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Reservations, Deposits and Payments
Deposits & Reservations
A deposit along with a completed registration form is required by all private and hosted group travelers. Unless otherwise specified on a hosted group travel event by Advance Travel Group, anyone (men and women) can join a hosted group travel event by securing their spot with a deposit as long as the final payment due date hasn’t passed and space is available.
Minimum Monthly Payment Installments
Once a reservation is secured with a deposit, a minimum monthly payment installment must be received before or on the 15th of each month (or whichever date designated on the event’s page) The amount of the minimum monthly payment installment will be specified on the event page.
Roommates must complete separate registration forms and submit their deposits within 24 hours in order to secure a reservation. Once the registration forms and deposit is received each roommate can make separate payments. All roommates must state who will be sharing rooms on the registration form. It is all of the roommates’ responsibility to insure that their fellow roommates are making their monthly payments in order to avoid having the reservation occupancy rate being adjusted to match the number of travelers occupying the room. In this case, the remaining roommate(s) are responsible for paying the difference in price for the new adjusted occupancy rate. A summary of a roommate’s payments can be provided upon request. A monthly reservations payment summary will be emailed to all involved parties by the 20th of each month.
Late Monthly Payments
If a monthly payment installment cannot be made the traveler should email Advance Travel Group at firstname.lastname@example.org soon as possible and/or no later than 12AM CST the day before the payment installment is due so we are aware of the situation. A specific date of when you are able to make the payment must be included in the email; otherwise, your reservation may be canceled. A late payment fee of $35 must be paid for two or more late payments. All late payments must be approved by the Advance Travel Group staff.
Final Payment Due Date
The final payment due date will be clearly marked on the event’s page. It is the responsibility of the traveler to make the final payment before or by the due date. Failure to make the final payment by the stated due date will result in automatic cancellation of the reservation and all previous deposits will be forfeited. All late payments must be approved by the Advance Travel Group staff. A late payment fee of $50 must be paid for payments received after the final due date and before the final payment will be submitted.
A declined payment will be resubmitted within 3 days. If the payment is declined the second time an email will be sent to request another form of payment. A late monthly fee of $35 will be required to be paid prior to the third attempt. After the third declined payment the reservation may be canceled and all previous payments may be forfeited.
It is the responsibility of the traveler to insure the correct credit card payment information has been submitted, which includes the following: credit card holder’s name, billing address, phone number, credit card type, credit card number, expiration date and three digit security code. Submitting incorrect credit card information will result in a late monthly payment fee of $35 after the second attempt.
Payment Processing TIME FRAME & Receipts
Payments will be submitted directly to the travel supplier and processed within 1-2 business days by Advance Travel Group. Once the payment has been accepted by the travel supplier the traveler will received a receipt via email confirming the payment went through successfully. The receipt will also include the traveler’s remaining balance and next due date.
PLEASE NOTE: Monthly payments submitted through the payment forms are not automatically processed. Your credit card will not be charged until your payment information has been submitted by Advance Travel Group to the travel supplier and successfully processed.
Monthly Reservation Payment Summaries
A monthly reservation payment summary will be emailed to travelers with two or more travelers making payments under the same reservation number, which will include the entire reservation and each traveler’s: total rate, payments made and the balance due. Travelers solely responsible for all payments towards a reservation will only receive receipts once a payment is successfully processed by the supplier.
Refunds, Accepted Payment Method, Change of Credit Card
Refunds & Transfer of Payments
Payments submitted to Advance Travel Group is non-refundable and non-transferable for future events due to the policies and contractual agreements set forth by our suppliers. It is the traveler’s responsibility to insure they are able to attend and capable of paying for the event, along with any costs not included in the price of the reservation i.e. airfare, meals, activities etc. Travelers should seriously consider purchasing travel cancellation insurance in order to protect their investment.
Credit cards are the preferred method of payment. Payments will be submitted directly to our vendors to be processed unless otherwise specified on the event page. Late payment fees and other fees will be processed through Advance Travel Group. If a payment by phone is being paid directly to Advance Travel Group via PayPal an additional 4% fee will be required. All payments by phone will require a credit card authorization form, a photocopy of the traveler’s government issued ID and credit card, which should be faxed to 1-708-249-0036.
Change of credit card
The traveler can change their credit card information at any time by submitting a new credit card authorization form, along with a photocopy of the credit card and government issued ID.
One name change on a reservation can be made before the final payment. Some suppliers may charge a fee in order to change the name on a reservation, which is the responsibility of the traveler. Advance Travel Group charge a $30 fee after the first name change.
Advance Travel Group charge a $50 cancellation fee per person to whatever credit card we have on file. Our suppliers may charge a separate cancellation fee. Cancellation fees charged by Advance Travel Group are not covered by most travel protection plans.
Travel insurance is not required but strongly recommended in order to protect your investment. Travel insurance can also be helpful should issues arise during your vacation i.e. lost luggage, delayed flights, hotel issues, medical emergencies etc.
Travel Document Requirements
Passport number, date of issue, expiration date, and all other pieces of data from the passport ID page are required to be submitted no later than the Final Payment due date for international trips. This information is required on all International trips and is only shared when required by local authorities. Passports are not required for the U.S. Virgin Island, Hawaii and Puerto Rico.
A visa may be required for certain international travel and is the traveler’s responsibility to insure the proper documents are submitted on time and a visa is obtained prior to the traveler’s departure date.
Cruise Travel Documentation Requirements
US Citizens on closed-loop cruises (cruises that begin and end in the same U.S. port) and travel to destinations in Mexico, Canada, the Caribbean, the Bahamas, and Bermuda are able to re-enter the United States with proof of citizenship other than a passport or passport card. Acceptable proof of citizenship includes an original or certified copy of a government issued birth certificate (raised seal and signature) and a laminated government issued picture ID (typically, driver's license), Consular Report of Born Abroad Certificate, or a Certificate of Naturalization. NOTE: Baptismal records and certificates issued by a hospital are not acceptable.
It strongly recommended that all guests travel with a valid passport during their cruise. This greatly assists guests who may need to fly out of the United States to meet their ship at the next available port should they miss their scheduled embarkation in a U.S. port; guests entering the U.S. at the end of their cruise; and guests needing to fly to the U.S. before their cruise ends, because of medical, family, personal or business emergencies, missing a ship's departure from a port of call, involuntary disembarkation from a ship due to misconduct, or other reasons.
Guests who need to fly to the United States before their cruise ends will likely experience significant delays and
complications related to booking airline tickets and entering the United States if they do not have a valid U.S. passport with them.
United States Territories
U.S. Citizens and Lawful Permanent Residents (LPR's) who travel directly between parts of the United States, which includes Guam, Puerto Rico, U.S. Virgin Islands, American Samoa, Swains Island and the Commonwealth of the Northern Mariana Islands (CNMI), without touching at a foreign port or place, are not required to present a valid U.S. Passport or U.S. Green Card.
However, it is recommended that travelers bring a government issued photo ID and copy of birth certificate.
It also is recommended that you carry proof of your LPR status as all times in the event you are asked to prove your status. This may be in the form of a green card or passport.
Additional Terms and Conditions for