Gray Line Alaska Reservation Information and Cancellation Policy
Reservations: Travel agencies provide valuable service and counseling to prospective travelers. We encourage you to make your Gray Line of Alaska reservations with a travel professional. Travel agencies work on your behalf and are not owned or controlled by Gray Line of Alaska. Your deposits and payments for Gray Line of Alaska services are to be paid to your travel agency with whom you make your reservation. Since space available on tours is limited, reservations should be made as early as possible. Travel documents will be issued only if and when full payment has been received by Gray Line of Alaska from the travel agency. Refunds for cancelled or unused services will normally be made to the same travel agency on the basis of the amount actually received by Gray Line of Alaska less any applicable cancellation fees and charges. You are responsible for obtaining from your travel agency monies either retained by the agency or received by the agency from Gray Line of Alaska. For further information, please visit our website at www.graylinealaska.com.
Deposit & Final Payment
A deposit of US $250 per person, or 100% of the gross tour price if the gross tour price is less than US $250 per person, is due within 5 days of booking in order to hold your reservation. Final payment is due no later than 45 days prior to departure. Payment by VISA, MasterCard, American Express, Discover Card or agency check is accepted. For faster processing, the travel agent should include a customer number on the agency check.
Travel documents are only issued after Gray Line of Alaska has received full payment.
A full refund will be made for written cancellations received by Gray Line of Alaska at least 46 days prior to the date on which you are to commence travel (by air, rail, sea or otherwise). Guests, who cancel after that date for any reason, including medical or family reasons, are subject to the following cancellation fees: 45-31 days before commencing travel – 50% of gross fare; 30 days or less before commencing travel – 100% of gross fare. Fees incurred as a result of cancellation cannot be applied to future bookings. Travel agents may impose their own cancellation fees. Agency fees of any nature are a matter to be decided on solely by the agency and guests. Given that the resale of cancelled space on a tour will likely results in a lost opportunity to sell space on other tours, these fees are due regardless of resale. Travel documents are non-transferable. Name changes and departure date changes on any portion of your booking are considered reservation cancellations and are subject to cancellation fees. Cancelation of sightseeing packages (one day tours) more than 48 hours before the tour will receive a full refund. Sightseeing packages cancelled 48 hours or less before departure will result in a 100% cancelation penalty.
For reservations requested 45 days or less before departure, we must have a guest’s credit card information so that payment can be effected once the space is confirmed. If the reservation is cancelled after acceptance of confirmation, our cancellation policy and applicable fees apply.
Medical services may be limited given the remote areas in which some tours operate. If your condition requires that you have a special medical apparatus or assistance during your tour, we must be made aware of that at time of booking in order to determine whether we can accommodate your needs. If you are using prescription drugs, please bring an adequate supply with you and keep them in your carry-on luggage.
Immigration & Customs
All travelers, including U.S. and Canadian citizens, may be required to present a valid passport or other approved secure document when entering the U.S. We strongly recommend carrying a passport that is valid for at least six months beyond the completion date of your travel. You are responsible for securing proper documentation for the countries visited on your tour and for entry or reentry to the U.S. Travel may be denied or fines may be levied against those guests without proper documentation; payment of any fines levied is the responsibility of the guest. Guests who have been convicted of a felony will not be permitted entry to Canada.
U.S. citizens may check with the U.S. Department of State for passport requirements of each county in their itineraries. We strongly recommend that U.S. residents register their valuables with U.S. Customs before departure.
Non-U.S. citizens must be in possession of a valid passport and any necessary visas. In addition, non-U.S. citizens who have previously been admitted to the U.S. for permanent residence must carry their passports and Permanent Resident Cards (Form I-551), commonly known as a Green Card. Non-U.S. citizens should check with the Embassy or Consulate of each country in the itinerary for passport and visa requirements.
Guests with Disabilities
Gray Line of Alaska does not discriminate against persons on the basis of disability. We seek, to the extent feasible, to accommodate the needs of persons with disabilities. Service animals are permitted if prior arrangements have been made. Certain facilities may not be fully accessible to persons with disabilities. While Gray Line of Alaska endeavors to contract with companies which provide accessible services and facilities, we cannot guarantee that all of those services and facilities will be fully accessible. In limited situations where an individual with a disability would be unable to satisfy certain specified safety and other criteria, even when provided with appropriate auxiliary aids and services, we may find it necessary to ask the individual to make alternative travel arrangements. We must be notified of any special medical, physical or other requirements of guests at the time of booking. Please contact our Access Office via email at firstname.lastname@example.org, via fax at 661-284-4408 or by phone at 1-877-425-6545 or 661-284-4521. Please note that all requests must be made in writing.
Changes in Tour Content
Gray Line of Alaska reserves the right to alter the tours listed in this brochure and, if necessary, substitute a tour component of comparable value (including hotels or luxury rail service of a similar category).
Animals or pets are not allowed with the exception of qualified service animals for disabled guests. Please notify your travel agent at time of booking if you intend to bring a service animal.
Gray Line of Alaska reserves the right to cancel all or part of the tour in its reasonable discretion including in response to insufficient sales. If Gray Line of Alaska cancels the entire tour, you will receive a full refund of amounts paid to Gray Line of Alaska. If Gray Line of Alaska cancels a portion of the tour due to weather or other reasons beyond the control of Gray Line of Alaska or if you decide, for any reason whatsoever, to not participate in all or part of the tour, Gray Line of Alaska will not be required to make any refunds. For other partial cancellations by Gray Line of Alaska, you will receive a refund for the value of the cancelled portion, with value to be determined by Gray Line of Alaska in a fair and equitable manner. If, due to weather or other unforeseen reasons, flights are adversely impacted or you are required to spend an additional night in a location, hotel and meal costs and other incidental expenses are your responsibility. All refunds will be made through the travel agent used for your booking on the basis of the amount actually received by Gray Line of Alaska less any applicable cancellation fees and charges. You are responsible for obtaining from your travel agency monies either retained by the agency or received by the agency from Gray Line of Alaska.
Gray Line of Alaska will carry as baggage only your personal effects for your wearing, comfort or convenience during your tour with Gray Line of Alaska. Your baggage needs to be placed in securely constructed and locked suitcases. You are limited to one overnight or carry-on bag which must remain in your custody at all times, and two pieces of stored baggage which must be able to fit in the baggage compartment of Gray Line of Alaska motor coaches.
Gray Line of Alaska does not assume any responsibility for loss of or damage to or delay of perishable items, medicine, liquor, cash, credit or debit cards, jewelry, gold, silver or similar valuables, securities, financial instruments, records or other valuable or business documents, computers, cellular telephones, cameras, hearing aids, electric wheelchairs, scooters, or other video or electronic equipment, binoculars, film, videotape, computer disks, audio disks, tapes or CD’s or any carry-on baggage left unattended on motor coaches or on other modes of transportation or in hotels. During your travel, these items or other valuables should not be left unattended, nor placed in baggage other than the bag you carry with you. In addition, Gray Line of Alaska will not assume any liability for any loss of or damage to carry-on baggage left unattended on the motor coach or on other modes of transportation or in hotels. Certain hotels may provide safe-deposit boxes or room safes. Your use of such safe-deposit boxes or similar facilities will not increase Gray Line of Alaska’s liability as described below.
Gray Line of Alaska cannot be responsible for any loss, delay or damage that occurs before baggage comes into Gray Line of Alaska’s actual custody when you begin your travel with us or after baggage leaves our actual custody at the end of your travel with us. In particular, please note that we assume no responsibility for loss, damage or delay while baggage is in the custody of airlines.
You agree that Gray Line of Alaska’s liability for loss or damage to baggage or personal property is limited to U.S. $250 per guest. In no event shall Gray Line of Alaska be liable for normal wear or tear of your property or baggage. Gray Line of Alaska does not undertake to carry as baggage any tools of trade, household goods, fragile or valuable items, precious metals, jewelry, documents, negotiable instruments or other valuables, including, but not limited to, those specified in Section 30503 of Title 46 of the United States Code. You warrant that no such items will be presented to Gray Line of Alaska within any receptacle or container as baggage, and release Gray Line of Alaska from all liability whatsoever for loss of or damage to such items when presented to Gray Line of Alaska in breach of this warranty. Such items must be shipped to your destination by other means. Guests are strongly urged to keep valuables, irreplaceable items and medicines in their possession at all times and not to pack such items in baggage or suitcases handled by others.
Royal Hyway Tours, Inc., which does business as Gray Line of Alaska, is a wholly owned subsidiary of Holland America Line Inc. The responsibilities and liabilities of Gray Line of Alaska as to the tours are spelled out in the travel documents you will receive. Please read them carefully as soon as you receive them. A copy of the form of carriage contract will be provided upon request. Please note that the contract includes a clause specifying certain courts in the State of Washington as the exclusive forum for resolving disputes. It is important to note that services or portions of the tours provided by any person or company other than Gray Line of Alaska (such as airlines, taxis, shore excursions, hotels, boats or other vessels other than those operated by Gray Line of Alaska, meals and medical care providers) are performed by independent contractors, are solely at your risk and are subject to the terms or arrangements made by you or on your behalf with the independent contractor. Gray Line of Alaska assumes no responsibility with respect to the goods or services of these independent contractors (including for delay, injury, death or damage to property) even though it may collect monies or make arrangements on your behalf.
Accuracy of Contents
The contents of this brochure are accurate as of the date of printing and are subject to change at any time at the discretion of Gray Line of Alaska. Please refer to our website, www.graylineofalaska.com for up-to-date information.
Increases in Fares or Taxes
If cost factors dictate the need for fare increases, Gray Line of Alaska may do so at anytime prior to departure. Guests can cancel (without paying cancellation fee) rather than accept fare increase. This right does not apply to increases in Taxes as described below. The term “Taxes” as used by Gray Line of Alaska refers to certain taxes, fees and charges imposed by governmental or quasi-governmental authorities, relating to any aspect of your tour. If governmental action results in any element of Taxes exceeding the estimates used by Gray Line of Alaska for purposes of computing the quoted amount, we reserve the right to pass through the extra amount. No right of cancellation exists under these circumstances.
Gray Line of Alaska offers a unique opportunity for independent-minded travelers who want flexibility in their itinerary. Our tours are composed of components that can be added together to provide a truly customized package. Consequently, you will not be traveling with the same group of people, or on the same motor coach, throughout your tour. Gray Line of Alaska has a large staff of experienced representatives in Alaska. Distinguished by their blue shirts or jackets, they can assist you along the way. Your motor coach driver will also serve as your guide, offering detailed information on the sights you’ll see each day. As a courtesy to others onboard, no smoking is allowed on the motor coach. Frequent rest stops are scheduled for picture taking, food breaks, and stretching. Smoking is not permitted on railcars or on the viewing platforms. Due to the remote location and limited menus of many of the meal stops, we recommend guests with special dietary requirements make arrangements to bring along some food to meet their special needs. Most hotels can prepare a box lunch for you if requested the day before departing.
Tour Prices Include the Following:
- Transportation and transfers, as indicated in itinerary.
- Hotel accommodations (prices based on double occupancy).
- Sightseeing, as indicated in itinerary.
- Baggage handling at hotels.
Tour Prices Do Not Include: Gratuities for driver/guides, hotel personnel, or other persons rendering a purely personal service; air transportation, unless included in the itinerary; meals, with the exception of: Lunch at Riverboat Discovery, a light snack on the Tundra Wilderness Tour, lunch on the Kenai Fjords mid-day cruise and where specifically indicated in the itinerary.
Booking Optional Tours
Gray Line of Alaska is pleased to offer you the ability to pre-reserve optional tours for your land package by calling 800-544-2206. You will find a full list of optional tours at www.graylineofalaska.com. A credit card must be registered for each guest that wishes to participate on an optional tour and we accept Visa, MasterCard, American Express, Discover and Diner’s Club. Credit cards used to pre-reserve optional tours must be valid through the full length of your land package. An auto-charge of all pre-reserved sightseeing tours will take place at the cancellation deadline which will be two days prior to your first optional tour on your land package. All bookings need to be made five (5) days prior to travel. Optional tours cancelled once the auto-charge has been processed are subject to a 100% penalty. Note that optional tour availability is based on date, capacity limitations, and suitable weather conditions. Optional tours are subject to change at any time and available on a first-come, first-serve basis. Guests are encouraged to book early as space is limited and flightseeing tours in particular may not be available for pre-reserving right up to tour departure date. You will receive information on confirmed optional tours in your Welcome Agenda upon arrival at each location. Make your land package with Gray Line of Alaska an even more memorable one and pre-reserve your optional tours today.
Refunds of Optional Tours
In the event of any optional tour being cancelled for reasons beyond our control, a full refund will be made. Optional tours that were pre-reserved, auto charged and then cancelled due to weather will be refunded by our Corporate Office using the same credit card used to book your optional tour. These refunds will typically be reflected on your credit card statement between 7-10 business days. Optional tours booked while on your land tour are considered final at the time of purchase and are 100% non-refundable, except in the case of a vendor approved weather or mechanical tour cancellation. Should any optional tour have to be abandoned through force majeure or difficulties en route, a reasonable refund will be arranged according to the circumstances.