Caravan Group Information

Caravan 2008 Group Policies

A note about Caravan and Groups...

Thank you for considering Caravan for your group. If you have organized groups with other companies, you might find our group policies a little different. Please read through this information before calling to request group space- we hope it will answer many of your questions.

In many ways, your group with Caravan will effectively function as a collection of individual bookings. You will notice this when you get separate confirmations for your group members. Do not be concerned- we do have you listed as a group! More information on this later.

• Group space is not available on some tours-please call Caravan's Group Department to check on available dates and other restrictions.

• We can accommodate family & friends groups and, for your convenience, send separate paperwork to each family member (see special note page 4)

• We regret we cannot retroactively convert individual bookings to a group format or offer retroactive rebates.

• We can work with Travel Agents- please call Caravan for more information at 800 227-2826.

• If you are waiting for confirmation of a group space request, please be aware that restrictions may apply, even when free-selling individual space on group blackout dates. In order to avoid disappointment, please make sure your group members are aware of this, especially if they are waiting for space for a tour in 2009. They may find they cannot travel as a group on the date or at the price point they wish. Group blackout dates, restrictions for 2009/2010 departures will be announced only after dates and prices are released. Any requests for 2009/2010 group space will be processed in the order received, only after dates, prices, policies and restrictions for 2009/2010 are announced. Not all group space requests can be confirmed.

• Review / Release dates for group blocks are typically within 21-30 days of initial confirmation. Please keep this in mind when scheduling your group promotion.

Once you have read these group policies and are ready to request group space, please call Catherine, Katie or Sara at 1 800 CARAVAN (800 227-2826).

Please note: in order to maintain Caravan’s great value in escorted tours, these group terms are final and non-negotiable. These group terms apply to all groups confirmed for travel for departures in 2008. Please be sure to read the policies and Terms of Travel (see Caravan's current brochure or go to caravan.com) before beginning to promote your group- we cannot make any exceptions to the written policies.

Thank you again for considering Caravan for your group. Back to Top

New group requests are taken Tuesday- Friday

Please fax group payments to 312 321-9845

Group Rebates

Caravan does offer a group rebate based on sales for most – but not all– tours, and will block space without a deposit for groups. In order to qualify for a group rebate, groups must fulfill the requirements listed below. Group rebates are based on the number of passengers who buy Caravan’s Travel Protection Plan (which does include coverage for the air tickets your group has purchased separately but does not cover independent add-ons such as transfers and extra hotel nights). Passengers who decline the plan are not counted when calculating the group rebate. Passengers who buy the plan but cancel or interrupt their tour are not counted when calculating the group rebate. The rebate is sent as a check when travel is complete and cannot be credited prior to travel. No travel agent commission is paid on rebated or partially rebated places. Back to Top

Group Rebate 2008

Full paying passengers with Travel Protection Plan	Free Places (Twin Rate Only)
1 through 11	no free place
12 through 23	½ free place	12th is ½ price
24 through 30	1 free place	24th is free
30 plus	Call for details	Call for details

Note: Group members receiving free tour places still will be subject to the taxes and fees calculated for that tour. No commission is payable on any part of discounted bookings. Please note that the free places are based on full-fare paying passengers, which means that at least 12 passengers must travel on a qualifying tour and buy the Travel Protection Plan to qualify for any kind of group rebate. To get "one free" you will need at least 24 group members buying our Travel Protection Plan. No pro-rated rebates are offered. Rebates are sent when travel is complete and cannot be credited prior to travel. * Some tours may have a smaller or larger capacity. Caravan cannot guarantee tour exclusivity and reserves the right to open the tour for general sale once the review period has expired. Back to Top

Group Rebate 2009

Full paying passengers with Travel Protection Plan	Free Places (Twin Rate Only)
1 through 14	no free place
15 through 29	½ free place	15th is ½ price
30 through 46	1 free place	30th is free

Note: Group members receiving free tour places still will be subject to the taxes and fees calculated for that tour. No commission is payable on any part of discounted bookings. Please note that the free places are based on full-fare paying passengers, which means that at least 15 passengers must travel on a qualifying tour and buy the Travel Protection Plan to qualify for any kind of group rebate. To get "one free" you will need at least 30 group members buying our Travel Protection Plan. No pro-rated rebates are offered. Rebates are sent when travel is complete and cannot be credited prior to travel. * Some tours may have a smaller or larger capacity. Caravan cannot guarantee tour exclusivity and reserves the right to open the tour for general sale once the review period has expired Back to Top

Requesting Group Space, Review/Release Dates

Please call Caravan's Group Department at 1 800-CARAVAN (1 800-277-2826) to discuss your group's needs. Your request cannot be confirmed immediately- Caravan will contact you with confirmation. New requests for group space can sometimes take up to a week to confirm. Review/Release dates for group blocks are typically within 21-30 days of initial confirmation. Please keep this in mind when scheduling your group promotion. No group space can be held within 90 days of departure without a deposit. Your group block is only guaranteed for the initial review period. The review period may sometimes be extended if the group shows sufficient activity in the form of names and deposits. Back to Top

Group Space Caps

Sometimes we cap the size of groups within any given departure. If you have sold out your group space and wish to add more names, you must speak with the Group Department. Caravan requests you do not book any individual space if a group booking is in place on the same departure. We regret, we cannot offer group space to any agency or group leader who chooses to combine a group block with subsequent individual bookings on the same departure. The space is considered confirmed once you have signed and returned Caravan's Group Agreement within the time specified. Your signature does not obligate you to sell the group space held; you may release unsold space at any time with no penalty provided no payments have been made. Back to Top

Wait LIsts for 2009 and 2010 Information

If your group is waiting information on Caravan’s 2009 or 2010 departures, please note that all wait lists taken are for the purposes of price, date and itinerary notification only. Once dates and prices are released, we will check back with you and submit your group request. Requests will be processed in the order of waitlisting. If more than one group is waitlisted for information on any given date, priority will be given to the first to list. If you intend to pre-promote a departure before dates and prices are announced, please be sure your group knows they may not be able to travel as a group on the date they prefer or at the price point they prefer. If your group wishes space on a “Super Value” departure (for tours with two price points), or a December departure date please be aware that space on such tours is extremely limited and restrictions apply to multiple bookings on any one date. Please also remember that itineraries may change and are only confirmed once new dates and prices are released. We do not advise blocking air until itineraries are confirmed for the travel year concerned. Please ask us if in doubt! Back to Top

A Special Note for Family or Social Groups

If you are calling to block space on behalf of your family or social group, but would prefer not to take on too many administrative duties, we can help. Once space has been confirmed, Caravan can, on request, send confirmations and other paperwork directly to your group members, if you prefer. We will issue a group number and your group members should refer to this when calling Caravan directly to book their space. Please ask each group member to request paperwork and documents be sent to them directly. Caravan will then make the switch. Please be assured, your group will still be noted as traveling together. We will need one person to act as a contact or group leader for the purposes of discussing group blocks and any group rebates. Any group rebate will be sent to the group leader or contact person, we cannot issue separate group rebate payments for every group member. All family and other groups booked through a travel agent must receive their confirmations and other paperwork from this agent. Travel documents can still be sent directly to group members on request. Back to Top

A Special Note for Group Leaders

If your group blocks group space with Caravan, you must designate a group leader as the main contact. This is the person we will contact to discuss any changes to the group block and any issues relating to the group rebate. Although we are glad to answer any questions group members might have, and take payment and flight information directly from them, we will only discuss the group block and the group rebate with the group leader. Please make sure your group is aware they will be traveling with non-group members on their tour and that the group experience may be a little different. Caravan requests groups do not wear nametags. Please call us if you have any questions, we’re always glad to hear from you. If you work with a travel agent, please let us know before you pay deposit. We will be glad to discuss and confirm the group block with you, before transferring the booking to your agent. However, this must be done before any payment is made, within the group review and deposit option period. Back to Top

Deposits and Final Payments

A deposit of $300.00 per person (plus $99.00 Travel Protection Plan where applicable) is due within 1-7 days of submitting a group member name to secure space, depending on availability and timing. No deposits can be accepted without an accompanying name. The Travel Protection Plan is nonrefundable and a deductible applies for cancellation or transfer. FINAL PAYMENT IS DUE 90 DAYS prior to departure unless otherwise specified. No 2008 group space will be held without a deposit and accompanying name 90 days or less before the departure date. After unsold space is released, Caravan reserves the right to open for general sale any tour that is not completely sold out. Travel agents, please note: final payments must be made in full, we cannot accept net payments. Full terms for cancellation and transfer are listed at caravan.com, and can faxed or mailed upon request. Deposits are non-refundable except where covered by Caravan’s Travel Protection Plan. Our Travel Protection Plan for 2008 does cover air (if clients cancel for medical and other limited reasons specified in the policy) and also offers coverage for clients’ resident overseas (including flight and medical coverage). Back to Top

Invoices and Confirmations

Invoices are sent to the travel agent or group leader on record on a "per-room" basis- consolidated invoices are not available. It is the responsibility of the travel agent or group leader to ensure their group members are aware of flight time advisories and travel requirements. Please hold on to your group member options and confirmation sheets and if one is missing, please let us know, it will be re-sent. If you are a group leader who prefers to have group members call in their own bookings, please be sure the members give Caravan the group number. Without this number, the group member will not be counted towards the group total. Should the group member prefer to be invoiced directly by Caravan, they must advise Caravan at the time of calling. Travel agents please note: no commission is payable on such direct-to-client invoiced bookings. If your group is sponsored by an institution that requires a particular mode of invoicing, it is the group leader or travel agent's responsibility to coordinate the invoices and confirmations. Caravan cannot customize invoices nor provide a consolidated invoice. The group rebate will only be sent as a one-time payment to the travel agent or group leader on record. Please advise Caravan of the rebate payee name prior to travel. Should the group member prefer to be invoiced directly by Caravan, they must advise Caravan at the time of calling. Travel agents please note: no commission is payable on such direct-to-client invoiced bookings. If your group is sponsored by an institution that requires a particular mode of invoicing, it is the group leader or travel agent's responsibility to coordinate the invoices and confirmations. Caravan cannot customize invoices nor provide a consolidated invoice. The group rebate will only be sent as a one-time payment to the travel agent or group leader on record. Please advise Caravan of the rebate payee name prior to travel. Back to Top

Payment Requirements for Groups

We do not accept check payments for groups. All payments must be made in full 90 days before departure by Visa, MasterCard or Discover. No net payments, discounted payments or overcharges are accepted. Your group members are booked on a per room basis and payments will be charged accordingly, no consolidated accounting is available. Please indicate if the Travel Protection Plan is being purchased. Back to Top

Submitting Payments

Please fax payments to 312-321-9845, we'll require card number, expiration date, plus the cardholder name address, and telephone number (Visa, MasterCard or Discover). We accept payments by phone from individual group members and group leaders but request travel agents submit payments by fax whenever possible, when paying for more than four group members. You do not have to use Caravan's credit card form, but please type or print the information clearly. Additional copies of our credit card form are available on request. If you are a group leader or travel agent making multiple payments to the same card, you might find it quicker to also fax the information- payments are taken on a per room basis and if submitting a payment by phone, we will need you to stay on the phone until all payment postings are complete. If your option is about to expire, please call to ensure your fax has been received. Back to Top

Flight and Emergency Contact Information

Please be sure to advise Caravan of your group members' flight information and pre/post tour travel plans. This information allows us to prepare hotels for clients' arrival and to track clients should they be late for a tour. For tours where a transfer is offered, we MUST have flight information in order to provide the transfer. Please also advise us of an emergency contact telephone number for each client, someone we can call should an emergency arise during the tour. Back to Top

Transfers

Transfers in Latin America are organized by your Caravan representative upon arrival (first day of tour only). Transfers are provided for some USA and Canada tours- please see our current brochure. In the USA and Canada, any arriving transfer is provided by hotel courtesy shuttle or by an independent service. If you are part of a larger group and are joining a tour where the arrival transfer is provided by hotel shuttle, you might wish to call the hotel in advance to verify transfer arrangements. Caravan will send your flight details to the hotel in question but does not otherwise make any special arrangements where the transfer is provided by a hotel courtesy shuttle. Limited shuttle capacity may cause delays in transferring larger groups. Please be aware that our independent transfer services and hotels are not always able to respond to delayed flight arrivals. Sufficient capacity vehicles are not always available at short notice, when a flight has been substantially delayed. Larger groups might wish to avoid any late night scheduled arrivals. If you flight is delayed, on the day of arrival, please contact your Caravan tour director at the hotel. Back to Top

Airport and Departure Taxes

Airport and departure taxes are not included in the price. For your guidance, you should expect to pay $20.00 per person departure tax for the Copper Canyon tour. This tax is payable in cash and on an individual basis. Caravan will provide the necessary forms for you to fill. Please contact your airline for all other tours. Back to Top

Meals

Where meals are included by Caravan, we regret we cannot guarantee any special requests, even for vegetarian meals. We will be glad to take a note of your request, but we cannot make any advance arrangements. Any availability of alternate dishes can only be determined on site at the restaurant concerned, and varies by departure and tour. Many of our clients chose to bring prepackaged snacks, in case an alternative is not available. If you have a serious food allergy, please contact Caravan. While we cannot make any assurances about the food on our tour, we would like to discuss this important issue with you. Back to Top

Sharing the Bus

Caravan will endeavor to secure rooms close to your companion group members and to seat you together. However, in fairness to all travelers on board, our seat rotation policy may mean the entire group may not always be seated together. As a courtesy to your fellow passengers, please limit any group-specific activities to time off the bus. Caravan can never guarantee bus exclusivity and reserves the right to offer any unsold seats for general sale, once the review period has expired. We also reserve the right to increase tour capacity at any time. Back to Top

Gratuities

We ask that gratuities to the tour director and driver be offered on an individual basis- we ask that no group collections be made, either before or during the tour. We regret that no group space will be offered to any group who cannot work with this requirement. Group space and any group rebate due are only offered under these terms. Back to Top

Travel Documents

Please note that travel documents are sent three weeks before departure. Unfortunately, Caravan cannot make any assurances or guarantees regarding early dispatch of documents. Please schedule your document delivery meetings with this time frame in mind. We are always glad to send documents direct to each group member, even when booked by a travel agency, the choice is yours. If requesting direct mail of documents, please advise us with each client you book. Back to Top

Contacting Caravan for your Group

Although you have reserved group space with Caravan, our general reservations staff can answer many of your questions. Some examples are shown below. Because of high call volume, we hope this list will save you time. If you can please call with your group requests on Tuesday through Thursday. Please also fax payments, whenever possible, to 312 321-9800.

Speak with any Reservationist for

Time sensitive questions

If you have any time sensitive requests- i.e. a cancellation within 30 days of departure, or a request for more space please call Caravan at 1800 227-2826. Replies to faxes or emails can be delayed. You can call in a late cancellation to any reservationist. Cancellation penalties are the same for both group bookings and individual bookings. If you intend to resell the space, please say so at the time of calling and ask to be transferred to the group department after making your cancellation.

Cancellations close to departure date

You can call in a late cancellation to any reservationist. Cancellation penalties are the same for both group bookings and individual bookings. If you hope to resell the space, please say so at the time of calling and someone from the group department will contact you.

Payment Submission

You may fax your payments to 312 321-9845, or 312 321-9810. Blank payment forms are sent with you group contract. Other copies are available on request. Payments are accepted by Visa, MasterCard or Discover. All payments must be made in full- we regret we cannot process net payments, over payments or under payments.

Speak with the Group Department ONLY to

• Block space or determine status of a group space request
• Extend options on group blocks
• Increase or decrease group block
• Cancel an entire group booking (individual group member cancellations may be called in to any reservationist)
• Discuss group rebates and other group policies
• Add new names
• Change room status of an existing group member
• Inquire about Travel Documents

Back to Top

Terms of Travel

Please see our Terms of Travel page. Back to Top

F.A.Q.

How many persons constitute a group in 2008?

12 persons. If 11 full-fare paying clients buy our Travel Protection Plan, the 12th person would generate a rebate equivalent to one-half of a twin space. For example, for Costa Rica in 2008, that would be a rebate of $597.50 in high season. Please note that the rebate is not offered for all departures. Please call the group department to verify available dates for groups. Please note the rebate is only awarded to groups who book on a group basis and sign our group agreement. We cannot retroactively convert individual bookings to group status and no rebate will be paid on bookings not covered by the group agreement. No travel agent commission is paid on rebated or partially rebated places. Back to Top

Not all my group wish to purchase the TPP - can our group still block space?

Yes, if the date you have chosen is generally eligible for a group block.

See also: Travel Protection Plan. Back to Top

My group prefer to purchase an outside Travel Protection plan. Can we still block space?

Yes. Purchase of Caravan’s Travel Protection Plan is optional. Clients who purchase outside insurance can still book group space but will not qualify for the group rebate. Caravan’s Travel Protection Plan also includes some coverage for the air tickets you have purchased separately. Some restrictions apply.

See also: Travel Protection Plan. Back to Top

I need the insurance to cover my add-ons. Your insurance does not.

The plan does NOT cover independent items of any kind (with the exception of your flights to and from the tour, covered for medical and other limited reasons specified in the policy). We cannot offer the rebate without purchase of our Travel Protection Plan but you may still block space and purchase your own insurance. Back to Top

Our group leader needs to have a single room- does the group rebate cover that?

The group rebate is set at the twin rate pricing. In this case, the group leader would pay the balance and taxes/fees for a single room. Back to Top

We have to get one free place for our group leader.

Be sure to verify that you have chosen a departure which pays a rebate, and that your group buys our Travel Protection Plan. In 2008, you will need to sell at least 24 seats to generate this rebate that will be sent when travel is complete. Whilst we will do our very best to work with you, please be aware that our shorter review periods might mean you do not have time to sell into the rebate zone. We are aware that some groups will not travel unless their group leader travels with them. Unless the group is able to sell into their target zone within the given period, Caravan may not be a good fit for this group. Back to Top

When will I receive our group rebate?

The rebate check is sent to the group leader or booking agent when travel is complete. The rebate is only paid on bookings that meet all the group terms and where a group agreement has been signed. It is mailed to the travel agent or group leader and cannot be credited prior to travel. Only one check is sent- we regret we cannot divide the rebate amongst group members. Back to Top

Can Caravan arrange transfers if the tour does not provide them?

We cannot arrange additional transfers or customize existing arrangements. Please be sure to check with us to verify start and end dates and timings, before arranging your own transfers. Where a complimentary transfer is provided, please remember that larger groups may have to be transferred over two or more trips, depending on shuttle capacity and availability. We regret we cannot alter timings, hotel locations or customize transfers to accommodate either large groups or flight times that fall outside of Caravan's stated parameters. Unused transfers cannot be refunded. Please also see the paragraph TRANSFERS for important information regarding delayed flight arrivals for groups. Back to Top

What are your blackout dates?

The group rebate is not offered for all departures- please contact Caravan to discuss group eligible dates. If you have made a waitlist request for dates yet to be confirmed, please note that the time frame or price point you are requesting may not be available for groups. Your group request is not confirmed until we have given you a contract and group number. Other space restrictions may apply to these black out dates even when free selling individual places. Please be sure your group is aware of this so as to avoid disappointment. If waitlisting for space in a new travel season, where dates, prices and group policies are not yet available, your group may prefer to make alternate plans. Back to Top

Why are some tours not available for group blocks?

Owing to high demand and fast sold-out rates- and in order to be fair to our individual clientele- we have only limited space available for groups. Back to Top

Does your Travel Protection Plan extend to air coverage?

Yes, it does- we do not sell air and this plan will cover the air you have purchased separately for cancellation/tour interruption for medical reasons (some restrictions apply). The plan also covers a total of 7 pre or post tour travel days under Part B. Please note that Part A coverage only extends to the Caravan Tour portion. Pre and post tour hotel cancellation charges, and other independent add-ons are not covered.

See also: Travel Protection Plan. Back to Top

How many do we need to get our own bus?

We do not offer exclusive group blocks. If your group sells out the initial block of space and there is still availability, we will be glad to increase your space at that point to a maximum of 30 seats. The maximum bus capacity is typically 40-46 passengers and Caravan reserves the right to determine full capacity at any time. We regret, Caravan cannot guarantee tour bus "exclusivity". Back to Top

Can you guarantee our group will sit together?

Caravan will endeavor to secure rooms close to your companion group members and to seat you together. However, in fairness to all travelers on board, our seat rotation policy may mean the entire group may not always be seated together. As a courtesy to your fellow passengers, please limit any group-specific activities to time off the bus. Back to Top

We have a smaller group but want our own bus- can you do special pricing for us?

We are not able to adjust the pricing of our tours to accommodate smaller “exclusive” groups. Back to Top

Our group won’t decide until ... they always come through but we need to hold space longer

Because of high demand for space on our tours, we cannot always extend initial review dates. This policy may not work for all groups. However, since dates might be added later in the season, we recommend you check back with us when your group is ready to commit- we may have new dates available. We cannot accept deposits without names. Back to Top

I want to block space on behalf of my family group but I don’t have time for administrative duties!

Once we have confirmed your group’s block, your group members can call with the group number and add their names and payments themselves. On request, we will send their confirmations and documents directly to their preferred address. Please remind your group members to ask! Back to Top

We love the itinerary but we’d like to visit a place which is not included in your itinerary.

We regret that Caravan cannot customize tours nor change the given itinerary for groups. Our Travel Protection Plan does not cover cancellation penalties for independent add-ons. Back to Top

Our group is coming in a day early- Can Caravan meet us and book the hotel?

Caravan does not offer any special rates at hotels nor do we book independent pre-tour and post-tour nights. If you wish to benefit from room continuity at a particular hotel, please book a standard room and advise Caravan so we can make a note in our rooming list. Caravan cannot extend transfer services to include pre-tour or post tour arrivals and departures. Unused transfers cannot be refunded. Back to Top

What is a promotionally priced departure?

Some of our tours have two price points. The lower price offered is a promotionally priced departure. Back to Top

Can we take our own tour director?

Although your personal tour leader would be welcome to join the group, only the Caravan tour director can lead the group and issue instructions and commentary. Back to Top

We loved traveling with our first tour director...

We will be glad to note your request but we cannot guarantee that a particular tour director will be assigned to your tour. Caravan cannot advise the name of your tour director prior to travel. Back to Top

My group are of mixed citizenship and includes minors- can you advise us regarding visas and other travel documentation?

We only keep information regarding travel for US Citizens. Please be sure to check with the consulate of your destination country AND with the airline regarding entry documentation. Any information offered by Caravan is intended as a guide and clients should always verify the information with an official source. Airlines should always be contacted to verify documentation needed for security purposes. Clients resident overseas, please note: Our Travel Protection Plan is now offered to all Caravan clients, regardless of country of residency. Back to Top

What are your recommendations when traveling with minors?

It is recommended that children under 18 years old traveling internationally without both parents or legal guardians, carry a notarized letter of authorizations signed by the missing parent(s) or guardian(s). A notarized birth certificate showing only one parent, a parent’s death certificate, or a court order of child custody may also be permissible. Failure to have proper documentation could result in denial of admission to the country or denial of boarding by your airline, due to international child protection laws. Back to Top

Is deposit refundable?

The deposit of $300.00 is not refundable- unless clients have purchased Caravan’s Travel Protection Plan. Under the plan, deposits are refunded for cancellation for any reason. The $100.00 deductible will be applied and the $99.00 policy itself is non-refundable. Back to Top

What forms of payment do you take?

Caravan welcomes Visa, MasterCard and Discover credit cards. We regret we do not take American Express cards and cannot accept check payments for groups. Back to Top

Does your Travel Protection Plan cover tour cancellation for any reason?

Yes-Caravan's Tour Cancellation Protection Benefit provides a full refund less a deductible of $100 per person for tour cancellations made for any reason whatsoever prior to departure. Cancellations made within 72 hours prior to the start of the tour, or during the tour, will be charged an additional $50 per person administrative fee. Please note, the coverage for air tickets applies to cancellation for medical reasons only. Some limitations apply. Back to Top

Does Caravan offer shells, letterhead, etc?

Although we do not offer shells and other promotional stationery, group leaders are welcome to use information from our website to promote their Caravan group. This use does not extend to groups not traveling with Caravan. Groups cover their own marketing expenses. Back to Top

Does Caravan offer student discounts, senior discounts, etc?

Caravan does not currently offer any discounts. All travelers receive the same low price. See also our group rebate section. Back to Top

We are resident overseas- can we still take your Travel Protection Plan?

Yes! Back to Top

ZZ080130TZ Back to Top