Terms and Conditions
1. Notice of Responsibility
CT acts as only an agent for airlines, hotels, transportation providers, other receptive contractors and principals and is not considered as the principal operator directly or indirectly of these travel services. CT cannot be responsible for events beyond its control, including without limitations, acts of God, strikes, war, terrorism, political events, government restrictions, personal injury, property damage, property loss or default/bankruptcy by said principals. No warranties, terms or conditions apply to any tour unless expressly stated in writing by CT and signed by a member of CT.
The group accepts responsibility for any and all damages or injury caused to property or persons throughout the duration of the tour. Payment arrangements will be made through CT.
2. Airline and Ground Transportation
Student Group Airline and Motor Coach arrangements are made many months in advance of travel. Prices may vary from the original amount because airline/ground providers quote on a best guess basis when the group asks about an estimated costing or proposal. Therefore, the Tour Package Pricing may increase or decrease until time of signing or an agreement is reached. Other adjustments such as surcharges, tax rates and regulatory fees on transportation could affect the cost as well. Any changes will be made known to the Director so the passengers are aware of the price deviation.
Also, instrumental groups traveling with instruments that will need to be checked or carried on will need to be weighed and measured prior to travel so as to insure they meet with the corresponding airline/ground provider baggage policies. Most airlines charge additional fees for checked baggage. Fees vary by airline and range from $25.00 to over $100.00 each way. Oversized or overweight items can be even more. It may be that the group would rather consider an equipment truck to transport equipment, uniforms and instruments to reduce the cost.
Air manifests are usually required no later than 45 days before travel. Legal Name, DOB and gender will be required. Passport numbers will be needed for international travel.
3. Accommodations and Rooming List
Rooms will be Doubles, Triples and Quads with two or more beds. Single rooms are available and include a supplemental fee. As stated before, a rooming list is requested 45 – 60 days before travel and an adjusted invoice will be sent as final payment for the configuration of rooms based on Single, Double and Triple Occupancy. It is important that very few changes are made after a final rooming list is received. The hotel will not make any changes within one week of travel.
When you arrive at the hotel, key packets will be made available to the director for distribution. Most lodging check in time is 3:00 pm. CT cannot guarantee an early check in unless arrangements are made prior to arrival.
All accommodations have security. Additional security can be arranged if necessary. The group will be responsible for notifying and paying CT before the tour date.
Services not included are room service, telephone calls, in-house movies or laundry.
4. Student Travel and Adult Documents
All passengers need to have a valid photo ID with the Date of Birth if traveling by air. It is advisable for all tour passengers to carry a valid ID for ground travel as well. Passengers with a Medical Condition should wear or have something that identifies them in case of an emergency.
International passengers need to have valid passports that the expiration date is at least 6 months past the return date of travel. It is the responsibility of the passenger to know if a visa is required and also for payment of all related expenses. Passengers traveling with a non-US passport is advised that other countries requirements for re-entry may be different than US Citizens.
5. Medical Insurance Information and Release Forms and Special Requirements
CT requires that all tour passengers have a completed medical release form as well as medical insurance information. This form should be executed by the parent(s) or legal guardian(s) and accessible at any time during the tour. CT will provide the aforementioned form(s) if the Director/Sponsor does not have the proper document provided by the school system.
Passengers that require special assistance will need to notify CT in writing at the time of tour acceptance so arrangements can be made with the proper providers of service. International destinations may not be able to provide for the needs requested due to the lack of facilities or support. Every attempt will be made to accommodate the needs of the passenger(s).
Special food requirements may be made as well. Please provide these needs when submitting the air manifest and rooming list.
Cancellation fees are compensation for services or deposits that our suppliers are under no obligation to return. The fees are not penalties, but are financial damages incurred by CMFT. We will make every effort to recover any amount beyond the cancellation fee and return said amount to the cancelling party. WRITTEN OR EMAIL NOTIFICATIONWITH ACKNOWLEDGEMENT FROM CMFT IS REQUIRED!
100 Whippoorwill Ct
Boerne, Texas 78006