Air Arrangements

Air Arrangements

Hassle-Free Complete Vacation Booking
With Avalon, think of your entire vacation as one-stop shopping. Rather than spending hours researching flights to coordinate with your vacation start and end dates, let us handle the details. When we book your flights, if there are any changes to your vacation schedule, we make the air changes for you (subject to airline revision fees and/or airline-imposed change or cancellation fees). As a completely independent travel company, we have no ties to any one airline. We negotiate the lowest possible airfares with the world's finest carriers on your behalf. Plus, Avalon’s buying power means generally better rates for you. With air-inclusive bookings, you’ll typically enjoy complimentary airport transfers to and from your hotel on designated tour dates.

Air Options When Booking your Vacation
Our volume buying power saves you money, and we may be able to provide you with flight arrangements from your gateway city. Avalon Waterways offers two air options: Flex-Air and Instant Purchase Air. Flex-Air allows flexibility if you want to make changes to your vacation schedule. Instant Purchase Air may offer additional airline options but has more restrictions. Early Airfare Price Guarantee locks in a price that is guaranteed not to increase. Air pricing and schedules are available approximately 331 days prior to last travel date in the itinerary. At that time the best air price will be utilized and a new invoice with the air cost and confirmed schedule will be sent. The identity of the carrier, which may include the carrier’s codeshare partner, will be assigned and disclosed at this time. If the guaranteed price is the lowest, the schedule with the lowest fare per contracted classes of service will be booked. Any voluntary change to the confirmed flights negates the guaranteed price and is subject to air pricing at the time of the change.

Guaranteed Air-Inclusive Prices
Air-inclusive bookings are only available to passengers traveling from the United States and only when booked in conjunction with a land vacation package. An additional non-refundable air deposit of $300 per person is required for Flex-Air booked in conjunction with any land vacation (i.e. air-inclusive vacation). Once your airfare is confirmed and Avalon has received your full air and land deposit, your air-inclusive vacation price is guaranteed. This protects you from any air-fare increases. At this time, we may book your air ticket immediately. Any requests for changes to your flight reservation may be subject to change fees. Generally, these fees are up to $300, but in some cases, may be up to 100% of the ticketed price. Please ask if any such charges apply before making changes, as all changes at your request are payable by you.

Instant Purchase Air requires air payment in full at time of booking (i.e. air-inclusive vacation) plus a non-refundable per person service fee of $30 (North/Central America), $50 (Europe/Middle East) or $80 (all other international destinations). Once booked, Instant Purchase Air is non-refundable, and non-changeable. Some vacations may only offer one air-type option.

How We Select Your Flights
For air departure dates within 331 days, in most cases you'll be offered a choice of carriers and flight schedules as well as price points to choose from when selecting your flights. Your schedule will be provided to you at the time of booking (schedules are subject to change by carriers). We offer competitive prices with no hidden fees for choice of air schedule, date deviations, stopovers, or matching air with traveling companions. In most cases, you’ll have a choice of carriers and flight schedules, as well as price points to choose from in selecting your flights. Since seats for our low-cost airfares fill quickly, we urge you to book early. Air-inclusive reservations cannot be made later than 10 days prior to departure. Additional rules may apply. Ask your Avalon Travel Consultant for details. Although we will try our best, Avalon cannot always honor specific carrier or flight preferences.

Air-Inclusive for Low Prices & Free Airport Transfers
When you book your Avalon vacation as air-inclusive, your transfer from the airport to the first hotel (or your cruise ship) and from the last hotel (or your cruise ship) back to the airport is included (on published departure and return dates). This can mean a substantial savings, convenience, and greater peace of mind in a new destination. Also, airport taxi service in some cities can cost as much as $85 each way.

Airport Transfers for Land/Cruise-Only Bookings
Booking your vacation air-inclusive gives you all the advantages described, however, you may also choose to book with a land-only option (without inclusive air). In this case, we offer transfers to and from the airport and your hotel on vacation arrival and departure dates for an additional charge. Avalon passengers who make their own air arrangements on regularly scheduled direct or nonstop flights (not chartered flights) into terminals may purchase our airport transfer service. Airport transfers can also be arranged when you purchase offered extra nights before or after the vacation. Transfers cannot be provided when joining late or departing early from your vacation.

Flight information for air purchased separately from Avalon will be required at time of booking the extra night transfers and must be provided to Avalon prior to final payment so that we can coordinate your transfer time. You can fax (303.703.7060) or mail a photocopy of your air itinerary with arrival and departure flights and dates with your invoice number to Avalon’s transfer department. Flight details should be sent apart from other correspondence. Flight details and payment must be received no later than final payment. Time and terminal limitations are provided.

Transfers will be provided only if confirmed by Avalon. Look for confirmation of your transfer in your travel documents which are mailed to you (or provided as electronic documents if requested) approximately 2-3 weeks prior to departure.

Note: Some cruise-only vacations do not include free airport transfers and in some cases, transfers may not be available for purchase. Please discuss your specific transfer options with your Avalon Travel Consultant.

Securing Seat Assignments & Mileage Accrual
We request the best available seats at the time of the reservation. However, not all air segments allow for advance seat assignment, and may be reserved only at airport check-in or for purchase from the airline.

Frequent flyer mileage accrual and seat assignments prior to travel are not guaranteed by Avalon, and are subject to specific airline policies. Additional airline-imposed fees for seat assignments may apply and are not included in your total package cost. Please refer to carrier websites for seat assignment policies and applicable pricing.

Receiving Your eTicket
Your eTicket receipt is published within your travel documents and will be delivered to you or your travel agent 2-3 weeks prior to vacation departure (or via eDocuments, if preferred). Based on availability, a service charge will be added per reservation for documents requested in advance, early air ticketing, and/or for 2-day delivery, or delivery of documents to multiple addresses. For late bookings, travel documents, including the eTicket receipt, are sent after final payment is received. Special service requests, such as specific seat assignments and special meals, or, if applicable, to advise your frequent flyer number, may be handled by your travel agent directly with the air carrier. Frequent flyer mileage accrual and seat assignments prior to travel are not guaranteed by Avalon, and are subject to specific airline policies. Note: Please retain your ticket copy and boarding passes in the event you need them later for proof of your flights (for frequent flyer mile credits, etc.). Unfortunately, we are unable to supply copies of your ticket(s) after your vacation has concluded.

Upgrades
Business class and/or Premium Economy upgrades may be available for purchase either on a one-way or roundtrip basis. Upgrades may be subject to increased deposit amounts. Please inquire with your travel agent at the time of booking for applicable price quotes.

NOTE: U.S. connection flights and intra-European flights typically do not have upgraded cabins available in conjunction with international upgraded service.

Air-Inclusive Vacations - Applicable Taxes & Fees
Air inclusive price quotes will include all government-imposed taxes and fees applicable at the time of booking and will be shown as a total amount shown line-by-line on your invoice. Additional airline fees for baggage may apply. At the time of booking your air-inclusive vacation online, carrier websites will be provided to check baggage fees, or you can visit www.iflybags.com for up-to-date baggage pricing/restrictions. For return travel from some countries, international travelers are required to pay entry and/or exit fees at the airport. These fees will be collected by the local government and are payable by the traveler at time of travel. Your confirmation booking information will contain information about these fees.

Not Included In Your Vacation Price
Charges not included in the land vacation price: airfare to and from the start of your vacation; airline baggage fees including checked and/or excess baggage fees; Federal inspection fees for the Federal U.S. Customs and Immigrations; agricultural tax; other per person taxes imposed by government entities; applicable cruise taxes, fees, fares and port charges; passports; visas and vaccinations; transfers; tips to your Tour or Cruise Director, Local Host, driver, Local Guides, and/or ships' crew; gratuities on ferries, trains, and cruise ships; laundry; telephone; minibar; alcohol, beverages, and food outside of the contracted menu as presented at a hotel or restaurant (these extra items will be billed to you before leaving the hotel, ship, or restaurant); additional excursions and activities not listed as 'included' in the itinerary; porterage at airports or train stations; Travel Protection premiums; and all other items of a personal nature.

Taxes and Fees
Taxes and fees are extra and subject to change and are not guaranteed until full land and air deposit are received. Transportation Security Administration (T.S.A.) Secure Flight Requirements Due to increased travel security around the world, the Transportation Security Administration (TSA) requires airlines to collect passenger information in accordance with the Secure Flight Program enacted by the U.S. Department of Homeland Security. If the name on your airline reservation does not exactly match the first and last name on your passport, you may not be allowed to board the plane. It is also important that this information be provided correctly at the time of booking, as any changes to your flight booking, which include spelling, could be subject to a change fee, penalties, higher fares, new schedule, and/or cancellation. The required information includes full name as it appears on the government-issued ID the passenger plans to use when traveling, date of birth, and gender. Known traveler number and redress number, if applicable, can also be provided. This information is required at time of booking (Instant Purchase Air) or within 10 days (Flex-Air) of booking air with Avalon Waterways.

Travel Terms & Conditions
The purchase of any travel services offered by Avalon constitutes a contractual arrangement between you and Avalon and represents your acceptance of the Terms & Conditions. Please ensure that you read carefully and understand the Terms & Conditions prior to booking. These Terms & Conditions cover Deposit & Final Payment information, Air-Inclusive Deposits & Final Payment, Revisions & Revision Fees, Air Arrangements, Participation, Travelers Who Need Special Assistance, Young Travelers, Smoking, Price Policy, Visas and Passports, Hotels & Accommodations, Baggage Allowance, Travel Documents, Not Included in the Land Price, Refunds, Service Inquires After the Vacation, Holidays, Safety, Photos & Pictures, Optional Excursions, and Responsibility.
View full Terms & Conditions