*Please contact your Tour Organizer if you have any questions*
Participant Billing is the Simple and Convenient Way
To Register and Pay for your Tour!
What is Participant Billing and how does it work?
With Participant Billing, Gerber Tours will handle the entire registration and payment process directly with you,
the participant, allowing you the convenience and flexibility to monitor and manage your own payment schedule
and account. Your Tour Organizer has supplied you with the necessary materials to get you started including the
attached Registration Form. Each participant is required to submit to Gerber Tours an initial, non-refundable
deposit to secure their spot. Registration is on a first-come, first-served basis.
There are two ways to register for your tour
1)
You can register now online at our website at www.gerbertours.com. Click on PARTICIPANTS in the upper
right hand corner of the page and follow the simple steps. You will need the Online Tour Code found at the
top of the attached Registration Form. Your registration will be confirmed and secured once your online
payment has been received.
2)
You can mail in your completed and signed Registration Form along with your initial deposit. Please be
sure to include the participant’s name and Tour ID on the check. The Tour ID is located on the top of the
attached Registration Form.
Please mail to:
Gerber Tours Inc
Suite 400
100 Crossways Park Dr W
Woodbury, NY 11797
After you have successfully registered for your tour, you will receive an account statement providing you with
payment instructions and a payment schedule with due dates and amounts due. If you have registered online you
will receive a payment confirmation email along with an attached account statement. If you have registered for
your tour by sending us a Registration Form with a check or money order, you will receive an account statement
and a set of payment coupons in the mail to be used for making your remaining payments.
Remaining Payments
After the non-refundable deposit is received, the remaining balance may be paid in full, or you may take
advantage of our convenient installment plan. All installment payments carry a nominal $5 non-refundable
handling charge, except for the initial deposit and final payment. There is a $25 charge for late payments and
returned checks.
Please note: all payments should be made directly to Gerber Tours.
Your Tour Organizer
Your Tour Organizer will still be your main point of contact for all tour related questions such as Tour inclusions
(meals, admissions, hotel, etc.), itinerary, departure information, packing lists, rooming questions, etc. Please
direct any Tour related questions to your Tour Organizer.
Fundraising Money
If you will be receiving fundraising money from the school to be applied to your account, we suggest that you
continue to make the scheduled payments and deduct the amount you anticipate receiving in fundraising from
your final payment. Your payment schedule has been set up for your entire group and is done in conjunction with
our suppliers’ deadlines
.
Late Registrations
Group Name: Tour Name:
Tour Dates: Tour ID:
Form must be signed by Tour Participant or, if a Minor, Parent or Legal Guardian
Signature of Participant or Parent/Legal Guardian
Date
Gerber Tours Trip Information and Registration Form
Please fill out this form in blue or black ink and print in CAPITAL LETTERS. Fill in circles completely (example: ). Do not attach anything to this form.
Tour Organizer: Online Tour Code:
By signing below I assert that I am over 18 years of age and the participant, OR I am the parent/legal guardian of the above mentioned
participant. I have read and have agreed to Gerber Tours' Terms & Conditions appearing on the reverse side of this page and on our website
at
Printed Name
© Gerber Tours, Inc.100 Crossways Park Dr W, Ste 400, Woodbury, New York 11797-2012 Phone: (516) 826-5000 Fax:(516) 826-5044 (INDCPP Rev.08/09)
Participant Information
LEGAL FIRST NAME
MAILING ADDRESS
EMAIL ADDRESS
CITY STATE ZIP
LEGAL LAST NAME
PARENT’S FIRST NAME (REQUIRED IF REGISTERING A STUDENT) PARENT’S LAST NAME (REQUIRED IF REGISTERING A STUDENT)
HOME PHONE WORK PHONE
x
CELL PHONEMALE FEMALE STUDENT ADULT
• Sometimes, participants are forced to cancel travel plans due to illness, playoff games, scheduling conflicts and many other unforeseen issues. To protect your payments, Gerber Tours offers the essential Cancellation Protection Program (CPP) which assures you a refund in case you need to cancel for almost any reason. Please see Terms & Conditions on reverse side and the attached flyer for a full explanation.
YES! Please enroll me in the CPP – This amount, is in addition to your Tour Price and will be added to your invoice total.
Cancellation Protection Program (CPP) –
Protect your Trip Payments!
• The CPP cost is To enroll in the program please fill in the appropriate option below:
No, I do not wish to be enrolled in the CPP. I understand that my decision is final and that I may lose up to 100% of the monies paid should I need to cancel for any reason.
Bay Haven Charter
Five Day Williamsburg Tour
May 22-28, 2016
Ms. Connie Kitts
27058
27058
Register Now!
Registrations are first-come, first-served. To register immediately or pay by credit card, go to www.gerbertours.com and click on PARTICIPANTS.
• Tour Price is based on 114 paying participants and may increase if less than 114 paying participants register.
Student Price: $774 quad room.
Adult (non-student) Price: $936 double room, $1,183 single room.
• The deadline to register for this tour is 10/09/15. Registration is on a first-come, first served basis.
• To register immediately and/or pay by credit card please visit our website at www.gerbertours.com and click on PARTICIPANTS. Enter the
Online Tour Code, and follow the simple steps. You may also register by mail. Simply complete this original, double-sided form and send it back
signed along with a check or money order for the deposit amount made payable to: Gerber Tours, Inc., 100 Crossways Park Dr W, Ste 400,
Woodbury, New York 11797-2012.
• An initial, non-refundable deposit of $125 is required to register for this tour.
Registration & Payments Information
Registration
Deposit
Tour Price
1CFB59F1
$45.
$45,
TERMS & CONDITIONS
Tour Price: Tour Price is based upon the features of your tour and a minimum number of travelers. A change in the tour features or number of Tour Participants may cause the Tour Price to increase, and therefore the payment schedule to change. In addition, an increase in supplier costs (e.g. fuel or energy surcharges, tax increases, etc.) may cause the Tour Price, and therefore the payment schedule to change.
Deposits and Payments:Your completed Registration Form and initial, non-refundable booking deposit are due by the date indicated on the Registration Form. After registering you will receive an invoice detailing your payment options. You may pay the remaining balance in full or you may take advantage of our installment plan. All installment payments carry a $5 non-refundable handling charge except for the initial deposit and final payment. There is a $25 charge for late payments and returned checks.
Cancellations and Refunds:All cancellation notices and requests for refunds must be in writing and mailed to Gerber Tours, 100 Crossways Park Dr West, Ste 400, Woodbury, New York 11797-2012 postmarked no later than your departure date. Refunds take apx. 4-6 weeks to process.
Cancellation Protection Program (CPP).This optional, highly valued program assures a refund in case you need to cancel participation on the tour for almostany reason up until the day of departure. The program is only available at the time of Registration and entitles you toa refund of all moniespaid toward the Tour,minus the cost of the CPP, the non-refundable booking deposit, installment fees and any applicable returned check and/or late payment fees. Enrollment in the CPP is not available within 60 days of departure. If you choose not to participate in this Program by filling in the "No" circle on your Registration Form, you are subject to the standard cancellation and may lose up to 100% of monies paid. CPP cost is in addition to the Tour Price and will be included in your invoice amount. Refunds under the program arenot available in the unlikely event your trip is cancelled or in the event of acts of government, epidemics, force majeure events or acts of terrorism.
Standard Cancellation Policy.If you choose not to enroll in the CPP cancellation fees will apply. If your cancellation notice to Gerber Tours is postmarked prior to 74 days of departure a fee of 20% of the Tour Price will apply; cancellation notice postmarked 45-74 days prior to departure, a fee of 50% of the Tour Price will apply and cancellation notice postmarked 44 -15 days prior to departure a fee of 75% of the Tour Price will apply. In all cases any non-refundable fees such as installment fees, returned check and/or late payment fees will be added. If cancellation occurs 14 days or less prior to departure no refund will be given.
Health Proxy Forms and Medical Matters:You must submit to your Tour Organizer a complete and accurate Health History and Medical proxy. Any medical or physical conditions that chaperones should know or that may interfere with your participation on the Tour or with others on the tour must be stated on your Form. I authorize the adults on my tour to obtain emergency treatment as deemed necessary by medical professionals. I understand that I am solely responsible for my pre-program, program and post-program medical care in all respects, including, but not limited to, obtaining and taking necessary medication(s), vaccinations and any other medical care and treatment. I certify that I will consult a physician qualified in travel medicine, immunizations and infectious/tropical diseases prior to my trip departure. Gerber may attempt to bring a participant to a medical facility for emergency treatment, but it is not responsible for any negligent or unsuccessful treatment thereat.
Insurance:Primary medical insurance is included for accident ($5,000), illness ($1,000) or accident related dental injury ($500) that occur during travel. Pre-existing conditions are not covered and other terms apply. Please seewww.gerbertours.com/group_insfor complete details of coverages.
Behavior: Participants are responsible for exercising sound judgment, caution and respect for people, places and things while on tour and are expected to adhere to all rules and regulations set forth by the Trip and chaperones. Failure to do so, may result in the participant being sent home at own expense with no refund.
Alcohol/Drug Policy:Gerber Tours, Inc. has a zero tolerance rule for possession or drinking of alcohol for any participants under 21 and/or possession or use of any illegal drug or drug paraphernalia by any participant. Any participant violating this rule is subject to immediate expulsion from the trip. In any such case, the student or his or her parent or guardian is responsible for transporting the participant home, and waives any claim for any refund of any portion of the trip cost.
Binding Arbitration: Any controversy or claim arising out of or relating in any way to these Terms and Conditions or any other information relating in any way to the trip, or to the trip itself, shall be settled solely and exclusively by binding arbitration in Nassau County, New York in accordance with the commercial rules of the American Arbitration Association then existent. In any such arbitration the substantive (but not procedural) law of New York will apply. The arbitrator and not any federal, state, or local court or agency shall have exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability, conscionability, or formation of this contract, including but not limited to any claim that all or any part of this contract is void or voidable.
Cancellations due to Governmental Action or Impossibility of Performance:
In the event a trip is cancelled or postponed due to the actions of any governmental or civil authority, school or school district, or a cancellation is caused for any other reason beyond the control of Gerber Tours, tour participants will be entitled to a refund of monies paid less non-recoverable expenses prepaid or incurred by Gerber Tours and the non-refundable booking deposit.
Responsibility Clause:Gerber Tours, Inc., its employees, shareholders, subsidiaries, affiliates, officers, directors, successors, and assigns (collectively, Gerber), your sponsor, chaperones, if applicable, and its and their employees, (collectively, “Sponsor”) do not own, operate or control any person or entity which is to or does provide goods or services for your trip including, for example, lodging facilities, airline, vessel or other transportation companies, guides or guide services, local ground operators, entertainment or sightseeing operators, providers or organizers of optional excursions, food service providers, etc. All such persons and entities are independent contractors. As a result, neither Gerber nor your Sponsor is liable for any negligent or willful act or failure to act of any such person or entity, or of any other third party. Without limitation, neither Gerber nor your Sponsor is responsible for any injury, loss, or damage to person or property, death, delay or inconvenience in connection with the provision of any goods or services resulting from, but not limited to, acts of government, acts of force majeure, war, civil unrest, insurrection, strikes or other labor activities, criminal conduct, threatened or actual terrorist activities, lost or stolen belongings, overbooking or downgrading of accommodations, mechanical or other failure of airplanes or other means of transportation or for any failure of any transportation mechanism to arrive or depart timely or safely, vehicular incidents, dangers associated with or bites from animals, pests or insects, sanitation problems, food poisoning, lack of or quality of medical care, illness or disease, epidemics or the threat thereof, difficulty in evacuation in case of a medical or other emergency, or for any other cause beyond the direct control of Gerber or your Sponsor.
Changes in hotel or itinerary may be made at the discretion of Gerber or your local ground operator as it or they deem necessary or desirable. Trip participants are solely responsible for securing their own passports, visas, medical inoculations, reviewing State Department and other advisories or warnings, etc.
Miscellaneous: Gerber reserves the right to decline to accept or retain any person as a member of any trip. Participants are expected to exercise sound judgment, caution and consideration for people, places and things while on the trip and to be attentive and responsive to the guidelines set forth by the trip leader(s) and Gerber. Failure to do so in a manner that may affect the welfare of the participant, the operation of the trip and/or the well-being of others, in the judgment of Gerber or Sponsor, may result in the participant being removed from the tour at his or her own expense with no refund forthcoming. Gerber reserves the right to cancel any trip with its sole obligation to refund all monies received by it for the trip. These terms and conditions can be changed only by a writing signed by an officer of Gerber.
Privacy: Gerber retains the right, in its sole discretion, to contact participant’s parents, guardian, and/or emergency contact with regard to health issues or any other matter whatsoever which relates to participant or participant’s program. These rights transcend any and all privacy regulations that may apply.
Photo Release: Gerber reserves the right to take photographic or film records or any program. I understand that Gerber may use such records for promotional and/or commercial purposes without limitation, without liability and without payment of any fees.
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