Definition of a Group:
Cruise West considers a group to be 10 or more guests traveling on the same date and itinerary.
Group Discounts:
Group discounts are determined from the brochure rate (calculated before port taxes and fees are added) and will vary from cruise to cruise. Only a portion of the total number of cabins on each departure is designated as “available for group discount.” Group discounts are applicable to “cruise only” prices and are not combinable with “special offers.” Group discounts are not offered on land tours, airfares, optional pre- or post-cruise hotel stays, and insurance. Group discounts are generally at their highest one year before sailing date and are decreased periodically based upon sales and cabin demand. As a result, group discounts may change over time. Note that the group discount for Group Allotment space, already under agreement, will not be changed automatically; however it may be reconsidered at time of review. Please call our Group Department at 1-877-884-5950 for current group discounts.
Group Commission:
Cruise West pays commission to Travel Agents on all group cruise and cruise-tour bookings for which a fare is paid. No commission is paid on taxes, port charges, fees, or earned complimentary berths (Tour Conductor beds). Commission is paid on air add-ons and additional hotel nights for group bookings.
Tour Conductor (TC) Berths – Cruise Only – All
Complimentary berths are earned at the following pace:
• 1 for 9 (10th berth free)
• 2 for 18 (10th and 20th berths free)
• 3 for 27 (10th, 20th, 30th berths free)
• 4 for 36 (10th, 20th, 30th, 40th berths free) Maximum
of 4 free berths per “cruise only” group promotion.
Tour Conductor Policy – Cruise-Tour:
Agencies promoting cruise-tour products earn 1 free tour portion for every 19 tours sold. (20th fare free; 40th fare free), maximum of 2 free fares per cruise-tour group promotion.
Booking a New Group with Cruise West:
Your Cruise West Group Representative can assist you in planning a group promotion. Please call the Group Department at 1-877-884-5950 to discuss your group needs. We will review group availability
and discount levels and fax a Promotional Group Marketing Plan, which must be completed by the Agency before a Group Contract can be issued.
Group Allotments and Review Dates:
Upon receipt and approval of a Promotional Group Marketing Plan, a Group Allotment will be established and a Group Contract with review dates will be issued. The term “allotment” refers to the ability to sell a certain number of cabins, in specific cabin categories, at the agreed-upon group pricing (brochure rate less taxes/port charges and less group discount). There is no charge for promoting a Group Allotment; actual cabins are not held.
GROUP POLICIES
Group Allotment Space Review:
The amount of allotment space and review dates will depend upon cabin availability, group discount level and type of promotion being undertaken by the Agency. Generally, initial review will be 30 days after the first promotional effort. At that time, the group allotment may be adjusted, discounts re-negotiated and/or allotment review date extended. In most cases, final Group Allotment review date will be 150 days prior to departure (some exceptions may apply). At that point, a Group Allotment will revert to “open sale” status, in which cabins will be sold at the Group Rate upon request if available.
Group Deposits/Names:
Group allotments will be converted to confirmed cabins upon receipt of guest names and $350 per person deposit for cruises 6 nights or shorter, $500 per person for cruises 7 nights or longer, $1000 per person for Spirit of Oceanus cruises. Once confirmed and under deposit, group cabin cancellations are subject to the standard cancellation policy noted under “Terms and Conditions” in our brochures. However, in rare instances when Cruise West offers actual cabin space to a group up front, deposits are non-refundable but will apply toward final payment for that group. To call in names, deposits and final payments, or to make changes to existing group cabin bookings or cancel group passengers, please call our Group Department at 1-877-884-5950. Please reference your Group Booking Number provided on your Group Contract.
Final Payment/Forms of Payment:
Final payment for all cruise and cruise-tour bookings must reach Cruise West 60 days prior to your clients’ departure from their home city, 90 days prior to departure for all Spirit of Oceanus cruises.
Please send all payments to:
Cruise West
2301 Fifth Avenue, Suite 401
Seattle WA 98121
Cruise West accepts Agency checks, cashier’s checks,Visa, MasterCard and Discover. When remitting final payment by client credit card, please be sure to add your commission to the final amount due. Your commission will be paid after your group travels.
Cruise West’s “Peace of Mind” Travel Protection Plan:
We strongly urge your clients to protect their trip by purchasing travel insurance. Please refer to the “Terms and Conditions” and “Peace of Mind” sections of our brochure for complete details.
Cancellation Policy: (Without our "Peace of Mind" Program)
Standard cancellation penalties will apply to cancellation of confirmed cabins. Please refer to the “Terms & Conditions,” found in our brochures, for details. Separate cancellation and penalty policies may be applicable to certain groups as the situation warrants. In those cases, the Group Terms and Conditions, detailed on the Group Contract, will take precedence over the standard cancellation policies and will be noted as such on the Group Contract. A cancellation at any time may result in the loss of your TC if the group falls below the required number of guests. A single supplement will apply to all single TC berths.
