Signing up for a trip using a Check – We ask for a $200 per person deposit to secure a spot on our
trips. Once we have received your deposit, we will send you a reservation confirmation,
an insurance flyer, our policies for you to sign and return and a
self-addressed envelope. We ask you to fill out (or email) or make changes on
one reservation form and send it back with your final payment. Final payment
dates and amounts will be listed on the reservation form. The second
reservation form is yours to keep as a receipt.
Signing up for a trip using a Credit
Card – We accept all major credit cards. To sign up for
a trip using a credit card, click the ‘Itinerary & Booking’ button on the
trip’s webpage, then choose the option of Double or Single followed by ‘Select’.
Your card will be charged a $200 per person deposit to secure a spot. The
balance will be charged automatically on the due date unless you make other
arrangements with us or use the payment plan option.
Final
Payments – On the bottom of each flyer you will see “balance
is due by – Month – Day”. This
date is when our contracts, etc. are due and we need to have received final
payments. We will call you if you have not made your final payment.
The Fine
Print – on the bottom of each flyer – Items of a
personal nature, such as telephone calls, movie rentals, etc., are excluded. For
most tours a 24 person minimum is required for a tour to operate. Tour deposits
and payments are subject to penalties unless the minimum is not met and the
tour is canceled. Cancellation insurance is available by signing up for trip
insurance by visiting https://nta.aontravelprotect.com. OregonWest
Excursions is not liable for damage, delay, or inconvenience which may occur
through acts or defaults of any other company or person engaged in providing
services, provisions, accommodations, transportation or facilities in
connection with a tour, nor are we liable for any acts of war, whether declared
or not, damage, loss, or acts of God connected with any tour.
If we Cancel
a Tour Due to Lack of Participation – Our tours
require a 24 passenger minimum to operate. We will try to run all tours as long
as we are not losing money; therefore, at our discretion, we may or may not go
with less than 24 passengers. If we do have to cancel a tour due to lack of
participation all of your payments will be refunded. Trip cancellation
insurance will be refunded by Berkely Care.
Insurance – Trip
cancellation insurance is available and is highly recommended. An insurance
flyer is sent with each reservation form. To take out trip cancellation
insurance you can: 1) Call Aon Travel Protect directly – the 800 number is on
the brochure; 2) Enroll online at https://nta.aontravelprotect.com.
Basic &
Enhanced Insurance – AON Travel Protect offers 2 kinds of
insurance – Basic and Enhanced. The difference between the two is that Enhanced
insurance covers pre-existing conditions. If you have been to the doctor for a
specific reason 90 days prior to signing up for a tour, you will need to sign
up for the Enhanced insurance to cover that medical condition. You must take
out the enhanced insurance within 14 days of your deposit. Ongoing medical
problems such as diabetes or heart problems, etc –are not considered
pre-existing conditions unless your doctor has changed your medications within
the last 90 days. You can take the Basic insurance out up to the day we depart
on the tour.
Insurance Coverage – What does the insurance cover? AON Travel Protect covers the cost of a trip if you need to cancel due to a medical problem or if an immediate family member has a medical emergency and you need to stay home. It also covers you while you are on the tour, if you get hurt or need to see a doctor; it will cover whatever your major medical does not cover. It will also cover your cost to get home if you have a medical problem, or if an immediate family member gets hurt or ill and you need to return home early.
OregonWest Penalties – If you
cancel a tour before the due date, you will get a full refund minus a $20
handling fee. Once your final payments are made, we do not offer reimbursements
if you need to cancel your trip. We sign many kinds of group contracts to hold
space, etc. Vendors do not offer refunds once final payment is made. It is in
your best interest to take out the trip cancellation insurance. OregonWest
Excursions will accept substitutions; however, it will be up to you to provide
information for people who are interested in taking your place on a tour. Please
note that most airlines have name change fees. If you find a substitute to take your place on
a fly-away trip, you will be responsible for the change fee.
Day to Day
Itineraries – We will send out a day-to-day 3 weeks prior to the departure
date. It provides ready information for each day’s activities and will be
followed as closely as possible. However, any changes will be at the discretion
of your Tour Director.
Guest Pick
Up & Drop Offs – OregonWest Excursions does offer
luxury coach travel from the Salem area. We have pick up points in Salem, the
Woodburn Park & Ride and the Tualatin Fred Meyer store. If you need transportation to
one of these pick-up locations, we are happy to work with you to ensure you
arrive in time and are returned to your initial point of pick up at the end of
the tour.
Coach
Facilities – The coach is washroom equipped: however, we encourage you to use
it only when absolutely necessary by taking advantage of the facilities when we
stop. Our rule of thumb is to try to get you off the coach every 2 hours for a
rest room break and a leg stretch.
Air
Conditioning /Heating – Motor coach
air conditioning/heating is good but not perfect. It is not possible to produce
an even degree of cool or warm air at each seat. Your tour director and driver
will do their best to keep the coach comfortable. On many of the longer motor
coach tours we will have small blankets available for you to use… Remember not
everyone is comfortable at the same temperatures.
Seat
Rotation – We ask that you move seats on a daily basis (3 seats forward or
backward) this will allow you to get to know your fellow travelers. We
guarantee that the sooner you know each other the more fun you will have! Try
having lunch with different people each day and chat with all the people on
board. There is only one exception: we would appreciate your attention when the
tour director is describing something, or giving information about upcoming
days and stops.
Smoking – As is usual
in most places these days, we have a policy of no smoking on the coach. Stops
will be made at regular intervals to allow for smoking. If you require a
smoking room please be sure to mark it on your reservation form. Many of the
hotels are smoking free facilities… please note if you smoke in a non-smoking
room you are responsible for any fines that may occur.
Hotel
Services/Incidental Charges – The charge
for handling one bag per person is included with your tour, so there is no need
for you to tip the bell person. Your suitcase will be carried to your room as
soon as possible after being unloaded. It will also be picked up the morning of
our departure. If you use the telephone, mini-bar, room service, movie rentals
etc., or other things not covered by the tour, please take care of your bill
the night before, or the morning of our departure.
Gratuities – Our policy
is to provide basic gratuities, however, if you feel like you have received exceptional
service from anyone, please feel free to add on to any gratuity. This includes
servers at restaurants, step on guides, etc.
Gratuities
to Guides & Drivers – We provide
basic gratuities for guides and drivers. If you wish to show your appreciation,
the additional gratuity should be extended on an individual basis and not in
the form of a group collection. We recommend that this be done at the
conclusion of the tour and not daily.
Release and Hold Harmless Agreement – As a participant in an OregonWest Excursion tour, I agree to hold OregonWest Excursions, its officers and personnel, harmless from any claims, demands, actions or suits (including attorney fees) for any illness or injury, including death, which might occur while I am on an OregonWest Excursions tour.
Tour Pace and Walking Requirements – OregonWest Excursions encourages all to
participate in exploring the world, and we design multiple of our tours specifically
for seniors. However, there is some amount of walking that we include in our
tours. Consequently, our tours are recommended for reasonably fit persons who
can comfortably walk three-quarters of a mile at a comfortable pace without
shortness of breath or other physical discomfort. OregonWest Excursions is
unable to shorten these walking requirements as it would fundamentally alter
the nature of the tour service.
What
if I am unable to keep up during the Tour? – If you are unable to keep up with the group, you may be
asked to refrain from group activities and it will be your responsibility to be
at the designated meeting point at the stipulated time. If you have to purchase
a refreshment in return for a place to sit or take a taxi to get to the meeting
point this will be at your own expense.
The
Motor Coach is Not Accessible During Free Time or Sightseeing Stops – During free time and at sightseeing
stops, all passengers must exit the motor coach. Staying on the parked motor
coach is not an option.
Physical
Assistance – Due to the
number of participants and pace of the tour, Tour managers, hotel staff, coach
drivers will not be available to lift or physically assist you at any time. If
you require any type of support, please plan to bring a capable travel
companion who can comfortably help you keep up with the pace of the tour. It is
not possible for the tour manager and/or the motor coach driver to provide
repetitive special attention to any one tour member. If a passenger is unable
to keep up with the pace of the tour to the extent that it impedes the safety
or overall enjoyment of the other passengers, we may have to ask that passenger
to leave the tour. If the passenger is asked to leave the tour this will be at
their expense.
Walkers
or other Walking Devices –
If you regularly use a cane or walker and feel confident that you will have no
difficulty sturdily and comfortably walking three-quarters of a mile at an easy
pace, including steps, there is no problem bringing it along on our tours. You
must be able to manage the steps of the motor coach independently. Our motor
coaches are not equipped with ramps or lifts. If you need assistance you are
encouraged to bring a capable travel companion who can confidently help you
keep up with the tour pace. No credits or refunds will apply for missed sights
or tour features if you feel you cannot keep up with the pace of the tour.
Oxygen
or other Medical Device –
Medical devices must fit within the “baggage allowances” for the tour. The tour
participants are responsible to contact the airlines to make sure they can take
their devices on the plane with a doctor’s note. Under no circumstance does
OregonWest Excursions, the airlines, the motor coach company, the tour manager,
the hotels, or any other service provider accept responsibility or liability in
connection with medical devices. Tour participants or their travel companion
are responsible to lift medical devices on and off the coach.
Geographical
Elevations – If you are
concerned about traveling into elevation you may want to talk to
your doctor if you are fit to be traveling to higher elevations. We are not
medically qualified to give advice on healthcare.
Other
Reasonable Accommodations – If
you suffer from a disability and require reasonable modifications under the ADA
Title III, please call to discuss whether these are feasible and can be
accommodated without fundamentally altering the nature of the service, cause
OregonWest Excursions undue burden, or cause a direct threat to the safety of
program participants.
I have read & understand OregonWest Policies
Tour _________________________________________________________________
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Client 2 Sign_____________________________________
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