Terms of Travel & Membership
and Conditions of Use
Suitcase Gals (a.k.a. SG, us, we, our) provides packaged group travel products (a.k.a. tour, trip, vacation) that are purchased by a client (a.k.a. woman, traveler, group participant, member, non-member, you, your, she, her) on an individual basis. SG also has a membership component, however membership is not required to purchase a tour.
These Terms and Conditions represent a contractual agreement between you and Suitcase Gals and contain substantial penalties for cancellation, as well as specific limitations of liability. It is your responsibility to read and comprehend these Terms and Conditions. You will be required to actively affirm you "have Read and Agree to be Bound by SG’s Terms and Conditions" to participate in any service SG provides. Contact SG at: suitcasegals@gmail.com if you have any concerns about these terms and conditions before using any services offered by Suitcase Gals.
1.0 GENERAL
1.1 Disbursement of Client Tour Payments
Suitcase Gals uses intermediaries and 3rd-party suppliers to arrange lodging, transportation, sightseeing, guides, and all other services related to the tours offered and must enter into binding contractual agreements on your behalf in order to provide these services to you and for the group as a whole. SG is an independent contractor and is not an employee, agent, or representative of any of these intermediaries or suppliers.
Client payments, when due, are distributed to pay expenses SG incurs for administering your reservation, planning for your participation, and paying intermediaries and 3rd-party suppliers to ensure availability of services and activities as described in the tour.
Client acknowledges and agrees that each tour payment collected is non-refundable and/or subject to cancellation fees upon the due date of the payment, except where specific conditions are met as described under Section 3.0 "Cancellation by Traveler" and Section 4.0 "Cancellation by Suitcase Gals."
1.2 Travel Protection Plan
Suitcase Gals does offer travel protection plans (aka travel insurance). Client acknowledges it is her responsibility to determine the amount of coverage she needs to acquire to protect her travel investment from the risk of financial loss, to understand the coverage she has elected to purchase, and to be knowledgeable of her travel protection plan’s terms and conditions. Client is encouraged to purchase the broadest amount of coverage with the least restrictions.
Declining to purchase an adequate travel protection plan could result in the loss of your travel cost and/or require more money to correct 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, SG will not be liable for any of your losses howsoever arising, for which trip protection plan coverage would otherwise have been available. This includes unforeseen or unknowable events that may impact travel.
Submitting an Insurance Claim: Client acknowledges she must cancel using the Cancellation Form from the tour prior to submitting an insurance claim. Remaining on the tour while attempting to be reimbursed by insurance is unlawful.
Should Suitcase Gals become aware client has submitted an insurance claim without prior written notification of cancellation, client acknowledges she will be removed from the tour effective the date Suitcase Gals becomes aware of the insurance claim and cancellation fees will be imposed as allowed by these terms and conditions.
Failure of Insurance Company to Pay Claim: Client acknowledges that Suitcase Gals is not responsible should client's chosen coverage from her insurance company fail to pay her claim, in part or in whole, and agrees she will not reverse legitimately authorized payments to SG to recover the financial loss. Client further acknowledges she will not be refunded any additional monies by Suitcase Gals and must make a new reservation if she wishes to rejoin the tour.
1.3 Use of FORMS and Email
FORMS:
ALL business transactions (100%) with Suitcase Gals are conducted through our website (www.suitcasegals.com). This includes, but is not limited to, reserving a spot on a tour, becoming a member or renewing membership, making tour payments, providing information required to travel, managing membership and tour information, and cancelling a tour.
Suitcase Gals uses FORMS on this website to collect information and payments from you and to receive instructions from you. At the time of any FORM submission, you will be asked to confirm that you have read and agree to be bound by SG's terms and conditions.
SG's Terms & Conditions are presented in a pop-up window overlaying the Form and must be actively acknowledged by checking the "I have Read and Agree to be Bound by SG's Terms and Conditions" box in order for the Submit button on the Form to function.
EMAILS:
We use emails to confirm business transactions and to communicate with you. You agree to provide a valid email address - that belongs to you - to establish a business relationship with us. You further agree to receive emails from suicasegals@gmail.com regarding the services you have purchased from us.
You acknowledge emails from us contain important information regarding the services you purchased and that some may require you to act by a certain date. Further, you acknowledge that your failure to read emails from SG or failure to act by a certain date does not release you from any terms and conditions contained herein.
In the event you change your email address, it is your responsibility to notify SG immediately via email to: suitcasegals@gmail.com, SUBJECT: Change of Email for [Last Name]. Provide your old and new email address in the text of the email.
1.4 Authorization to Charge Client's Credit Card and Electronic Signature
By submitting a FORM that will result in a charge to your credit card you are providing your electronic signature that you have authorized SG to charge your credit card the specified amount on the FORM. The Confirmation Email we send to you after we have charged your credit card is your RECEIPT. It is the client’s responsibility to verify the amount charged is accurate and notify SG immediately if an error is discovered.
1.4.1 Illegitimate Disputes: Client acknowledges and agrees that initiating a dispute over the legitimacy of a credit card charge she previously authorized is illegitimate in the following cases:
1) To dispute any previously authorized payment that did not represent a mistake in the amount charged by SG.
2) To attempt to recover non-refundable payments and/or cancellation fees imposed by these Terms and Conditions.
3) To attempt to recover financial loss after client-purchased travel insurance fails to pay a claim, in part or in whole, for any reason.
1.4.2 Illegitimate Dispute Actions and Fee Assessment: Client acknowledges that Suitcase Gals must expend significant resources to refute illegitimate disputes. Client agrees SG is entitled to assess fees in the amount of $500 per disputed charge to recoup our expenses If the illegitimate dispute is associated with a tour the traveler is currently registered for, she will be removed from the tour on the date SG is notified of the dispute. See paragraph 2.7.2 - Denial of Participation in Tour due to non-compliance with payment requirements.
Client acknowledges Suitcase Gals reserves the right to refuse future credit card payments from the client, and/or refuse future reservations from client, and/or bring legal action for initiating an illegitimate reversal, and/or hire a collection agency to recover any financial losses as a result of the illegitimate reversal.
1.5 Changes to our Terms and Conditions
Suitcase Gals reserves the right to change these terms and conditions at any time. Your continued use of our website and services provided by Suitcase Gals constitutes your agreement with the new terms and conditions. If the changes to the terms and conditions are material, SG will inform you by posting a notice on this website before the changes go into effect. The notice will designate a reasonable amount of time (the "Notice Period") after which the new terms and conditions will go into effect for all users. If you do not agree with the new terms and conditions, you may cancel your reservation and/or membership in writing prior to the conclusion of the Notice Period. Should you cancel during the Notice Period, SG will apply the cancellation fees in effect for your tour or membership immediately prior to the date of the posting of the updated Terms and Conditions.
1.6 Acceptance of Terms
Acceptance of these terms and conditions, along with the requirements to participate in a tour, and other official documents provided to you as part of the delivery of the tour, without regard to membership status, and in addition to our privacy policy, constitute the entire agreement between you and Suitcase Gals and both parties agree to be legally bound by the terms and conditions set forth in this agreement.
2.0 PREPARING TO TRAVEL
2.1 Overview of Your Tour's Payment Schedule
Your tour contains your Payment Due Dates can be found under "Payment Dates and Cancellation Penalty Amounts" which is located within the "Pricing & Payment Dates" section for your tour.
- Payment Types & Currency: MasterCard, VISA, Discover, American Express, personal check and wire transfer. All payments are in US Dollars.
- At Time of Reservation: A non-refundable deposit is required to hold a space on the tour. The amount due at the time you make your reservation is listed on the tour and is 100% refundable for 3 days after the reservation has been confirmed.
- Additional Deposit(s): On certain tours additional deposit(s) are required. The date additional deposit(s) can be found under "Payment Dates and Cancellation Penalty Amounts" which is located within the "Pricing & Payment Dates" section for your tour. SG will send a reminder email approximately 7 days prior to the due date(s).
Failure to Pay: A traveler who has not paid the required additional deposit(s) 7 days after the due date listed on the tour will be notified via email that she has been removed from the tour for non-payment and her initial deposit forfeited, plus any other required non-refundable additional deposit(s) already paid.
- Final Payment: A final payment is required to be paid by the Final Payment Due Date and can be found under "Payment Dates and Cancellation Penalty Amounts" which is located within the "Pricing & Payment Dates" section for your tour. This payment will be invoiced via email approximately 14 days before the due date.
Failure to Pay: A traveler who has not paid her Final Payment 7 days after the Final Payment Due Date listed on the tour will be notified via email she has been removed from the tour for non-payment and the cancellation fees as of the Final Payment Due Date of the tour will be enforced.
2.2 Making a Reservation
- Each tour contains unique tour details. It is the traveler's responsibility to read all of the information and meet all the requirements for travel as described in the tour.
- The Payment Due Dates and Cancellation Penalty Dates and Amounts
can be found under "Payment Dates and Cancellation Penalty Amounts" which is located within the "Pricing & Payment Dates" section for your tour.
- Making a reservation on a tour is accomplished by completing the Space Reservation FORM embedded in each tour and providing a valid credit card for the amount required at the time of your reservation.
- You must affirm by typing “YES” that you have read and agree to the Payment Due Dates and Cancellation Penalty Dates and Amounts for the tour.
- You must affirm by typing “YES” that you meet the minimum mobility requirements in order to proceed with the reservation.
-SG’s Terms & Conditions are presented in a pop-up window overlaying the form and must be actively acknowledged by checking the "I have Read and Agree to be Bound by SG's Terms and Conditions" box in order for the Submit button on the Form to function.
- After agreeing to be bound by the Terms and Conditions and pressing the Submit button, the SG website displays a confirmation page to indicate we have received your Reservation FORM.
- SG will confirm there is space on the tour based on the room-type you select before we charge your credit card, and notify you by email if we cannot put you on the tour.
- After SG has successfully charged the required amount to the credit card you provided, you will receive a Reservation Confirmation email.
- The Reservation Confirmation Email is your receipt. This email shows Deposit Amount, your amount paid, any credits applied and the balance due and when your 3-day cancel-with-no-penalty provision expires, as well as repeats all the Payment Due Dates and Cancellation Penalty Dates and Amounts for your tour.
- It is the client’s responsibility to confirm the amount charged is accurate and notify SG immediately if an error is discovered.
If you also elected to become a member on the Reservation FORM, you will receive a separate Membership Confirmation email. This email shows the amount you paid, length of membership term your selected, and the inclusive dates of your membership. This email is your receipt for Membership.
2.3 Making Additional Deposits, Partial and Final Payments
- Making Additional Deposit(s), Partial or Final Payment for a tour is accomplished by completing the Payment FORM.
- If making a partial payment, the amount must be equal to or greater than $500.00- To send your payment you must check the "I have Read and Agree to be Bound by SG's Terms & Conditions" box located above the Payment FORM submission button.
- After we have successfully charged the amount your authorized, you will receive a Payment Confirmation email.
- The Payment Confirmation Email is your receipt and shows the amount paid and your balance due.
- It is the client’s responsibility to confirm the amount charged is accurate and notify SG immediately if an error is discovered.
2.4 Documents Required to Travel
- It is the traveler's responsibility to obtain and present the required documents necessary for travel. This includes, but is not limited to, a valid government-issued photo ID, passport, visa, Letter of Invitation, shot record, proof of medical evacuation insurance, and any other documentation that may be required at time of travel.
- Travelers who have any question as to their ability to obtain and present the required documents necessary to travel to a country should address their questions to the embassy or consulate of the country to which they will be traveling.
- For tours requiring a passport, traveler must be in possession of a machine-readable passport valid for 6 months after her tour return date along with applicable visas.
- It is the traveler’s sole responsibility to secure and/or pay for any and all visas, reciprocity fees, affidavits, immunizations, tests, 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 the 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.
- For up-to-date detailed information on travel documents and visas, entry/exit taxes and further information on entry and exit requirements, please check with your local consular services. Traveler understands that requirements for entry may change. Staying abreast of requirements for entry and obtaining and carrying these documents is your sole responsibility. SG bears no responsibility for such information and will not be responsible for advising and/or obtaining required travel documentation for any traveler, or for any delays, damages, and/or losses including missed portions of your vacation/holiday related to improper documentation or government decisions about entry.
- Any traveler who cannot obtain proper documentation to travel, no matter when or how that discovery is made, will be responsible for whatever cancellation penalties are in force at the time of cancellation from the SG tour or at the time of denial of travel.
2.5 Information Required by SG
SG requires the following information be provided no later than the tour's Final Payment Due Date to facilitate arrangements for your participation in the group tour. Failure to provide the required information has consequences that are detailed under "Past Due" for each FORM.
Confidential FORM
Emergency contact and other information SG collects on the Confidential Form is essential for solo traveler safety should an incident occur. We share the dietary information; the other information is held in confidence and is only used in case of an emergency.
Past Due: Final Travel Instructions (i.e. Travel Documents) will be withheld until such time as this information is provided.
Travel Arrangements FORM
This information is required to know when to expect travelers, and when applicable, to arrange transfers.
Past Due: When transfers are included as part of the tour, the traveler will be placed in the final arrival transfer group on the arrival day and the first departure transfer group of the departure day.
Passport FORM
Passport data is required for all international travel. Passport information is only shared when required by local authorities, to book international flights, and to assist in replacing a lost or stolen passport.
Past Due: If the lack of passport information interferes with group arrangements a "final request" email will be sent to the traveler notifying her of removal from the tour if her passport information is not provided within 48 hours (2 days) of final request. If the traveler is removed from the tour, any refund of monies will be based on SG cancellation penalties as of the date of removal.
2.6 Additional Forms and Information Required to Participate in a Tour and/or in Specific Activities
Participation in certain tours and/or specific activities offered as part of a tour may require the participant to sign and return forms and provide information about themselves including, but not limited to release forms, consent agreements, waivers of liability, and/or disclosure of weight, height, and other personal details. These documents and information requirements are in addition to and do not replace any of the Terms and Conditions contained herein.
Failure to sign and return required documents and/or provide required personal information by the date stipulated by SG for participation in the tour and/or activities of the tour will result in denial of services in part or in full. No money will be refunded for any portion of the tour and/or activities unused due to refusal on the part of the traveler to provide required information and/or sign and return participation agreements.
2.7 Denial of Participation in Tour
Client acknowledges and agrees that Suitcase Gals can remove you from a tour you are registered for, for the reasons listed below.
2.7.1: Non-Payment: Client acknowledges that she will be removed from a tour if she has not made a required payment by 7 days past the stated payment due date. She will receive an email reminding her the payment is past due, and the date on which she will be removed from the tour if the payment is not received. Once removed from the tour for non-payment, SG will email client that she has been removed from the tour. Cancellation penalties will be applied based on the date of removal from the tour.
2.7.2: Non-Compliance with Payment Requirements: Client acknowledges that the dispute of legitimate (i.e. not in error) credit card charge(s) makes her no longer in compliance with the payment requirements for the tour. Client acknowledges she will be removed from the tour on the date SG is notified of the dispute. Client agrees that should the client-initiated dispute be resolved in the favor of Suitcase Gals, SG is entitled to assess fees in the amount of $500 per disputed charge to recoup our expenses or to impose the cancellation penalty in effect at the time SG became aware of the dispute, whichever is greater. Client acknowledges she must submit a new reservation and meet the payment requirements should she wish to rejoin the tour after the dispute has been resolved.
2.7.3: Failure to Provide Required Information: Client acknowledges that she will be removed from the tour if she fails to provide required information by the date stipulated by SG for participation in the tour. This includes, but is not limited to, missing valid passport information that interferes with group reservations, missing proof of mandatory emergency evacuation insurance that interferes with group reservations, and/or failure to sign and return required forms and/or required information necessary for participation in the tour. SG will email traveler a final request and give her 48 hours to comply before removing you from the tour. Cancellation penalties will be applied based on the date of removal from the tour.
2.7.4: At SG's Sole Discretion: Client acknowledges that Suitcase Gals reserves the right to remove any client from the tour prior to departure to the safety of the client and/or protect group participants. This includes, but is not limited to, indications of cognitive impairment such as dementia, abusive language and/or threatening behavior towards SG Staff or group participants, or discovery that the client does not meet minimum requirements for participation in the tour. SG will notify the traveler of her removal from the tour and reserves the right to impose all cancellation penalties in effect at time of removal from tour. SG reserves the right to refuse any future reservations from the client.
3.0 CANCELLATION BY TRAVELER
3.1 Notification, Effective Date and Acknowledgement of Cancellation
- Client must use the Cancellation FORM found at www.suicasegals.com website to notify Suitcase Gals of your decision to cancel.
- The effective date of cancellation and removal from the tour will be determined by the date of receipt of Cancellation FORM.
- After SG has removed you from the tour you will receive a Cancellation Confirmation email detailing your refund, if applicable.
3.2 Expenses Incurred on Behalf of Client
- Cancellation fees represent recovery of expenses incurred by SG on your behalf as of the date of your cancellation. These expenses include, but are not limited to, administering your reservation, planning for your participation, and paying 3rd-Party suppliers for your participation in the tour. These expenses cannot be recovered, regardless of the reason for cancellation.
- Client acknowledges and agrees that should the tour not operate after you have cancelled, for whatever reason, client has no claim to further recompense.
- Client is reminded that the amount and type of travel insurance you determine is appropriate to protect you from the risk of financial loss is your only recourse for reimbursement of any imposed cancellation fees.
3.3 Cancellation Fees
Every tour lists the exact dates when cancellation fees will be imposed and the amount of penalty. This information can also be found on the Reservation Confirmation Email that SG sends when we confirm your reservation.
At Time of Reservation Confirmation: Client has 3 Days after reservation is confirmed to cancel for any reason. The amount required at time of reservation will be refunded in full. Any credits used will be returned to client account with original expiration.
After 3 Days: Cancellation Fees will be applied based on the date we receive your cancellation. The dates when cancellation fees will be imposed and the amount of penalty are specific to your tour and can be found under "Payment Dates and Cancellation Penalty Amounts" which is located within the "Pricing & Payment Dates" section for your tour. This information is also repeated in your Reservation Confirmation Email once you are confirmed on the tour.
4.0 CANCELLATION BY SUITCASE GALS
4.1 Tours Lacking Enough Travelers
- 2 WEEKS prior to the FINAL PAYMENT DUE DATE: Tours lacking enough travelers will be cancelled and clients will be notified via email. All payments will refunded within 30 business days.
4.2 Tours Impacted by New or Ongoing Travel Disruptions
SG reserves the right at our sole discretion to cancel or reschedule any tour at any time prior to the tour’s scheduled start date when new or ongoing travel disruptions – that are beyond the control of and due to no fault of SG – could/do materially impact the ability of Suitcase Gals to deliver the promised tour services or could/do endanger the health and safety of our travelers.
While these events are rare, conditions such as terrorist activities, acts of God/Nature, government restrictions to travel, transportation strikes, and other situations unforeseen or unnamed, can and do happen.
Client acknowledges and agrees that the only potential recourse for reimbursement should these events occur is through the purchase of travel insurance that would cover such events.
4.2.2 Tours will be Cancelled IF:
If the Final Payment Due Date of the tour is still in the future when the tour is cancelled, all payments will be refunded within 30 business days
4.2.3 Tours will be Rescheduled IF:
If Final Payment has been collected prior to tour cancellation, client payments have already been distributed to 3rd-party supplies as disclosed in Section 1.1 "Disbursement of Client Payments" of these Terms and Conditions. No money will be refunded.
1) Client acknowledges that rescheduling takes time and agrees to not take any action** until notified of the rescheduled dates. Original cancellation terms remain in effect, based on the date of the tour cancellation announcement, until rescheduled tour dates are announced.
2) Suitcase Gals will communicate the rescheduled dates in writing via a "rescheduled reservation confirmation email" that will contain the new travel dates and revised cancellation terms.
3) Travelers will be given a choice: A) Take the rescheduled tour with no cost increase, or B) Cancel from the rescheduled tour.
4) If, in the unlikely event the rescheduled tour cannot operate due to circumstances
that are beyond the control of and due to no fault of SG, the client's credit from the original tour will be available - as communicated in the rescheduled reservation confirmation email.
** Client acknowledges and agrees an attempt to dispute any previously authorized credit card charges associated with the original tour’s payments is considered an action that will cause the original cancellation terms to be enforced, based on the date of the action.
4.3 Force Majeure (Superior Force)
No compensation or refund shall be due to the traveler from SG for failure to perform obligations related to delivery of tour services if such failure, whether in whole or in part, occurs at or less than 96 hours prior to the tour start date, or while the tour is in progress, and is a result of acts of God/Nature (including fire, flood, earthquake, storm, hurricane, volcano eruption, epidemics, pandemics, or other natural disasters), war, invasion, acts of foreign enemies, cyber-attacks, hostilities (regardless of whether war is declared), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalism, government sanction, government border closures, government enforced quarantine, blockage, embargo, labor dispute, strike, lockout or interruption or failure of any mode of transportation, electricity, internet or telephone services, or anything else unforeseen or unnamed, any one of which could make delivery of tour services impaired or impossible to deliver or perform.
- Should such an event occur, SG will work to determine if any remuneration may be available from the 3rd-party suppliers.
- SG will communicate in writing to all travelers the results of our attempts for remuneration.
- Client acknowledges that determining the possibility of remuneration takes an indeterminable amount time.
- Client acknowledges and agrees that the filing of an insurance claim, and/or taking an illegitimate action to dispute a previously authorized credit card charge at any time will result in forfeiture of all rights to any remuneration.
- Client further acknowledges and agrees that should she reject in whole or in part the proffered final terms of remuneration, she waives all rights to recompense from Suitcase Gals.
5.0 TRAVEL DISCLOSURES
5.1 Use of Intermediaries and 3rd-Party Suppliers
SG, and its employees, shareholders, agents, and representatives use intermediaries and 3rd-party suppliers to arrange lodging, transportation, sightseeing, guides, and all other services related to this tour. SG is an independent contractor and is not an employee, agent, or representative of any of these intermediaries and suppliers. SG does not own, manage, operate, supervise, or control any transportation, vehicle, airplane, hotel or restaurant, or any other entity that supplies services related to your tour unless explicitly disclosed in the tour details. SG is not affiliated with any other tour operator. All intermediaries and suppliers are independent contractors and are not agents or employees or representatives of SG.
Some SG tours, as noted in the itinerary, are scheduled with 3rd-party suppliers who sell their tours to the general public (example: a cruise ship, train, various available-to-the-public activities, etc.). The traveler acknowledges that other groups and/or individuals may be a part of the same tour or activity.
All tickets, receipts, coupons, and vouchers are issued subject to the terms and conditions specified by each supplier, and by accepting the coupons, vouchers, and tickets, or utilizing the services, all customers agree that neither SG, 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 SG.
SG assumes no responsibility or liability, in whole or in part, 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 SG shall be relieved of any obligations under these terms and conditions in the event of result of acts of God (including fire, flood, earthquake, storm, hurricane, volcano eruption, epidemics, pandemics, or other natural disasters), war, invasion, acts of foreign enemies, cyber-attacks, hostilities (regardless of whether war is declared), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalism, government sanction, government border closures, government enforced quarantine, blockage, embargo, labor dispute, strike, lockout or interruption or failure of any mode of transportation, electricity, internet or telephone services, or illness, accident, or death, or anything else unforeseen or unnamed, any one of which could delay or cause cancellation of services.
Client acknowledges and agrees that the only potential recourse for reimbursement should these events occur is through the purchase of travel insurance that would cover such events.
5.2 Risk Tolerance
By offering reservations for travel in particular international destinations, SG does not represent or warrant that travel to such areas is advisable or without risk. SG will not be liable for damages or losses that result from travel to such destinations. It is the traveler's responsibility to determine her level of risk tolerance, including the decision to participate in a tour to a locale, city, country, or continent where alerts and warnings have been or could be issued by official government agencies on or before the tour start date. If the tour is still scheduled to operate and the traveler cancels, regardless of the reason, standard cancellation penalties apply.
5.3 Additional Risks
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, 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 SG to participate in such tours and activities, you agree you will not make a claim against SG, 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 tour. You release SG, 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 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.
Where the guest occupies a motor coach seat fitted with a safety belt, neither SG nor the Operator nor its agents or co-operating organizations or service providers will be liable for any injury, illness or death or for any loss or damages or claims whatsoever arising from any accident or incident, if the safety belt is not being worn at the time of such an accident or incident. This exclusion and limitation of liability shall not be used to imply that the Operator or its agents or affiliated entities are liable in other circumstances.
5.4 Itinerary Modifications by Suitcase Gals
Suitcase Gals may modify your tour itinerary prior to departure at its sole discretion to facilitate the tour, to protect the health and safety of our travelers, and when events occur that are beyond the control of SG. If SG makes an itinerary change that materially affects the character of the tour in its entirety (a "Material Change"), SG will provide notice to all travelers via email as soon as reasonably possible, provided there is sufficient time to do so before departure.
Once a tour has departed, itinerary changes may be necessary as a result of unforeseen circumstances, operational concerns, or concerns for traveler health, safety, enjoyment or comfort. Any itinerary changes are at the sole discretion of the SG Tour Leader and Suitcase Gals.
Suitcase Gals may increase the stated maximum number of travelers at its sole discretion and without notice when necessary to facilitate room sharing arrangements and for other circumstances that could not be foreseen in advance.
5.5 Roomshare Changes Prior to and While on Tour
5.5.1 Prior to Tour Start:
- The cancellation of a traveler, who specified her roommate by name, will necessitate the named traveler who remains on the tour to a) accept the assignment of a new roommate or b) pay to have a single room. SG will contact the remaining traveler for her choice prior to assigning a new roommate.
- The cancellation of any traveler who did not specify a roommate by name will result in the automatic assignment of a new roommate. This event may occur after roommate assignments have been published in the Final Travel Instructions (i.e. Travel Documents). Only the impacted travelers and the Tour Leader will be notified.
5.5.2 After Tour Begins:
- Any traveler who has a roommate, but decides she wants a single room, for whatever reason, must arrange and pay for the single room directly with the hotel, if available.
- Roommate incompatibility, while rare, does occasionally happen. The SG Tour Leader is available to discuss actions that may be available to help resolve the conflict, including the possibility of changing roommates.
5.6 Arrivals, Transfers and Delays
- Arrival and departure transfers, when included, are from/to the airport(s) stated in the itinerary. Transfers from other airports, train stations, or any other pick-up point, are excluded unless specifically noted in the itinerary arrival and departure notes.
- Travelers arriving by air are responsible for allowing enough time to deplane, gather luggage and travel to the designated meeting location to join the tour. SG will not delay the departure of the group for travelers arriving after the designated tour start time as listed in the individual itineraries.
- Travelers are required to provide SG with their flight arrangements no later than the Final Payment Due Date of the tour. Travelers are also required to notify SG in the event the airline should change the arrival or departure time of a flight.
- On tours where scheduled transfers are provided, travelers who elect to take alternate transportation to the hotel, for any reason (including the inability to locate the local transfer provider), will not be reimbursed for the transfer expense incurred.
- Travelers who are delayed for whatever reason are responsible for notifying SG of their situation and to communicate regularly with SG as to their anticipated arrival time. Delayed travelers are responsible for joining the group as soon as possible and at their own expense if their arrival occurs after the last scheduled transfer.
5.7 Traveler Disruption of a Tour in Progress
SG reserves the right to remove any traveler from a tour should the SG representative(s) determine that the traveler is adversely affecting the overall group dynamics, is a danger to herself or others, or is willfully ignoring the instructions of the SG representative(s) to the detriment or safety of the group. In the event a traveler is removed from a tour, SG will not refund any monies. Transportation costs to return home, airline penalties, and any other expenses will be the responsibility of the traveler.
In the event a traveler chooses to leave a tour prior to its scheduled conclusion, SG will not refund any monies for the unused portion of the tour arrangements. Transportation costs from tour departure point to the airport, airline penalties, and any other expenses will be the responsibility of the traveler.
5.8 Use of Travelers’ Images in Promotional Materials
Photographs and video taken by Suitcase Gals Tour Leaders and other SG representatives while on tour are the property of SG and may be used in promotional materials. By registering for this event, I agree that Suitcase Gals may record the events and use the recording and all of its images for any purposes whatsoever, including but not limited to marketing and/or educational purposes, as it determines in its sole discretion. I hereby authorize I have read and understand these terms. Any traveler who does not wish to have her photograph or video footage used in promotional material MUST advise SG in writing no later than the tour’s Final Payment Due Date.
6.0 MEMBERSHIP
Membership in Suitcase Gals is not required to travel with us. See 8.0: Non-Member Limitations
6.1 Access to Member Pricing & Benefits
- Annual Membership (based on the date you become a member) in Suitcase Gals entitles you to 1) first notification when tours are posted, 2) member tour price, 3) see a list of fellow travelers with contact information immediately after final payment, 4) first notification if you are on standby when a tour is sold out, and 5) early invitations to local events.
- In order to receive the member tour price membership must be active through the end date of the tour. In the event the traveler’s membership expires before the tour end date, SG will give the traveler the option to renew her membership at time of final invoicing or pay the non-member tour cost.
- Membership Length and Cost: $45/year or $80/2 years or $110/ 3 years. You select your length of membership when you complete the Membership Form.
6.2 Becoming a Member
Becoming a member is accomplished by completing a Membership FORM or electing to become a member on the Reservation FORM and paying the membership amount based on length of term selected (1, 2 or 3 years).
To send your membership you must check the "I have Read an and Agree to be Bound by SG's Terms & Conditions" box located above the FORM submission button. “SG’s Terms & Conditions” is a clickable link (i.e. hyperlink) that displays the terms and conditions in the browser window. By submitting the FORM you are providing your electronic signature that you have read and agree to these terms and conditions and are authorizing SG to charge your credit card for the membership length selected.
The SG website will provide a confirmation page to indicate we have received your Membership FORM. We will email a Membership Confirmation with amount paid, length of membership term, and the inclusive dates of your membership after we have successfully charged the amount due to the credit card you provided. This email is your receipt. It is the client’s responsibility to confirm the amount charged is accurate and notify SG immediately if an error is discovered.
6.3 Membership Auto Renewal
All new members are automatically enrolled in SG's auto-renewal program (Auto Renewal is ON). Suitcase Gals will send an email, to your email address on file, 14 days before your membership is due to expire. We will advise you what your current auto-renewal status is and what will happen on your membership expiration date if you leave your auto renewal status unchanged, as well as instruct you how to manually renew and how to change your auto-renewal status.
At any time after your membership is activated, you can modify your auto-renewal status emailing your request with the Subject Line: Change in Membership
6.3.1 If auto renewal is ON, these are your options:
- Leave Auto Renewal ON: You are authorizing SG to renew your membership on the expiration date of your current membership – using the credit card number last used to purchase membership – for the specified renewal length and amount listed under "Manage" for the membership Credit Card on file.
- Renew Manually: Use a different credit card and/or select a different renewal length. The new membership period begins the day after your current membership ends.
- Turn Auto Renewal OFF: Membership will be deactivated on client’s membership expiration date and all travel dollars accrued will be forfeited. If the member is on a tour, the non-member tour price will be applied immediately upon the deactivation of the membership.
6.3.2 If auto renewal is OFF, these are your options:
- Leave Auto Renewal OFF: Membership will be deactivated on client’s membership expiration date and all travel dollars accrued will be forfeited. If the member is on a tour, the non-member tour price will be applied immediately upon the deactivation of the membership.
- Renew Manually: Use a different credit card and/or select a different renewal length. The new membership period begins the day after your current membership ends. Auto renewal will automatically be set to ON at the time the membership renewal is processed.
- Turn Auto Renewal ON: You are authorizing SG to renew your membership on the expiration date of your current membership – using the credit card number last used to purchase membership – for the specified renewal length and amount listed under "Manage" for the membership Credit Card on file.
6.4 Cancellation of NEW Membership
- Cancellation of a NEW membership must be in writing. Email suitcasegals@gmail.com or send a letter via US mail to Suitcase Gals 330 Lauren Hill Ct., Reisterstown, MD 21136. The effective date of the membership cancellation will be based on the date of email or postmark of the written cancellation.
- A full refund of a NEW membership amount paid will be given if SG is notified in writing within 7 days of the initial membership date. A pro-rated refund will be given if SG is notified in writing after 7 days but before 45 days of the initial membership date. No refund will be given after 45 days.
Once you attend on of our Suitcase Gals trips or events, the membership fee becomes non-refundable.
7.0 MEMBERSHIP BENEFITS
7.1 Membership Directory
Suitcase Gals will give members early access for booking tours and local events.
7.2 Lifetime Membership
Lifetime members no longer pay membership dues in order to retain membership status. Lifetime Membership is earned once a member takes 10 tours with SG. We bestow Lifetime Membership once you have completed your 10th tour.
8.0 NON-MEMBER LIMITATIONS
8.1 Restricted Access
All tour participants will receive equal consideration on the tour; however, women who choose not to join SG will:
- Pay the non-member additional cost
-Will receive invitations for Member Only events
- and will not receive any other benefits afforded a member.
9.0 SEVERABILITY, JURISDICTION AND APPLICABLE LAW
9.1 Severability
If any provision of these terms and conditions shall be held unenforceable, such provision shall be struck and the remainder shall remain enforceable.
9.2 Jurisdiction and Applicable Law
These Terms and Conditions and any agreement to which they apply are governed in all respects by the laws of the state of Maryland without regard to conflicts of law principles. All traveler claims must be submitted in writing and received by SG no later than sixty (60) days after the completion of the SG tour. Traveler claims not submitted and received within this time shall be deemed waived and barred.
