General Information

COST: The price of the tour is based on projected costs as of August, 2018, and is subject to adjustment should there be a cost increase before tour departure.  The price includes all bus transportation, lodging, guided tours, entry fees to parks, a Grand Western Tour t-shirt, and the meals specifically mentioned in the brochure indicated as (B) Breakfast, (L) Lunch, and (D) Dinner.  Hotel room service charges are not included.

DEPOSIT: A $1,500.00 deposit must accompany a COMPLETED Application for Membership, including photo, Horseback Riding Waiver, and signature page of the Rules and Regulations.  This deposit is NON-REFUNDABLE.  The balance of the trip must be paid in full by January 10, 2019. If payment is not received when due, Winston-Salem Grand Western Tours, Inc., without any obligation or liability on its part, reserves the right in its sole discretion to resell the space applied for by the delinquent.

If for any reason a member cancels his or her application after final payment is made, no refunds of the final payment will be made. 

TRIP INSURANCE: Trip insurance is an option for those that may have questions regarding sickness or injuries before the trip leaves.  There are several websites online that will find the best options for you.  After a quick review, most range in the $250-500 range.  Try www.insuremytrip.com.

RULES AND REGULATIONS: The tour is to be supervised and our Rules and Regulations must be observed. The Rules and Regulations are part of these General Conditions. The Rules and Regulations must be read, agreed to, signed by the applicant and parents (or guardians), and returned.

CAMARADERIE: A Warm, Friendly Feeling
If there is one word that has characterized the essence of our Grand Western Tours for 52 years, the word is "camaraderie".  That spirit, we believe, can prevail only when basic general rules and "common sense" safety measures are observed and followed by each member of the tour.  It is with this in mind that we have developed the Rules and Regulations.  Again, we emphasize that you read them carefully before signing and returning them as indicated on the Application for Membership Form.

SMOKING: SMOKING WILL NOT BE PERMITTED ON THIS TRIP.
In many states, the purchase of tobacco products is illegal for persons under eighteen years of age. Some of the hotels do not permit smoking anywhere in the building. In most hotels, students will be on a non-smoking floor and disregard for this regulation will put the Tour in an unfortunate position with the hotels. Consideration and safety for other tour members are also major reasons to enforce this rule. Any members found smoking will be immediately excused from the trip and will be sent home.

TERMINATION POLICY: Winston-Salem Grand Western Tours, Inc., acting directly or through its Tour Director, reserves the right in its sole discretion to terminate the membership of any person on its tours who makes misrepresentations in the Application for Membership, or who violates breaches, disobeys and/or refuses to comply with the General Conditions or the Rules and Regulations.  In the event of such a termination, the tour member will be sent home, and the parent or guardian notified as soon as possible. The manner and means of transporting the tour member home and notification of the parent or guardian rest in the sole discretion of Winston-Salem Grand Western Tours, Inc., and/or its Tour Director, and the tour member and parent or guardian shall pay the additional expenses involved. There shall be no refund of any kind if the member is dismissed. If any tour member shall become ill, the foregoing shall also apply and the handling of the situation shall be in the sole discretion of Winston-Salem Grand Western Tours, Inc., and/or it’s Tour Director.

Winston-Salem Grand Western Tours, Inc., considers its staff to be acting in place of parents in looking after the welfare of the tour members. As such, for the safety and protection of all students, the staff members will have the authority to inspect the room, luggage and personal belongings of any tour member at any time there is reason for the staff to believe that the Rules and Regulations are being violated.

RESPONSIBILITY AND LIABILITY:  Winston-Salem Grand Western Tours, Inc. hereby gives notice that all tickets, coupons and orders issued by it and all arrangements for transportation or conveyance, for living or other accommodations or services, shall be made by it as agent upon the express condition that it shall not be liable for any injury, damage, loss, accident, delay or irregularity which may be occasioned either by reason of any defect in any vehicle, or through the acts, omissions, or defaults of any company or person engaged in conveying a tour member or in providing living accommodations or otherwise in connection therewith.  Winston-Salem Grand Western Tours, Inc. does not assume, but expressly disclaims, all responsibility and liability of any kind whatsoever for any injury, harm or damage of any kind whatsoever, incurred directly or indirectly, by any person as a result of, or in connection with, any travel, living or other accommodations or services that have been arranged for by it. Any and all damages, losses, or additional expenses caused by actions, omissions, defaults, delays, sickness, weather, strikes, wars, quarantine, or other causes shall be borne by the tour member and parent or guardian.

All tour members shall be responsible for their own acts of negligence, and they and parents or guardians agree to indemnify and save harmless Winston-Salem Grand Western Tours, Inc. from all claims against it (including the cost of defending any such claim) arising out of such tour member's negligent acts.

All tour itineraries and dates may be affected by alterations in transportation services, living or other accommodations, or by other causes (such as weather). The right is reserved to withdraw the tour and to make such alterations in the itineraries, transportation, living or other accommodations or services as may be found desirable for the convenience of the parties and the proper carrying out of the tour.

ACCEPTANCE OF APPLICATION: Winston-Salem Grand Western Tours, Inc will make final acceptance of the applicant.  Acceptance will be based upon age, congeniality of interests, and other pertinent factors.

MEDICAL CERTIFICATE:  Applicants must have a thorough medical examination after January 1, 2019. A Medical Examination Form, to be filled out by the physician, must be submitted before May 1, 2019.

ILLNESS/EXPENSES: If a tour member is taken ill, one of the tour staff members will stay behind and will obtain appropriate care and assistance as recommended by a physician until a parent or guardian arrives to assume their responsibility. All medical expenses and the expenses of the tour staff member while remaining behind, as well as expenses to rejoin the group, must be borne by the member or parents/guardians.

HEALTH INSURANCE: Each tour member should have a card in their possession bearing necessary insurance information, including his or her Social Security number, and the name and Social Security number of the policyholder.

GIFTS/SOUVENIRS: Due to the limited space on the bus, gifts, souvenirs, and other items that cannot fit in the tour member's suitcase should be mailed home upon purchase.

LUGGAGE AND PACKING SUGGESTIONS

LUGGAGE: Luggage must be limited to one suitcase no larger than 30” high, 20” wide, 12” deep, (NOT A DUFFEL BAG) that can be stacked underneath the bus and one backpack which will be provided by Winston-Salem Grand Western Tours. Other carry-on articles for inside the bus are pillow (covered with a bright and/or colored pillowcase that will stand out from the hotel bedding), a light blanket, and a light jacket. Everything else should be packed. NOTE: Weight of luggage is an important consideration. Each person is responsible for carrying his or her own luggage!! Do not bring luggage carrier or cart as there is no space for such equipment on the bus. Folding garment bags are not acceptable.

BAGGAGE INSURANCE: Baggage is "at owner's risk" throughout the tour. We are not responsible for the loss, theft or damage of a tour member's baggage or personal effects. For complete protection, we strongly recommend that you purchase baggage insurance as well as accident and health insurance.

PACKING SUGGESTIONS: The following list may assist you in packing:

Download the Suggested Packing List Here.

CLOTHING AND PERSONAL ITEMS SHOULD BE MARKED WITH STUDENT’S ASSIGNED NUMBER

MISCELLANEOUS ITEMS: Essentials: Toothbrush, toothpaste, wristwatch, waterproof laundry bag (may be a plastic pillow cover) for soiled clothes inside suitcase. Other: Sunglasses, plastic bag for wet swimsuit, camera, plastic bottles for shampoo and lotions, shaving kit; refillable water bottle; portable battery charger for cell phone. Laundry facilities will be available at several stops in intervals of seven to ten days. We suggest that wearing apparel be of machine washable, quick drying fabrics. You may bring your own laundry essentials or purchase at the laundry facilities. Do not pack laundry pods containing liquid. Note: Appropriate attire is required at all times. Suggestive or inadequate clothing is not acceptable. If a student appears to be wearing inappropriate clothing, he or she will be required to change clothes. This decision will be left to the tour staff member's discretion.

SPENDING MONEY: The tour provides many meals, as specified in the itinerary. The amount of money to take for other meals and for personal spending is left to individual discretion. Debit Cards, prepaid cards, or credit cards with an authorized user have been used on past tours.

ID CARD: An ID Card that includes their photo and signature is recommended for those students without a driver’s license.

Parents need to be available to us at all times in case of emergency.