Terms & Conditions
- Passport/visas: A valid passport is required for U.S. citizens leaving the country. Usually, it must be valid for six months after your return. Some destinations require visas. If visas are required, we will send instructions and forms. Passengers must ensure that they obtain all the necessary documentation and visas prior to departure. The Society of International Railway Travelers (IRT) assumes no responsibility for passengers refused entry into a country for incorrect documentation. Any repatriation charges will be the responsibility of the passenger. It is your responsibility to check your visas to ensure that they have been issued properly with your correct name and entry and exit dates.
- Minimum Participants: Most tours must have a minimum number of passengers. If the number of passengers drops below the minimum number required, CTC and our suppliers reserve the right to increase the cost of the tour or to postpone the tour until a future date, usually the latter. Make sure any air tickets you arrange are fully refundable and/or changeable. CTC cannot take responsibility for changes or cancellations in air ticketing before 90 days prior to departure.
- Prices: In order to keep rates as low as possible, we do not build in a cushion to cover possible increases due to currency fluctuations or fuel costs. As currencies fluctuate around the world and fuel-cost increases may occur, it may be necessary for us to initiate a rate surcharge at any time before departure. In trips where U.S. dollar rates are estimated, the exact tour cost will be dependent upon the value of the dollar on the date payment is due.
- Price does not include: Airfare (unless otherwise noted); passport/visa fees; laundry; phone calls; meals and alcoholic beverages not specifically listed; optional excursions; services other than those specifically listed; accident, sickness, trip cancellation/interruption and/or baggage insurance; and excess baggage charges. It does not cover gratuities for your tour leader or for overnight train/cruise staff, which are optional and at your discretion.
- Extra charges/fees: In order to provide extraordinary personal service, some extra charges may apply. There is no charge if you are ordering a pre- or post-tour hotel night at our tour hotels. Bookings within 90 days require a $100 late-booking fee and final payment in full. Subject to additional fees are: air ticketing, $100 per person; point-to-point individual rail reservations or online hotel reservation, $30 per booking; completing an insurance refund request form (non-Travelex), $100. After extra services are confirmed and a deposit accepted, we understand changes in your travel plans may occur. We will make the first customization at no charge (unless charged by the supplier). All subsequent amendments to your land or air program will accrue a charge of $75 per amendment plus any fees charged by suppliers. Amendments within 90 days of departure will be $100 per change plus penalties from the supplier. If we are required to ship final documents outside the continental U.S., an additional shipping fee may apply (rates depend on destination).
- Baggage: Baggage is taken at owner's risk throughout the trip. Baggage insurance is strongly recommended (included in Travelex policy). Please note that baggage limitations vary from country to country. Luggage handling on our trips is limited to one larger bag and one carry-on. Check with your airline for weight and size limitations. Private transfers and baggage handling to/from the airport (when not included) can be arranged.
- Photography: CTC reserves the right to take photographs during any tour or part thereof, and use the resulting image for publication, including promotional purposes in any of our publications or website. By booking a tour with CTC, participants agree to allow their image to be used for such purposes; participants who prefer that their image not be used must inform our office, in writing, upon booking.
- Medical: You must report any physical or mental condition that may require special attention in writing at the time of booking. All Society trips require walking on the trains/ships and during tours. You must let us know, for example, if you have asthma, use a cane or wheelchair. This allows us to plan for your needs if it is possible to do so. On some tours, it will not be possible. Most rail programs, many of them on antique trains with narrow corridors, are not wheelchair-accessible; some tours are not suitable for people with certain heart or lung conditions because of altitude. Please inquire. We will assist in finding a holiday suitable to your situation. Passengers should check with their doctors before departure as to which inoculations are considered necessary or recommended for your destination. Flexibility, a sense of humor and the ability to walk at least a mile a day unassisted will be essential. The tour leader, train or cruise manager has the right to disqualify any participant at any time during the tour if he/she feels the participant is physically incapable and/or if a participant’s continued participation will jeopardize in any way either the individual involved or the group or staff. There will be no refund given under these circumstances and return travel will be at the participant’s expense. If your health changes after booking, and you do not inform us, or you are not truthful about your fitness for a tour, you are subject to removal from the tour on your own arrangements. You will not be allowed to book another IRT journey. No refunds will be given under these circumstances.
- Behavior: Passengers are expected to behave in a courteous manner toward IRT staff, other passengers, train staff and any person with whom we have contact during our tour. Courtesy includes dressing appropriately throughout the tour. If a passenger behaves, in the opinion of our tour leader or train manager, in a way likely to disrupt the enjoyment or endanger the safety of other passengers, the tour leader or train manager reserves the right to terminate said passenger’s holiday arrangements, without notice. The passenger will have to make his own arrangements to return home at his own expense. No refunds for the untraveled portion of the tour will be entertained. The right is retained to refuse any application for reservation(s), cancel any reservation(s) or decline to accept or retain any person as a member of the tour group at any time.
- Acceptance of terms: Payment of a deposit or final payment by check or credit card indicates that tour participants have read and accepted all stated CTC terms and conditions and agree to abide by them.
- Optional Activities that may be Dangerous: Depending on the itinerary you have selected, optional activities furnished by independent suppliers will be available at some of the places you will visit. Some of these activities carry with them the inherent risk of serious personal injury. These activities include, but are not necessarily limited to: walking safaris; horseback/elephant back/camel safaris; canoe/boat trips, white-water rafting and river cruises; locomotive foot-plate rides, cab rides or photo run-bys; helicopter rides; scuba diving; shark diving. You should be aware that your safety cannot be guaranteed. Should you elect to participate in such activities while you are on tour, you are of course, free to do so. However, you must understand that such participation will be at your own risk, and that IRT and HPC assume no responsibility for your safety.
