RESERVATION PACKET Thank you for choosing myxoadventures.com! We understand that you have a wide array of travel companies to choose from, and we appreciate you choosing us. This form contains information regarding your reservation. It is very important that you read this thoroughly. Should you require assistance, please get in touch with your travel professional at 605-252-9100 (see Agent name on your invoice) Hours of Operation
Seven Days a Week: 8 AM-6 PM (MST)
Be sure to visit our website at www.myxoadventures.com My XO Adventures 605-252-9100
1004 Columbus Street, Rapid City, SD, 57701
IN THE EVENT OF CANCELLATION, PLEASE READ
YOU MUST NOTIFY MY XO ADVENTURES VIA EMAIL AT: INFO@MYXOADVENTURES.COM WITHIN 3 DAYS (72 HOURS) OF YOUR DOCTOR ADVISING YOU NOT TO TRAVEL. UNTIL YOU RECEIVE A CANCELLATION NOTICE FROM MY XO ADVENTURES, YOUR RESERVATION REMAINS ACTIVE. YOU MUST ALSO CALL THE TRAVEL PROTECTION COMPANY YOU MAY HAVE CHOSEN DIRECTLY, AS LISTED ON YOUR COVERAGE VERIFICATION LETTER AND CERTIFICATE OF COVERAGE. PLEASE ALSO PROVIDE THE FOLLOWING INFORMATION: - RESERVATION #
- ALL CLIENT NAME(S) THAT ARE CANCELLING
- DEPARTURE DATE
- TRIP NAME
- STATEMENT OF CANCELLATION
- SIGNATURE
- DATE
THIS SIGNED CONTRACT MUST BE COMPLETED BEFORE A FINAL CONFIRMATION IS CONFIRMED AND DOCUMENTS ARE RELEASED. 1. TO ACTIVATE YOUR RESERVATION, PLEASE SIGN THE FOLLOWING: All invoice information is correct, and I have read the tour conditions outlined on the flyer, on this receipt, My XO Adventures’ and vendor's Terms & Conditions, and all terms and conditions listed on the back of this contract. Those conditions include but are not limited to the Cancellation Penalties and Proof of Citizenship. I have provided my agent with my cell number for travel use. 2. OPTIONAL TRAVEL PROTECTION: My XO Adventures HIGHLY recommends Travel Interruption /Cancellation Insurance. After travel protection has been purchased, it is your responsibility to ensure your confirmation covers any new additions that cause an increase to the trip value. Travel Protection must likely be purchased and finalized within twenty-one (21) days from the reservation date to waive pre-existing exclusion clause. Please consult your travel professional about purchasing any Travel Protection / Interruption / Cancellation Insurance. If you decline the TRAVEL PROTECTION COVERAGE, you must sign this receipt indicating you wish to DECLINE Travel Protection at your own risk. You must decline the OPTIONAL Travel Protection, even if you have purchased travel protection from any other source, including cruise lines. 3. CREDIT CARD AUTHORIZATION: This signed form will allow MY XO ADVENTURES to charge your credit card for any charges related to the travel reservation referenced above. These charges may include your trip deposit and final payment, forced overnight accommodations before or after your tour (as referenced in your trip flyer), any deviation requested by you to air or land arrangements, and any charges posted by any vendor for intentional or unintentional errors on your part. My XO Adventures may provide your credit card information to our vendors for charges related to your reservation, charge totals will be at most your booking invoice total. Your signature below shows that you've accepted the Cancellation Penalties that will be imposed should you cancel. My XO Adventures’ Standard Cancellation Policy is Loss of deposit for cancellation after booking. After Final Payment, the penalties are as follows: 120 - 61 days prior - 50%; 60 - 31 days prior - 75%; within 30 days – 100%. Percentages apply to the total cost of the tour. These are general cancellation fees. Some of our promotions are 100% non-refundable after booking and have specific notations on our website. PAYMENTS: A per-person deposit is due to confirm the reservation. Fares do not include additional service charges or insurance payments. Departure Taxes, Visas, Resort Fees, applicable taxes, and the like are additional expenses the passenger pays. My XO Adventures will assist you in getting a Visa if a tour requires. Full Payment is due 100 days before departure. Payment to My XO Adventures is limited to cash, credit card (Visa, Mastercard, Discover, and American Express), and check only. PRE-TOURS, POST TOURS & UPGRADES MUST be paid in FULL at the time of reservation. CANCELLATION POLICY: Loss of deposit for cancellation after booking. After Final Payment, the penalties are as follows: 120-61 days prior - 50%; 60-31 days prior - 75%; within 30 days - 100%. Percentages apply to the total cost of the tour. Specific tours may have more stringent policies. PRICING: All pricing advertised is current at the time of publication and is subject to change without notice. Furthermore, My XO Adventures itineraries, pricing, policies, and procedures constantly evolve. My XO Adventures strives to ensure that all information listed is correct at the time of publication. However, any information contained herein, including but not limited to pricing, is subject to change without notice. My XO Adventures reserves the right to refuse to honor any erroneously printed or quoted prices. My XO Adventures is not responsible for online and/or printed media misprints. DECLINED PAYMENTS: Any form of payment not honored will be subject to electronic collection using information that may be on file. LEGAL NAMES & PROOF OF CITIZENSHIP: My XO Adventures requires you to give your FULL LEGAL NAME and DATE OF BIRTH as it appears on your PASSPORT at the time of deposit. ANY changes in the spelling of your name will incur a NAME CHANGE FEE. PASSPORT, VISA, AND/OR PROOF OF CITIZENSHIP could be required for this travel. As the traveler, you must contact any authorities (U.S. Customs for Americans or your Foreign Consulate office if you are not a U.S. citizen) to obtain any Passports, Visas, or Proof of Citizenship required. A VALID PASSPORT MUST have six (6) months remaining on the passport after your planned return to the U.S. If it does not, you should renew it. My XO Adventures strongly advises that all guests leaving the United States obtain a valid passport for travel. Some countries may deny entry due to current and/or past legal issues. It is your responsibility to check with the consulate to ensure any legal issues, past and/or present, do not prevent you from entering any countries you may be visiting on your cruise and/or tour. Some countries' vendors (i.e., cruise lines, airlines, etc.) may deny entry, exit, or boarding due to past or present legal issues or past or present citizenship status. You must confirm any of the above-mentioned matters with the proper government agency. This is your only notice about providing proof of citizenship, passports, and visas for you. My XO Adventures will not be held responsible for your lack of proper identification or denied entries/denied boarding. AIRLINE ARRANGEMENTS: Once My XO Adventures purchases any airline ticket, said ticket will be 100% non-refundable / non-changeable / non-transferable. My XO Adventures does not pay ANY airline-imposed fees for Baggage, Seating Assignments, check-in fees, etc. You can contact your specific air carrier directly or go to their website for complete information on their additional fees. TSA requires that names on Airline tickets MUST MATCH the name as it appears on your passport. An incorrectly spelled name could result in additional fees, a new ticket being purchased, and/or denied boarding. ANY costs involving a name change to an airline ticket will be the traveler's responsibility. My XO Adventures is not responsible if an airline cancels or delays a flight for any reason, including weather. If you cannot make your departure, it is your responsibility to work with the airline on which you are ticketed to reach your destination. My XO Adventures is not responsible for any additional expenses you may have before joining your trip. My XO Adventures is not responsible for and will not provide any refund for components of trips missed due to canceled or delayed flights. My XO Adventures does not participate in, nor can we assist in, any frequent flyer programs. HOTEL FEES: Any hotel that requires guests to pay a “Resort Fee,” “Tourist Tax,” or a “City Tax” upon arrival at the hotel will be the responsibility of the guest to be paid to the hotel in local currency upon arrival or departure. My XO Adventures cannot pre-pay these taxes & fees and, therefore, shall not be held liable to any traveler for reimbursement of these taxes & fees. Optional Pre/Post Tours: Optional Pre/Post tours may require a minimum number of passengers to operate. If My XO Adventures cancel an optional Pre/Post Tour because of your lack of participation, it does not affect your decision to cancel or in waiving cancellation penalties that will be imposed due to your cancellation. OPTIONAL TOURS: Reservations are non-transferable and non-refundable after booking, including, but not limited to, port cancellation by Cruise Line or weather issues. By booking an optional tour, you acknowledge that excursions cannot be canceled for any reason, including but not limited to the regret of purchase. Also, while no revisions of the itinerary are anticipated, My XO Adventures reserves the right to change any tour, schedule, or price, substitute stops and attractions on any tour without notice, and use substitute equipment as necessary. You'll need to contact your Travel Insurance provider to make your optional tour purchase (or any other purchases made to the reservation). Do not assume that tours are insured because you have a policy on your base travel package. My XO Adventures will not be held responsible for tours not insured by your insurance provider. We reserve the right to require a minimum number of passengers to operate any tour. Any tour canceled by My XO Adventures will be promptly refunded. My XO Adventures highly recommends that you review optional tours offered by the cruise line/ vendor and their terms and conditions to ensure you choose the Optional Tours that best fit your travel needs. Additionally, please review your signed passenger information agreement and our general terms and conditions for the trip. That agreement applies to any optional tours you purchase from My XO Adventures. My XO Adventures is acting as an intermediary or as an agent for suppliers, airlines, cruise lines, hotels, motor coaches, restaurants, sightseeing companies, other travel agencies, etc., in selling services or in accepting reservations or bookings for services that this TRAVEL COMPANY does not directly supply. Therefore, this agency shall not be held responsible for any intentional or unintentional, or careless actions or omissions on the part of such suppliers which will result in any loss, damage, delay, or injury to you or your travel companions or group members. By participating in our Optional Tour program, you confirm that you will not, at any time, dispute any charges or process a chargeback with your credit card company. Should a credit card dispute or chargeback occur, you agree to pay My XO Adventures for any costs involved in said dispute or chargeback, including but not limited to Bank fees, Legal fees, and administrative costs. WE HIGHLY RECOMMEND MEDICAL CANCELLATION/INTERRUPTION INSURANCE. PLEASE READ THE CERTIFICATE OF TRAVEL PROTECTION CAREFULLY. IT IS RECOMMENDED YOU COMPARE AND REVIEW OTHER TRAVEL PROTECTION SUPPLIERS BEFORE PURCHASE. The Travel Protection offered is through a third-party provider. My XO Adventures does not own nor operate any Travel Protection provider nor has any influence on the outcome of any claim. DISCOUNTS: Any discounts must be pre-approved by My XO Adventures to be accepted on My XO Adventures group programs. Many coupons offered by cruise lines and other suppliers specifically exclude applying acceptance to group travel. Because our group departures are highly discounted, My XO Adventures must review each coupon or discount to determine if they can be applied. A service fee may be applied to the acceptance of a discount coupon, and that amount will be deducted from the coupon value. Additionally, all discounts and coupons apply to the first and second passengers ONLY traveling in a cabin/room. DOCUMENTS: You will receive your documents approximately 14 days before departure via E-Mail ONLY. BAGGAGE ALLOWANCE: My XO Adventures advises you to check with the carrier for baggage allowance and costs. Please note: Most vendors identify any wheeled bag as a checked bag, not a carry-on. Carry-on Bag should not exceed the dimensions of 12”x11”x6”, and the checked bag should not exceed the dimensions 30”x21”x11”, and weight does not exceed 50 lbs. These are My XO Adventures’ Policies; however, airlines and other vendors may have specific policies you should review. RESPONSIBILITY: My XO Adventures is acting as an intermediary or as an agent for suppliers, airlines, cruise lines, hotels, motor coaches, restaurants, sightseeing companies, other travel agencies, etc., in selling services or in accepting reservations or bookings for services which are not directly supplied by this TRAVEL COMPANY (such as air carriage, hotel accommodations, ground transportation, meals, tours, cruises, etc.). Furthermore, My XO Adventures cannot control our suppliers' circumstances, causes, effects, weather, strikes, bankruptcies, etc. Your acceptance of participating in this trip shows that My XO Adventures cannot promise airlines, flight times, hotels, attractions, shows, restaurants, motor coach vendors, etc., and any unforeseen changes that might occur. So, this agency shall not be responsible for any intentional or unintentional, or careless actions or omissions on the part of such suppliers which will result in any loss, damage, delay, or injury to you or your travel companions or group members. My XO Adventures reserves the right, in its sole discretion, and acting as intermediary or agent for these suppliers, to modify the itinerary, components of the itinerary, or the use of suppliers that is best for the operation of that tour. My XO Adventures is not responsible to any person for expense, loss of time, money, or other circumstances resulting from a change in itinerary or tour arrangements. My XO Adventures reserves the right to substitute hotels, shows, airlines, restaurants, attractions, etc., of similar quality at any time. All rates are subject to Fuel Supplement Charges and Currency Rate fluctuations at any time before or after the final payment. Furthermore, your claim about these unforeseen changes does not affect your decision to cancel or in waiving cancellation penalties that will be imposed due to your cancellation. Additionally, all requests (such as flight seating, hotel room types, etc.) are requests that cannot be guaranteed, and your participation in the cruise or tour in no way assumes that you have been given any guarantees. NO representative of My XO Adventures can claim these guarantees to the contrary. My XO Adventures reserves the right to decline to accept or retain any person, as a tour member, at any time. My XO Adventures will assume no further obligation. We also reserve the right to cancel any tour before departure, and in such cases, all payments will be refunded without further obligation on our part. If a passenger leaves the tour at any time, all return fares and other expenses will be assumed by the passenger. My XO Adventures reserves the right to retain up to its agency revenue in the event of cancellations for any reason. Cruise & Tour passage is subject to the terms and conditions in this contract and those outlined by the vendor. RESOLUTION OF DISPUTES: If legal action or arbitration is commenced for the breach, interpretation or enforcement of this Agreement, the prevailing party shall be entitled to recover all costs, including attorney’s fees, whether the same be for negotiation, trial or appellate work, incurred by the prevailing party as a result of such breach. Customer Agrees to indemnify and hold My XO Adventures and its employees harmless from any loss, damage, or expense associated with the services provided to Customer by My XO Adventures under the terms of this Agreement. This indemnity and hold harmless shall include, but not be limited to, the payment of all Attorney’s fees and costs, whether for negotiation, trial, or appellate proceedings, operational costs, staff incurred expenses, and/or any additional costs whether this action is initiated by the client or by My XO Adventures. This indemnity and hold harmless shall survive the termination of this agreement. All claims, disputes, and other matters in question arising out of, or relating to, this contract or the breach thereof, except for claims based upon nonpayment by Customer, shall be decided by Arbitration in Rapid City, South Dakota. in accordance with the Rules of the American Arbitration Association unless the parties mutually agree or this agreement provides otherwise. This agreement to arbitrate shall be specifically enforceable under the prevailing arbitration law. The award rendered by the arbitrators shall be final, and judgment may be entered upon it in accordance with applicable law in any court having jurisdiction thereof. Notice of the demand for arbitration shall be filed in writing with the other party to the contract and with the American Arbitration Association. The demand for arbitration shall be made within a reasonable time after the claim, dispute, or other matter in question has arisen, and in no event shall it be made after the date when the institution of legal or equitable proceedings based on such claim, dispute, or other matter in question would be barred by the applicable statute of limitations. After the arbitration proceedings start, no discovery shall be conducted unless the parties agree to do it. The customer agrees no complaint will be filed in Pennington County, South Dakota, to the exclusion of any other county, state, territory, or country. Arbitration applies to all circumstances, whether you have traveled or not. In addition, by booking any travel, you fully understand whether you travel or not; you agree you will not file, participate in, or be a party to any class action lawsuit against My XO Adventures or any of its subsidiaries. In addition, I understand that any complaint that cannot be resolved will only be submitted to the Department of Agriculture Division of Consumer Services. South Dakota Consumer Protection
Office of Attorney General
Division of Consumer Protection
1302 E Hwy 14 Ste 3
Pierre SD, 57501 You also agree that you won't file any complaints through any Better Business Bureau. If you file a complaint through any Better Business Bureau, this action will void any potential claim and/or compensation reimbursements previously decided. In addition, you fully understand and agree that the defense of any complaint filed with the Better Business Bureau will result in the defense of the contract, with all costs being the client's responsibility as outlined above. This Agreement shall be binding upon the parties hereto and their respective heirs, executors, administrators, personal representatives, successors, and assigns.' This agreement shall be construed and enforced in accordance with the laws of the State of South Dakota. SEVERABILITY: Any Provision of this agreement determined in any jurisdiction to be unenforceable for any reason shall be deemed severed from this agreement in that jurisdiction only, and all remaining provisions shall remain in full force and effect. PHOTOGRAPHY & VIDEO RELEASE FORM: I hereby grant permission to My XO Adventures the rights of my image, in video or still, and of the likeness and sound of my voice as recorded on audio or video tape without payment or any other consideration. I understand that my image may be edited, copied, exhibited, published, or distributed, and I waive the right to inspect or approve the finished product wherein my likeness appears. Also, I waive any right to royalties or other compensation that arises or is related to the use of my image or recording. I also understand that this material may be used in diverse educational settings within an unrestricted geographic area. Photographic, audio, or video recordings may be used for ANY USE, which may include but is not limited to: - Presentations;
- Marketing;
- Online/Internet Videos;
- Printed/Digital Media;
- News (Press);
By signing this release, I understand this permission signifies that photographic or video recordings of me may be electronically displayed via the Internet or in the public educational setting. I will be consulted about using the photographs or video recording for any purpose other than those listed above. There is no time limit on the validity of this release, nor is there any geographic limitation on where these materials may be distributed. This release applies to photographic, audio, or video recordings collected as part of the sessions listed on this document only. By signing this release, I know that I have completely read and fully understand the above release and agree to be bound thereby. I am hereby releasing any and all claims against any person or organization using this material for educational purposes. If this release is obtained from a presenter under 19, then the signature of that presenter’s parent or legal guardian is also required. Safety & Security: Everyone has the right to feel safe when they travel. My XO Adventures does not tolerate any form of harassment or violence (verbal or physical), sexual harassment, or disruptive behavior of ANY kind. Sexual relationships between a tour leader and a guest are strictly forbidden. Illegal drug use or possession will NOT be tolerated on any My XO Adventure trip. If you choose to consume alcohol while traveling, we encourage responsible drinking and expect that you abide by local laws regarding alcohol consumption. My XO Adventures reserves the right to remove any guest violating the above The sex tourism industry is known to exploit vulnerable people and have negative consequences on communities, including undermining sustainable tourism development. For this reason, patronizing sex workers will not be tolerated on our trips. By traveling with us, you are agreeing to adhere to these rules. My XO Adventures and/or Group Leader reserves the right to remove any member of the group from the tour – which may include but is not limited to Accommodations / Tours / Transfers, or any other component not listed - for breaking any of these rules, with no right of refund. If you feel someone behaves inappropriately while traveling with us, please immediately inform your tour leader or local guide. Alternatively, contact us at the number detailed on this form. COVID-19 TRAVEL WAIVER As the worldwide COVID-19 coronavirus pandemic remains ongoing at this time, I acknowledge that for this reason and other reasons not reasonably foreseeable at this time, these travel plans may be interrupted or canceled by the supplier that is providing them, a government entity or other third party over which My XO Adventures has no control. I further acknowledge that the supplier's cancellation, re-booking, and refund policies, subject to any applicable law now or may later be in effect, will govern my rights and remedies, including my right to receive a refund, in such an event. Moreover, I understand that should I purchase travel insurance, the policy terms will dictate whether and to what extent coverage for any financial loss may exist under the circumstances. By signing below, I hereby agree to hold My XO Adventures harmless and release the agency from any and all liability for any damages, including but not limited to monetary losses, I may incur as a result of such interruption or cancellation of these travel plans.
By signing this agreement, I acknowledge the contagious nature of COVID-19 and voluntarily assume the risk that I may be exposed to or infected by COVID-19 while traveling. Such exposure or infection may result in personal injury, illness, permanent disability, and possible death. I voluntarily agree to assume all of the foregoing risks and accept sole responsibility for any injury to myself (including, but not limited to, personal injury, disability, and death), illness, damage, loss, claim, liability, or expense, of any kind, that I may experience or incur in connection with My XO Adventures.
As travel opens around the world, all destinations, airports, air carriers, hotels, restaurants, transfer companies, car rental companies, shops and excursions have established COVID-19 safety measures and precautions which may change from day to day. These safety measures may include, but are not limited to: curfews, attraction closings and reduced hours, size of group gatherings, social distancing requirements, health screenings, self-quarantine requirements and COVID test results. By signing this agreement, I accept ultimate responsibility for myself and my traveling party to have all the necessary provisions for travel (such as COVID test results, pre-travel questionnaires, etc.) Moreover, I understand that I should assume responsibility for the necessary documents (such as COVID test results, pre-travel questionnaires, etc.) considering COVID-19, in order to travel to my specific destination. Today's Date: March 19, 2024 |