This tour is sold entirely as a complete package — transatlantic air and land arrangements only. No partial tour arrangements can be sold. NO EXCEPTIONS.
NOTE: Trip prices do not include the cost of the flights to get to the gateway.
INTERNATIONAL AIR TRANSPORTATION: Round trip air from your gateway city to Rome, based upon prices indicated. In the event we do not have sufficient passengers from any of the mentioned Gateway Cities, Intropa will arrange reservations to the most logical and economical Gateway City. Varsity/Intropa reserves the right to add, delete, or combine Gateway Cities in order to accommodate tour members. If the change results in a price increase, the participant is responsible for the difference. There will be no deviations or extensions permitted on transatlantic air portions.
LAND TRANSPORTATION: Land transportation will be provided by deluxe motor coach throughout Rome for all transfers and sightseeing as specifically mentioned as included in the itinerary.
ACCOMMODATIONS: Accommodations will be provided at a 4-star hotel on a basis of 2 or 3 persons sharing a room, including private bath and/ or shower, telephone, and television. VARSITY SPIRIT LLC RESERVES THE RIGHT TO ASSIGN ROOM TYPES. Requests for adjacent rooms cannot be guaranteed. Tour participants/family may be required to share a bed. Spectators, and All-Americans may room together.
MEALS: Continental buffet breakfast and one other meal daily in Rome, which does not include coffee, tea, or soft drinks.
TOUR PERSONNEL: Groups will be escorted from each Gateway City beginning at the international airline gate by Varsity Spirit personnel. Participants will be accompanied back to the U.S. Gateway City. Escort service will end at the customs, immigration, and baggage claim area at the first point of entry into the U.S. or final gateway city they departed from.
SIGHTSEEING & ADMISSION FEES: A complete program of sightseeing is included in accordance with the itinerary as specifically mentioned as included. Admission fees during these excursions are included.
TIPPING AND TAXES FOR SCHEDULED ITINERARY ACTIVITIES: Tips are included as well as all hotel, local government, and international airline-related taxes and security charges, which are subject to change prior to ticketing. Varsity/Intropa is only the collection point for fuel surcharges, airline taxes, new airport/airline security charges, etc., and we must collect these on behalf of third party suppliers.
LUGGAGE: Each person is allowed one checked suitcase, each person may “carry on board” one piece of hand luggage, a purse or briefcase. Due to limited space on the motorcoach it is essential to adhere to these restrictions. Failure to comply will result in a $300.00 per piece excess baggage charge to be assessed by the airline. Please visit your airline’s website for current regulations.
UNIFORM: All-American pullover top, uniform top, commemorative Rome T-shirt, skirt for females or pants for males, and poms are included in the tour price. Uniforms will be sent to you approximately 15 days prior to departure by Varsity Spirit (not Intropa Tours). All traveling spectators will receive a commemorative T-shirt.
TOUR DOCUMENTS: Approximately 5 days prior to departure, you will receive a FedEx/UPS package from Varsity/Intropa containing travel documents with your final day-by-day itinerary, hotel address and phone number, complete flight schedules, departure instructions, name tag, and all flight tickets. We must have a physical address where someone is able to sign for these documents. You can have your package sent to your parent’s place of employment. All we need is a physical address, name of business and phone number.
THE COST OF YOUR TRIP DOES NOT INCLUDE:
Air transportation from your home to your assigned Gateway City, items of a personal nature, optional excursions, independent sightseeing, other than specified, meals other than specified, beverages with dinner, passport, or any other items insurance not mentioned as included. If you do not have a copy of your passport at the time you send your reservation form, we must have a copy by October 1, 2019.
Airline security charges, airline fuel charges and other surcharges or taxes levied after August 2018. Security charges and airfares have increased substantially due to ongoing world affairs and may continue to increase. Varsity Spirit LLC is only the collection point for fuel surcharges, new airport/ airline security charges, etc., currency exchange rate changes from contracted amount and we are required to collect these on behalf of third party suppliers before final tickets are issued. This will be in addition to the tour cost.
PASSPORTS: Each person MUST have a passport which is valid for at least 6 months after return from Rome. If you have a U.S. passport, you do not need a visa. A photocopy of the picture page must be sent to us and received in our office by October 1, 2019 in order for your trans-atlantic ticket to be issued. Failure to comply with this deadline will result in expulsion from the tour. NO EXCEPTIONS WILL BE MADE. If you do not have a U.S. passport, please apply for one at your post office or your local passport office IMMEDIATELY. Please send a copy of your passport application. If you hold a passport from a country other than the United States, please contact Intropa at 800.666.3838 to verify the need for obtaining a visa. You may scan and email a copy of your picture page to Molly Key, firstname.lastname@example.org or Geneva Smith, email@example.com.
TRAVEL INSURANCE: Cancel for any reason travel insurance is STRONGLY recommended. Please visit www.TripMate.com/wpF440i for information.
OUT-OF-POCKET EXPENSES: Each participant is responsible for lunch, phone calls, beverages with dinners, additional subway passes, and sightseeing and admission fees not specifically mentioned as included. We suggest $100.00 per day for “out-of-pocket” expenses. This is a guideline only!
Completed reservation form for EACH person and $900.00 per person deposit MUST BE RECEIVED IN THE VARSITY SPIRIT OFFICE on or before the following dates:
1ST PAYMENT: $900.00 due with completed reservation materials
- If you attended camp in June, deposit deadline is July 11, 2019
- If you attended camp in July, deposit deadline is August 8, 2019
- If you attended camp in August, deposit deadline is September 5, 2019
2ND PAYMENT: $1,500.00 due in the Varsity Spirit office by October 1, 2019
FINAL PAYMENT: Due in the Varsity Spirit office by November 1, 2019 (see Passport section for important info)
All payments must be received in the form of a credit card, check, cashier’s check, or money order. WE DO NOT ACCEPT WIRE TRANSFERS OR CASH. All insurance payments and the deposit payment of $900.00 per person must be received in the form of a credit card, personal check, cashier’s check or money order. We will accept the following credit cards (American Express, Discover, Mastercard, & Visa). Please do not email credit card information. You may email your registration form and then call 800.238.0286 for payment. Cancellation penalties will apply under the conditions of your signed contract. If payments are not received on the due dates, you will be removed from the tour.
PLEASE SEND PAYMENTS DIRECTLY TO:
Option 1: Download, print and complete all forms using blue or black ink, and return via mail to:
Varsity Spirit LLC Rome Tour
P.O. Box 752790
Varsity Spirit LLC Rome Tour
6745 Lenox Center Court #300
Memphis, TN 38115
Option 2: Download, print and complete all forms using blue or black ink, and return via fax to:
Attn: Varsity Spirit LLC Rome Tour
Option 3: Download, print and complete all forms using blue or black ink, and return via email:
Subject: Varsity Spirit LLC Rome Tour to JEBurnett@varsity.com (UDA, NDA, USA) or Chelsea Simoneaux, CSimoneaux@ varsity.com (UCA, NCA).
* Please do not email credit card information. You may email your registration form and then call 800.238.0286 for payment.
Registration will not be complete until payment is received.
After Varsity Spirit receives completed reservation form and deposit, we will send a receipt by mail and an Information Manual, which will answer many of your questions.
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Terms & Conditions
TOUR ORGANIZER: This tour is being organized exclusively for select participants (9th, 10th, 11th and 12th graders ONLY that are selected as All-Americans) or nominees of Universal Dance Association, National Dance Alliance, United Spirit Association and Varsity/Intropa Tours, divisions of Varsity Spirit LLC. Varsity/Intropa’s address is 12320 Barker Cypress, Ste. 600 #187, Cypress, TX 77429; Telephone 800/666-3838 or 713/772-4527. UDA’s address is: P.O. Box 752790, Memphis, TN 38175-2790; Telephone (UDA) 800/DANCEUDA (326-2383); Fax 800/969-8295. NDA’s address is: PO Box 660359 Dallas, TX 75266; Telephone 800/NCA-2WIN (622-2946). USA’s address is:
TOUR IS LIMITED in total participation number. If any part of the reservation form (other than roommate), medical waiver, rules of conduct or uniform sheet is not complete, it will be returned to you for completion prior to acceptance. The tour cost for All-Americans and spectators will be the same price. Parade organizers, Varsity/Intropa Tours, and UCA/NCA have arranged a SPECIAL PARADE PACKAGE for spectators in addition to all tour inclusions (see back over). There are limited single rooms available at a $600.00 supplement. The $600.00 supplement will be assessed to each spectator who does not have a roommate. We do not assign roommates to spectators. Varsity Spirit LLC does not accept spectators under the age of 25 years without an accompanying adult spectator. If you have NOT purchased the tour package, you may not room with a tour member.
SPECIAL FLIGHT ARRANGEMENTS TO YOUR GATEWAY CITY: Varsity Spirit LLC will make every effort to grant you the Gateway City of your choice. You WILL NOT be advised which gateway you have been assigned until after October 4, 2019, as we have a limited number of seats out of the gateways and first choice will be given to those who live in that Gateway City. Varsity Spirit LLC and Intropa reserve the right to combine gateways in the event of insufficient numbers out of a Gateway City or to accommodate the group more efficiently. Airfare from the airport nearest your hometown to your assigned Gateway City is NOT included and MUST be purchased through Varsity/Intropa Tours. The cost of your transportation from your home to your assigned Gateway City is your responsibility. Individuals who would like to use frequent flyer miles for travel to the assigned Gateway City may do so; however, scheduling must meet specific arrival/departure guidelines. Intropa has negotiated special discounted airfares from every city in the U.S. to the assigned for re-routing or re-booking your reservation. If there are any problems on departure day, Intropa can be of more service if we have booked your flight to your assigned Gateway City. Please contact Intropa Tours for specific information at 800-666-3838.
UNACCOMPANIED MINORS: Unaccompanied minors who are 14 years or under will be required to pay an unaccompanied minor fee in addition to the cost of the airline ticket. Please see the section entitled “Flight Arrangements to Your Gateway City” in this brochure for more details. NOTE: Seats are not guaranteed to traveling with another person(s) due to rule of group travel tickets.
Please be familiar with all cancellation dates. EXCEPTIONS CANNOT BE MADE. FOR CANCELLATIONS THAT ARE RECEIVED
• On or before October 1, 2019– $500 non-refundable penalty per person.
• From October 2 to November 5, 2019 — $1000 additional penalty per person. (Total penalty will be $1500 per person)
• After November 5, 2019 to departure – NO REFUND
• PLEASE NOTE: The above cancellation penalties do not include the $190.00 insurance premium. This premium is nonrefundable.
ALL CANCELLATIONS MUST BE IN WRITING AND RECEIVED IN THE VARSITY SPIRIT OFFICE ON OR BEFORE THE DATES INDICATED. VARSITY SPIRIT DOES NOT ACCEPT CANCELLATIONS BY PHONE!
Cancellations may be faxed to Varsity Spirit at 1-800-969-8295 or emailed to Jennifer Burnett, JEBurnett@varsity.com or Chelsea Simoneaux, CSimoneaux@varsity.com. It is your responsibility to call and confirm that your cancellation was received. Travel insurance information will be sent to you with the Information Manual. PLEASE NOTE: The above cancellation penalties do not include the $190.00 insurance premium. This premium is nonrefundable.
RESPONSIBILITY DISCLOSURE NOTICE: VARSITY/ INTROPA TOURS, UNIVERSAL DANCE ASSOCIATION, AND NATIONAL DANCE ALLIANCE, UNITED SPIRIT ASSOCIATION, divisions of VARSITY SPIRIT LLC, act only as an agent in connection with the tour offered herein and its liability is limited. The travel services including air transportation, carriage by land, hotel accommodations, restaurants, and related service are provided by independent third parties not under the control of VARSITY/INTROPA TOURS. Air transportation is provided by British Airways, Delta, American, United, Virgin Atlantic, and any other carriers. VARSITY/INTROPA TOURS shall NOT bear any liability to the passenger or any third party for any injury, damage, loss, accident, delay, or irregularity which may be occasioned either by reason or any defect, through the acts or defaults of any company or person engaged in conveying the passengers or in carrying out the arrangements of the tour and/or performance events, venues, etc. as a direct or indirect result of acts of God, dangers incident to fire, breakdown in machinery or equipment, acts of governments or other authorities, terrorism, civil disturbances, war, strikes, riots, theft, unhealthy conditions, pilferage, epidemics, quarantines, medical, or customs regulations, or from any other causes beyond the control of VARSITY/INTROPA TOURS.
VARSITY/INTROPA TOURS shall not be liable for any loss or damage or delay related to the travelers’ passports, visas, or other immigration documents required by the U.S. or any foreign government. It is the responsibility of each passenger to ensure that they are in possession of a valid passport, and any required visas for non-U.S. citizens. VARSITY/ INTROPA TOURS shall not be liable for any losses or additional expenses due to delay or changes in schedule or other causes. The right is reserved to decline, to accept, or to retain any tour passenger should such person’s health or general deportment impede the operation of the tour to the detriment of other passengers. No refunds for tour portions or unused services can be made unless agreed to prior to departure of the tour from the U.S.A. Your retention of tickets, reservations, or bookings after issuance shall constitute a consent to the above and agreement on your part to convey the contents herein to your traveling companions.
Payment of any deposit or final payment shall be deemed to constitute consent by each passenger to these terms. It is also recommended that each participant in this tour have his or her own attorney review this RESPONSIBILITY DISCLOSURE NOTICE before indicating his or her consent by signing the reservation form.
DELTA and/or other participating carriers are not to be held responsible for any act, omission, or event during the time passengers are not on board their carriers, or conveyance. The passage contract in use by the carrier concerned, when issued shall constitute the sole contract between the transportation companies and the purchaser and/or passenger of these tours. Participants agree that Universal Cheerleaders Association, National Cheerleaders Association, United Spirit Association, and Varsity/ Intropa Tours, divisions of Varsity Spirit LLC, are acting only as sponsors of this tour and they shall not be responsible for any losses that may be incurred by any participant in connection with this tour.
Varsity Spirit strongly suggests you purchase $190.00 travel/cancellation insurance.