HET Registration and Pre-Trip Questionnaire
–Please fill in all requested information. Data will not be saved until you sign.–A PDF is enclosed if you prefer to fill it out and mail it.*=required
Tour Name *:
Date Tour Begins (OK to guess if not 100% sure):
Name I go by *:
Address (include Unit#, City, State) *:
Day Phone *: *Evening Phone *:
Personal Email *:
Date of Birth*
Your Height (ft. in.): Your Weight (lbs):
Please be advised that many countries require passports to be valid for at least 6 months after the tour!
Name as it appears on your passport:
Passport # :
Date of Passport Expiration:
Company Emergency Phone: (If available, give non-toll-free number)
Emergency Contact (This person should not be traveling on this trip with you.)
Relationship To You *:
Phone # *:
Leaving these fields blank signifies you pick none
Dietary restrictions We make every effort to accommodate your dietary needs. Please take a moment to tell us of any restrictions (food allergies / gluten free / no red meat / vegetarian / vegan, etc.). If vegetarian, please make sure to tell us about eggs, dairy, and seafood.
Special Concerns / Allergies:
Medications You Are Taking:
Medical Conditions (or other factors) You’d Like Us To Know:
Do you have any special requests or special occasions that you would like assistance with, during this trip?
Please make sure that you understand the Activity Level expected for this tour (to be found online- hetravel.com – or call for details)
Please answer the following if it is applicable to your trip:
HIKING: What is the farthest you have ever hiked in a day? The longest within the past year?
BIKING: What is the farthest you have ever bicycled in a day? The longest within the past year?
DIVING: If you are on a dive tour, what is your level of certification?
Rooming Preferences *
If you are traveling with someone, please fill in the following:
I will be traveling with:
And We Prefer:
Cancellation & Interruption Insurance
Hanns Ebensten Travel, Inc. (HE Travel) provides complimentary Medical & Evacuation Insurance for every US Resident on our group tours who does not have other coverage. You can be comfortable knowing that, should a medical emergency arise – even overseas – our insurance partner will take care of your medical needs and arrange to get you home safely. We strongly recommend the purchase of additional Trip Cancellation & Interruption Insurance. Unforeseen events can cause travel delays and even force you to cancel your trip, leaving you to pay in full for a vacation you cannot enjoy. Travel insurance is a simple way to protect your investment (sometimes many thousands of dollars for a deluxe tour and airfare). If you choose to decline this valuable protection, you are assuming any financial loss associated with your travel arrangements, as per the cancellation policy as stated in this agreement.
Travel To and From the Destination:
Details and Terms Reservations: To reserve by phone, call and we’ll hold your spot for up to 10 days without a deposit. Once you’ve received your reservation paperwork, simply complete it and return it within 10 days to secure your spot.
Payment schedule: Your non-refundable deposit, combined with your paperwork, will secure your reservation until 90 days prior to departure, when final payment is due for most tours. We reserve the right to cancel any reservation and consider any monies held as forfeited, if the balance is not received by that date or if the reservation paperwork is not completed and returned within 10 days after your initial reservation. Re-instatement of any cancelled reservation is dependent upon space availability and incurs a $50.00 fee. We prefer payment by check but for some tours we can also accept credit cards.
Eligibility, participation, and behavior: Trip participants must be at least 21 years of age and in good health. Our waiver (below) must be signed before an application is accepted; on some trips, you will also need to sign a waiver with our local outfitters. Your application and reservation may not be transferred to another person. Participants agree to respect the laws and customs of the regions in which we travel. A participant may be asked to leave a trip if our guide feels that the person’s continuing participation may prove detrimental to that individual, or to the safety, well-being, or enjoyment of others. In this event no refund will be given for any unused services.
Client Cancellations and Refunds
If you must cancel a reservation, regardless of the reason, these policies apply:
Cancellations must be received in writing or by e-mail. When you cancel 90 or more days before a trip starts: o HE Travel will hold the full amount of your Trip Deposit as a non-refundable, non-expiring credit toward future tours taken with HE Travel. o HE Travel will refund the remainder that you have paid beyond the Trip Deposit. When you cancel 30 to 89 days before the trip starts there is no refund. You may be issued a credit as follows. o If you have already Paid in Full: HE Travel will issue a non-expiring credit for the amount of the Trip Deposit. HE Travel will issue a Trip Credit for 50% of the remaining amount paid beyond the Trip Deposit. This Trip Credit will expire if it has not been applied to a new reservation within 18 months of issue. o If you have not already Paid in Full, HE Travel will issue a non-expiring credit for the amount of the Trip Deposit only. Within 30 days before the trip starts or for a No-show, there is no refund and no credit. There is no tour credit or refund for participants who join a trip late or depart early. There is no tour credit or refund if you receive insurance reimbursement. “Trip Deposit” is defined as the minimum amount required to reserve your space. “Paid in Full” is defined as the total of trip cost plus options. We do not provide refunds or credits for items and services that are not a part of the tour costs (such as most airfare or independent travel).
We strongly recommend purchasing trip cancellation and interruption insurance. We are happy to help US Residents purchase a policy through our preferred carrier, or you are welcome to purchase independently. Please contact us if you would like assistance purchasing cancellation insurance.
Exchange Fee: There is a $100.00 Exchange Fee to change a reservation to a new HE Travel itinerary or departure date if done more than 60 days before a scheduled departure. If changed within 59 days, all cancellation fees apply. *Note: exchanges are not available for cruises and other tours with special terms and conditions.
Tour Cancellations and Changes: We reserve the right to alter trip itineraries without notice due to road, weather, or other considerations. If we cancel a tour due to low enrollment, we will offer other alternatives or give you a full refund. If we cancel a trip due to a natural disaster, political unrest, or other events beyond our reasonable control, we will refund your payments in full. This shall constitute full settlement. We are not responsible for additional expenses such as nonrefundable air tickets. HE Travel reserves the right to accept or refuse any person as a member of the trip at any time.
Lodging: Prices are per person, in a shared room, except as otherwise noted. If you sign up at least 60 days before departure and want the double-occupancy rate, we’ll either match you with a roommate, or give you a room by yourself at no extra charge. Those who want to room alone may do so by paying the single supplement. In some cases, the second bed in a room will be a rollaway, sofa bed, or airbed. Shared rooms are designated as non-smoking. We search out places that are comfortable and that capture some elements of whatever is special about the area we’re visiting, sometimes at small hotels and B&Bs. Where we stay several nights or all week in one spot, we occasionally stay in condo- and apartment-style lodging, often with two or three bedrooms to a unit. These offer the comforts of a kitchen and living room for socializing with others in the group. Taking the single supplement in these situations means having a bedroom to yourself in a shared apartment or condo unit. Private bathrooms are available with most rooms on most trips, but not in all cases; taking a single room does not always mean you will have a private bath. (Feel free to ask about bathroom arrangements for your specific trip.)
Physical condition, health, and smoking: Before reserving, please consult with your doctor to be sure you have no health-related barriers to participation. You are responsible for payment for any medical services or other arrangements such as unscheduled air travel you may require during the trip. However, we include medical and evacuation insurance for US residents, which may reimburse you for certain expenses. To get the most enjoyment out of your trip, plan some conditioning beforehand. We’ll send suggestions after you register. All group activities including meals are non-smoking. Hotel rooms are non-smoking unless each person in the room wishes otherwise, and hotel policy allows smoking.
Price guarantee: Once you have paid in full for a tour, we guarantee the tour price that you have paid. However, until full payment is received, we reserve the right to add a surcharge in the event of significant currency fluctuations. Pre-departure information: Well before your trip begins, we’ll send you a detailed itinerary, as well as suggestions about what to take with you, where to meet, and other travel advice. Reserve early! Unlike cruise ships, which handle tens of thousands of passengers each season, we can accommodate only a small group on each trip. Many of our trips sell out months in advance. Don’t be disappointed!
Email policy: We never sell or rent our email list. We sometimes send helpful but non-vital information about a trip, as well as reminders and acknowledgements of materials received, via email. Your name, address, and email address (but not phone number) may be supplied to other participants on your trip at the end of the tour unless you request otherwise. We may also send you email notices of future trips and special offers that we think may interest you.
Responsibility HE Travel, operator of the tour herein outlined, its subsidiaries, and/or its associated agents act as agents only for all services and disclaim any and all liability for property loss or damage, and/or any and all damages resulting from death or personal injuries, including loss of services which may be sustained on account of or rising out of, by reason of, or while engaged on any tour. This applies whether due to the ownership, maintenance, use, operation or control of any aircraft, automobile, bicycle, boat, vehicle, inn, common carrier, or otherwise or whether caused by failure or delay or by any transportation company due to any cause whatsoever occurring during a tour under its management, procurement, or otherwise. All tickets, coupons, orders are furnished and issued subject in all respects to these terms and conditions and to any and all terms and conditions under which the means of transportation or other services provided thereby are offered or supplied by owners, operators, or public carriers for whom HE Travel acts solely as agents. HE Travel reserves the right in its discretion to alter or omit any part of the itinerary or change any space, reservation, feature and/or means of conveyance without notice and for any reason whatsoever and without allowance or refund, but the extra cost, if any, resulting therefrom must be paid by the passengers. The transportation companies concerned are not to be held responsible for any act, omission, or event during the time passengers are not on board their carriers or conveyances. The passage contract in use by the carriers concerned, when issued, shall constitute the sole contract between the transportation companies and the purchaser of these tours and/or passenger. HE Travel reserves the right to cancel or withdraw any tour prior to departure and may decline to accept or retain any person as a member of any tour at any time. In such case the refund will be based on the actual cost of the unfinished portion of the tour.
Waiver of Negligence and Complete Release of Liability
I understand that all travel, including travel by bicycle, foot, motor vehicle, boat, aircraft or other conveyance, is a potentially hazardous activity that contains inherent risk. I am aware that by their nature, adventure travel and travel abroad may create further unpredictable risks, and that I may be seriously injured or killed as a result. I acknowledge that the excitement and appeal of the trips being offered derive in part from activities associated with these risks. I understand that such risks may be present at any part of this trip, and may be caused by weather conditions, contact with motor vehicles, negligence on my part or that of others, consumption of alcoholic beverages, and other factors, both known and unknown. I understand that medical facilities may not always be readily available during this trip. In consideration of, and as part payment for, the right to be a participant in trips and activities organized by HE Travel (the Company), I agree to fully assume all risks of illness, injury, death, and property loss or damage, and I hereby release and discharge the Company, and its agents, guides, hosts, trip leaders and other associates, from all liability, loss, damage, costs, claims, and/or causes of action, including but not limited to all bodily injuries and property damage, resulting from my participation in this trip. I agree that this release shall be binding upon me personally, as well as upon my heirs, executors, and administrators, and all members of my family, including any minors who accompany me. I am physically and mentally in sound health, and capable of participating in this trip without risk to others or myself. If I’ve signed up for a biking trip, I believe I am capable of biking the distances and terrain involved for the trip I have chosen. If I am aware of, or am under treatment for, any health-related condition that might affect my fitness for this trip, my health care provider knows that I plan to participate, and has approved such participation. I shall assume and pay my own medical and emergency expenses in the event of accident, illness, or other incapacity regardless of whether I have authorized such expenses. I have medical insurance, and will provide policy information to the Company, when requested. I understand that the Company may make photographic records of this trip, and I agree that my photograph or likeness may be used by the Company, its successors and assigns, for commercial or advertising purposes. If I do not wish to be included in such promotions, I understand that I may notify the Company of this desire before the trip, and that it will make all reasonable efforts not to use my likeness, but that no guarantee can be made that my likeness will not appear in promotional materials. I have read, understand, and agree to abide by the rules and policies set forth in this agreement. I agree to abide by all safety rules and rules for participation that may be set forth by HE Travel. Any dispute concerning fulfillment of this agreement shall be litigated in a court of competent jurisdiction in the State of Florida. The laws of the City of Key West, County of Monroe, Florida and the State of Florida, shall govern legal interpretation of this agreement. If any portion of this agreement is determined by a court to be invalid, the remaining portions of this agreement shall nevertheless remain valid and binding upon the parties. I have carefully read this agreement and fully understand its contents. I am aware that this is a release of liability and a contract between HE Travel and or its affiliated organizations and myself, and I sign it of my own free will and in its entirety. I understand final balance of payment is due 90 days before tour departure and US Dollar check is the preferred method of payment for the final tour balance.
Please note we’ll need the following within 10 days to secure your reservation: This document (e-signature) filled out, signed, and submitted Photocopy of your passport if traveling outside of your home country for this tour Please send us a copy of your flights or information about your arrival/departure at the start/end tour destination(s)
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If you have questions about the contents of this document, you can email the document owner.
Document Name: HET Registration and Pre-Trip Questionnaire
Agree & Sign