CHALLENGER WORLD TOURS (CWT) TRAVELER REGISTRATION DOCUMENT & TERMS AND CONDITIONS Mail, Fax or Scan/Email To: Challenger World Tours Attn: Gareth Hughes 8263 Flint, Lenexa, KS 66214 USA Phone: 800 878 2167 Ext 231 Fax: 913 599 2928 Email: toursadmin@challengersports.com To guarantee your spot on this tour please return all pages of this document and make sure that each page is completed along with a $300 deposit WWW.CHALLENGERWORLDTOURS.COM
Page 1 Waiver / Itinerary Confirmation: Challenger World Tours and Tetra Brazil Tours heron referred to as CWT has customized an itinerary that has been provided to you previously as a sample itinerary for your group. This itinerary is subject to modification and change. CWT reserves the right to make changes in fees, departure dates, departure cities, itinerary, airlines, hotels, field trips and activities. Such changes are not grounds for withdrawal from or cancellation with refund. The final detailed itinerary will be mailed to you and/or the group leader / coach of your team no later than one week prior to your departure. CWT may cancel a program due to insufficient enrollment, un foreseen operational difficulties, lack of projected availability or any other reasons. If a trip is cancelled by CWT, a full refund will be made to you within six weeks of the cancellation date. Responsibility: CWT has taken all reasonable steps to ensure that the suppliers contracted for services during your trip are efficient and reliable and they maintain high standards. If unforeseen conditions beyond our control necessitate changes, CWT reserves the right to make changes to the itineraries and substitute the best alternate available. We act only as an agent for the passenger in all matters connected with accommodation, dining services and transportation. As agent(s) CWT holds itself free of responsibility for any damage, expense or inconvenience caused by delayed or cancelled transportation services, changes of schedules, strikers or conditions beyond our control. Inclement Weather: In the event of a sporting event or fixture being deemed unplayable due to weather conditions, every attempt will be made to reschedule the game(s) at a later date in the tour. CWT cannot be held responsible for the cancellation of games within a tournament organized by a third party. Traveling supporters, parents or siblings: Traveling supporters, parents or siblings are more than welcome to join the tour group. The land package price will be the same as the main group unless special requirements are made with CWT. A registration form along with a $300 deposit will be required for each traveling supporter. Group Size: All tours pricing is based on a minimum of 20 travelers. If the group size falls below this number the group may be subject to an additional charge to cover transportation fees etc. This additional fee will be waived if the group can be combined with another group. Free Places: One FREE place will be awarded for each 20 fully paid travelers. This free place can be used for the Coach, Team Manager, Parent(s) or Player(s) and will be agreed upon by the Group Leader upon receipt of registration forms and deposits. The free place will include the flight portion of the trip as long as flights are booked through CWT. If the group is less than 20 fully paying travelers then a free land package will be awarded but no flight option. Exchange Rates: All costs are calculated in the respective exchange rates when providing an initial group tour cost. CWT reserves the right to adjust final fees if there is an increase in the exchange rate. If this applies, any increase will be calculated at the Paying of the final balance. This increase in exchange rate(s) will only affect the land based expenses that are charged to Challenger World Tours by their vendors. Passports and Visa s: Passports are required for all CWT programs. Each individual traveler needs to apply at least 12 weeks before departure (sooner if you need a visa). Contact your local post office for the forms. For further information, visit the website at www.travel.state.gov. Visas (if applicable) will need to be applied for at least 16 weeks before departure.
Page 2 Flights: If you decide to use the CWT flight option then you will need to acknowledge this on the enclosed registration form. For CWT to book your flights we need a minimum of 10 travelers taking the flight option (per airline regulations). Flights will not be booked or deposited on by CWT until traveler registration forms and traveler deposits are in hand. CWT will confirm group travel dates, airlines and arrival/departure cities but will not participate in any flight deviations of any form. For any flight deviations you will need to deal directly with your travel agent. If booking your flights through CWT then you will receive your flight tickets or e tickets 7 10 days prior to departure. If booking your own flight you will need to correspond with CWT regarding your confirmed flight details. If traveling separate from the main group, please be aware you will be responsible for all transportation costs until you meet up with the main tour group at the final destination. Challenger World Tours (CWT) Travel Director: CWT will provide a fully qualified and experienced Travel Director to accompany each group that travels with CWT. The CWT Travel Director is responsible for all group logistics for the duration of the tour. The Travel Director s are guides for the group and are by no means acting as chaperones for each traveler. If there are any concerns by the parents for family member travelers then CWT strongly suggests then that at least one parent travel with the family member. Thus CWT is not responsible for each traveler other than to provide direction as a guide and group leader. Accommodation/Meals: All travelers will be placed in a double, twin or triple rooms when staying in hotels during the tour. Rooming for players is usually based on minimum twin occupancy. Rooming for adults is based on twin occupancy and any single rooms will incur a single room supplement fee, which will be added to your invoice. This single room supplement fee applies to free places as well. All such rooming requests must be received no later than 60 days prior to departure. If staying in dormitory facilities at a University or College then accommodation will usually be single rooms with either en suite or shared facilities. For the majority of our tours CWT supplies two meals a day (breakfast and evening meal). During certain tournament participation this may increase to three meals per day (breakfast, lunch and evening meal). Please refer to your specialized itinerary for details concerning your specific tour. Travel Insurance Coverage: CWT provides information regarding travel insurance to all CWT Tours travelers and thoroughly recommends that travel insurance is purchased. Individuals are free to contact other travel insurance providers to obtain their own travel insurance coverage. Be advised that the terms and conditions of coverage may vary according to the insurance provider. It is understood that CWT accepts no liability for damages or cancellations incurred by circumstances that would be covered under trip / travel insurance. For further details pertaining to travel insurance please contact Challenger World Tours toll free at: 1 800 878 2167 x 231 and speak to Gareth Hughes for travel insurance information. Health: All travelers should have the necessary medical information (i.e. Medical instructions, insurance information, list of allergies if applicable, health problems and permission for medical personnel to treat). Medical disbursement should be discussed and agreed upon by Group prior to travel. Special dietary needs should be advised to us at least 30 days prior to departure. Permission to Photograph or Videotape: Throughout the year, CWT may use photograph or video image tour participants with or without identification. If participants do not wish to appear in photograph or videotape, please notify CWT in writing indicating to which extent you deny such reproduction. It is assumed that parents and guardians consent to their child being photographed or videotaped, no matter by whom taken unless notification is received and agree that no fee would be paid for this.
Page 3 Registration and Payment Terms: A registration will be considered binding on both parties upon receipt of this Challenger World Tours and a $300 deposit for each traveler. In receiving your registration an agreement by and between you, the individual traveler, Challenger World Tours (CWT) a division of the Challenger Sports Corporation (CSC) agree to carry out the obligations as listed in our specific itinerary supplied to your group and under all the terms listed in the Traveler Registration Document & Terms & Conditions Document Challenger World Tours (CWT). Payment Plan: All travelers are requested to follow the payment plan provided to the group with final balance paid no later than two months (60 days) prior to departure. Please refer to your Challenger World Tours Itinerary and Group Registration Document for final pricing. Deposit / Payment 1 $300 / Due with registration Payment 2 $300 Payment 3 $300 Payment 4 $300 Payment 5 $300 Payment 6 Payment 7 $300 Payment 8 $300 $300 / Balance for those not taking Challenger World Tours flight Payment 8 $300 Balance / Payment 10 Balance for those taking Challenger World Tours flight Due no later than 60 days prior to travel The payment plan will commence the 15 th of the month following collection of registrations and deposits and will be confirmed with the group leader prior to payments commencing. For those taking Challenger World Tours flights, those must be paid for in full prior to ticketing. Waiver / Itinerary Confirmation: Challenger World Tours (CWT) has customized an itinerary that has been provided to you previously as a sample itinerary for your group. This itinerary is subject to modification and change. Challenger World Tours reserves the right to make changes in fees, departure dates, departure cities, itinerary, airlines, hotels, field trips and activities. Such changes are not grounds for withdrawal from or cancellation with refund. The final detailed itinerary will be mailed to you and/or the group leader / coach of your team no later than one week prior to your departure, along with phone numbers and addresses of all accommodations and contact persons to your destinations. Challenger World Tours may cancel a program due to insufficient enrollment, un foreseen operational difficulties, lack of projected availability or any other reasons. If a trip is cancelled by Challenger World Tours, a full refund will be made to you within six weeks of the cancellation date. Cancellation Policy: Written notification of cancellation must be received by Challenger World Tours, if an individual decides to cancel at anytime. Cancellation for any reason will result in the following costs. All deposits are non refundable. Cancellations received more than 120 days prior to departure will result in a $300 per traveler penalty. Cancellations received 120 90 days prior to departure will result in a $1,000 per traveler penalty. Cancellations less than 90 days prior to departure will result in no refund at all. THIS SECTION MUST BE SIGNED BY ALL TRAVELERS OR PARENTS OF TRAVELERS: I confirm that I have read and abide by the Travel Registration Document and Terms & Conditions Challenger World Tours : Furthermore I confirm that I have read the Registration and Payment Terms along with the Cancellation Policy provided on this page and I agree by the terms listed: Name (Please Print) Signature (Parent signature required if player is traveling)
Page 4 Tour Rules and Expectations Applicable to all players: This form should be signed and mailed in along with registration documentation. Challenger World Tours (CWT) are proud of the fact that they have not experienced any major disciplinary problems during past tours. The following is a list of rules and expectations and various consequences: Any use or possession of alcoholic beverages or drugs is strictly prohibited and may result in your expulsion from the tour. The families concerned will pay for the cost of early flights back to North America. Vandalism or stealing will result in expulsion from the tour unless there are extenuating circumstances. Players are required to be in groups of two or more (buddy system format) when in shopping areas, swimming pools, sightseeing areas and during official tour functions. Curfew for players will be at 10:30pm. This may be extended or shortened at the discretion of the coach or Challenger World Tours staff member. Unlawful acts by any player will result in immediate expulsion from the tour and appropriate punishment by civil authorities concerned. Lack of respect for the coaching staff and/or administrators may result in loss of privileges, i.e. absence from team games and functions or even expulsion from the tour. Unauthorized absence(s) from games, practices or excursions may result in tour termination. No player traveling alone will be allowed to undertake any activities without the prior consent of the coach / group leader. It is understood that should a player be expelled from the tour for disciplinary reasons all expenses will be the responsibility of the player s family. No refunds will be given. Challenger World Tours bears no liability for any costs incurred as a result of expulsion. Liability Waiver and Parental Consent: Each participant should have approval to participate in any activities of Challenger World Tours (CWT) during the organized tour. Parents/Guardians must acknowledge that participation in sports competitions carries with it a potential hazard. Parents/Guardians must understand and assume all risks and hazards incidental to the conduct of activities and to the transportation to and from any and all activities. Parents/Guardians must acknowledge that in case of injury or death during the tour including any activities or transportation to or from such activity, they must release, absolve, indemnify and waive all claims against Challenger Sports Corporation and its affiliates including but not limited to Sports Management Group LLC and Challenger World Tours (CWT), and its organizers, suppliers, officials, and sponsors. Date Traveling Player s name Traveling Player s signature Parent/Guardian s signature
Page 5 PERSONAL DETAILS OF TRAVELER: (one form per traveler) PLEASE PRINT CLEARLY!!! NAME OF TEAM FULL NAME (as stated in passport) Dates of Travel Player or Supporter BIRTH DATE (MM/DD/YYYY) AGE GENDER PARENTS/GUARDIANS NAME ADDRESS CITY STATE ZIP TELEPHONE (home) (work) (cell) **EMAIL ADDRESS (Player) **EMAIL ADDRESS (Parent/Guardian) ( for ALL future correspondence) T SHIRT SIZE (needed for all travelers) PAYMENT/DEPOSIT: Deposit ($300) to be applied with application. Please include a check payable to Challenger Sports or pay by Visa/MasterCard/Discover/American Exp. ** *Credit card authorization document overleaf*** FLIGHT OPTION: TAKING CHALLENGER WORLD TOURS (CWT): FLIGHT OPTION BOOKING OWN FLIGHT **This needs to be completed accurately as we will be booking/holding a set number of seats as soon as paperwork for your group is received. These seat requirements will be dependent upon flight information as listed here** EMERGENCY CONTACT: (While on tour) NAME RELATIONSHIP TO PASSENGER TELEPHONE (home) (work) (cell) MEDICAL RELEASE: As parent or legal guardian of (insert minor s name), I/we hear by authorize the coaches, trainers and chaperones of Challenger World Tours a division of the Challenger Sports Corporation to make decisions to proceed with any critical medical or surgical treatment required for my son/daughter provided an attempt to notify me/us has first been made. I/we agree to be responsible for any and all costs that may be incurred as a result of treatment and care. I/we agree not to hold Challenger World Tours, Challenger Sports Corporation or Challenger Sports Management and/or its staff liable and responsible. *Please notify Challenger World Tours & Tours of any medical conditions no later than 30 days prior to departure. SIGNATURE OF PLAYER DATE SIGNATURE of PARENT/GUARDIAN DATE
Page 6 This form is to be completed by anyone who issues Challenger Sports Corporation with the responsibility to automatically bill his or her credit card for future authorized withdraws, as listed below with dates and payment amounts. You will need to enclose exact amounts that you will allow for direct billing. Travelers Name: Name of Group: I authorize Challenger Sports Corporation to charge my credit card for the installment payments outlined below: Name of Cardholder Address Phone # AMEX, VISA, MC, DISCOVER Expiration date Credit Card # I authorize payment for the following: Challenger World Tours (CWT) will calculate final balances/payments dependent upon actual tour cost, including flight cost. Final Balance is due no later than 60 days prior to departure. 1 st Payment (Deposit) $300.00 / Due with Registration 2 nd Payment (15 th of ) in the amount of: $300.00 3 rd Payment (15 th of ) in the amount of: $300.00 4 th Payment (15 th of ) in the amount of: $300.00 5 th Payment (15 th of ) in the amount of: $300.00 6 th Payment (15 th of ) in the amount of: $300.00 / Balance when not taking CWT flight 7 th Payment (15 th of ) in the amount of: $300.00 8 th Payment (15 th of ) in the amount of: $300.00 9 th Payment (15 th of ) in the amount of: $300.00 10 th Payment / Balance (15 th of ) in the amount of: $ Balance for those with CWT flight Signature Date Please be aware that final cost of tour may alter slightly depending on final confirmation of airline taxes and surcharges that apply when final confirmation of flights is confirmed 60 days prior to departure. A final invoice will be mailed out at this time depending on this final airline charge(s). CHALLENGER WORLD TOURS (CWT) Attn: Gareth Hughes National Tours Director 8263 Flint, Lenexa, KS, 66214 USA I Tel: 1-800-878-2167 ext 231 I Fax: 1-913-599-2928 Email: toursadmin@challengersports.com or ghughes@challengersports.com Website: www.challengerworldtours.com