Land Group conditions
Payments: Agency agrees to pay the HWDT all monies due for the operation of the services described in the land services confirmation including additional services requested
Payment Conditions: A non-refundable deposit of US $100 per person is required at time of booking for land packages or $200 for air & land packages. Holidays with Downtown must receive final payment 60 days prior to departure. For bookings made within 60 days of departure, full payment is due.
Final Payment: Final payment must be received by Holidays with Downtown 60 days prior to departure date. Reservations made less than 60 days prior departure date must be accompanied by payment in full. If final payment is not received within the required period, Holidays with Downtown reserves the right to cancel any such reservations without prior notice and levy applicable cancellation fees.
Payment by credit card: The usage of credit cards though HWDT Merchant account may be subject to a fee imposed by the Merchant services. This fee is usually 3.5% and may change depending on the banking conditions. Merchant fees are net and must be paid in full with each transaction where they apply.
Reservations/Deposit/Confirmation: Reservations are strictly personal and must be accompanied by a deposit or payment in full before they can be considered confirmed.
Miscellaneous: HWDT is not responsible for any transportation schedule change, unscheduled hotel and private of public touristic facilities closures. It is the responsibility of the passengers to contact the airline or local service HWDT and reconfirm the flight 72 hours prior to departure or supplier mentioned on the vouchers to inform of their presence.
Air Group conditions
HWDT acts only as an intermediary between the airline and the agent/organizer. We call your attention the following important disclosures:
Seating assignments may be done with the airline by passengers individually. The HWDT Group Desk does not handle pre-assigned seating requests.
Deviations: Maximum of 10% of the group size may deviate free of charge unless special contract condition supersede this allowance. Deviations may alter date of travel only within the maximum stay specified. Deviations must retain same routing as the main group and travel at least in one direction with the group.
Tickets are non-refundable. After ticketing / before departure name corrections are allowed at a fee of USD XX.
Group Quotes: A minimum of 10 passengers travelling together qualifies as a group. The quote and group space is not guaranteed and is based on availability at the time of the booking request. Group quotes are valid for 7days from the date the quote is advised. Taxes and fees are additional and may vary before ticketing. HWDT cannot guarantee the total price until tickets are issued.
Deposit Due Dates: Days required for deposit or payment start counting on the day of confirmation by the airline. The list below is just an indication and HWDT will confirm the deadlines with the air space confirmation:
Days confirmed before departure Deposit/Payment
61 or more........................... Deposit within 30 days
60-30................................... Full payment within 14 days
01-30................................... Full payment within 72 hours
Form of Payment: FOP must be agency/organization check only, preferably electronic (ACH). HWDT does not accept personal checks unless they are certified by a recognized USA bank with the check amount properly engraved on the check. Usage of HWDT’s Merchant Account is subject to a 3.5% fee over the total amount.
Deposit Penalties: These are normally established by the airline and HWDT only transmits them to and follows up their application with the agency.
Service Fees: If the group is cancelled 30 days after confirmation but before the 90-day penalty deadline a flat service fee may apply per cancelled group as indicated with the air space confirmation.
Deviations: 10% of the group passengers may deviate free of charge provided they travel one way with the group and the maximum stay is not exceeded. No additional deviations are accepted beyond the 10% allowance. Deviations apply to date changes only. Itinerary changes or additions are not allowed. All changes to the group record must be made no less than 45 days prior to departure.
Names / Passport Information : All names are due 45 days prior to departure. Name changes are permitted before ticketing. Once issued, tickets are non-refundable and no name changes are allowed. The airline requires that passport information for all customers must be entered in the PNR. Kindly provide complete passengers’ information by filling in each column of the Passenger List submission form attached. Ticketing cannot be processed if any of the required data is missing.
In case of conflict between any condition specified in the General Sales, Tour or Airline provisions and the group conditions specified herein, the Group conditions will supersede the others.