Caravan Tours TOCs

Terms and Conditions Below are Accurate as of 5/28/2020



Meals are shown by B (breakfast), L (lunch) and D (dinner). Full American or buffet breakfasts are included everywhere. All meals included in Latin America (Guatemala, Costa Rica and Panama). Meals included in USA and Canada are listed on each itinerary. Soft drinks and alcoholic beverages are not included. Purified water is provided on the motorcoach in Latin America. Special meal requests (including vegetarian) are not guaranteed.


Double rooms in the hotels and lodges usually have two beds and private bath or shower. Limited availability of single rooms. Triple rooms are usually two beds; a rollaway is occasionally available, but not guaranteed. All rooms have private bath or shower. Caravan can request non-smoking rooms, but they are not guaranteed. Changes in type of room due to cancellation by a roommate (a double changed to a single, a triple to a double, etc.) will result in the higher tour price for the remaining client(s).


By modern air-conditioned motor coach and boat. No smoking on motorcoaches. Seats are rotated daily.

Travelers Needing Special Assistance Caravan cannot determine your physical, mental, or emotional fitness to travel, nor guarantee your ability to successfully manage a tour. If in doubt, please consult your doctor. Persons needing individual assistance for walking, dining, or other personal needs must be accompanied by an able companion and must notify Caravan in writing at the time of booking. Certain features and tours, including international destinations, are not wheelchair accessible. If you use a wheelchair, please advise Caravan at the time of booking.


Caravan welcomes children on all tours, if age five or older.


Due to space limitations, only one normal sized piece of luggage, weighing up to 50 pounds, may be brought per person. In addition, one small handbag and/or flight bag may be personally carried. Caravan is not responsible for loss or damage to your belongings and strongly recommends not traveling with expensive jewelry or other valuables.


Tips to the tour director, driver, and hotel maids are not included. Tips are included to local guides in Latin America, but not in the USA and Canada. All tours include tips to hotel porters and to restaurant waiters for included meals.

Not Included

Prices do not include air travel, country entry or departure fees, airport porter fees, visas, phones, valet, all items of a personal nature and beverages and food not on the regular menu. Tour price does not include taxes and general fees (government, entrance, activity, hotel porterage, resort fees, etc.) which are additional and listed separately beneath each tour’s price.

Passports and Visa Requirements

Costa Rica, Panama, Guatemala and Canada require a U.S. passport valid for at least 6 months. Non U.S. citizens, please verify requirements.

Final Documents

Before departure you will receive packing and travel tips, luggage identification tags, a day-by-day itinerary and a hotel address list.

Exchange Rate

Latin America and Canada tour prices are based on the U.S. Dollar exchange rate in effect at the time of the initial public release of the specific tour, and may increase if such rates change before departure.

Cancellation Fees

If you do not purchase Caravan’s Travel Protection Plan, cancellations will be charged the per person fees listed below. In fairness to others and because of expenses incurred, we cannot make exceptions:

  • 61 or more days prior to start of tour: Fee is $300
  • 60-8 days prior to start of tour: Fee is 50% of tour price.
  • 7 days or less prior to start of tour or during tour: Fee is 100% of tour price.

Time of cancellation will be when notice is received in Caravan’s office. Cancellation fees apply even if a person transfers to another tour or start date.

$99 Travel Protection Plan

Cancel for Any Reason Waiver

This optional plan provides a full refund of your tour price, less the $99 plan fee and less a deductible of $100 per person, for tour cancellations made for any reason prior to departure. Cancellations made within 72 hours prior to departure will incur an additional $50 per person administrative fee. Refunds for missed days on tour are based on the actual cost of services not used, less any extra expenses incurred by Caravan, and are not on a per day basis. Single supplement upgrades due to cancellation by a roommate and travel agent commissions are not covered. *

Travel Insurance Coverage

This plan also includes: Pre-Departure Trip Cancellation & Post-Departure Trip Interruption; Coverage for air arrangements for covered reasons as specified in the Description of Coverage; $50,000 Medical Expense; $50,000 Emergency Evacuation or Repatriation; $50,000 Accidental Death & Dismemberment; $500 Travel Delay (maximum of $100 per day); $1,000 Baggage & Personal Effects and $100 Baggage Delay; 24 hour global travel assistance for medical or legal emergencies. *

To be eligible for the Pre-Existing Medical Condition Waiver, payment for the Travel Protection Plan is due with your tour deposit or within 14 days of making your initial tour deposit / payment. Your Travel Protection Plan is refundable within 14 days of purchase provided you have: (1) not already departed on your trip; or (2) not filed a claim. This provision applies only to your Travel Protection Plan premium and does not apply to your tour payments. After 14 days, the Travel Protection Plan is non-refundable and non-transferable.

This is a brief description of the plan. A Description of Coverage which fully details the coverages, provisions, reductions, limitations, exclusions, and termination provisions is available at:

* Travel Insurance Coverage is underwritten by Arch Insurance Company. Cancel for Any Reason Waiver is provided by Caravan Tours. You must purchase the Travel Protection Plan with your initial tour deposit / payment or no later than your final payment to be eligible for the Cancel for Any Reason Waiver.



Caravan Tours, Inc., its employees, shareholders, officers and directors (collectively, “Caravan”) does not own or operate any entity which provides goods or services for your trip, whether or not they utilize the Caravan name. Caravan is not responsible for any negligent, willful act or failure to act of any such person or entity, nor for any act or inaction of any other third party not under its direct control. Without limitation, Caravan is not liable for any direct, indirect, consequential, or incidental damage, injury, death, loss, accident, delay, emotional or mental distress or trauma, inconvenience or irregularity of any kind by any act or omission beyond its control, including, without limitation, any willful or negligent act or failure to act or breach of contract of any third party such as a travel agent or agency, airline, motor coach operator, train, boat or other provider of transportation, hotel or other lodging institution, local ground handler and/or restaurant or entertainment venue who or which is to or does supply any goods or services for this trip. Similarly, Caravan is not responsible for any loss, injury, death, or inconvenience due to delay, changes in schedule, overbooking of accommodation, default of any third party, attacks, bites or diseases by or from animals, pests or insects, sickness, the lack of appropriate medical care, evacuation to same, if necessary, weather, strikes, disease, epidemics or the threat thereof, acts of God or government, acts of terrorism, or the threat thereof, force majeure, war, quarantine, criminal activity, defective or dangerous conditions in streets, walkways, paths, piers, or other places or facilities or any other cause beyond its control. In addition, Caravan is not liable for any negligent act or failure to act committed by it and participant assumes all such risk. Medical services or facilities may not be readily available, the evacuation to same may be time consuming and difficult and/or the competence and quality of same may not be up to the standards of services in participant’s home. Payment to Caravan constitutes acceptance of the terms and conditions set out herein.


All itineraries are subject to revision, including substitution of hotels, activities, features, and routing. If a service is changed or not provided or the substitute service is not comparable, Caravan’s only liability shall be to refund its cost differential between the original service and the substituted service or its cost for the omitted service. Caravan is not responsible for the integrity, value, condition, shipment or safe delivery of any purchases made during the tour. Caravan reserves the right to decline to accept or retain any person as a member of a tour at any time if, in its opinion, any such person represents a danger to him or herself or others or detracts from the enjoyment of the tour. Caravan reserves the right to cancel any tour at any time and if it does so, its only liability is to refund the purchase price of the tour. In case of computer or human billing error, Caravan reserves the right to re-invoice with the correct billing. Caravan is not responsible for errors on brochures, other literature, and/or its website.

Binding Arbitration

Any dispute concerning, relating, or referring to this Agreement, the website, brochure or any other literature concerning your trip, or the trip itself, shall be resolved exclusively by binding arbitration pursuant to the Federal Arbitration Act, 9 U.S.C. Sect 1-16, either according to the then existing Commercial Rules of the American Arbitration Association (AAA) or pursuant to the Comprehensive Arbitration Rules & Procedures of the Judicial Arbitration and Mediation Services, Inc. (JAMS). Such proceedings will be governed by substantive (but not procedural) Illinois law and will take place in Chicago, IL. The arbitrator and not any federal, state, or local court or agency shall have exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability, conscionability, or formation of this contract, including but not limited to any claim that all or any part of this contract is void or voidable. You (and we) waive all rights to a trial by jury.

Seller of Travel Registration

Caravan Tours is registered as a seller of travel in each of the following states: California registration number: CST 2045060-40; Florida registration number: ST 38035; Iowa registration number: TA 995. Registration as a California Seller of Travel does not constitute approval by the state.

Site Usage Agreement

Caravan Tours, maintains (the Site) and all of the information, data, software, photographs, logos, graphs, videos, typefaces, graphics, music, sounds, images, illustrations, designs, icons, and other materials (collectively “Content”) for your information on vacations sold by Caravan Tours. None of the Content shall be construed as an offer for the sale of any services, goods, or products of Caravan Tours or any other entity. All Content in this Site is for informational purposes only. By using this Site, you agree to these terms.


You should assume that all Content on the Site is copyrighted (unless otherwise noted), and may not be used, except as provided in these Terms or in text on the Site, without the prior written permission of Caravan Tours, Inc. Content displayed on the Site are either the property of, or used with permission by, Caravan Tours.


The trademarks, service mark, designs and logos (collectively, the “Trademarks”) displayed on this Site are the registered and unregistered Trademarks of Caravan Tours and others. Nothing contained on the Site should be construed as granting, by implication or otherwise, any license or right to use any Trademark displayed on the Site without the written permission of Caravan Tours or such third party that may own the Trademarks displayed on the Site.

Use of Site

You may use or download Content displayed on this Site for non-commercial personal use. You may also use or download Content for promotion of Caravan Tours products. You may not use or download Content for any other commercial purpose without Caravan Tours prior written permission. Caravan Tours has not reviewed all the sites linked to this Site and is not responsible for the content of any linked sites or any link contained in a site or any changes or updates to such sites (collectively “Linked Sites”). Caravan Tours does not endorse or make any representations regarding any Linked Sites. Your linking to any Linked Sites is at your own risk. Caravan Tours also assumes no responsibility, and shall not be liable for, any damages to, or viruses that may infect your computer equipment or other property on account of your access to, use of, or browsing in the Site or your downloading of Content from the Site. Caravan Tours may at any time modify these Terms of Site Usage and your continued use of this Site will be conditioned upon the Terms of Site Usage in force at the time of your use.

Comments, Feedback and Other Submissions

Any questions, comments, suggestions, ideas, images, movies you submit to the Site or Caravan Tours by electronic mail or otherwise will be treated as non-confidential and non-proprietary. Anything you submit may be used by Caravan Tours for any purpose, including, but not limited to, reproduction, disclosure, transmission, publication, broadcast and posting. Furthermore, Caravan Tours is free to use any ideas, concepts, know-how, or techniques contained in any communication you send to the site for any purpose whatsoever including, but not limited to, developing, manufacturing, and marketing products using such information.Privacy Policy

Your privacy is important to Caravan. Your e-mail address and name, street address and telephone number are stored in our database. Caravan will not sell, rent, trade, or give your name, e-mail address, street address or any other personal information to any other organization unless you give Caravan permission. However, Caravan reserves the right to release information to the appropriate authorities if we believe that such release is reasonably necessary to comply with the law or to protect the property or safety of Caravan Tours or any of its affiliated companies, our employees, users, or others. Future changes to our privacy policy will be posted in advance on this page. If you prefer not to receive e-mail or postal mail from us, telephone us at: 800-Caravan (800-227-2826) or 312-321-9800. We will gladly honor your request.

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