Terms and Conditions

Adventures With Ann
General Information, Terms & Conditions

Please note that Ann Hight independently owns and operates the company that you are booking your tour with.  By making a deposit for your tour you accept all of the following terms and conditions:

RESERVATIONS & DEPOSITS:  Reservations are made when the payment (deposit) and completed signed information form is received.  One-Day trips-payment is due in full at the time of the reservation.  Extended trips-a deposit will hold your space with the final payment date indicated on each flyer.  Payments can be made to Adventures With Ann, P.O. Box 774, Perry, OK  73077.  There will be a $25 service charge for returned checks.

CANCELLATION PROTECTION AND CHARGES:  One Day Tours-Refunds will only be issued if your seat can be sold. Overnight and Destination Tours-A full description of the cancellations/refunds schedule will be furnished prior to your tour. Travel Protection is available on all overnight motor coach tours, cruises, land/air tours. Travel Protection is available and highly recommended to protect your investment.  Passengers who do not wish to purchase this protection must sign a waiver declining coverage and will be responsible for any and all fees and losses associated with cancellation of tour. Special cancellation policy applies to all programs that require tickets such as theater, baseball and other ticketed admission fees that are purchased in advance.  Neither Adventures with Ann’s (AWA) affiliates, successors, agents, and assigns owns or operates any person or entity which is to or does provide goods or services for your trip including, for example, accommodations, air land, rail, water or other transportation, food service, local guides, etc. As a result, AWA will not be responsible for personal injury or property damage caused by the supplier of these services, and if these services and components are prevented, restricted, or interfered with by reason of events or causes beyond AWA’s control including without limitation acts of civil or military authorities, by reason of statute, rule, or local law, action of federal, state or local government or agency, acts of public enemy, acts of terrorism, criminal activity, war, riot, embargoes, civil commotion, insurrection, strike or labor unrest, acts of God, attacks by animals, severe weather and climatic conditions, storm, flood, fire, earthquake, power or communication line failure, mechanical or structural failures or difficulties, diseases, sickness, food poisoning, unsafe sanitary conditions, quarantine, accident or illness, acts or omissions of carriers including but not limited to breach of contract, failure to comply with any laws such as the Americans with Disabilities Act (“ADA”), cancellation, delay or overbooking, acts or omissions of other providers such as hotels, local ground handlers, entertainers or sightseeing services or restaurants including but not limited to breach of contract, failure to comply with any laws such as ADA, cancellation, delay or overbooking, or travel participant negligence, AWA cannot assume and is not to be held responsible for any claims, losses, damages (direct, indirect, consequential or incidental), costs, or expenses including, without limitation, injury, accident or death, inconvenience, loss of enjoyment, loss of pay, upset, disappointments, distress or frustration, whether physical or mental, arising out of or in connection therewith. Participant assumes complete and full responsibility for, and hereby releases AWA from any duty of checking and verifying any and all safety and security conditions of the destination during the length of the proposed travel. AWA recommends that you visit the websites of the Department of Transportation (www.dot.gov), the Federal Aviation Administration (www.faa.gov), and the Transportation Security Administration (www.tsa.gov) for current news and releases regarding public travel. AWA reserves the right to make changes in the published itinerary whenever, in its judgment, conditions warrant, or if it deems necessary for the comfort, convenience or safety of the trip. AWA reserves the right to decline to accept any person as a member of the trip, or to require any participant to withdraw from the trip if, at any time, such action is determined to be in the best interest of the health, safety and welfare of the trip, group or of the individual participant. Under such circumstances, no refund will be given. Baggage and personal effects are solely the responsibility of the owner.
Late registrations will be confirmed on a space available basis.

 PRICES: The price of this tour is based on transportation and component rates in effect at the time of booking. Price increases could include fuel surcharges, tax increases, not meeting minimum signup requirements, change of trip dates and other unforeseeable charges. We will notify you in writing if fees change or prices increase. The price of the program is based on a minimum number of paid participants per coach. Minimums not being met could result in additional charges, changes to the itinerary or combining with another group at AWA’s discretion.

REFUND CANCELLATION: All cancellation requests and requests for refunds must be submitted in writing and mailed or faxed to AWA’s office. NO REFUNDS WILL BE ISSUED FROM VERBAL COMMUNICATIONS. Cancellations occurring after final payment but before 60 days prior to departure will result in loss of $50 and any non-refundable tour components, i.e. motor coach, airline, etc. Cancellations received 30 days or less will receive no refund unless a replacement for your spot can be obtained.

DOCUMENTS AND CONFIRMATIONS:  Departure information for day tours will be mailed 1-2 weeks prior to the tour. On all extended overnight tour departures, documents such as a timed itinerary, hotel listing, baggage tags, traveling tips and flight information will be mailed or delivered no later than 14 days prior to departure. For longer tours, a pre-departure meeting will be held to meet fellow travelers and review documents.  Please check your documents carefully upon receipt. It is the tour participant’s responsibility to provide all necessary documents for visiting foreign countries. This includes proper spelling of legal names and birth dates; passports and visas when required. AWA will not be held liable for a tour participant’s losses due to a failure to proof read and provide proper travel documentation. We ask that all travelers sign a Travel Release and complete a medical information form before departure.  The form asks for emergency contact numbers and a list of current medications and conditions.  This information will be kept confidential and will be used by the Tour Director only in case of emergency, if needed, to assist you.

RIGHTS AND RESPONSIBILTIES:   Should it be necessary to change itineraries, AWA reserves the right to substitute travel arrangements of equal value. AWA is not responsible for any delays due to traffic, weather or mechanical difficulties. AWA acts solely as an agent in arranging restaurant, hotel accommodations, attractions and other services. AWA does not assume any liability for injury, delay, damage, loss or accident due to any act, negligence or default of any person or company rendering services on any tour.  All international air and cruise prices are based on tariffs, taxes, and rates of exchange at the time of printing and are subject to change without notice.   AWA also reserves the right to refuse to transport a person or persons under the influence of intoxicating liquor or drugs, or who is incapable of taking care of him or herself or whose conduct is such or likely to be such as to make him or her objectionable to other passengers. It is the responsibility of the tour participant to be on time and incur any expenses associated with their tardiness.  AWA reserves the right to depart without tour participants who are tardy.

DEPARTURE POINTS AND PARKING:  All tours depart from Perry, OK.  AWA does not own, operate or manage the pickup locations and cannot be liable for vehicles that are towed, stolen or damaged.

SEATING:  There is an “open seating policy” on all driver-escorted tours. AWA reserves the right to hold “sections of seats” based on tour participation or other pick up locations. On day trips, we request that you keep your original seat for the entire day. A reservation for one of our tours is for one seat. Any special seating requests should be submitted in writing at the time of your reservation. We do our best to accommodate passenger seating requests but cannot guarantee them. On all escorted overnight programs seat rotation will normally occur daily in a pattern established by the tour director.

BAGGAGE AND PERSONAL BELONGINGS:  On all overnight programs each tour participant is entitled to one piece of luggage plus a carry on. Air carrier luggage and carry-on restrictions apply and are the responsibility of the tour participant. Baggage fees imposed by air carriers are the responsibility of the tour participant. Each tour participant is responsible for their belongings. AWA will not be liable for loss, damage or theft of personal property and luggage.

OCCUPANCY PER HOTEL ROOM: We strive to honor all room type preferences but cannot guarantee that the room preference you selected will be available at each hotel/lodging property on the tour. For triple and quad occupancy please understand that there will only be two beds in each hotel room. If a roll away bed is requested and there is a fee for the roll away bed, said fee is the responsibility of the person requesting said roll away bed. If an upgraded room is requested and there is an additional fee imposed by the hotel, said upgrade fee is the responsibility of the person requesting the upgrade

MOTOR COACH SAFETY:  Standing or moving about a motor coach while it is moving is at the tour participant’s own risk. Tour participants should use the hand rails when getting on and off the motor coach. Tour participants should not speak to the driver while the motor coach is moving unless necessary and tour participants should refrain from talking on cell phones—especially when direction is being given by the driver or tour guide. SMOKING-AWA has a no smoking policy while on the motor coach. ALCOHOL-drinking alcohol is also not permitted on the motor coach.

BAD WEATHER POLICY:  In case of bad weather, AWA will depend on the driver and motor coach company to make the call on our travel plans.  Not wanting to put anyone at risk.  AWA realizes there are certain attractions that do not give refunds and therefore might try a little harder to get there rather than lose our investment.

SHARING OF INFORMATION: Because our travel services are offered in conjunction with the services of other companies such as airlines, hotels and other tour components, AWA may need to share your personal information with those companies. We may share the following information: name, address, phone, birth date, gender, passport numbers, and/or email. AWA may capture the trip on film and digital images and use photos, videos and digital images for its social

media or marketing materials. AWA appreciates your participation in our photos, videos and evaluations and AWA reserves the right to use these to advertise tours and participant does not expect any compensation.

NO LIMITATIONS THNAT WOULD IMPEDE GROUP TRAVEL; DISABILITIES OR SPECIAL NEEDS: Please keep in mind that when traveling as part of a group, the ability to timely and safely depart and arrive is essential. By execution of this Agreement, you represent that you have no limitations that will impede the travel plans of the group. If the you have a disability or other limitation that can be reasonably accommodated, you must notify us at the time of reservation but no later than one week prior to final payment date of the limitation and identify the reasonable accommodation requested. Upon written request, information will be provided to you regarding accessibility to various facilities and venues. AWA/BE does not control the disabled accessibility of any portion of the travel package. AWA/BE will attempt to work with vendors and the tour participant to attempt to make reasonable accommodation for the tour participant. Assistance with respect to personal care matters, which may include, but is not limited to; handling of monies (i.e. payment for various sundry items); cognizance of distance, location and time; hygiene; feedings; administration of medication; and similar matters, do not constitute reasonable accommodations, and we may inquire as to the limitations of a participant with respect to such personal care matters, that the participant must provide and be accompanied by an attendant for such personal care matters. All costs in connection with an attendant shall be the responsibility of the participant. If the participant has a medical condition that causes reasonable doubt that the participant can complete a flight safely, a medical certificate (a written statement from the participant’s physician stating that the participant is capable of completing the flight safely without requiring extraordinary medical assistance during the flight) may be requested. If a medical certificate is requested and not provided, the participant may be prohibited from participating in the trip. AWA is relying on your representation that the participant has no limitation that will impede the travel plans of the group. If prior to departure, AWA becomes aware of the existence of a previously undisclosed limitation, or that a participant’s limitation is different or greater than that which was represented to us and such limitation cannot be reasonably accommodated, AWA will cancel the participant’s trip. See cancellation policy for amount to be refunded, if any. If at any point during a trip, AWA becomes aware of the existence of a previously undisclosed limitation, or that a participant’s limitation is different or greater than that which was represented to us, and such limitation cannot be reasonably accommodated, AWA is entitled to arrange for the return of the participant o his/her original departure city and airport and AWA will have no financial responsibility regarding the cost of such return. In such a situation, Traveler agrees to arrange for pick-up of the participant. AWA is not responsible for any inconvenience or cost of a delayed or cancelled/rescheduled return flight for such a participant.

ENTIRE AGREEMENT: The terms of this agreement shall serve as a complete release, hold harmless, and express assumption of risk for the trip participant, heirs, assignees, administrators, executors and all members of his/her family. I/we have read and fully understand the provisions and legal consequences of this voluntary release/assumption of risk, and I/we hereby agree to all of its conditions.

Adventures With Ann is not self-insured.