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Travel to the VGIF / IFUWA Conference - India, November 2009 |
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Make Your Travel Simple, Improve Networking, and Help Support the Conference!
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Payment Terms Travel Package costs are subject to availability at the time of booking. Reservations shall be processed on a first-come-first-served basis.
Delegates will be asked to confirm their bookings with a $500
deposit upon registration in order to
block space. Further payment terms are as follows: The specific amount due, as well as the payment instructions, will be included in the confirmation email you will receive upon submitting your reservation. Note: As part of the processing fee, each participant in the Travel Packages will be making a contribution to the Virginia Gildersleeve International Fund (VGIF). Payment options:
Cancellation by Participant If Participant desires to cancel his or her Travel Package reservation for any reason, he or she shall provide signed, written notice prior to departure. In the event of cancellation, Participant shall notify the insurance company (if applicable) to obtain any available refunds: Travel Insured International (www.travelinsured.com, 1-800-243-3174). FAF shall retain the following cancellation fees:
In the event the Participant cancels, he or she may present a replacement Participant ("Substitute") whose acceptance will be at the sole discretion of FAF, and will be subject to VGIF registration rules governing members’ participation in the events. Qualified Substitutes must hold a valid acceptance letter to the Conference and Friendship Tour to India and Nepal to be considered by FAF; FAF will seek immediate approval for changes involving the replacement of qualified substitutes. If VGIF approves the Substitute, the Substitute will be charged any applicable air or land costs plus an administrative fee of $85. In FAF agrees to waive Participant’s cancellation fees. In the event the Participant cancels for reasons of verifiable illness and no qualified substitution is made, the participant should contact Travel Insured International (www.travelinsured.com, 1-800-243-3174). Cancellation by FAF FAF reserves the right to cancel the FAF Travel Package for any reason and at any time, in which case a full refund shall be made for any FAF Travel Package services not already provided, including the Tour Participant Contribution and Processing Fee. However, in the event FAF cancels the FAF Travel Package for just cause, Section G hereof shall apply and FAF shall be obligated only as provided in Section G. “Just cause” shall include but not be limited to acts of God, strikes, weather, war, crime, sickness, threats of terrorism per Department of State Advisories, or other events that FAF reasonably determines would result in unsafe or unacceptable travel conditions. Cancellation after Beginning of Conference and Non-utilization If Participant cancels after the beginning of the Conference and Friendship Tour to India and Nepal or while the Conference is in progress, Participant agrees that FAF shall not be responsible for any refunds whatsoever. Participant further agrees that no refunds shall be made by FAF whatsoever of fees for services, accommodations, or other items agreed upon herein if for any reason such services, accommodations or other parts of the FAF Travel Package are provided as agreed upon herein, but not utilized by Participant. Modification The terms of this Agreement, including the FAF Travel Package and costs, may be reasonably modified by FAF if FAF's anticipated expenses are affected by unforeseen monetary fluctuations, changes in the costs of services and accommodations, changes in transportation tariffs, or other circumstances beyond FAF’s control. Limitation of Liability In the event that transportation services, accommodations, meals, or any other part of the FAF Travel Package are delayed, postponed, canceled, or otherwise not provided, FAF's liability is limited to the provision of such substitute or supplementary services and/or accommodations as can be secured or provided at no additional cost to FAF after its best efforts. Alternatively, subject to FAF's sole discretion, FAF may refund to Participant the full amount that FAF is able to obtain from the service provider of the lost services. Excess Luggage The FAF Travel Package shall include transportation of a limited amount of personal baggage for Participant, except that Participant shall be responsible for any charges assessed by airlines or other carriers for baggage items and weight in excess of the usual limits imposed by such carriers. It is the responsibility of Participants to contact the airline(s) listed on their final itinerary to determine and comply with current free baggage allowances and airline regulations. Participant is hereby advised that costs incurred in the shipping and transportation of any additional equipment or other materials Participant may bring along during the Conference is the responsibility of the Participant and is not included in the FAF Travel Package cost. Property Damage FAF shall not be responsible for any property belonging to the Participant that is lost or damaged during the course of the Conference. Further, Participant acknowledges that Participant is responsible for any and all claims made against FAF, its agents and representatives, for damage to property caused by Participant during the Conference. (See Appendix for included baggage insurance coverage and limits.) Waiver of Liability FAF includes limited personal travelers insurance in the cost of each of its Travel Packages. Beyond that, Participant agrees that FAF shall not be responsible for, and Participant hereby waives any claim against FAF for, and releases FAF and VGIF from, any liability of any nature whatsoever for loss (including additional expenses caused by delays and/or changes in transportation or other services); damages (including consequential damages); or injury to property or persons due to any cause whatsoever; including, without limitation, any act, omission or negligence of any hotel, airline, bus company, railroad, owners, or contractors providing accommodations or other services, occurring during the duration of the Conference, except for claims based on the willful misconduct and/or gross negligence of FAF. Nor shall FAF or VGIF be responsible for any loss, cost, damage, injury, delay or expense arising from acts of God, strikes, weather, war, civil disorder, crime, sickness, or other events beyond the control of FAF. Any loss or expense arising from the above contingencies shall be borne solely by the Participant involved. Extent of Liability Under no circumstances whatsoever will FAF be liable to the Participant for any amount exceeding the total cost of the Travel Package. Tax refunds As stated in the Participant Letter of Agreement, the cost of FAF Travel Packages includes a $200.00 non-refundable Tour Participant Contribution and Processing Fee for each Participant. A portion of this fee constitutes a contribution to FAF, and is tax-deductible for the Participant. A portion of this fee represents a contribution to the VGIF to support the conference and its continuing efforts on behalf of all affiliates. Donors will be acknowledged upon request to FAF after the completion of the Conference. On Site and Online Representation FAF will have a representative at the Conference and Friendship Tour to India and Nepal. At any time after contract signing and prior to the Conference, Participants will be able to access their itineraries and all critical information online, at a password secured site as well as directly by e-mail and toll free phone number in the United States. Deviations from Default Travel Package Participants requiring customized travel arrangements are hereby advised that, if such arrangements can be made, Participants will be subject to the following restrictions:
Credit Card Payments FAF accepts credit card payments from MasterCard, Visa, and American Express accounts; a 5% service fee will apply.
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