General: Upon full payment of the tour price by the participant, Image Tours, 2828 Kraft Ave. S.E. Ste. A, Grand Rapids, MI 49512-2076,
Ph: 616/957- 1010, agrees to provide the services specified on this tour website, subject to the terms, conditions, and limitations contained in this contract. The participant agrees that if there are any corrections or changes, the correct information will prevail.
Included: Consult the “Included Features” and the “Itinerary.”
Not Included: All costs not included in “Included Features,” for example, fees and charges for beverages (except coffee/ tea/ milk/ water with breakfast or when expressly specified), passports, visas, travel authorizations, vaccinations, medical exams/tests, baggage handling, laundry, phone calls, data plans, any items of a personal nature, or any other items/services the inclusion of which has not been expressly specified by Image Tours. Also not included are any fees associated with (or in connection with) air transportation, including but not limited to seat assignments, fees charged at the airport, and baggage. Luggage service is NOT provided and participants are responsible for transporting their luggage for the duration of the tour.
Airlines, Accommodations & Services: Image Tours strives to coordinate and execute a pleasurable and memorable trip for all of its customers, but it must be remembered that all aspects of the tour, including but not limited to transportation, accommodations, Tour Managers/guides and services, are furnished by independent companies which are not under the direct control of Image Tours.
Driver/Tour Manager: At least one Tour Manager will provide coordination for all STUDENT BUSES. One Tour Manager will accompany each ADULT BUS. Under certain circumstances, Image Tours may have the driver double as the Tour Manager on the ADULT BUS.
Itinerary Deviations: Due to special circumstances (including but not limited to holidays, special events, seasonal schedule changes, weather, safety considerations, government restrictions, and traffic delays), some sights, services or stores may have reduced hours or may not be available. Under such circumstances or toward the improvement of the tour experience, Image Tours and the Tour Manager reserve the right to make changes in the tour routing or visited sights, at their sole discretion.
Physical Condition Guidelines: In order to determine if these tours are a good fit for you, read the “Physical Condition Guidelines” before making a reservation.
Reservations: Acceptance of the Image Tours Terms & Conditions validates that the participant has reviewed and agrees to abide by this Tour Contract. Image Tours requires the Traveler Information, Terms & Conditions acceptance, and deposit, prior to confirmation of reservation.
Payments are due as follows:
By February 26, 2025: Request your reservation by making a booking on the Image Tours booking site.
Note: Legal Guardians of students under 18 at time of reservation will need to submit the signed Terms & Conditions Acknowledgement form (which was provided at the trip meeting) within a week of reservation or any time prior. This is a “physical” form (cannot be provided online) which will need to be turned into Mike Norman or sent by mail or by email to Image Tours.
Early March 2025: $599 per person (includes the $349 non-refundable Travel Protection Plan). Payment must be by credit card and authorized within a week of receiving the payment link email which will be sent out in early March.
January 14, 2026: $2,500 per person
March 16, 2026: Remaining Balance Due
Please Note:
1) The initial deposit will need to be paid by credit card (we accept DISCOVER®, MASTERCARD® and VISA®) via a payment link provided to you by Image Tours after your reservation is made via our online booking system.
2) Credit Card payments must be authorized by the card holder who must be a participant on this tour or a legal guardian of a participant on this tour.
3) We expect to be able to accept electronic check/ACH for future payments, but that is not an option for the initial deposit payment.
4) After initial deposit, Image Tours accepts only one form of payment per person (one credit card number or only by electronic check/ACH).
5) If you would like to request to make payments of $1,000 per month or $500 every two weeks, starting in November, to request enrollment in this payment program please email dhs@imagetours.com.
6) Image Tours reserves the right to cancel a reservation for which it has not received payment by the due date, including payments declined due to insufficient funds. Cancellation penalties will apply.
Participants 17 and under: For participants ages 17 and under a legal guardian must sign their Terms & Conditions and a Consent Form. The Consent Form will be provided by either Image Tours or the group leader prior to final payment. A $300 discount off the Adult bus “Tour & Air Inclusive” price will apply for children who will be 9 to 11 years of age at time of travel and are sharing a room with at least one legal guardian. No discount applies to the Tour Only price. Children under 8 years of age are not accepted on the Adult bus, as it is difficult to keep them entertained on the motor coach.
Price Changes: Tour prices are based on tariffs, taxes and rates of exchange as they were known to Image Tours on the date of booking, and are subject to change, without prior notice. If, however, the tour price increases by more than 5%, the tour participant may, within seven (7) days from the date of notification of such increase, request cancellation with full refund.
Air Schedules. Prices are based on Economy Class fares. Air schedules will be provided after the Tour and Air Inclusive reservation is paid in full and tickets are issued. Image Tours is not responsible for overnight stays or independent transfers occasioned by airline schedules or delays. Seat assignment and baggage fees are not included and, if charged, must be paid by passengers directly to the airlines. Frequent Flyer Miles, luggage transfer service between flights, and pre-assigned seats may not be available. Air schedules are subject to change at any time, and tour participants who cancel due to changes in airline or changes in flight schedule will be subject to the Image Tours “Cancellations” policy. If tickets are purchased through another source, Image Tours does not recommend issuing air tickets until within 70 days prior to departure and shall not be held liable for any fees/ costs/ penalties incurred, regardless of the reason.
Change Fees: After Image Tours processes the deposit, all change requests must be in writing. Name changes (substitutions) or tour changes (to a different tour date or itinerary) are considered a cancellation and a new reservation and are subject to the “Cancellations” policy. Change requests are subject to availability and Image Tours’ acceptance. If confirmed, changes including but not limited to “Tour & Air Inclusive” to “Tour Only” and vice versa, departure/return date (when the tour date remains the same), U.S. departure/return city, and spelling of name will be subject to the following change fees, in addition to any applicable increase in price:
1) Prior to final payment, $100 per person.
2) After final payment, all changes are considered a cancellation and new reservation and are subject to the “Cancellations” policy.
Early Returns: If you need to change your return date or location, air tickets are subject to change fees and you may need to purchase a one-way air ticket. If you must return early for a medical reason, obtaining a statement from the attending physician may help reduce airline fees and facilitate a claim through a travel protection plan.
Cancellations: Image Tours must receive the client’s notification of cancellation in writing. The date such notification is received by Image Tours will determine the applicable penalties. The following cancellation penalties apply and will be retained by Image Tours:
1) Prior to January 14, 2026: $599 per person.
2) January 15, 2026 to March 16, 2026: $849 per person plus all costs associated with the air transportation.
3) March 17, 2026 to 1 day prior to scheduled departure date:
a) Without a medical statement, 50% of the tour price, plus Travel Protection Plan cost, plus all costs associated with air transportation.
b) With a medical statement, 30% of the tour price, plus Travel Protection Plan cost, plus all costs associated with air transportation.
4) Scheduled departure date and after, no refund.
5) No refund will be issued for any unused portions of the tour.
Notes:
Those cancelling for a covered reason may make a claim for all amounts retained by Image Tours except the $349 per person Travel Protection Plan payment.
For the ADULT BUS, cancellations are per room. It may not be possible to confirm a single room when one of two persons sharing a room must cancel, in which case the “Cancellations” policy will apply to both persons. If Image Tours is able to secure a single room, the traveler must pay the applicable single supplement.
Medical Statement: To be eligible for the refund provision under section 3) b of “Cancellations”, it is your responsibility to make certain Image Tours receives a medical statement, deemed acceptable to Image Tours, within six weeks of the date you were scheduled to depart. Otherwise, your cancellation will be processed in accordance with section 3) a of “Cancellations”. A valid medical statement must meet all the following cirteria:
1) A legible medical statement on the letterhead (including the address and phone number) of an attending licensed physician M.D., or a copy of the completed Attending Physician Statement required by the insurance provider.
2) Signed by the physician.
3) State specific dates the passenger is unable to travel. These dates must include the entire duration of the scheduled travel dates.
4) State a specific medical reason why the passenger was unable to travel, due to the illness or injury of the participant. In case of death of the participant or a member of the participant’s immediate family, namely spouse, child, brother, sister, parent, in-law, grandparent or grandchild, a copy of the death certificate is required.
Baggage Allowances:
1) Suitcase – Motor Coach Allowance: Each participant is entitled to one suitcase during the tour. A wheeled suitcase is recommended. The suitcase cannot exceed 62 total linear inches (length + height + width, excluding wheels and handles), cannot exceed 12 inches on the shortest of the three measurements, and cannot exceed 50 lbs. (23 kgs.) in weight. Suitcase Size Allowance Examples: 28” x 21” x 10.5” ; 29” x 21” x 11”. Luggage service is NOT provided and participants are responsible for
transporting their luggage for the duration of the tour.
2) Suitcase – Airline Allowance: Airline baggage allowances may differ from Motor Coach Allowance. Airline baggage fee policies are changing frequently and are inconsistent between carriers. Airline baggage fees are not included and, if charged, the passenger is responsible to pay any applicable baggage fees directly to the airline. As of this writing (February 2025), but subject to change, the baggage allowance described by Image Tours is free of additional fees to the participants.
3) Carry-on Allowance:
a) STUDENT BUS participants will need to bring instruments, equipment or supplies as their carry-on. We expect that instruments, equipment and supplies in cases measuring less than 50 linear inches will need to be taken as the carry-on. This includes Flutes, Clarinets, Oboes, Alto Saxophone, Trumpet, Bassoons, Tenor Saxophones, and Trombones. Those of you with flutes, clarinets or oboes may prefer to pack your instrument in your suitcase. Those who do not have an instrument as a carry-on will need to assist with the larger cases and equipment or may be assigned to take equipment or supplies as a carry-on. Students may bring a small tote, such as a purse, small backpack, fanny pack or small hand bag. This should not have wheels and should be made of light, flexible material that is easy to carry over your shoulder. This applies to all Student participants, regardless if they are assigned an instrument or equipment as a carry-on.
b) ADULT BUS participants may bring one carry-on. In addition, each participant may carry a coat over their arm and a camera bag or small purse over their shoulder. The carry-on may not exceed 15 lbs. and must fit in the space under your seat on the motor coach. This space measures 15” x 12” x 7”. During the tour, you will not be able to store your carry-on in the suitcase compartment under the bus. For safety and storage considerations, wheeled bags are not suitable for a carry-on.
TSA Packing Allowances: For information about what you may bring on the flight, refer to www.tsa.gov.
Baggage Loss or Damage: Baggage loss or damage sustained while in the custody of an airline, hotel, bus company, or any other service is not the responsibility of Image Tours. A statement outlining airline liability for passengers’ baggage, as part of the Contract of Carriage, can be found on file for inspection at the offices of the airline or on the airline website. The airline’s liability shall in no event exceed the actual loss
incurred by the passenger, subject to proof of amount of the loss.
What to do in case of damage or loss by an airline: The participant must report the loss or damage immediately (while still at the airport) to the airline in question for two reasons: a) Most airlines require immediate claims or they will not accept them; b) Insurance companies have the right to void any claim that is not reported immediately.
Responsibility of the Airlines: The airlines are not held responsible for any acts, omissions, or events during the time the passengers are not on board their aircraft or conveyances. The passenger’s contract in use by the airlines, when issued (for view on the airline’s website), shall constitute the sole contract between the airline and the passenger. Any and/or all transportation companies shall have or incur no responsibility for liability to any traveler aside from their liability as common carriers. Services performed and tickets issued by the air carrier are subject to rules and regulations relating to liabilities established by the Warsaw and Montreal Conventions and the terms and conditions of the airline contract.
Image Tours Privacy Policy: Image Tours’ Privacy Policy can be found in its most current and complete form at www.ImageTours.com/faq/privacy-policy. The Privacy Policy includes information about how traveler information is used by Image Tours, its European service providers, and airlines.
Cancellation by Image Tours: Image Tours reserves the right to cancel a tour at any time for any reason. If Image Tours is responsible for the cancellation of the tour, its liability shall be limited to a refund in full of only those monies it has received from or on behalf of the participant. Cancellations beyond the control/responsibility of Image Tours (including but not limited to cancellation of a group due to insufficient group participation or for any reason listed in the “Responsibility” paragraph), will be subject to Image Tours “Cancellations” policy. If the air ticket is purchased through any source other than Image Tours, it is the purchaser’s responsibility to become familiar with the penalties and restrictions. In the event of a cancellation or date change, for any reason, Image Tours shall not be held liable for any penalties incurred from the cancellation or change of the air ticket. Therefore, we recommend tickets not be issued until 70 days or less prior to departure.
Responsibility: Image Tours, its employees, shareholders, subsidiaries, affiliates, officers and directors (collectively “Image Tours”) does not own or operate any entity which is to provide or does provide goods or services for your trip, including, for example, lodging facilities, transportation companies, local ground handlers, tour operators, food service or entertainment providers, etc. As a result, Image Tours is not liable for any negligent or willful act or failure to act of any such person, or of any other third party not under its control. Without limiting the foregoing, Image Tours accepts no responsibility for any risk or resulting injury, delay, postponement, cancellation, inconvenience, damage, or death which results from criminal activity, accidents, disease, epidemic or the threat thereof, pandemic or threat thereof, illness, the provision of inappropriate or no medical attention or the lack of access to same, the demands of indoor or outdoor activities, service policies, government regulations, strikes, political or civil unrest, overbooking, structural or other defective conditions in hotels or other lodging facilities, acts of terrorism or the threat thereof, insurrection or revolt, weather, acts of God or any other events or circumstances beyond its control. In addition, Image Tours is not responsible for typographical or substantive errors in descriptions.
Travel Advisories and Warnings and Health Alerts: It is the responsibility of the traveler to become informed about current travel advisories and warnings. Refer to the U. S. State Department’s travel website at www.travel.state.gov or call 1-888-407-4747. For health alerts, refer to the Centers for Disease Control website at
www.cdc.gov or call 1-800-232-4636.
Traveler’s Representation: The traveler represents that neither they nor anyone traveling with them has any physical or other condition or disability that could create a hazard to themself or other members of the tour. Image Tours reserves the right to decline to accept or retain any person as a member of the tour at any time prior to departure, or in the course of the tour, should such participant’s health, mental condition, physical infirmity or general deportment impede, in Image Tours’ judgment, the operation of the tour or the rights, welfare or enjoyment of other tour participants, and all resulting costs will be the responsibility of the participant.
Entire Agreement: Participant warrants that no promises or inducements have been offered for this agreement other than as set forth herein and that this agreement is executed without reliance upon any other promises or representations. No modification, termination or attempted waiver of this Tour Contract shall be valid unless in writing and signed by the participant and an officer of Image Tours.
Arbitration Agreement: Any controversy or claim arising out of or relating to this Tour Contract, tour details as presented on this tour website, or to any information relating in any way to the travel arrangements, or to the tour itself, shall be settled solely and exclusively by binding arbitration in Grand Rapids, Michigan in accordance with the then existent commercial rules of the American Arbitration Association. In any such arbitration, the substantive (but not procedural) law of Michigan shall 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.
RESPONSIBILITY/LIABILITY disclaimers as provided to Image Tours by the Tour Contract are hereby extended to Mr. Mike Norman, the Band Boosters, chaperones, DeWitt High School, and The DeWitt Board of Education.
Payment to Image Tours, or toward an Image Tours product, constitutes your acceptance of the Tour Contract as set out here.