BOOKING Terms & CONDITIONs

These are the terms and conditions under which Fitness International Travel, LLC (“FIT”) offers and operates its marathon tours. By registering and paying your deposit for a tour, you confirm that you have read, understand and agree to these Booking Terms & Conditions, which you acknowledge constitute a legally binding obligation. Accordingly, please read these terms carefully before making a deposit or payment for a tour. These Booking Terms & Conditions may be supplemented by additional terms and conditions specific to your marathon tour that are contained in a Booking Order (the “Order Terms”). In the event of a conflict between this agreement and the supplemental terms set forth in a Booking Order, the Order Terms will apply.

RESERVATIONS:

AIR: Airfare is not included in any FIT package.  It is the responsibility of the travelers to book their own air transit.  If you would like assistance from FIT in the selection process for your flight(s) we are happy to assist to the extent possible.  Please note that Airport and Security Taxes are charged when paying for airfares but there may be additional taxes at some international/domestic airports upon arrival and/or departure.

TOUR: To reserve your place on one of the tour packages, you must complete the Booking Order form and pay the non-refundable initial deposit set forth in any Booking Order.

ENTRY: Guaranteed entry to any marathon event is only provided when booked with a travel package.  Race-Entry only booking options are not permitted.

PRICING: Prices are quoted at today's rate and are subject to any changes in airfares, tariffs and conditions imposed by airlines, wholesalers or other service providers. All pricing is subject to currency fluctuations and/or price increases until paid in full. All pricing is quoted and transacted in USD.

MATCH REQUEST-ROOMMATE:  FIT loves when we can accommodate roommate matches for those travelling alone.  FIT will do our best to match you in a room with someone of the same gender to avoid the single supplement.  Matches are not guaranteed. Match requests are selected on the booking form.  An administration fee of $50 is applied to all confirmed match reservations.  Should the person you are sharing with cancel during or after the booking process, you will be responsible to pay for the difference between the twin share price and the single rate less the $50 fee.  We will do our best to continue to try to match you in a shared room. 

PAYMENT:

Each booking is subject to the following non-refundable initial deposits:

  • A non-refundable deposit will be required at time of booking for the travel package
  • Where applicable, a non-refundable payment in full for race entry will be due at the time of booking

All deposits are due within 48 hours of acceptance of your Booking Order. Bookings are not confirmed until a completed and signed travel application along with a full deposit are received.  Please refer to the Booking Order form for specific details regarding the deposit and payment process associated to your travel package.

All final payments are due no later than ninety (90) days prior to departure unless otherwise specified.  Please see the “Late Fees” section below for information on fees received after this time.

LATE FEES / CHANGE FEES:

A $25 late payment fee is applicable for any payment received after its due date. Any payment that is not received within 5 days of the payment deadline may, in FIT’s sole and absolute discretion, be considered as a cancelled booking and the “Cancellation Policy” set forth below will go into effect.

A $95 late booking fee may apply for reservations made within 2 months from the date of departure.

Any changes to an itinerary after the final payment deadline will incur a $40 change fee per person per change (the “Change Fee”) once reservations have been confirmed; provided, however, that the Change Fee shall be $75 if changes are requested to be made within one (1) month of departure.  This Change Fee to Fitness International does not cover any additional charges that may be assessed by any travel or event suppliers or other service providers, and it will be your full responsibility to pay all such changes fees.  Please note that FIT cannot guarantee that changes will be available or applicable to any itinerary and, accordingly, you understand that FIT cannot guarantee changes can be made once a reservation is confirmed

ACCEPTED FORMS OF PAYMENT:

  1. Check or Money Order made payable to Fitness International Travel, LLC.
  2. Direct Deposit or Electronic Transfers
  3. Wire transfer *. If you wish to make payment from an overseas bank account
  4. Payment by Credit Card

FIT will provide an invoice and link for you to process your secure credit card transaction.

 CANCELLATION POLICY

Each booking is subject to the following cancellation fees (variations may apply with respect to certain events, such as cancellation of the event by the organizer, or a case of a force majeure - please refer to the list of variations further down).

·        All race entry fees are non-refundable

·        All initial deposits are non-refundable

·        If cancellation receive more than 90 days prior to departure, FIT will retain 25% of the amount received to date (in   addition to the non-refundable deposits);

·        If cancellation is received within 89 days or less of the date of departure, no refund will be given

Please note, certain airfares/land packages are non-refundable from the time they are purchased.  Any penalty imposed by an airline is your responsibility. Please contact FIT for further details.

EVENT CANCELLATION:

In the event that a race is cancelled for any reason, the cancellation policy set forth above will be applicable, subject to FIT refunding any race entry/travel fees, if any, if possible and only if refunded by race organizers.

FORCE MAJEURE

If FIT is prevented (directly or indirectly) from performing any of its obligations under this agreement by reason of force majeure (which shall include, without limitation, an Act of God, strikes, trade disputes, fire, breakdowns, weather conditions, quarantine, interruption of transport, government or political action, acts of war or terrorism, acts of omissions of a third party, or any other cause whatsoever outside Fitness International’s reasonable control), then FIT may, in its sole and absolute discretion, cancel all or party of any tour, itinerary or event.  In any situation of force majeure, Fitness International shall not be deemed to be in breach of these terms and conditions or otherwise liable to you, whether for reason of delay in performance or non-performance.  Accordingly, Fitness International recommends the purchase of separate Travel Insurance for all tours.

TRAVEL DOCUMENTS & TRAVEL INSURANCE

U.S. passport holders must travel with a passport that is valid for at least 6 months from the date of return to the United States. Some destinations also require that visas be obtained prior to travel. It is recommended that you check with the U.S. Department of State website for the latest passport and visa requirements.  Individuals are responsible for ensuring that all necessary travel documents are current and valid and to secure all documentation required for entry into their travel destination(s) – includes any required shots/visas/etc.

Personal travel insurance is not included in the package price. FIT highly recommends that you have travel insurance, and it is your responsibility to ensure that you are adequately insured for the full duration of the trip in respect of illness, injury, death, loss of baggage and personal items and cancellation/interruption and curtailment, as well as all of the activities you expect to participate in. Any questions about what travel insurance does or does not cover should be addressed directly to the travel insurance company. If you decline insurance coverage, you will personally assume full responsibility for any financial loss associated with your travel arrangements, and you could lose your travel investment and/or have to pay more money to correct the situation.

ASSUMPTION OF RISK / RELEASE OF CLAIMS

If you participate in activities during your itinerary, including road racing, certain risks and dangers may arise, including, but not limited to, personal injury, the risk of accidents in remote places without access to medical facilities, transportation or means of rapid evacuation and assistance; the hazards of traveling in unsafe or politically unstable areas or under unsafe conditions; the dangers of civil disturbances, war, extortion, kidnapping and terrorist activities; dangers and risks inherent in activities in underdeveloped countries; and dangers of local law enforcement activity. BY AGREEING TO THESE TERMS AND CONDITIONS, YOU hereby expressly assume all of these risks and dangers, and you hereby expressly agree to forever release, discharge and hold us and our agents, employees, officers and directors, harmless against any and all liability, actions, causes of actions, suits, claims and demands of any and every kind and nature whatsoever which you now have or which may hereafter arise out of or in connection with your booking or participation in any activities in which you participate.

WARRANTY DISCLAIMER & LIMITATION OF LIABILITY

FIT acts only as an independent contractor to supply or arrange for the travel services named in your Booking Order or itinerary or otherwise to procure services or goods from third parties such as airlines, hotels and other lodging providers, local hosts, guides, bus lines, car rental companies, driving services, restaurants and providers of entertainment (the “Suppliers”). FIT makes no warranty, either express or implied, regarding the suitability, safety, insurance or other aspects of any Supplier and any transportation, tours, services, products or facilities provided by Suppliers.. FIT assumes no responsibility whatsoever (and will not be liable) for any personal injury, property damage or other loss, accident, delay, misrepresentation, disappointment, inconvenience or irregularity which may be occasioned by reason of any act or omission of any of the Suppliers. All activities, transportation, lodging, and other events provided by Suppliers as part of an itinerary are subject to the terms and conditions contained in the Supplier’s tickets, exchange orders or vouchers issued by them and/or their suppliers, and FIT is not a party to those terms nor is it liable for any breach of those terms by any Suppliers.  AS A RESULT OF FIT’S STATUS AS AN INDEPENDENT OPERATOR, YOU HEREBY ACKNOWLEDGE AND AGREE THAT FIT IS NOT LIABLE FOR ANY PERSONAL INJURY OR PROPERTY DAMAGE, WHICH MAY ARISE OUT IN CONNECTION WITH THE GOODS OR SERVICES PROVIDED BY ANY SUPPLIER, INCLUDING WITHOUT LIMITATION LIABILITY FOR ANY ACT, ERROR, OMISSION, INJURY, LOSS, ACCIDENT, DELAY OR IRREGULARITY WHICH MAY BE INCURRED THROUGH THE FAULT, NEGLIGENCE, WILFUL ACTS, OMISSIONS OR OTHERWISE OF SUCH SUPPLIER, OR OF ANY SUPPLIER OR THEIR RESPECTIVE EMPLOYEES, AGENTS, SERVANTS, OR REPRESENTATIVES.

You further agree that in no event shall FIT be liable in any claim for other than compensatory damages, including but not limited to any indirect, consequential, punitive special or exemplary, or incidental damages, however caused, and whether sought in contract, tort or under any other theory of liability, and regardless of whether we have been advised of the possibility of such damages. Notwithstanding the foregoing, UNLESS PROHIBITED BY LAW, FIT’S liability for compensatory damages hereunder shall in no event exceed the amount actually paid by you to Operator for the trip giving rise to the claim.

DISCLAIMER

FIT reserves the right to refuse an application to register for any reason.  Should an entrant's application be refused, the full registration fee (including the non-refundable initial deposit) will be refunded to the applicant. Your registration for an event takes effect once you complete the Booking Form, accept the accompanying Booking Terms and Conditions and the initial deposit has been received in full by FIT. Places are limited for the events and are allocated on a first come first served basis.

 MARKETING MATERIALS: 

By entering into these Terms & Conditions, you hereby consent to our use of pictures or video of you in our marketing materials without compensation. 

PRIVACY:

The Customer agrees that Personal Data provided may be used and retained by FIT for the following purposes and for other purposes as shall be agreed between us:

1.          For the provision of the tour and services contained in the Booking Order;

2.         For the marketing of services by FIT, its agents or affiliates; and

3.         For purposes of processing of any payment instructions as directed.