Howling Wolf
Our RME Affiliates
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Terms and Conditions

ACCEPTED METHODS OF PAYMENT AND PAYMENT DEADLINES Accepted methods of payment include the following major credit cards: American Express, Discover/Novus, MasterCard and Visa. Please contact us concerning alternative modes of payment. Payment in full must be confirmed by Rocky Mountain Excursions (designated hereafter as “RME”) 45 days prior to the trip departure date. Please review your confirmation notification thoroughly and contact your Travel Agent or RME immediately if it appears to be incorrect. RME reserves the right to submit a revised invoice in the event of billing errors.

Trip reservations may be initially placed by payment of a non-refundable, non-transferable deposit in the amount of $500 per person. Reservations are subject to cancellation, however, if payments are not confirmed as specified above. Please note that reservations made less than 45 days prior to departure date require full payment when booked.

ACCOMMODATIONS Tour fees are based on the use of double-occupancy accommodations. If you prefer a single room, you will be charged a single supplement fee, as indicated on our website. If, for any reason, the accommodations listed for a specific tour become unavailable, the substituted accommodations will be of comparable quality.

AGE RESTRICTION Our highest priority, at Rocky Mountain Excursions, is to facilitate a transformative experience for our clients, one characterized by profound physical relaxation, in conjunction with a deep sense of psychological, emotional and spiritual rejuvenation. Therefore, with the exception of customized tours tailored to the specific needs of pre-formed groups, participation in RME tours is restricted to persons over the age of twenty-one.

ALCOHOL CONSUMPTION Consumption of alcoholic beverages is strictly prohibited on tour buses utilized by Rocky Mountain Excursions. Tour participants who consume adult beverages in conjunction with scheduled meals do so at their own expense.

BAGGAGE ALLOWANCE Due to the limited cargo capacity of buses utilized by RME, only one large piece of luggage, which shall not weigh more than 50 pounds or exceed 30” (l) x 21” (w) x 11” (h) in size, is permitted per person. A small carry-on bag, which must be small enough to fit either in the overhead bin or beneath one’s seat is also allowed per passenger. RME is not liable for damage to, or loss of, personal property for the duration of your trip, including time spent in transit to and from the host city of your tour. We strongly advise against traveling with jewelry or other valuable possessions and highly recommend that you purchase travel insurance as a financial safeguard against unforeseen circumstances.

Although the tour price includes portage for your baggage at hotels, be aware that airport/train station portage is not included. For international travelers, airport regulations require that passengers handle their own luggage when passing through Customs.

CANCELLATION OF A TRIP BY THE TOUR OPERATOR Rocky Mountain Excursions reserves the right to cancel any trip for which there is insufficient demand as of 45 days prior to scheduled departure. Thereafter, should it become necessary to cancel a tour, RME will immediately notify committed participants and refund, in full, all monies paid toward that excursion. It should be noted, however, that refunds apply only to the cost of land transportation; RME is not responsible for air fare or associated preparatory travel expenses (e.g. visa/passport fees, medical expenses, and clothing or equipment appropriate to specific destinations, activities or seasonal weather conditions). If it is the preference of persons who booked a tour that was later cancelled, we will be glad to apply all fees, previously paid, to the cost of another RME tour, provided that there are sufficient slots available on their second tour of choice.

CANCELLATION POLICY AND REFUNDS We strongly urge you to purchase travel insurance as protection against unforeseen circumstances which might otherwise force you to cancel your tour reservation or prematurely terminate your trip. If you choose not to do so, the following refund policy will be enforced without exception:

  • 90+ days prior to departure: 100% of trip payment to date (minus trip deposit)
  • 60-89 days prior to departure: 75% of trip payment to date (minus trip deposit)
  • 45-59 days prior to departure: 50% of trip payment to date (minus trip deposit)
  • 30-44 days prior to departure: 25% of trip payment to date (minus trip deposit)

No refunds will be provided for cancellations made less than 30 days prior to departure. The figures cited above apply only to the cost of land transportation and are based on the date we receive written notification of your cancellation via certified mail or Fed Ex. No partial refunds will be given for unused services and charges for any reason whatsoever.

CUSTOM TOURS We will be more than happy to assist you in planning a customized tour for your friends, family, coworkers or other interest groups.  Please call one of our Custom Tour Specialists at 1-888-288-5844 for more information.

CELL PHONE USAGE Out of consideration to our clients, cell phones must be turned off or silenced at all times during which passengers are aboard the motor coach. Please remember that the primary purpose of your tour is to recharge your internal batteries instead of discharging those of your cell phone. Your fellow travelers will greatly appreciate your observation of this protocol. First-time visitors to the region should also be aware that cell phone reception is quite limited within vast portions of the Rocky Mountain West, particularly areas traversed by our tours.

GROUPS All trip coordinators booking 16 or more paying passengers receive one complimentary tour slot. Group discounts, however, are not applicable to air travel en route to or from the host city. Groups interested in booking tours should contact our Director of Sales at 615-767-4769 or groups@rockymountainexcursions.com.

LIMITATIONS OF LIABILITY Rocky Mountain Excursions (designated hereafter as “RME”) is defined as including its owners, officers, management personnel, employees, advisory board members, agents, affiliates and representatives. RME does not own or operate any company that provides goods or services utilized in the course of your trip. Entities referenced herein include, but are not limited to, hotels and other lodging facilities, aquatic modes of transportation, day tour operators, railroads, food service, attractions and entertainment providers, etc.  Given the fact that the aforementioned vendors are independent contractors, RME is not liable for the behavior, deliberate or unintentional, negligence or failure to act by persons affiliated with said vendors. Furthermore, RME is responsible for neither injury, loss, or damage to persons or property, nor death, delay or inconvenience resulting from the provision of goods or services impacted by the following: acts of God, natural catastrophe, military conflict, strikes or other labor disruptions, inclement weather, overbooking or downgrading of accommodations, and structural or other defective conditions in lodging facilities. Additionally, Rocky Mountain Excursions is not liable for mechanical failure of any mode of transportation employed in RME tours or the resulting disruption of tour itineraries. Dangers associated with exposure to wildlife and recreational activities such as swimming, rafting, and hiking, as well as restricted access to quality medical care, a consequence of travel in remote areas, are beyond the direct control of RME and, thus, represent conditions for which we are not liable. These risks should be critically evaluated by potential clients in deciding whether or not to participate in tours provided by our company.

RME’s responsibility is limited exclusively to its role in making arrangements for the provision of tour services, including hotels, attractions, transportation by all modes specified in the tour itinerary, guides, and meals from various suppliers, who are, hereafter, designated collectively as “suppliers.” It should be noted that itineraries are subject to modification, including substitution of hotels, dining facilities, activities, attractions and tour routes.  If a service is not provided, and RME is unable to substitute a service of similar value, RME’s liability shall not exceed the actual cost of the services not provided.  RME does not own or operate any of the aforementioned suppliers, nor are they agents, employees or joint ventures of RME. Rocky Mountain Excursions is not liable for damages, which include, but are not limited to, personal injury, accident, loss of personal property or other expenses, from any act or omission by suppliers or other third parties. If damages are incurred as a result of the conditions stipulated above, tour participants agree that they will seek legal recourse only against suppliers for any compensatory and/or punitive damages. Furthermore, RME and/or its agents are not responsible for any damage, expense or inconvenience caused by airline cancellations, late departures, changes of schedule, strikes or other conditions. Nor will RME provide a refund for portions of tours missed due to a delayed, canceled or rescheduled flight. We strongly recommend that clients purchase a travel insurance policy as protection against such contingencies.

RME is not liable for any wrongful, negligent, or unauthorized acts or omissions by any travel agent or travel agency.  Legal proceedings by or against RME may be initiated  only in a state or federal court within the State of Tennessee, and any claim involved in such proceedings shall be decided in accordance with the laws of the State of Tennessee.  RME reserves the right to initially refuse admission or, later, suspend services to any person as a tour participant at any time before or during the operation of the tour.  As stated elsewhere, RME reserves the right to cancel any tour for which there is insufficient demand.  In the event of computer or human billing error, RME also reserves the right to re-invoice with the correct billing. 

When available, optional activities (e.g. day spa treatments) must be classified, for the purposes of determining overall tour prices, as add-on components. Such activities are provided by independent contractors, and RME has no control over, or liability for, their operations. In conjunction with holidays or on other special occasions, certain facilities, such as museums, may be closed or operate only on a limited basis. Alternatives will be offered whenever possible. However, RME cannot be held responsible for closure of, or restricted access to, these attractions for any reason whatsoever.

After departure, if services originally included in the tour package are not available or the itinerary must be modified for reasons beyond our control, RME will arrange for the provision of comparable services.  Any resulting additional expense will be the responsibility of tour participants, and any resulting savings will be refunded by RME to tour participants.

MEDICAL HISTORY AND SPECIAL DIETARY NEEDS Persons with medical problems or special dietary needs must provide documentation of their condition. A medical history form shall be completed by all tour participants and returned to RME no later than one month prior to departure. If you are 65 years of age or older, the medical history form must be signed by your physician, thus indicating his/her approval of your ability to participate in the tour of your choice. (Should you retain any lingering doubts whatsoever pertaining to your personal health, we urge you in the strongest possible terms to purchase a travel insurance policy.) Upon receipt of the medical history form and final confirmation of the trip, normal cancellation fees will apply.

Should preexisting conditions be exacerbated by circumstances experienced in the course of the trip, it should be noted that medical facilities may be limited in remote areas within RME’s theatre of operations. Under these conditions, it is understood and agreed by all parties involved that RME assumes no liability concerning provision of medical care or the quality thereof.

PASSPORTS AND VISAS You are responsible for procuring passports, visas and any other documents necessary to verify travel eligibility or health status. RME is not responsible for providing travelers, domestic or international, with the information necessary to obtain all documents required by their specific countries of origin, nor will we accept responsibility for any passenger’s failure to gain entry into the United States due to noncompliance with documentation protocols. To ensure that your passport is current, it should be noted that most countries require that it remain valid for at least six (6) months after the conclusion of your trip.

PHOTOGRAPHS OR PICTURES RME may take photographs and/or videos of its tours and tour participants, who hereby grant RME permission to do so. RME retains the right to utilize such images for promotional or commercial use without payment or compensation to clients. Photographs appearing on our website or in printed brochures should be construed solely as a general representation of destinations and featured attractions. Facilities and attractions actually visited may vary according to the finalized itinerary. Similarly, maps used to illustrate the routes of specific tours are current at the time of their preparation. Actual tour routes, however, are subject to change due to circumstances, such as inclement weather and road conditions, which are beyond RME’s control.

PRICE GUARANTEE Tour prices are based on rates known at the time of publication and expected to be in effect at the time of departure, and do not include airfare. Tour prices are calculated on a per person rate, based on double occupancy, and single room supplements are listed where applicable.

Upon RME’s receipt of your full deposit for any tour departing May 1st through December 31st of the current calendar year, that base tour price is fully guaranteed.

SERVICES AND FEES COVERED IN TOUR PRICES Fees charged for RME tours include provision of the following services:

  • Airport transfer
  • Ground transportation
  • Professional tour escort
  • Attractions as specified in the tour itinerary
  • Accommodations
  • Two meals per day (breakfast and dinner, beginning with dinner on Day 1 and concluding with breakfast on the final day)
  • Bottled water
  • Gratuities for restaurant waiters, hotel porters and local guides
  • Permits, tolls and park entrance fees

 

SERVICES AND FEES THAT ARE NOT COVERED IN TOUR PRICES Fees charged for RME tours do not include provision of the following services:

  • Airfare
  • Airline baggage fees
  • Travel to and from the tour’s host city
  • Meals and beverages (not specifically listed as part of the tour itinerary)
  • Travel insurance premiums
  • Passport and visa fees
  • Optional activities
  • Gratuities for drivers and tour escorts
  • Items of a personal nature (e.g. telephone calls, laundry, toiletries, souvenirs)
  • Alcoholic beverages
  • Excess baggage charges

 

SMOKING Out of consideration for our clients, RME tours are provided strictly on a nonsmoking basis. Persons found to be in violation of this policy will be dismissed from their respective tours. Should it be necessary to suspend tour participants for this or any other reason, there will be no refund for partially unused services. Persons dismissed for behavioral misconduct will also be responsible for expenses associated with travel to the host city from which their homeward-bound flight departs. In addition, smokers are subject to any additional charges imposed by hotels or other vendors for violating their respective nonsmoking policies.

SUSPENSION OF SERVICES FOR BEHAVIORAL MISCONDUCT Rocky Mountain Excursions reserves the right to suspend services to any participant whose behavior constitutes a threat to the well-being or psychological tranquility of other clients. The latter consideration is critically important, given the fact that RME’s foremost objective is to facilitate a transformative experience for our clients, one characterized by profound physical relaxation, in conjunction with a deep sense of psychological, emotional and spiritual rejuvenation. Should it be necessary to suspend tour participants, there will be no refund for partially unused services. Persons dismissed for this reason will also be responsible for expenses associated with travel to the host city from which their homeward-bound flight departs.

TRAVELERS WHO NEED SPECIAL ASSISTANCE ON TOURS Clients who require special assistance must be accompanied by an able-bodied companion, who will assume full responsibility for their well being, and RME must be notified in writing at the time of booking. Certain destinations and activities may not be wheelchair accessible. RME will make reasonable attempts to accommodate the special needs of disabled travelers, who must, however, provide their own collapsible wheelchairs. RME is not responsible for any denial of services by air carriers, hotels, restaurants, or other independent suppliers.

TRAVEL INSURANCE RME does not engage in the sale of travel insurance policies but urges its clients, in the strongest possible terms, to purchase one, both for the sake of financial protection and peace of mind against unforeseen adversity or disruption of travel plans. Such policies typically provide coverage against trip cancellation, travel delay, accidental death, lost baggage, medical emergencies, and medical evacuation. Other contingencies generally covered by travel insurance include absence or disruptions experienced as the result of injury, illness or death of the client, family member or traveling companion. The specific terms of coverage, however, may vary dependent upon your state of residence. It should also be noted that travel insurance will not compensate for the loss of services incurred as the result of dismissal from an RME tour due to violation of its smoking or behavioral misconduct policies.

No person, other than an authorized RME representative, via a document in writing, is approved to vary, add, or waive any term or condition in its brochure or on its Web site, including any term or condition set forth in the preceding provisions. On advancement of deposit to RME, the depositor therefore agrees to be bound by the above recited terms and conditions.  Your participation is contingent upon your signature on the full list of terms specified herein.