Terms and Conditions
Written notice and online reservation
All reservations, cancellations, changes and arrangements must be made in writing, or via our online reservation system. We are not obligated to act on information given via telephone until written notice has been received. Fax, e-mail and online bookings shall be accepted as written notice.
All of our tours are offered at all-inclusive prices. Prices presented are per person and include: first-class hotels with three meals per day (one meal on arrival and departure days), airport transfers upon arrival and upon departure, museum entries and tour guiding.
We offer a discount from the list price to early-bird shoppers who complete payment three months in advance. A 10% deposit is required to secure space on the tour. Taking advantage of the non-refundable rate requires full payment upon registration and is only available until March 1 of the tour year.
Our all-inclusive structure allows us to fill the days with more activities, especially considering the lack of dining options in many places. For these reasons, prices that exclude meals are unavailable. Triple room rates are available upon request.
Prices do not include: extra drinks at dinner, extra hotel costs such as consumption from the mini-bar or pay-TV, costs resulting from a passenger failing to arrive at the pick-up location on time, or airfare to and from Europe. Prices are based on dual occupancy. Single travelers are asked to pay a supplement fee of $500 for 7 and 9-day tours, $650 for 11-day tours, $900 for 17 and 18-day combined tours, and $1,200 for the 24-day combined tours.
The D-Day tour features interaction with re-enactors in Normandy and access to D-Day celebrations. The Oktoberfest tour coincides with Oktoberfest in Munich.
Reservations, deposits and payment
Reservations can be made by filling in the Ready to Book section on our website, calling us at our toll-free number 1-888-335-1996, or sending us an email to firstname.lastname@example.org. Your payment depends on the type of price applied to your booking based on your request or depending on the time when the booking is made.
A place on the tour is reserved upon receipt of the registration form and ten percent (10%) deposit. The deposit is credited against the total tour cost. The cost of the tour is due as follows: Ten percent (10%) within 90 days of departure; fifty percent (50%) within 60 days of departure; and the entire cost of the tour within 30 days of departure. To receive the early-bird discount, passengers must complete payment three months prior to departure. Taking advantage of the non-refundable rate requires complete payment upon registration by March 1 of the tour year.
Cancellation fee and refunds
Passengers cancelling a tour after registration will be subject to a cancellation fee of $200 per person. Notice of cancellation must be received in writing by Procom more than 90 days prior to departure for a full refund (less cancellation fee). If cancellation is received by us between 90 and 60 days of the departure date, the passenger will forfeit their deposit. If cancellation is received by us between 30 and 60 days of tour departure, the passenger will be responsible for fifty percent (50%) of the tour cost. If cancellation is received by us less than 30 days before the departure date, the passenger shall be responsible for the total cost of the tour.
Tour postponement by the customer shall be treated the same as cancellation. Certain special promotions and offers are non-refundable, and will be clearly stated as such.
Cardholder’s complaint, method and conditions of compensation
Thirty days after the homeward journey passengers can submit complaints by e-mail or post. We consider the certain case within 30 days of receipt of the mail, and if we find the complaint proven, we are ready to refund the participation fee totally or partially.
Travel insurance is not included in the price of the tour. We recommend that you purchase a travel insurance package. The most important travel insurance provisions are those covering refunds for last minute cancellation and for emergency medical coverage.
All prices are quoted in US dollars. Payment can be made by check, credit card, or bank transfer, and the money is deposited in an escrow account. Our bank account is US dollar based, meaning that there should be no conversion fees added. Any fees associated with the payment transfer will be incurred by Procom.
Please note that all tour discounts and other reductions in tour cost must be applied prior to final tour billing. We are not responsible for any unclaimed monies once final billing occurs.
Final trip materials for fully paid participants will be sent approximately one month prior to departure.
Our tour price is based on two persons sharing a room (double occupancy). If you wish, we will attempt, but cannot guarantee, to match participants who are traveling alone and who wish to share a room to alleviate the single supplement charge.
Should we not be able to pair you with another guest, then the single supplement will apply. The charge for the single supplement is $500 for 7 and 9-day tours, $650 for 11-day tours, $900 for 17 and 18-day combined tours, and $1,200 for the 24-day combined tours. We are not responsible for personality clashes in trying to assist individual travelers who wish to share a room. We will make every effort to give each party contact information for the other prior to the trip.
In order to ensure the smooth operation of all tours and to ensure harmony within our tour groups, we reserve the right to accept or reject any person as a tour participant or to expel from the tour any person for any reason, who, in our opinion, is causing disruption of the smooth operation and the interest of the group.
Participants are solely responsible for being in sufficiently good health to undertake any tour and for taking all appropriate medical precautions. We cannot provide medical advice, including advice on inoculations or health requirements of particular countries. Participants are strongly encouraged to contact their family physician or public health service for travel health questions. For foreign travel, you may wish to visit the web site of the Center for Disease Control at www.cdc.gov/travel.
All of our trips require walking and getting on and off motor coaches. Some trips require more strenuous activities. You are responsible for judging your own capacity and to be able to do tour activities without delaying or infringing upon the progress of the trip or the other travelers. If you travel with us, we must know at the time of your registration of any disability, handicap, health or dietary restriction or any condition that may interfere with or limit your tour participation.
We provide a variety of healthy and tasty meals for breakfast, lunch and dinner. We make every effort to accommodate those with health restrictions, such as diabetes, lactose or gluten intolerance, or food allergies, as well as preferences such as vegetarianism and religious observances. Please note that dietary requests cannot be reversed during the course of the tour.
Passports and visas
Valid passports (passport books, not passport cards) are required for all tour participants on our tour and must be valid for six months following the end of the tour. For US citizens, visas are not required. Visas may be required for non-US citizens. If visas are required, it is the passenger’s responsibility to ensure that all completed visa applications are provided to us in a timely fashion.
Responsibility of Procom America
We are not responsible for baggage loss or damage. We urge all tour participants to include baggage loss or damage as part of the travel insurance you may purchase. We are not responsible for losses or additional expenses incurred through delays or changes in flight schedules or transportation service, nor for injury, death, damage, delay or losses due to weather strikes, bankruptcy, quarantine, acts of war, terrorism or civil disturbances, governmental edicts or regulations, or any other causes beyond our control.
Customer data protection
Credit card payments are made directly to our bank through a secure server, after which we receive notice of successful payment. At no point is credit card information available to Procom. Please be aware the credit card companies will often flag larger credit card charges and seek confirmation from the credit card holder.Personal customer data is required only to guarantee tour booking. This data is held on a secure server for 30 days following the end of the journey, after which the data is deleted unless the customer authorizes otherwise.
Itinerary changes and delays
If the services and accommodations described for our tour cannot be supplied due to causes beyond our control, all reasonable efforts to supply comparable services will be made. We make all reasonable efforts to adhere to the published itinerary. However, if circumstances require it, we reserve the right to change or substitute any published plan. We will notify all participants of this change as soon as we are aware of it.
Passengers must arrive at the relevant airport by noon on Day 1 of the given tour. If a flight that was scheduled to arrive by the given time is delayed, we will wait until 2PM for the delayed passengers. After 2PM the passenger will be required to arrange their own travel to the hotel. We will do everything we can to assist these arrangements, but Procom will not assume responsibility for any extra costs.
On the last day of the tour, Procom will arrange a transfer from the hotel to – and only to – the major international airport in the final city of the tour for the passenger’s return flight. The latest transfer to the airport will depart the hotel no later than that hotel’s check-out time.
We are in the travel and tour business. Our aim is to do all reasonably possible within good judgment to see that you have an enjoyable and safe trip with us. Should you have questions, please contact us.