2019 AGH Field Hockey Club
Belgium, Germany & Luxembourg Tour
July 29th - August 6th, 2019
Welcome to your customized Tour Website. Everything you need to know can be found below.
If you can't find it don't hesitate to contact us with your questions
- Terms & Conditions
- Quote Details
- Payment Schedule
- Cancellation Policy
- Travel Insurance
- Final Itinerary
- Airline Info
- Field Hockey Activities
- Emergency Contacts
It is important to read this information and the associated tabs carefully. The Terms and Conditions include our Payment Policy, Cancellation Policy, Validity of Prices, Liability details and other important information
Additional Passengers Additional passengers (parents, siblings, relatives, friends etc.) are welcome (and encouraged) to join the tour at any time as long as seats are available on the airline’s group reservation. Any passengers joining the tour after the group has deposited will be subject to airline costing on that date
Airline Information Airlines reserve the right to increase their departure tax (based on airport fees / government security taxes) and fuel surcharges at any time. To maintain the quoted tour price it is essential that the payment installments are received on the stated dates. To minimize any increases Quest Sports Travel strongly recommends that the group ‘ticket’ all passengers as early as possible. ‘Ticketing’ requires payment in full to the airline. Once ticketed airfare costs are non-refundable
Departure City: The departure city for this tour will be New York JFK. All efforts are made to secure the most direct and cost effective routing. Routing and cost implications will be discussed with tour leaders before publication of flight details. Flight details will be available by March 13th, 2019.
Airline Deposit: Airlines deposits become non-refundable by the airline 91 days+ prior to departure. To be included in the group airfare pricing is required before May 23, 2019. After that date passengers can still be added, but price will be based on purchase at applicable fare on that purchase date. It may also still be possible to be added to the group reservation after that date, but the airline reserve the right to increase pricing for late additions
Flight Deviations: Airline rules allow flight deviations on either the departure or the return legs of the group reservation, as long as the return is made from the same airport as the main group. Airlines charge a deviation fee to do so. The fee depends on the airline. Airlines may also limit the time pre/post tour of travel and may charge additional cost based on availability on date of travel
Land Only Passengers: If you do not live in the New York JFK area and would like to make your own flight arrangements from another airport, you can travel as a ‘Land Only’ passenger. In doing so, your tour price will be reduced by the exact cost of airfare and taxes. At the time of the quote, this estimate is $858. If required, Quest Sports Travel can assist in securing airfare from your airport of choice. Likewise, if you opt to secure your own airfare using frequent flyer miles (see below) you will also travel on a ‘Land Only’ basis. If you are traveling “Land Only” you must inform Quest Sports Travel at least 91 days prior to departure so that your seat is released before it becomes payable in full and non-refundable.
Frequent Flyer Programs: Airlines do not accept frequent flier miles as payment for group airfare. If a traveler wishes to use frequent flier miles they must secure their own airfare and will pay Quest Sports Travel a ‘Land Only’ cost. No alterations will be made to the published itinerary to service individuals traveling separately from the main group
Laws This agreement is subject to the laws and jurisdiction of the state of New York.
Liability Disclaimer (i) Quest Sports Travel reserves the right to amend any itinerary due to conditions beyond our control e.g changes in weather. Every reasonable effort is made not to delete a specified inclusion but to fulfill the conditions and terms for the best interests of all parties. (ii) Quest Sports Travel is not liable in any way for airline delays, cancellation, or loss of luggage. (iii) Individuals engaging in athletic activities and contests assume the risk of those activities and will not hold Quest Sports Travel liable for any injuries incurred.
Passports and Entry Visas Passports are required for international travel. Applications are available from the United States Post Office. Please allow at least 20 weeks for processing.
An entry visa is required for travel to some countries, including Australia and Brazil, by US citizens. Visa information can be obtained by contacting the Embassy of the specific country to be visited. Visa charges are not included in the quoted tour price and Quest Sports Travel is not responsible for securing a traveler’s entry visa.
Payment Method Quote prices assume payment by ACH or check. Processing fees will be added at checkout if paying by credit card. Fees are 2.9% for VISA / MasterCard and 3.9% for American Express.
Price Variance Tour prices vary based on the size of the group, rates of international currency exchange and airline departure taxes and fuel surcharges. Full details can be found under the "Price Quote" tab
Registration Completed on our registration / booking site . Select the appropriate package from the drop down menu and proceed from there
Room Upgrades The tour price is based on Triple Bedded Rooms. Room upgrade surcharges will apply for twin and single bedded rooms. The US $ value of these room upgrades will be calculated on the same date as the Final Tour Price
Rooming List Final rooming Lists, including room upgrade requests and any specific dietary requirements are due by May 27th, 2019.
Travel Party Roster An accurate final travel party roster is due by May 27th, 2019 for airline ticketing. Quest Sports Travel strongly advises supplying the roster in advance of this airline deadline. Once tickets are issued they are non-refundable and non-transferable. Should a change be necessary after ticketing a new ticket must be issued and paid in full at the rate quoted at the time of new issue. If the final Travel Party Roster is not submitted by the aforementioned date the airline reserves the right to CANCEL the reserved seats.
Travel Protection (Insurance) Quest Sports Travel recommends travel protection to help protect you and your trip investment. Prior to purchase, you may request copy of the Description of Coverage which includes a summary of the plan details on benefits, coverages, limitations and exclusions. Please visit our website for more details
Waivers (a) Quest Sports Travel may use any statements, comments, photographs or photographic likenesses from the Trip for future advertising, promotional or news article materials. QST must receive any objections to this from Customers prior to final payment. b) It is the responsibility of each Customer to obtain their own personal medical and travel insurance for their tour.
Terms and Conditions Summary AGH Field Hockey Club will travel to Belgium, Germany & Luxembourg from July 29th- August 6th, 2019. This 9 day / 7 night tour has been developed by Quest Sports Travel and quoted on March 13th, 2019
Estimated Tour Cost 30 Passengers = $2,553 per person
Estimated Tour Cost 25 Passengers = $2,681 per person
Estimated Tour Cost 20 Passengers = $2,875 per person
This quotation is based on current land service and air travel prices. It is calculated based on the rate of international currency exchange on 03/13/19 of €1 = $1.14. It is based upon above stated number of paying passengers traveling. The quote price includes a $858 allowance for airfare, airline taxes and fuel surcharges. This estimated quotation will expire on March 27th, 2019Inclusions for your tour are listed on the registration / booking site All Quest Sports Travel tours do not include the following items:
- Airline taxes and fuel surcharges above amount listed in quote above
- Lunches and drinks (other than water) with meals
- Room upgrades - this tour is based on triple room occupancy so surcharges will apply for twin and single rooms
- Gratuities for Tour Manager and Motor Coach Driver
- Additional attractions or entry fees not specified in the Inclusions site
- Credit Card processing fees (Visa/MasterCard = 2.9%; AMEX = 3.9%)
Payments will be distributed among 4 installments. The installment dates are structured to allow timely payment of airline / land vendor invoices. Late payments jeopardize the tour quotation. Payment plan is based on the 25 passenger quote price:
Initial Deposit = $500.00 per person due: March 27, 2019
Progress Payment 1 = $727.00 per person due: April 22, 2019
Progress Payment 2 = $727.00 per person due: May 20, 2019
Final Balance = To be announced due: June 17, 2019
Quest Sports Travel will calculate and publish the Final Balance Invoice on June 3, 2019.
Online registration enrolls the participant in our automated billing reminder program. Notices will be sent in advance of each installment date. Please make payments in a timely fashion. If you prefer paying by check please make your check payable to Quest Sports Travel and mail it to 1853 William Street, Merrick, NY 11566. Payment will be applied to your online account once processed internally
**Note - prices are based on ACH or check payment. Credit card payments are assessed processing fees at checkout. Fees are 2.9% for VISA and MasterCard and 3.9% for American Express.
Quest Sports Travel must fulfill responsibilities with vendors (e.g. airlines, hotels) in advance of the tour and is therefore able to refund cancellations as follows (per person):
$50.00 Admin fee = Upon registration
$250.00 penalty plus the cost of protection plan, if purchased = Cancel after 04/21/19 but before 05/20/19
$500.00 penalty plus the cost of protection plan, if purchased = Cancel after 05/19/19 but before
No refund = Cancel after 05/26/19
All cancellations must be in writing (email) and submitted to Quest Sports Travel before the stated dates in order to receive the appropriate refund. Refund payments are made as quickly as vendor reimbursements allow.
Travel Protection is recommended and available through Travelex Insurance. These policies include medical coverage while playing sport internationally (most policies become void if you are injured while playing) as well as allowing cancellation for medical issues or bereavement.
During checkout you will be offered different options depending on who is traveling, Please familiarize yourself with the options before finalizing your selection:
- If the player is traveling alone select the Player Only Travel Insurance option
- if an adult is traveling with the player select the Adult/Family Travel Insurance option. One adult/family policy also covers unlimited children under 18. Each adult requires a separate policy
360º Student Group Premier Plan = Youth Group plan requires a minimum of 10 group members and a ratio of 80% youths (under 25) to 20% adults. The Travel Protection cost for this plan is $100 per person. Only players traveling alone should select this option.
Travel Select Protection = Individual policies. Plan terms allow children (under 18) per adult without additional charge. The Travel Protection cost for this plan is $182 (assumes parent age between 35-59 years old. Pricing is higher for an older adult. Please contact us for exact pricing if required)
For more info on the policies offered please visit the Travel Insurance page of our website.
Final Itinerary: Quest Sports Travel will review the Final Itinerary with the group leader approximately 3 weeks before departure.
Distribution of Information: The approved Final Tour Package is sent to the tour leader no less than 14 days prior to departure. The Final Tour Package includes airline tickets, the final itinerary and supplementary information to be distributed to each passenger. Quest Sports Travel is not responsible for lost airline tickets after distribution to the tour leader and suggests holding all tickets until the group meets at their departure airport.
29Jul: DL 140 departs JFK at 7:39 PM.; arrives Brussels 9:20 AM on 30Jul
06Aug: DL 141 departs Brussels at 10:30 AM; arrives JFK at 12:45 PM
The quoted cost of the group flights including airline taxes and fuel surcharges is $858. Should you wish to secure your own flights you may do so and your tour price will be reduced accordingly.
Hotel accommodation will be in 3 or 4 * hotels. Selection requirements are proximity to sporting activities and sightseeing, cleanliness, comfort, amenities such as WIFI, and good breakfast / dinner / social time options.
July 30-Aug 1 = Cologne area hotel TBC depending on group size and location of games
Aug 2-4 = Heidelberg area hotel TBC depending on group size and location of games
Aug 5 = Brussels area hotel TBC depending on group size and location of games