Terms and Conditions
Set out below is an explanation of the conditions that apply when you book a tour with AllSports International and its Suppliers. It is important that you read these conditions as they not only define our obligations to you but also impose some important commitments upon you. We look forward to being your Tour Provider on the following Terms and Conditions:
Terms and Conditions of the Team Travel Agreement (hereinafter “Agreement”) between AllSports International (hereinafter “ASI”) and Your Team (hereinafter "Participant(s)" to participate in ASI’s team travel program.
Waiver of Liability
In consideration of participation in ASI’s travel program, Participant(s) hereby releases ASI, its officers, employees, volunteers, officials and agents from any and all claims, liability, loss of services and causes of action of any kind for personal injury and property damage arising in any way out of said participation in ASI’s programs. Participant(s) acknowledges that this release also covers any claims, liability, loss of services and causes of action of any kind alleged to have been caused by ASI’s own negligence, and the negligence of ASI’s officers, employees, volunteers, officials and agents. Further, Participant(s) agrees to abide by and comply with all ASI rules and regulations.
No modification, amendment, addition to, or waiver of the provisions of this Agreement shall be valid or enforceable unless made in writing and signed by an authorized agent of ASI.
Jurisdiction and Venue
The jurisdiction of any proceeding between the parties arising out of or with respect to this Agreement shall be in a court of competent jurisdiction in the State of New York.
This Agreement shall be governed by the laws of the State of New York.
When you make a booking you guarantee that you have the authority to accept and do accept on behalf of your group the terms of these booking conditions. When a tour is booked by you a contract exists on issue of our invoice. This contract is made on the terms of these booking conditions and is governed by United States Law. Any dispute will be dealt with by US Courts.
On receipt of our invoice it is your responsibility to check that the information and booking details stated on our invoice are correct.
General Tour Information
·All prices quoted are in United States Dollars (USD) unless otherwise stated
·ASI will make all best endeavors to secure billeting if required and fixtures with host schools/clubs. We act as a point of contact between touring and host schools and will not be held responsible for non-provision, cancellation or standard of billeting arrangements
·Training sessions with players/coaches/teams are subject to the participants(s)/coaches/teams commitments, schedules, restrictions and availability
·In order to ensure all arrangements are appropriate, any physical, mental or emotional disability that may require special attention, handling or treatment, must be notified in writing with your reservation request
·Any changes in airfare due to scheduling, price increases or other actions imposed by the airline will be subject to change with the current status of the airlines. Additional charges may be applied until airline fares are paid in full.
The passenger cost quotation that is provided within your contract is subject to change prior to receiving the initial deposit. In addition, the cost quoted is subject to change after deposits are received in accordance with the exchange rate. On your teams final proposal you will see the current rate of exchange your tour was booked at. Our quotation is based on air and land package exclusively and expires unless seats are reserved with a deposit. Airline pricing is subject to change until deposits are secured and further, prices can change based on fuel surcharges and taxes that are only estimated at the time of quote.
Upon your final review we will forward a registration form for you to complete. Make sure you have read the terms and conditions before submitting your registration. As organizer of the group you will be signing the agreement for all passengers in your group. Each individual in the group is required to register online and agree to the terms and conditions.
Sample Payment Schedule
When you make your booking you must pay the deposit amount as indicated on the final proposal to confirm your reservation. The balance of the price of your travel arrangements must be paid as per the below conditions. If the deposit and/or balances are not paid as per the following schedule, we reserve the right to cancel your travel arrangements/tour booking. A sample is provided below of what the payment schedule would be like.
There will be 3-4 payments including initial deposit. The amounts due are per person. This is just a sample. A final payment schedule will be set up for you once deposit is received.
· Land, Facility, and Transportation Deposit – Due to confirm the proposed tour – Non-Refundable ($50 per person)
· 3 months prior to departure – 40% due
· 30 days prior to departure – All balances due
·The initial deposit is non-refundable after 30 days unless inside the cancellation dates in which case it is considered non-refundable once received
·Final payment of outstanding balance due 30 days prior to departure.
·ASI accepts credit cards online through Pay pal and square. Credit card charges will incur a processing/booking fee of about 3%.
·Checks should be mailed directly to: AllSports International 40 Triangle Center Yorktown Heights, NY 10598
Fuel Surcharges and Taxes
Airlines may impose a fuel surcharge before ticketing. ASI is not able to predict these costs. If your group incurs a fuel surcharge for the airline ticket, everyone ticketed with the group will be charged the amount of the fuel surcharge. This amount can be anywhere from $40 - $200 from our experience. You will be notified of this charge prior to your final payment due date if there is any charge at all.
Airfare is quoted upon request. The cost of the fares will not be guaranteed until deposits are received per seat. Passengers will be subject to the restrictions of current airline policies. Any additional charges implemented by the airlines will be added to the cost of your tour - examples: Fuel Surcharges or name changes for the passengers if airfare has already been ticketed. When airfares have been purchased with ground arrangements, the airline’s conditions, cancellation policy and fees will apply. Airfare terms and conditions will be available at time of booking and it may be that additional deposit amounts may be required to hold air seats.
Final balances for all passengers are due 30 days prior to departure. Failure to pay promptly renders your place on the tour liable to cancellation with the loss of monies paid as stated under “cancellation policy”.
Cancellation fees will be kept to a minimum. However, in the event of you having to cancel part, or all, of your arrangements within the following, the below cancellation conditions apply:
· Deposit of $50 per person is non-refundable for groups without airfare
· Cancellation fee of 100% of total cost if cancelled within 60 days of departure for all groups
Airline tickets are non-refundable, non-transferable and cannot be assigned. This is the current policy of most major airlines. Once tickets are issued, these guidelines will supersede all communications except those dictated by the airline. ASI will pursue any and all options with the airline to amend their change and cancellation policies to the benefit of our traveling clients.
If We Change or Cancel Your Tour
It is unlikely that we will have to make any changes to your travel arrangements, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes and ASI reserves the right to do so at any time. Most of these changes will be minor, and we will advise you or your travel agent of them at the earliest possible date. Routings and itineraries can be affected by adverse weather, road closures or other reasons and may be varied accordingly. We shall endeavor to advise you of these changes as soon as we are aware of them, however these and any other factors beyond our control, no liability will be accepted by ASI for any additional expenses incurred.
ASI recommends the purchase of Travel Insurance for your team. Individual travel insurance is not provided by ASI.
ASI reserves the right to:
· Substitute any hotel/lodge/motel accommodation should circumstances necessitate at its discretion. Should any substitution occur then the accommodation provided will be of a similar standard.
· Cancel your tour arrangements in any circumstances: for example, if the minimum number of clients required for the tour is not reached.
· Cancel a tour either in whole or for an individual passenger in the event that circumstances beyond the control of ASI necessitate alternative arrangements to ensure the safety of other tour participants or their reasonable participation in and enjoyment of their tour. In such an event ASI reserves the right to decline to make any refund of any tour cost.
Distribution of Information
Flight tickets and a comprehensive itinerary will be distributed to you two weeks prior to departure. Please note, that we will not have hotel, game or facility information available until approximately two weeks prior to your departure. Once we have all the final details they will be forwarded to you in an email. In addition, all telephone numbers and addresses of accommodations will be provided within an itinerary at that time. ASI will not be responsible for providing any tour information or services to travelers who are not booked with the group.
For your Group Leader: Lists
A final travel roster is due at ASI 2 months prior to departure for airline ticketing. Once tickets have been issued they are non-refundable, non-cancelable and a new ticket must be issued and paid in full at the rate indicated at the time of new issue. Any changes in ticketing will be charged $300 or the current cost imposed by airlines.
Rooming lists are due at ASI 2 months prior to departure.
On most tours Quads, Triples, Doubles and Single rooms will be available. The rooming situations can be determined based on your final travel numbers and customized to your preference in most cases. All bed situations are subject to availability of the hotel.
Friends and Family Members Joining the Tour
Friends and Family members are certainly encouraged to tour with the group. If family members wish to meet the group on tour, ASI can quote a land, transportation and air fee. However, under no conditions will we allow family members an option to join the group as travelers without payment for the land portion expense. ASI is under no obligation to provide information regarding tour routing, accommodations, and game information to anyone other than those on tour with the team. We are under no obligation to provide services or transportation to anyone who deviates from the itinerary as supplied to the team. Any individual(s) joining the land portion of the tour must do so in conjunction with the ASI package for your team and costing on a day to day basis.
ASI will pursue any unpaid balances due for a services provided. Any cost incurred for collection of unpaid balances shall be paid by the client who used the services.
Lost Tickets and Passports
ASI will always have a record of your flight schedule and ticketing information. We also suggest that 1 photo copy of the individual passport be forwarded to us at time of last payment. We recommend each passenger to carry a photo copy of the Identification page of their passport with them throughout the tour.
ASI reserves the right to amend any itinerary due to conditions beyond our control. Every effort is made not to delete a specified inclusion but to fulfill the conditions and terms of sale for the best interest of all parties. Conditions such as changes in weather, ticket availability, airline, train, or rental car type and availability, etc., can add selected changes to events and activities planned in advance of departure.
ASI does not provide individual Insurance. We do highly recommend you purchase travel insurance for your team.
I recognize that because of the potential hazardous nature of this activity that an injury might be sustained. In the event of such an injury to myself, if I or my family members cannot be contacted, I give my permission to the attending physician to render such treatment as would be normal and agree to pay the usual charges for such treatment. I now release AllSports International, Inc. its employees, volunteers, agents, and assigns from responsibility for any personal injuries to property caused by or having any relation to this activity. I understand that this release applies to any present or future injuries and that it binds my heirs, executors and administrators. I understand that participants may be videotaped or photographed during this activity. I have read this release and understand all of its terms. I sign voluntarily and with full knowledge of its significance.
Changes and Amendments to Your Tour
Once a contract exists between us, you may wish to change your travel arrangements. For example, your chosen dates of travel, accommodation etc. and we will do our utmost to make these changes but it may not always be possible. Any request for changes to be made must be in writing from the person who made the booking. You should be aware that these costs could increase the closer to the departure date that changes are made and you should therefore contact us as soon as possible.
·Any changes or amendments to the group numbers or the travel itinerary should be notified immediately in writing. Last minute changes may result in non-availability, higher costs and/or cancellation fees
·Occasionally there may be unforeseen changes in transportation, accommodation or event schedules, which are beyond our control. ASI will endeavor to keep changes to a minimum. However we reserve the right to make changes when necessary
· Please check with your airline for baggage limits and weights. There may be additional charges for extra baggage.
· In addition, to ensure the comfort of all passengers, one piece of hand luggage such as tissues, cameras, makeup, handbag etc is allowed and will be carried inside the coach in luggage racks
· Extra luggage is only carried if space is available
· Please advise ASI at the time of booking if you expect you will need extra capacity for luggage.
· Please contact your airline supplier for restrictions on luggage before you depart.
ASI will not be liable for any:
· Loss or damage to luggage or personal effects.
· Personal injury or death of a passenger arising while traveling with ASI or any of its nominated suppliers.
· Damage, personal injury or death arising as a result of any of activities included in tour or optional activities. Some of these involve an element of risk assumed by each participant.
Our Commitment to You
ASI's goal is to exceed your expectations with top quality service for you and your group. We look forward to providing you with an opportunity of a lifetime.