AMERICAN AIRLINES VACATIONS
By engaging American Airlines Vacations (hereafter referred to as AAV) or using any website of AAV, including aavacations.com, you agree to be legally bound by these terms and conditions. In all cases the person making the booking shall be considered to have accepted these terms and conditions on behalf of all persons included in the package being booked.
RESERVATIONS POLICIES
The following terms and conditions apply to AAV packages. Customers must be at least 18 years old and possess the legal authority to conduct business with AAV in accordance with the terms and conditions herein. Customers may be required by AAV to provide photo identification at check-in to validate that their identity matches the booking identity.
HOLDS
Reservations may be placed on hold for 24 hours.
FLIGHTS
AAV shall not be responsible for flight schedule changes.
For flights operated by American Airlines, Envoy, PSA and Piedmont. American Airlines’ Customer Service Plan applies. American Airlines Customer Service Plan can be found at:
Customer Commitment. The provisions contained within the Customer Service Plan shall apply only to American Airlines, Envoy, PSA and Piedmont flights booked as part of an AAV reservation (hereafter “American Airlines flight reservations”). These provisions do not apply to other portions of AAV reservations, such as hotels, tours, rental cars, show tickets, theme park tickets and other non-American Airlines flight reservations. For flights operated by carriers other than those described in the immediately preceding sentence (for purposes of these terms and conditions, the “American Airlines Carriers” and “American Airlines flights”) , customers should consult the operating carrier for its Customer Service Plan.
For flights operated by American Airlines, Envoy, PSA and Piedmont, American Airlines’ Contingency Plan for Lengthy Tarmac Delays shall also apply. American Airlines’ Contingency Plan for Lengthy Tarmac Delays can be found at:
Contingency Plan. The provisions contained within the Contingency Plan for Lengthy Tarmac Delays shall apply only to American Airlines flights booked as part of an AAV reservation. For flights operated by carriers other than American Airlines Carriers, customers should consult the operating carrier for its contingency plan for tarmac delays.
Read about Canadian and international tariff information and the contract of carriage for American Airlines, Envoy, PSA and Piedmont flights.
Certain discounted airfares do not allow upgrades to another class of service. Please verify at the time of booking.
Certain discounted airfares do not qualify to earn American Airlines AAdvantage® miles. Please verify at time of booking. American Airlines Carriers reserve the right to change the eligible fare classes at any time without notice.
OPTIONAL AIRLINE FEES
Read more about American Airlines optional fees.
MINIMUM HOTEL STAYS IN AIR AND HOTEL PACKAGES
When booking air and hotel together, the hotel stay must match the itinerary dates of the air booked or must have a minimum of 3 nights hotel. The hotel in the package must be located in the passenger’s vacation destination.
RENTAL CARS
The rental car driver must be the primary traveler and at least 25 years old. Each car rental day included in the package is defined as a 24-hour period beginning at the time when the car is picked-up. No refunds will be issued for unused cars or periods.
If the car is returned beyond the 24-hour rental period, additional charges will apply. Car rental rates for packages that include a car do not include taxes, service charges and additional fees, gasoline, optional insurance, collision damage waiver (CDW), personal accident insurance, personal effects protection, drop-off charges or child safety seats. Any applicable taxes and fees are payable directly to the car rental company at time of rental. A valid driver’s license and major credit card (e.g. MasterCard, Visa, American Express, and Discover Card) will be required prior to renting the car and both must be in the driver’s name. Some car rental companies may not accept bank check/debit cards even if they carry a major credit card company’s logo. To confirm acceptable forms of payment, check with the car rental location directly
PAYMENT
A deposit of $200 per passenger (no matter age) plus the cost of Pre-Departure Protection if selected and any non-refundable components is accepted when travel is booked outside of 45 days from travel. Full payment is required 45 days prior to travel commencement or when booked within 45 days of travel commencement. Prices, hotel availability, flight and travel dates are only guaranteed after full payment is received by AAV. AAV reserves the right to treat a booking as cancelled by the Customer if the balance due is not paid on time. All prices are in U.S. dollars, and all airfares include required government taxes, segment fees, airport passenger facility charges (PFC’s), September 11th Security Fees and federal segment fees.
Adjustments of package pricing will not be made after payment is received, nor shall any rate reduction subsequent to booking be retroactively applied. AAV reserves the right to correct any errors. Government taxes and fees are subject to change after purchase.
PRICE MATCH POLICY
If you find a lower priced package with the exact same components of your AAV package with another seller of travel, we promise to review the discrepancy and will make every reasonable effort to match the competitor’s price. You will receive confirmation or rejection of the price match within one (1) business day of your submission. To submit a price match request, a current AAV package must be on hold and must be submitted within 24 hours of the initial booking. Submissions will be accepted at the email address aavtascaavacations@aa.com and must include the following information: Subject line must read “Price Match”; the body of the email must include the current booking on hold with AAV and a screen shot with exact matching components from the competitor including the competitor’s final price and must show a date and time stamp in the screen shot. AAV reserves the right to reject or approve a price match at its sole discretion.
CHILDREN’S RATES
Special children’s rates may be available and will be quoted with the total package price based upon request. Additional charges for cribs, rollaway beds, infant car seats and similar special request items will be the responsibility of the individual and must be paid directly to the hotel or rental car company. Hotel check-in restrictions may apply (most Las Vegas hotels require one guest to be at least 21 years old).
More restrictions on travelling with children may be found here.
EXCLUSIONS
AAV prices/rates do not include extra charges imposed by the airlines (see “Optional Airline Fees”). Resort fees, meals, shows, tours, tips, energy surcharge, telephone surcharge, telephone calls, liquor, taxes, room service, laundry, parking fees, pet fees or other items of a personal nature not otherwise specified in the quoted rates are excluded from the package/tour price. All personal charges must be paid prior to departure from the hotel or upon return of rental car. A major credit card, cash, deposit and photo identification may be required upon check-in at the hotel. Deposit amounts vary by hotel, please contact the hotel booked for more information on their deposit policies. Room assignments are based on hotel availability and are made at the hotel’s discretion (number and type of beds cannot be guaranteed).
PRE-DEPARTURE PROTECTION (PDP)
The Pre-Departure Protection, an optional plan that can be purchased, allows you to revise your booking up to and including the 8th day prior to departure without incurring any revision fees. Revisions may be possible within 7 days from travel, however third party fees may apply. Certain name changes may be permitted without a fee. Please call reservations at 800 -321-2121 for more information. PDP does not waive an increase to your vacation package price as a result of a change and any increase in price must be paid for in full at the time the change is made. PDP does not protect against airline flight/schedule changes. PDP provides cancellation protection up until the time of departure and details can be found in the Cancellations section. Basic Economy Fares, certain promotional tours, specific room categories and activities that are identified in the booking path as non-refundable or advance purchase are not covered by the PDP. Additionally, Sandals Resorts, Beaches Resorts and Grand Pineapple Resorts become non-refundable on the 45th day prior to travel and will not be covered by PDP at that point. PDP does not apply to any changes or cancellations once travel has begun.
PDP does not apply to any changes or cancellations once travel has begun. PDP does not eliminate charges or cancellation fees for no shows. PDP is non-refundable in whole or part.
If one passenger purchases the PDP, it is mandatory for all other passengers (adults and children of any age) booked in the same package to purchase the PDP.
The PDP may only be purchased when the initial reservation is made and may not be added after any payment has been made in relation to the reservation.
PDP payments are non-refundable and non-transferrable.
CANCELLATIONS
A package is considered confirmed once payment is received and thereafter all penalties will apply if the package is changed or cancelled. All cancellations of packages booked directly with AAV must be phoned in to AAV at 800-321-2121 and are effective at the time of such call. Cancellations of a person or persons in a package that involve a change in hotel configuration or category (i.e. from double occupancy to single occupancy, from run-of-house to a suite) are subject to rates in effect at the time cancellation is made. Pre-Departure Protection will be available with some packages.
(a) All AAV Package Cancellations without Pre-Departure Protection (PDP).
Days cancelled prior to departure Penalty
15 days or more prior to departure $200 per person plus any non-refundable components.** Balance as credit in the form of an AAV certificate
14 days or less No refund
(b) All AAV package cancellations with Pre-Departure Protection (PDP).
Days cancelled prior to departure Benefits
Prior to scheduled departure* Full refund less the cost of PDP and any non-refundable components to original form of payment**
After departure No refund
*Cancellations for hotel packages (no air component) must be requested by 10:29 PM (Central Time) the day before check-in for PDP cancellation protection to be valid. After 10:29 PM the day before check-in, the full package becomes non-refundable.
** Sandals Resorts, Beaches Resorts and Grand Pineapple Resorts become non-refundable on the 45th day prior to travel, and at that point are not covered by PDP. Basic Economy Fares are not covered by PDP. In addition, non-refundable/advance purchase room categories and non-refundable activities, such as show tickets and theme park tickets, which are identified in the booking process, will remain non-refundable.
REFUND OF AIR TICKET PORTION WITHIN 24 HOURS OF PURCHASE
Within 24 hours of booking, you are allowed to cancel your refundable or non-refundable air ticket for a full refund (and no change fees and/or difference in fare) subject to the following rules:
For AA Vacations flight reservations, you must call 800-321-2121 within 24 hours of purchase to cancel the air ticket reservation and request a refund of the air ticket.
The reservation must have been booked at least 2 days before scheduled departure.
This policy does not apply to hotel or other non-air portions of the package. Standard cancellation policies will apply to all non-air components of the package.
Refunds are only issued for tickets booked on aavacations.com or with American Airlines Vacations Reservations.
CHANGES WITHOUT PRE-DEPARTURE PROTECTION
Changes for Basic Economy fare tickets are not allowed. All other changes or revisions made to existing reservations are subject to change fees that vary by dates of travel. Flight, date or hotel changes cannot be made 8 days or less prior to departure. Some packages or portions of packages are non-changeable. Certain name changes may be permitted without a fee. Changes in a package including, but not limited to, a change in origin, departure date, destination or hotel room category/configuration are subject to change fees in effect at the time changes are made. If changes involve a change in rate, payment will be required at the time of change.
All destinations:
9 days or more prior to travel start date – $50.00 per person plus third party fees plus change in package price.
8 days or less prior to travel start date- No changes
The standard change fee of $50 per person may be waived in the following circumstances:
Pre-Departure Protection was purchased with the package (see “Changes with Pre-Departure Protection)
A change that results in a higher price in the non-air components of the package
A purchased upgrade from Main Cabin to a premium cabin on all of the same flights originally purchased in the package.
A purchased upgrade from Main Cabin to Premium Economy, Business or First on all of the same flights originally purchased in the package.
AAV will not be liable to pay any compensation or damages if it cancels or in any way changes a trip or package as a result of unusual or unforeseeable circumstances beyond its control, the consequences of which could not have been avoided even with all due care. These include but are not limited to problems with transportation, acts of God, war or threat of war, civil strife, industrial disputes, natural disaster, weather, epidemic or terrorist threat or activity.
REFUNDS
Some packages and/or package components are non-refundable. The right to refund is limited if changes are made to travel plans, travel dates, hotels, hotel categories, hotel configurations, changes in origination or destination. Due to the nature of AAV packages, AAV is unable to provide separate refunds for flights associated with the package (i.e. any refund associated with the package must be processed for the package as a whole). No refunds will be issued or exchanges made for any missed or unused package features, package components or unused hotel nights. AAV is not responsible for free components provided by third party vendors. Free components have no cash value.
Requests for refunds, after travel has been completed, must be submitted in writing or email to AAV no later than 30 days after the departure date. Send requests for refunds to:
AA Vacations Refunds
1 Skyview Drive MD 8B-100
Fort Worth, TX 76155
All refunds are subject to conditions outlined above governing cancellations, changes and revisions, and are further subject to any such fees or other charges imposed by third party suppliers including, but not limited to, airlines, hotels, rental car companies or ground transportation companies. Acceptance of a refund constitutes a waiver by the customer of all rights and remedies under applicable laws other than the amount of the refund.
SPECIAL TRAVEL REQUESTS
Hotels, destinations, airlines and tourist facilities do not necessarily have the appropriate special services and equipment to accommodate persons with disabilities or special needs. Please advise AAV of any special requests at the time of booking by calling 800-321-2121 at least 15 days prior to travel. AAV will forward the requests to the appropriate vendors. Fees and charges for special services may apply. Special requests or services are treated as requests only and cannot be guaranteed by AAV.
DOMESTIC TRAVEL REQUIREMENTS
All travelers 18 years and older must show a government-issued photo ID at flight check-in. Hotel check-in restrictions may apply (most Las Vegas hotels require one guest to be at least 21 years old). Children 14 years and younger may not travel alone and must be accompanied by an adult 18 years and older on the same package.
PASSPORT REQUIREMENTS FOR INTERNATIONAL TRAVEL
All air and sea passengers need a passport to enter or re-enter the United States. This requirement applies to all U.S. citizens and includes children and infants. For more information and to obtain a passport, United States citizens can visit the State Department’s travel website www.travel.state.gov, or call the U.S. National Passport Information Center: 877-4USA-PPT; TTY/TDD: 888-874-7793.
Non-U.S. citizens should check entry requirements with the consular officials of the countries to be visited well in advance. It is your responsibility to obtain passports and visas, where required, from the appropriate embassy or nearest consulate of the country or countries being visited, including any connecting countries. Requirements vary by country and citizenship.
Additional foreign departure taxes, immigration and inspection fees may apply. Certain international air taxes may allow exemptions based on citizenship, age or residency which is subject to document verification. For more information, please go to Tax exemptions and refund information.
The passenger’s name on the ticket must match the name on the form of identification to be used, including middle initial. When making a reservation online, enter the name exactly as it appears on the form of identification. Children under 18 must provide a valid passport or an original or certified copy of a county or state issued birth certificate. A notarized letter of permission to carry the child outside U.S. boundaries is required from any legal parent/guardian not traveling with the child. For travel to/from Mexico, a separate notarized letter of permission in Spanish is also required. In cases of divorce or death of a parent, original custody papers verifying full custody to the traveling parent or an official death certificate eliminates the need for a notarized letter.
Married or divorced women traveling under names other than what appears on their travel documents must present a marriage certificate/license and/or divorce decree.
It is your responsibility to ensure that you have the correct documents needed for travel to any international destination, including the Caribbean, Latin America, and Europe. If you do not have the required documentation and identification for your destination, you will not be allowed to board the plane. For example, AAV is not responsible for any person who is unable to travel as a result of their failure to have a valid passport, and for non-U.S. citizen’s failure to have necessary travel documents.
RESPONSIBILITY
AAV is a tour operator and an independent contractor, which makes arrangements with third party independent vendors for all tour packages, services and accommodations including air transportation, hotels and other services. AAV is not an agent of the customer or of other parties providing travel-related services. AAV does not accept and expressly disclaims any liability for the actions or omissions of these independent vendors. Further, excursions or other tours that a customer of AAV or his travel party may choose to book or pay for while on their trip shall not create a contract with AAV, but rather the contract will be with the operator of the excursion or tour. AAV will not be responsible for the provision of such excursions or tours or for anything that happens during the course of its provision by the operator even if a member of the AAV staff accompanies the relevant excursion or tour.
All travel documents are issued subject to the terms and conditions specified by such vendors. Neither AAV nor any of its agents or employees shall be held liable for, and by accepting these documents customer waives any claim against all such parties for a) any loss of or damage to property or injury to any person caused by reason of a defect, negligence or other wrongful act or omission of or any failure of performance of any kind by any other transportation company, vendor or supplier or other damage caused by factors outside of AAV’s control; b) any inconvenience, loss of enjoyment, mental distress or other similar matter; c) any delayed departure, airline turbulence, transportation accidents or missed connections, substitutions of accommodations, termination of service or changes in fares and rates or other unforeseen circumstances; and d) any cancellation or double-booking of reservations, tickets or packages beyond the control of AAV.
In no event shall AAV be responsible for any amount other than the price paid by the customer for the tour or package. AAV reserves the right to accept, decline, retain or remove any person as a member of the tour package program or group at any time.
AAV’s liability will also be limited in accordance with any relevant international conventions in relation to the provision of travel or accommodation services which are hereby incorporated into and form part of every person’s agreement with AAV and AAV will be regarded as having all the benefit of any limitation of compensation or liability contained in any such conventions.
Each customer agrees that all disputes in any matters whatsoever arising under this Agreement in connection with the responsibility of AAV or any airline shall be construed and enforced in accordance with the laws of the State of Texas, and each customer consents to the courts of the state of Texas, USA, being the sole venue of any action related to this agreement, to the exclusion of the courts in any other state or country. Each customer waives its rights to a jury trial.
If you have any questions please call AAV at 800-321-2121.
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