Guest Information Form


Booking Contract

Exeter International Terms & Conditions 2020-2021

Visas & Passports
Russia, along with other countries in the former Soviet Union, requires visas of most visitors, including citizens of the United States, Mexico, Canada and Australia. Exeter International will arrange for the invitation required for a visa upon booking. Each traveler will be responsible for all additional required documentation. This varies by country but generally includes a passport photo, a completed visa form, photo copy of the information pages of his/her passport, and the visa processing fee. If the traveler would like, Exeter International will obtain all visas at additional cost. Each traveler is responsible for his/her own passport, which must be valid for at least six (6) months after the completion of the participant’s tour. The passport must also have at least two completely empty visa pages. Exeter International is not responsible for the refusal of a visa to any traveler by any consulate. In the event of visa refusal, any and all expenses/cancellation fees shall be borne by the traveler.  

Payment Policies

Deposit Requirements
Prior to the COVID-19 outbreak, our policies included nonrefundable deposits. For all new bookings made in 2020 and 2021, our deposits are now partially refundable as per the terms noted below.  For the nonrefundable portion, if you are unable to travel as scheduled, a travel credit valid for up to three years will be issued.  If you are using a previously issued travel credit, that amount remains nonrefundable as per the previous terms.
Please Initial to Accept:

Small Group Tours
Deposits of 25% of the total program cost, for group tours are accepted on a first-come, first-serve basis and are nontransferable. We will hold your reservation for one week after you book your tour without a deposit. If you are unable to travel, up to 31 days prior to departure, 15% of your deposit is refundable.  The remainder will be reissued as a travel credit valid for up to three years on any Exeter Collection journey. Some special programs (cruises and trains) may have different final payment policies.  If you are using a previously issued travel credit, that amount remains nonrefundable as per the previous terms.
Please Initial to Accept:

Independent Programs
A 25% or $250 per person (whichever is greater) deposit is required to confirm an independent travel program. No Services are confirmed prior to deposit being received. If you are unable to travel, up to 31 days prior to departure, 15% of your deposit is refundable.  The remainder will be reissued as a travel credit valid for up to three years on any Exeter Collection journey.  If you are using a previously issued travel credit, that amount remains nonrefundable as per the previous terms. Please Initial to Accept:

Final Payment
Final payment is due 30 days prior to the commencement of travel. If final payment is not received 30 days prior to departure, your reservation will automatically be canceled. Some special programs (cruises and trains) may have different final payment policies.

Please sign to acknowledge our all of our payment policies.

July 3, 2020

Prices and Services
All taxes are included in program prices.

Payments must be made in Tampa, FL to Exeter International at least eight weeks prior to departure and are accepted by check, cash or credit card. We accept Visa, MasterCard, American Express, and Discover Card for credit card payment. Please note that payment for any services a traveler wishes to add once travel commences must be made in United States Dollars to the Exeter International local representative. We cannot accept personal checks or travelers checks overseas.

The tour cost assumes double occupancy in all hotels. Single supplements will be calculated based on exact dates of travel. We reserve the right to substitute hotels of equal or superior quality. 

Transfers & Vehicles
Exeter International will supply its travelers with personal transportation to and from all train stations, airports and ports, as described in the tour description. Baggage assistance is included for one piece of luggage per person, but tour participants should be prepared to handle their own bags at certain times during the tour. Please read carefully the Exeter International Travel Tips publication. We cannot guarantee air-conditioned vehicles in some cities. Touring and transfers will be by regular 4 passenger cars (based on two guests traveling together) or minivan/minibus for larger parties unless you have specifically ordered a specialty car for your tour. 

Please note that due to circumstances beyond the control of Exeter International, the tour may not be deliverable exactly as described (i.e. theater scheduling, hotel occupancy, etc.), BUT Exeter International will substitute scheduled or advertised events, hotels, and restaurants with alternatives of equal or greater value and quality. All hotels, restaurant and airline space is subject to their management’s approval. Exeter International will make every effort to guarantee this package as is, but conditions will sometimes mandate minor changes to the program. Reservations are nontransferable. 

Expedited Services

Expedited Bookings
All bookings confirmed less than three weeks before departure will require expedited procedures. The cost for expedited bookings is $250 per booking. 

Expedited Paper Documents
If final paper travel documents are required more than four (4) weeks in advance of the departure date, a $50 expedited documents fee applies to the booking. If overnight delivery of paper documents is required at any time, a fee of $35 will be applied to the booking.  

Itinerary Changes
Once a group or individual travel itinerary has been confirmed, amendment fees are waived. The traveler is responsible for any additional expenses that may be incurred due to a voluntary itinerary change. 

Cancellation Policies
Deposits are partially refundable as noted above.  If you are unable to travel on your scheduled date, and you notify us 31 or more days prior to departure, 10% of your deposit becomes a future travel credit for use on any Exeter Collection journey, valid for up to three years, and 15% of your deposit is refundable.   If you are using a previously issued travel credit, that amount remains nonrefundable as per the previous terms.

30 days to 15 days prior to departure:          50% cancellation fee                 Please Initial to Accept:

14 days or less prior to departure:               100% cancellation fee                Please Initial to Accept:

Cancellation Policies – Special Hotels
Reservations made at countryside hotels in Russia, Lapland and elsewhere, and hotels booked during special events and holidays, are nonrefundable as of 30 days prior to departure. This will be advised to you during the booking process. 

Travelers are liable for airline and hotel cancellation fees as stated in their agreements. For all cruise and train bookings, please refer to the cancellation policies outlined in the specific Terms & Conditions for that program. All cancellations must be received in writing.

Please sign to acknowledge our all of our payment policies.

July 3, 2020


Guaranteed Departures and Small Groups
All Exeter International tours are guaranteed departures unless specifically noted with a minimum group size in the tour description. In small groups (less than 10 guests), the guides will act as the tour mangers in each of the cities. For all groups larger than 10 guests a tour manager will meet the group upon arrival in the first city of the tour and travel with this group throughout the duration of the tour. Certain events and meals may be changed slightly for small groups, as described in the brochure. 

No Smoking
For the enjoyment of all passengers, smoking is not allowed on Exeter International buses and cars or while the group is together on tour or at meals.

Exeter International highly recommends that you purchase travel insurance for your trip. This may be purchased directly through Exeter International or through your travel advisor.

What is included
Your tour includes everything that is specifically stated in the tour description. Breakfast (usually buffet) is usually provided daily; lunch and dinner will be provided only as stated in the tour description. Meals always include tea and coffee. Alcoholic beverages and mineral water are not included in meals, unless specifically noted. Visa fees are not included in tour prices.

Exeter International’s Responsibility
Exeter International reserves the right, but is not obligated, to not accept or retain as a tour passenger any member whose condition or physical needs or conduct impede the operation of the tour or affect the rights, welfare, or enjoyment of the tour’s other participants. A refund of the unused portion of the tours is the limit of Exeter International’s liability if such a person is asked to leave the tour. 

Exeter International acts only on behalf of hotels, restaurants, train lines, boat lines, its owners, operators or contractors (all herein called contractors) providing services in connection with Exeter International’s tours. In the absence of negligence on Exeter International’s part, Exeter International is not responsible for personal injury or property damage or loss arising out of the act or negligence of any direct air carrier, hotel or other person rendering any of the services or accommodations offered herein. The traveler agrees to the foregoing, and also agrees that Exeter International will not be or become liable or responsible for any loss, default, or injury of any person, company, or other legal entity engaged to supply the same. Exeter International accepts no responsibility for losses or expenses due to delays or changes in air or other services, sickness, weather, strikes, hotel overbooking, social and labor unrest, terrorist activities, war, quarantine, or any other causes, actions or omissions, or conditions over which it has no control. 

Additional Terms
Venue for all claims or disputes shall be exclusively in Hillsborough County, Florida, whose Courts, using Florida Law, shall have exclusive jurisdiction. Damage claims against Exeter International shall be limited to the value of the particular item in dispute and not for any incidental, consequential, or special damages. Exeter International assumes responsibility for representations it makes, but not for those made by others and including, but not limited to, any employee of Exeter International or independent travel agent. Payment for reservations on any Exeter International tour shall constitute consent to all the provisions in the General Information and Conditions published herein and is binding on all tour and travel participants.  

All tour prices include the cost of planning and operations and are based on the tariffs, fuel costs and exchange rates in effect May, 2020, and are subject to change without notice at any time prior to payment in full of tour services.

Exeter International, Inc. is a Florida corporation, licensed, registered and bonded in the State of Florida for the sale of travel products and services. 


Please select who will be traveling...
First Guest Name

First Name*

Last Name*
First Guest Date of Birth*
First Guest Signature*
Guest Address
Address Line 1:*
Street address, P.O. box, company name, c/o
Address Line 2:
Apartment, suite, unit, building, floor, etc.
Parent or Guardian's Email Address


Confirm Email*
Phone Contact
Preferred Phone:*

Preferred Phone Number *
Passport Information

Name as on Passport (Please enter exactly as on passport: LAST, FIRST MIDDLE) *

Passport Number *

Passport Issuing Country *

Issue Date *

Expiration Date *
Emergency Contact

Your emergency contact person cannot be a traveling companion.

Emergency Contact Name

Emergency Contact Relationship

Emergency Contact Phone

Emergency Contact Email
How can we reach you while you are traveling?
Mobile Phone
Text Message
Email (please provide email while traveling below)
Skype (please provide Skype Name below)
Other (please explain below)

Please provide additional contact details
Important Medical Condition(s):

Please describe any important medical conditions:
Departure Date from the U.S.:
Room Preferences:
Nonsmoking or Smoking Preference:
Bed Preference:
Please send details on room upgrades and prices
Final Documents Preferences:
Paper documents to be mailed
Electronic documents to be emailed
AXUS Travel App
Ticket Wallet
Luggage Tags
Notes & Comments:

Please provide any additional information
Parent(s) or court-appointed legal guardian(s) must sign for any participating minor (those under 18 years of age) and agree that they and the minor are subject to all the terms of this document, as set forth above.
Parent or Guardian's Name

First Name*

Last Name*

Parent or Guardian's Date of Birth*
Parent or Guardian's Signature*
Electronic Signature Consent*
By checking here, you are consenting to the use of your electronic signature in lieu of an original signature on paper. You have the right to request that you sign a paper copy instead. By checking here, you are waiving that right. After consent, you may, upon written request to us, obtain a paper copy of an electronic record. No fee will be charged for such copy and no special hardware or software is required to view it. Your agreement to use an electronic signature with us for any documents will continue until such time as you notify us in writing that you no longer wish to use an electronic signature. There is no penalty for withdrawing your consent. You should always make sure that we have a current email address in order to contact you regarding any changes, if necessary.

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