Max Travel Abroad LLC
Tour Conditions

Deposit: 
To guarantee your spot on a small group tour $400 deposit is required. The deposit is applied to your total trip cost. 
As soon as your deposit is received your money is put to work on your behalf. It will be applied by MAX to hold the rooms for the accommodations on the trip. Most European hotels require 30-40% deposits upon making group reservations for travel.

 

Tour price guarantee: 
The base price for the MAX small group tours is based on 8 travelers, however 60 days prior to the trip departure, the base price will be adjusted to reflect the total number of travelers who have paid the deposit. The base price will be guaranteed the moment we receive your deposit, however 60 days prior to the trip departure  if the number of people in the tour group is fewer than 8 travelers, the price of the trip will be adjusted. 
Within 59 days of the trip departure the price of the trip is locked in no matter if the tour size increases or decreases. 
The “base price” of the trip is the lowest price quoted for 8 or more travelers. 
 
59 days prior to the trip departure, if the total number of travelers is below 5 people, then the trip may be canceled with refund transparency. Because of most European cancellation policies, it is typically not possible to cancel rooms with 100% refund. Hotels and other accommodation types typically keep 20% of the room cost if canceled within 60 days of arrival. MAX will inform the travelers of the cancellation policy of each accommodation and notify them of the trip's total refund amount.

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Early Bird Deposits Accommodation Guarantee:
As soon as you make your deposit to guarantee your spot in the trip, then MAX will secure your accommodations for the trip. 
Making a deposit early you will be assured to have accommodations located in the same hotel/chalet/B&B location as the other travelers in the early booking group. If you make your deposit later then there is a possibility that you will be booked into another nearby location (because the hotel no longer has rooms available).

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Included in the price of each tour

MAX is committed to providing high-quality sightseeing tours that utilize MAX guides and local guides when appropriate. Our tours include admissions to group sights, specified meals, accommodations each night, and transportation throughout the duration of the tour.  Optional activities or independent travel during the tour are not covered. We do not hire a driver and multi-passenger bus for our tours, that helps us keep our costs down. While we make every effort to follow the planned itinerary, we remain flexible enough to take advantage of 'the teachable moment' and whatever comes along (good or bad!) to provide you with the best possible tour. Please note that uncompleted portions of the tour itinerary due to unforeseen circumstances are not cause for a refund. Our goal is to provide an exceptional tour experience and we are dedicated to achieving this.

 

Tour payments: 
By making a $400 deposit per person to MAX Travel Abroad LLC you agree to these Tour Conditions as stated in this document.  
We accept MasterCard, Visa, and American Express for all tour payments. 
We also accept personal checks, bank drafts, or money orders in US dollars drawn on a US bank. You can make multiple payments as work best for you. 
When there are 8 travelers who have paid their deposit, or within 60 Days prior to the trip departure date (whichever occurs first), the final price of the trip will be announced. The amount could be higher than the base price if there are fewer than 8 travelers.
You are welcome to make multiple partial payments prior to 30 days prior to departure date. Your final payment due date will be listed on your tour invoice. 
Your final tour payment is due at least 30 days prior to the start of the tour, in one payment. 
Missing the final payment deadline may result in your being removed from the tour. 
If you sign up for a tour less than 30 days before its departure, the entire tour price must be paid, and is non-refundable after 7 days.

 

Solo travelers and single supplements:

MAX provides European tour options for solo travelers. You can either share a room with another solo tour member of the same sex* or pay a single supplement for a private room. Please note that a single supplement guarantees a private room, but not necessarily a larger or nicer room. Contact us to learn more our tours and accommodations.

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Returned payments

If a payment to MAX is returned unpaid for any reason (in other words, if your check "bounces"), we will assess a $35 returned-item fee per occurrence. The fee(s) will be added to the applicable tour balance and must be paid in full prior to your tour departure.

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Cancellations & Refunds
Cancellations must be in writing, text or email, to MAX.

 

• Changed your mind right after making the deposit? No problem. If you made your deposit 66 days prior to the trip departure and if you cancel within 5 days after paying the deposit, 100% of the deposit will be returned.

• If you made your deposit 66 days prior to the trip departure and you cancel more than 6 days after paying the deposit, then 70% of the deposit will be returned, $280

• If you cancel 5 days after making your$400 deposit, and it is still more than 66 days prior to departure, then any amount in addition to the $400 deposit paid to MAX will be refunded 100%.

• Once the trip departure date is 59 days or less, no refunds are possible for any funds paid to MAX, including $400 deposit.

• Your total trip price must be paid in full 30 days prior to departure date. You are welcome to make multiple partial payments prior to 30 days prior to departure date.

• Your final tour payment is due at least 30 days prior to the start of the tour, in one payment. 

• If you book a tour less than 67 days before its departure date, the entire tour cost becomes non-refundable after 7 days and once your deposit refund date has passed, your deposit and any payments will not be refunded.

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Cancellation Before or After departure with future credit 
We may provide you a credit for future travel with MAX Travel Abroad if you cancel your reservation or if your tour is interrupted due to a Creditable Event, as outlined below.  If you cancel your reservation for a Creditable Event 31–60 days before the first day of the tour, your credit will be equal to 100 percent of your original tour price.  If you cancel your reservation for a Creditable Event 1–30 days before the first day of the tour, your credit will be equal to 50 percent of your original tour price.  If you must leave your tour after it has begun for a Creditable Event, not related to Covid-19, a prorated credit of $100 per day may be issued. 

Future credit is not transferable to another person. Future credit will expire on December 31, two years following the year of the originally scheduled tour (e.g. if you receive a credit for a tour set to depart in 2025, you may use that credit toward any tour(s) departing prior to December 31, 2027). Future Credit is not insurance and is not intended as a substitute for comprehensive travel and health insurance.

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If MAX cancels the trip
59 days prior to the trip departure, if the total number of travelers is below 5 travelers, then the trip may be canceled with refund transparency, or you may choose to apply your paid trip amount to a future MAX trip. 
Because of most European cancellation policies, it is typically not possible to cancel rooms with 100% refund. Hotels and other accommodation types typically keep 20% of the room cost if canceled within 60 days of arrival. MAX will inform the travelers of the cancellation policy of each accommodation and notify them of the trip's total refund amount.
In the unlikely event that the leaders of MAX cancel the trip due to their own ‘creditable event' then the entire amount you have paid to MAX for the applicable tour will be refunded to you within 14 days after the tour's cancellation, as required under Oklahoma State law. Or you may choose to apply the paid funds as a future credit to a future MAX trip within the following 2 years.
If MAX must cancel a tour then MAX and its representatives have no other obligations to tour members on canceled trips, including any additional costs or fees related to issuance and/or cancellation of airline tickets, or other travel reservations not made by MAX.

Creditable medical or family emergency ("Creditable Event")
MAX may provide you a credit for future travel if one of the following creditable medical or family emergency events requires you to cancel your reservation or interrupts your tour.  A Creditable Event must first occur less than 60 days prior to your tour's start date, or occur to you after trip departure while on tour.  It is MAX's sole discretion to determine if your situation is a Creditable Event. 
For these purposes, we consider your traveling partner to be someone who shares the same accommodations with you, and a family member to be your spouse, step-child, or blood relative in the first degree. You, your travel partner, or a family member dies or suffers an unexpected and disabling injury or illness requiring hospitalization or urgent medical care prior to joining or during the tour.
You, your travel partner or family member suffers a certifiable personal disaster (such as your home floods or burns down, or you are a victim of a serious crime) necessitating a change in travel plans. You or your spouse are called into active military service or have leave revoked.
Loss of employment or new employment which limits time allowed off for the trip. Documented illness due to flu or coronavirus and/or COVID-19 may be considered a Creditable Event. However, fear of infection or concern regarding prevalence of the virus in the tour location(s) will not be considered a Creditable Event. 

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Transferring to another tour: Change in plans?

Up to 60 days prior to your tour's departure, you can transfer to any other MAX tour within 12 months from the departure date of the trip for which you made a deposit & payments. Max will apply your deposit with no transfer fee. If you transfer to a different tour, the price of that tour will be applied, effective on the date we confirm your transfer. Transfers less than 60 days before your tour's departure are  generally  not possible. Note: Typically MAX offers tours twice a year.

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Cancellation or Credit request process

If you need to cancel your tour you must notify MAX immediately in writing: sent via email MaxTravelAbroad@gmail.com. Cancellations become effective on the date received by MAX and are governed by the MAX Tour Terms and Conditions. If you wish to request a credit for a Creditable Event, and you have comprehensive travel insurance, you must first file a claim with your insurance provider before requesting a credit from MAX. MAX will only process your request for credit after you have filed a claim with your insurance provider and can demonstrate the final insurance payment or settlement. You also must provide the following documentation along with your cancellation notice: For an unexpected illness or injury, we require you to provide a letter from your attending physician, on the physician's letterhead, verifying the specific reason and date of the onset of the condition given for advice against traveling; for a positive flu or Covid-19 diagnosis, we require a voluntarily provided, certified or proctored test result (PCR preferred); in the event of a death, we require a death certificate or obituary; due to a crime, flood, fire, or accident, you must provide a copy of a pertinent police, fire department, or investigative report; for unexpected loss of your job, or a new job with will not allow time off, we require a letter signed by your employer specifying the date of termination, on the company's letterhead (including contact information).

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Tour forms, obligations, and risks

To travel on a tour, and to qualify for cancellation credit, all tour members are required to review and accept a General Release and Waiver Agreement prior to the beginning of a tour. Omitting important information, or altering any of these agreements, will render it invalid, and could result in expulsion from a tour at your own expense.

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Participation

At MAX, we place the utmost importance on the safety and comfort of our travelers. In the event that a traveler's behavior is not in line with our expectations, we retain the exclusive right and discretion to request that they modify their behavior or, if necessary, to expel them from the tour. This is to ensure that all our travelers have a positive and enjoyable experience with us.

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MAX tours prioritize an active travel experience, with centrally located hotels that may not offer all the American-style amenities. Our people policy emphasizes the importance of respecting and supporting each other's differences in communication and travel styles. While our tour days are full of scheduled activities, we provide flexibility to make you feel in control of your day. In addition to the scheduled activities, we offer choices and extra excursion options to cater to your preferences. You can also opt-out of these activities for some personal time to relax and recharge. Join us for a unique and fulfilling travel adventure.

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Tourist Trap Expectations

MAX is a company that is dedicated to providing the best possible European destinations for our tours. We take great pride in our ability to select the finest locations that are authentic, historically rich, and time-tested. Our approach is centered around discovering the most unique and worthwhile spots out there, and we carefully curate our itinerary to ensure that every destination is worth visiting. Our focus is on immersing ourselves in the local culture, being savvy travelers, and getting to know the real deal.

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Tour Expectations for every traveler in the group

Here are some important details to keep in mind before joining a MAX tour:

1. You'll need to be able to carry your own luggage over uneven streets, carry it up stairs, and be comfortable with walking for a couple of hours, possibly up 2-10 miles a day.

2. If you need physical assistance, you'll need to bring an able companion, as the tour guides can't provide help with these activities. Also, accommodations outside of the USA may not be wheelchair accessible.

3. Be prepared for changing weather conditions, especially in Alpine mountain areas. You'll need to walk to your destinations in all weather conditions and sleep in hotels with no or inadequate air conditioning, possible street noise, and slow  or limited access to Wi-Fi.

4. You'll need to follow all safety precautions and health directives set by your guide, MAX, or local officials. This includes wearing a mask, washing your hands, and taking a COVID test if required.

5. Smoking or vaping is not allowed in any transportation or hotel, and you'll need to be respectful of others.

6. If you're traveling alone, you'll be assigned a same-sex roommate, but you can pay extra for a private room if available.

7. It's recommended to get international travel health and trip insurance to be covered in case of any unforeseen circumstances.

8. Bring one main piece of luggage (we strongly recommend carry-on size 21" x 14" x 9"), plus one smaller day pack or shoulder bag, all of which you will have to carry yourself, no matter how tired you are. MAX will provide a pre-trip organizer list that includes tips for packing light and creatively.

9. While on the tour, if you are sustain an injury or become sick, our guides will provide assistance to get you medical assistance, within the limits of your individual international health insurance plan coverage (not included in the MAX tour) however if you opted not to have international health insurance then our guide will assist you to get local medical assistance however you will be 100% responsible for the medical costs.

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International Travel Health & Trip Insurance
It is the traveler’s responsibility to protect their purchases. It is recommended, but not required, to obtain international travel health and trip insurance. Travel insurance can minimize the considerable financial risks of traveling: accidents, illness, missed flights, lost baggage, theft, terrorism, emergency evacuation, and getting your body home if you die.
MAX does not offer a discount for any such insurance, nor does MAX get commission from any insurance agency. MAX provides the following information & cautions :

Here are the benefits and cautions about international travel health insurance:

• Benefits:
  - Don't assume your current health insurance will be useful in Europe. Double check with your provider.
  - International insurance includes trip cancellation and interruption, medical health coverage, medical evacuation, baggage, and flight insurance.
  - Some policies cover all 5 categories plus supplemental policies can be added to cover specific concerns.
  - Europe's universal health care means that everyone is taken care of, including foreigners.

• Cautions:
  - With many international insurance policies, you will likely have to pay out of pocket for any medical treatment or expenses during a trip delay.
  - Insurance won't eliminate all risk and likely won't entirely reimburse every expense.
  - Before buying a policy, read the fine print and ask questions to understand how the policy works.
  - Be aware of how the policy handles bookings if you add dates to a package tour trip.

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Scope/AgencyMAX is not responsible for the travel services and products provided as part of your trip, such as accommodations and packages. These Travel Products are owned, controlled, or made available by vetted third parties known as Suppliers, such as hotels and tour operators. You must agree to and understand the Supplier's terms and privacy policies as they apply to your booking. MAX acts only as an agent for the traveler in acquiring hotel accommodations, sightseeing, and other privileges, or services for the travelers’ benefit, and is not responsible for any loss, accident, injury, delay, defect, omission or irregularity which may occur or be occasioned.

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TRAVELER INFORMATION
Names provided to secure reservations must match travelers’ passports. Middle names are not required to appear on airline tickets. Date of birth and complete passport details are required. Any minor name corrections advised after airline tickets have been issued will incur fees. Not all name corrections will be permitted by airlines and may require the purchase of a new ticket. Travelers voluntarily assume full and sole responsibility for any and all risks and/or costs involved with failure to report any errors and/or omissions to documentation.

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DESTINATIONS AND DOCUMENTATION

Each traveler is responsible for obtaining and carrying all necessary travel documents, including a valid passport, visa(s), and inoculations, as required by applicable government regulations. For up-to-date requirements, US citizens should visit www.travel.state.gov. The U.S. Transportation Security Administration (TSA) and the U.S. Department of Homeland Security (DHS) advise carrying at least two forms of acceptable identification when traveling domestically or internationally. MAX strongly recommends considering that certain countries may not admit a passenger if their passport expires within six (6) months of the date of entry. Non-USA citizens may require additional documentation, and children and infants also require all such travel documents.

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Pre-existing Medical Conditions/Persons with Disabilities
It is imperative to notify the tour company of any disabilities or pre-existing medical conditions before booking a tour. This will enable the company to assess the suitability of the arrangements and provide necessary assistance. The company will communicate the requests to suppliers, but it cannot be held liable American Disabilities Act accommodations are unavailable. Any accommodations provided will be at the sole expense of the traveler requiring the accommodation. Travelers with disabilities must inform the company at the time of booking and provide the identity of their non-discounted, paid travel companion who will be responsible for providing all necessary assistance. A letter from a doctor may be requested to confirm the traveler's fitness to travel.

 

Reading the Tour Conditions Agreement

So you made it through our Tour Conditions Agreement - kudos to you! We're thrilled that you're taking the time to be a savvy traveler with MAX. And guess what? If you drop us a line with something you learned from the agreement, we've got a surprise in store that's even better than a bag of airplane peanuts. So keep on reading, friend, and let's get ready to hit the road in style.

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Unforeseeable Circumstances

MAX cannot be held responsible for any loss, damage, delay, or cancellation resulting from an Act of God or any other force majeure condition, including but not limited to natural disasters, environmental pollution, inclement weather, or any other unforeseen circumstances that negatively impact its ability to fulfill contractual obligations. In such cases, MAX will not be required to refund any money to the customer, but will refund any recoverable monies from suppliers without charge. Please note that MAX's planning fee is non-refundable.

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*In the event of a solo traveler who indicates an unspecified gender on their passport, we will reach out to understand the traveler's roommate preferences.

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Max Travel Abroad LLC is registered in Oklahoma, USA, with Cindi H. Fries, Ed.D. as the managing partner.

 

Credit to Rick Steves' Europe, Inc. Tour Conditions which has been used by Max Travel Abroad LLC as an inspiration for these Tour Conditions.