2023 Matrix Softball
Italy or Germany or Holland / England
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
- Tour Proposal
- Register Here
- Terms & Conditions
- Quote Details
- Payment Schedule
- Payment Options
- Cancellation Policy
- COVID Policy
- Travel Insurance
- Final Itinerary
- Airline Info
- Softball Activities
- Emergency Contacts
- Packing List
- Helpful Hints
2023 Illinois Wesleyan U Softball
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 airline group reservation has been filled 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 Chicago. 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 in September 2022.
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 April 20, 2023. 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 reserves the right to increase pricing for late additions.
Flight Deviations: Airline rules allow flight deviations for individual passengers 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 Chicago area and would like to make your own flight arrangements from another airport, you can travel as a ‘Land Only’ passenger. 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. The Land Only package cost is the Full Tour cost minus the cost of group airfare, which at the time of the quote is $1250 per person.
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.
Local Laws: Passengers are required to abide by all local laws, including any customs and health & safety protocols. Any breach of this requirement may result in removal from the tour and passengers will be required to return home at their own expense.
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. Credit card processing fees are non-refundable in addition to any stated cancellation fees at the time of withdrawal from the tour.
Once a registration form is submitted Quest Sports Travel will send a DocuSign to each family to be completed and returned. This document will include confirmation of these terms and conditions as well as allowing the family to choose their preferred method of payment.
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 & Deposit
Completed by submitting online form to Quest Sports Travel. After submission Quest Sports Travel will send a DocuSign to be completed to accept the Terms and Conditions and choose your preferred payment method. Please complete and return that DocuSign within 72 hours and then make your deposit before the due date to confirm the player's roster spot.
Room Upgrades The tour price is based on Triple Bedded Rooms. Room upgrade surcharges will apply for twin and single bedded rooms. The exact US $ value of these room upgrades will be calculated on the same date as the Final Tour Price and added to your final installment payment.
Rooming List Final rooming Lists, including room upgrade requests and any specific dietary requirements are due by April 20th, 2023.
Travel Party Roster An accurate final travel party roster is due by April 20th, 2023 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 Illinois Wesleyan University Softball will travel to Italy from July 29th- August 7th, 2023. This 10 day / 8 night tour has been developed by Quest Sports Travel and quoted on February 23rd, 2022
Estimated Tour Cost: 40 passengers = $3,303 per person
Estimated Tour Cost: 30 passengers = $3,509 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 02/23/22. It is based upon an estimated group size of paying passengers traveling. The quote price includes a $1250 allowance for airfare, airline taxes and fuel surcharges. This estimated quotation will expire on March 17th, 2022
Inclusions for your tour are listed on the proposal document. 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 bedded room occupancy so surcharges will apply for twin and single bedded rooms
- Gratuities for Tour Manager and Motor Coach Driver
- Additional attractions or entry fees not specified in the Inclusions site
Payments will be distributed among 6 installments. The installment dates are structured to allow timely payment of vendor invoices. Late payments jeopardize the tour quotation. Payment plan is based on the 40 paying passenger quote price:
Initial Deposit = $303.00 per person due: March 17, 2022
Installment #1 = $600.00 per person due: June 17, 2022
Installment #2 = $600.00 per person due: September 17, 2022
Installment #3 = $600.00 per person due: December 17, 2022
Installment #4 = $600.00 per person due: March 17, 2023
Balance = $600.00 per person due: June 17, 2023
If you join the tour after the first installment date (June 17, 2022) your # of installments will be reduced, but amount per installment increased accordingly.
Quest Sports Travel will calculate and publish the Final Balance Invoice around June 1, 2023. Balances will be adjusted to reflect group size, rate of international currency exchange etc.
If you have additional fees for room upgrades, flight deviations etc. these will also be charged in the balance payment in June 2023.
Once you submit the online registration form, Quest Sports Travel will forward a payment contract by DocuSign. This document will acknowldge receipt and approval of the Terms and Conditions and will also be used to select your payment method.
Payable to Quest Sports Travel and mailed to 1853 William St, Merrick, NY 11566. This can be done with a traditional paper check or via online bill pay. Online bill pay is suggested as most banks allow you to schedule recurring payments so you can automate the installment process.
ACH or Wire Transfer
Using your online account access, add Quest Sports Travel as a payee. If possible, set up recurring payments to automate the monthly installments. Quest Sports Travel will provide routing and account # details upon completion and return of the DocuSign
Enter your card details in the DocuSign. Your deposit will be charged upon receipt of the completed DocuSign and your remaining installments will be enrolled in automatic payments per the payment schedule.
Please note, credit card payments have additional processing fees as follows:
VISA = 2.9%
MasterCard = 2.9%
AMEX = 3.9%
Should we need to process a refund these credit card fees are non-refundable in addition to any cancellation fees in effect at the time of withdrawal as they are not returned to us by the credit card companies
Quest Sports Travel must fulfill responsibilities with vendors (e.g. airlines, hotels) in advance of the tour and is therefore only able to refund cancellations as follows (per person):
Until 10/17/22 = No Penalty
Cancel after 10/16/22 but before 12/17/22 = $250.00 penalty per person
Cancel after 12/16/22 but before 02/17/23 = $500.00 penalty per person
Cancel after 02/16/23 but before 04/17/23 = $850.00 penalty per person
Cancel after 04/16/23 but before 05/17/23 = $1250.00 penalty per person
Cancel after 05/16/23 = No refund
All cancellations must be in writing (email) and received by Quest Sports Travel before the stated dates in order to receive the appropriate refund. Refund payments are made as quickly as vendor reimbursements allow.
Please note, if you purchase Travel Insurance whether through our recommended provider Travelex or independently, Insurance Premiums are also non refundable in addition to the penalty amounts listed above.
Force Majeure - In the event Quest Sports Travel is unable to perform its obligations under the terms of this Agreement because of acts of God, pandemic or other causes reasonably beyond its control, Quest Sports Travel shall not be liable for damages beyond the amounts agreed in the cancellation policy from such failure to perform or otherwise from such causes.
***Review the Covid Policy tab for details on how the pandemic could effect the published cancellation policy
Our primary goal is for you to travel safely and with confidence.
Our Cancellation Policy has been developed with vendors to extend "no penalty" stages as long as possible. Dates published in the cancellation policy allow full refunds for a far greater period of time than pre-Covid tours allowed.
Both air and land vendors do require some cancellation fees once we get within a certain time from departure. These will apply in all instances.
If travel is limited before the full refund period expires we will discuss with the group whether to proceed or cancel in time to protect everyone's deposits.
As occurred in 2020, should travel become limited again after the full refund date passes, Quest Sports Travel will utilize best efforts to re-negotiate these contracts with vendors. Industry standard is to provide credit for future travel in lieu of non-refundable deposits - so we anticipate a credit option again should the tour have to be cancelled once we pass the full refund date.
Force Majeure. In the event Quest Sports Travel is unable to perform its obligations under the terms of this Agreement because of acts of God, pandemic or other causes reasonably beyond its control, Quest Sports Travel shall not be liable for damages beyond the amounts agreed in the cancellation policy from such failure to perform or otherwise from such causes.
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.
Airline information will be available 11 months before travel. This will occur in September 2022.
For the purpose of quotation an estimated $1250 per person has been included for airfare and taxes.
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 - August 1 = Lake Como area (Hotel TBC)
August 2 = Venice Mestre or Padova
August 3-4 = Montecatini Terme (Hotel TBC)
August 5-6 = Rome area (Hotel TBC)
Please note - per the Terms and Conditions, the quote price is based on triple bedded rooms (3 people sharing). Surcharges will apply to twin and single bedded rooms. These surcharges will be invoiced with your final installment payment.
(These surcharges are for the entire tour, not per night)
July 31: Community Service clinic w/ local youth players
July 31: Game #1 vs. Italian Opponents
August 1: Game #2 vs. Italian Opponents
August 3: Game #3 vs. Italian Opponents