ProRome Tours undertakes to render to each traveler (hereinafter referred to as “Participant”) intending to participate on a ProRome Tour (hereinafter referred to as “Tour”) the complete package of services understood to constitute Tour, as mutually accepted and agreed between ProRome Tours and Participant. Further, Participant undertakes to render to ProRome Tours the complete payment for Tour as mutually accepted and agreed between ProRome Tours and Participant.
ACCEPTANCE OF TERMS AND CONDITIONS
In submitting a completed registration form, Participant fully acknowledges his or her acceptance of the Terms and Conditions found herein.
REGISTRATION PROCESS: REGISTER & PAY DEPOSIT
Step 1 – Register
To register, click on the “Register Now” link on your trip webpage and complete the form.
Step 2 – Pay Deposit
In order to complete your registration a deposit must be made (see your trip webpage for the deposit amount). An invoice will be sent to you (by email) within two (2) business days of registration submission. The deposit is due upon receipt. Please note that if this deposit is not paid within one (1) week of being issued, your place on the trip will be forfeited.
Once paid, the deposit is refundable within 10 calendar days of the payment date. After 10 calendar days have elapsed the deposit is non-refundable.
TOUR BALANCE AND PAYMENT SCHEDULE
The Tour balance is billed in two equal installments (unless otherwise requested by the trip organizer). The installment amounts and due dates are outlined in the payment schedule, found on the trip webpage and trip brochure.
Payments more than 10 calendar days late are subject to a 5% late payment fee. Payments more than 30 calendar days late will result in trip forfeiture.
CANCELLATION POLICY – PARTICIPANT CANCELS
The following cancellation policy applies if Participant cancels.
- In the event that Participant cancels 100 days or more prior to Tour departure date, Tour is 100% refundable (less the $200.00 deposit).
- In the event that Participant cancels anytime from 100 to 75 days prior to Tour departure date, Tour is 50% refundable.
- In the event that Participant cancels within 75 days of Tour departure date, Tour is 100% non-refundable.
The only exception to the above policy will be for name changes: up until 30 days before departure we can accommodate name changes for a $250 fee. The person cancelling will be refunded the full amount and the new traveler will pay the name change fee.
CANCELLATION POLICY – PROROME TOURS CANCELS
There are two scenarios in which ProRome Tours might cancel a tour. Below you will find these scenarios outlined.
- Tour is economically unfeasible. A minimum of 25 persons is required to constitute a Tour group. Less than 25 makes the tour economically unfeasible to operate, unless otherwise specifically stated agreed upon. If, 100 days prior to the Tour departure date, there are less than 25 persons registered for the Tour, ProRome Tours will cancel the tour and will issue a full refund to Participant, less the $200.00 deposit.
- Border closure, war, act of God, pandemic, etc. In one of these scenarios ProRome Tours will endeavor to issue a full refund. If full refunds are not possible, the trip will be rescheduled and a credit equal to the total amount paid will be issued to Participant.
ACCEPTED FORMS OF PAYMENT
Tour payments can be made by:
- Personal Check
- E-Check ($2 bank convenience fee)
- Credit Card (Visa or Mastercard), PayPal, Apple Pay and Google Pay (3% bank convenience fee)
Please note that payments made online that fail due to insufficient funds, account holds, or incorrectly inputted account/routing/card information will result in a fee of $20 added to your invoice.
Refunds can take up to 30 days to be issued. Please note that refunds will not include any convenience fees.
25 PERSONS REQUIRED FOR TOUR
A minimum of twenty-five persons is required to constitute a Tour. If, 100 days prior to the Tour departure date, there are less than 25 persons registered for the Tour, ProRome Tours will cancel the tour and will issue a full refund, less the $200.00 deposit.
ProRome Tours only facilitates group flights. Group flights do not include choice of seats and do not include upgrade options. For those interested in choosing seats or upgrading, ProRome Tours suggests booking flights separately through an online travel agency (Expedia, Orbitz, etc). If the Participant chooses to book flights separately, the “flying separately discount” will be applied. If the Participant chooses this option and arrives at a different time than the group, they are responsible for their transportation to meet the group. Please contact ProRome Tours for more information.
ProRome Tours will not accept any responsibility for mistakes or errors in airfare bookings made by independent third parties. Airlines and travel agencies concerned are not to be held responsible for any act, omission or event during the time passengers are not on board their planes or conveyances.
A valid passport is required for each ProRome Tour. For most destinations, the passport must be valid for at least six months after the Tour conclusion date. ProRome Tours will not accept any responsibility for invalid, lost or stolen passports.
SINGLE ACCOMMODATIONS AND SUITE UPGRADES
A limited number of single occupancy rooms are available at extra cost on a first-come, first-served basis. ProRome Tours will make reasonable efforts to assist persons requesting a roommate. If a roommate is not confirmed, the single occupancy surcharge will be charged. Suite rooms are available in some destinations; more information about them, including their additional costs, will be sent to you on request.
ProRome Tours strongly recommends the purchase of travel insurance, which is available for coverage of expenses in conjunction with cancellation due to illness or accident. A complimentary travel insurance quote will be issued to each Participant upon registration for the Tour. For more information please click here.
BASIS OF RATES
Prices are based on current rates of exchange, tariffs and taxes. ProRome Tours reserves the right to increase Tour prices to cover increased costs, tariffs and taxes, and to reflect fluctuations in foreign exchange markets. ProRome Tours also reserves the right to withdraw a Tour or any part of it to make such alterations in the itinerary or with the Tour inclusions as it deems necessary or desirable and to pass on to Tour members any expenditures or losses caused by delays or events beyond its control. Itineraries and arranged sightseeing are subject to change at any time due to unforeseen circumstances or circumstances beyond ProRome Tours’ control. Every effort will be made to operate Tour as planned, but alterations may occur after the final itinerary has been issued. While ProRome Tours will make reasonable efforts to maintain the listed prices, if it is necessary to levy a surcharge, ProRome Tours reserves the right to do so and will notify you at the time of final invoicing. ProRome Tours reserves the right to cancel the Tour because of inadequate enrollment that makes the Tour economically unfeasible. In such a case, a full refund of the Tour (less the $200.00 deposit) will be made.
ProRome Tours expects you to make a realistic assessment of your health. All Participants are expected to be in active good health, to enjoy traveling as part of a group, and to be ready to experience cultural differences with grace. Walking and climbing stairs are required in many hotels and airports, to board the aircraft, and as part of many excursions.
Prior to traveling, we highly recommend visiting your personal physician for a check-up, so that you may discuss your ability to participate in this type of journey. For the latest recommendations on specific health precautions for the areas you will visit, consult your physician and the Centers for Disease Control. Any physical condition requiring special attention, diet, or treatment should be reported in writing when the reservation is made.
We will make reasonable efforts to accommodate Participants with special needs; however, we cannot accommodate wheelchairs. If you require a slower pace, extra assistance, or the use of a cane or walking stick, arrangements will be made for private touring at each destination, if necessary, at the discretion of our Tour staff. Any extra cost for such arrangements will be the responsibility of the Participant. If you would like to forgo some of the scheduled sightseeing to rejuvenate and relax, please feel free to do so at any time.
Due to the amount of walking typical on Tour(estimated 3-5 miles per day), participants over the age of 75 will be required to have a health waiver form signed by their primary care physician. This form will be sent to you by email after completing the registration process.
PHOTOGRAPHY AND VIDEO
We reserve the right to take photographs or videos (the “Photography”) during the Tour and to use the Photography for promotional purposes. Participants who prefer their images not be used must notify us in writing before the commencement of the Tour.
RELEASE OF LIABILITY
Neither ProRome Tours nor any of its respective owners, directors, employees, contractors, officers or agents (collectively, the “Released Parties”) shall be held liable for (A) any damage to, or loss of, property or injury to, or death of, persons occasioned directly or indirectly by an act or omission of any other provider, including but not limited to any defect in any aircraft, watercraft, or vehicle operated or provided by such other provider, (B) any loss or damage due to delay, cancellation, or disruption in any manner caused by the laws, regulations, acts or failures to act, demands, orders, or interpositions of any government or any subdivision or agent thereof, or by acts of God, strikes, fire, flood, war, rebellion, terrorism, insurrection, sickness, quarantine, epidemics, pandemics, theft, or any other cause(s) beyond their control, and (C) any and all claims, actions, or losses for bodily injury, property damage, wrongful death, loss of services, lost profits, consequential, exemplary, indirect or punitive damages or otherwise that may arise out of or occur during your travel in connection with the Tour. The Participant waives any claim against any of the Released Parties for any such loss, damage, injury, or death, including any right to seek consequential, punitive or exemplary damages against any of the Released Parties for any reason whatsoever. None of the Released Parties shall be liable for any air carrier’s cancellation penalty incurred by the purchase of a nonrefundable ticket.
ACKNOWLEDGEMENT OF RISK
You understand and acknowledge that your travel in connection with and participation in the Tour or any activities which may take place during the Tour, may involve risk and potential exposure to injury or fatal injury and that risk and dangers may arise or be caused by the negligence or participation of other Participants, contractors, and/or subcontractors for the Tour or from other foreseeable and unforeseeable causes including weather and other acts of nature.
EXPRESS ASSUMPTION OF RISK AND RESPONSIBILITY
In recognition of the inherent risk of the travels and related activities in which you are intending to engage, you confirm that you are physically and mentally capable of participating in the Tour and that you willingly and voluntarily assume full responsibility for any injury, loss or damage suffered by you or caused by you. By registering for the Tour, you certify that you do not have any mental, physical or other condition or disability that would create a hazard for yourself or other Participants. ProRome Tours reserves the right in its sole discretion to accept, decline to accept or remove any Participant on the Tour and reserves the right, subject to the terms and conditions contained herein, to withdraw any part or all of the Tour and to make such changes as may be necessary.
Any controversy or claim arising out of or relating in any way to these Terms and Conditions, to the Limits on Responsibility Clause, or any information relating in any way to the trip, or to the trip itself, shall be settled solely and exclusively by binding arbitration in Virginia, USA, in accordance with the rules of the Arbitration Association then existent.
EXCLUSIVE GOVERNING LAW AND JURISDICTION
This Agreement shall be governed by the laws of the State of Virginia, without regard to conflicts of laws principles. If the right to seek arbitration is for any reason waived by both parties, or if judicial review of any arbitration is sought, any action or legal proceeding arising out of this Agreement shall be brought exclusively in the courts of the State of Virginia, or, if it has or can acquire jurisdiction, in the United States District Court for the Western District of Virginia or the appropriate appellate courts, and the parties hereby waive any objection to venue or jurisdiction in connection therewith. In connection with any action or legal proceeding arising out of this Agreement, the parties hereby specifically and knowingly waive any rights that either party might have to demand a jury trial.
LIMITS ON RESPONSIBILITY
ProRome Tours does not own or operate any entity which is to or does provide goods or services for your trip. It purchases transportation (by aircraft, coach, train, vessel or otherwise), hotel and other lodging accommodations, restaurant, ground handling and other services from various independent suppliers. All such persons and entities are independent contractors. As a result, ProRome Tours is not liable for any negligent or willful act of any such person or entity or of any third person. ProRome Tours acts solely as agents for the Participant with respect to all transportation, hotel and other Tour arrangements. In that capacity, ProRome Tours exercises all reasonable care possible to ensure the traveler’s safety and satisfaction, but, ProRome, LLC neither assumes nor bears any responsibility or liability for any injury, death, damage, loss, accident, delay, or irregularity arising in connection with the services of any airplane, train, ship, automobile, motor coach, carriage, or other conveyance, or the actions of any third-party involved in carrying the traveler or in affecting the Tour. ProRome Tours is not responsible for damages, additional expenses, or any other losses due to cancellation, delay or other changes in air or other services, sickness, weather, strike, war, civil disturbances, epidemics, pandemics, acts or threats of terrorism, travel warnings or bans, termination or suspension of war risks or other carrier insurance, quarantine, acts of God or other causes beyond its control. All such losses must be borne by the traveler, and Tour rates provide for arrangements only for the time stated. In the event of cancellation, delay or rescheduling mandated by any of the aforesaid causes beyond ProRome Tours’ control, the passenger shall have the option to receive a refund of as much of such advance Tour expenditures as ProRome Tours can recover on the traveler’s behalf from carriers, third-party Tour vendors, etc., but, ProRome Tours shall not have any obligation or liability to the traveler beyond the foregoing. ProRome Tours reserves the right to make alterations to the Tour’s itinerary and to substitute hotels, vehicles, ships, or activities if this is required. ProRome Tours reserves the right to cancel, delay, or reschedule any Tour prior to departure, and, so long as this is not due to any of the aforesaid causes beyond our control, the passenger shall be entitled to a full refund of all monies paid to that point if he/she so desires, less any non-refundable deposits or uncollectible expenses incurred. ProRome Tours is not responsible for delays, changes or cancellation costs due to incorrect, incomplete or expired traveler documents. In addition and without limitation, ProRome Tours is not responsible for any injury, loss, death, inconvenience, delay or Damage to personal property in connection with the provision of any goods or services whether resulting from but not limited to acts of God or force majeure, illness, disease, acts of war, civil unrest, insurrection or revolt, animals, strikes or other labor activities, criminal or terrorist activities of any kind, overbooking or downgrading of services, food poisoning, mechanical or other failure of aircraft or other means of transportation or for failure of any transportation mechanism to arrive or depart on time.