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Booking Terms & Conditions

Booking Procedure

Please read the conditions of travel as your booking is subject to the terms listed below. A contract is entered into once your travel agent or East India Travel Company, Inc. (DBA Cox & Kings) receives your deposit and we accept and confirm the booking. Please note that travel arrangements are not confirmed until stated so in writing by Cox & Kings. Payment of any monies constitutes acceptance and understanding of Cox & Kings’ Terms & Conditions as laid out below, as listed on our website and in our pre travel documentation.

Payment

For most custom journeys, a per person deposit of 25% of the program price is required to secure the arrangements, and will be your only obligation until 90 days prior to your departure date. For trips with other deposit and cancelation requirements, your travel specialist will inform you at time of booking. The balance of the cost must be paid 90 days before you travel. Payment should be made to Cox & Kings in Los Angeles, California. If the final balance is not received on time, Cox & Kings reserves the right to treat the booking as cancelled by you and to levy cancellation charges. If you book your travel 90 days or prior to departure, the full amount of your trip must be paid in order to confirm the booking.

For any air tickets handled by Cox & Kings, full payment is required at time of booking in order to secure the fare quoted.

  1. Discovery Group Journeys

A per person deposit of $250 or 15% of your total trip cost (whichever is the higher), must be paid at the time of booking. The balance of the cost must be paid prior to 75 days before you travel. If you book your travel within 75 days of departure, the full amount of your trip must be paid in order to confirm the booking.

  1. European River Cruising

For most trips, a per person deposit of $500 is required to secure the arrangements, and will be your only obligation until 100 days prior to your departure date. For trips with other deposit and cancelation requirements, your travel specialist will inform you at time of booking. The balance of the cost must be paid 100 days before you travel. Payment should be made to Cox & Kings, The Americas. If the final balance is not received on time, Cox & Kings reserves the right to treat the booking as cancelled by you and to levy cancellation charges. If you book your travel 100 days or prior to departure, the full amount of your trip must be paid in order to confirm the booking.

Alterations by You

If you request any amendments to your travel arrangements once your booking has been confirmed, an amendment fee of $150 per alteration may be charged. If you request any changes in services or accommodation, once commencement of travel, Cox & Kings will do all possible to accommodate your request, however, should there be any costs incurred due to such amendments, you will be liable for any cancellation/retention charges that may be levied for the previously booked service and for any costs incurred to secure revised arrangements.

Cancellation by You

Should you wish to cancel your travel arrangements, you must notify Cox & Kings in writing. Please state the reason for cancellation as you may be covered by your insurance policy.

Please note that for most custom journeys, deposits are refundable minus a per person Administrative Fee of $400 if the cancellation is received more than 91 days prior to departure. You will be advised if your Terms & Conditions are different than listed below by your Travel Specialist at time of booking.

For notification received within 90 days of departure, the following cancellation charges are applicable for most custom journeys (some exceptions apply including Africa, please see separate cancellation terms below):

Please note that any included meals, accommodation, guided sightseeing and/or any other pre-paid services that have not been consumed or utilized during your trip are non-refundable.

  1. Air Travel

Most airline tickets are non-refundable once confirmed, however, depending on airline and class of service, exceptions may apply, and you will be notified at time of reservation. Any air tickets issued at any time are subject to the terms of the airline.


Days before Departure Cancellation Charge (some exceptions apply, you will be notified at time of booking)
91 days or longer $400 per person Administrative Fee + Air Tickets
90 to 61 20% of total land program price + Air Tickets
60 to 31 50% of total land program price + Air Tickets
30 to Day of Departure 100% of total land program price + Air Tickets


To protect your investment, we strongly recommend that you purchase full coverage travel insurance.

  1. Custom Journeys to Africa

Should you wish to cancel your travel arrangements, you must notify Cox & Kings in writing. Please state the reason for cancellation as you may be covered by your insurance policy.
The following cancellation charges are applicable:


Days before Departure Cancellation Charge
61 days or longer 20% of total land program price + Air Tickets
60 to 31 50% of total land program price + Air Tickets
30 to Day of Departure 100% of total land program price + Air Tickets


Please note that any included meals, accommodation, guided sightseeing and/or any other pre-paid services that have not been consumed or utilized during your trip are non-refundable.

  1. Discovery Group Journeys

Should you wish to cancel your travel arrangements, you must notify Cox & Kings in writing. Please state the reason for cancellation as you may be covered by your insurance policy. The following cancellation charges are applicable:

Days before Departure Cancellation Charge
62 days or longer Deposit paid non-refundable
61 to 34 40% of total land program price
33 to 20 60% of total land program price
19 to 13 75% of total land program price
12 to 9 90% of total land program price
8 to Day of Departure 100% of total land program price


Please note that any included meals, accommodation, guided sightseeing and/or any other pre-paid services that have not been consumed or utilized during your trip are non-refundable.

  1. European River Cruising

Should you wish to cancel your travel arrangements, you must notify Cox & Kings in writing. Please state the reason for cancellation as you may be covered by your insurance policy.

A Name change and/or any change in departure or vessel are considered a cancellation. The following cancellation charges are applicable:

Days before Departure Cancellation Charge
100 days or longer Deposit paid
99 to 61 35% of total land program price
60 to 31 50% of total land program price
30 to Day of Departure 100% of total land program price


Please note that any included meals, accommodation, guided sightseeing and/or any other pre-paid services that have not been consumed or utilized during your trip are non-refundable.

Cancellation by Cox & Kings

  1. Alterations made to your Custom Journey


Travel arrangements are planned and secured in advance and so changes in itinerary content may be unavoidable. These changes may be due to circumstances amounting to “force majeure” or reasons beyond Cox & Kings’ control. They could include but are not limited to; delay in departure due to flight disruption, closure of a hotel, strikes, riots, natural occurrences, decisions by State Governments or Tourist Organizations that cause forced alterations to a planned itinerary, its duration, time spent in a city or requiring the need to remove a city or part of from the itinerary caused by a local occurrence or situation. In such cases, Cox & Kings will offer comparable alternative arrangements.

If any of the circumstances listed above occur during the course of your program, we reserve the right to alter the scheduled itinerary accordingly and compensation cannot be paid. We will make every reasonable effort to provide the booked arrangements but minor changes may occur. If changes are significant, we shall where possible, inform you or your Travel Agent before your departure. Please note that Cox & Kings cannot be held responsible for any price increases or surcharges caused by governmental action, additional taxes imposed, significant fluctuations in exchange rates or increases in fuel surcharges, should Cox & Kings need to pass along any of these increases.

  1. Alterations made to your Discovery Group Journey


Travel arrangements are planned and secured in advance and so changes in itinerary content may be unavoidable. These changes may be due to circumstances amounting to “force majeure” or reasons beyond Cox & Kings’ control.

They could include but not limited to; delay in departure due to flight disruption, closure of a hotel, strikes, riots, natural occurrences, decisions by State Governments or Tourist Organizations that cause forced alterations to a planned itinerary, its duration, time spent in a city or requiring the need to remove a city or part of from the itinerary caused by a local occurrence or situation. In such cases, Cox & Kings will offer comparable alternative arrangements.

If any of the circumstances listed above occur during the course of the program, we reserve the right to alter the scheduled itinerary accordingly and compensation cannot be paid. We will make every reasonable effort to provide the booked arrangements but minor changes may occur. If changes are significant we shall where possible, inform you or your travel agent before your departure. Most changes are minor. Occasionally, we have to make a significant change. Significant changes are likely to include but not limited to the following changes when made before departure: A change of accommodation to that of a lower official classification or standard for the whole or a major part of your program, a change of duration (if over 12 hours)

If we have to make a significant change, you will be advised prior to departure if possible and the following options will be offered to you:

  1. Purchase an alternative journey from Cox & Kings
  2. Accept the cancellation, in which case you will receive a full refund of all monies paid

* Depending on the alternative departure date or destination chosen, a price supplement or refund may apply.

A ‘minor change’ is any change that does not come within the definition of a significant change set out above. Minor changes include but are not limited to the following: Changes to any destination(s), place(s) of stay, port or place of call for your trip which is not considered major; changes in any scheduled date or times during your trip, provided that, where necessary and appropriate, hotel accommodation and reasonable sustenance for the period in question is provided to you at no additional charge; substitution of a named lecturer and / or leader for another knowledgeable expert in the same field.

If a minor change has to be made, and compensation is appropriate, you will be advised of compensation level at that time.

  1. Discovery Group Journeys Minimum to Operate

All Discovery Group Journeys require a minimum number of passengers to operate. Should there be an insufficient number of booked passengers on any given departure, we will inform you of the cancellation of program no later than 75 days before your departure date (prior to final payment being received). In this case, you will be offered one of the options set out below. Please note that no additional compensation will be due. Cox & Kings will not be liable for any additional costs incurred as a result of cancellation, including without limitation, airfares or other arrangements booked in conjunction with your Discovery Group Journey:

  1. Select an alternative Discovery Group Journey*
  2. Accept the cancelation and receive a refund of all monies paid

* Depending on the alternative departure date or destination chosen, a price supplement or refund may apply.

  1. Cancellation and Changes for European River Cruises

Each departure requires a minimum number of passengers to operate, and in the event your departure is cancelled an alternative departure will be offered. Depending on the alternative departure date or cruise offered, a price supplement or refund may apply. A five day period will be granted for you to accept or decline the alternative cruise, otherwise it will be deemed as a cancellation and all monies paid for the cruise will be refunded. Cox & Kings cannot be liable for any additional costs incurred as a result of a third-party cruise company cancellation, including without limitation, airfares or other arrangements previously booked in conjunction with your Europe River Cruise. In the event your departure date is delayed for more than 7 days, you may cancel your trip and receive a full refund of all monies paid, or use it towards an alternative program.


Reasons why your departure may be affected listed below but not limited to:

(a) High or low water levels in any river or canal

(b) Lock closures, unscheduled vessel maintenance or other operational reasons

(c) Road, river or weather conditions

(d) National or local holidays affecting the closure of public buildings or attractions

(e) Force Majeure Events

(f) Emergency events, accidents, injuries or other incidents involving you or other passengers

Additional Europe River Cruising Information

Child Policy – Minimum age for River Cruising is 12 years of age.

General Notice on River Cruising – Adequate steps are taken to minimize noise, vibration and odors onboard the cruise vessels. However, some noise, vibration and intermittent odors may be experienced and unavoidable, for which compensation cannot be granted.

Documentation Required For Travel: Passports, Visas and Your Responsibilities

All travelers require a passport with at least six months validity beyond completion of travel. The client accepts full responsibility for obtaining all travel documentation, including but not limited to passport, entry visa and permits prior to commencement of travel, and is solely responsible for any consequences resulting from missing or defective documentation. Any information or advice given by Cox & Kings regarding visas, vaccinations, climate, what to pack, baggage, etc., is purely advisory and provided as a courtesy. Cox & Kings is not responsible for any errors or omissions as to the information provided by third parties. Visas may be required to travel to your chosen destination and U.S. citizens should consult with the appropriate Consulates and Embassies. It is the responsibility of the individual traveler to secure the proper documentation prior to commencement of travel.

Travel Warnings

It is the responsibility of The Traveler to become informed about the most current travel advisories and warnings by referring to the U.S. State Department’s travel website at www.travel.state.gov or by phone at 1-888-407-4747. In the event of an active State Department Travel Warning against travel to the specific destination location/s of the trip, should The Traveler still choose to travel, notwithstanding any travel advisory or warning, The Traveler assumes all risk of personal injury, death or property damage that may arise out of the events like those advised or warned against.

What Your Custom Land Program Price Includes:

  • Private arrival and departure airport transfers to and from your hotel
  • All planning, handling and operational charges
  • Accommodation as noted in itinerary, based on double occupancy
  • Privately guided sightseeing in air conditioned vehicle (exceptions may apply)
  • Services of Professional Guide(s) as mentioned in itinerary
  • All entrance fees mentioned in itinerary
  • Meals as mentioned in itinerary
  • Baggage handling, 2 pieces per person unless otherwise noted. (Please note that any additional luggage may require modification in vehicle size at an additional cost)
  • Other inclusions as noted in your itinerary

What Your Custom Land Program Price Excludes:

  • International and internal regional airfare, unless otherwise stated
  • Meals other than those mentioned in itinerary
  • The cost of personal items such as laundry, drinks with meals or otherwise, additional incidentals, etc.
  • Airport Security Charges if levied by any airport to cover the cost of security arrangements and payable locally and Airport Departure Taxes (if applicable)
  • Optional and additional sightseeing not included in itinerary
  • Cost of obtaining passports or required visas where necessary
  • Any fees associated with using air miles for your air travel
  • Transport between your home and home airport/port/station
  • Gratuities unless stated in “What Your Land Price Includes”
  • Travel Insurance
  • Other inclusions if not noted under “Includes”

  1. Discovery Group Journeys

What Your Land Program Price Includes

  • Private arrival and departure airport transfers to and from your hotel
  • All planning, handling and operational charges
  • Accommodation as noted in itinerary, based on double occupancy
  • Sightseeing as noted in itinerary in air conditioned vehicle (exceptions may apply)
  • Services of Professional English-Speaking Guide(s) and/or Tour Escort as detailed in your itinerary
  • All entrance fees mentioned in itinerary
  • Meals as mentioned in itinerary
  • Other inclusions as noted in your itinerary

What Your Land Program Price Excludes:

  • International and internal region airfare, unless otherwise stated
  • Meals other than those mentioned in itinerary
  • Baggage handling
  • The cost of personal items such as laundry, drinks with meals or otherwise, additional incidentals, etc.
  • Airport Security Charges if levied by any airport to cover the cost of security arrangements and payable locally and Airport Departure Taxes (if applicable)
  • Optional and additional sightseeing not included in itinerary
  • Cost of obtaining passports or required visas where necessary
  • Any fees associated with using air miles for your air travel
  • Transport between your home and home airport/port/station
  • Gratuities unless stated in “What Your Land Price Includes”
  • Travel Insurance
  • Other inclusions if not noted under “Includes”

  1. Europe River Cruises

What Your Cruise Price Includes:

  • A Cox & Kings $75 per person ship board credit
  • Private Meet & Greet with the Captain including a tour of the ship and cocktail
  • Private arrival and departure airport transfers to and from the ship (exceptions apply)
  • Gratuities to all shipboard crew and local guides
  • Personal butler for every cabin
  • All meals onboard
  • Baggage Allowance: 1 piece per person (not exceeding 30x21x11 inches in size and 42 pounds maximum weight) (Any additional luggage may incur a surcharge)
  • All beverages including spirits, wine and beer, including mini-bar in cabin (exceptions apply*)
  • Off-ship sightseeing choices during the cruise
  • Tailor-made GPS devices for each passenger (not available on the Scenic Tsar)
  • Complimentary Wi-Fi throughout ship and Internet access thru cabin Infotainment system
  • Complimentary use of electric assist bicycles (not available on the Scenic Tsar)

What Your Cruise Price Excludes:

  • International and internal region airfare, unless otherwise stated
  • Port Taxes
  • Entrance fees, gratuities and local transportation while using Tailor-made GPS devices
  • *Beverages such as premium spirits, such as (including but not limited to) Malt Whisky and French Champagne – On the Scenic Tsar, beer, wine and soft drinks with lunch and dinner only
  • The cost of personal items such as additional incidentals, etc.
  • Airport Security Charges if levied by any airport to cover the cost of security arrangements and payable locally and Airport Departure Taxes (if applicable)
  • Cost of obtaining passports or required visas where necessary
  • Any fees associated with using air miles for your air travel
  • Transport between your home and home airport/port/station
  • Travel Insurance
  • Other inclusions if not noted under “Includes”

Cox & Kings’ Limits of Responsibilities

Except where otherwise stated in these Terms & Conditions, neither Cox & Kings nor any Third Party Supplier can accept liability or pay compensation where our performance of our or our supplier’s contractual obligations is affected by or you otherwise suffer any damage or loss as a result of force majeure. In these terms and conditions force majeure means any event which we / the supplier of the service(s) or the third party supplier could not, even with all due care, foresee or avoid. Such events may include but not be limited to; actual or threatened war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, epidemics, fire, and all similar events outside the control of the party concerned.

Cox & Kings makes arrangements with airlines, hotels and other independent parties to provide the travel services you purchase. We do not own or operate any of the accommodation, transport or other facilities used in connection with our programs. We therefore cannot accept liability for negligence of the staff of these organizations. These parties are independent suppliers over whom we have no direct control. Cox & Kings is not liable in the event of any failure by any person or company to render any transportation, accommodation or other travel service to be provided on the journeys, or for expenses incurred due to delays caused by weather, strikes, war, civil disturbances, natural disasters, flight delays, government actions, mechanical failures or any acts of God. Cox & Kings cannot assume any responsibility for flight delays, cancellations or missed connections and is not liable for any expenses or consequences resulting therefrom, and such expenses are to be borne by the traveler. When you travel with an airline the Conditions of Carriage of that airline will apply. These conditions are the subject of International Agreements and may limit or exclude liability. Your Travel Agent or the airline can advise you of these conditions. The participant waives any claim against Cox & Kings for any damage to, or loss of, property, or injury to, or death of, due to any act, or negligence of any airlines, surface transportation companies, hotels or any person rendering any of the services or accommodations included.

Cox & Kings cannot be held responsible for any claim, losses, damages for delay of baggage or other properties, inconvenience, loss of enjoyment, upset and disappointment, distress or frustrations, whether physical or mental, resulting from the act or omission of any party providing services.

The participant assumes and understands that all travel has inherent risk that may result in injury or death from participation in activities, including but not limited to, driving, hiking, walking, touring, visiting archeological sites, walking on uneven surfaces, riding on rough roads, rafting, boating, canoeing riding in helicopters, on trains, boats, swimming, surfing, horseback or camel riding, and any other activities. Participant knows and is familiar with the activities in their itinerary and is able to confirm that they meet the physical requirements to participate.

All services are subject to the laws of the countries in which these services are rendered. Venue for all claims or disputes shall be exclusively in Los Angeles County, California, U.S.A., whose courts, using California Law, shall have exclusive jurisdiction. Damage claims against Cox & Kings shall be limited to the value of the particular item in dispute and not for any incidental, consequential, or special damages. Cox & Kings assumes no responsibility for representations made by others including, but not limited to, any employee of Cox & Kings or independent travel agent. Payment for reservations on any Cox & Kings travel arrangements shall constitute consent to all the provisions in the Booking Terms & Conditions published herein and is binding on all travel participants.

United States Tour Operators Association - $1 Million Travelers Assistance Program

Cox & Kings, The Americas, as an Active Member of USTOA, is required to post $1 Million with USTOA to be used to reimburse, in accordance with the terms and conditions of the USTOA $1 Million Travelers Assistance Program, the advance payments of Cox & Kings, The Americas’ customers in the unlikely event of Cox & Kings, The Americas bankruptcy, insolvency or cessation of business. Further, you should understand that the $1 Million posted by Cox & Kings, The Americas may be sufficient to provide only a partial recovery of the advance payments received by Cox & Kings, The Americas. More details of the USTOA Travelers Assistance Program may be obtained by writing to USTOA at 345 Seventh Avenue, Suite 1801, New York, New York 10001, or by email to information@ustoa.com or by visiting their website at www.USTOA.com.


COX & KINGS, THE AMERICAS

Cox & Kings Building, 8060 Melrose Avenue, 3rd Floor, Los Angeles, CA 90046 USA Tel: 1.323.655.1758 • Fax: 1.323.655.1774 Email:journeys@coxandkingsusa.com • Toll Free: 1.800.999.1758 • www.coxandkingsusa.com (SW/PY 4/2016)