2021 University of Louisville WS
March 6th - 14th, 2021
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
- Soccer Activities
- Emergency Contacts
- Packing List
- Helpful Hints
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 Louisville. 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 May 1st, 2020.
Airline Deposit: Airlines deposits become non-refundable by the airline 91 days+ prior to departure. To be included in the group airfare pricing registration is required before December 4, 2020. 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 Washington Dulles 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 $1150. 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) Quest Sports Travel is not liable in any way for any government action or prohibition restricting travel or causing a tour cancellation. (iv) Quest Sports Travel is not liable in any way for a force majeure event that prevents the fulfillment of obligations. (v) 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 for players and staff by roster submission by U. Louisville Women's Soccer staff. Completed by parents and additional guests by contacting Quest Sports Travel directly
Room Upgrades The tour price is based on Triple Bedded Rooms. Room upgrade surcharges will apply for single bedded rooms. The exact 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 January 4th, 2021.
Travel Party Roster An accurate final travel party roster is due by January 4th, 2021 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 University of Louisville Women's Soccer will travel to Spain from March 6th- March 14th, 2021. This 9 day / 7 night tour has been developed by Quest Sports Travel and quoted on April 1st, 2020
Estimated Tour Cost 40 Passengers = $2,995 per person
Estimated Tour Cost 35 Passengers = $3,057 per person
Estimated Tour Cost 30 Passengers = $3,145 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 04/01/20 of €1 = $1.10. It is based upon above stated number of paying passengers traveling. The quote price includes a $1150 allowance for airfare, airline taxes and fuel surcharges. This estimated quotation will expire on July 4th, 2021Inclusions for your tour are listed on the proposal 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/double 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 5 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 35 passenger quote price:
Initial Deposit = $350.00 per person due: July 4, 2020
Progress Payment 1 = $650.00 per person due: August 29, 2020
Progress Payment 2 = $750.00 per person due: October 17, 2020
Progress Payment 3 = $750.00 per person due: December 5, 2020
Final Balance = To be announced due: January 23, 2021
Quest Sports Travel will calculate and publish the Final Balance Invoice on January 9, 2021.
**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 08/28/20 but before 10/17/20
$500.00 penalty plus the cost of protection plan, if purchased = Cancel after 10/16/20 but before 12/05/20
$750.00 penalty plus the cost of protection plan, if purchased = Cancel after 12/04/20 but before 01/04/21
No refund = Cancel after 01/03/21
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.
In your confirmation email you will be given a link to purchase insurance. Premiums offered vary depending on who (age) is traveling.
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.
Airfare is available for purchase 11 months before travel. Airfare will be requested beginning April 15th, 2020 and will be published to the group around May 1st, 2020
The estimated cost of the group flights including airline taxes and fuel surcharges is $1150. 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.
Mar 7-9 = Barcelona area hotel TBC depending on group size and location of games
Mar 10-13 = Madrid area hotel TBC depending on group size and location of games