Brendan Vacations Terms and Conditions

Guided VacationBy air-conditioned luxury motorcoaches, minibus or 4x4 vehicles, trains, cruises, ferries and intra-trip flights including light aircraft as described in the respective itinerary. Please note on some regional vacations, transfers and sightseeing trips smaller motorcoaches without toilet facilities may be used used. If, due to circumstances beyond our control, motorcoaches are used otherwise than as advertised, a refund of $10 per person will be made.

Toilets may be affected by higher altitude or extreme weather conditions such as freezing temperatures and for the comfort of those on board the motorcoach the toilets may have to be closed. In these circumstances, additional rest breaks will be incorporated into the itinerary.

Private Chauffeur, Lux Self-Drive, Self-Drive & Locally Hosted Rail By private vehicle as described in the respective itinerary.

Hotel AccommodationBy train and/or private vehicle as described in the respective itinerary.

Prices are per person, based on two persons sharing a room with private bath or shower. Triple rooms may be available on selected vacations in limited numbers. Triple or quad occupancy rooms may utilize rollaway beds and three adults may find these rooms small. This can be confirmed with your local sales agent or online reservation agent.

Every effort has been made to reserve two-bed rooms; however, on some occasions, rooms with one double bed may be the only option available. These rooms will be allocated to solo travelers and couples first; other rooms may feature a single bed and rollaway bed, murphy bed or sleeper sofa. On Guided Vacations a limited number of twin/double rooms are available with our shared rooming service on certain trips. Brendan Vacations shall not be responsible or liable for any claims or issues arising out of the shared rooming.

Special room requests (adjacent, connecting or lower-floor rooms, as examples) must be made at time of booking. Special room requests are not guaranteed and are based on availability at time of check-in. Many hotels, lodges and luxury tented camps are 100% smoke-free, including all guest rooms, restaurants, lounges, meeting rooms and public spaces. Smoking in a non-smoking room will result in a fine.

Substitute accommodation may be used sometimes. We try to use those of similar standard. Hotel Frequent Traveler program points are not earned with hotels on Brendan Vacations trips.

Please note that hotel room sizes, standards, facilities and services provided may vary from country to country and region to region and are often local in style and may not have air conditioning.

Air TransportationNot included unless otherwise outlined in each trip’s itinerary. Please be advised that due to transportation security, airlines will collect the necessary required information from travelers. For more information, please visit catsa-acsta.gc.ca/en. Please be advised that as per the IATA 830d Resolution – in effect as of June 01, 2019, travelers are required to provide their contact information (email address and/or mobile phone number). This information is required in case the airlines need to contact the travelers (e.g.for flight scheduled changes, disruptions, baggage delay etc).

WiFi Complimentary WiFi service is available in the rooms and public areas of most Brendan accommodation. In many countries complimentary WiFi is also provided on-board the motorcoaches, however this is not available in all locations. The WiFi on the motor coaches uses the[mobile/cellular] phone network and as a result the connection will be slower than standard broadband and at times may not be available. Audio and Video streaming is not available using motor coach WiFi. Please note that it may not be available on train trips, cruises, safari lodges, tented camps or when the main Trafalgar motor coach is not being used, such as on transfer motor coaches and other local services. For further information on which countries WiFi is offered in as well as daily data allowances please refer to the Brendan Vacations website.

Travel DirectorGuided vacations are conducted in English by a professional Travel Director or Driver Guide. Mini-stays, Explorers or itinerary extensions are normally not accompanied by Travel Director and are operated on a locally hosted basis using English-speaking Local Host services unless otherwise described.

In the unlikely event that there are fifteen guests or less travelling on a departure, Brendan Vacation reserves the right to operate this departure on an individual basis with private transfers and individual arrangements. Please refer to the individual guided vacation itinerary.

MealsSome meals are included as detailed on trip itineraries. Any special meal requirements, including allergies, must be provided at time of booking and are received on a request basis only. Brendan cannot assure that special meal requests will be fulfilled and does not assume responsibility or liability if requests are not fulfilled. SightseeingExperiences, entrance fees and an English-speaking Local Specialist (when required) are included as detailed in the itinerary pages. Some included activities (marked on the day-by-day itinerary descriptions) require a signed liability waiver; participation in those included activities and is at your own risk. Transfers Transfers between airports, hotels, railway stations and piers are only included as indicated on each trip itinerary. Transfers can be purchased for an additional cost in many destinations.  There will be no refund for missed or unused transfers. If you require and reserve airport transfers and did not purchase your flights from Brendan, you will need to provide your arrival and departure flight information to Brendan between 21-65 days before flight departure depending on the destination. It is your responsibility to update Brendan with any changes to your flight schedule to ensure that you receive your transfers.  Failure to do so may result in missing these services and no refund shall be due for missed transfers resulting from missing or outdated flight information.

Porterage Luggage handling of one suitcase per person, at each guided vacation hotel and porter service at airports for intra-air inclusive guided vacations, is included in the price.

Luggage Allowances Due to limited motorcoach capacity, a single bag is allowed with dimensions not exceeding 30”x18”x10” (76x46x25cm) and weight not exceeding 50 lbs./23kg. Carry-on/hand luggage is restricted to one piece per person, not exceeding 12”x11”x6” (30x28x14cm) to fit under your coach seat or in the small overhead compartment. Carry-ons with telescopic handles and wheels will not fit in the overhead compartments or under seats and therefore, cannot be accepted as carry-on luggage. Carry-on/hand luggage handling is the responsibility of each guest and must be taken on and off the coach by you each day of the guided vacation.

If you wish to bring a second item of luggage please request this at time of booking. A charge of US$6 or local currency equivalent per travelling day will be collected by the Travel Director if a second piece of luggage is permitted to be carried, or if suitcase exceeds weight or size limits. This is not assurance that luggage in excess of limits on size, weight and number of pieces will be permitted on the coach.

Please be advised that stricter luggage allowances may be in place for other methods of transportation such as safari vehicles, flights and cruises. Please confirm with your local sales representative or online reservation agent.

Brendan and Brendan's affiliated entities shall not be liable for loss or damage to luggage or any guest’s belongings. Guests should immediately report lost items to the Travel Director who will assist in completing a lost property form that can be used for an insurance claim. Brendan Vacations cannot assist in locating lost items after the guest disembarks or completes the Brendan vacation.

Gratuities Gratuities are included for services on guided vacation, except to your Motorcoach Driver, Well-Being Director and Travel Director (and outside of the Americas, to your Local Host and Local Specialists) whose gratuities should be extended on a voluntary, individual basis at the end of your vacation. Included gratuities cover all services provided by dining-room waiters, housekeeping staff and porters at hotels.

Gratuities for cruises and train journeys are subject to other arrangements which may be confirmed with your local sales agent or online reservation agent.

Optional Prepaid Gratuities If you have opted to prepay your gratuities to your Travel Director, Well-Being Director and Motorcoach Driver, this will be detailed within your vacation documentation. We offer this option on the majority of our vacation itineraries. Please check the vacation price panels for the applicable vacations where this option is available. 

GeneralAny items and matters not referred to above, including, airfares to and from your destination, air-related taxes and fees (except where specified); additional fees charged by airlines such as checked and/or excess baggage, seat selections and any other services; passport and visa fees; insurances of all kinds; gratuities to Travel Directors, Local Guides, Motorcoach Drivers and other ; laundry; phone calls; minibar; beverages and meals not detailed in the itinerary; and all items of a personal nature.

Additional taxes and surcharges may be collected by foreign governmental and non-governmental entities. This list is illustrative and not a complete list of every item not included.

Optional ExtrasAdditional/optional experiences are available on your trip and can be purchased for an extra charge during your trip.Leaving the trip earlyThe price does not cover costs and expenses, including your return home, if you leave the trip whether of your own volition, our decision based on behavior that disrupts the trip, due to illness, action by any government or other reason.

1. Your trip will be confirmed after receipt of a non-refundable deposit as detailed in the Summary Booking and Cancellation Terms table. We reserve the right to refuse a booking without giving any reason and shall in that event return any deposit received. If not received within 3 days of booking, the reservation will automatically be cancelled. On certain departures, deposits may be required at time of booking to hold seats. 
2. Air-inclusive bookings may require an additional non-refundable deposit or payment in full at the time of booking, see Air Arrangements section below. 
3. We may from time to time offer deposits at a reduced amount (Promotional Deposits) and these may be subject to different terms and conditions as specified by us. Such terms and conditions prevail to the extent of any inconsistency with these Booking Conditions. 
4. Final payment for your trip reservation will be due 90days prior to departure. When making multiple trip bookings, full payment is for all trips according to the scheduled departure date of the first departing trip. Payment in full will be required at time of booking for reservations made later than the final payment due date (see Summary Booking and Cancellation table) prior to the trip departure date.  Some special promotions may have different payment deadlines and cancellation terms. 
5. Brendan Vacations reserves the right to cancel the reservation and impose cancellation charges if any payment is not received as detailed within the Summary Booking and Cancellation table. Brendan Vacations will not be responsible for lost land and/or air reservations. 
6. Credit Card Bookings: Brendan Vacations should be advised of your credit card number when making your reservation directly with us. For security purposes, we are required to collect the guest’s credit card billing address, card expiration date and the customer verification code every time a payment is applied. 
7. Your Travel Agent shall hold all monies for each and every person named in the booking until the booking is confirmed at which time your Travel Agent shall provide those monies promptly to us. You consent to us depositing monies received by us as required by law. We will be entitled to keep interest earned on monies.

Airline SeatingSeats are limited in our contracted class of service and may not be available on every flight. Brendan Vacations does not hold block space on any airline and does not assure seat availability for every single trip departure date. Not all airlines offer pre-assigned seats. Some may charge for pre-assigned seats. Seat assignments are not guaranteed and are subject to change without notice due to a schedule change, equipment change or other unforeseen circumstances. Seating is solely under the airline’s control.  Any additional charge imposed by airlines will be at guests’ expense. Where pre-assigned seats are not offered or different seats are desired, guests must contact the airline(s) directly to arrange seating assignments as well as special meal requests. Brendan does not assure that these requests will be granted.

Airline Schedule Changes Itinerary changes due to flight delays and schedule changes is solely under the airline’s control. Brendan reserves the right to offer alternative schedules for itineraries affected by airline schedule changes and equipment. Flight delays, flight cancellations and schedule changes are the responsibility of the airline. Brendan will not be responsible or liable for such delays or rescheduling and extra charges.

Airline Frequent Flyer Programs Frequent Flyer miles can be accrued on most air carriers. Upgrades using mileage are not permitted. Many airlines do not automatically add frequent flyer numbers to records for flights booked and ticketed by Brendan Vacations. It is the guest’s responsibility to request frequent flyer credit from the airline. Brendan Vacations shall not be responsible for matters concerning frequent flyer miles.Sailing & Cruise ArrangementsCruise accommodation is priced on two guests sharing a twin cabin. A limited number of single cabins are available at an extra cost. On Nile cruises and Galapagos Cruise triple rooms may not be available. Taxes, are subject to change.

MyBrendanGuests are required to register for their trip at my.brendanvacations.com/login. This only takes a few minutes and means we’ll have:

• Your personal details, including your email address and phone number.
• Your emergency contact info and travel insurance details, just in case we need it.
• Your dietary, medical or other special requirements you may have.
• Your completed Travel Health Declaration before departure.

Provided full payment has been received on time and registration is completed, travel documents will be available to download in electronic format no later than 7-10 days prior to travel.  You’ll also find out where your Brendan Vacations trip will start and exactly what accommodation you’ll be staying in – plus the answers to a host of FAQs. We don’t print paper documents and instead plant a tree for every traveler that receives e-docs.

Brendan must receive all cancellations and revisions in writing.

Group Cancellations:

Outside of 150 days prior to departure for non-exclusive or 180 days prior to departure for exclusive groups will receive a refund of the group deposit or may transfer the deposit to a future group booking (with the exception of non-refundable air deposits). Within 150 days prior to departure for non-exclusive or 180 days prior to departure for exclusive groups will forfeit group deposit.

Individual cancellations:

• 90 days and over prior to departure - loss of per person deposit ($200)
• 89 - 30 days prior to departure - 50% per person of the total trip cost
• 29-2 days prior to departure - 50% per person of the total trip cost
• 7-1 days prior to departure - 90% per person of the total trip cost
• 1 Day of departure/no-show - 100% per person of the total trip cost

Pre- and post-trip accommodations cancelled between 14 days and the day of departure may incur penalties up to 100% of the accommodations cost.

Group packages that include airline tickets are subject to penalties in accordance with the airline's own terms and conditions applicable to the airfare. These penalties are in addition to any land penalties incurred.

Individual purchase of Travel Protection Plan is non- refundable and may affect the amount and type of penalty and/or refund if individual cancels within penalty period.

Every endeavor is made to ensure all services are included as per your quote request, however it is your responsibility to check all inclusions in the itinerary as any items not specified will incur supplemental charges.

Trip PricesThese are based on costs, charges, tariffs, rates, prices, taxes, levies, exchange rates and other considerations. All are subject to change. Preview pricing is not protected should amendments be made to the booking. For up-to-date pricing contact your Travel Agent or visit trafalgar.com. No surcharges regarding cost or currency fluctuations will be made to the LAND only price once the deposit is received. No refund will be made on account of reduction of any of the above. If the total guided vacation price increases by more than 10%, guests will have the option to cancel the guided vacation within 7 days of notification of the surcharge without penalty. All prices are in US Dollars unless specified.

Other Fees and TaxesTaxes and fees are subject to change without notice and will be confirmed at time of booking. Any additional fees charged by the airlines/ cruise lines such as baggage handling, seat selections, and/or any other services are the sole responsibility of the guest(s). Additional air-related restrictions apply. Any additional government taxes and fees charged by the cruise lines are the sole responsibility of the guest.

Passports, Visas and other Entry/Exit Requirements  All guests must be in possession of a machine-readable passport valid for 6 months after their trip return date along with applicable visas. Due to government imposed security/ immigration measures, passport and emergency contact information is required for all guests prior to the release of travel documents.

It is the guest’s sole responsibility to secure and/or pay for any and all visas, or Electronic Travel Authorizations (ETAs), affidavits, immunizations, etc. that are required in order to be permitted entry into each destination. In some countries you may be subject to entry (reciprocity) fees and/or departure taxes/exit fees which will be collected at the airports upon entry/departure by local government authorities.

You should check with your Travel Agent or Consular Service for information regarding necessary visa and travel documentation for your entire trip. Where possible we strongly recommend obtaining any required visa or documentation prior to departure. Obtaining documentation while travelling can be a time consuming process and some countries will not issue documentation at the border. For some countries an invitation letter is required from the Ground Handler to send along with the visa application.

Please note that entry to any country may be refused even if the required information and travel documents are complete. Brendan Vacations will require full passport information (full name, date of birth, passport number, Nationality, issue and expiry dates) prior to final payment.

For up-to-date detailed information on travel documents and visas, entry/exit taxes and further information on entry and exit requirements please check with your Travel Agent or local consular services. Obtaining and carrying these documents is your sole responsibility.

Brendan Vacations bears no responsibility for such information and will not be responsible for advising and/or obtaining required travel documentation for any guest, or for any delays, damages, and/or losses including missed portions of your vacation related to improper documentation or government decisions about entry. Certain visa-exempt foreign nationals are required to obtain an ETA prior to departure.

Travel Protection Plan – Travel insurance including coverages for cancellation, personal injury, medical, and Covid related illnesses or medically imposed quarantine is highly recommended for all guests covering all applicable dates of travel with Trafalgar. The choice of insurer is yours. A Travel Declaration Form needs to be filled in by all guests prior to starting their trip.

Force Majeure -Force Majeure Event means any event or circumstance beyond the control of Trafalgar, including but not limited to: (a) an act of god (such as earthquake, flood, fire, explosion, landslide, lightning, action of the elements, force of nature, washout, typhoon, hurricane, cyclone, tsunami, storm or storm warning or natural disaster); (b) industrial disputes, work ban or other labor dispute or difficulty; (c) acts of terrorism, political unrest, war or threat of war, riots or civil strife; (d) failure or delays to scheduled transportation and the closure of airports or ports; (e) pandemic, epidemic or health risk; (f) governmental and administrative actions (including closure of borders and travel warnings and restrictions).

Travel Vaccination Policy - The wellbeing of our guests is our top priority. That’s why we’ve updated our vaccination policy to require all guests traveling with us through December 31, 2022 be fully vaccinated against Covid-19, which may include a booster shot to keep it current and valid. Children under 16 must provide a verifiable and negative Covid-19 test result taken 72 hours prior to the start of the tour (taking time zones into consideration) until further notice. Coronavirus Travel Restrictions | Travel Advice | Brendan Vacations - Brendan Vacations

For further booking terms/conditions, clauses regarding operator responsibility and other matters covering the operation of our guided vacations, please refer to our website. https://www.brendanvacations.com/booking-conditions/us/