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Terms and Conditions


I. RESPONSIBILITY & LIABILITY:

Welcome USA and its appointed agents act only as an intermediate agent for the passengers in regard to their travel arrangements and we regret that they do not take any responsibility for personal injury, loss or damage to property, inconvenience, delays or expenses resulting from matters beyond its control such as, but not limited to, ‘force majeure’. Circumstances amounting to ‘force majeure’ include any event which Welcome USA could not, even with all due care, foresee or avoid such as war or threat of war, riot, civil strife, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, governmental action, strikes, defects in vehicles, death and Acts of God and all similar events beyond their control. In these circumstances passengers will not be entitled to compensation.

II. RATES:

All rates are quoted in US dollars and are NET, NON-COMMISSIONABLE; they include all local taxes (except for car rentals) . Rates and season dates are subject to change. Welcome USA reserves the right to pass on any increases in Local, State or Federal taxes at any time. All hotel rates are based on per room per night unless stated otherwise and are based on run-of-house using existing bedding. Rates apply to individual FIT bookings based on single, double, triple and quadruple accommodations only. (Most standard rooms feature two double beds). Group rates are available upon request. All rates are confidential and should in no way be made directly available to the general public. Up to 2 children under the ages indicated for each hotel will stay free if sharing the same room and existing bedding with two full-paying adults. All crib and rollaway charges are set by the hotel. Requests for these may be made at the time of booking and must be paid directly to the hotel by the clients.

III. PAYMENT:

Full payment will be due in the Welcome USA office no later than 30 days prior to passenger(s) arrival, unless special credit conditions have been established. Payment not made in full by the required date will result in automatic cancellation. Payments will only be accepted in US dollars by draft or check payable on any United States bank. Please note: If you prefer to pay by wire transfer you must always include an additional $35.00 to the total amount due. This is to cover the International Transfer Fee as Welcome USA will not be responsible for any incoming bank wire fees.

IV. CREDIT TERMS:

Welcome USA can approve bill privileges, provided there is a floating deposit. In that case invoices are due and payable within 30 days of arrival date. In the event that invoices are not paid within these terms the Tour Operator will be considered to be in default of this agreement and agrees to pay a 1.5% per month late fee on all past due invoices. Should a delinquency occur, Welcome USA may, at its sole option, demand full prepayment for all future reservations and/or revoke the Tour Operator’s direct billing privileges by sending a simple advice whether by mail, fax or email, with a 5 days notice to rectify the delinquency. Welcome USA further reserves the right to file a derogatory notice with credit reporting agencies and/or to use a Lawyer to get its outstanding invoices paid. All extra costs involving this action, including all Lawyer’s fees are at the charge of the delinquent Operator.

V. RESERVATIONS:

Welcome USA is an exclusive Product with registered name protection. All reservations must be made directly by fax or email to the Central United States Reservations Office, unless otherwise specified. Reservations by telephone will NOT be accepted. We will make every effort to confirm your reservation within 24 hours. Should the requested hotel not be available and alternative choices not given Welcome USA will offer an alternative choice in our response. Direct on-line reservations can only be made for FIT reservations up to 5 rooms only. All bookings through the on-line system are definite. A confirmation will always be sent by email or fax to confirm acceptance of this type of booking. It is the Tour Operator’s full responsibility and liability to make sure all bookings are correct and accurate and it is their responsibility to check the website for the latest information on facilities and services offered at the chosen accommodation. The only valid document is the definite confirmation of the booking sent by Welcome USA. Special Requests must be made at the time of booking. Such requests do not form part of the contract between us and are not guaranteed. Note: The Tour Operator must provide on each reservation full names of all passengers traveling, child ages, room types, hotel names or exact service description, flight schedule for transfers and exact dates. If any passenger has any medical problem or disability which may affect their arrangements it is the responsibility of the Tour Operator to inform Welcome USA in writing before confirming the booking so that Welcome USA can advise as to the suitability of the chosen arrangements.
NO animals of any kind will be accepted in any of our homes unless pre-arranged. A non-refundable deposit ($TBA) will be taken upon arrival for cleaning. If any guest is found to have an animal with them without prior permission they will be asked to vacate the home and Welcome USA will not be responsible for finding alternative accommodation.
ALL our homes are non-smoking homes. Guests are allowed to smoke on the patio/pool area only and will be charged for a deep clean if it is found that they have been smoking within the home.
In any event the Tour Operator must give full details in writing at the time of booking. If Welcome USA or the Supplier of the service in question reasonably feel unable to properly accommodate the particular needs of the person concerned Welcome USA reserve the right to decline the reservation or, if full details are not given at the time of the booking, cancel when we become aware of these details. After confirmation, depending on time and date of arrival, number of changes, part cancellation of services, any extra costs will be communicated instantly.

VI. CANCELLATIONS / REFUNDS:

All cancellations should be emailed to res@welcomeusa.com. As a general rule, cancellation charges will be kept as low as possible. Cancellations within 30 days of scheduled arrival of the passenger(s) may have extra costs. Cancellations 7 days prior and no-shows will be charged $50.00 per booking plus any additional hotel penalties. Note: Some hotels require over 30 days cancellation notice to avoid a penalty of 1-3 or more nights. Please revert to the cancellation terms of specific hotels on our website. National Park accommodations ALWAYS carry a 1-night penalty. All homes with private swimming pools have a 100% charge for cancellation less than 30 days prior to arrival.

VII. VOUCHERS:

All accommodation vouchers are to be issued by the Tour Operator and must include the following information:
Number of adults and children
Exact description of services to be provided
Supplier’s address and telephone number
Supplier’s confirmation (provided by Welcome USA)
ALL vouchers must include this phrase: “Reservation & Payment guaranteed via Welcome USA, 7011 Grand
National Drive, Suite 104, Orlando, FL32819 Tel: (407) 351-2537.

VIII. ASSISTANCE:

As all our USA business worldwide is centralized in one office in Orlando, Florida, we can easily provide any assistance your clients may need while on vacation. We have multilingual staff permanently available. In case of any need for assistance, passengers may contact our Central Office on tel (407) 351-2537 or fax (407) 363-1041. The office hours are Monday through Friday 8.00am - 5.30pm Eastern Standard Time and Saturday from 9.00am to 2.00pm. We also have a Manager on Duty 24 hours per day on free phone 1-888-866-6731. See Service Center for full details.

IX. SPECIAL GROUPS / INCENTIVES / CONVENTIONS:

Special conditions apply for all groups, services and special programs custom made. The FIT rates can not be used for group bookings. Although the specific booking conditions may be different, the general Payment Regulations apply and will be strictly adhered to.

X. ADJUSTMENTS / REFUNDS / CLAIMS:

Any claims for refunds of unused services must be made within 30 days after the end of services provided. Failure to do so will automatically cancel any right for refund. There is a $35.00 charge for all refunds and unused services if cancelled in due time with confirmed cancellation references of the Supplier. Any claim for extra payment whilst on tour must be supported by proof of payment by the passenger. In order to safeguard their right to refunds, all passengers MUST contact Welcome USA during their stay. Only when a passenger complies with this regulation and neither the Supplier, nor the intervention of Welcome USA has any positive effect, can the passenger introduce a claim for refund or compensation.

XI. OUR RESPONSIBILITY:

We accept responsibility for the proper performance of our obligations. We will perform such obligations with reasonable skill and care. We are not responsible for any failure that is:

  • attributable to a passenger
  • attributable to a third party unconnected with the provision of the services to the passenger and is unforeseeable and unavoidable
  • due to ‘force majeure’

XII. COMPLAINTS- Passengers in private homes with pools:

If passengers have a problem or complaint in resort they must report it immediately to Welcome USA’s Service Center so that we are given the opportunity to resolve the problem on the spot. However, if the complaint is not resolved to the passengers’ satisfaction whilst in resort then a copy of the letter from the lead passenger should be forwarded to Welcome USA’s Customer Service Department within 28 days of the passengers’ return to their home country. We will not accept liability for any complaint not reported to the Service Center if such a complaint could have been resolved had it been reported, nor for any complaint received outside the 28 day period. If passengers are unhappy with their choice of accommodation on arrival in resort, our fully trained staff will endeavour to offer a suitable alternative within 24 hours of their arrival, subject to availability. Any additional costs will be payable by the passengers in resort.
We want all our guests to have an enjoyable holiday, but it must be remembered that they are responsible for their actions and the effect they may have on others. They must take reasonable care of the accommodation and take precautions for their own safety. If we (or another person in authority) believe their actions could upset others or put them in danger, or damage property, we may end their stay in the accommodation that we have provided. This could mean that they are prevented from using their accommodation or using the transport we have arranged. If this happens we will not pay compensation or meet any expenses the passengers suffer as a result.

XIII. CHANGES FOR REASONS BEYOND OUR CONTROL:

Some changes are necessary because of unusual and unforeseeable circumstances which neither we nor our supplies could avoid, even with due care. Building Work and noise are unavoidable as the demand for new accommodation increases. It is the case that some resort areas featured on the website are still being developed and therefore there is a possibility of building work or construction work, which may be carried out by local authorities or private developers. Many of our private homes are also situated in residential areas and work may begin on a neighboring property over which we have no control, nor are we given prior notice. However, we will always do our best to inform Tour Operators of the facts in advance, but if this is not possible please accept our apologies.

XIV. FLY DRIVES TERMS AND CONDITIONS:

  • All rates quoted are net per person per package in US dollars and are inclusive of taxes.
  • Overnight parking charges are not included.
  • Accommodations are offered, where available, on two quality level: Standard and Upgrade. “Standard” indicates good, moderate accommodation. “Upgrade” indicates a more superior accommodation.
  • “Inns” refers to a selection of properties which reflect the character of a region and its people. These properties vary in quality levels.
  • Sometimes hotels names in this itinerary are not available at time of booking, therefore Welcome USA will book alternative accommodation of a similar standard. Check the voucher every day to verify the hotel you are staying in.
  • Standard and Upgrade hotels usually offer rooms with two double beds, but these cannot be guaranteed. Special requests are subject to availability and cannot be guaranteed. Inn Level properties typically offer rooms with one bed, limited to two passengers per room and no discount for children is extended.
  • During special events, accommodation may only be available at a premium. Exact prices during these periods can only be confirmed at time of booking.
  • A deposit of $150 per person is required at time of booking and the balance is due 45 days prior to departure.
  • When a booking has been confirmed by Welcome USA it is considered a firm booking.
  • Cancellation charges will apply as detailed below:
    • 30 to 15 days prior to arrival: $50 per person
    • 14 to 7 days prior to arrival: $100 per person
    • 6 days or less: $200 per person
    All the above plus any supplier charges.
  • No shows : Full booking value
  • The above cancellations apply to all tours except “Inn Level”. For these properties an additional maximum of full booking value will be assessed for cancellations occurring within 14 days of arrival.
  • No refund will be given for any unused portion of the program and additional services booked.

Flexi Fly-Drive Tours
Welcome USA’s flexi Fly-Drive system allows passengers to add or delete nights from pre-planned Fly-Drive tours and still receive our full documentation package. Passengers may delete or add as many nights as they wish, subject to Availability, as long as the overnight locations and sequence of the published itinerary remain the same. For the price of a flexi Fly-Drive package, please contact Simon Laneres, Product Manager, at simonl@welcomeusa.com. Passengers may create their own itinerary from Welcome USA FIT hotel rates. Custom guidebooks are available. Each book will be charged $60 per tour, which is not refundable. Customer Fly Drive tours must be booked no less than 45 days prior to arrival.

Pre and Post Nights
Pre and Post nights are available for all tours. See Welcome USA FIT section.

Documentation
Fly Drive tours include a comprehensive guidebook that contains driving directions, maps, brochures, vouchers, and attraction and sightseeing options. Documentation distribution options: Complete documents upon check-in at 1st hotel arrival. This option is included as part of the Fly Drive package. Fly Drive books, hotel vouchers and driving directions sent by courier four weeks prior to arrival. Welcome USA will invoice for this service.

Car Rental
Car rental is not included in the rates. We encourage passengers to pick up their car at a location closest to their first arrival hotel and on the morning of their departure from that city.


WELCOME USA TOURS is a Registered Trade Mark Company, incorporated registered and bonded with the State of Florida as a Receptive Tour Operator under: Registration No. 58-00125P