Terms and Conditions
RESERVATIONS & DEPOSITS
The easiest way to make a reservation is to contact us by telephone at 1-800-417-3880 or e-mail us at [email protected]
CENTRAL ASIA TOURS / CAUCASUS TOURS / CUBA TOURS / IRAN TOURS
A non-refundable $750 deposit is payable at the time of booking. Final payment is due within 120 days of departure date. If a reservation is made within 120 days, full payment is required. Some trips require a larger deposit. If international airline bookings require a non-refundable payment in order to secure space or the lowest available fare, we will require an increase in deposit equal to the cost of the ticket(s). Early enrollment is always encouraged as group size is limited and some trips require greater preparation time. Once we have received your deposit, we will confirm your space and send you a confirmation package containing your trip itinerary, any visa/travel permit related documents, invoice, clothing and equipment recommendations, general information on your destination(s), and forms for you to complete, sign and return to us. Your air e-tickets (if applicable), final hotel list, final trip itinerary, and instructions on how to join your tour, will be sent approximately 2-3 weeks prior to departure.
Full payment is required at the time of booking for promotional tours/special deals.
For group bookings and Private Tours, please refer to the terms of your individual contract.
A non-refundable $500 deposit is payable at the time of booking. Final payment is due within 60 days of departure date. If a reservation is made within 60 days, full payment is required. Some trips require a larger deposit. If international airline bookings require a non-refundable payment in order to secure space or the lowest available fare, we will require an increase in deposit equal to the cost of the ticket(s). Early enrollment is always encouraged as group size is limited and some trips require greater preparation time. Once we have received your deposit, we will confirm your space and send you a confirmation package containing your trip itinerary, any visa/travel permit related documents, invoice, clothing and equipment recommendations, general information on your destination(s), and forms for you to complete, sign and return to us. Your air e-tickets (if applicable), final hotel list, final trip itinerary, and instructions on how to join your tour, will be sent approximately 2-3 weeks prior to departure.
Full payment is required at the time of booking for promotional tours/special deals.
For group bookings and Private Tours, please refer to the terms of your individual contract.
We accept MasterCard, Visa and American Express for deposits and insurance. An “Administrative Fee” will be assessed on all final payments; this fee will be discounted if payments are made by check, wire transfer or online bank transfer. Bookings from outside of North America will be charged in US Dollars. Your verbal authorization to take payment confirms your acceptance of these Terms & Conditions and your reservation whether or not you have signed the appropriate credit/debit card cherge. We require a signature on file for final payment by credit card, even if payment has already been made. An invoice will be sent to you with your confirmation package; supplementary invoices maybe sent before final payment date.
CANCELLATIONS, REFUNDS & TRANSFERS
Should you need to cancel your trip, you must notify us in writing, by letter, e-mail, or by fax immediately.
• Deposits are non-refundable, though if you cancel before your final payment date, the deposit is transferable to any other tour taken within 12 months of the original tour start date, minus a per person transfer fee (some tours have a 100% nonrefundable/ nontransferable deposit; you will be informed of this at the time of booking).
• After final payment is made, all monies paid are 100% non-refundable, nontransferable. Name changes are not permitted. Insurable risks may be covered under trip cancellation insurance policies, if purchased.
• We will not grant partial refunds for any unused trip arrangements—voluntarily missed meals, sightseeing, transport, etc—after the trip has commenced, or any refunds to trip members who do not complete any portion of the itinerary for whatever reason.
• All air tickets are non-refundable and valid only for the flight(s) indicated.
• Special Deals / Promotional Tours: Non-refundable at any time.
• We may cancel departures if forced to do so by circumstances such as insufficient participation, war, civil, natural disaster, acts of God or political unrest or what is commonly referred to as force majeure. In these instances, we will offer to postpone your trip to another departure of the same tour code within 12 months of the original tour start date; or, if circumstances do not permit, an alternative will be offered at that time. We will not be responsible for costs associated with re-issuance or extension of visas, airline change fees, or for any compensation.
• We strongly recommend that all travelers purchase trip cancellation insurance, either through FLO Tours or elsewhere, as this may provide coverage under such circumstances.
Your chosen tour may not operate as a result of a government issued travel advisory warning its citizens not to travel to the country to be visited. We reserve the right to operate the trip with an altered itinerary should a warning apply only to a specific geographical area within the affected country. We strongly recommend that you purchase trip insurance that covers you for such an advisory as our cancellation terms apply if you decide to cancel your trip because of a travel advisory.
TRIP CANCELLATION INSURANCE
Trip cancellation and interruption insurance is optional but highly recommended. Travel insurance offers peace of mind and financial protection against unforeseen events that might prevent your travel or completion of your trip. Visit our website to learn more about policy packages available, or call one of our reservation agents for more information and / or a quote for your specific journey.
FITNESS AND MEDICAL INSURANCE
If you will be 75 or older at the time of travel you will be required to have a physician complete and sign a questionnaire that affirms your suitability for your chosen tour. Certain tours, including those involving high altitude and/or walking/trekking, require a medical questionnaire to be completed and signed by a physician regardless of age. We require that all passengers be medically insured. Once you have been confirmed on a trip that requires a medical certificate signed by a doctor, normal cancellation penalties apply if your doctor does not sign the certificate.
CHANGES TO ITINERARY
We take great care to ensure the accuracy of our itineraries and promotional literature; however, circumstances beyond our control may necessitate changes to tour content and changes in tour dates. In the case of content change, you must refer to the tour itinerary included with your final documents package as it may have been updated since you booked your trip. In the case of a shift in dates, we will notify you as early as possible of such changes so that necessary adjustments can be made. Changing conditions in the field may also necessitate itinerary modifications after the trip has departed. Tour members are responsible for all increased costs associated with en route itinerary changes or changes in means of conveyance, hotels, Tour Leaders, etc. Land Only clients will be responsible for any costs associated with changes tour start / end point/s.
We do not offer roommate matching services for single travelers. We want our single travelers to enjoy their trip to its fullest and not deal with problems during their trip arising from sharing a room with a stranger. However, we try to keep our single supplement rates as low as possible to make it affordable for single travelers.
ADDITIONAL FEES AND CHARGES
Additional charges for single supplement, extra accommodation, visa/permit fees, international air taxes / fuel surcharges, domestic air taxes, arrival / departure transfers (for Land Only customers), will be added to your invoice, if applicable. Transferring to another tour or tour date is only permissible outside of 90 days prior to departure and is subject to a transfer fee. All other feasible changes are subject to availability; changes to airline tickets are subject to fees levied by the airline. There may also be taxes that you have to pay locally while on tour (you will be advised in advance).
Prices quoted are based on foreign exchange rates at the time of printing. Increases due to fuel costs, rates of exchange, tariff revisions, airline pricing, etc may result in an adjustment to our published pricing. Though unlikely, we reserve the right to alter the price of any tour and forward an amended invoice. Any price increase will normally be notified no later than 60 days prior to departure.
LAND ONLY TOURS
Those who intend to purchase airfare from an independent agent are advised not to book air arrangements until the tour has been confirmed. Notification of a guaranteed departure will be made no later than 60 days prior to scheduled departure. You will be responsible for any costs incurred should your flight arrangements be delayed, or should we have to change the tour start/end points or dates after the tour has been guaranteed. You should not expect the same level of service from discount consolidators and travel websites, as you would receive from us. We have a full-service, in house, air-ticketing department with extensive experience in arranging complex travel. Discounters deal in volume and tend not to provide professional travel planning consultation. If you choose to go this route, be careful which company you select and reconfirm all reservations directly with the airline.
If you are not booking your air travel through us, it is your responsibility to provide us with your air schedule prior to your departure so we can confirm your arrival. Land Only passengers are not entitled to arrival or departure transfers unless paid for separately. Land and Air passengers are entitled to transfers; if you arrive early / leave late, we will include your transfers if extra hotel nights are booked through us.
BAGGAGE AND PORTARAGE
One “large” or “main” piece of luggage per person is allowed on our tours. This is in addition to your “carryon” or day bag (for camera, water, etc). The large/main bag must not exceed 20 kg (45 lb) and be of a standard size; i.e. reasonable in its dimensions such that you are able to manage it on coaches, trains and/or aircraft, and when porters are not available. This baggage must also conform to the limitations set by the airline with which you are travelling (contact the airline if in doubt). Some tours have stricter baggage restrictions as outlined in your pre-trip information package. Your Tour Leader will collect a fee if an additional piece of luggage is carried or if your bag exceeds the allowed weight. Porters may NOT be available at all hotels, airports, ferry terminals, etc, or at some destinations entirely.
You will be responsible to provide correct information regarding personal details (passport name, address, contact information) and flight information (if applicable). We will not be responsible for costs incurred due to incorrect, incomplete or inaccurate information. You must have a valid passport for international travel. Your passport should be valid for at least six months beyond the date you expect to return home. You are responsible for arranging visas or travel permits, if applicable. Medical vaccination certificates may be required for entry in some countries. Under normal circumstances you will receive your final tour documents two weeks prior to departure unless delayed by a supplier providing information or documentation.
Trip members assume responsibility to select a trip most appropriate to their physical abilities and may be required to obtain a physician’s release. Members are also responsible for studying pre-departure information; for bringing all necessary equipment and clothing, and must abide by the authority of our Tour Leaders and/or local agents and guides. We reserve the right to refuse the application of anyone and/or expel any tour member whose conduct is incompatible with the interest and well-being of other tour participants. Any costs associated with removal will be borne by the passenger.
We act as an agent for the owners and/or contractors providing the services and means of transportation specified. All tickets and vouchers are issued subject to terms and conditions. We assume no responsibility in connection with any injury, death, loss, accident or delay which may be occasioned either by reason of defect or through the acts of default of any company or person engaged in carrying out arrangements of the tour or flights. No responsibility is accepted for any changes in schedule or other events resulting from improper health certificates or travel documents or as any act of any seasonal variation, labor strike, civil disturbance, political unrest and natural acts. We cannot guarantee that accommodations, ground transportation, airline, ferry, rail, cruise ship or similar service will be exactly as outlined in the general catalogues, day-by-day itineraries or other promotional literature. Extreme care is taken in the contracting of all services, however we cannot be responsible for the errors or omissions of the suppliers or services. In the unlikely event that a supplier fails to honor their contract with us, we reserve the right to alter, change or cancel such services outlined in our literature. When such a change occurs, we will endeavor to substitute comparable services, although we will not be liable for any difference in the quality or enjoyment. Tourism is still developing in many destinations, and thus facilities and services may be under construction and repair. We will endeavor to alter trip arrangements should we be forewarned of such occurrences.
LIMITATION OF LIABILITY
Heathrow Travel, LLC. (dba Flo Tours) is located at 3575 W. Lake Mary Blvd, Lake Mary, FL 32746, is an independent company licensed to market and distribute travel products under the Flo Tours brand name, and arrange for the tour services offered on this web site, including transportation, sightseeing, and accommodations through independent contracts.
Flo Tours, its employees, shareholders, officers, directors, successors, agents and assigns, does not own or operate any property or entity which is to or does provide goods or services for your trip. It purchases transportation (by aircraft, coach, train, vessel or otherwise), hotel and other lodging accommodations, restaurant, ground handling and other services from various independent suppliers. All such persons and entities are independent contractors. As a result, Flo Tours is not liable for any negligent or willful act of any such person or entity or of any third person. In addition and without limitation, Flo Tours is not responsible for any injury, financial or physical loss, death, inconvenience, delay or damage to personal property in connection with the provision of any goods or services whether resulting from but not limited to acts of God or force majeure, illness, disease, acts of war, civil unrest, insurrection or revolt, animals, strikes or other labor activities, criminal or terrorist activities of any kind, overbooking or downgrading of services, food poisoning, mechanical or other failure of aircraft or other means of transportation or for failure of any transportation mechanism to arrive or depart on time.
There are many inherent risks in travel of the type involved here, which can lead to illness, injury, or even death. These risks are increased by the fact that these trips take place in remote locations, far from medical facilities. Guest assumes all such risks associated with participating in these trips.
Air carriers, accommodations, and other suppliers (including but not limited to trains, cruises, ferries, motor coaches, hotels, and restaurants) providing services are independent contractors and are not agents, employees, servants, or joint ventures of Flo Tours or its affiliates. All certificates and other travel documents for services issued by Flo Tours are subject to the Terms & Conditions specified by the supplier, which are available upon request, and to the laws of the countries in which the services are supplied. The international carriage of passengers is subject to international conventions and treaties, where applicable. These international agreements limit and, in some events, exclude the carrier’s liability to passengers (tour participants). Where any claim or part of a claim (including those involving death or personal injury) concerns or involves any travel arrangements (including the process of getting on or off the transport concerned) provided by any air, sea, inland waterways, rail, or road carrier or any stay in a hotel, Flo Tours’ maximum liability is the maximum which would be payable by the carrier or the hotel keeper concerned under the applicable international convention, treaty, or regulation applicable to the travel arrangements or hotel stay (e.g., the Warsaw Convention, the Montréal Convention for international travel by air, the EU Regulation on Air Carrier Liability for air carriers with an operating license granted by an EU country, the Athens Convention for international travel by sea) in that situation.
After departure, if the services included in the tour cannot be supplied or there are changes in an itinerary for reasons beyond the control of Flo Tours, depending on the circumstance, Flo Tours will take reasonable action to arrange for the provision of comparable services. Any resulting additional expense will be the responsibility of tour participants, and any resulting savings will be refunded by Flo Tours to tour participants.
Flo Tours reserves the right to accept or reject any person as a tour participant; to expel any participant from the tour; to make changes in the itinerary whenever deems it necessary for the comfort, convenience, or safety of the participants; and to cancel a tour at any time. The tour participant agrees that neither Flo Tours nor its affiliates shall be liable for any damage, loss (including personal injury, death, and property loss), or expense occasioned by any act or omission of any supplier providing services, any insurer or insurance administrator under the Travel Protection Plan, or any other person. Any dispute between the tour participant and Flo Tours directly or indirectly relating to the Terms & Conditions shall be first submitted to mediation at Orlando, Florida, before a mediator mutually agreed to by the parties. If mediation is not successful, the dispute must be resolved by binding arbitration under Florida law. The prevailing party shall be entitled to an award of costs and reasonable attorneys’ fees. Any action to enforce the arbitrator’s decision shall be brought in the state or federal courts in the State of Florida. Arbitration against Flo Tours must be commenced within one year following the date of tour completion. Neither Flo Tours nor any affiliate shall in any case be liable for other than compensatory damages, and you hereby waive any right to punitive damages. No person, other than an authorized representative of Flo Tours by a document in writing, is authorized to vary, add, or waive any term or condition on its Web site, including any term or condition set forth in the preceding provisions.