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Booking Conditions

Terms and Conditions for all our flydrive holidays

By placing a deposit or other payment with The American Road Trip Company you are agreeing to the following booking conditions. Please feel free to e-mail a question concerning these conditions at help@theamericanroadtripcompany.co.uk

Contract

By placing a deposit with The American Road Trip Company, you are accepting the following booking conditions as the basis of a contract between The American Road Trip Company Limited and you and all other persons named on the quotation form. Furthermore, you are accepting that the details within the quotation supplied are correct.

The person paying the deposit will be deemed as the “Party Leader” for all persons included in the booking, however all travelers will be jointly bound to the booking conditions.

Some elements of the holiday may also be subject to certain “supplier booking conditions” to which all parties must also comply.

These booking terms and conditions shall be governed and construed in accordance with the laws of England and Wales and the courts of England and Wales shall have non-exclusive jurisdiction to adjudicate any dispute which arises thereto. Additionally your accommodation booking may also be subject to local laws, customs and sensitivities, which may change from time to time. We are not liable for any bookings which do not comply with such local laws, customs and sensitivities.

Everyone at “The American Road Trip Company Limited” is committed to insuring that all travelers have a fantastic holiday, organised with the highest standards of professional behavior.

Your Financial Protection

Flight Inclusive Packages

All packages including a flight element from the UK are ATOL protected, as we hold an Air Travel Organiser’s Licence granted by the Civil Aviation Authority. Our ATOL number is 10572 In the unlikely event of our insolvency, the CAA will ensure that you get home at no additional expense. For those yet to travel, you will receive a full refund on any monies spent.

Non Flight Packages

The American Road Trip Company Ltd is a company committed to customer satisfaction and consumer financial protection. We are therefore pleased to announce that, at no extra cost to you, and in accordance with ”The Package Travel, Package Tours Regulations 1992” all passengers booking with The American Road Trip Company Ltd is fully insured for the initial deposit, and subsequently the balance of monies paid as detailed in your booking confirmation form. The policy will also include repatriation if required, arising from the cancellation or curtailment of your travel arrangements due to the insolvency of The American Road Trip Company Ltd. This insurance has been arranged with MGA Cover Services Limited (registered address Farren House The Street, Farren Court Cowfold West Sussex RH 13 8BP, company registration: 08444204 authorized and regulated by the Financial Conduct Authority registration number 678541) under a binding authority with the insurer CBL Insurance Europe Limited (registered address 2nd Floor 13-17 Dawson Street Dublin 2 Ireland, who are authorized and regulated by the Financial Conduct Authority registration number 203120)

In the unlikely event of Insolvency you must Inform MGA Cover Services Limited immediately on +44 (0) 20 3540 4422. Please ensure you retain this booking confirmation form as evidence of cover and value.

Policy exclusions: This policy will not cover any monies paid back to you by your Travel Insurance or any losses which are recoverable under another insurance or bond. This policy will also not cover any loss sustained by Passenger(s) booked on a flight-inclusive package sold and commencing within the United Kingdom.

Insurance

We don’t offer travel insurance, however we strongly recommend that you secure adequate cover for all the elements contained within your package and for any separate excursions / activities that are to be undertaken on your trip. Some of these excursions / activities may require specialist cover such as skiing or white water rafting. It is the travelers responsibility to ensure this cover is in place.

Price

Once you are have requested a quote from our web-site or over the phone we will endeavor to produce it as quickly as is possible, usually within 48 hours. As ALL of our trips are tailor-made to at least some degree in order to fully meet your parties needs, the price quoted has a valid time limit of 7 days. Should this time elapse, we would be happy to re-quote for the trip.

The balance payable for any holiday will need to be collected 12 weeks prior to travel by bank transfer or cheque. If you wish to pay the balance by other means, then you need to notify “us” 13 weeks prior to departure. Any payments other than the “deposit” that wish to paid by Paypal, a credit card or a debit card are subject to a 2.5% surcharge to cover the additional costs that The American Road Trip Company will be subject to. If you are booking within 12 weeks of travel, then full payment is due immediately by bank transfer or cheque. Again this payment will be subject to 2.5% surcharge if the customer wishes to pay by Paypal, a credit card or a debit card. Should the balance not be paid by the 12 week deadline, we reserve the right to cancel your holiday and apply cancellation charges as listed below. Please make a note in your diary concerning when the balance payment is due to be taken.

Once the required deposit is received within the 7 day quotation period, the price quoted is secured. However, surcharges are permitted to allow for increases in transportation costs, taxes or fees for certain services, and exchange rates. We will cover the cost of any increases within 2% of the price of your travel arrangements. However, any increase above 2% will be passed onto the consumer. Should these price increases total 10% or more, you will have the option of accepting another holiday of equivalent standard (subject to availability), or canceling and receiving a full refund, minus any earlier amendment fees. Changes to the agreed price are extremely rare, and where possible will be absorbed by the Company.

We reserve the right to correct any pricing mistakes on our web site or in any correspondence. We will do this as soon as we become aware of said mistake.

Unused bookings or services can not be refunded or re-arranged.

We are also happy to accept cheques made payable to “The American Road Trip Company Limited” .

Our packages

Our packages are made up of 2 or more of the following 3 elements only – Flight, Accommodation and Car Hire. Any other elements are sold on an “Agent” basis only and are separate from the main package and thus priced individually.

Flights

It is the responsibility of the party leader to supply correct booking information. i.e. Passenger names as per their passport.

Seating or any other requests will be passed onto the flight supplier, but can not be guaranteed. We recommend checking in on line within 24 hours of departure to help secure desired seating arrangements. Any failure in this regard will not be considered a breach of contract by us.

The flight element of your trip is subject to the carrier’s booking conditions and the laws governing international and domestic flights. If a major delay occurs due to but not limited to weather conditions or air traffic control issues, then the carrier concerned may provide refreshments etc. in line with its own policies. The American Road Trip Company does not accept any liability for delays, loss of luggage, changes in airline or aircraft type.

Accommodation

Upon check in, accommodation suppliers normally require a security deposit, usually in the form of a major credit card.

Some accommodation providers charge a resort fee that is payable locally. This can range from a few dollars upwards to around $30 per day. These resort fees won’t always be included in the cost of your package.

As we do not own, operate or control any of the hotels contained within our trips we can not guarantee availability when we come to book your trip. If any formerly specified hotel is not available, we will find another hotel of equal or better standard for you at no extra cost.

Any room preferences we are aware of will be passed on to the Hotel but are not guaranteed. We don’t accept bookings that are wholly conditional upon these requests being met. That said we will endeavor to ensure requests are respected whenever possible.

Car Hire

“One way” drop off fees are sometimes charged, particularly when the car is returned within another state. These fees are always paid locally, and won’t usually be included in the price of your package. We will endeavor to highlight these charges prior to you leaving for your holiday, usually within your original quote. Local charges can be subject to change from the supplier.

A full and valid UK drivers licence(s) is required to be present throughout the time of your vehicle rental. We do not accept any responsibility or liability in the event that you or your party are denied a vehicle due to lack of documentation or if you are denied a vehicle due to driving penalties, endorsements or bans. Any costs incurred in this eventuality will be incurred by the customer(s).

A minimum age of 21 is required, and anyone under 25 will usually incur additional costs that will often be paid locally and not included in your quote or package.

Unless otherwise stated, all our quotes are based on a single driver. Additional drivers can be added in these cases when collecting the vehicle subject to additional charges payable locally. Multiple driver quotes are possible, but will need to be requested by the customer.

Please check you rental agreement and receipt before leaving the rental desk to insure all local charges are understood and have been agreed to.

A valid credit card is required in the drivers name when collecting the vehicle. This is essential to guarantee supply of the vehicle by the rental company.

Before driving

A thorough check of the rental vehicle is required to ensure no unwarranted charges are made upon returning the vehicle at the end of your vacation. Any defects in the rental vehicle should be highlighted to the rental company prior to using the vehicle.

The driver(s) should familiarise themselves with all aspects of vehicle prior to driving it for the first time. Knowledge of what to do in the unlikely event of a breakdown or flat tire should also be understood. By making this booking it is agreed that you as a named driver are willing and able to change a flat tire if required.

Upon returning the car, please make sure you have all your belongings and that no unwarranted additional fees are charged. The American Road Trip Company can not be deemed liable for any fees charged locally or after the car is returned, these charges will be the responsibility of the traveling party.

Excursions

We generally don’t sell activities and excursions, however we will be happy to research and advise where possible.

Should we sell an activity or excursion then ALL are sold separate from your main package, and are priced as individual elements that we sell as “agents” for the supplier. And as such we carry no liability for complications, accidents or damage to any party during any excursion or activity.
Please ensure you have the necessary travel insurance to cover you and your traveling party during your holiday that includes cover for excursions, this should include Health Insurance in the event of an accident.

Should you fail to produce the required documentation or voucher supplied to the excursion supplier, this may result in the refusal of the supplier to provide the service. We can not be held liable for any loss of service in this situation.

Alterations made by you

Alterations need to be requested in writing by the party leader. Any requests received more than 10 weeks prior to departure will be subject to a £40 fee per change, along with any additional costs that we occur due to the requested change. Any alteration requests received within 10 weeks of departure may be deemed to be a cancellation and incur charges of up to 100% of the cost of your holiday. Examples include change of dates, alterations of names and location changes.

Cancellation by you

Should you or someone within your party wish to cancel, we would require notice in writing from the person who paid the deposit. The charges will be fixed as shown below, as per the day we receive written notification.

More than 85 days prior to departure – Loss of the entire deposit.
64-84 days prior to departure – Loss of 50% of the package cost.
29-63 days prior to departure – Loss of 75% of the package cost.
0-28 days prior to departure – Loss of 100% of the package cost.

Special airfares are sometimes used to help reduce the cost of your holiday, these fairs are often non-refundable and non- exchangeable and these fees will be over and above any cancellation fees listed above. Like wise, should you request early “ticketing” of your flight “booking” then these fairs are non-refundable and non- exchangeable and thus these costs will be over and above any cancellation fees listed above.

Excursions and activities that we sell separately as an agent, will be subject to the suppliers cancellation fees, timetable and booking conditions. Furthermore, a £20 fee per change will also be charged by us.

Failure to pay the balance of the holiday on time, may lead to a cancellation of the booking. We will endeavor to give the customer notice of this action, and an opportunity to make payment on any outstanding balance.

Alterations made by The American Road Trip Company

We pride ourselves on giving you the holiday you requested, however on occasion it may be necessary to make minor alterations. We reserve the right to amongst other things but not limited to – change the airline, use an alternative but comparable hotel, change the flight time if within 12 hours of the original flight or any other minor change.

In the case of a major change, you will have a choice between i) Accepting the changes ii) a full refund of any paid monies or iii) a credit against another holiday supplied by the us. You’ll need to inform us in writing of your preference within 14 days of receiving notice of the material change. Material changes include a change of departure airport which is considered inconvenient for the customer(s) or a change of travel times (more than 12 hours from the original departure).

In cases where a material change occurs, compensation will be paid at the rates shown below.

More than 28 days from departure – Nil.
14-28 days from departure – £20 per person affected.
0-14 days from departure – £30 per person affected.

No other compensation claims will be considered.

Cancellation by The American Road Trip Company

Cancellation is extremely unlikely, however The American Road Trip Company reserves the right to cancel your holiday, and return any monies paid to us or offer you an alternative holiday of an equal standard.

Exceptions to compensation offer

The American Road Trip Company will not pay compensation in cases where alterations or cancellations are due to circumstances outside of our control. These include, but are not limited to – strikes, technical problems with transport, riots, bad weather, war, terrorist activity, fire , flood, airport closure and natural disasters.

Our liability to you

The American Road Trip Company considers itself liable to the consumer for any damage caused to them by the failure to perform the contract or the improper performance of the contract unless the failure or improper performance is due neither to any fault of the tour operator nor to another supplier of the package services, because, for example, it was the fault of the consumer or a third party unconnected with the provision of the services contracted for, or was due to unusual or unforeseeable circumstances which could not have been avoided even if all due care had been exercised.

Force Majeure

The American Road Trip Company does not except any liability for loss, damage or charges caused by events out of our control. These Force Majeure events include but are not limited to strikes, technical problems with transport, riots, bad weather, war, terrorist activity, fire , flood, airport closure, disease and natural disasters.

Complaints

We will always do our utmost to ensure all holiday arrangements are satisfactory and to a good standard, should you have a problem with any element of your trip you should notify the local supplier immediately, so they can correct the situation. Almost always any issue will be rectified quickly by the local supplier. If you neglect to inform the local supplier, then all claims will be void. You may also wish to contact The American Road Trip Company at our Customer Service e-mail address or by phone, we will endeavor to assist in solving any issues that have arisen. If you remain dissatisfied, the party leader must write to us within 28 days of their return to the UK. Please include your booking reference and full details of the complaint – including photos, statements and people contacted from the local supplier.

Every effort has been made to ensure the information on our web-site and in our correspondence is correct and valid. However, should errors or changes require correction then we reserve the right to do so without penalty.

Health

You must advise us of any medical problems, disability and special needs prior to booking so we can advise you on the suitability of certain trips and pass on any relevant information to our suppliers. Should a medical condition occur after booking, you must inform us and your insurance company as soon as possible.

The beauty of travel to North America is that for visitors traveling from the UK there are no special mandatory requirements for entry to the US. However anyone who has recently visited a cholera or yellow fever infected area may be required to have appropriate vaccinations. Please consult own doctor prior to travel if you have any doubt.

Passport validity

Your passport should be valid for the proposed duration of your stay. You don’t need any additional period of validity on your passport beyond this.

Additionally, from 1 April 2016, all travellers wishing to enter the US under the VWP will need to hold a passport with an integrated chip (an ePassport). British passports issued since October 2006 are ePassports and carry an internationally recognised symbol on the front cover.

Visa Waiver Programme (VWP)

The VWP allows most British Citizen passport holders to visit the US for up to 90 days. The types of journey allowed under the VWP include tourism, certain types of business visit and transit to another country.

You won’t qualify for entry to the USA under the VWP, and will need to apply for a visa from the nearest US Embassy or Consulate, if:

  • you have a British passport that describes your nationality as something other than ‘British Citizen’
  • your passport has been extended by 12 months under exceptional measures put in place in mid 2014;
  • your passport doesn’t include certain security features
  • you’ve been arrested for certain crimes, even if it didn’t result in a criminal conviction
  • you’re a dual national of Iran, Iraq, Sudan, or Syria
  • you’ve travelled to Iran, Iraq, Sudan or Syria since March 2011

Certain exemptions apply on a case-by-case basis to those who have travelled to Iran, Iraq, Sudan or Syria. For more information about these exemptions, see the website of the US Embassy.

Please note that in all cases it is the travellers responsibility to ensure they are able to enter the USA and Canada. Should you not gain access or be allowed to leave for any reason, then The American Road Trip Company can not be hold liable for any inconvenience or financial loss and no refunds will be agreed.

Esta

Those travelling under the Visa Waiver Program and who are arriving by air or sea should provide details online at least 72 hours before travel. This is known as an Electronic System for Travel Authorisation or ESTA. For more information, and to apply online, visit the official ESTA website.

https://esta.cbp.dhs.gov/esta/

Atol

All the flights and flight-inclusive holidays on this website are financially protected by the ATOL scheme. When you pay you will be supplied with an ATOL Certificate. Please ask for it and check to ensure that everything you booked (flights, hotels and other services) is listed on it. Please see our booking conditions for further information or for more information about financial protection and the ATOL Certificate go to: www.atol.org.uk/ATOLCertificate

Your Financial Protection
When you buy an ATOL protected flight or flight inclusive holiday from us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.

We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).

If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those
Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.

The price of our air holiday packages includes the amount of £2.50 per person as part of the ATOL Protection Contribution (APC) we pay to the CAA. This charge is included in our advertised prices.

Data protection

For The American Road Trip Company to be able to facilitate your holiday arrangements, we will be required to pass on certain information to suppliers and other relevant bodies. By making your booking you have agreed for this information to be passed on. All information we retain is for internal use only, no information will be shared other than to arrange your holiday.

Any information we hold on your behalf will be secure as per regulations on Data Protection.

Certain limited information will be retained in order for us to contact you in the future, should you not want this to be the case then please let us know.

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