Gaulman Tours, LLC
Terms and Conditions
Website: www.gaulmantours.com
Office Phone: 347-548-0175
Email: info@gaulmantours.com
These Terms and Conditions apply to all travel services, tours, cruises, bus trips, group trips, vacation packages, and travel-related services booked through Gaulman Tours, LLC. By submitting a deposit, payment, registration form, or booking request, you agree to these Terms and Conditions on behalf of yourself and all travelers in your party.
Gaulman Tours, LLC reserves the right to update or modify these Terms and Conditions when necessary. The terms in effect at the time of booking will apply to your reservation unless otherwise stated in writing.
1. Role of Gaulman Tours, LLC
Gaulman Tours, LLC acts as a travel agency, tour organizer, and/or booking intermediary between the traveler and third-party suppliers. These suppliers may include, but are not limited to, cruise lines, airlines, hotels, resorts, bus companies, transportation providers, tour operators, restaurants, event venues, travel insurance companies, and other vendors.
Gaulman Tours, LLC does not own, operate, control, or manage the services provided by these independent suppliers. Each supplier has its own rules, policies, payment requirements, cancellation rules, safety standards, and terms and conditions.
By booking with Gaulman Tours, LLC, you understand and agree that Gaulman Tours, LLC is not responsible for the acts, errors, omissions, delays, cancellations, schedule changes, accidents, injuries, losses, property damage, service failures, or negligence of any third-party supplier or vendor.
2. Traveler Responsibility
Each traveler is responsible for reading and understanding these Terms and Conditions before making a payment. Each traveler is also responsible for reviewing all invoices, itineraries, payment due dates, travel documents, names, dates of birth, passport information, travel dates, cabin categories, room types, flight details, bus departure times, and all other trip details.
It is the traveler’s responsibility to make sure all personal information is accurate. Gaulman Tours, LLC is not responsible for missed travel, denied boarding, additional fees, cancellation penalties, or loss of funds due to incorrect information provided by the traveler.
3. Age Requirements
All clients booking travel services must be at least 18 years of age. Travelers under the age of 18 must be accompanied by a parent, legal guardian, or responsible adult.
If a minor is traveling without one or both parents, the traveler may be required to provide a notarized parental consent letter or other documentation. It is the responsibility of the traveler and/or parent or guardian to obtain all required documents.
4. Deposits and Payments
A deposit is required to reserve travel services. Unless otherwise stated in writing, all deposits are non-refundable and non-transferable.
A reservation is not confirmed until Gaulman Tours, LLC receives the required deposit or payment and issues a confirmation or invoice.
Monthly payments may be required for group trips, cruises, vacation packages, and other travel services. Travelers are responsible for making payments on time. Failure to make payments by the required due dates may result in cancellation of the reservation and forfeiture of all payments made.
Gaulman Tours, LLC accepts payments in U.S. dollars. Payments may be made by approved debit card, credit card, or another payment method approved by Gaulman Tours, LLC.
5. Final Payment
The final payment due date will be listed on the invoice or trip information. It is the traveler’s responsibility to make final payment by the due date.
If final payment is not received by the deadline, the reservation may be automatically canceled. If the reservation is canceled for non-payment, the traveler may lose all deposits and payments made.
Supplier penalties may also apply. Gaulman Tours, LLC is not responsible for any loss caused by late, missed, declined, or incomplete payments.
6. Late Payments and Declined Payments
Late payments may result in late fees, supplier penalties, or cancellation of the reservation. If a payment is declined, the traveler is responsible for providing another valid form of payment immediately.
After repeated declined payments or failure to communicate, Gaulman Tours, LLC reserves the right to cancel the reservation. If the reservation is canceled, all payments may be forfeited according to Gaulman Tours, LLC and supplier policies.
7. Cancellations by Traveler
All cancellation requests must be submitted in writing by email to info@gaulmantours.com.
A cancellation is not official until Gaulman Tours, LLC confirms receipt of the cancellation request in writing.
Deposits, planning fees, service fees, supplier fees, and other non-refundable payments are not refundable. Depending on the type of trip and the supplier’s rules, additional cancellation penalties may apply.
For sponsored group trips, bus trips, cruises, and customized group travel, payments may be fully non-refundable and non-transferable because Gaulman Tours, LLC may have financial obligations and contracts with suppliers that do not allow refunds.
No refunds will be issued for no-shows, missed departures, missed flights, missed buses, missed cruise boarding times, unused services, unused meals, unused excursions, unused tickets, or early departure from a trip.
8. Cancellations or Changes by Suppliers
Cruise lines, airlines, hotels, resorts, bus companies, tour operators, and other suppliers may change schedules, prices, ships, ports, hotels, routes, departure times, flight times, itineraries, or services without notice.
Gaulman Tours, LLC is not responsible for supplier changes, delays, cancellations, substitutions, mechanical issues, weather-related issues, staffing shortages, strikes, overbookings, or other events outside of its control.
If a supplier offers a refund, credit, voucher, or alternative option, Gaulman Tours, LLC will assist the traveler in understanding the available option, but the supplier’s policy will control the outcome.
9. Reservation Changes
Any changes requested by the traveler must be submitted in writing. Changes may include name corrections, date changes, cabin changes, room changes, adding or removing travelers, changing transportation, changing flights, or changing package components.
Changes are not guaranteed and may be subject to supplier approval, availability, price increases, and change fees. Gaulman Tours, LLC may also charge a service fee for processing changes.
Name changes for airlines, cruises, hotels, and tours may require cancellation and rebooking. The traveler is responsible for any additional cost.
10. Prices and Availability
All prices are subject to change until the reservation is confirmed. Prices may change due to supplier pricing, taxes, fees, fuel surcharges, currency changes, availability, human error, or computer error.
Gaulman Tours, LLC reserves the right to correct pricing errors. If a price increases before confirmation, the traveler may choose to accept the new price or cancel before the reservation is confirmed.
Unless otherwise stated, prices are per person and based on the occupancy listed in the travel proposal, flyer, invoice, or itinerary.
11. Travel Documents and Identification
Each traveler is responsible for having the proper identification, passport, visa, vaccination record, travel authorization, parental consent letter, or other required travel documents.
For domestic travel, travelers may need a valid government-issued photo ID. For international travel and cruises, a valid passport may be required. Many destinations require passports to be valid for at least six months beyond the travel dates and may require blank passport pages.
Gaulman Tours, LLC is not responsible if a traveler is denied boarding, denied entry, delayed, fined, or forced to cancel due to missing, expired, incorrect, or insufficient travel documents.
Non-U.S. citizens are responsible for checking entry and exit requirements with the appropriate embassy, consulate, government agency, or supplier.
12. Travel Insurance
Travel insurance is strongly recommended for every traveler. Travel insurance may help protect against unexpected events such as illness, injury, trip cancellation, trip interruption, travel delays, baggage loss, medical emergencies, supplier issues, or other covered reasons.
Gaulman Tours, LLC is not an insurance company and does not determine coverage, benefits, exclusions, claim approval, or claim denial. Travelers must review the insurance policy directly and contact the insurance provider with specific questions.
If a traveler declines travel insurance, the traveler understands that they may lose some or all payments if they cancel, miss the trip, become ill, experience an emergency, have travel delays, or suffer any other loss that may have been covered by insurance.
13. Travel Insurance Decline and Release
If I decline travel insurance, I understand and agree that I am accepting full financial responsibility for any losses, cancellations, delays, emergencies, medical issues, supplier penalties, missed departures, missed flights, missed cruises, missed buses, lost luggage, or other unexpected issues.
I understand that without travel insurance, I may not be entitled to any refund, credit, reimbursement, or compensation.
I agree not to hold Gaulman Tours, LLC, Sharon Gaulman, its agents, representatives, independent contractors, affiliates, or vendors responsible for any loss that may have been covered by travel insurance.
14. Travel at Your Own Risk / Assumption of Risk
Travel involves risk. By booking, paying for, and participating in any trip, vacation, cruise, bus trip, tour, event, excursion, or travel service arranged by or through Gaulman Tours, LLC, the traveler understands and agrees that they are traveling voluntarily and at their own risk.
Risks may include, but are not limited to, illness, injury, accident, death, crime, theft, lost or damaged property, weather events, transportation delays, supplier negligence, food-related illness, medical emergencies, trip interruption, civil unrest, terrorism, natural disasters, mechanical problems, missed connections, unsafe conditions, and other known or unknown risks.
To the fullest extent permitted by law, the traveler agrees not to hold Gaulman Tours, LLC, Sharon Gaulman, its owners, officers, employees, agents, representatives, independent contractors, affiliates, vendors, suppliers, transportation companies, hotels, cruise lines, airlines, tour operators, or other service providers responsible for any harm, injury, illness, death, loss, delay, damage, expense, or inconvenience that may occur before, during, or after the vacation or travel experience.
The traveler accepts full responsibility for their personal safety, health, behavior, belongings, travel documents, and decision to participate in the trip.
15. Health, Medical, and Safety Responsibility
Travelers are responsible for determining whether they are physically and medically able to travel. Travelers with medical conditions, mobility concerns, pregnancy, allergies, disabilities, or special needs should consult a doctor before booking.
Gaulman Tours, LLC does not provide medical services. If medical assistance is needed during travel, local emergency services or medical providers may be contacted. The traveler is responsible for all medical costs, transportation costs, hospital fees, medication costs, and related expenses.
Travelers are responsible for following health and safety rules required by suppliers, destinations, government agencies, cruise lines, airlines, hotels, bus companies, venues, and tour operators.
16. Travelers with Disabilities or Special Needs
Travelers requiring special assistance, wheelchair access, mobility assistance, medical equipment, dietary accommodations, service animals, or other special needs must notify Gaulman Tours, LLC in writing before booking.
Gaulman Tours, LLC will make reasonable efforts to communicate requests to suppliers but cannot guarantee that all needs can be accommodated.
Some buses, ships, hotels, attractions, destinations, and international locations may not be fully accessible. Gaulman Tours, LLC is not responsible for the failure of suppliers or destinations to provide accommodations.
17. Airlines and Flights
Airline schedules, seats, routes, baggage rules, fees, delays, cancellations, and changes are controlled by the airline. Gaulman Tours, LLC is not responsible for airline delays, missed flights, schedule changes, seat assignment changes, baggage fees, lost luggage, denied boarding, or airline cancellations.
Travelers are responsible for checking in on time, arriving at the airport early, confirming flight details, following airline rules, and ensuring that the name on the ticket matches the traveler’s government-issued identification.
Airline tickets may be non-refundable, non-transferable, and subject to airline penalties.
18. Cruises
Cruise lines control ships, sailing schedules, ports, cabins, onboard rules, safety procedures, dining, entertainment, itinerary changes, and cancellation policies.
Cruise ports, ships, sailing times, and itineraries may change at the cruise line’s discretion. Gaulman Tours, LLC is not responsible for missed ports, changed ports, ship substitutions, onboard issues, denied boarding, itinerary changes, weather delays, or cruise line decisions.
Travelers are responsible for having the required identification, passport, visas, cruise documents, and boarding documents.
19. Bus Trips and Group Transportation
For bus trips, travelers must arrive at the designated departure location on time. Departure times are strict. The bus will leave according to schedule, and Gaulman Tours, LLC is not responsible for travelers who arrive late or miss the bus.
No refunds, credits, or transfers will be given for missed buses, late arrivals, no-shows, or failure to follow trip instructions.
Passengers must follow all bus company rules and instructions from Gaulman Tours, LLC representatives, drivers, escorts, vendors, and venues.
Smoking, vaping, fighting, threats, illegal drugs, excessive intoxication, disorderly conduct, harassment, theft, unsafe behavior, or disrespectful behavior may result in removal from the trip without refund. The traveler will be responsible for any costs to return home or make alternative travel arrangements.
Travelers are responsible for any damage they cause to buses, hotels, venues, restaurants, attractions, or other property.
20. Hotels, Resorts, and Accommodations
Hotel and resort rooms are assigned by the hotel or resort. Room types, bed types, views, floors, connecting rooms, and special requests are not guaranteed unless confirmed in writing by the supplier.
Hotels and resorts may require a credit card or debit card at check-in for incidentals, deposits, resort fees, parking, damages, or other charges. The traveler is responsible for all such charges.
Gaulman Tours, LLC is not responsible for hotel room assignments, check-in delays, maintenance issues, resort fees, deposit holds, or supplier policies.
21. Luggage and Personal Property
Travelers are responsible for their own luggage, personal belongings, money, identification, passports, medications, electronics, valuables, and travel documents.
Gaulman Tours, LLC is not responsible for lost, stolen, delayed, or damaged luggage or personal property. Travelers should report lost or damaged property to the proper supplier, airline, hotel, cruise line, bus company, police department, or insurance provider.
22. Meals, Excursions, and Activities
Meals, excursions, attractions, and activities are included only when clearly stated in the itinerary or invoice. If a traveler chooses not to participate in an included activity, meal, tour, or excursion, no refund will be given.
Activities and excursions may involve physical activity and personal risk. Travelers are responsible for deciding whether they are able to safely participate.
23. Group Harmony and Conduct
Gaulman Tours, LLC reserves the right to refuse service, reject a booking, or remove any traveler from a trip if the traveler’s behavior is disruptive, unsafe, disrespectful, threatening, illegal, intoxicated, or incompatible with the safety and enjoyment of the group.
If a traveler is removed from a trip, no refund will be issued. The traveler will be responsible for all costs related to alternate transportation, lodging, meals, or returning home.
24. Force Majeure
Gaulman Tours, LLC is not responsible for failure to perform or delays caused by events beyond its control. These events may include, but are not limited to, acts of God, severe weather, hurricanes, earthquakes, fires, floods, pandemics, epidemics, government restrictions, war, terrorism, civil unrest, strikes, labor disputes, supplier bankruptcy, transportation failures, mechanical failures, airport closures, cruise port closures, road closures, or any other event beyond the reasonable control of Gaulman Tours, LLC.
In the event of a force majeure situation, supplier policies will apply. Refunds, credits, rebooking options, or cancellations will depend on the policies of the suppliers involved.
25. Chargebacks and Payment Disputes
Travelers agree to contact Gaulman Tours, LLC in writing before filing a payment dispute or chargeback with their bank or credit card company.
Filing a chargeback does not cancel the traveler’s responsibility for valid charges, cancellation penalties, supplier fees, service fees, planning fees, or non-refundable payments.
If a chargeback is filed, Gaulman Tours, LLC reserves the right to provide the signed agreement, invoice, payment history, cancellation policy, supplier policy, and all communication records to the bank, credit card company, or payment processor.
26. Photo and Video Release
By attending a Gaulman Tours, LLC trip, event, tour, cruise, bus trip, or group experience, travelers understand that photos and videos may be taken.
Gaulman Tours, LLC may use photos or videos for marketing, advertising, social media, flyers, website content, promotional materials, and business purposes.
Any traveler who does not want their image used must notify Gaulman Tours, LLC in writing before the trip departure date.
27. Email and Communication
By booking with Gaulman Tours, LLC, travelers agree to receive trip-related emails, text messages, phone calls, invoices, payment reminders, travel updates, marketing messages, and promotional information.
Travelers may unsubscribe from promotional emails at any time. However, trip-related communication may still be sent when necessary.
Travelers are responsible for keeping their phone number, email address, and mailing address current.
28. Limitation of Responsibility
Gaulman Tours, LLC is not liable for injury, illness, death, loss, delay, inconvenience, property damage, emotional distress, missed travel, additional expenses, or financial loss caused by suppliers, vendors, travelers, government agencies, weather, transportation providers, cruise lines, airlines, hotels, bus companies, tour operators, restaurants, attractions, venues, or events outside the control of Gaulman Tours, LLC.
To the fullest extent permitted by law, any recovery against Gaulman Tours, LLC shall be limited to the amount of commission or service fees actually received by Gaulman Tours, LLC for the traveler’s booking.
29. Agreement to Supplier Terms
By booking travel through Gaulman Tours, LLC, the traveler agrees to follow the terms and conditions of all suppliers involved in the trip. Supplier terms may include cancellation penalties, refund rules, baggage rules, boarding rules, check-in requirements, health requirements, payment deadlines, conduct rules, and safety policies.
If there is a conflict between Gaulman Tours, LLC terms and supplier terms, the supplier’s terms may control the specific service provided by that supplier.
30. Governing Law, Disputes, and Arbitration
These Terms and Conditions shall be governed by the laws of the State of New York.
Any dispute related to these Terms and Conditions, travel services, payments, cancellations, refunds, or bookings shall first be submitted in writing to Gaulman Tours, LLC so the parties may attempt to resolve the matter.
If the matter cannot be resolved, the traveler agrees that all disputes shall be resolved through binding arbitration. Arbitration shall be conducted in accordance with applicable arbitration rules, and the decision made through arbitration shall be final and binding on all parties.