Frequently Asked Questions about Kewl Tours
~ FAQs about Tours ~
What does a Kewl Tour Include?
Round Trip transportation in spacious, new model, luxury motorcoaches. (Day trips may be in downsized vehicle if rider-ship is small). All admissions to places of interest as outlined and printed in BOLD in the itinerary. All transportation for tours announced in the itinerary such as train rides, boat cruises, bus tours etc. Baggage Handling and tips for included meals when applicable. Meals as indicated in parenthesis on itinerary.
What does "double", "triple", "quad", "single" in your pricing mean?
All lodging on overnight trips; double price is based on two persons to a room.
Where is the departure point for Motorcoach trips?
For Motorcoach Vacations and One-Day Get-A-Ways, Frederick and Hagerstown, MD are the primary departure points for all trips. Additional pick-ups can be arranged at Martinsburg, WV; Leesburg, VA; and Ellicott City, MD, Thurmont MD, Mount Airy MD.
What if I don't live in the area?
Transportation to and from departure points for Motorcoach Vacations can be arranged by calling our office direct at 301-898-8628 or 1-866-kewlbus or email kewlcs(at)kewlinc.com.
What about departures for Package Tours?
Transportation to and from gateways for package tours can be arranged for ALL CUSTOMERS by contacting our office. Our packages have Gateways nationwide. Contact our office direct at 301-898-8628 or 1-866-kewlbus or email kewlcs(at)kewlinc.com.
Tell me about your Motor Coach Operators?
Our drivers are handpicked professionals, chosen for their experience, safety record, congeniality and true concern for the welfare of our passengers. The tour escort and driver cooperate fully to assure you of a relaxing, restful travel experience. Your enjoyment, comfort and safety are their first concern.
Are trips escorted?
Each tour, except casino and shopping trips, is escorted by a congenial, highly trained Tour Manager. They are knowledgeable, courteous, eager to see to your comfort while aboard the motor coach and anxious to help you enjoy your travels. Any special needs should be brought to the attention of the tour Manager.
How are motorcoaches equipped for my comfort?
All coaches are equipped with restroom, A/C, adjustable seats, DVD & Monitors, PA systems and panoramic windows. When necessary, some pickups and returns may be made via one of our shuttles.
How is Luggage handled?
All tote bags, train cases or dress carry totes are considered hand luggage and are to be carried on board the motor coach by each passenger. Your luggage service is limited to one large suitcase per person. Although every effort is made to handle the luggage as carefully as possible, we cannot assume liability or accept claims for loss or damage due to breakage, theft, hotel or carrier handling, fair wear and tear, etc. If you wish, baggage insurance can be obtained through your homeowner’s policy or through optional travel insurance. All Baggage, hand carry or stowed, is subject to random inspection prior to boarding coach.
What should I wear? Is there a dress code?
The wise traveler travels light. Most of our tours require casual dress and comfortable shoes. Always carry a sweater or light jacket and pack your swimsuit. Any special or unusual clothing needs will be designated in your final tour instructions.
Do I have a reserved seat?
We do not rotate seating. We will secure seats on a first come fully paid basis. You may choose any available seat at that time. When you choose your tour and make your payment in full, you will then have a secure seat. Travel Club members may reserve any seat they choose upon request.
Can I request a front seat?
Front seats are reserved for physically challenged passengers by Federal Regulation. If you have physical limitations, you may request those seats. All seats are assigned on a first come/first served basis and are only guaranteed at time of reservation, when reservation is fully paid.
What happens when a tour must be cancelled?
The cost of each tour on our schedule is based on the assumption that a specified minimum number of persons will participate. (You can help us avoid cancellations by making your reservations and encouraging your traveling friends to make their reservations early.) Thirty days before departure, we check the reservation lists to see if that required number has signed up. If the list is reasonably close, we run the tour. Occasionally, only a few reservations have been received, and a decision to cancel the tour must be made. We then notify everyone who has made reservations and refund their money in full within 30 business days of cancellation. We hate to cancel a tour. Before it is offered in our schedule, we spend countless hours writing itineraries, making lodging reservations, contacting attractions, etc. All of these efforts are lost if the tour cancels.
What causes itinerary variations, and how are they handled?
Tours are planned a year or more in advance. Between planning time and the actual tour operation, Kewl Tours constantly strives to improve each itinerary to your advantage, convenience, and enjoyment. If improvements can be made or unforeseen conditions beyond our control deem necessary, we reserve the right to vary itineraries and substitute facilities equivalent or of better value. During local or national holidays and Sundays, certain features such as museums, sightseeing tours and shopping may be limited or unavailable. In such instances, whenever possible, itinerary adjustments and substitutions are made to minimize inconvenience. Itineraries are subject to change and may run in reverse order or changed to accommodate venues.
What is Kewl Tours refund policy?
A cancellation notice must be received 60 or more days prior to departure date for ALL of our tours in order to receive a refund, except if trip cancellation insurance is purchased. Only recoverable portions of qualified cancellations are refundable. See below. All refunds will be subject to a $10 processing fee per seat if cancellation is received 45 or more days from the date of departure Trip cancellation insurance is highly recommended BUT only recoverable portions of qualified cancellations are refundable. This would include Broadway shows, sporting events, concerts, or other special ticketed events for admission in which Kewl must purchase in advance. The recoverable portion can be recovered ONLY IF the ticket is RESOLD! In order to resell the ticket, trip must be SOLD OUT. We will try our best to resell the ticket for you. NO SHOW on day of departure = NO REFUND! Refunds are not given on tours for attractions, meals, etc., for which individuals do not participate while on the tour.
Groups of ten or more traveling together may not cancel; however, you may replace one or more people up to 48 hours before departure. Refunds have a minimum processing fee of $10.00 pp. 100% of qualified refunds may be applied to another trip of the same type only. Scroll to the bottom of the page and click on "Terms of Service" to read the details.
What happens if I cannot go on the day of the trip?
Trip cancellation insurance and or cancellation waivers are highly recommended and will provide 100% refund for covered conditions. EXCEPT ticketed events as outlined above. Please contact our office for details.
What about Casino Line Runs? If I miss the bus, can I reschedule?
Casino Line Runs (single day trips) may be rescheduled up until 48hrs prior to departure with a $10 fee. The reschedule date must be within 30 days, when available, of original trip date and may only be rescheduled one time. After one reschedule, no refund will be issued.
What are the deposit requirements?
For single day tours, the deposit amount required is $25.00 or the cost of the trip, whichever is specified. Overnight tours, the deposit amount is $50.00. Multi-day tours, the deposit amount required is $200.00. A second deposit of $100.00 or 10% of the tour cost is due 90 days prior to trip. Forty-five (45) days prior to trip, full balance is due. Some tours that have non-refundable deposit requirements will require payment in full as the deposit, ask for details.
Am I price protected?
Fully paid reservations are price protected; all others are subject to price increases and surcharges, due to increased costs.
What is your policy on smoking? No Smoking Policy:
Smoking is NOT permitted on any Kewl Motor Coach out of courtesy to your fellow passengers and your driver. Rest stops are made every 2-3 hours to give those who smoke ample opportunity to do so. We strictly enforce this policy on our coaches.
Can I request a smoking room?
Smoking rooms are subject to availability on any overnight trip and are not guaranteed. Customers should not smoke in non-smoking rooms; customers who do so are responsible for any hotel fees where they have done so. Kewl is not responsible for customer’s fees.
May I bring a personal cooler and beverages?
Yes, a personal cooler that fits under the seat may be brought with you. No coolers should be placed in the overhead compartments of the coach. NO Alcoholic beverages are permitted on a Kewl Tour, and, Federal regulations FORBID glass containers in the passenger compartment of a motor coach.
Who is responsible for losses and delays?
Kewl acts only as agent for the passenger and, therefore, will accept no responsibility for any delays, delayed departure or arrival, loss, damage or injury to person or property. Again, we highly recommend travel protection insurance.
Do I have insurance for this trip?
You are fully insured while on the motor coach as required by law. It is understood that the carrier assumes no liability for accidents, damages, losses or nonperformance of service on the part of any establishment referred to in connection with the tour. Carrier’s responsibility is limited to the actual transportation services offered in connection with the tour. Additional insurance for off-bus coverage is available on request.
What is Travel Insurance?
We strongly suggest you inquire about this insurance when booking any multi-day tour with us. The cost of the insurance is based on the cost per person of the tour. It insures against delay of travel, luggage, cancellation due to inclement weather, health concerns for you or your immediate family members and more. Please ask for information about this coverage if you have any concerns. Click on Buy Travel Insurance on the left for more information.
What Proof of Citizenship do I need to travel internationally?
A passport or passport card is now required to enter Canada or Mexico. You must have a valid passport to enter the United States by motorcoach. It is the best form of identification. A Drivers License is not sufficient. Non-US Citizens must have their passport AND visa or alien card, which permits entry into Canada.
What is not included in Tours?
• Optional tours, meals, transportation and any admission not outlined in the tour description.
• Incidentals such as telephone calls, room service, etc., at places of lodging.
• Tips to local tour guides, chambermaids and items of personal nature.
• Gratuity for Driver and/or escort. This should reflect the quality of service given.
Are Tips included?
Not all tips are included. Tips to local tour guides, chambermaids, driver and escort/Tour Manager are not included and should reflect the quality of service given. Tips for scheduled meals, and baggage handling ARE included.
~ FAQ about Charters ~
How many seats are on your charter buses?
Coaches range in size up to 56 seats depending on the model. Handicap accessible coaches have reduced seating capacity, based on the number of wheelchair locations used. Please call us at 301.898.8628 to address your specific accessibility needs.
Do your coaches come equipped with video players?
Yes, all of our coaches come equipped with DVD/CD combo players, or VHS players.
How new are your coaches?
We are continuously updating to maintain the newest and best for what is the YOUNGEST & BEST MAINTAINED fleet in more than a 50 mile radius.
What kind of coaches do you have?
By far, the majority of our fleet is the Large Over The Road Touring Coach. Prevost H3-45 models, built by Volvo, and Setra S-417, built by Mercedes Benz, that seat up to 56 passengers. These coaches represent the industry’s leading edge in quality, design, and passenger comfort.
Is there room to store luggage and other items?
Yes. Our charter coaches have luggage bays, capable of storing luggage for the number of passengers the coach was built for with overhead package storage for small carry on items and local purchases on all models. All coaches, regardless of size, are those built with the largest luggage capacity in the industry.
How do I go about booking a coach for my group?
Step one: Call our charter department or request a quote online, and check that the date you would like is available. Assuming it is, we’ll give you a price and take some information from you.
Step two: You will receive a "quote” from us either by email or phone, whichever you request. This has the details of your trip that you provided, and the rate for the charter. (Please carefully check it to make sure it has all the correct details, because unless you advise us otherwise, this will be the information we will use to operate your trip). A quote does not hold your date.
Step three: Once you have accepted the quote, a confirmation/contract will be sent to you by email, fax or mail. Sign and return by fax or accept electronically by emailing an acknowledgement of your desire to confirm, or mail by USPS. A deposit is required to hold the date(s). A date will be held with the signed and/or confirmed contract for seven (7) days pending receipt of your deposit. We do not hold dates without contract and deposit for any trip less than 45 days hence or any dates during peak season. If you do not send a deposit, the contract is automatically cancelled. Please include your confirmation/contract number on all correspondence and written on all payments to assure it is properly credited.
Step four: Upon receipt of your deposit, we will hold your date. Please refer to the contract number when sending in your check.
When is the final payment due?
The balance due date is noted on your contract. Your final payment is due 45 days prior to your scheduled departure date unless otherwise agreed to in writing. Charters not paid in full when due may be subject to cancellation and deposits forfeited. Please contact our office immediately for any changes.
What types of payment do you accept?
We accept organization or personal checks for deposit and final payments, only if the date of the trip is at least one month later than the date of receipt. For your final payment, if the trip is less than 30 days prior to departure, we accept wire transfers, certified checks and bank treasurer checks that can be verified by our bank.
Do you accept credit cards?
Yes. We accept Visa, MasterCard, and Discover for both deposits and final payments. These credit cards will be accepted for payment of deposit or charter balance with a 3% order processing charge. Ask one of our reservation agents at the time of booking if you wish to take advantage of this service. Please be advised that we require photo ID, copies of the front and back of the credit card and a credit card authorization form to be signed. There is a $3 processing fee on all credit card orders.
What are your terms and conditions?
Please click on the Terms of Service at the bottom of each page for the complete Terms of Service.