Terms and Conditions
This information is subject to changes and updates at any time. The "Terms and Conditions" copy that is included with anyScheduled Tour of Custom Tour Agreement for services may be be somewhat different than this webpage .
Liability
You understand and agree that the owners of TourTheSouthwest.com LLC shall not be liable for any direct, indirect, incidental, consequential or exemplary damages, including, but not limited to, physical injury of any kind, damages for loss of profits, and damages for loss of property as a result of any tour or other services booked through us. Your only and sole recourse is through any provided insurance coverage.
TourTheSouthwest.com, LLC does not always provide the actual tour guide, shuttle services, limousine service and other services. When using our services, you understand that TourTheSouthwest.com LLC sometimes acts as a booking agency for different services, tour companies, and independent guides. We do not own or directly control the tour companies, independent guides and vehicle lease or rental companies through whom we sometimes book tours and services.
Cancellation and Refund Policy
If you cancel your tour(s), deposits may NOT be refundable. If you have to cancel due to unforeseen reasons, we will work with you to reschedule, but will not make any refunds. We strongly recommend travel insurance to protect your investment, deposit, travel and tour commitments. We usually require a 20% to 50% deposit for all of our ”Custom Tours”, depending on the tour. No “Custom Tour” contract cancellations will be accepted within 60 days prior to the first tour date and the contractor will be held responsible for full payment within the 60-day limit. All our “Scheduled Tours” require a non-refundable deposit. The amount of these deposits will vary depending on the length and cost of the tour. Full payment for most of our “Scheduled Tours” is usually required at least 40 days in advance. No refunds for additional payments towards a Scheduled Tour will be given if you cancel within 40 days of your first tour day.
Additional days, additional locations, and/or additional passengers may be added to a Custom Tour agreement when possible, based on availability of tour guide(s), accommodations, tour vehicle, etc. Additional charges will be applied.
If TourTheSouthwest.com LLC, our designated Tour Operator, our tour guide, our designated Shuttle Service, or our designated Motor Coach Company cancels your confirmed and scheduled tour prior to departure for any reason, you will receive a FULL refund of any charges for said services canceled. If we are forced to cancel a trip in progress, you will receive a prorated refund based on the number of days not completed on the trip. We have never canceled any booked tour or any portion of a tour for any reason, including weather.
We will not be responsible for any refund for any airline tickets purchased or for any nonrefundable airline tickets purchased by the passenger.
Sightseeing & Side Tours
Local area sightseeing tours, guides, and admissions are usually covered in the tour price as outlined in the itinerary and in your signed “Agreement".
Gratuities
Tips to doormen, hotel and restaurant staffs, and dining room tips on meals are included in the “Scheduled Tour” charges. Tips to guides are at your own discretion.
Contractual Agreement & Release of Liability Form
A “Contractual Agreement” and a “Release of Liability” form will be provided and must be approved, signed and returned by each person on all scheduled tours. “Custom Tours” may have a “Group Agreement” or individual participant agreements depending on the preference of the person(s) booking the tour.
Insurance
We include comprehensive travel in the price of most, but not all, of our “Scheduled Tours” through the large international company, TravelGuard.
We do not normally include in our price quotes any comprehensive travel insurance for our “Custom Tours”. We do strongly recommend it to protect your investment as your travel, tour, and deposit commitments can be quite substantial. We also recommend that you have your own accident, liability and personal property insurance. We offer comprehensive “Travel Insurance” for our “Custom Tours” at a special reduced price through the large international company, TravelGuard. If requested, we can include the cost of insurance in our tour price quote.
The vehicles used for our “Custom Tours” that we do ourselves are usually insured only through our vehicle rental/lease/charter companies.
We do not always have a choice of who does any of our local area sub-contracted tours, nor do we have control over their insurance policies. Each of our sub-contracted tour agents and vehicle providers may have their own vehicle insurance policy, may purchase a policy from their vehicle rental/lease/charter company, or may NOT have any insurance at all. Vehicle insurance policies can also be significantly different, and/or may only provide minimum coverage when provided by other tour companies who provide those local tours. We cannot usually verify another company’s insurance policies or if they even have insurance.
Bus motor coach companies are required by Federal laws to carry significant insurance policies and must meet other Federal regulations. We can usually acquire a copy of the paper work that shows their compliance with these Federal regulations.
Group Leader
For larger size “Custom Tours”, the group leader shall be the person who is basically responsible for most of the communications between the guide/driver and the group. The designated group leader will make all necessary decisions for the group, will be the only person who can make requests of the guide/driver, will be the person who helps the guide check in at all the hotels, and, when needed, helps assign hotel rooms to the group participants.
Director / Guide provided by TourTheSouthwest.com LLC
Your Director/Guide will be a fully trained professional who will remain with the group throughout the duration of the tour.
Personal Expenses
Phone calls, room service, alcoholic and bar beverages, mineral water, soft drinks, laundry, airline excess luggage charges, vaccinations, visa fees and services, airport departure transfers, airport and departure taxes, and other optional or incidental extras are not included and may be significant.
holidays & museum closures
Museum visits and personal shopping time may be disrupted due to unforeseen circumstances or the many religious, state and local holidays locally observed.
itinerary changes & price flexibility
We pledge to make every effort to operate all tours as scheduled. We reserve the right to alter or curtail the itinerary, or substitute sightseeing, hotels, and/or conveyances as deemed necessary. Any savings realized by these changes will be refunded to you. Any resultant added expense will be covered by TourTheSouthwest.com LLC.
accommodations
Accommodations are selected on the basis of quality, location, cleanliness, dining facilities, and the warm hospitality of their management and staff. In the National Parks and in some peak season locations, accommodations may be somewhat rustic, but their location gives you the opportunity to more easily view the splendor of the parks and other undeveloped areas. We believe you will be delighted with our selections. Room assignments are always made by the hotel / motel in an impartial manner.
Special requests for smoking/nonsmoking rooms, king-size beds, and connecting rooms need to be made when booking your tour or at least 30 days prior to departure. We try to honor all requests but in some hotels and locations special requests cannot always be honored.
In most locations, rollaway cots are available but are not recommended for comfort. All hotel and lodge accommodations come with private baths, as well as many other amenities. Although quality may vary from place to place, we seek to provide the best rated available accommodations, or as requested in a “Custom Tour” group agreement.
Service staffs in National Park facilities are often part-time employees who are relatively inexperienced. Their service may not compare to our choice of hotels in other locations. Lodge amenities in National Park facilities may also not compare to our hotel choices in other locations.
We must be informed in advance if you or someone in your group has a disability that prevents their independence. A travel companion must assume full responsibility for their care and mobility.
luggage responsibility
Every effort is made to handle your luggage carefully. We cannot be responsible, assume liability or accept claims for loss or damage to luggage and personal effects due to breakage, theft, or fair wear and tear through hotel, airline and group carrier handling. It is important for your own self-interest and protection that you make certain you have adequate insurance to cover these eventualities.
On our larger size motor coach group tours we usually provide luggage handling for ONE bag per person of up to 50 pounds maximum. If luggage weight exceeds 50 pounds, you may be asked to remove items to make the weight acceptable or you will have to handle your own baggage at all times. Each person may bring another smaller overnight bad with a maximum size of 8 inches deep, 16 inches high, and 30 inches long. Maximum weight is 20 lbs. These bags are the responsibility of each passenger. All baggage in the storage bays under a motor coach can only be accessed on arrival at the evening accommodations. Smaller bags and other items can be stored in the overhead area of most motor coaches, similar to the overhead areas on an airplane, and is also the passenger’s responsibility.
On our smaller Custom Tours, baggage handling is usually provided only for those with special needs or for those who are not physically able to handle their own baggage. Baggage handling can always be provided on request.
photography & video on tour
Occasionally, we will use photographs and/or video taken by fellow guests or your Guide/Director on your tour for promotional purposes or on our website. If you prefer that your photo not be used in any marketing activities, please notify your Guide/Director or TourTheSouthwest.com LLC at the start of your tour.
changes to these "terms & conditions"
We make occasional changes, additions, deletions, and corrections to these Terms and Conditions on this webpage. This is the primary location for most all of our "Terms and Conditions".