Departure Depot Terms and Conditions
TRAVELER-INITIATED CANCELLATIONS
- A “Grace Period” through the end of the next business day will apply if a reservation is confirmed 31 days or more in advance of the vacation start date. If cancellation is made within the Grace Period, the traveler will be refunded the full purchase price, including the fee for FLEX 75, if purchased.
- If the Grace Period has passed or does not apply, tours, cruises, resort stays, and other packages are non-refundable once full payment is made, except when FLEX 75 has been purchased.
All our custom-designed tours are negotiated and contracted with our suppliers. Tours are non-refundable at the time of deposit or full payment unless a grace period applies, otherwise noted below or outlined in our “FLEX 75” product.
“FLEX 75” is a required, low-cost tour add-on that provides a more flexible cancellation policy. FLEX 75 allows for 75% reimbursement of prepaid tour payments if travelers cancel their trip for any reason more than 72 hours before departure. NO QUESTIONS ASKED.
FLEX 75 TERMS AND CONDITIONS
The FLEX 75 add-on is a flexible cancellation enhancement and not a substitute for comprehensive travel insurance. We highly recommend travelers purchase a comprehensive travel insurance product in addition to the FLEX 75 flexible cancellation enhancement.
All prices, package inclusions & options subject to availability and to change without notice and additional restrictions may apply. Errors will be corrected where discovered, and Departure Depot reserves the right to revoke any stated offer and to correct any errors, inaccuracies, or omissions, whether such error is on a website or any print or other advertisement relating to these products and services.
FLEX 75 plans may be purchased at the time of deposit and/or full payment for the Once purchased, the FLEX 75 plan is non-refundable, has no cash value, and may be redeemed one (1) time. FLEX 75 plan is available for redemption only by the person(s) who booked the travel and is not transferable. All person’s ages 3 and over in the traveling party must purchase FLEX 75.
*Travelers must contact the Departure Depot via phone at least 72 hours prior to departure to request cancellation of the reservation. Upon cancellation, a refund will be issued to the original credit card used for the purchase and will include 75% of all amounts paid, except for the cost of the FLEX 75 plans. Please allow up to 4 weeks for the credit to post to your card account.
The Villages – Product Tour T&Cs
You acknowledge that any purchase you made through Departure Depot is subject to our Terms and Conditions and Booking Rules which are available here. In addition, any purchase is subject to the rules herein as well as any other terms disclosed to you throughout your booking process.
CANCELLATIONS BY THE COMPANY
The Company reserves the right to cancel or reschedule any trip departure for any reason, including insufficient demand, strikes, lockouts, riots, stoppage of labor or Force Majeure Event (see under “Force Majeure”).
The Company is not liable or responsible for any arrangements made independently of The Company. The Company assumes no responsibility for costs or fees you incur for independent arrangements not booked through The Company, inclusive of, but not limited to, airline, hotel, excursion, and travel protection related charges.
DEPOSIT REQUIREMENTS
A deposit is required to confirm a reservation unless the reservation is made on or after the final payment date (as defined below) for the tour package, in which case full payment is required. The deposit amount will be up to 50 percent (50%) of the tour package price per Guest (the “Deposit”), not including any optional add-ons. Deposits are non-refundable unless specifically noted otherwise.
Unless stated otherwise in your Guest Confirmation, full payment shall be due 120 calendar days prior to the tour commencement date (the “final payment date”), unless the reservation is made after the final payment date, in which case full payment will be due. Certain tours will require full payment prior to the 120 calendar days as stated above. Failure to strictly comply with the deposit and final payment schedules, or any other applicable policies and procedures, will result in the automatic cancellation of pending reservations and applicable fees will be assessed.
PRICING DETAILS
Once your deposit is received by Departure Depot, your tour package price is guaranteed for your party, except where price increases may result from increases in government taxes or fees. Guests added to your party after initial booking will be priced at the then-prevailing rate. All prices are subject to change without notice. A single supplement applies; please call us for details. Room configurations are subject to availability; please see “Note on Accommodations” in the corresponding description of each tour package for rooming information.
Prices shown are per person, based on two people sharing a room. Prices do not include airfare, except where noted on specific itineraries, and are subject to change without notice.
ELIGIBILITY AND FITNESS FOR TRAVEL
By booking your tour package, you represent and certify that you and all members of your traveling party have selected a tour that is appropriate to your abilities and interests. Please consult your doctor. We have the right, but not the obligation, to deny participation to any guest and to remove from any Tour, at the guest’s sole expense, any guest whose condition is such that he or she could create a hazard to himself or herself, the tour guides or other guests or otherwise impacts the enjoyment of other guests or disrupts the tour.
ITINERARY OR CANCELLATIONS BY US
We will make every reasonable effort to operate the tours as advertised; however, we and the tour operator reserve the right to curtail or modify the itinerary, or to substitute activities, hotels, meals, or transportation as we deem necessary. Please also note that during certain holidays and peak periods some activities may be disrupted or unavailable.
None of these modifications or changes shall affect the tour package price or entitle you to any credit or refund. We and the tour operators further reserve the right to reduce the number of tour guides and to modify other services to accommodate a smaller group, if a minimum number of guests is not reached. Similarly, the stated group maximum size may be marginally exceeded if necessary to accommodate a family. We and the tour operator reserve the right to cancel a trip at any time prior to its commencement for any reason, including if there are too few guests or the quality of the trip or the safety of the guests would, in our opinion, be compromised, such as may result from unforeseen circumstances (acts of God) or other circumstances beyond our reasonable control. . Departure Depot reserves the right to offer a Tour Credit Voucher for a cancelled tour that will be rescheduled at a later date.
PHOTOGRAPHY
By participating in a Departure Depot itinerary, you consent to have your name, face, likeness, voice, and/or appearance captured in any photographs and videotapes (or portions thereof) in any format, including, but not limited to, print, digital or film media now existing or hereafter developed, and you further acknowledge and agree that such photographs and videotapes (or portions thereof) may be shared with other participants on the tour.
SPECIAL ASSISTANCE AND REQUESTS
Certain itineraries may include activities that present challenges to or are not suitable for guests with special needs. We strongly recommend that guests requiring assistance be accompanied by a companion who is capable of, and responsible for, providing assistance. Neither we nor our Suppliers may physically lift or assist guests onto transportation vehicles or otherwise. Please contact us via phone to discuss your specific needs.
ACCURACY OF INVOICE DETAILS
You are responsible for providing and verifying full, complete, and accurate information for all participants and services at the time of reservation. Under no circumstances is The Company liable for any errors or omissions in the information provided to complete the reservation. If you do not notify The Company of any error within 5 days of making the reservation, you are solely responsible for all penalties assessed due to incomplete, erroneous or inaccurate details.
CANCELLATIONS & REFUNDS
Non-Refundable Ticket Disclaimer for Concerts and Sporting Events
Before purchasing tickets, carefully review your event and seat selection. Policies set forth by Event Providers generally prohibit us from issuing exchanges or refunds after a ticket has been purchased or for lost, stolen, damaged or destroyed tickets. For many events, certain tickets may be exchanged for tickets from us of equal or higher price. A per ticket exchange fee may apply. Exceptions include VIP, Platinum and other premium tickets, tickets purchased through resale, or tickets purchased with additional related items and/or bundled products. In addition, we may occasionally offer tickets at a discount after the original on sale date and will not refund the difference between the original price and the sale price. Seating maps are representative of a venue’s layout; however, they are subject to change at any time and refunds are not allowed if the map is updated or if additional seats/rows are added after purchase. There are no refunds, and ALL SALES ARE FINAL.
When events are officially postponed and rescheduled:
- We’ll email you when the details are confirmed.
- We’ll include any information we have on the rescheduled date in the email.
- Departure Depot isn’t responsible for event date changes. If you can’t attend the new date, you may resell your tickets and give someone else the chance to go.
- You agree that you will not attempt to evade, avoid, or circumvent any refund prohibitions in any manner with regard to tickets you purchased. Without limiting the generality of the foregoing, you will not contact us to seek a refund or exchange from us when we are prohibited from providing one by its clients, and you will not dispute or otherwise seek a “chargeback” from the company whose credit card you used to purchase tickets from the Site. Should you do so, your tickets are subject to immediate cancellation, and we may, in our sole discretion, refuse to honor pending and future ticket purchases made from all credit card accounts or online accounts on which such chargebacks have been made, and may prohibit future purchases from all persons in whose name the credit card accounts exist and any person who accesses any associated online account or credit card or who otherwise breaches this provision from using the Site.
SPECIAL NEEDS & PARTICIPATION REQUIREMENTS
Any special requirements or disabilities must be disclosed to The Company at time of reservation, or if such requirements arise after the reservation, as soon as such requirements are or reasonably should be known by the participant. If The Company has not received disclosure of requirements or disabilities that require reasonable accommodations for accessibility, and/or if your participation poses a threat to the safety or health to self or others, The Company may be unable to accommodate you for part or all of the Tour, Cruise or any services provided in connection with the Tour.
SUITABILITY & ACCESSIBILITY
Certain activities or venues may be limited or inaccessible to you if your mobility is limited in any manner. Many excursions and sightseeing events involve extended periods of walking and standing, often on uneven pavement or surfaces, and may include staircases, paths, walkways or locations that are narrow or inaccessible or of limited accessibility by wheelchair.
You are responsible for assessing if the itinerary is suitable for all participants on the reservation. We recommend you contact The Company prior to booking to determine what reasonable assistance might be available. The Company will make reasonable efforts to accommodate special needs but cannot guarantee that it can accommodate in all cases.
No refunds are provided for missed services or activities due to your inability to fully participate with the group if conditions requiring assistance are not known to The Company at the time of reservation or when reasonably known by the participant.
PERSONAL SERVICES
The Company does not provide personal services or individual assistants to trip participants. Our staff are not required or trained to assist with personal tasks. This includes eating, dressing, toileting, lifting or pushing a wheelchair, walking, getting on or off transportation, or other personal needs. If you need assistance, we strongly recommend you have a physically able companion accompany you.
SAFETY & MEDICAL CARE
Certain risks and dangers may arise beyond our control, including but not limited to:
- the hazards of traveling in undeveloped areas;
- travel by boat, train, automobile, aircraft, or other means of transportation;
- forces of nature;
- political unrest;
- acts of lawlessness or terrorism;
- accident or illness in remote regions without means of rapid evacuation or medical facilities.
The Company will not have liability regarding provision of medical care or the adequacy of any care that may be rendered. While The Company will use its best efforts to ensure that adequate measures are taken, by agreeing to participate in a trip and/or optional excursions, you agree that you will hold The Company harmless regarding any provision of medical care or the adequacy of any care rendered.
The Company is not responsible for such risks and dangers that may arise beyond our control. Payment of your deposit indicates you accept these risks and dangers and agree to hold The Company harmless for such.
MEDICAL PERSONNEL
No medical personnel travels with your group or is present on any transportation provider. The Company cannot guarantee the availability of medical facilities or for the quality of the care or services. Any medical attention you require while traveling with The Company must be sought through a local medical facility, if/when available, for diagnosis. All related charges are at your expense.
HOTEL CHANGES
Hotels are not guaranteed. The Company reserves the right to substitute hotels of similar standards at our discretion. No refunds are provided for hotel changes. Should you wish to cancel your reservation because of a hotel change, full penalties apply.
CHECK-IN TIMES
The Company does not secure early check-in. Check-in times vary worldwide and are solely the discretion of the hotel. If offered, you may inquire about early check-in when you arrive and pay the hotel directly for this service.
TRANSPORTATION
Transfers are provided by independent third-party transportation companies.
Airport transfers are often group transfers operated by motorcoach and may have pre-set departure times. The Company is not responsible for flight delays, delays in immigration or customs, delays due to lost baggage, or for any reason beyond our control if you miss your transfer. Missed transfers are non-refundable.
MOTORCOACH SAFETY
You are responsible for wearing your seatbelt when provided. The Company and Suppliers are not liable for any injury, loss, damages, fines, claims, or death resulting from any accident or incident if you were not wearing your seatbelt at the time of the accident or incident when the motorcoach was equipped with them.
You are responsible for following the safety instructions provided to you. You are responsible for regulations for safety when accompanying minors. The Company does not provide child safety devices.
CLAIMS OR COMPLAINTS
Any complaint or claim involving the trip services offered by The Company or involving the negligence of any suppliers, sub-contractors, or agents in relation to any service provided to you must be notified to the Tour or Cruise Director immediately while on trip.
Written notification to The Company may be submitted to the address listed on our website and must be received within 30 days of the trip completion, except where such limitations are prohibited by law.
RIGHT TO ACCEPT OR REJECT
The Company reserves the right to accept or reject any person as a trip participant; to expel any participant from the trip; to make changes in the itinerary whenever The Company deems it necessary for the comfort, convenience, or safety of the participants; and to cancel a trip at any time.
RESPONSIBILITIES
THE COMPANY
Florida Travel Brands LLC. located 109 Orange Ave. Leesburg, FL 34748, is an independent company (“The Company”) licensed to market and distribute travel products under the Departure Depot brand names, and arrange for the trip services, including transportation, sightseeing, and accommodations through independent contracts.
INDEPENDENT CONTRACTORS
Air carriers, accommodations, and other suppliers (including but not limited to suppliers of trains, cruises, ferries, motorcoaches, hotels, excursions, and restaurants) providing services are independent third-party contractors and are not agents, employees, servants, or joint ventures of The Company or its affiliates. From time-to-time, and for the purpose of identifying those independent third-party suppliers of services as the provider of a component or part of a cruise, package or tour, some or all of those entities may utilize the name “Departure Depot” on promotional media, signage, or attire. Although you may see The Company name on vehicles, signs, apparel, or elsewhere during your cruise, tour, or excursion, its use by third-party suppliers is solely for the purpose of identification and does not represent or signify in any way ownership, management, supervision, direction, or control by The Company of services that are provided by independent third-party suppliers or of the employees, servants, or agents of the third-party suppliers. All certificates and other Travel Documents for services issued by The Company are subject to the Terms & Conditions specified by the supplier, which are available upon request, and to the laws of the countries in which the services are supplied.
SERVICE RESPONSIBILITY
After departure, if the Services included in the trip cannot be supplied or there are changes in an itinerary for reasons beyond the control of The Company, depending on the circumstance, The Company will take reasonable action to arrange for the provision of comparable services. Any resulting additional expense will be the responsibility of trip participants, and any resulting savings will be refunded by The Company to trip participants.
RIGHT TO ACCEPT OR REJECT
The Company reserves the right to accept or reject any person as a trip participant; to expel any participant from the trip; to make changes in the itinerary whenever The Company deems it necessary for the comfort, convenience, or safety of the participants; and to cancel a trip at any time.
LIABILITY
The trip participant agrees that neither The Company nor its affiliates shall be liable for any damage, loss (including personal injury, death, and property loss), or expense occasioned by any act or omission of any supplier providing services, any insurer or insurance administrator under the Travel Protection plan, or any other person.
DISPUTES
Any dispute between the trip participant and The Company, directly or indirectly relating to the Terms & Conditions and/or to the trip undertaken, shall be first submitted to mediation in Orlando Florida, before a mediator mutually agreed to by the parties.
ARBITRATION
Arbitration against The Company or the trip participant must be invoked in writing within 12 months after the date of completion of the trip and not later. Neither of the parties nor any affiliate of the Company shall in any case be liable for other than compensatory damages, and they hereby waive any right to claim punitive damages. Florida law governs this contract and all arbitration or other proceedings arising out of or related to this agreement.
Any action to enforce any arbitration decision shall be brought only and exclusively in the state or federal courts in the State of Florida, USA.
COMPANY REPRESENTATION
No person, other than an authorized representative of The Company by a document in writing, is authorized to vary, add, or waive any Term or Condition on its brochure or website, including any term or condition set forth in the preceding provisions.
Credit Vouchers Terms & Conditions
The following terms and conditions apply to Credit Vouchers:
Value: The face value of vouchers may be applied to the purchase of any ticket for passenger travel within Florida Travel Brand’s family of companies. It is valid for payment of published tours only. It may not be used to pay other fees relating to passenger travel. It has no cash value.
Validity Period: Voucher is valid for one year from date of issue. Validity period will not be extended unless expressly stated by company.
General rules
Vouchers are provided for U.S. customers only.
Vouchers are non-refundable, non-transferable, non-returnable, may not be redeemed for cash, check or credit (except where required by law) and have no implied warranties, including warranties of merchantability or fitness.
Vouchers are void if bought, sold or bartered, advertised for sale, or used for commercial or promotional purposes.
We won’t replace Vouchers if lost or stolen. This may include inadvertent deletion, forwarding or access of the email containing your Voucher number. Please guard the Voucher number as you would cash.
Except where prohibited by law, we reserve the right to refuse, void, cancel, reject or hold for review any Vouchers mistakenly issued in an incorrect denomination, or issued or obtained, directly or indirectly, in connection with fraudulent actions, fraudulent claims, compensation abuse or in connection with any violation of these terms and conditions.
Waiver & Release
DISCLAIMER OF LIABILITY – This travel wholesaler is acting as a mere agent for suppliers in selling travel-related services, or in accepting reservations or bookings for services that are not directly supplied by this travel agency (such as air and ground transportation, hotel accommodations, meals, tours, cruises, etc.). This agency, therefore, shall not be responsible for breach of contract of any intentional or careless actions or omissions on part of such suppliers, which result in any loss, damage, delay, or injury to you or your travel companions or group members. Unless the term “guaranteed” is specifically stated in writing on your tickets, invoice, or reservation itinerary, we do not guarantee any of such suppliers’ rates, bookings, reservations, connections, scheduling, or handling of personal effects. Departure Depot or it’s affiliates shall not be responsible for any injuries, damages, or losses caused to any traveler in connection with terrorist activities, social or labor unrest, mechanical or construction failures or difficulties, diseases, local laws, climactic conditions, criminal acts or abnormal conditions or developments, or any other actions, omissions, or conditions outside the travel agent’s control. Traveler assumes complete and full responsibility for, and hereby releases the agent from any duty of, checking and verifying any and all passport, visa, vaccination, or other entry requirements of each destination, and all safety or security conditions at such destinations, during the length of the proposed travel. By embarking upon his/her travel, the traveler voluntarily assumes all risks involved in such travel, whether expected or unexpected. Traveler is hereby warned of such risks and is advised to obtain appropriate insurance coverage against them. Traveler’s retention of tickets, reservations, or bookings after issuance shall constitute a consent to the above, and an agreement on his/her part to convey the contents hereto to his/her travel companions or group members.
WAIVER AND RELEASE- By purchasing ticket(s) through Departure Depot and/or by participating on a tour you affirm that you and tour attendees accompanying you fully understand and agree to the following Participant Waiver & Release of Liability and Terms & Conditions. I acknowledge, attest, agree and represent as follows:
I represent that I am in good health, in proper physical condition, and capable of walking long distances outdoors. I am encouraged to wear proper clothing, use sunscreen, and stay hydrated throughout the tour. I am sufficiently self-aware to stop physical activity before I become ill or injured.
If while on the tour I begin to feel faint or nauseous, I will notify the tour guide and seek medical attention if necessary. I understand that my safety is my sole responsibility. I understand while on the tour I may become injured or harmed. I assume sole responsibility for this risk and release Departure Depot from all liability or damages resulting from my participation.
I understand and agree that the tour leader reserves the right to disqualify anyone at any time during the tour if he or she feels the tour participant is incapable and/or if a tour member’s continued participation will jeopardize the individual involved or the group. Refunds are not given under such circumstances.
I waive liability and release Departure Depot, its affiliates, owners, vendors, operators, agents and employees from any and all actions, suits, claims, controversies, damages, judgments and executions whatsoever, in law or in equity, direct or indirect, known or unknown, foreseeable or unforeseeable, which I may have or acquire, arising from, concerning or related to entry in, travel to or from and/or participation in Departure Depot events.
I agree that Departure Depot is not liable for delay or cancellation resulting from acts fire, natural disaster, strikes, or civil disturbance.
I agree to grant to Departure Depot an irrevocable, sub-licensable, non-exclusive, perpetual, royalty-free right to use my photographic, video and digital likeness as well as any content submitted via website(s) or electronic mail, solely for our promotional and/or commercial purposes without further obligation or compensation.
This Participant Waiver & Release of Liability and subsequent Terms & Conditions shall be construed in accordance with, and its validity and effect (including any claims for breach of any of the terms thereof) shall be governed by the laws of the State of Florida, and this Participant Waiver and Release of Liability and subsequent Terms and Conditions contains the entire understanding and the agreement of the parties hereto and supersedes all other written and oral exchanges, arrangements or negotiations among them, whether written or oral, concerning the subject matter hereof.
Any dispute related in any way to your use of company website or participation on a tour through Departure Depot shall be submitted to confidential arbitration in Orlando, Florida and governed by the laws in the State of Florida. Arbitration under this agreement shall be conducted under the rules then prevailing of the American Arbitration Association. The arbitrator’s award shall be binding and may be entered as a judgment in any court of competent jurisdiction.
I do hereby release and agree to hold harmless Departure Depot, its affiliates, owners, vendors, operators, agents and employees from any and all liability associated with the above representations and agreements. In addition, participation in this tour is at my sole risk, and I agree to release, discharge, defend and indemnify against, any and all liability, whether caused by willful or negligent conduct, Departure Depot its affiliates, owners, operators, agents, and employees from any claims, actions and liabilities for injury (including death), illness and property losses, theft or damages to myself and those participating in the tour with me. This release shall extend to and include any person/entity acting through or on my behalf.