Terms & Conditions of Sale
USA citizens traveling to Cuba with HavanaCubano/ACI Tours, Inc.
Passports & Visas
PASSPORTS: Passports are required for all U.S. citizens traveling abroad. Passports should contain at least 2 blank pages for visa and immigration stamps and must be valid for at least 6 months after your return date. Many countries will not allow you to enter their borders if you do not have at least 6 months of remaining validity on your present passport.
Due to TSA Secure Flight requirements, you must enter all traveler names on your reservation exactly as they appear on each traveler’s passport, including titles such as Jr. or Sr. and any multiple first, middle or last names. If accurate information is not provided, airlines may charge penalties to make corrections or even deny boarding, and you may not be permitted to enter some countries. Any changes in names or passport information should be reported to us immediately. Note that any name changes after you complete your booking and any changes in passport information after your final payment may result in additional fees.
For some tour packages, you must send color copies of each traveler’s passport photo/signature page within 14 days of your booking or with your final payment, whichever is earlier. If we do not receive this promptly, your reservation may be subject to additional fees and/or cancellation.
VISAS: Travel visas are required for many countries visited on our tour and cruise packages. We will send comprehensive information and instructions for U.S. citizens, including application forms if applicable, in your confirmation packet. If you are not a U.S. citizen, you must check with your own government agency and/or the consulates of all countries visited for entry and visa requirements for your nationality. It is the responsibility of each traveler, regardless of nationality, to determine entry and visa requirements and obtain the necessary travel documents to visit Cuba before departure.
Reservations & Payments
RESERVATIONS: The fastest and easiest way to book a package is via our website. Visit the page for the tour our cruise package you are interested in and click the “Reserve now!” button. You may phone us to book by phone as well. After you complete your booking, you’ll receive an email detailing your purchase.
TRAVELER REGISTRATION: Your booking email contains a link to a secure traveler registration form. For most packages, you must complete this form within 14 days of your booking or by your final payment due date, whichever is earlier. If we do not receive this promptly, your booking may be subject to additional fees and/or cancellation.
DEPOSITS: A deposit or pre-paid voucher is required to guarantee your reservation, which will be applied towards the cost of your package. Deposits are generally non-refundable, except in rare cases when we cannot confirm all components of a booking at the purchase price (see Confirmation below). For most packages, the standard deposit is $500 per person, but some packages and/or specific departure dates (especially during holiday periods) may require a larger deposit; please check the package page. On some packages that include airfare from the U.S., we offer the option to pay a larger deposit, which locks in your international airfare and prevents any price increases for that airfare.
You may pay your deposit with your credit card (Visa, MasterCard, Discover or American Express) or PayPal account when booking on our website. If you do not wish to pay your deposit online, or wish to pay your deposit with multiple credit cards, you may telephone to reserve by phone. If you prefer to pay your deposit by check, we strongly recommend you mail your check via overnight delivery. Your reservation cannot be confirmed until we receive your deposit.
CONFIRMATION: After we receive your reservation and deposit or pre-paid voucher, we will confirm availability of all components and send you a confirmation email within 1–2 business days. If upon confirmation, any option or component you selected is no longer available, you may cancel your booking and receive a refund on your deposit, which is otherwise non-refundable.
FINAL PAYMENT: If any balance is due after making your booking, you must pay this balance by the date printed on your invoice, usually 75 days prior to departure (varies by package). Be sure to mail your final payment so that it reaches us by the due date. Late payments are subject to a $50 late payment fee. If your final payment is more than 15 days late, your reservation will be automatically cancelled and your deposit will be forfeited.
To make your payment by check (including personal check, cashier’s check or money order), make it out to HavanaCubano/ACI Tours, Inc. for the amount indicated on your invoice and mail it to our office (by overnight delivery, if necessary) so that we receive it by the payment due date.
To make your payment with your credit card (Visa, MasterCard, Discover or American Express) or PayPal account, use our secure online form. If you prefer, you may instead print our credit card authorization form (also included with your invoice), complete and sign it, and fax or mail it to us so that we receive it by the payment due date.
PRICING: All prices listed are based on double occupancy rooms unless otherwise noted. Prices may reflect an early booking discount and/or a coupon discount, which may only be valid for a limited time. Prices and availability are subject to change at any time, and prices are not guaranteed until we receive your final payment. All prices listed are in U.S. currency. Payments must be made in U.S. currency or a conversion fee may apply.
DOCUMENT DELIVERY: Your final travel documents will be sent to you via email approximately 14 days prior to your departure. This email will include a copy of your electronic air ticket receipt (e-tickets), the daily itinerary for your tour, hotel and emergency contact information, and any other relevant information.
Changes & Cancellations CHANGES: Prior to receipt of your final payment, we can generally make changes to your booking for a small per-person change fee, which varies by tour; select a package at the top of this page to see the specific fee. After we receive your final payment, we cannot make any changes to your booking except cancellation.
CANCELLATIONS: All cancellations must be made in writing and incur a per-person cancellation fee, which varies by tour; select a package at the top of this page to see the specific fee. Upon cancellation, you are liable for these fees or any deposit(s) already paid, whichever amount is greater. (However, the total cancellation fees shall never exceed the total price of the package.) If you have already made payments in excess of your cancellation fee, we will refund you the difference.
In addition, changes and cancellations may also incur fees or penalties imposed by our vendors. If your tour includes flights or you have added flights to your package, this may include the cost of your airfare if we have already issued your tickets (read more about this below). Once issued, airline tickets become fully non-refundable, non-transferable and unchangeable, and any requested changes that affect your flights (including change of passenger name, departure date, or return date) usually requires the purchase of new airfare, which will be added to your balance due. If you need to make a change or cancellation, please contact us and we will advise you of the total of such fees.
UNUSED SERVICES: Unused services cannot be refunded once the trip has begun. No refund can be made for absence by travelers from any part of the itinerary.
INCLUDED SERVICES: Varies by package; see the “included features” list on the package page.
NOT INCLUDED: For most of our packages, unless otherwise noted, the following items are not included in the advertised package price: excess baggage fees, advance seat reservations, entry visa fees, optional extensions & excursions, personal, baggage & travel insurance, gratuities, beverages, items not specifically mentioned in the itinerary or “included features” list any items of a personal nature.
EXTENDED STAYS: In highly unique legal circumstances, you may be able to extend your stay later than the regularly scheduled dates, but due to the legal nature of travel to Cuba it extremely unlikely.
Flights For some packages, we may be able to arrange flights from other cities for an additional cost; see the package page or email us for details, prices and availability. Some packages may also offer a “land-only” option without flights. If you select this option, you must arrange your own flights and are responsible for meeting our group at the first city or port, and the terms below regarding flights do not apply.
RESERVATIONS & TICKET ISSUANCE: For most packages, we reserve your flights with the airlines after you book, and we issue tickets after we receive your final payment.
Until tickets are issued, airlines reserve the right to change fares, fees & fuel surcharges. In the rare cases when this does happen, we will notify you immediately of the price change and adjust your balance due.
After tickets are issued, they are no longer subject to increases in fares, fees, or fuel surcharges. They also become fully non-refundable and unchangeable, and additional fees apply for any changes or cancellations.
In some cases, airlines may require us to issue tickets before the package’s final payment due date. In these cases, we may either require you to pay an increased deposit when booking, or (if you’ve already booked) notify you to make an additional payment—sufficient to cover the airfare plus any applicable fuel surcharges and airport taxes & fees—in order to issue the tickets. If this increased deposit or additional payment is not received, seats will be cancelled by the airline and may not be available to be re-booked on the same flights or at the same price. Any replacement air arrangements and airfare will be the sole responsibility of the traveler. This situation supersedes our regular terms & conditions and payment due dates.
FLIGHT SCHEDULE: The flight schedule for your tour package is included with your confirmation materials. Airline schedules and flights are subject to change at any time without prior notice. We are neither responsible nor liable for any costs resulting from a change in airline schedules. This includes, but is not limited to: change or cancellation penalties incurred for tickets, international or domestic, not issued by HavanaCubano/ACI Tours, Inc ; additional nights of hotel before, during, or after one of our tour packages; and additional airport transportation. Under no circumstances shall we be liable for any special, incidental or consequential damages arising from the foregoing. We recommend that passengers reconfirm their flight times 72 hours prior to departure.
AIRPORT TAXES & FEES: U.S. Departure Tax and Fees are included in the advertised price for any package which includes airfare. However, these taxes & fees are beyond our control and may change without prior notice. If some taxes & fees cannot be prepaid, we’ll notify you to pay them directly to local authorities.
FUEL SURCHARGES: For packages that include airfare, the price includes any fuel surcharges. However, until tickets are issued, airlines reserve the right to increase fuel surcharges at any time without prior notice due to fluctuations in oil prices. When this happens, it may be necessary for us to amend the price of the package accordingly, and we will notify you immediately of such a change. You can avoid potential increases by making your final payment as soon as possible, before the due date. UPGRADES: Included airfare is in coach or economy class. Upgrades to business class may be available on some packages for an additional fee; see the package page for availability and price.
BAGGAGE: Most of our tours & packages allow one checked bag per person, not to exceed 44 pounds, and one carry-on bag per person, which must fit in an overhead bin or under a seat. Certain packages may have additional restrictions depending on the airline and limitations of the motor coach, ship, etc. You will receive specific baggage allowance information with your final documents. If you exceed the baggage limits, you may be subject to excess baggage charges assessed by the airlines. We are not responsible for lost or damaged luggage.
ADVANCE SEAT RESERVATIONS: Airlines typically assign seats when you check in, within 24 hours of departure. Most of our airline partners allow seat reservations earlier than this, but some charge fees for this service in economy class. When advance seat reservations incur a fee, these requests must be made and confirmed directly with the airline, rather than through HavanaCubano/ACI Tours, Inc.
MILEAGE PROGRAMS: Some flights offered on our packages may not be eligible for frequent flyer mileage programs due to our specially negotiated group rates. Please consult directly with your frequent flyer program for eligibility. We are neither not involved in nor responsible for crediting miles.
Our land tour packages generally include hotel accommodations. Advertised package prices are based on double occupancy rooms. Single, triple or quadruple occupancy rooms may be available upon request, but availability cannot be guaranteed. We usually try to reserve rooms with two beds, but sometimes only one bed is available. Special requests (bedding, smoking preference, etc.) are subject to availability and confirmation by the hotel.
With your final travel documents, you will receive a detailed list of all accommodations on your tour package, including hotel addresses, telephone & fax numbers. Sometimes due to causes beyond our control, it is necessary to change the hotels used on your tour package, but we always do our best to ensure that substitutes meet or exceed the quality and location of the original. In many cases, the choices of hotels are based on the opinions of local operators, and we are not responsible for the quality or location of these accommodations.
Our escorted tour packages require a minimum number of passengers to operate. In the unlikely event that a specific departure must be cancelled due to lack of participation, we will notify all confirmed passengers prior to the final payment due date, and offer alternate dates of travel or a full refund. Please do not purchase any domestic connecting flights, or other services which are dependent upon the operation of your tour package, until this time. We will not be held responsible for any costs relating to the cancellation of a tour package, including but not limited to issuance and/or cancellation of airline tickets or visa fees. In the unlikely event of a departure being cancelled due to political instability, government intervention, or other conditions beyond our control, we will make every effort to obtain refunds from our suppliers, but we cannot always guarantee a full refund.
To avoid any discord within our groups and to provide our travelers with a positive touring experience, we reserve the right to reject or remove any participant who is deemed to be incompatible with or fractious to the group. Such determination is at the sole discretion of HavanaCubano/ACI Tours, Inc. or its representatives. In these cases, we will not refund any portion of the package cost, and all expenses incurred by the termination of the touring program are the responsibility of the removed traveler. Traveler Age Restrictions On most of our tours & packages, you must be 21 or older to make a booking. Please check with first about travelers under the age of 18.
Travelers with Disabilities or Difficulties
Our packages often feature sightseeing excursions which may involve strenuous activities such as hiking moderate distances, walking up steps or over uneven surfaces, ascending to high elevations, or traveling in small boats. It is the responsibility of travelers to determine if they are in sufficient physical condition to comfortably undertake the requirements of each tour.
Travelers requiring any type of special assistance must notify us of their requirements at the time of booking and must be accompanied by a companion who will be responsible for providing all necessary assistance. Our representatives are not able to assist with these services. Please note that our coaches in Cuba are generally not equipped to handle wheelchairs.
Personal Effects & Purchases
We are not responsible for lost or stolen personal items. If you have purchased travel insurance, submit the original receipts for lost or stolen items to the insurance company for compensation. (Certain restrictions apply. Please review your policy or call the insurance company directly for details.) We make every effort to permit our travelers to browse local shops and stores without sacrificing time necessary to explore the most important local sites. Some packages include scheduled stops at specialty stores or factories, where you can view a demonstration of a local craft and purchase merchandise. We are not responsible for the quality or authenticity of items purchased by our travelers. It is always a good idea to comparison-shop, and to thoroughly inspect all merchandise before leaving the store or shop, as most stores will not permit you to return or exchange purchased items. Purchase cost may not include shipping/handling fees or customs charges. We shall bear no responsibility for the delivery or receipt of any item purchased by our travelers while on one of our tour packages.
By making travel reservations on our website or purchasing any travel services offered by HavanaCubano/ACI Tours, Inc. , you warrant that (i) you are at least 18 years of age and have the legal authority to create a binding legal obligation; (ii) you will only make reservations for you or other people for whom you are legally authorized to act; (iii) you accept and agree to all the Terms & Conditions presented herein; (iv) you will inform such other persons about the Terms & Conditions that apply to the reservations you make on their behalf, and warrant that they accept and agree to those Terms & Conditions; and (v) all information supplied by you for the purposes of making a reservation is true, accurate, current and complete to the best of your knowledge. HavanaCubano/ACI Tours, Inc. arranges these tour packages, only as agent for the companies and services they represent. As a consequence, HavanaCubano/ACI Tours, Inc. accepts no responsibility for accidents, damage, baggage losses and/or delays due to weather, strikes, acts of God, acts of governments or authorities, wars, criminal acts committed by third parties, hostilities, civil disturbances, riots, defects of vehicles or breakdown in equipment, or to the fault or default of any company used for carrying out these tour packages. Nor shall HavanaCubano/ACI Tours, Inc. be liable for any damage resulting directly or indirectly from delays, cancellation or changes in flights. In the event it becomes necessary or advisable, for the comfort or wellbeing of the passengers, or for any reason whatsoever in the professional judgment of HavanaCubano/ACI Tours, Inc., to alter the itinerary or arrangements, such alternations may be made without penalty or liability against HavanaCubano/ACI Tours, Inc. Additional expenses shall be borne by the passengers.
HavanaCubano/ACI Tours, Inc. reserves the right, at its absolute discretion, to withdraw services and make changes and alterations in the itinerary as may be necessary for the proper handling of the tour package or to refuse or cancel any person at any time, without being under obligation to assign a reason therefore. In the event of exercise of this right, the Tour Operator shall be under no liability to that person whatsoever. Regarding any and all services and accommodations furnished, HavanaCubano/ACI Tours, Inc. expressly disclaims all responsibility or liability over any matter whatsoever for loss, damage, injury or expense to property or person due to any cause whatsoever occurring during the duration of the tour package or otherwise. HavanaCubano/ACI Tours, Inc. and/or their agents can accept no responsibility for losses and accidental expenses due to changes in schedules, sickness, weather, strikes, terrorism, war, quarantine or other causes. All such losses or expenses will be borne by the passengers.
The international carriage of passengers is subject to international conventions and treaties, where applicable. These international agreements limit and, in some events, exclude the carrier’s liability to passengers. Where any claim or part of a claim (including those involving death or personal injury) concerns or involves any travel arrangements (including the process of getting on or off the transport concerned) provided by any air, sea, inland waterways, rail, or road carrier or any stay in a hotel, HavanaCubano/ACI Tours, Inc. maximum liability is the maximum which would be payable by the carrier, or the hotel keeper concerned under the applicable international convention, treaty, or regulation applicable to the travel arrangements or hotel stay (for example: the Warsaw Convention, the Montreal Convention for international travel by air etc.) in that situation.
In the absence of their own negligence, HavanaCubano/ACI Tours, Inc. shall not be responsible for any cancellations, delays, diversions or substitution of equipment, or any act or omission whatsoever by air carriers, hotels, transportation companies, or any other persons providing any of the services and accommodations to passengers, including any results thereof, such as changes in services or accommodations necessitated by same. Nor shall they be liable for any loss or damage to baggage or property, or for injury, illness, or death, or for any damages or claims whatsoever arising from loss, negligence or delay from the act, error or negligence of any person not its direct employee or under its exclusive control. HavanaCubano/ACI Tours, Inc. is not responsible for any criminal conduct by third parties.
The airline, rail, coach and ship companies concerned are not to be held responsible for any act, omissions or events during the times that passengers are not aboard their aircraft or conveyances. The passage contract in use by the airlines concerned, when issued, shall constitute the sole contract between the airlines and the purchasers of this tour package or passengers. HavanaCubano/ACI Tours, Inc. reserves the right to cancel any tour package, for any reason, prior to departure and cannot be held responsible for any damages resulting from said cancellation. In case of such cancellation by HavanaCubano/ACI Tours, Inc., a full refund of the monies paid to HavanaCubano/ACI Tours, Inc. will be offered. HavanaCubano/ACI Tours Inc. is liable to the customer for any refunds received from the tour operators due to changes or cancellation of any part, or the entire itinerary. This represents the entire agreement between the passenger and HavanaCubano/ACI Tours, Inc. There is no additional liability. Any dispute arising from these packages shall be litigated only in the courts of Dade County, FL, which shall have exclusive jurisdiction.
We do our best to provide accurate and up-to-date information on our website, but errors may occur. Please confirm pricing and details with us prior to making a reservation. Our website contains links to other websites operated by third parties for reference by our clients. We do not control and are not responsible for the content of these sites. We retain the right at our sole discretion to deny access to anyone to our Website and the products and services we offer, at any time and for any reason.