Terms & Conditions
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Reservations and Deposits
Please make reservations well in advance. Space requested by phone will be held for 10 calendar days, pending receipt of the required deposit by mail or in person. Reservations made after the indicated final payment due date must be paid in full at the time of reservation. A deposit of $100 per person for a tour under $500, or $250 per person for a tour over $500 must accompany all reservation requests. Personal checks, cash, money order, Visa, MasterCard or Discover are acceptable forms or payment.
Final Payment
Final payments for motorcoach-only tours are due 45 days prior to departure, unless booking reservation within the 45 day timeframe (in which case payment in full is required). The balance, due date and amount will be indicated on your tour invoice. We welcome credit cards, but prefer final payments to be made by check or money order. Note that tours that include airfare, train or other features may require full payment before 45 days prior to departure. In this case, these exceptions will be listed in your individual brochure.
Methods of Payment
We accept check, money order, cash, Visa, MasterCard or Discover. If you are paying by credit card, there will be a minimum 3% processing fee on any cancellations.
How to Make a Reservation
In the Twin Cities area, call 651-777-7170; in Rochester area call 507-288-1330 to sign up with one of our representatives. Our staff will assist you with any questions you may have and will book your reservation. We will hold your reservation for 10 business days without a deposit.
You may also make a reservation by filling out the bottom portion on the back of your brochure. This section is labeled “Tour Registration” and can be sent in with your deposit to secure your spot on the tour.
Deposit & Final Payment
To confirm your reservation, $100.00 per person is due for trips less than $500 and $250.00 deposit for trips over $500 10 days following booking your reservation. Payment in full is due 45 days prior to departure.
Tour Documents
Your tour packet will be mailed approximately ten days before your tour departure date. This material includes tour pick-up location and time, a tour itinerary, luggage tag, name tag and list of hotel names, addresses and phone numbers.
Cancellation Policy
Cancellations for any reason, result in additional labor as well as lost resale opportunities. In consideration of these costs, should you cancel your tour reservations for any reason, the following cancellation fees will apply. Exceptions cannot be made for any reason. Remember, Travel Insurance is available and recommended for additional protection.
MOTORCOACH TOURS (this does NOT include tours with flights):
• If cancel from deposit due date to 45 days prior to departure – Full Refund less any non-recoverable costs incurred by Heartland*
• If cancel 44 days to 7 days prior to departure date – Refund of 25% of tour price
• Less than 7 days prior to departure or after tour departure – No Refund
*Full refund less insurance premium if purchased. Insurance is always non-refundable once purchased. Some attractions such as show tickets may also be non-refundable. Cancellations of reservations made on credit cards (deposits & final payments) are subject to a minimum 3% processing fee.
One-Day Tour Cancellations
Cancellations for any reason, result in additional labor as well as lost resale opportunities. In consideration of these costs, the following cancellation fees will apply. Exceptions cannot be made for any reason. Should you cancel your tour reservations for any reason, the following cancellation fees will apply. Remember, Travel Insurance is available and recommended for additional protection.
• If cancel 14 days or more before departure – Full refund less any non-recoverable costs incurred by Heartland*
• If cancel 0 to 13 business days before departure – No Refund
*Full refund less insurance premium if purchased. Insurance is always non-refundable once purchased. Some attractions such as show tickets may also be non-refundable. Cancellations of reservations made on credit cards (deposits & final payments) are subject to a minimum 3% processing fee.
Cancellations on Cruise, AMTRAK or Air tours
Cancellation penalties will apply according to individual vendors. Heartland’s cancellation policy does not apply. The cost of charging and crediting a credit card will be deducted from the refund. No refund will be given for the unused portion of a trip should interruption during a tour be necessary. Trip cancellation/interruption insurance is highly recommended for extended tours. This policy does not apply to Air-Cruise-Amtrak or other tours not directly controlled by Heartland.
Insurance
Heartland Tours and Travel recommends but does not require travel insurance. For pricing and other information, please consult your individual tour brochure or call Travel Guard directly at 1-800-826-1300 and refer to product #: 007896 EN 12/07
Special Requests
Individual requests must be made when booking your tour. Heartland must be notified in advance if a wheelchair accessible motorcoach is needed. We must also be notified of other needs or impairments that may require your use of a guide dog or other aids since they may require advance notification to hotels, theatres or other destinations. Requests for advance seat assignment on flights, special dietary needs, dining room reservations aboard cruise ships, and non-smoking, adjoining, handicap accessible or other room types are subject to confirmation and cannot be guaranteed.
Persons Needing Special Assistance
Heartland Tours & Travel regrets that it cannot provide individual assistance to guests for walking, dining, wheelchair or other personal needs. Persons needing such assistance must be accompanied by an able companion who will assist them throughout the trip. Tour participants requiring special assistance for other than personal needs must notify Heartland Tours & Travel in writing to determine what assistance can be provided. Children traveling on tour must be at least five years old and accompanied by an adult at all times.
Reservation Changes
Individual requests for changes in planned itinerary, flight schedules, early or extended hotel stays or for any other component of the tour must be made at time of booking or at least 45 days prior to tour date. A non-refundable processing fee of $50 per person will apply for any change requested prior to the final payment date and $100 per person for any change requested on or after the final payment date. These fees are in addition to any costs or penalties imposed by suppliers.
Single Travelers
We have many single travelers that like and choose to travel alone with the luxury of having their own hotel room. Single occupancy pricing is higher because you are choosing not to have a roommate to share the cost of the hotel rooms. We will try to assist in arranging a roommate for any person wishing to share accommodations at the double occupancy rate. Should a shared arrangement not be available, the single price will apply. Single occupancy pricing does not guarantee that you will not have to sit by someone on the motorcoach.
Triple & Quad Rooms
These accommodations are usually in rooms with two double beds. A rollaway bed or cot is subject to availability and may be subject to an additional fee
Luggage
Each person is allowed ONE SUITCASE which will be handled for you at hotels. The maximum size is 62” (length + height + width). The maximum weight for most tours is 50 pounds per suitcase. For all tours, an excess fee or handling charge will be collected for each piece over the designated allowance and for oversize or overweight baggage. Fees and fines assessed by an airline, or any other vendor, for luggage in excess of its baggage weight limits, will be in addition to any charges assessed by Heartland Tours and Travel. Additional pieces of luggage will be handled for you at a minimum cost of $10 per bag, per day or at the cost specified for some tours. Though every effort will be made to safeguard your luggage, Heartland Tours & Travel accepts no liability for loss or damage. In addition, a small bag, not to exceed 8” x 14” x 20”, may be carried aboard. Carry-on articles are the responsibility of each person. Most carry-on luggage with wheels will not fit in the overhead compartments on the motorcoach. Carry-ons that do not fit in the overhead compartments will be charged as an additional piece of luggage.
Luggage Handling
It is our pleasure to handle your luggage needs throughout the tour. One large suitcase per person is delivered to your hotel room each evening. We ask that you keep your carry-on case with you. You will be required to handle your own luggage in airport check-ins.
Luggage Responsibility
Heartland Tours & Travel makes every effort to handle your luggage with care, yet we cannot be responsible for loss or damage to luggage due to breakage, theft, or fair wear and tear through hotel, airline or tour handling. It is also the responsibility of every passenger to make sure they do not leave anything on the coach at the end of a tour. If you leave something on a coach, shuttle, taxi or any tour accommodations, it will be the responsibility of individual to assume any cost associated with recovering the item(s).
Gratuities
Tips for all the included features of your tour (luggage handling, included meals, etc.) will be taken care of by your Tour Director. Suggested gratuities for cruise ship or train personnel will be provided with your tour documents, if applicable. Tips for meals on your own or for other services are at the discretion of each tour participant. Customary tips for the Tour Director and Driver are on a voluntary basis and given individually at the end of the tour.
Airfare from Minneapolis
Airfare is included in the tour price for all Fly-Away Tours from Minneapolis, Minnesota. Heartland Tours & Travel is not responsible for any delays or cancellations of air travel or any damages incurred from any disruptions in air travel, as it is out of our control.
Airfare from Other Departure Cities
If you chose to fly into any of our tours you will be responsible for obtaining your own airline tickets and meeting the group in the originating city. You may call our office to see the best flight times to best coordinate with the group’s arrival. When booking the tour, we will offer you the “land-only” package price.
Airline Frequent Flyer Programs
Frequent Flyer miles are the responsibility of the traveler. Please keep your ticket receipt until you have confirmation of credited mileage from airlines.
Smoking/Alcoholic Beverages
No smoking or alcoholic beverages on the Motorcoach. Appropriate breaks are given throughout each day.
Seat Rotation
Seats are rotated throughout the tour. This will enable you to enjoy different areas of the coach and become better acquainted with your fellow travelers.
Passenger Health
Everyone is welcome on a Heartland Tours & Travel tour. Heartland Tours reserves the right to terminate the tour of any person(s) who are abusive to others or whose behavior disrupts the tour.
Itinerary Revisions
Heartland Tours and Travel reserves the right to revise the services included in the itinerary such as hotel accommodations, attractions, meals, etc. In case of a substitution, a comparable quality or upgrade of service will be used.
Responsibility
This tour is arranged and operated by Heartland Tours. Heartland acts as an agent in securing reservations for hotels, transportation, sightseeing, restaurants, or any other services included with this itinerary. Therefore, tour members agree that sponsoring organizations and Heartland Tours are not liable for any injury, loss, accident, delay, irregularity, liability or expenses to person or property due to act of default of any hotel, carrier, restaurant, company, or person providing or rendering services for this tour.
Pricing
Heartland Tours and Travel makes every effort to ensure prices are printed correctly. Please contact our office with any questions regarding pricing.
Identification Required
Some tours may require a valid passport or other valid forms of identification. See your individual brochure or call our office to find out if your tour requires special identification.
Weather
Before you leave for your trip, be sure to check out the latest forecast for your travel destination. Also, check on the regional road conditions and possible closures.
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