Booking fees and penalties

Check the exact amount of booking and cancellation fees. Xploreamerica by XPLORE SRL reminds you that, except where stated otherwise, booking fee apply per person and include basic medical and luggage insurance by Europ Assistance Italia Spa.. Consult our travel insurance page for more information: www.xploreamerica.com/travel-insurance-united-states
For any sort of information regarding the terms and conditions of the sales contract, consult the page: www.xploreamerica.com/terms-conditions

Booking costs vary depending on what you are booking. In case of booking several different services, different hotels or tours, the costs that apply will be only those that apply for the costliest service. The costs are the same for the adults and for children/infants.

From March 1st 2009 the booking fees include costs of practical handling, assistance and medical and luggage insurance by Europ Assistance Italia Spa. 
 

BOOKING FEES
Flight only: 35 euro per person
Bus tour: 35 euro per person
Accomodations: 35 euro per person
Rentals, car tour, motorbike tour: 35 euro per person
Apartments: 35 euro per person
Services only: 15 euro per person

In case you book several hotels or different services, only the fees from the service with the highest fees will be charged. 

In case of cancellation, the client needs to inform our offices (via email, fax or phone), after which Xploreamerica by Xplore srl will refund the entire cost of participation that has already been paid, except for a fixed penalty. Each service is subject to payment of additional flat amounts in case of cancellation, before the starting date of your travel, as indicated below. 

 

FIXED PENALTY (for any cancellation)
booking fees (see above)

FLIGHTS
All flights booked through Xploreamerica by Xplore srl are non-refundable: in case of cancellation there is no refund whatsoever of the cost. In some cases the price may allow modification upon payment of a special fee, but the clients are advised to always check with our offices about the price regulations before booking, in order to understand which, if any, modifications are allowed for the trip.  

ACCOMODATIONS
- 10% of the total cost for cancellations from the moment the reservation is made to 30 days before scheduled departure;
- 20% of the total cost for cancellations made between 29 and 15 days before scheduled departure;
- 50% of the total cost for cancellations made between 14 and 4 days before scheduled departure;
- 100% of the total cost for cancellations after that time or in case of no-show at the hotel;

Certain hotels have non-refundable fares in case of special offers or seasonal promotions. Such hotels are marked as “not refundable” on the account statement and confirmation. In case of cancellation of such hotels, there will be no refund, regardless of the time of cancellation. 
During the confirmation phase, we recommend that our clients check with the Xplore staff whether a hotel has any particular penalties or more restrictive fees compared to what is listed above. 

SERVICES
- 50% of the total cost for cancellations made between 10 and 3 days before departure;
- 100% of the total cost for cancellations after that time or in case you fail to make the departure;

Certain services are subject to payment of different penalties, such as:
- Niagara Falls tour; 
- Tickets for Broadway shows and music or sports events;
- Dinner or special lunch reservations;
- Train tickets in the United States and Canada (Amtrak and VIA Rail). 

These and other services, once confirmed, cannot be refunded in case of cancellation. Contact Xplore staff for more information about it.

APARTMENTS
- in case of cancellation from the day of the first payment to 16 days before departure, penalties up to 25% of the total cost plus loss of booking costs;  
- in case of cancellation up to 15 days before departure, penalties up to 100% of total costs plus loss of booking costs. 

Cancellation costs may vary depending on the apartment and the duration of your stay, any exception will be indicated on the confirmation account. 

ESCORTED BUS TOURS
- 10% of the total cost for cancellations made up to 30 days before departure; 
- 45% of the total cost for cancellations made between 29 and 20 days before departure;
- 60% of the total cost for cancellations made between 21 and 15 days before departure;
- 80% of the total cost for cancellations made between 14 and 6 days before;
- 100% of the total cost for cancellations made after that time, or in case of no-show.

GROUP TRAVELS WITH XPLORE TOUR GUIDES
- cancellations up to 60 days before departure: flight + 30% of the cost of the tour + booking costs;
- cancellations up to 30 days before departure: flight + 50% of the cost of the tour + booking;
- cancellations up to 15 days before departure: flight + 100% of the cost of the tour + booking costs.

SELF-DRIVE CAR TOURS / CAR RENTAL
- 10% of the total cost for cancellations made up to 30 days before departure;
- 20% of the total cost for cancellations made between 29 and 15 days before departure;
- 50% of the total cost for cancellations made between 14 to 4 days before departure;
- 100% of the total cost for cancellations made after that time, or in case you fail to make the departure.

MOTORCYCLE RENTAL
- 5% of the total cost for cancellations made up to 31 days before departure;
- 35% of the total cost for cancellations made between 30 and 21 days before departure;
- 70% of the total cost for cancellations made between 20 and 11 days before departure;
- 100% of the total cost for cancellations made after that time, or in case you fail to make the departure.

CAMPER RENTAL
- no penalties for cancellations made up to 45 days before the start of the rental period;
- 600 euro + local fees from  44 to 20 days before;
- 1200 euro + local fees from 19 to 8 days before;
- complete penalty for cancellation in the last 7 days or for no-shows;
- for one-way rental there is also a 350 euro penalty (regardless of the time of cancellation) which is added to other penalties

All changes to the rentals that are already confirmed will be subject to a 50 euro penalty. 

CAMPERVAN RENTAL
- no penalties for cancellations made up to 45 days before the start of the rental period;
- 20% of the total cost for cancellations made between 44 and 20 days before departure;
- 35% of the total cost for cancellations made between 19 and 10 days before departure;
- no refunds for cancellation in the last 9 days or for no-shows;
- for one-way rentals there is also a 100 euro penalty (regardless of the time of cancellation) which is added to other penalties

All changes to the rentals that are already confirmed will be subject to a 50 euro penalty. 

CRUISES, RESORTS AND OTHER UNPUBLISHED SERVICES
Cruises, resorts and other services and hotels not published on this website are subject to different penalties, depending on the specific service. The client needs to get informed through Xplore Tour Operator about those penalties and expirations in case of any changes and/or cancellations.

Royal Caribbean cruises are subject to penalties applied by Royal Caribbean International:

- for cancellations up to 45 days before departure: 50 euro per person 
- for cancellations between 44 and 30 days before departure: 30% of the total amount 
- for cancellations between 29 and 19 days before departure: 50% of the total amount
- for cancellations from 18 to 10 days before departure: 75% of the total amount 
- cancellations 9 days or less before departure: 100% of the total amount

EUROP ASSISTANCE INSURANCE
www.xploreamerica.com/travel-insurance-united-states

BASIC COVERAGE INSURANCE (included in booking costs)
The Europ Assistance insurance included in the fare is not refundable in case of cancellation. 

SUPPLEMENTARY INSURANCE
Once stipulated, the policy can be cancelled without penalties up to 24 hours before the effective date. A policy cannot be cancelled on a holiday or a day before holiday.

TRIP CANCELLATION INSURANCE
Once stipulated, the policy can be cancelled without penalties up to and no later than 24 hours after it was issued. After that time, the policy cannot be cancelled. A policy cannot be cancelled on a holiday or a day before holiday. 

NOSTOP TRAVEL
Once stipulated, the policy can be cancelled without penalties up to 24 hours before the effective date. A policy cannot be cancelled on a holiday or a day before holiday. 

HOW TO CANCEL A RESERVATION
To cancel your reservation all you need to do is send an email to: managing@xploreamerica.com or info@xploreamerica.com or a fax to 0039-011-8136928 providing the number of your reservation, your personal data and your contact details.