Tour Contract

General: Upon full payment of the tour price by the participant, Image Tours, Inc., 2828 Kraft Ave. S.E., Grand Rapids, MI 49512, Ph: 616/957-1010, Fax: 616/957-0103, hereinafter referred to as Image Tours, agrees to secure the services specified in this brochure, subject to the terms, conditions, and limitations contained in this contract. The participant agrees that if there are any corrections or changes, the correct information will prevail.

Included: Click Here to view 'Included Features'.

Not Included: All costs not included with the 'Included Features'. For example: fees and charges for laundry, beverages (except coffee, tea, or milk with breakfast or when expressly specified), travel insurance, optional excursions, passports, visas, inoculations, postage, phone calls, any items of a personal nature, or any other items or services the inclusion of which has not been expressly specified in this brochure. Also not included are any fees associated with (or in connection with) air transportation, including but not limited to seat assignment fees and baggage fees.

Airlines, Tour Managers, Drivers, Accommodations: Image Tours strives to coordinate a pleasurable and memorable trip for all of its customers, but it must be remembered that all aspects of the tour, including but not limited to travel, accommodations and services, are furnished by independent companies which are not under the direct control of Image Tours.

Driver/Tour Manager: As a general rule, Image Tours secures both a driver and a tour manager for tours. Under certain circumstances, Image Tours may have the driver double as the tour manager.

Itinerary Deviations: Due to special circumstances (including but not limited to holidays, special events, seasonal schedule changes, weather, traffic delays and itinerary adjustments), some sights and stores may have limited hours or may not be available. Under such circumstances or toward the improvement of the tour experience, Image Tours and the tour manager reserve the right to make changes in the itinerary or sights, at their sole discretion.

Reservations: Image Tours requires a signed Reservation Application and deposit for each participant within one week from the date the participant makes his/her reservation. A signed Reservation Application means that the participant has reviewed this Tour Contract and agrees to abide by its terms and conditions. Each participant must provide his/her signed Reservation Application and a non-refundable deposit of $250 per person, plus the insurance premium if participant purchases the travel insurance offered by Image Tours, to the travel agency whose name and address appear on the Reservation Application. Full payment is required for new reservations made within 100 days prior to departure.

Final Payment: Final payment must be received by Image Tours at least 90 days prior to departure. Please Note:

  1. After initial deposit, Image Tours accepts only one payment per person (one agency check, one credit card number or one wire transfer). No split or partial payments will be accepted.
  2. Image Tours accepts Visa, Mastercard, or Discover when the card holder is a traveler on the same tour and date.
  3. Up to 90 days prior to departure, participant's travel agency may, at its sole discretion, accept payment by check, which must be made payable to the travel agency. Within 90 days prior to departure, participant must pay by Visa, Mastercard, Discover, or wire transfer.
  4. In case of late payment, your travel agency may charge you for express mailing payments or documents.
  5. Image Tours reserves the right to cancel a reservation for which it has not received payment by the due date, or when a check is returned due to insufficient funds. Cancellation penalties will apply.

Price Guarantee: Image Tours will guarantee the Tour Only price after receiving the deposit and completed Reservation Application. Image Tours guarantees the Tour and Air Inclusive price after the reservation is paid in full. In order to guarantee the air price, Image Tours must have the flexibility to issue the air tickets any time after final payment. Subsequently, if a participant needs to cancel or make a change after the final payment, he/she will be responsible for the cancellation penalties stated under 'Cancellations'.

Air Schedules: Prices are based on Economy Class fares. Air schedules will be provided after the Tour and Air Inclusive reservation is paid in full and tickets are issued. Some flight schedules require a transfer between La Guardia (LGA) Airport and New York (JFK) Airport. These transfers are not included in the tour price. Image Tours is not responsible for overnight stays or independent transfers occasioned by airline schedules or delays. Airline baggage fees are not included and must be paid at the airport if charged by the airlines. Frequent Flyer Miles, luggage transfer service between flights, and pre-assigned seats may not be available. Air schedules are subject to change at any time, and tour participants who cancel due to changes in airline or changes in flight schedule will be responsible for the penalties stated under 'Cancellations'. A participant wishing to request a specific schedule, airline, or upgrade must ask his/her travel agent to check the cost and availability prior to final payment. The participant will be responsible for any price increases, change fees, penalties, and airport/hotel transfer costs, as applicable. A participant should always check with his/her travel agent before purchasing an air ticket from another source. Image Tours does not recommend issuing air tickets until 75 days prior to departure. ImageTours shall not be held liable for any penalties incurred from the cancellation or change of an air ticket purchased through another source, regardless of the reason.

Change Fees: After Image Tours receives the deposit, all changes, including but not limited to departure/return date (when the tour date remains the same), departure/return city in U.S., arrival/return city in Europe, ‘Tour & Air Inclusive’ to ‘Tour Only’ and vice versa, and spelling of participant’s name, are subject to availability and acceptance by Image Tours. Changes must be submitted in writing, and if confirmed by Image Tours, the following change fees will apply, in addition to any applicable increase in participant’s price

1) Prior to final payment, $100 per person.
2) After final payment, all changes are considered a cancellation and a new booking and are subject to the Image Tours ‘Cancellations’ policy.
Note: Tour changes (to a different tour date or itinerary), or name changes (substitutions) are always considered cancellations/ new bookings and are subject to the Image Tours ‘Cancellations’ policy..

Cancellations: Image Tours must receive written notification of cancellation. The date such notification is received by Image Tours will determine the applicable cancellation penalties. The following cancellation penalties apply and will be retained by Image Tours:

  1. More than 50 days prior to participant's scheduled departure date,
    a. Prior to final payment, $250 per person.
    b. After final payment, $250 per person plus all costs associated with the air transportation.
  2. From 49 days to 1 day prior to participant's scheduled departure date,
    a. Without a medical statement, 50% of the total tour price plus all costs associated with the air transportation.
    b. With a valid medical statement (see 'Medical Statement Requirements'), 30% of the total tour price plus all costs associated with the air transportation.
  3. Scheduled departure date and after, no refund.
  4. No refund will be issued for any unused portion of a tour.

  5. Note: In case of cancellation by one of two persons sharing a room, a change to a single room for the remaining participant is subject to availability and confirmation by Image Tours. In most cases, it will not be possible to confirm a change to a single room within 50 days prior to departure. If Image Tours is able to confirm a single, the remaining participant must pay the applicable single supplement.

Travel Insurance: For coverage of cancellation penalties or missed days of the tour due to covered reasons, Image Tours highly recommends travel insurance. Please note that many health insurance providers do not cover customers while traveling outside the USA. Look for travel insurance that includes travel accident and sickness coverage as well as Emergency Assistance. Image Tours also recommends purchasing baggage insurance. Ask your travel agency for travel insurance options or consider the travel insurance offered by Image Tours, referred to as ‘Travel Protection Plan'. The Travel Protection Plan premium is nonrefundable.

Medical Statement Requirements: To be eligible for the refund provision under section 2) b of the above 'Cancellations' policy, it is your responsibility that Image Tours receives a valid medical statement within six weeks of the date you were scheduled to leave. If, for any reason, Image Tours does not receive a valid medical statement within six weeks of the date you were scheduled to leave, your cancellation will be processed in accordance with section 2) a of the above 'Cancellations' policy. A valid medical statement must meet all the following criteria:

  1. Typed or legibly written on the letterhead (including the address and phone number) of an attending licensed physician (M.D.).
  2. Signed by the physician.
  3. State specific dates the passenger is unable to travel. These dates must include the scheduled travel dates.
  4. State a specific, medical reason why the passenger was unable to travel, due to the illness of the participant or participant's travel companion. In case of death of the participant or participant's travel companion, or a member of participant's immediate family, namely, spouse, child, brother, sister, parent, in-law, grandparent, or grandchild, a copy of the death certificate is required.


'Baggage Allowances'

28" x 18.25" x 11.25" (57.5" linear)
28" x 21" x 10.5" (59.5" linear)
29" x 20" x 10" (59" linear)
29" x 20.5" x 12" (61.5" linear)
29" x 21" x 11" (61" linear)
29.5” x 22.5" x 10" (62" linear)

Baggage space on the coach is limited, and we cannot comfortably accommodate more baggage. In fairness to all passengers, our tour managers are instructed to direct any participant with a suitcase exceeding the allowance to purchase a replacement bag on Day 2 of the tour and to leave the oversized bag behind or ask the hotel to ship it back home, entirely at the participant’s own expense. If there is room on the motor coach for the oversized luggage, the tour manager may allow the oversized luggage on the motor coach, in which case the tour participant must pay the foreign currency equivalent of US$5.00 per day to the tour manager at the beginning of the tour. If luggage weighs more than 50 lbs., the tour participant will be required to carry his/her own luggage between the motor coach and hotel room.

  1. Suitcase - Motor Coach Allowance:

    Each participant on the tour is entitled to one suitcase on the motor coach. The suitcase cannot exceed 62 total linear inches (length + height + width, excluding wheels and handles), cannot exceed 12 inches on the shortest of the three measurements, and cannot exceed 50 lbs. (23 kgs.) in weight. This applies throughout the tour (please be considerate of the drivers and porters) and on your return trip as well (plan for shopping by packing lighter before you leave home).
  2. Suitcase - Airline Allowance:
    Airline baggage allowances may differ from the ‘Motor Coach Allowance’. Airline baggage fee policies are changing frequently and are inconsistent between carriers. Airline baggage fees are not included and, if charged, the passenger is responsible to pay any applicable baggage fees directly to the airline at time of check in. To minimize (and possibly avoid) baggage fees, Image Tours recommends you follow the same checked baggage allowance for air travel as outlined for the motor coach (#1 of this section), namely one suitcase not to exceed 50 lbs. and 62 linear inches.
  3. Carry-on Allowance:
    Each passenger is entitled to one carry-on. The carry-on may not exceed 15 lbs. and must fit in the space under your seat on the motor coach. This space measures 17” x 14” x 8”. In addition, each participant may carry a coat over their arm, a camera or small purse over their shoulder, and a magazine or book in their hand. Any carry-on item that does not fit under the seat of the motor coach will need to be carried on the tour participant’s lap or used as a footrest while on the motor coach. For your comfort, we strongly recommend consolidating your carry-on items within the measurements of 17” x 14” x 8”.


Baggage Loss or Damage: Baggage loss or damage sustained while in the custody of an airline, hotel, bus company, or transfer company is not the responsibility of Image Tours. Airline liability for passengers’ baggage is stated on the passenger contract included in the Trip Documents Packet, or a statement can be found on file for inspection at the offices of the airline or on the airline’s website. The airline’s liability shall in no event exceed the actual loss incurred by the passenger, subject to proof of the amount of the loss.

What to do in case of damage or loss by an airline: The participant must report the loss or damage immediately (while still at the airport) to the airline in question for two reasons:
a) Most airlines require immediate claims or they will not accept them.
b) Insurance companies have the right to void any claim that is not reported immediately

Responsibility of the Airlines: The airlines are not held responsible for any acts, omissions, or events during the time the passengers are not on board their aircraft or conveyances. The passenger’s contract in use by the airlines, when issued, shall constitute the sole contract between the airline and the passenger. Any and/or all transportation companies shall have or incur no responsibility for liability to any traveler aside from their liability as common carriers. Services performed and tickets issued by the air carrier are subject to rules and regulations relating to liabilities established by the Warsaw and Montreal Conventions and the terms and conditions of the airline contract.

Hazardous Materials Notice: 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 toilet articles carried in your luggage and certain smoking materials carried on your person. For further information, review the prohibited items webpage on the TSA website: www.tsa.gov.

Cancellation by Image Tours: Image Tours reserves the right to cancel a tour at any time for any reason, and its liability shall be limited to a refund in full of only those moneys it has received from or on behalf of the participant. If the air ticket is purchased through any source other than Image Tours, it is the purchaser’s responsibility to become familiar with the penalties and restrictions. In the event of a cancellation or date change, Image Tours shall not be held liable for any penalties incurred from the cancellation or change of the air ticket. Therefore, we recommend tickets not be issued until 75 days or less prior to departure. Cancellations by a group, due to insufficient group participation or for any other reason, will be subject to the penalties outlined under Cancellations.

Responsibility: Image Tours, Inc., its employees, shareholders, subsidiaries, affiliates, officers and directors (collectively “Image Tours”) does not own or operate any entity which is to provide or does provide goods or services for your trip, including, for example, lodging facilities, transportation companies, local ground handlers, tour operators, food service or entertainment providers, etc. As a result, Image Tours is not liable for any negligent or willful act or failure to act of any such person, or of any other third party not under its control. Without limiting the foregoing, Image Tours accepts no responsibility for any risk or resulting injury, delay, inconvenience, damage, or death which results from criminal activity, accidents, disease, epidemics or the threat thereof, illness, the provision of inappropriate or no medical attention or the lack of access to same, the demands of indoor or outdoor activities, strikes, political or civil unrest, overbooking, structural or other defective conditions in hotels or other lodging facilities, acts of terrorism or the threat thereof, insurrection or revolt, weather, acts of God, or any other events or circumstances beyond its control. In addition, Image Tours is not responsible for typographical or substantive errors in descriptions of hotels or programs.

Travel Advisories and Warnings and Health Alerts: It is the responsibility of the traveler to become informed about current travel advisories and warnings. Refer to the U.S. State Department's travel website at www.travel.state.gov or call 1-888-407-4747. For health alerts, refer to the Centers for Disease Control website at www.cdc.gov or call 1-800-232-4636.

Travelers Representation: The traveler represents that neither he nor she nor anyone traveling with him or her has any physical or other condition or disability that could create a hazard to himself or herself or other members of the tour. Image Tours reserves the right to decline, to accept, or retain any person as a member of the tour at any time prior to departure, or in the course of the tour, should such participant’s health, mental condition, physical infirmity, or general deportment impede, in Image Tours’ judgment, the operation of the tour or the rights, welfare, or enjoyment of other tour participants, and all resulting costs will be the responsibility of the participant.

Entire Agreement: Participant warrants that no promises or inducements have been offered for this agreement other than as set forth herein and that this agreement is executed without reliance upon any other promises or representations. No modification, termination, or attempted waiver of this Tour Contract shall be valid unless in writing and signed by the participant and an officer of Image Tours.

Arbitration Agreement: Any controversy or claim arising out of or relating to this Tour Contract, to the brochure or to any information relating in any way to the trip, or to the tour itself, shall be settled solely and exclusively by binding arbitration in Grand Rapids, Michigan in
accordance with the then existent commercial rules of the American Arbitration Association. In any such arbitration, the substantive (but not procedural) law of Michigan shall apply. The arbitrator and not any federal, state, or local court or agency shall have exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability, conscionability, or formation of this contract, including but not limited to any claim that all or any part of this contract is void or voidable.

Payment to Image Tours, Inc., or toward an Image Tours, Inc. tour, constitutes your acceptance of the Tour Contract as set out here.