PASSPORTS: Everyone, including children and infants, MUST have a VALID passport to travel internationally (not Passport Card). Failure to comply will result in denial of boarding, no refund, no exceptions (out of the USA). The Tropical Travelers is NOT responsible for passports in ANY way. Passports are required to be valid for 6 months from your return date. PASSPORT CARDS ARE NOT VALID FOR TRAVEL INTERNATIONALLY VIA AIR!
HONEYMOON & ANNIVERSARY TRAVELERS: You MUST bring a copy of your marriage certificate to qualify for any complimentary honeymoon/anniversary package (photo copy is recommended). Failure to have such proof of marriage will result in the resort denying these complimentary privileges (if applicable). PLEASE notify your Tropical Travelers agent if you are celebrating a Honeymoon or Anniversary so that they can annotate this in your reservation. Typically resort will honor these packages up to 30 days before or after your honeymoon/anniversary date.
CHANGES TO RESERVATIONS: ANY changes made to your existing room reservation are subject to the current rates, promotions, and terms at the time of change.
FINAL PAYMENT: The final payment MUST be received NO LATER THAN the date listed on your confirmation. Final payments are not automatically charged. Please note your calendar of this final payment date as reminders may not be sent, however we try to send reminders about a week before it’s due. You must go to https://www.thetropicaltravelers.com/submit-payment/ on the date you’d like the payment to be posted. The Tropical Travelers is not responsible for cancellations due to payments made after this date. Late fees will apply.
CANCELLATION PENALTIES: Pertaining to the room portion of your trip; once your reservation is made a $150 nonrefundable penalty will be assessed up until any additional resort penalties take effect. The aforementioned is per person or entire room canceling (so if 1 person within the room cancels these same rules apply for that person). Regarding Airline tickets: if The Tropical Travelers booked your tickets, they are 100% non- refundable and subject to individual airline penalties/fees (see insurance below).
LATE FEES: Final payments not received prior to the due date above will incur a $25 per person late fee. All reservations are subject to cancellation and hotel penalties as described above if final payment is not received on the due date. Late fees are not covered by the travel insurance and are always non-refundable.
All the above would be protected with the optional Travel Insurance with the exception of late fees. If you do not have insurance – natural disasters (such as hurricanes), cancellations for ANY reason (medical/personal emergencies, cancelation of the wedding, etc.) do not relieve you from these penalties. ONLY the Travel Insurance will ensure you coverage. All cancellations must be received in writing.
CANCEL FOR ANY REASON TRAVEL INSURANCE: Cancel for Any Reason Insurance can only be purchased at the time your reservation is made; it cannot be added after the initial trip deposit is received. Cancel for Any Reason Insurance is $64 to $194 per adult, $50 per child (2 to 12yrs of age at time of travel). Your Tropical Travelers Agent will quote your insurance policy cost upon initial trip quote. Cancel for Any Reason Insurance will allow you to cancel for any reason up to the morning of departure (prior to flight departure) with full refund (minus insurance policy cost), provides up to $800 per person baggage loss, up to $100 per person trip delay or interruption (weather & mechanical reasons) & up to $5k per person medical expenses (secondary policy). Insurance does NOT cover items you purchase outside The Tropical Travelers (i.e. airfare, tours, excursions etc). Please Note: if you initially reserve a room only package & add airfare to the package through The Tropical Travelers at a later date your cancel for any reason insurance policy cost will be adjusted to accommodate the revised total trip package cost at that time. This plan does not include increased rates associated with a change in the number of individuals occupying a room. If the number of individual occupying a room changes, the remaining travelers will be responsible for any additional costs incurred as a result of the change in the per-person occupancy rate.
TRAVELING WITH CHILDREN: Children under 18 years of age not traveling with both parents or legal guardian(s) may need to present a notarized letter from the absent parent/guardian granting permission to travel outside the United States and provide emergency medical care if necessary. Please refer to this website for more information and sample letters: http://www.globetrektravel.com/minortravelforms.pdf
The Tropical Travelers is not responsible for lack of compliance to provide proper documentation to airport authorities. It is the responsibility of the traveler & the traveler’s parents/guardians to provide proper documentation to airport authorities.
TRAVEL DOCUMENTS: Travel documents will be sent to you no later than ten (10) days prior to departure date. Please read through these documents immediately; misprints, misspellings, incorrect dates etc. are not the responsibility of The Tropical Travelers Included in your travel documents (if airfare is purchased through The Tropical Travelers) are airline electronic ticket receipts (proof of purchase, not boarding passes or actual tickets). Boarding passes are printed at the time of check in; online with the airline directly, or at the airport when showing passport & checking in luggage. It is very important that you take your travel documents with you in addition to passports and a major credit card for any baggage fees that may apply.
BAGGAGE FEES: Due to continual changes in airline baggage policies it is suggested that you inquire with your airline’s website for up-to-date fees & information. The Tropical Travelers is NOT responsible for additional fees incurred for baggage or seating. BAGGAGE FEES ARE NOT PART OF AN ALL-INCLUSIVE PACKAGE!
Please review “Updated Checked Bag and Carryon Bag Rules” at www.TSA.gov
AIRLINE SCHEDULE CHANGES & CANCELLATIONS: Occasionally airlines change flight schedules, & may even cancel flights entirely. These changes are beyond The Tropical Travelers’s control. In the event that such a situation occur; The Tropical Travelers will do it’s very best to assist you with finding best possible alternate option(s). If the flight time change is minor (2 hours or less) the airline will automatically make the change (airline policies/rules entitle them to legally do so). The Tropical Travelers will notify you of major changes. Please Note: there may be additional costs to re-book a new flight should the airline cancel or make a major change to your original flight itinerary. The Tropical Travelers is NOT responsible for any additional costs or fees imposed by the airlines. It is the responsibility of the passenger to check for last minute airline flight time changes within 24 hours of departure. The Tropical Travelers is not responsible for changes that may occur within 24 hours of original flight departure time.
RE-CONFIRM YOUR FLIGHTS: The Tropical Travelers advises you personally re-confirm your flight schedule within 24 hours prior to departure directly with the airline in case of any last minute changes or delays. Most airlines allow you to check in online 24 hours prior to departure using the “Record Locator” (found in your Tropical Travelers documents)
AIRLINE CHECK IN: Please check in with your airline at the airport no later than two (2) hours prior to scheduled flight departure time.
RESORT CHECK IN: Check-in time at most resorts is 3:00pm (local time). If you arrive prior to 3:00pm your room may not be ready. The resort will store your luggage in a secure location on property so you may start enjoying your vacation without delay. Change into something more comfortable and enjoy a nice lunch, swim in the pool, walk along the beach, etc. until you are notified that your room accommodation is ready for check in.
DRESS CODE: ** MEN ** – Please be advised that some resort restaurants may require long pants, collared shirt, &
Closed-toe shoes. Please pack accordingly.
As you may be aware, the Center for Disease Control and Prevention (CDC) has recently issued a travel alert for travelers to specific countries in the Caribbean and Latin America due to the Zika virus, a mosquito related illness. The precautions recommended by the CDC are similar to those to prevent other mosquito borne illnesses like dengue fever, chikungunya, and West Nile virus and include wearing long-sleeved shirts and long pants and using insect repellents containing DEET to avoid mosquito bites. While the most common symptoms are usually mild and include fever, rash, joint pain and pink eye, pregnant women should pay special attention to the travel alert and take necessary precaution to avoid mosquito bites. Additional information can be found under the Travelers Health section of the CDC website at http://wwwnc.cdc.gov/travel/notices.
Thank you for your business.