Tour Policies and General Information

Guaranteed Prices – Once we have received your deposit, your price is guaranteed and any subsequent price increase by airlines, hotels, or other vendors is at our expense.

Reservations – All reservations made by phone will be held for five business days pending receipt of the required deposit. Reservations made after the final payment date must be paid in full immediately.

$200 Deposit Per Person – Reservations are not confirmed until a deposit is received. We accept personal checks, money orders, Discover, MasterCard, or VISA. Guests that request a reservation online will have a space held for five business days to allow for confirmation of details and collection of deposit over the phone. If you are not contacted within 5 business days, call 888-867-2190.

Final Payment – Any balance must be paid in full by the date indicated on your statement. You may check your balance and make a payment anytime using our secure Guest Portal at guestportal.holidayvacations.com. Alternatively, you may make a payment over the phone or by mail.

Refunds – All deposits and payments are fully refundable when a cancellation is made before the final payment date. Refunds are issued via the original payment method. Fees apply for cancellations made after the final payment date. Please see the chart below for details.

Discounts – Travel credits can be earned through travel shows, our Refer-A-Friend program, loyalty credits, online sweepstakes, and Group Travel. To receive the Refer-A-Friend credit, you must have traveled with us previously and the referred guest must mention your name upon booking, then complete their trip. Some credits/discounts may be layered on the same tour. Limit one travel show credit, per person, per tour.

Gratuities – All tours include gratuities for baggage handling, group meals, and featured attractions. If you feel that your Tour Director and Bus Driver have met your expectations, please tip accordingly. Gratuity amounts are an individual decision and are given directly to your Tour Director/Bus Driver at the end of the tour. You can find gratuity guidelines on our Travel Planning Hub at holidayvacations.com/travel-planning.

Special Requests – If you have specific requests such as airfare upgrades or special dietary needs and non-smoking, adjoining, or accessible rooms, they must be made upon booking. Room types are subject to confirmation and cannot be guaranteed. Requests for changes in flight schedules, early or extended hotel stays, or for other eligible components of the tour should be made prior to the final payment date. A nonrefundable 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 from suppliers.

Insurance – Travel insurance is incredibly valuable and important in today’s world, for all guests. We offer two optional, customized plans to protect your investment: our Trawick standard plan and Trawick Cancel for Any Reason premium plan. These provide coverage for trip cancellation, trip interruption, emergency medical and emergency evacuation/repatriation, trip or baggage delay, and more. You may view the policy at holiday.trawickinternational.com or request an insurance brochure in the mail, and you will automatically receive one with your first statement. If you would like to purchase the insurance, please contact us at 888-867-2190. Processing fees for a voluntary change in airport departure or for other requested changes are not covered by this insurance. Please Note: The standard insurance must be purchased on or before your final payment due date and the premium insurance must be purchased within 15 days of your deposit. A pre-existing condition waiver applies if the policy is purchased within 15 days of the initial trip payment, the full cost of the tour is covered, and the insured is medically able to travel at the time of plan purchase. For any policy or coverage questions, please contact Trawick International at 888-890-9278. The Travel Protection Plan is underwritten by Nationwide Mutual Insurance Company and its affiliated companies, One Nationwide Plaza, Columbus, Ohio, 43215.

Tour Documents – You will receive your Guest Travel Booklet roughly 21 days before your tour departure date. This includes information like your tour itinerary, hotel list, name badge, luggage tags, and more. All detailed tour information can also be found on your Guest Portal or your Holiday Traveler Mobile App beginning 21 days before your departure.

Other Terms – Holiday Vacations reserves the right to correct printing errors and make any changes in the itineraries, including dates, routings, hotels, or other features, before or during the tour, as necessary for a smooth and efficient operation.

Solo Travelers – Please tell us upon booking if you are interested in sharing accommodations with a fellow solo traveler at the double occupancy rate. We are happy to assist in finding a roommate, but the single rate applies if one is not found.

Triple & Quad – Inquire upon booking if you’re interested in a triple or quad occupancy rate. These rooms typically feature two double beds, with a rollaway or cot option if available at your request.

Minors – Children traveling on tour must be at least eight years old and accompanied
by an adult.

Real ID – Beginning May 7, 2025, all U.S. travelers ages 18 and older must be REAL ID compliant to board domestic flights. Learn more at tsa.gov/travel/security-screening/identification.

International Passport Requirements – Your passport must be valid for 6 months from your tour’s flight home date. It is Holiday Vacations policy that all international tours require a valid U.S. passport book. Passport cards are not advised.

Travel to Canada – Even with a valid Passport, Canada considers a person inadmissible if they have had a DWI, DUI, or OWI in the past 10-15 years. Other offenses such as multiple DUIs, theft, or assault can bar one’s admissibility for life. More information can be found at cbsa-asfc.gc.ca or through your lawyer. Holiday Vacations does not accept any responsibility and travel insurance will not cover losses due to inadmissibility or an individual’s legal status.

Train Routes & Schedules – Please note that train schedules and/or routes are subject to change by railroad passenger services. No liability shall be incurred by Holiday Vacations for subsequent changes.

Cruise Line Charges – Additional fees applied by the cruise lines are not included in your tour price. These fees include but are not limited to: daily service charge for cabin & wait staff, specialty restaurant cover charges, and optional shore excursions.

Photography & Video on Tour – Holiday Vacations reserves the right to take photographs and/or videos on any of its tours and to use such records for promotional and/or commercial purposes.

Insecticide Use On Aircraft – Some countries require aircraft to be treated with insecticide in order to protect agricultural, environmental, and public health. For more information, please visit transportation.gov/airconsumer/spray.

Responsibility – Tours are arranged and operated by Holiday Vacations, LLC. Holiday Vacations, 2727 Henry Ave., Eau Claire, WI 54701. Holiday Vacations and their agents act only as an agent for such other parties, firms, or corporations providing services herein. No liability shall be incurred by Holiday Vacations, their agents, presenters, or co-sponsors because of injury, loss, delay, or other complication experienced by tour participants. Holiday Vacations reserves the right to decline any person as a participant of our tours.

Persons Needing Special Assistance – Any person requiring additional assistance due to limited mobility or a disability should relay the information upon booking. We will make reasonable attempts to accommodate your needs, but we are not responsible for any denial of services by carriers, hotels, restaurants, and other independent vendors. Airport personnel can provide wheelchair assistance upon request. All travelers requiring assistance must be accompanied by a companion who is capable of and completely responsible for providing the necessary assistance. Holiday Vacations does not provide personal attendant services.

Activity Level – Evaluate if a tour is right for you by using our rating system which identifies a tour’s average activity level, ranging from “relaxing” to “very active.” All activity levels are relative to your individual mobility and fitness ability. We are unable to determine your travel health and fitness ability; please consult your doctor to evaluate your proper activity level. Learn more at holidayvacations.com/activity-levels.

Checked Luggage – You are allowed one piece of checked luggage per person that will be handled for you at hotels while you are on tour. Your checked luggage may not weigh more than 50 pounds with the total dimensions (length + width + height) equaling 62 inches. Please attach your own identification tag in addition to the Holiday Vacations luggage tag which will be included with your final tour documents. Luggage specifications are provided in your Guest Travel Booklet and on our Travel Planning Hub. Certain tours may have other specific requirements, or the option to bring additional pieces of luggage for an extra fee.

Carry-on Bags – In addition to your checked luggage, you may bring one carry-on bag and one personal item, such as a camera bag or purse, per person. These items are your responsibility to handle. For your convenience, the carry-on bag is intended to be used for items you need daily. If you bring a carry-on, please use a small day bag without wheels, such as a soft-sided backpack or tote bag, which would fit into the overhead bins of the motorcoach.

Guests must be able to navigate airports with their luggage, including a checked bag and carry-on until reaching the hotel. Additionally, the carry-on bag and personal items are your responsibility at all times.

Note: Though every effort will be made to safeguard your baggage, Holiday Vacations accepts no liability for loss or damage.

Hazardous Materials – Federal law forbids the carriage of hazardous materials aboard aircraft, in your luggage, or on your person. A violation can result in five years imprisonment and penalties of $250,000 or more (49 U.S.C. 5124). Hazardous materials include explosives, compressed gases, flammable liquids and solids, oxidizers, poisons, corrosives, and radioactive materials. Examples: Paints, lighter fluid, fireworks, tear gases, oxygen bottles, and radiopharmaceuticals. There are special exceptions for small quantities (up to 70 ounces total) of medicinal and toiletry articles carried in your luggage and certain smoking materials carried on your person. For the most current information visit www.faa.gov.

United States Tour Operators Association $1 Million Travelers Assistance Program – Holiday Vacations shares the coverage available under the USTOA $1 Million Travelers Assistance Program with affiliates of Xanterra Leisure Resort Holdings, who, as an Active Member of the 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 Holiday Vacations customers in the unlikely event of Holiday Vacations bankruptcy, insolvency, or cessation of business. Further, you should understand that the $1 Million posted by Xanterra Leisure Resort Holdings and shared among its affiliates may be sufficient to provide only a partial recovery of the advance payments received by Holiday Vacations. More details of the USTOA Travelers Assistance Program and a list of affiliates may be obtained by writing to USTOA at 345 Seventh Avenue, Suite 1801, New York, New York 10001, or by email at [email protected] or by visiting their
website at USTOA.com.