Special Journeys

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POLICIES & PROCEDURES
What Trip Fees Include
Signing Up For Trips
Important Dates
Optional Insurance Coverage
Weather/Vehicle Delays
Accomodation Options
What to Pack
Current Photo ID
Travel Companions
Special Journeys Volunteer Staff
Policies & Information
Application Process
Changes and Cancelled Trips
Refunds and Cancellations
Photo CDs

TRIP FEES INCLUDE

Staff supervision, transportation, attractions, lodging, taxes and some meals are included in the trip fee. The suggested amount of spending money is listed each trip’s detailed itinerary. Travelers will also receive a complimentary Photo CD after the trip is completed.

On most trips all breakfasts and suppers included. The description for each tour indicates how many meals are included in the trip fee. Meals not included will be paid for with the Traveler’s personal spending money. Our staff will assist Travelers with their spending money as needed.

SIGNING UP FOR TRIPS!

SIGNING UP FOR TRIPS!

Contact us by phone, e-mail or postal mail to sign up for a trip. Let us know which trips you are interested in and we will send a detailed itinerary and a trip application form.

HOLDING A SPOT ON A TRIP
Phone and e-mail reservations will be “held” for 10 working days (as long as this period does not overlap listed deadlines). By the 10th day we require a $100 or $200 deposit to permanently hold a spot. Trips are filled on a first-come, first-serve basis and many vacations sell out. It is important to sign-up as soon as possible to ensure space is available.

PAYMENT DETAILS
Payments can be made in the form of personal checks, cashier’s check or money order. A service fee will be charged for all returned checks.

PAYMENT PLANS AND PRE-PAYMENT
To help make our vacations more affordable we offer interest free payment plans for most tours. At least 50% of the trip fee must be paid prior to departure. The remaining balance can be made in monthly installments of $50 to $100. All payment plans must be pre-approved. Travelers can also prepay in advance for vacations.

When sending in monthly payments please indicate the Travelers name and trip title with all payments.

CONFIRMATION OF VACATIONS
Once your application and deposit are received you will receive confirmation within two weeks. Approximately one month prior to the trip a Final Itinerary will be sent reconfirming all details and requesting any additional information necessary.

IMPORTANT DATES

Some trips have longer deadlines or larger deposit amounts, please check the specific details on each trip to verify deadlines and deposits.

BUS VACATIONS

Deposit - $100
Reservations - 40 days in advance recommended
Sign-up Deadline - 21 days in advance
Payment Deadline - 21 days in advance

AIR, CRUISE, RAIL AND INTERNATIONAL VACATIONS

Deposit - $200
Reservations - 60 days in advance recommended
Sign-up Deadline - 45 days in advance
Payment Deadline - 45 days in advance

OPTIONAL INSURANCE COVERAGE

Travel insurance is available at an additional fee for our tours. Feel free to contact Special Journeys, LLC to request a travel protection information brochure. Coverage includes: trip cancellation, emergency medical/dental, and more. Rates start as low as $45 per trip.

WEATHER/VEHICLE DELAYS

In the event of severe weather, vehicle breakdown, airline delays, or other unforeseen events that alter our departure or return time, we will do our best to contact the caregiver listed on the Traveler’s application. All our motor coaches are equipped with cell phones. These numbers will be indicated on the Final Itineraries. It is rare that we are late for any pick-up and return times.

ACCOMMODATION OPTIONS

Overnight accommodations are at clean, well known hotel chains. All travelers have their own, regular bed with two people per room.

Please contact us for single room pricing details.

We attempt to place one staff per every two rooms whenever possible. This means that if a staff member is not in a particular room they should be next door. Our staff monitor and assist as much as possible but direct 24-hour supervision is not possible. We reserve the right to place a staff member in any room deemed necessary.

WHAT TO PACK

Travelers are limited to two suitcases. We will provide a free dirty clothes bag for each traveler. However, you are also welcome to bring large plastic garbage bag to use for dirty clothes. The suggested amount of spending money is indicated with each Detailed Itinerary. Before each trip you will receive a detailed packing list for that trip. The following is a suggested general packing list:

GENERAL LIST

* Current Photo ID (Required—see below)
* Medications (must be packed separately and delivered to tour leader)
* Camera & film
* Sun glasses
* Addresses & stamps
* Suntan lotion

PERSONAL ITEMS

* One change of clothes and underwear for each day
* Pajamas
* Comfortable walking shoes
* One “dressier” outfit
* Jacket, sweatshirt or sweater
* Swim suit (with cover-up suggested)
* Tooth paste, toothbrush, comb, deodorant, shaving supplies, shampoo, soap, sanitary napkins, etc.

CURRENT PHOTO ID

For every trip, each Traveler MUST have a current, state government issued, photo ID that is valid for the entire duration of the trip.

For overseas trips Travelers must have a current U.S. Government issued passport that is valid for the entire duration of the trip. For cruises and trips to Canada & Mexico, Travelers must have a valid ID as well as (a) a passport or (b) a certified copy of their birth certificate.

Traveler’s who arrive at a pick-up point without the proper ID must be dismissed from the trip and no refund will be possible. If you have any questions about proper identification please contact our office.

TRAVEL COMPANIONS

At times Travelers and caregivers simply do not feel comfortable attending a vacation without a familiar face along. We welcome, encourage, and will at times require that travel companions join us. Travel companions require an additional reduced fee. Please contact our office for further details.

SPECIAL JOURNEYS VOLUNTEER STAFF

With the assistance of the Tour Leader, volunteer staff provide supervision to ensure a safe and enjoyable experience for each Traveler. Our volunteer staff are assigned to a group of three to four Travelers. In exchange, volunteer staff go on the vacation for FREE and receive a meal stipend. If you or someone you know is interested in becoming a volunteer staff for a trip please contact Special Journeys, LLC for information about our Volunteer Program.

POLICIES & INFORMATION

SMOKING & ALCOHOL POLICY
Participants may smoke only on planned rest stops and during designated free times in allowable areas. The consumption of alcoholic beverages by participants is strictly prohibited, unless it states otherwise on the Traveler application. Only light consumption will be allowed in those cases.

ILLNESS / INJURY
On rare occasions a traveler may become ill or injured and be unable to continue with the group. In such circumstances the traveler is responsible for all medical expenses and any additional transportation costs. Special Journeys, LLC offers travel insurance to help cover these events, please contact us for details.

PROPERTY DAMAGE OR DESTRUCTION
Participants who intentionally or unintentionally lose, damage or destroy property are financially responsible for repair or replacement costs for their or others property. We accept no responsibility for lost, damaged or destroyed property.

MEDICATION DISPENSING
For all Travelers who are not self medicating the participant’s medications must be individually pre-packaged according to the time and date of each scheduled dispensation time and marked with the Traveler’s name. The guardian/parent/caregiver is responsible for making sure this is completed accurately. Medications should not be packed in a Traveler’s suitcase. An extra day’s supply of medications should be included in case of an emergency or trip delay. All medications will be surrendered to the Tour Leader or person responsible for check-in. Travelers who normally self-medicate can continue this practice on trips and can package their medications in the way or manner that they are familiar with.

APPLICATION PROCESS

All information provided to Special Journeys, LLC must be complete and accurate to the best knowledge of the person completing the Traveler’s application. Failure to provide accurate or complete information may result in immediate dismissal from any trip. Immediate transportation home, at your expense, will be required if inaccurate or false information results in safety concerns or risks (whether caused by behavioral, medical or ambulatory factors) for the Traveler, staff persons, other participants or persons in the community. No refund is available if the above is the case and additional transportation costs may be incurred which you will be liable for. By traveling with us you agree that all decisions regarding the above are in the sole discretion of our staff based on the best interests of everyone involved.

A Medical History form may be required for some travelers. Special Journeys will contact you if this is required. If requested, the form must be received by Special Journeys, LLC no later than 21 days prior to the trip. It must be completed and signed by a physician.

Consent and waver signatures must be those of the legal guardian. Participants should sign where indicated whether they are self-guardians or not. A deposit for each trip must accompany the application. Please do not mail applications without a deposit unless prior arrangements have been made.

CHANGES AND CANCELLED TRIPS

We reserve the right to make substitutions and changes without notice to the trips and reserve the right to cancel a trip due to insufficient registration. If a cancellation occurs, Travelers will be offered first choice for other open trips or their fees will be refunded in full.

REFUNDS AND CANCELLATIONS

MOTOR COACH TOURS

Travelers can change trips or receive a full refund at any point before the trip deadline date. After the deadline date we will credit or refund all monies we are able to get refunded from our suppliers. In addition, we reserve the right to retain the $100 deposit amount. Multiple cancellations may cause a custom cancellation policy to apply to a specific traveler.

AIR, RAIL, CRUISE, AND INTERNATIONAL TOURS

Travelers can change trips or receive a full refund at any point before the trip deadline date. After the deadline date we will credit or refund all monies we are able to get refunded from our suppliers. Please note that airfare, cruise cabins, etc are obviously non-refundable costs. In addition, we reserve the right to apply a charge equal to 20% of total trip fee. Multiple cancellations may cause a custom cancellation policy to apply to a specific traveler.

Travelers who are “no shows” on the day of departure receive no refund whatsoever. Travelers who are late on the day of departure are considered no shows.

Travel insurance can be purchased to protect you if you are forced to cancel for a variety of reasons. It also includes coverage for some accidents and illnesses. Please contact us for a free Travel Insurance brochure.

PHOTO CDs

Travelers will receive a CD containing digital photos from the trip taken by the Tour Leader and the volunteer staff. Travelers can also share their photos by notifying the tour leader. CDs will be sent out 2-4 weeks after the trip ends.

These exciting memories can be printed on your computer, uploaded to an Internet photo printing site or brought to a local store that prints digital photos. It all adds up to another exciting memory of your Special Journey!