Guardian Music and Group Travel Terms and Conditions
 

These terms and conditions, together with any other documentation we provide you, form the basis of your contract with us (hereinafter, the Agreement). By booking a tour with us, you accept and consent to the Agreement. If you do not agree to the Terms and Conditions, you must not make any booking with us. It is your responsibility to share these terms with each participant and their parent and/or guardian, and to inform them that by participating in the trip or making payments toward it, they are bound by The Agreement.

 

In this document, the terms "we", "us", and "our", and “GMGT” refer to Guardian Music and Group Travel Incorporated and its subsidiaries. The terms "you," “participant,” and “customer” refer to the group, director, and/or participant.

 

Sometimes changes to our terms and conditions may become necessary. Changes will be made on our website at https://www.guardiantravelgroup.com/tc and will become effective immediately. Your continued use of our website or services following any changes will confirm your agreement to be bound to the new terms and conditions. Because of this, you agree to check our page from time to time to stay informed about any changes.

 

1. Land and Air Deposit: Operating travel programs requires extensive long-term planning, and costs are incurred well before the actual departure date. We cannot guarantee the trip price until the first deposit has been made. Any delays in making the deposit may result in an increased trip cost if vendors such as the hotels, flight companies, and bus companies change prices. All payments, once made, are non-refundable and non-transferable without the purchase of the Trip Protection Plan.

2. Payment Amounts: Payments are based on the number of participants estimated by the director or by online registration. Once the final number of registrants has been totaled, the price per person will be adjusted to reflect any increase or decrease in the number. GMGT will hold space for the customer's contracted maximum estimate.

3. Overnight Bookings: If rooms are not filled, it is left to the discretion of GMGT as to whether an additional fee should be charged to cover the room usage based on actual room occupancies.  Room bookings are based on estimates given by the group leader.  If the number of rooms occupied are lower or higher, thus affecting the contract for the hotel room block, a price change may be necessary.  For trips requiring currency conversions, if a major change in exchange rates results in a devaluation of the currencies of the two countries involved, GMGT reserves the right to adjust payment amounts to offset these costs at GMGT’s discretion.

4. Payment Schedule: Services are subject to cancellation by GMGT if payments are not received by their due dates. If GMGT has not received payment in full 60 days prior to departure, GMGT reserves the right to cancel all arrangements and withhold all payments made. All payments must be made in United States currency. If we accept a credit card payment for your booking, the authorized cardholder must provide a signed charge authorization agreement for each transaction in the booking. This authorization is a binding agreement for us to charge your card. As such, you waive any right to chargeback in the case of cancellation for any cause (excepting fraud), including a Force Majeure event, as defined herein, and agree to refund policies and procedures as outlined in these Terms and Conditions. In the event the authorized cardholder attempts to chargeback, reverse, or recollect a trip payment already made without the authorization of GMGT, we reserve the right to collect all additional costs, fees, and expenses associated with such chargeback, reversal, or recollection, including, without limitation, attorney fees and fees for collections charged to the person agreeing to these terms and conditions.  All online payments are set to auto-bill according to the payment schedule listed at registration.  The card or account on file will be charged automatically, and the account will receive a payment confirmation.  If your payment cannot be processed, another email will be sent to notify the participant of the failed transaction.  To ensure continued enrollment on the trip, it is the participant's responsibility to update their payment method.  Failure to pay will result in removal from the trip.  Failure to pay will also void the Trip Protection Plan, and upon removal from the trip, no participant may make a claim using the Trip Protection Plan.

5. New Passenger Fee: Each new passenger added to the group after the deposit window has closed for the trip participants will be assessed a $200.00 surcharge in addition to any vendor fees or rate increases incurred by GMGT. To confirm an additional passenger, GMGT must receive an updated rooming list and flight manifest. GMGT reserves the right to deny late additions if it negatively affects either air or land packages, or if GMGT’s vendors do not accept additional bookings.

6. Air Price: Airfares quoted in the proposals are estimated and cannot be confirmed until a deposit is paid and group seats are reserved. After group seats are reserved, additional seats on the group itinerary may be unavailable or available at a higher fare. Air taxes and fuel surcharges are subject to change until tickets are issued, approximately 60 days prior to departure. All air travel is subject to the terms and conditions of the supplier, including any change fees or cancellation fees. Participants will be responsible for any additional charges related to air travel that they incur, including fees for overweight, oversized, or additional baggage.

7. Land Price: Per-person land prices are based on a specific number of passengers. If the number of passengers changes, the land price may change. International land prices are based on foreign exchange rates in effect on the date the proposal is sent. Land prices will be finalized 60 days prior to departure, based on the final number of passengers and the foreign exchange rate at which GMGT made payments for the group’s services and/or fees. Land prices are subject to vendor increases. While we strive to ensure correct prices are published, errors do occur. We reserve the right to correct any pricing errors, and any increase is payable by the group.

8. Cancellations Fees: All trip payments are non-refundable and non-transferable.  GMGT is required to pay all suppliers well in advance of your tour date. All suppliers have their own cancellation policies, which apply to your booking. It is your responsibility to acquaint yourself with said policies. Should a cancellation become necessary, please inform GMGT immediately in writing and request a written confirmation of your cancellation. Because we adhere strictly to our cancellation terms, travel protection coverage is strongly recommended. In the case of a public health emergency, upon receipt of a cancellation, GMGT will follow industry procedures for any applicable refunds, as outlined in the supplier’s terms and conditions, and subject to their review. If you are entitled to a refund, please note that the supplier, not GMGT, is responsible for it. Generally, flight tickets, hotel reservations, and other items provided for travel cannot be refunded if they are partially used. We are not responsible for a supplier’s failure to pay a refund. Should cancellation happen after payments have been made to trip vendors, the travelers are responsible for any charges incurred.

9. Cancellation by GMGT: GMGT reserves the right to cancel any tour at its sole discretion. In the unlikely event a tour is canceled by GMGT and GMGT is unable to reschedule, all recoverable funds collected from GMGT vendors will be refunded. Money is refunded to the original payer or the organization at GMGT's discretion. GMGT shall not be responsible for any refund and will pay no damages in the event of cancellation due to Force Majeure.

10. Force Majeure: GMGT shall not be responsible for, and shall make no refund for, events beyond its control, such as, without limitation, acts of God, strikes, acts of war, terrorism or civil disturbance, government restrictions, changes of schedules or operational decisions of air carriers, terrorist activity or the threat thereof, industrial action, natural or nuclear activity, epidemic, pandemic, illness, physical injury, quarantine, medical or customs or immigration regulation, delay, or cancellation, adverse weather conditions, fire, or for acts or omission of Third Parties or other parties not under the control of GMGT and all similar events outside our control.

11. Travel Protection: GMGT strongly recommends you purchase travel/medical/baggage protection for the trip. Such a plan, at a minimum, should cover Trip Cancellation or Interruption, Cancel for Any Reason, Medical Expense, Emergency Evacuation/Repatriation, and Baggage. Travel protection plans can help protect you in the event of loss of non-refundable trip deposits and payments resulting from cancellation or trip interruption (due to a covered reason, such as injury or illness, before or during the trip). It also helps with reimbursement for medical emergency costs (including very costly medical evacuation costs), missed connections, and baggage loss.
    
    GMGT is not qualified to answer technical questions about the benefits, exclusions, and conditions of travel protection plans. 
    
    GMGT cannot evaluate the adequacy of the prospective insured's existing insurance coverage. If you have any questions about your travel protection, call your insurer, insurance agent, or broker.
    
    GMGT offers optional post-departure travel insurance on overnight trips. This policy is through a third-party provider whose details are given in advance of departure. Specific policy details, limitations, and exclusions are available from GMGT’s insurance provider.
    
    Declining travel protection plan coverage could result in the loss of your travel costs and/or require additional funds to resolve the situation. You also acknowledge that without this coverage, there may be no way to recoup any losses, costs, or expenses incurred. If you choose to travel without adequate coverage, we will not be liable for any of your losses, however arising, for which trip protection plan coverage would otherwise have been available.

12. Trip Protection Plan:  GMGT’s Trip Protection Plan (TPP) is not an insurance plan. This plan provides financial assistance for both group and individual cancellation.  The TPP may be offered at the time of deposit when enrolling in the trip.  If the TPP is offered, it must be purchased within 14 days of the trip deposit.  All purchases of the plan are non-refundable, non-transferable, and do not count towards the trip refund amount should a cancellation claim be made.  Any purchases of the TPP 14 days after the deposit will not result in obtaining a plan.  Please contact our Customer Service Team at CustomerService@guardiantravelgroup.com within 14 days of purchasing the plan if your payment was not made within the allotted timeframe to receive a refund of the premium paid for TPP. For groups paying by check, the deposit refers to the participant's first individual trip contribution, not any deposit on behalf of the group to secure vendor contracts.
    
    Cancellation by the entire group must be made at least 72 hours before the trip start time.  Any cancellation less than 72 hours from departure will result in no refund.  The start time is determined by the first time listed on the itinerary, which includes time to meet at the organization’s address, the airport, or any other location determined by GMGT and the group leader.  Group cancellations will be refunded in full, which may be in the form of their original currency and potentially travel and vendor vouchers.  The vouchers are dependent on our third-party vendors, who are used for each individual trip.  If your trip included flights, the voucher could potentially include a credit for the same airline for the intended group trip.  Any voucher changes, fees, policies, and expirations are subject to the terms and conditions of each group department of the respective airlines to which the flight voucher belongs.
    
    Individual cancellations must be made at least 72 hours before departure.  Any cancellation less than 72 hours from the trip start time will result in no refund.  Individual refunds will be for the amount paid towards the trip, less the purchase cost of the TPP, and less the trip's service charge.  The service charge will be 20% of the total cost of the trip package, regardless of the amount paid.  A TPP refund submission will result in a refund of up to 80% of the travel package payments.  If the TPP is included in the travel package price, the TPP amount and the travel package price will be available for your information at registration.  The TPP is a premium for coverage and is never refundable.  Refunds will be in the form of their original currency and potentially travel and vendor vouchers.  The vouchers are dependent on our third-party vendors, who are used for each individual trip.  If your trip included flights, the voucher could potentially include a credit for the same airline for the intended group trip.  Any voucher changes, fees, policies, and expirations are subject to the terms and conditions of each group department of the respective airlines to which the flight voucher belongs.
    
    All cancellations must be submitted via email by the required date and time at CustomerService@guardiantravelgroup.com.  No cancellations for groups or individuals will be honored in any other way. The individual cancelling the travel package must state that they are cancelling their travel package for the trip participant, the group name and trip location, and the traveling participant’s name or names if cancelling multiple people.  If a payment is incomplete and the package is cancelled, the participant must contact Customer Service to request any refund due under the Trip Protection Plan (TPP). Refunds related to TPP will not be processed automatically.  

13. International Travel: By offering travel to any particular destination, we do not represent that travel to such a destination is safe or free of risk. It is the responsibility of the Participant to stay informed about the most current travel information, advisories, and warnings by referring to both the U.S. State Department's travel website at www.travel.state.gov/ and the Centers for Disease Control and Prevention (CDC) website at https://wwwnc.cdc.gov/travel/notices. Should you choose to travel to a country that has been issued a travel warning or advisory, GMGT will not be liable for damages or losses that result from travel to such destinations.
    
    Trips outside the USA require a valid U.S. passport, visa, and/or other acceptable proof of citizenship. Passports must be up to date with an expiry at least 6 months after the trip return date. Many countries also require that your passport have at least two completely blank pages. For up-to-date visa requirements, U.S. citizens should visit www.travel.state.gov. It is your sole responsibility to secure and/or pay for any and all visas, reciprocity fees, affidavits, immunizations, etc. that are required to be permitted entry into each destination. In some countries, you may be subject to entry (reciprocity) fees and/or departure taxes/exit fees, which will be collected at airports upon entry/departure by local government authorities. Please note that entry to any country may be refused even if the required information and travel documents are complete. GMGT bears no responsibility for advising and/or obtaining required travel documentation for you, or for any delays, damages, and/or losses, including missed portions of your vacation related to improper documentation or government decisions about entry.
    
    It is the Participant’s responsibility to ensure that all details on their travel documents are correct and to bring any errors or discrepancies to our attention immediately. Your travel documents are valuable and should be safeguarded as if they were cash. It is not always possible to replace travel documents in the case of loss, theft, damage, etc. We recommend that you keep a copy of your scanned passport (photograph page) in your email while traveling.

14. Health: Recommended inoculations for travel may change, so consult your doctor for current recommendations before you depart. It is your responsibility to ensure that you meet all health entry requirements, obtain the recommended inoculations, take all recommended medication, and follow all medical advice in relation to your trip. Inoculation requirements can be found on the Centers for Disease Control website at https://www.cdc.gov/.

15. Partial Land Packages: GMGT will not arrange partial land packages for individuals. All group passengers must purchase a full land package through GMGT. While on tour, individuals who have not purchased the full land package are not permitted to travel on the group motor coach or to attend group activities or meals as part of your group’s reservation. They may book their own arrangements that shadow your group, but cannot be considered part of your group’s reservation in any way. Passengers who have not purchased a land package through GMGT are not covered by GMGT’s or our vendors’ liability insurance.

16. Airline Obligations: The services of any ARC or IATA member airline may be used in connection with this tour. The responsibilities of the designated carrier in the operation of this tour are limited to the air transportation involved. Your airline ticket constitutes a contract between you and the airline (not GMGT), even if purchased through GMGT. GMGT is not liable for, and does not assume responsibility or accept claims with regard to, seat assignments, schedule changes, flight delays, name changes, flight changes, cancellation claims for a refund or reimbursement of airline ticket fees, loss or damage to baggage or death or injury to person or property, or any other loss of expense incurred by you for any reason whatsoever (including, without limitation to bankruptcy, insolvency, reorganization of a carrier or similar result from creditors) when purchasing or using the carriers services. You are subject to and limited by the terms of applicable tariffs imposed by the carrier or any applicable governmental agency, from time to time, in connection with your air travel. In the event that a flight is oversold and insufficient passengers volunteer to travel on another flight, air carriers reserve the right to rebook customers on another flight involuntarily. The airline will attempt to rebook passengers on the first available flight to the ticketed destination. If flights on that airline are unavailable, the airline will strive to provide comparable accommodations on another airline with which it has a ticketing agreement. GMGT is not liable or responsible for any such cancellations or the airline’s failure to find an alternative flight.
    
    Seat assignments cannot be requested through GMGT and will be assigned randomly by the airline. We cannot submit requests to the airlines, as they are never guaranteed and are rarely honored. You may request a seat change through the airline at airport check-in, and they will assist you if possible.

17. Air Deviations: A limited number of air deviations may or may not be allowed, depending on specific air contracts. GMGT charges a non-refundable deviation handling fee in addition to possible airline handling fees and airfare supplements.

18. Luggage: This proposal includes the cost of transporting one personal suitcase and one carry-on item per person via motor coach. Regarding airline transportation, the cost of checked luggage and instruments is not included in your proposal unless you request that an estimated total be included in your package. Each airline also places restrictions on the linear inches and weight of checked and carry-on items. Group members are responsible for paying applicable oversized or overweight fees to the airline upon check-in, as these are not included in your proposal. Group members are responsible for any lost personal property. GMGT and/or its staff are not responsible for locating or forwarding lost items.

19. Itinerary Changes: Participation in the program constitutes approval of the itinerary and program costs. GMGT shall have the right to alter, amend, or cancel programs and to make any adjustments to program costs before departure to address unanticipated contingencies, as GMGT shall determine in consultation with the organization’s leadership. Such changes shall not be grounds for cancellation without penalty. Should conditions beyond the control of GMGT require that changes be made to the itinerary, GMGT will endeavor to provide, but shall not guarantee, alternate activities of an equal or higher value. Once the tour begins, any changes must be approved by a Director of GMGT. If any additional services are requested, GMGT must handle the booking and receive payment for those services within two weeks of the group’s return date.

20. GMGT Tour Managers: Your GMGT Tour Manager will be responsible for the overall operation of the tour, ensuring that you receive all services listed on your Inclusions. Tour Managers are not responsible for behavioral issues, chaperone duties, individual health issues, or anything else that distracts them from the group as a whole. Your GMGT Tour Manager may or may not be a licensed guide in your tour destination and may be a GMGT employee or an independently contracted Tour Manager.

21. Behavioral Standards: GMGT, in consultation with the organization’s leadership, shall have the right to enforce any rules and standards it deems reasonable regarding the behavior of participants traveling with GMGT. Such rules may include, without limitation, attendance at scheduled activities, curfew, dress standards, vulgar language, smoking, illegal drugs, and underage alcohol consumption. If a participant fails to comply with any such rules, GMGT, in consultation with the organization’s leadership, shall have the right to send the participant home by the first available transportation at the participant's or his/her responsible party's expense. The organization/participant recognizes that GMGT is not responsible for the conduct of any participant on the tour and the organization/participant hereby agrees to indemnify and hold GMGT harmless from and against any and all claims, actions, causes of action, demands, liabilities, damages, cost and expense, include, but not limited to, against any and all claims, actions, causes of action, demands, liabilities, damages, costs and expenses, including, but not limited to attorneys’ fees, arising out of or in any way related to, the actions or omission of any participant on the tour with GMGT.

22. Special Needs: GMGT must be notified of any children traveling under 2 years of age and any physically disabled passengers as soon as they are recorded as passengers on your manifests, so that we may attempt to make the appropriate arrangements for air travel or, at registration, if bus travel requires special vehicle assistance. GMGT will make all reasonable efforts to accommodate this request, but cannot be held responsible if ADA accommodation is unavailable. Any accommodations provided will be at the sole expense of the guest requiring the accommodation. Participants with disabilities must always be accompanied by a companion capable of providing all required and needed assistance and must not require special assistance from GMGT or its suppliers. Participants with disabilities must notify GMGT in writing at the time of booking of their status and of the identity of their non-discounted, paid travel companion who will be responsible for providing all necessary assistance.

23. Dietary Needs: If you have any passengers with dietary restrictions or allergies, GMGT must be notified immediately. GMGT will notify the vendors of these needs, but cannot guarantee that all needs can be met by the vendors. Ultimately, it is the passenger’s responsibility always to check that their restrictions are known at each restaurant and that they are eating something that meets their dietary needs. If the vendor cannot provide an alternative, it is the passenger’s responsibility to find and pay for a replacement.

24. Festival Participation: If your proposal includes participation in a music festival, we will advise you of the festival's status 45-90 days before departure or as it becomes available from the festival host. Should there be an insufficient number of groups to operate a festival, GMGT reserves the right to convert your package to a performance tour.

25. Photography and Videography: The organization and each participant hereby consents to GMGT taking, processing, publishing or otherwise using photographs and videos of the advisor or the participants, either alone or with others, in any way deemed desirable by GMGT, in its sole discretion, and the undersigned organization and each participant hereby waives all rights in and to any such photographs and videos and agrees not to bring any action or cause of action in connection with any such photographs or GMGT’s use of the same.

26. Health and Safety Measure: GMGT shall have the right, but not the duty, to take whatever actions it deems necessary concerning the health and safety of any or all participants, including, without limitation, obtaining medical treatment on their behalf and transporting them home for medical or other emergency reasons, at the expense of the participant or their responsible party. For student groups: a minor may not be left unattended at any time, and the school or organization is responsible for ensuring someone is present at all times. For the safety of our guests, GMGT reserves the right to request health information before travel and to exclude any participants it deems unfit for travel at its sole discretion.  All trip participants are responsible for their own medical disclosures and keeping necessary vaccinations up to date.  GMGT is not responsible for any changes to policies regarding admission or acceptance based on vaccinations at the country, state/province, county, city, or vendor level.  Each participant is encouraged to keep their vaccinations up to date to participate in any GMGT trip fully.

27. Terms and Conditions of Participants:  All participants in the trip must agree to GMGT’s terms and conditions when registering through our online payment portal.  For groups paying by check, the group leader and organization are responsible for signing our terms and conditions on behalf of all of their trip participants.  It is the group leader's responsibility to communicate Guardian’s terms and conditions to them prior to registering for the trip.  For groups that would prefer individual acknowledgments of GMGT’s terms and conditions, we will provide a form for them to sign.  It is the group leader's responsibility to distribute and collect these forms and verify that all participants have signed and agreed to these terms.  Should any participant not sign the terms and conditions, the risk and liability for that participant will be assumed by the group leader and the organization.  For this reason, we encourage all groups to enroll in our online payment processing system.  For groups that are not registering through our payment portal and agreeing to our terms and conditions, this contract, signed by the director, agrees to our terms and conditions on behalf of all participants.  Directors who manually register participants for our trip also agree to our terms and conditions on behalf of the participants they register.

28. Limited Liability: The trip is arranged by GMGT Incorporated, an Illinois corporation (GMGT). GMGT, and its employees, shareholders, agents, and representatives (together “GMGT”) use third-party suppliers to arrange tours, transportation, sightseeing, lodging, and all other services related to this tour. GMGT is an independent contractor and is not an employee, agent, or representative of any of these suppliers. GMGT does not own, manage, operate, supervise, or control any transportation, vehicle, airplane, hotel, restaurant, or any other entity that supplies services related to your tour. GMGT is not affiliated with any other tour operator. All suppliers are independent contractors and are not agents, employees, or representatives of GMGT. All tickets, receipts, coupons, and vouchers are issued subject to the terms and conditions specified by each supplier. By accepting the coupons, vouchers, and tickets, or utilizing the services, all customers agree that neither GMGT, nor its employees, agents, or representatives are or may be liable for any loss, injury, or damage to any tour participant or their belongings, or otherwise, in connection with any service supplied or not supplied resulting directly or indirectly from any occurrence beyond the control of GMGT. GMGT assumes no responsibility or liability for any delay, change in schedule, loss, injury or damage or loss of any participant that may result from any act or omission on the part of others; and GMGT shall be relieved of any obligations under these terms and conditions in the event of any strike, labor dispute, act of God, or of government, fire, war, whether declared or not, terrorism, insurrection, riot, theft, pilferage, epidemic, pandemic, illness, physical injury, quarantine, medical or customs or immigration regulation, delay, or cancellation. GMGT accepts no responsibility for lost or stolen items. GMGT reserves the right to refuse any participant or potential participant at its sole discretion.

29. Assumption of Risk/Release: Additional risks and dangers may arise including, but not limited to, hazards of travel by train, automobile, motor coach, aircraft and other means of conveyance, animal interactions, swimming, forces of nature, political unrest, other unrest, risks associated with water, food, plants, insects and differing animal regulation, and acts of national and local governments and unrest and acts of others against governments. These risks are not an exhaustive list but are examples of many kinds of risks. You are voluntarily participating in these activities with the knowledge that there are significant dangers involved, and you hereby agree to accept any and all risks. As lawful consideration for the agreement with GMGT to participate in such trips and activities you agree you will not make a claim against GMGT, its related companies or its personnel or sue for bodily injury, emotional trauma, death, property loss or damage or other loss, cost or expense, however caused, as a result of or related to your contracting for, traveling to or from, or in any and every other way participating in the trip. You release GMGT, its related companies, and its personnel from any and all claims, known or unknown, arising from contracting for, traveling to or from, and in any and every way participating in a trip. The organization and each participant of a GMGT trip hereby agrees to release and fully discharge, and indemnify and hold harmless, GMGT, and its officers, directors, employees and agents, from and against any and all claims, actions, causes of action, demands, liabilities, damages, costs and expenses, including, but not limited to, attorney’s fees, arising out of or in any way related to events occurring on the tour. This release of liability and assumption of risk agreement is entered into on behalf of you and all members of your family and party, also including minors. This agreement also binds your heirs, legal representatives, and assigns.

30. Governing Law: The laws of the State of Illinois shall govern the jurisdiction, venue, interpretation, and construction of these Terms and Conditions, without regard to conflict of law. Any disputes arising hereunder shall be litigated in a State or Federal Court in the State of Illinois. All guest claims must be submitted in writing and received by GMGT no later than thirty (30) days after the completion of the GMGT Tour. Guest claims not submitted and received within this time shall be deemed waived and barred.