. Deposits, or any payments made, are not transferable. Insufficient checks will be liable for a USD$50, or higher amount as allowed by law, fee and we may electronically debit or draft your account for this fee. Insufficient checks will be automatically represented to your bank for payment. Post-dated checks will not be accepted.
Prices: Excel International Sports, LLC reserves the right to impose surcharges in respect to cost increases related to fuel prices, exchange rates, or domestic or foreign government action. Airport/airline/government fees and taxes are excluded from your original tour quote. Determination of airport/airline/government fees and taxes are at time of ticketing and will form a final payment due approximately 35 days from departure. Excel International Sports has no control over the airport/airline/government fees and taxes. Excel International Sports will not be responsible for any regular or excess checked baggage surcharges imposed by the Airlines/Airports. In order to qualify for group rates and conditions, there must be at least 10 people traveling under the group booking, if the number falls below 10, then the remaining group flight participants are subject to package price increase due to flight cost increase and immediate ticketing and payment of full amount of ticket price. If the group’s numbers and rooming layout require us to place you in a single room, which normally requires a single room upgrade charge, we reserve the right to pass that charge onto you.
Deviation: Your group tour has been carefully designed and priced to provide you with the most features at the most acceptable prices, according to your stipulations. Any deviation request must be in writing. Each request will depend upon the availability of services and cannot be guaranteed. Extra costs incurred when booking a deviation are the sole responsibility of the traveler, and are payable when booking. If you want to change any of the details of your booking after the deposit and General Conditions Form are submitted to us we will do our best to help. However, we have no obligation to make any change. Most airlines limit the number of deviations per group allowed and participants may only deviate from the return flight, therefore ALL full participants must depart the US/Canada on the same flight. Those full package participants deviating from the group itinerary will be responsible for the taxes and fees on their routing, which may differ from the groups. Taxes, fees and surcharges are dependent upon date and time of each flight.
If you book a land-only package, you are responsible for booking a flight or other transportation that arrives at the destination before or with the group and departs with or after the group. The group flight schedule may change at any time, this is not the decision of Excel International Sports, LLC. Land-only participants are responsible for any costs associated with changing their flight or transportation schedule to match that of the group.
Cancellation: Written notification of cancellation must be received by Excel International Sports, LLC, in advance of the tour’s starting date.
CANCELLATION FOR ANY REASON, including injury, will result in the following costs. This is in addition to any non-refundable payments made to suppliers.
Up to 180 days prior to travel: USD$400 penalty per person
120 to 179 days prior to travel: 70% of the tour package price
80 to 119 days prior to travel: 80% of the tour package price
79 to 0 days prior to travel: 100% of the tour package price + any airline and airport fees incurred
In no event will Excel International Sports, LLC cancel your trip prior to departure, except in the case of war, threat of war, political crisis, civil commotion or strife, terrorist activity, strikes or industrial action, natural disasters, fires, technical problems to transport, closure of airport or other circumstances beyond Excel International Sports, LLC’s control.
Insurance and Liability: Excel International Sports, LLC strongly recommends the purchase of trip cancellation insurance. If desired, we will provide you with the information on how to purchase this insurance. The terms and conditions of coverage vary according to the insurance provider. Cost of coverage is generally based upon the cost of the trip. It is understood that Excel International Sports, LLC, accepts no liability for damages or cancellations. Please be advised that some travel insurance providers require the purchase of travel insurance directly after initial deposit in order to cover pre-existing conditions. All questions regarding travel insurance and its coverage should be directed to your insurance provider.
Program: Excel International Sports, LLC has taken all reasonable steps to ensure that the suppliers contracted for services during your trip are efficient and reliable and that they maintain high standards and conform with the laws and regulations of the country in which they operate. Every booking is accepted subject to the conditions imposed by the companies concerned. Excel International Sports, LLC accepts reasonable responsibility for ensuring the trip which you book with us is supplied as described in the itinerary or on the brochure. If for whatever reason alternative arrangements or accommodation are offered, Excel International Sports, LLC will ensure that they are of a similar standard. The availability of some facilities advertised or communicated cannot be guaranteed. Some facilities may require special equipment. Facilities may also close without prior notice due to public holiday, festivals and routine maintenance. In these instances no refunds can be given. Occasionally accommodation photographs used are general photos and may not be specific to the group’s booking.
Visas, Passports, and Travel Documents: If traveling abroad, tour participants are responsible for obtaining a valid U.S./Canadian passport prior to departure, as well as any visa needed. Excel International Sports, LLC will not be responsible for any loss or damage incurred by travelers not obtaining proper travel documents; passports, visas, permission to travel, etc. If you are not a U.S./Canadian citizen you must inform us in writing of your country of citizenship, refugee status, and/or if you possess any green cards or visas. All tour participants agree to provide one photocopy of the “picture page” of their passport as soon as possible after booking. All trip participants, if not already a passport holder, should apply for their passport as soon as they pay their trip deposit. If the copy passport is not provided, or if the information provided is incorrect, the tour participant will be responsible for all air ticket change fees. You must carry any permanent resident cards, travel documents and visas with you on the trip.
Conduct: Excel International Sports, LLC reserves the right not to accept or retain anyone whose condition or general deportment impedes the operation of the tour or affects the right of other passengers. Zero tolerance will be exercised in the matter of drug/alcohol abuse, antisocial, dangerous, violent, or irresponsible behavior. If a person is required to leave the tour, unused portions of the tour will be subject to forfeiture. Damages incurred with any supplier by a member of the group will be the sole responsibility of the individual member(s) and/or the group.
Harassment: Excel International Sports, LLC is committed in all areas to providing an environment that is free from harassment. Harassment based upon an individual's sex, race, ethnicity, national origin, age, religion or any other legally protected characteristics will not be tolerated. All employees, subcontractors, vendors, service providers, are expected and required to abide by this policy. No person will be adversely affected in employment with the employer as a result of bringing complaints of unlawful harassment.
Responsibility: Excel International Sports, LLC responsibility and the event or tournament organizers and suppliers responsibility is limited and subject to the following terms. If unforeseen conditions beyond our control necessitate changes, we reserve the right to vary itineraries and substitute the best alternative available. We act only as an agent for the passenger in all matters connected with accommodation, dining services, sightseeing tours, tournament operators and other suppliers of services, and transportation, whether by air, rail, motor coach, boat or any other means. As agent, Excel International Sports, LLC, holds itself free of responsibility for any damage, expense or inconvenience caused by delayed or cancelled transportation services, changes of schedules, strikes or conditions beyond our control. It is the responsibility of the passenger and/or group leader to reconfirm all flights directly with the airline within 72 hours of travel. It is the responsibility of the passenger to submit a lost baggage claim directly to the airline/airport. Excel International Sports accepts no liability in the case of lost baggage or property.
Health: All group members should have necessary medical information (i.e. Medication instructions), insurance information, and a list of allergies or any health problems. All participants are responsible for obtaining adequate medical coverage while abroad, please check with your health insurance provider to see if you are covered while travelling and if any additional insurance is needed. Medical disbursement should be discussed and agreed upon by the group prior to travel. I hereby give Excel International Sports, LLC and its organizers, suppliers, officials and sponsors permission to medically treat myself and/or my son and/or daughter. Excel International Sports is not responsible for administering any medicines (allergy or otherwise) and will not administer any medicines. Allergy and dietary needs information will be forwarded to our service providers, it is participants responsibility to notify us of these special needs at least 95 days before departure. Excel International Sports will endeavor to make arrangements with our airlines, hotels and other vendors but cannot guarantee that all dietary requests can be met.
Permission to Photograph or Videotape: Throughout the year, Excel International Sports, LLC may use photograph or video image tour participants with or without identification. If you do not wish to appear in a photograph or videotape, please notify Excel International Sports, LLC in writing and indicate to which extent you deny such reproduction. It is assumed that parents and guardians consent to their child being photographed or videotaped, no matter by whom taken, unless such notification is received, and agree that no fee would be paid for this. Individual names will not be used in any promotional material without permission.
Liability Waiver and Parental Consent: By initialing and signing this document, I hereby give my approval for my son’s/daughter’s participation in any activities of Excel International Sports, LLC during the organized tour. I acknowledge that participation in sports competitions carries with it a potential hazard. I understand and assume all risks and hazards incidental to the conduct of activities and to the transportation to and from any and all activities. I do further hereby release, absolve, indemnify and hold harmless Excel International Sports, LLC and its organizers, suppliers, officials, and sponsors, any and all of them. In case of injury to my son/daughter either during any activity or transportation to or from such activity, I hereby waive all claims against Excel International Sports, LLC and its organizers, suppliers, officials, sponsors, or any of the supervisors appointed by them. I likewise release from responsibility any person transporting my son/daughter to or from Excel International Sports, LLC activities. I also release Excel International Sports, LLC and it’s organizers, suppliers, employee, officials, sponsors and contractors from any liability in the case of injury or death during the tour for myself, and/or my spouse/partner/significant other and/or my son and/or daughter. I also certify the address on page three is the legal and permanent address of my son/daughter.