Frequently Asked Questions
Many of the questions you have regarding your tour can be answered by reading through this brochure. Knowing as much as you can beforehand will allow you to enjoy your tour experience to the fullest. The information in the FAQ section is based on what was known at the time of printing and is subject to change at any time. The terms and conditions of your travel arrangements are controlled by the Tour Contract, starting on page 68. It is necessary that you read through the next three sections (FAQ, PHYSICAL CONDITION GUIDELINES and TOUR CONTRACT) prior to making your reservation.
Will I need a Passport?
Yes, all travelers on our tours are required to carry a passport which is valid for at least six months after the travel return date. Each traveler is required to provide Image Tours with the proper spelling of their name, birth date and expiration date as noted on their valid passport. The traveler is also expected to review all documentation provided and report any incorrect information immediately. Any costs or other consequences due to incorrect information will be the traveler’s responsibility. Apply for your passport at your earliest date possible; processing can take as much as five months. U.S. Citizens may refer to https://travel.state.gov for guidance on passport application requirements, process, costs and locations.
Are Vaccinations, Visas or other Documentation
required, in addition to a Passport?
Non-U.S. citizens must check with their embassy or consulate before making a deposit to determine which documentation and vaccinations will be needed for each of the countries they will visit. Image Tours will make every effort to pass along information and instructions, as dictated by government entities or services, regarding travel requirements beyond a U.S. passport if applicable to U.S. passport holders, as well as general requirements for all passengers participating in our tours. Information is subject to change, and it is the passenger’s responsibility to become familiar with and fulfill the requirements applicable at the time of travel. Image Tours will not be responsible for the consequences due to any inability, for any reason, to provide proper documentation at the time of travel. Cancellation or denied entry due to the inability to obtain or provide proper documentation or meet requirements will be subject to the Image Tours “Cancellations” policy.
What Age do Children need to be to go on these tours?
Children under eight (8) years of age are not accepted on our tours because it is difficult to keep them entertained on the motor coach, and this may impact the enjoyment of other tour members. Children between the ages of 8 and 17 must be accompanied by an adult. If the accompanying adult is not the child’s legal guardian, the legal guardian must sign to accept the Image Tours Terms & Conditions and provide a notarized consent form (provided at time of reservation).
Are there any Discounts for Children?
Unless you are informed otherwise, at the time you make your reservation, children who will be ages 8 through 17 at the time of departure and will share a room with at least one legal guardian are eligible for a $250 discount. No child discounts apply to extensions, optional excursions, or any other additional costs.
What is the difference between a Double and a Twin Room?
A "double" room consists of one double bed, while a European "twin" room features two twin beds made up separately, placed side by side, and sharing the same headboard. In some hotels, it may not be possible to separate these twin beds. Image Tours can request "twin" or "double" accommodations; however, some hotels do not offer the choice, and guests may not always receive their preferred option due to limited allotments.
Are Triple Rooms offered?
If available, triple occupancy rooms are priced the same per person as double occupancy. "Triples" usually consist of a double bed or two twin beds with a folding bed, cot, or rollaway for the third person. Be aware that these accommodations may not be comfortable for three adults. If a triple room is not available, one double plus one single room may be substituted, and the single room supplement will apply.
Are Single Rooms offered?
Single room availability is limited and on request. Image Tours may decline an application for a single room without explanation. If confirmed, a single room supplement will apply (refer to the “Dates & Prices Guide” or the website for the amount). Single rooms are often much smaller and not as ideally located. Passengers requesting a single room will be required to provide a signed statement of current physical status, acknowledging that the passenger is fit to travel alone (including the signature of a family member as an emergency contact), and the signed “Physical Condition Guidelines”.
Can Image Tours help find a Roommate?
Image Tours is unable to assist in finding a roommate. If you do not have a roommate, you will need to request a single room. Please refer to “Are Single Rooms Offered?” for more information
How are Rooms Assigned?
Room assignments are made by the individual hotels, and as a result, the location, view, and size of the rooms may vary.
Do the Hotel Rooms have Private Bathrooms?
All rooms have a private bathroom with a sink, toilet, and shower/bathtub. Most hotels provide a hairdryer.
When will I know which Hotels will be used?
A list of hotels reserved for your tour, along with their addresses and phone numbers, will be included with your Trip Documents, available to you during the month prior to the tour departure date. Image Tours reserves the right to substitute similar hotels for any reason without prior notice. For a list of frequently used hotels for each tour, including photos, amenities, descriptions, and website links, refer to www.ImageTours.com and view your specific tour page.
Do the Hotels have Heating & Air Conditioning?
All our hotels are equipped with central heating. Due to a milder climate, air conditioning is not as widely used in Europe as it is in the U.S.A. Therefore, hotels in northern and central Europe commonly do not feature air conditioning. For hotel amenities and website links, refer to www.ImageTours.com and view your specific tour page.
What do the Hotels serve for Breakfast?
Breakfasts are served at the hotels and usually include a selection of breads, butter, jam, cheese, cold cuts, coffee, tea, milk, and juice. Other commonly offered items are cereal, pastries, fruit, yogurt, and hard-boiled eggs. Some options and preparations will reflect what is customary in the local area.
What is typical for the included Dinners?
The included dinners are most commonly served at the tour hotel following a prearranged, fixed menu. We work closely with the restaurants to provide a variety of dishes throughout the tour. Unless otherwise advised by your Tour Manager, beverages are not included with dinners. Although it is not customary in Europe, our hotels make every effort to provide water with dinner, when possible, as a special courtesy to Image Tours’ clients.
May I request Special Diet Meals?
If notified in writing at least 90 days prior to departure, Image Tours accepts only the following diet requests: 1) diabetic; 2) gluten-free; 3) vegan; 4) vegetarian with dairy and eggs; 5) semi-vegetarian (no pork or red meat); 6) no shellfish/fish; 7) lactose-free. Although we will inform the Tour Manager and the hotels, any dietary requirements remain entirely your own responsibility. Please do not give the Tour Manager a list of items you can or cannot eat, and expect to pay additional if a restaurant is able to accommodate a special request. Image Tours expressly disclaims any responsibility or liability in connection with dietary requirements. Image Tours does not forward diet requests to the airlines, but passengers may be able to submit such preferences themselves through the airline website.
Is this a Non-Smoking Tour?
The term “smoking” includes vaping (e-cigarettes). Regardless of the local policies, tour participants agree to adhere to a strict non-smoking policy for the motor coach, breakfasts, group dinners, and any other group activities. Image Tours requests non-smoking rooms for all tour participants. Many hotels have converted to only non-smoking rooms and charge a substantial penalty to guests who smoke in the room. Image Tours expressly disclaims any responsibility or liability in connection with smoking or non-smoking requirements.
Do I need to bring Formal Attire?
Comfort is the priority. There are no occasions that require formal attire, but some clients like to bring one casually elegant outfit for special occasion dinners.
Are Laundry Facilities Available?
Laundry services are not generally offered, and you will not be in any town long enough to do laundry at a laundromat. If you do need to wash clothes during the tour, plan to wash them in the sink on the first night of a two-night stay so they will have all day to dry before repacking. For this purpose, bring a small bottle of liquid detergent and a few large plastic zip bags in case clothes are still damp on a day you are transitioning hotels.
What can I expect regarding Baggage Handling?
At the airports, you will have the use of luggage carts to transport your luggage to the motor coach. At hotels, expect to handle your own luggage between the motor coach and your room. Fewer hotels are offering porter service as wheeled suitcases have made self-portering faster and more convenient. For this reason, wheeled suitcases are recommended. Wheeled carry-ons are discouraged. Your suitcase will be stored under the motor coach and your carry-on will need to be stored under your seat. Please read “Baggage Allowances”.
May I leave my Carry-on in the Motor Coach?
You will not be able to store your carry-on in the luggage compartment under the motor coach. During the day, leaving your carry-on in the motor coach (must be placed under your seat) is at your own risk. You must remove your carry-on from the motor coach upon arrival at the hotel at the end of each day.
Are Airport Transfers included?
On Day 2 and again on the last day of the tour, one scheduled group transfer between the airport and the hotel, hosted by the Tour Manager, is available at no additional cost. Transfer times in each direction are set based on the scheduled flight times of passengers who have purchased the complete “Tour & Air Inclusive” package from Image Tours. If you purchased “Tour Only” from Image Tours, expect to make your own way between the airports and the hotels at your own expense; however, you are welcome to join the complimentary transfer if your actual flight time coincides with the group transfer time. For the best chance to join the group transfer, book early morning arrivals and afternoon return departures. If you are unable to join the group transfer due to schedules, flight delays, or any other reason, you will need to transfer between the airport and the hotel on your own, and the entire cost of this transfer will be your responsibility. Under no circumstance will Image Tours be held responsible for any transfer costs. Pre- and post-tour extensions do not include transfers.
Where do I Meet the Tour Manager?
"Arrival Instructions", including the Meeting Point location and time, are provided with the Trip Documents, which are available to you during the month prior to the tour departure date. Please review this information and keep it close at hand on the day of travel.
Will the Tour Manager accompany us throughout the entire tour?
With only rare exception, the Tour Manager who greets you upon arrival in Europe will be the same Tour Manager who will accompany you throughout your tour.
Are Tips for the Tour Manager & Driver included?
The tips for the Tour Manager and driver are not included. This allows you to express your appreciation based on the level of service provided and their contribution to your overall enjoyment of the tour. An average tip is the local currency equivalent of $6 per person per day. Tips should be paid in the local currency.
Are Tips for Other Services included?
Tipping is included for all services that are pre-arranged by Image Tours, including hotel staff, restaurant staff, and during optional excursions. Generally, if anyone who provides a pre-arranged tour service is just doing their job, you need not tip. On the other hand, feel free to tip any personnel who is extra helpful or goes beyond expectations. When you purchase beverages or receive water service with dinner, it is polite to include a tip of at least 50 cents. During independent meals, the general rule at restaurants in Europe is 5% to 10%.
When do I pay for the Optional Excursions?
Unless noted otherwise in the description, you will select and pay for the optional excursions during the first few days while on the tour.
What Time does the tour group usually Depart and Arrive at the Hotels?
Times vary subject to daily activities. On most days, the tour will depart from the hotel between 8:00 a.m. and 9:00 a.m. and will arrive at the hotel between 5:00 p.m. and 6:00 p.m.
How much Free Time will I have?
When you make a sightseeing stop, your Tour Manager will typically indicate points of interest while on the motor coach and/or with a walking tour, followed by 45 minutes to 2 hours for independent sightseeing, depending on the location. You may forego a walking tour if you prefer more independent time.
How much Time will I spend on the Motor Coach?
Our tours are planned so that the average time on the motor coach between stops is 1½ to 2 hours. For more specific times, consult the “Travel Time” section of your specific tour on our website at www.ImageTours.com.
Is there a Bathroom on the Motor Coach?
Although motor coaches are usually equipped with an enclosed portable toilet, we ask that you please do not use the restroom if you can wait until the next rest stop, due to the scarcity of disposal sites. Frequent rest stops will be made to allow for a comfortable traveling experience.
Do the Motor Coaches have Air Conditioning & Heating?
All our motor coaches are equipped with air conditioning and heating. Due to pollution prevention laws, motor coaches are required to turn off their engines (which also turns off the heating and air conditioning) when at a stand-still (for example, while parked or waiting at a light). On warmer days when air conditioning is in use, the temperature on the motor coach tends to be about 10º lower than the outside. For example, on an 80º day the temperature on the motor coach will be about 70º.
How are Seats Assigned on the Motor Coach?
Seating on the motor coach will be assigned using a rotation system, unless prohibited by government or industry regulations. Passengers traveling together may sit on the same side of the coach as their travel companions in order to rotate together. Out of fairness to all, we do not accept special seating requests for any reason and expect full participation in the rotation system.
May I request Airline Seat Assignments?
Some airlines or flights do not allow for seat assignments until check-in. If the airline does allow pre-assigned seats, you may request seat assignments through the airline website after final payment and after tickets have been issued. Please note these seat assignments may be canceled by the airline due to schedule or equipment changes, and it is recommended that you reconfirm seat assignments 25 days prior and again a few days prior to departure. Any fees charged by the airlines for pre-assigned seating are not included in the tour price and must be paid directly to the airlines.
May I record Frequent Flyer information or Known Traveler Numbers?
It is the traveler’s responsibility to record their Frequent Flyer number or Known Traveler number on the airline website, as applicable. Please note, eligibility of Frequent Flyer Miles is subject to current airline policies.
Is it possible to Extend the Stay?
Early departures, later returns, and extension accommodations must be requested before your deposit is processed. For "Tour & Air Inclusive" reservations, a $50 per person air deviation fee will apply in each direction of deviation. Unless specifically noted in the tour itinerary, extensions are unescorted and all transfers are independent and at the traveler’s own expense. Extension requests will be subject to availability of air and hotel space. Image Tours may substitute alternative accommodations if the tour hotel is not available. If you requested an extension prior to tour reservation deposit, and Image Tours is unable to secure the services without additional cost, you will have the option, within three days of notification, to: authorize a price increase; change the date; cancel the extension; or cancel the entire reservation with full refund. For a listing of extensions offered by Image Tours and the prices, refer to the most current "Dates & Prices Guide," the website, or ask your Travel Agent.
Will any credit be available for Unused Tour Nights?
Tour prices are based on full group utilization of services. No credit or refund will apply for unused tour nights or services. You may leave the tour at any point after communicating your plans to the Tour Manager, but you may only rejoin the tour at a scheduled overnight hotel.
Should I bring a Cell Phone/Smartphone?
A smartphone is essential for photos, alarm, maps, audio guides where available (will need ear buds), flight notifications, trip documents, travel tips, and convenient communications with the Tour Manager as well as other service providers. Check with your mobile phone provider about short term international data and calling plans. If you will use your phone for photos, consider increasing your phone memory. Sign up for “WhatsApp,” a cost-free way to communicate over WI-FI with other WhatsApp users. Download WhatsApp for iPhone or Download WhatsApp for Android phone. A USB battery pack is recommended to recharge your phone during the day because not all motor coaches have USB plugs.
What happens if I Arrive Late at a departure point?
Our buses operate on a schedule similar to trains and planes. To maintain all scheduled sights, Tour Managers need to depart at the pre-determined time and cannot wait for late passengers. If you miss the bus, you must make it to the next overnight stop on your own and at your own expense, using a taxi, bus or train service. Always carry your passport and a copy of your Overnight Schedule with you!
What happens if I Lose an Article?
Neither Image Tours nor any company contracted through Image Tours shall be responsible for articles lost, stolen, left behind, confiscated, or damaged. To prevent disappointment, check to ensure you have all your possessions each time you leave a motor coach, hotel, restaurant, shop, and on all other occasions throughout your tour. Although lost articles are rarely retrieved, your best chance to recover a lost item is to inform the Tour Manager immediately. Out of consideration for your fellow travelers, do not ask the driver/Tour Manager to wait or turn back to retrieve a lost article. If services are able and willing to attempt to ship the item, all retrieval and shipping costs (on average $75 per item) will be the responsibility of the owner, even when unsuccessful. Phones and other electronic devices cannot be shipped internationally.
How can I get Contact Information of fellow Travelers?
Image Tours respects the privacy of their tour participants and therefore does not give out client contact information. If you wish to keep in contact with your fellow tour participants, be sure to ask for their information during the tour.
What is the Weather like in Europe?
The weather in Europe, like that in most places, is unpredictable. While planning your wardrobe, imagine that you are planning a trip through the U.S.A. Season for season, the climate of the midwest is comparable to western and central Europe, and the climate in our southern states is comparable to southern Europe. Even in the summer, bring a warm layer and a raincoat. Conversely, during the fall months, you may experience some warmer temperatures. Enjoying the sights, sounds and smells of Europe is in no way bound by seasons or the weather. So, whether guided by your calendar, or by your pocketbook, select the season that suits you best and capture the fun of an Image tour . . . in any season!
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