Terms and Conditions


(Please read carefully before signing up for a tour, your reservation constitutes acceptance of our policies.)

Koinonia Travels and Tours’ purpose is to strive to create unique, carefree, extraordinary travel experiences with lasting memories for individuals and groups while offering unsurpassed value and exceptional quality with personalized service. We desire to be the best travel professionals and providers in the travel industry. The following polices and guidelines are designed to help us accomplish our purpose.

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All tours are arranged and operated by Koinonia Travels and Tours (KTT). (LLC.) KTT acts only as your agent in arranging and sponsoring the various accommodations that are made available, and assumes no responsibility nor liability in connection with the services rendered by any vessel, carriage or other conveyance, excursions, sightseeing events, restaurants, hotels or motels or any other accommodation, event or equipment used in the performance of the tour. KTT assumes no responsibility for any delay, accident, failure or sickness incurred while using any leased services.

KTT reserves the right to make changes in the itinerary or tour arrangements at any time, due to emergency or otherwise unknown situations. If KTT cancels a tour, it shall have no responsibility to participants beyond the refund of the monies paid to KTT by the participants. In case of events beyond our control, including but not limited to strikes, lockouts, revolts, wars, natural disasters, fires, closures of airports or hotels, or technical problems of transport, which force us to cancel the tour you have booked, you will be entitled to a full refund minus reasonable expenses for services performed. In any of the above cases, KTT shall not be under any other obligation of liability to participants. We reserve the right to accept or decline any person as a member of any tour at anytime.

Group Courtesies:

Group travel can be a wonderful alternative to individual travel. It offers tremendous savings and many opportunities to create lasting friendships and memories. Group travel is different than individual travel and it takes cooperation from everyone in the group to make a great tour. We ask everyone to be kind and courteous and keep on schedule. Our goal is to help you have some free time on every tour so you can enjoy some of the benefits of being independent. We have designed a set of “Rules for the Road” that we ask everyone to follow in order to assure an enjoyable trip for all travelers. While traveling, we ask that you listen carefully to the escort and driver for daily instructions. They have your best interest in mind at all times. Flexibility is a key to a more enjoyable tour. We ask that everyone be able to keep up with the group. We reserve the right to refuse or discharge anyone we feel would be disruptive to the trip or harmful to themselves or others. Absolutely no smoking, tobacco products, alcoholic beverages, or profanity while traveling on the motor coach or other group activity. Special Request: Please share any special request that you have when making your reservation. We will do anything within our power to honor the request but it will not be guaranteed. We work with independent contractors and vendors. Some request are not honored at every establishment that we patronize. Be aware that arrival times, departure times, breaks times and meal times can change. Always check with our office and your tour escort to verify the times in order to avoid possible conflicts.

Tour Cost Includes:

A trip with KTT includes all transportation, hotel or motel accommodations, tours, local guides, entry and admission fees, tour director, all sightseeing, bellmen and dining room tips for meals included in the itinerary, and porterage for one large suitcase per person. Prices are based on double occupancy. All tour prices are based on rates known at the time of printing and expected to be in effect at the time of departure. They are subject to increase without notice, if such rates change prior to departure. KTT reserves the right to pass on unforeseen additional charges.

Tour Cost Does Not Include:

Meals and tips other than those specified in the itinerary, maids, waitresses, valet and laundry service, phone calls, room service, alcoholic beverages and items of personal nature. Gratuities for cruises, local guides and Tour Director and Driver are not included. Any gratuities are strictly voluntary and should be done on an individual basis, not as a group. We recommend you tip your driver and escort separately. This also applies to any step on guides. The rule of thumb is $2 per day. The amount is totally up to the individual traveler and should be based on the performance and the spirit in which they served.


How far in advance do I need to make a reservation? We suggest that reservations be made as soon as your vacation schedule is known. Many people wait too long and are disappointed that the date they want has been sold out. Most festival tours have only limited departures and are sold out long in advance. We feel that you do yourself and KTT an immense favor by making your reservations as soon as possible. How do I make a reservation? 1) Select the KTT tour of your choice and the date that is most convenient for you. 2) Call our local number or our Toll-Free number and confirm your reservation. 3) Complete the reservation form available on-line or we can mail or fax you one. Mail competed reservation form along with your deposit check, made payable to KTT, within 10 days of making your reservation. Your seat will be confirmed and guaranteed once we receive your deposit and reservation form. Phone reservations will be held for 10 days.

Required Deposits – Final Payments:

Deposits are due within 10 days after making your reservation. Separate checks should be sent for each tour booked. Please DO NOT send cash in the mail.

  • Day trips and tours less than $150………..Full Payment
  • Tours priced from $150-$999…………….$250 Deposit
  • Tours priced over $1000………………….$500 Deposit

Final payment for all motor coach tours is due no later than 30 days prior to departure. Please mark your calendar with the due date. Balance/final payment is due within five days of receipt of itinerary and balance statement.

International Tours require a $650 Deposit and final payment is due 75-90 days prior to departure.

Deposits and final payment for all tours that involve air travel may change due to airline policies. Final payment on all tours that involve air travel are due 45 days from departure unless otherwise notified.

Cruises require final payment 45-90 days prior to departure. Please be aware that each Cruise Line’s cancellation polices, deposit refunds and cancellation guidelines vary and we must follow each one’s policies.


Each person making a reservation is responsible for finding their own roommate. When confirming your reservation for a tour, you should inform us if you have a roommate. KTT’s policy does not permit adults of the opposite sex, who are not married or related, to room together on a tour. Persons making a reservation without a designated roommate will be billed at the single rate. If either you or KTT finds an acceptable person to share room costs, the cost of the tour will be reduced to the double rate and monies, if due, will be refunded to you. If a single room is assigned because your roommate cancels (even at the last moment or while on tour), we must, of necessity, charge you the additional cost since the hotels make no allowances. If you prefer to have the privacy of your own room, you may do so for an additional charge as noted in our single price. The single rate applies to rooms only and does not include two seats on the motor coach.

Room Classifications:

  • Single – One Person – One Bed
  • Double – Two People – Two Beds
  • Triple – Three people – Two Beds
  • Quadruple – Four People – Two Beds

Luggage / Baggage:

How much luggage may I bring? For your convenience and to expedite movement, each tour participant is allowed one (1) large suitcase, not to exceed 22x10x30 in size and not to exceed 50 lbs. in weight. Due to limited luggage storage space, the driver may refuse to accept any luggage that exceeds the specified size or weight limitations. Your large piece of luggage will be taken care of for you. It will be taken to your room each evening and picked up each morning. In addition, an overnight case or similar small bag, that you handle or carry-on yourself, is allowed. This carry-on piece of luggage must be able to be stored in the overhead compartment or fit under your seat, and remain in your possession while traveling. Due to limited space, absolutely no hanging bags can be accepted. Although every precaution will be taken to protect your belongings, KTT cannot accept responsibility for loss or damage to baggage or belongings. We strongly encourage you to insure your baggage before leaving home. Please do not carry any firearms or mace onto a KTT motor coach tour.

Airline baggage: Each airline has their own specific guidelines for luggage. Please check with the airline or visit our link for complete information. Many airlines are now charging for baggage and excess weight fees. These fees and any additional charges are not included in your tour cost and becomes the traveler’s responsibility.


How should I dress? We suggest that you travel as light as possible. Casual attire in wash and wear fabrics travel best. Slacks are very acceptable for ladies and sport shirts for gentlemen. Dress-up clothes are necessary only for shows or specific occasions listed in the itinerary. Easy walking shoes are a must and don’t forget your umbrella or raincoat in case of showers. You should always take a sweater or jacket to use in the motor coach. Please visit our section on packing tips and suggestions.


If you are taking prescription drugs, be sure to take enough to last the duration of the tour. Sometimes it is very difficult to get a prescription refilled while enroute. We highly recommend that you carry all medications in your purse, pocket, or in your personal carry-on, not in your suitcase. It would be wise to have in your possession a list of all medications you are currently taking in case of an emergency. The coaches are not equipped to store medicates that need refrigeration.

Physical Disabilities:

Any disability requiring special attention or treatment or hotel accommodations should be reported to KTT when the reservation is made. We will request but cannot guarantee a handicapped room. Some of our tours include attractions at high elevations, please consult your physician about possible health effects. We must know in advance if you have a disability that prevents your independence. You must be accompanied by a travel companion that will assume full responsibility for your care and mobility.

Deluxe Motor Coaches:

KTT uses only the most modern deluxe motor coaches available. They are climate-controlled, have comfortable reclining seats, foot rests, overhead storage racks, restrooms, public address systems, and large viewing windows. All coaches have drinking water available as needed and all of our motor coaches have video systems for your added tour pleasure. We try at all times to take the most popular and scenic routes so that travel itself becomes an enjoyable part of your vacation. There is never any straight or overnight traveling.

Seat Rotations:

In order that everyone can enjoy a variety of views and have exposure to meeting other people on the tours, we rotate seats daily in clockwise direction on all multiple day trips. One of the front seats is reserved for the Tour Director and will not rotate. In order not to show partiality among passengers, there can be no exceptions to our seating plan.

Comprehensive Itineraries:

KTT researches and plans each itinerary to include the “must see” sights of a given area as well as the little known, off-the-beaten path places that become the most memorable part of your experience. We try to insure that your have an exciting, fun, educational, and the most comprehensive and enjoyable travel experience you’ve ever had! KTT reserves the right to change or modify the itinerary in order to provide a smooth operation and insure a successful tour. Should an event become unavailable during the year, we will substitute one of equal or better values. Occasionally an attraction will be changed for the sole purpose of improving the tour.

Fully Escorted:

KTT employs a trained professional Tour Director to stay with you throughout your tour. He/she will handle all the details that make for worry-free traveling every day. Your Tour Director will point our points of interest, keep you informed on the history of each area, share in a joke, a song, or a game and make your ride on board the coach a pleasant experience.

Devotion / Inspiration:

We begin each morning of our tour with a prayer. Whenever we are unable to attend church on a Sunday, the Tour Director will conduct a short, non-denominational devotion on board the coach while in transit.

Proof of Citizenship:
Photo ID is necessary on any trip. We suggest you get a valid passport if you plan to do a lot of traveling. Passports are needed for all travel outside the United States. Contact the Post Office or go online towww.travel.state.gov for requirements. Some foreign countries require Visas and we will notify you and give you the information on how to attain them.

Waiting Lists:

We take waiting lists on all tours, since we do have frequent cancellations. If the tour you request is filled, then we recommend that you sign up as a stand-by. You will then be placed on our waiting list and as soon as a vacancy occurs, you will be automatically placed and notified that you are confirmed on the tour. All vacancies will be filled from the waiting list in the date order in which they were received.

Quality Accommodations:

Hotels are selected and continually monitored for their location, comfort, hospitality and style. Careful planning, research and experience are woven into the choice of each hotel. We maintain tight quality control on all our lodging accommodations so that your overnight stays will be an enjoyable part of your tour. As a rule, we request non-smoking rooms but due to hotel availability, we cannot guarantee the hotel will honor these requests.

Cancellation Policy:

We at KTT understand that at times, due to uncontrollable circumstances, it may become necessary for you to cancel a tour. In the event that cancellation does become necessary, the following policy will apply:

KTT will have to charge any non-recoverable expenditures made on behalf of the participant at the time of cancellation. These costs would be for tickets, meals, hotels, etc. Hotels require a rooming list and payment 45 to 30 days prior to arrival and show tickets are often purchased 60 days in advance. Many times these monies are totally non-recoverable. In addition to any non-recoverable expenditure, there will be a $25 handling fee withheld on all cancellations regardless of the reason to cover the cost of postage, processing, faxes, and telephone expenses. Cancellations made less than 14 days prior to tour departure will be subject to the entire cost of the tour, if a replacement cannot be found. Once the tour departs, no refunds will be made. Refunds are not given for any meals or attractions, etc, in which the traveler does not participate while on tour.

Refund checks will be processed at the end of each month. Please allow sufficient time after the tour returns to audit all hotel and attraction charges. At that time, we will make every effort to return any monies if possible. If you have not received your refund 30 days from the return date of the tour, please call the office. Refund of monies paid on airline, cruise or train tours will be made in accordance with the policy of the specific conveyance. No refunds will be made for cancellations or other service interruptions due to the weather or other factors beyond KTT control. Cancellation fees are determined by our suppliers and are incurred 45-95 days prior to tour departure. We strongly recommend the purchase of trip cancellation and interruption insurance.

Trip Cancellation and Interruption Insurance:

Travel insurance is highly recommended for all tours including air travel, cruises, international tours, rail and motor coach tours. Why buy travel insurance? Protection and peace of mind! Cancellations can result in costly penalties. Unforeseen accidents, illnesses, and medical emergencies can happen while traveling. Plus, if you lose your luggage, miss a flight connection, and or experience delays, not only can it be frustrating, but costly. You can be covered with travel insurance. KTT works with exceptional reputable, customer focused companies that have proven backgrounds. Please call and we will be happy to help assist you with the coverage. It’s very important that you understand the guidelines, schedule of benefits, limitations and type of coverage needed. Pre-Existing conditions may apply but there are some exclusions. Any coverage purchased is an agreement between the traveler/customer and the insurance company. All conditions of coverage are dependant upon polices when you purchase the insurance and the restrictions and limitations imposed by the insurance company.

Information Profiles:

Every traveler is required to complete an information profile and return it to the office before the departure date of the tour. Information profiles provide the necessary information needed in case of illness or emergency while traveling. The information provided will help us be better prepared to serve and help you. The information provided is contact numbers for family, list of medications, current health problems, doctor and pharmacist numbers, etc. The information profiles are available online and at our office.