BOOKING PROCEDURES & GENERAL CONDITIONS*
The information you provide helps us process your reservation request quickly and get the final confirmation of services back to you as soon as possible. The more detailed the information you provide, the better. If for any reason, we are unable to confirm your reservation as requested, we may suggest an alternative tour for your approval All requests should be made in written by fax or e-mail, and should contain:
• Last and first names of passengers
• Tour Name
• Date of service
• Name per room if more than 1 room requested
• Type of room required
• Date of birth and Nationality of all passengers
• Arrival/departure information dates and number of nights
• Flight information – times and flight number for meet and assist service and transfer
• Any special instructions/request for booking
• Passports number and Nationality if booking an Alaska Marine Hwy portion
• Passengers weight if booking a flight excursion
All booking confirmations are computer generated and are issued within 48 hours from the request All confirmations are considered final.
The number of individual beds in a room does not necessarily match the room descriptions of “single”, “double”, “triple”, etc. For example, a “Double Room” may actually contain one double size bed. Customers who desire separate beds should have this request (not guaranteed) noted specifically.
Roll-away beds are available on a request basis only (not guaranteed) at an extra charge, payable directly to the hotel. This request must be made at the time of initial booking. For Family Plan/Children’s rates to apply, the ages of the children must be noted in the request of reservation. Generally, up to two children (under the age specified for that particular hotel) will be free if sharing the room and existing bedding with two full paying customers.
GENERAL CONDITIONS RATES
All prices listed are in U.S. Dollars and are net for trade only, including applicable taxes and mandatory service charges. (Porterage is not included). All prices are subject to change without notice. Rates listed on the tariff are to be used only as a guideline and are subject to change at any time with or without notice. Hotel rates are net per room and include taxes, optional features, transfers and excursions are net per person, unless otherwise noted. Prices are for FIT and do not apply to groups.
A group is defined as a minimum of 10 rooms or 20 passengers for most destinations and suppliers.
Payment Procedures: Passengers will not be accepted or accommodated and reservations will be canceled, unless full payment is received in our office by the due date.
All late payments are also subject to $25 late fee. (NOTE: For certain products, holidays, or events payment may be required further in advance of your normal payment terms). We reserve the right to collect payment in advance for holiday, special event or other high demand travel dates. If discrepancies are found on the invoice, pay the invoice minus the amount of the reservation in question, no later than its due date. You must advise our accounting department of the reservations in question. They will be researched and a corrected invoice will be sent to you, if different.
Payment will only be accepted in U.S. dollars, and for checks: payable by a U.S. bank. There is a $30.00 processing bank fee charged to each issued invoice.
By wire transfer, send to:
EAS – ALASKA PROMOTION
Account # 10103 6612
Bank ABA # 125200934 (for wiring)
Anchorage , Alaska – AK, 99503 US
Changes: All changes or cancellations should be requested in writing. Once confirmed and invoiced, any changes to existing reservations are subject to an administrative fee of US$ 25.00 per person, plus any applicable change fee charged by vendors. This includes a change of dates.
Cancellations*: All cancellation requests must be received in writing The following is our typical cancellation fees schedule which is based on a percentage of the total invoice. The effective date is the date on which the written cancellation notice is received in our office by fax or e-mail.
Any time after our written confirmation: 10% of total invoice.
– 60 – 45 days prior to departure: 30% of total invoice
– 44 – 30 days prior to departure: 60% of invoice total
– Within 30 days: 100% of invoice total
* Different cancellation conditions apply to Luxury lodges, Bear Excursions and Bearviewing Locations
Special Payment and Cancellation Policy:
Deposit: 50% is required at time of confirmation. Final payment is due 120-90 days prior, depending on the lodge/vendor policy.
Cancellation policy/fees: Deposit is non refundable and might, at the lodge discretion or service organizer be used for a future booking
89-0 days: non-refundable even if reservations are cancelled due to weather/services not used.
Travel insurance is highly recommended
Responsibility: EAS – ALASKA PROMOTION acts only as a distributor and does not manage, control, or operate any supplier services and therefore assumes no liability for any loss, damage, accident, etc.
EAS – ALASKA PROMOTION is not responsible for charges or inconveniences due to a lack of voucher or incorrectly issued vouchers. Changes to the reservation system supersede any information and/or rates published previously.
EAS – ALASKA PROMOTION is responsible for arranging the services outlined in the present catalogue. The other suppliers providing transportation, sightseeing arrangements, and hotel accommodations are independent contractors and are not employees of EAS – ALASKA PROMOTION. Neither EAS – ALASKA PROMOTION nor its agent(s) shall be held liable for, and customer waives any claim against EAS – ALASKA PROMOTION and it agent(s) for any loss of or damage to property or injury to person caused by reason of any defect, negligence or other wrongful act or omission, of any other transportation company, any hotel, any agency, or any person, rendering any of the services outlined.
In no event shall EAS – ALASKA PROMOTION be liable for any special, incidental, indirect or consequential damages. EAS – ALASKA PROMOTION reserves the right to decline, accept, or retain any customer as a member of these packages at any time.
EAS – ALASKA PROMOTION reserves the right to substitute hotels of equal or superior category when necessary.
EAS – ALASKA PROMOTION will not be held responsible for additional expenses due to increase in vendor costs after confirmation of itinerary, for delays caused by weather, airlines schedule, or any of the reason listed above.
You agree to indemnify and hold EAS – ALASKA PROMOTION, its affiliates, officers and employees harmless.