Pioneer Adventures of the Old West

The following information forms part of the Luxury Escapes booking terms for Trafalgar tours. These terms should be read in conjunction with the Luxury Escapes Terms & Conditions and Trafalgar’s Booking Conditions.

• Package details are correct at the time of publication.
• Prices, itineraries, accommodation and inclusions are subject to change in accordance with Trafalgar’s Booking Conditions.
• Guided holidays operate subject to minimum passenger numbers unless confirmed as a Definite Departure.
• Accommodation substitutions may occur where operationally necessary and will be of a comparable standard where reasonably possible.
• Luxury Escapes Terms & Conditions apply in addition to Trafalgar’s Booking Conditions.

Please note, our 7-Day Change of Mind ‘No Questions Asked’ Refund Guarantee and Date Change policy does not apply to Tours

All Trafalgar bookings are subject to Trafalgar’s Booking Conditions. Luxury Escapes facilitates your booking and provides customer support through our Tours Concierge team. Cancellation, refunds, itinerary changes and departure status for your guided holiday are determined by Trafalgar in accordance with its Booking Conditions, not by Luxury Escapes.

For full details, please visit:

• Booking Conditions: https://www.trafalgar.com/booking-conditions
• Frequently Asked Questions: https://www.trafalgar.com/en-au/frequently-asked-questions

Payments

Deposit, payment and cancellation requirements vary depending on the guided holiday booked.

Final payment must be received by the applicable due date. Failure to make payment may result in cancellation of your booking and applicable cancellation fees.

Service Fee

The Luxury Escapes service fee included in the Payment Schedule is non-refundable. This fee is separate from, and additional to, any deposit or cancellation fee charged by Trafalgar.

Amendments

Requests to amend your booking are subject to Trafalgar’s Booking Conditions and availability. Additional supplier charges, third-party fees, airline fees and any fare or guided holiday price differences may apply. Certain amendments requested after final payment may be treated as a cancellation and new booking.

Date change conditions listed above do not apply to flights or pre- and post-tour accommodation booked with us. Flight fulfilment and changes are governed by the airline(s) selected at the time of booking. For your air travel, you are bound by the terms and conditions and fare rules of the selected airline(s). For pre- and post-tour accommodation, these reservations are not directly linked to your tour and may require a separate cost to change, as stated in your ‘My Escapes.’

Cancellations

• Cancellation requests must be submitted through Luxury Escapes Tours Concierge.
• Cancellation fees are calculated as a percentage of the cost of your booking and increase the closer to departure the cancellation is made. The applicable percentages and deadlines depend on the specific guided holiday booked and are set out in Trafalgar’s current payment and cancellation table at trafalgar.com. Some guided holidays, including those involving cruise, ferry, train or intra-trip flight elements, or small group departures, are subject to a higher cancellation fee tier. The tier applicable to your booking will be confirmed at the time of booking.
• If your booking includes airline tickets, cancellation of the flight component is subject to the airline’s own cancellation policy, plus a service fee, in addition to any cancellation fee applicable to the land portion of your booking.
• These fees reflect costs Trafalgar has incurred or contractually committed to pay third parties (such as airlines and hotels) that cannot reasonably be recovered. Any refund due to you will be paid only after Trafalgar has deducted these fees and, where applicable, recovered the relevant amounts from third parties. This may mean a refund takes time to process and may be less than the amount you have paid.
• Any cancellation refund will be provided once the corresponding funds have been received from Trafalgar, and will be issued, at the customer’s election, as a Luxury Escapes credit or a refund to the customer via original form of payment.
• Deposits are generally non-refundable, and additional supplier or third-party charges may apply.
• If you fail to join the trip on the day of departure without prior notice to Trafalgar, cancellation fees of 100% of the cost of your booking will apply.

Departure Status

Trafalgar guided holidays operate subject to minimum passenger numbers.

Some departures are identified as Definite Departures, meaning the minimum number of guests required for the guided holiday to operate has been reached, and the departure is guaranteed to operate, except in extraordinary or unforeseen circumstances.

Departures not yet designated as Definite Departures remain available for booking and may become definite as additional bookings are confirmed.

If a departure does not reach the required minimum number of guests, Trafalgar will give you at least 30 days’ notice before the scheduled departure date and reserves the right to cancel or withdraw the departure in accordance with its Booking Conditions. If you do not accept the rescheduled departure, you are entitled to a full refund of amounts paid for the guided holiday. Where Trafalgar cancels a departure for reasons other than minimum numbers, the outcome depends on the cause of cancellation (see Cancellation by Trafalgar below).

Departure status is reviewed regularly and may change prior to travel.

Cancellation by Trafalgar

Trafalgar reserves the right to modify or cancel any trip, accommodation, in-destination activity or arrangement (whether designated definite or not) at any time, in accordance with its Booking Conditions.

If Trafalgar cancels your trip due to a Force Majeure Event (which includes events such as natural disasters, pandemics, war, civil unrest, transport failures, and government action), you will be provided with a future travel credit valid for 24 months from the date of issue, equal to the funds you have paid less any unrecoverable third-party costs. A cash refund will not be provided in these circumstances.

If Trafalgar cancels your trip for reasons other than a Force Majeure Event, Trafalgar will offer you an alternative comparable trip where available. If no alternative is available, you will receive a refund. Trafalgar is not liable for cancellation or change costs you incur on other travel arrangements, including flights booked independently of your tour, that are affected by such a cancellation.

Itinerary Changes

Accommodation, transport, sightseeing, included experiences and guided holiday itineraries may change due to operational requirements, weather, local conditions, supplier availability, government requirements or circumstances beyond Trafalgar’s reasonable control.

Where possible, comparable alternatives will be provided. In the event of a change in itinerary (for safety reasons or due to events outside of our control) that results in cancellation or change fees toward flights (or other parts of your travel) we will notify you as soon as practicable.

You will be responsible for any associated costs or will otherwise have the right to a refund (less any costs incurred or paid to third parties).

Accommodation for the duration of your tour is included in the Tour package.

You can find relevant accommodation details for each day of the itinerary on the Tour offer page, or in your ‘My Escapes’.

Please note: Accommodation is subject to availability and may be substituted for a hotel of a similar or higher standard without notice. Rooms will be made available after 3pm on day of arrival. Checkout is required by 12pm. Early check-in and late checkout may be available upon request, subject to availability. Additional fees may apply. Maximum room capacity (Twin Room) is for two adults. Maximum room capacity (Solo) is one adult. All special requests, such as those regarding bedding preferences, are subject to availability and can only be confirmed upon check-in. Room assignments and bedding configurations may vary based on the destination and hotel policies and are handled directly by the hotel staff.

Pre & Post Tour Accommodation

Guests wishing to extend their stay before or after their tour can book pre- and post-tour accommodation through the Luxury Escapes Sales Team or Tours Concierge Team.

Pre- and post-tour accommodation booked through Luxury Escapes is arranged independently of your tour booking. Although Luxury Escapes will endeavor to book the same hotel used at the start or end of your tour where possible, this cannot be guaranteed. If the tour operator changes the hotel included in your itinerary, your independently booked accommodation will not automatically be amended, and any changes requested may be subject to availability and applicable change fees.

As your accommodation booking is separate from your tour reservation:

• Any airport or hotel transfers included with your tour will not apply to your pre- or post-tour accommodation.
• Guests are responsible for arranging and paying for their own transportation between the airport, their pre- or post-tour accommodation, and the tour meeting or finishing point.

You may be required to check out of your pre-tour accommodation and check in again on the day your tour commences (or at the conclusion of your tour), even if staying at the same hotel. Any room allocation or continuity of stay is at the discretion of the hotel.

For further information or to arrange pre- or post-tour accommodation, please contact the Luxury Escapes Sales Team or Tours Concierge Team at tours@luxuryescapes.com.

Unless specifically stated, package prices do not include:

• Return International or domestic flights (unless included)
• Airline baggage fees
• Seat selection
• Passport, visa or entry costs
• Single supplement
• Meals/drinks not stated in the itinerary
• Optional activities/tours, personal expenses/transfers not mentioned
• Travel insurance (required)
• Tips and gratuities
• Laundry
• Telephone charges
• Mini bar

Dining inclusions do not include drinks unless otherwise stated. Menus are subject to change without notice.

Airport Transfers

Airport transfers are only provided where specifically included in your package. Required flight details must be supplied to Trafalgar via your My Travel Portal within the timeframe specified in your travel documents, which may range from 21 to 65 days prior to departure depending on your destination. Failure to provide flight details by the applicable deadline may result in included transfers being forfeited. Please refer to your final travel documents for transfer arrangements and the specific deadline applicable to your tour If you have booked pre- or post-tour accommodation with Luxury Escapes, transfers are still only included on arrival and departure dates of the tour. Transfers are not extended to cover pre- or post-tour accommodation stays.

Flights

Where flights are not included, guests are responsible for arranging their own travel. Luxury Escapes recommends that non-refundable flights are not booked until your Trafalgar guided holiday has been confirmed. Flights booked independently remain subject to the airline’s own booking conditions and are the guest’s responsibility.

Baggage Restrictions

Passengers are permitted one piece of baggage with a maximum weight of 23kg on tour. Your main hold luggage/case that will go beneath the coach can weigh up to a maximum of 23kg (50lbs), with dimensions not exceeding 76cm x 45cm x 25cm (30” x 18” x 10”). For Africa, Asia and Eastern Mediterranean tours from summer 2026, the luggage allowance for each guest is one bag with maximum dimensions of 58 linear inches (147 cm), the total of length, width, and height, and weight not exceeding 44 lbs (20 kg). Passengers are permitted with one additional, smaller piece of hand-luggage with a maximum weight of 5kg on tour.

Travel Documents

Travel documentation is generally issued after final payment has been received, and all required traveller information has been provided. Guests are responsible for ensuring all traveller information is accurate and submitted before departure.

Passports, Visas & Entry Requirements

Guests are responsible for ensuring they hold:

• a valid passport;
• all required visas;
• any required entry permits or travel authorisations Guests should ensure their passport meets the entry requirements for all destinations visited, including any minimum validity requirements.

Travel Insurance

Comprehensive travel insurance is strongly recommended and should be purchased at or shortly after booking. Guests are responsible for ensuring their policy provides adequate cover for cancellation, medical expenses, travel disruption and personal belongings.

Tipping

Tipping and gratuities are included in the package for scheduled services including hotel and restaurant staff, porters and jeep-safari drivers. Tipping is not included for your Travel Director, Driver Guide or Motorcoach Driver, and is extended on a voluntary basis directly by you. As a guide, approximately $12 to $15 per person, per day, is the industry standard for these voluntary tips.

Guests are responsible for ensuring they satisfy all health, vaccination and entry requirements applicable to their destination. Many Trafalgar guided holidays require a moderate level of mobility. Guests should carefully review the itinerary before booking to ensure the guided holiday is suitable for their individual fitness and mobility requirements.

Dietary requests and other special requirements can often be accommodated but cannot be guaranteed. Requests should be advised at the time of booking or as early as possible prior to departure.

After completing your booking, your tour cost may be subject to additional surcharges due to factors beyond the control of Luxury Escapes. Where the cost of delivering your selected tour materially increases between the time of purchase and delivery, we reserve the right to increase the balance due. Increases may be in relation to, but not limited to, currency fluctuations, taxes, airfares, fuel surcharges, tour costs or government changes due to health and safety restrictions. A material increase will be considered one in excess of 10% of the package price.