Gray Line Alaska Reservation Information and Cancellation Policy
General Tour Information: Gray Line of Alaska offers a unique opportunity for independent-minded travelers who want flexibility in their itineraries as our tours are composed of components that can be added together to provide a truly customized package. Our large staff of experienced representatives, distinguished by their blue shirts or jackets, will assist you with every step of your tour. As tours are customized, you will not be traveling with the same group of people, or on the same motor coach, throughout your tour. Your motor coach driver will serve as your guide, offering detailed information on the sights you’ll see each day. Frequent rest stops are scheduled for picture taking, food breaks, and stretching. Due to the remote location and limited menus of many of the places we stop for meals, we recommend guests with special dietary requirements make arrangements to bring along food to meet their special needs. Most hotels can prepare a box lunch for you if requested the day before you depart. Smoking is not allowed on our motor coaches or rail cars.
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 tours, which may include lodging, railcar, and motor coach, are to be paid to the travel agency with which you make your reservation. Since space available on tours is limited, reservations should be made as early as possible. Refunds for cancelled or unused tour services will normally be made to your travel agency in the amount actually received by Gray Line of Alaska, less any applicable cancellation fees and charges (this is separate and apart from fees your travel agency may assess for changes or cancellations). 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 your reservation.
Tour Prices: Our tour prices include the following: Transportation and transfers, as indicated in your itinerary; Hotel accommodations (prices based on double occupancy); Sightseeing, as indicated in your itinerary; Baggage handling at hotels. Our tour prices do not include: Taxes, fees and charges imposed by governmental or quasi-governmental authorities relating to any aspect of your tour (“Taxes”); Gratuities for driver/guides, hotel personnel, or other persons rendering a purely personal service; Air transportation, unless included in your itinerary; Meals are not provided, except for the following: 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.
Deposit and Final Payment: For bookings made on our website, full payment will be due at time of booking. For bookings made through our call center, 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 can be made by VISA, MasterCard, American Express, Discover Card or a check from your travel agency. For faster processing, please instruct your travel agency to include your booking number on the agency check.
Independent Contractors: Please note that some services and/or certain portions of the tours (such as air travel, taxis, shore excursions, hotels, boats, other vessels, meals and medical care providers) are provided by independent contractors that are persons or companies other than Gray Line of Alaska. 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.
Cancellation Policy: A full refund will be made for 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). To cancel your reservation, please call 1-800-544-2206. If you cancel after that date for any reason, including medical or family reasons, you 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 also impose their own cancellation fees. Agency fees of any nature are a matter to be decided on solely by you and your travel agency. Given that the resale of cancelled space on a tour will likely result in a lost opportunity to sell space on other tours, these cancellation fees are due regardless of resale. Travel tickets and other travel documents issued by us 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.
Changes in Tour Content: Gray Line of Alaska reserves the right to alter tours and, if necessary, substitute a tour component of comparable value (including hotels and rail service).
Increases in Fares or Taxes: If cost factors dictate the need for fare increases, Gray Line of Alaska may do so at any time prior to departure. You have the option to cancel your tour, without paying cancellation fees, if you do not accept a fare increase. However, this right to cancel without paying cancellation fees does not apply to an increase in Taxes that becomes necessary due to actual Taxes exceeding the estimates used by Gray Line of Alaska in computing the amount quoted for your tour. We reserve the right to pass through to you any extra Taxes.
Refund Policy: Gray Line of Alaska reserves the right to cancel all or part of a 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. If you used a travel agency to make your booking, all refunds will be made to your travel agent in 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.
Booking Optional Tours: Gray Line of Alaska is pleased to offer you the ability to purchase optional tours for your land package by calling 800-544-2206. You will find a full list of optional tours at www. graylinealaska.com. All optional tour bookings must be made at least five (5) days prior to the start of your travel. Credit card information is required for each guest that wishes to participate in an optional tour. We accept Visa, MasterCard, American Express, and Discover cards as payment for optional tours. If you wish to cancel a tour you must do so at least three days prior to the start of your travel otherwise you are subject to a 100% cancellation fee. Please 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 are available on a first-come, firstserved basis. Guests are encouraged to book early as space is limited and flightseeing tours in particular may not be available for purchase right up to tour departure date. Your credit card will be charged at the time of booking. You will receive information on confirmed optional tours in your Welcome Agenda upon arrival at each location.
Refunds of Optional Tours: In the event we cancel any optional tour for reasons beyond our control, including unsuitable weather conditions, a full refund will be made to the same credit card you used to book your optional tour by our Seattle Corporate Office at 450 Third Avenue West, Seattle, WA 98119. These refunds will typically be reflected on your credit card statement between 7-10 business days after cancellation. Optional tours booked while on your land tour are 100% non-refundable, except if the operator of the tour cancels due to weather, mechanical difficulties, or other reasons beyond the operator’s control, in which case you will receive a full refund as noted above. Should any optional tour have to be abandoned through force majeure or other difficulties while the tour is in progress, a reasonable refund will be arranged, at our discretion, according to the circumstances.
Immigration and Customs: You may be required to present a valid passport or other government approved document when entering or re-entering the U.S or Canada. 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, including visas, for the countries visited on your tour and for entry or reentry to the U.S or Canada. U.S. citizens may check with the U.S. Department of State for passport and visa requirements of each county in their tour itineraries. We also strongly recommend that U.S. residents register their valuables with U.S. Customs before departure. Non-U.S. citizens should check with the embassy or consulate of each country in their itineraries for passport and visa requirements. 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. You may be denied travel, or fines may be levied against you if you do not have proper documentation. Payment of any such fines is your sole responsibility. If you have been convicted of a felony you will not be permitted entry to Canada.
Luggage Policy: Gray Line of Alaska will carry as baggage on your tour only your personal items and clothing for your comfort and convenience while on your tour. Your personal items and clothing need to be placed in securely constructed and locked luggage that is designed for travel. You are limited to two pieces of luggage per person which must be able to fit in the baggage compartments of Gray Line of Alaska motor coaches, plus one overnight or carry-on bag which must remain in your custody at all times. Gray Line of Alaska will not assume any liability for any loss of or damage to carryon baggage left unattended on a motor coach, 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 herein. Gray Line of Alaska is not responsible for any loss, delay or damage that occurs before baggage is in Gray Line of Alaska’s actual custody or after baggage leaves our custody at the end of your tour. In particular, please note that we assume no responsibility for loss, damage or delay while baggage is in the custody of an airline. In no event shall Gray Line of Alaska be liable for normal wear or tear of your property or baggage. Gray Line of Alaska also does not assume any responsibility for loss of or damage to: perishable items; medicine; liquor; cash, credit or debit cards; jewelry, gold, silver or similar valuables; securities, financial instruments, records or other business documents; computers; cellular telephones; cameras; hearing aids; electric wheelchairs; scooters; video or electronic equipment; works of art; binoculars; recreational equipment; dental hardware; cosmetics; electric hair appliances; liquids; luggage locks; eyewear (including eyeglasses, sunglasses and contact lenses); medical equipment; cigarettes or other tobacco products; electronic nicotine delivery systems; film; videotape; computer disks; audio disks; tapes or CD’s. During your travel, the above listed items and other valuables must be placed in a bag you carry with you or shipped to your destination by other means. Gray Line of Alaska’s liability for loss or damage to baggage or other personal property is limited to U.S. $250 per guest.
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 we are notified at the time of booking that you will bring a service animal. Certain facilities and services that are part of a tour may not be fully accessible or usable by persons with disabilities. While Gray Line of Alaska endeavors to contract with companies which provide accessible services and facilities, we cannot guarantee same. 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 email@example.com or via fax at 661-284-4408.
Medical Services: Medical services may be limited given the remote areas in which some tours operate. If you have a condition that requires that you use a special medical apparatus or need special 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.
Pets: Animals or pets are not allowed on tours with the exception of qualified service animals for guests with disabilities.