Terms and Conditions
PLEASE READ CAREFULLY:
The purchase of any travel services offered by Gathering Light Journeys, LLC (hereinafter; 'GLJ'), constitutes a contractual agreement between you and GLJ and represents your acceptance of the GLJ Terms and Conditions before booking your tour.
Yourself, the client, travelers in your party, hereinafter, traveler(s) undertake GLJ tours and programs, entirely at their own risk.
Please note: GLJ reserves the right to change any oral and/or written statements at any time, including without limitation these Terms and Conditions. Travelers are advised to check our website or request the latest edition of the Terms and Conditions.
Payment/receipt of deposit(s) acknowledges that each traveler understands and accepts these Terms and Conditions. Underage Travelers:
All minors (under the age of 18) who will be traveling with GLJ require a parent or legal guardian to accompany them on a GLJ tour program. It is the responsibility of the parent or legal guardian to read and understand the Terms and Conditions of the tour on behalf of a minor. Participants must be at least 12 years of age by the departure date of the tour, but individual tour age limits may vary.
A trip deposit of $500 per traveler for domestic tours and $1000 USD per traveler for international tours is required for GLJ to secure your reservation. An interim payment may also be applicable. Final payment for your tour is due no later than 90 days prior to the tour departure date. Accepted forms of payment include: credit card, bank wire transfer, bank draft, cashier’s check, money order or check (if drawn on a U.S. bank.) Reservations are considered confirmed only when GLJ has received payment and you have received a confirmation receipt. If GLJ does not receive payment by the final payment due date, reservations will be canceled, and any applicable refunds will be issued according to GLJ’s cancellation policy. In the event of a cancellation, GLJ is not accountable for canceled land and/or air reservations. Final payment by check may not be made within 90 days of trip departure.
Credit card payment: GLJ accepts American Express, MasterCard, Visa and Discover.
The listed journey price, unless otherwise indicated, is the cash discount price (all payments made by cash, check, money order or bank wire). For payments by credit card, add 3% to the trip cost. Prices are based on the tour origination locations indicated on the tour itinerary page and registration form. GLJ will always be happy to assist you with any connecting flight arrangements for a fee.
CANCELLATION POLICY: All cancellation requests must be submitted in writing and received by GLJ according to the below schedule.
All cancellation requests received at least 120 days prior to the departure date will receive a deposit refund as described below. In the event of a cancellation, applicable refunds will be determined according to the following schedule.
- Cancellation requests received at least 120 days prior to the departure date will warrant a full deposit refund plus any additional monies paid, less a $300 non-refundable administrative fee per person.
- Cancellation request notices received after 120 days and at least 90 days prior to the departure date will warrant a 50% refund of the total cost of the trip.
- Cancellation notices received after 90 days prior to the departure date are not eligible for a refund.
- Cancellations made by GLJ will warrant a full refund.
Please note: Tours can be cancelled due to low enrollment numbers, and GLJ accepts no liability for any additional cancellation fees imposed by domestic or international airlines.
Neither Gathering Light Journeys, LLC nor any of its associates, agents, officers, employees or consultants shall be financially responsible for refunds in the event of cancellation of all or part of any tour due to acts of nature, governmental actions, travel advisories or warnings, civil unrest or hostilities, or acts of terrorism, or for the default of any Tour Operator or Travel Supplier, or for any reason beyond the control of Gathering Light Journeys, LLC. Gathering Light Journeys, LLC is not responsible for any refunds should a presenter/speaker advertised as attending/speaking or leading a tour or conference cancel for any reason whatsoever. Gathering Light Journeys, LLC is not responsible for any physical, mental, emotional, or other reaction, trauma, or ailment during the trip or occurring afterwards, that participants may experience at the sites or from any speakers, workshops, or sessions of any kind, including private sessions with presenters.
TRAVEL INSURANCE: Because there are no exceptions to the above cancellation terms, we strongly recommend travel insurance protection.
Due to the many unforeseen variables associated with travel, including health, family emergencies, inclement weather, airline cancellations, etc., we urge all travelers to purchase travel insurance. Please check the GLJ website for links to travel insurance providers.
Tour prices are calculated according to current airfares, taxes and fees, currency values, and a minimum number of travelers. Although GLJ will try to ensure that these prices remain as advertised, they are subject to change. The right is reserved to substitute hotels or alter itineraries, and either the Tour Operator or GLJ shall have the right to cancel any travel program prior to departure or to increase prices where the costs shall rise.
Please note: Because GLJ partially bases prices on a minimum number of guests, a surcharge not to exceed $250USD, (which will vary according to the total number of registered guests), may be added if that minimum isn’t reached. GLJ will notify all registered travelers of any surcharge at least 30 days prior to the departure date, and cancellation fees are still applicable.
VISAS AND PASSPORTS:
All travelers are solely responsible for obtaining and purchasing any visas and documents required for entry and departure to and from destination countries and transit countries, and for satisfying all medical and other requirements specified by the laws of each country. GLJ accepts no liability and will give no refunds for any passenger denied admission onto any form of transportation or into any country as a result of the passenger not having proper documentation. Visa requirements are trip-specific; it is each traveler’s duty to be aware of and comply with these varying requirements. All international tours will require a passport. The timeline for securing visas and passports varies and can exceed 3 months, so please be prepared well in advance of your intended departure date.
Please note: All passports must be valid for at least 6 months after the trip departure date.
Luggage assistance at hotels is included in the tour cost. Luggage assistance is not included at airports and train terminals unless otherwise noted in your travel documents, so please be prepared to carry your own suitcases at these times.
Gratuities are included for services during the land portion of your tour; this includes wait staff at included meals, gratuities for site visit guides, and bus drivers. All other gratuities are discretionary.
Pricing is based on double occupancy (twin-bedded or matrimonial double rooms) with private bath or shower as indicated. You are assigned accommodations as the guest of the facility selected. The tour operator reserves the right to substitute hotels of similar category.
Meals will be provided as per the final trip itinerary. Any foods or beverages not included in the program and purchased by you will be at additional cost. Tour price includes only foods and beverages that are provided to the entire group.
As specified in itinerary. Entrance fees are included.
As specified, by modern air-conditioned buses, mini-buses, jeeps or other forms of land transportation.
AIR: (where airfare is included in the program)
All airline tickets are subject to each carrier’s Terms and Conditions as to passage and cancellation fees. Tours are sold in conjunction with the services of these approved carriers.
Any fuel surcharges imposed by the carriers we use after tours have been priced, will need to be passed on to the passenger. You will be advised of the surcharge by invoice; payment is due upon notification, and must be received in our office 30 days before the tour departure date in order for your final tour documents to be mailed out in a timely manner. If the payment arrives later and necessitates that GLJ mail your documents with expedited service, you will be responsible to pay for these costs.
Items of a personal nature such as laundry, drinks and telephone calls, meals not included in the itinerary, visa and passport fees (where required), airline fuel surcharges (where airfare is included in the program), tips to guides, as well as any item that is not specifically detailed in the trip itinerary.
Please be aware that during the course of any GLJ tour, there could be conditions outside of our control, including but not limited to: inherent risks of traveling in undeveloped locations; the risks associated with transportation; forces of nature or inclement weather; social unrest; criminal or terrorist acts; and medical conditions that arise where adequate healthcare facilities or services are not available and cannot be accessed within a critical time frame for appropriate treatment.
GLJ recommends that all travelers make themselves aware of the inherent risks and dangers at international destinations by checking the latest information with the Travel Advisory Section of the US State Department at: http://travel.state.gov/content/passports/english/alertswarnings.html or by calling the Hotline for American Travelers: (202) 647-5225. For Medical Information, please contact the Centers for Disease Control and Prevention: http://www.cdc.gov/ , (800) 232-4636.
While GLJ will make every effort to ensure the safety and security of its travelers, GLJ is not responsible for any physical, psychological, emotional or other impact experienced during or after the tour.
Additionally, GLJ is not responsible for any injury, illness, death, loss or damage of person or personal property, caused by any means whatsoever.
Travelers in need of special assistance during our tours are required to notify GLJ staff of any specific needs at the time the reservation is made. GLJ will try to accommodate all special needs requests, however, GLJ is not responsible for denial of services by any external/independent entities, including but not limited to, hotels, restaurants, airlines, etc. Any necessary individual assistance, including but not limited to walking, boarding and de-boarding buses, boats, airplanes and other vehicles, dining, etc., must be provided by tour participant. Furthermore, GLJ will try to accommodate special dietary, rooming, and seating requests, but these accommodations cannot be guaranteed.
Please note: Not all sightseeing attractions offer wheelchair access, and some locations involve extended periods of sitting, standing, or walking, occasionally on unpaved surfaces. GLJ cannot be held accountable for any activities missed as a result of individual physical limitations. Facilities and services for disabled people may be unavailable in certain destinations, and some forms of transportation might not accommodate special needs.
We will be happy to try to find a suitable roommate for those who are traveling alone and would like to share a room. Registration for the tour will be held open until 30 days before the departure date in order to try to match everyone with a roommate. If by that date we have not been able to match you with a suitable roommate, you will be responsible to pay for the single supplement. An early registration will facilitate this process.
LATE ARRIVAL TO OR EARLY DEPARTURE FROM TOUR:
It is extremely difficult if not impossible to join a tour after it has begun. It is possible to leave a tour early, however, you will be responsible for your own arrangements from the moment you decide to leave the tour. You will also be responsible for all costs associated with joining a tour later (if approved) or leaving one early. If you feel this may be necessary, please consult a GLJ staff member before you book your journey or while you are on a journey.
Once you make a decision to leave a tour early and not complete the itinerary as planned, you assume all risks inherent in your decision to leave and waive all liability against Gathering Light Journeys arising from the decision.
RIGHT TO REMOVE:
GLJ reserves the right to withdraw any traveler and/or travelers within their party from its tour program should the authorities, GLJ or its representatives and/or affiliates, prior to or during a tour, deem the traveler(s) unsuitable.
Unsuitability includes, but is not limited to; any traveler acting in contravention or disrespect of local laws and customs, the cause of nuisance, aggravation or danger to other travelers, GLJ members or its affiliates, the improper conduct of a traveler prior to or during the tour program.
It is the responsibility of the traveler(s) to declare any known medical conditions, including illness or disability, at the time of booking or before the final payment is made. If it is found that a traveler has an undeclared or understated medical condition, the traveler may be removed from the tour. In the event that a traveler becomes ill or injured, GLJ may, at its discretion, make any arrangements it sees fit. GLJ recommends all travelers hold appropriate travel insurance in the event any medical issues arise while on a GLJ tour.
GLJ is not liable for the refund of any monies paid should a traveler and/or travelers in their party be ordered to leave for any reason, and GLJ is not responsible for any expenses that arise from the expulsion of a traveler and/or travelers in their party; the Tour Operator or Tour Director/Manager shall have the right to decline to accept or to retain any person as a travel program member should such travel program member's health, mental condition, physical infirmity or general behavior impede the operation of the travel program or the rights, welfare, or enjoyment of other travel program members. Travelers who undertake GLJ tours do so entirely at their own risk and expense.
GLJ reserves the right to decline business with anyone for any reason.
In the event a dispute arises, written notification must be postmarked within 30 days after the completion of a tour in respect to which the claim is made. The traveler agrees that the dispute will be lodged in Colorado and governed by Colorado law.
ERRORS AND OMISSIONS: GLJ reserves the right to change, without notice, all information, prices, and availability listed in GLJ's owned and controlled websites and any content of its digital or printed matter. In the event that any part(s) of these Terms and Conditions are found to be invalid, then those part(s) do not negate the validity or enforceability of the other parts therein.
GLJ is committed to our visitors' and customers' privacy. We continually strive to improve the features and services on our web site www.gatheringlightjourneys.com and update our privacy statement from time to time. We encourage you to periodically review this page for the latest information on privacy practices at Gathering Light Journeys, LLC.
At Gathering Light Journeys, LLC your privacy is important to us and we want to make sure you like hearing from us. We may contact you to follow-up on requests for information we receive through the GLJ web site and assure you that we do not release personally-identifying guest information to other companies for their own marketing purposes.
To contact us by postal mail:
Gathering Lights Journeys, LLC
PO Box 25087
Colorado Springs, CO 80936-5087
or (001) 719-247-0530
You acknowledge and agree that this policy does not apply to non-personally-identifying information collected through the Gathering Light Journeys web site or for any information collected other than through the Gathering Light Journeys web site.
By using the Gathering Light Journeys web site, you agree to this policy. We reserve the right, at our discretion, to change, modify, add, or remove portions from this policy at any time. Your continued use of the GLJ web site following the posting of changes to these terms on this site means you accept these changes.
It is our intent to protect against the unauthorized use of personally-identifying information that we have collected from you. We use a variety of technologies and processes for protection of our customer data. We work to limit the personally-identifying information we provide to outside companies with whom we contract to only what they need to carry out their responsibilities.
When you request information on our web site, your personal information is transmitted in an encrypted format.
We always want to provide you with the best possible service. To do this, we collect information that allows us to, among other things: enhance your experience on the Gathering Light Journeys web site, send you brochures or offers we believe may be of interest to you, identify your product and service preferences, customize our communications to you, process your travel reservation, contact you about the status of your reservation or, if requested, send you the Gathering Light Journeys eMail Newsletter.
As you use the Internet, a trail of electronic information is left at each web site you visit. This information, which is sometimes referred to as "click-stream data," can be collected and stored by a Web site's server. Click-stream data can tell us, among other things, the type of computer and browsing software you use, the address of the Web site from which you linked to the GLJ web site, and, in some instances, your e-mail address. We may use click-stream data for various purposes including to determine how much time visitors spend on each page of our site, how visitors navigate throughout the site and how we may tailor our Web pages to better meet the needs of visitors.
When you email content from the Gathering Light Journeys web site to another party, the information captured is used solely to fulfill the request.