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Tour Policy


Terms & Conditions


Important Travel Information  

RESERVATIONS: Van Galder Tour & Travel requires advance reservations on all tours. Reservations can be made by telephone at 800-747-7407 or 608-531-454 or book online at


Office Hours:

Monday-Thursday: 8A-5P CT;  Friday: 8A - 4:30P CT


After Hours/Emergency: 800-747-0994, #6.   









Extended Motorcoach Tours:   


45 DAYS 

One-Day Tours: 


45 DAYS 

Fly-Away & Cruise Packages: 

Rules /regulations vary by vendor and package. Refer to tour description and consult Travel Planner. 


Payment Types Accepted: 

Cash, personal check, money orderMastercard,  Visa, Discover, American Express 




Written notice of cancellation is required before refunds will be issued. REFUNDS WILL BE RETURNED BY THE SAME METHOD AS ORIGINAL PAYMENT. If insurance is not purchased, refund/cancellation policy is listed below:  

PER PERSON PENALTIES (based on business days prior to departure) 


30+ DAYS 

29-4 DAYS 

3-0 DAYS 

(72 business hours)  

Extended Motor coach


$100 per person 

Plus any unrecoverable fees 

No Refund 

One-Day Tours 


50% of tour cost or cost of ticketed event (whichever is higher) 

No Refund 

Fly-Away/Cruise Packages:   

Rules /regulations vary by vendor and package. Refer to tour description and consult Travel Planner. 



*A cancelling passenger on a most motor coach tours may be able to provide a replacement person(s) for the seat(s). The office must be notified of the name replacement at the time of cancellation or within the timeline provided by tour office. No one is permitted to board the motor coach whose name is not on the manifest.   

TRAVEL PROTECTION: We recommend that you purchase a travel protection plan to help protect you and your travel investment. For your convenience, we offer travel protection plans through Travelex Insurance Services that help provide coverage for trip cancellation, trip interruption, trip delay, baggage delay, baggage loss and theft, medical expense and evacuation, and more. Click here for more information. Please inquire at the time of booking about travel insurance to protect trip investments such as the motor coach tour, air, cruise tours, or any other trip components you may book. The product descriptions provided here are only brief summaries. The full coverage terms and details, including limitations and exclusions, are contained in the insurance policy. To view/download the policy, go to: Travel Insurance is underwritten by, Berkshire Hathaway Specialty Insurance Company (formerly known as Stonewall Insurance Company); NAIC #22276. SST


DOCUMENTATION: One-Day Tours: An invoice with timing will be issued at time of reservation and emailed to client (or sent via US Mail if no email is available). Multi-Day Motorcoach Tours: An invoice will be issued at the time of reservation and emailed to client (or sent via US Mail if no email is available). A tour itinerary and bag tags will be issued at least 2 weeks prior to departure and sent via US mail. Fly-Away and Cruise Offerings: An invoice will be issued at the time of reservation and emailed to client (or sent via US Mail if no email is available). A tour itinerary and bag tags will be issued at least 2 weeks prior to departure and sent via US mail. A tour itinerary and bag tags will be issued at least 2 weeks prior to departure and sent via US mail. Exceptions, due to outside vendors, will be explained at time of reservations.  


PASSPORT REQUIREMENTS: A valid US Passport for travel outside the United States via land, air, or sea is required. All International travel requires a US Passport valid for 6 months beyond departure date from a foreign country.  


ACCOMMODATIONS: Each tour participant is pre-registered by advance reservation. Upon arrival, room keys will be obtained by the tour director or driver and distributed accordingly. Arrangements will be made for your luggage to be delivered to your room and returned to the motorcoach at check-out time unless otherwise indicated. Room assignments are made by the hotel in an impartial manner. All non-smoking rooms are requested. If any special service (ex: smoking room , ADA accessible room) is required, please advise at time of reservation. 


SINGLE SHARE PROGRAM: Our “single Share Program is offered on most of Van Galder Tour & Travel’s motorcoach extended-day tours (exceptions will be listed on individual tour outlines). If travelling alone and you would like to share a room with another person of the same sex, please advise the Van Galder staff member assisting you at the time of reservation. The tour MUST be booked at least 45 days prior to departure to take advantage of this offer. Tour & Travel will try to match you with another tour participant traveling alone who would like to share. If the two of you determine that there is a match, you and your roommate will travel at the double rate. If there is no match, each traveler will pay the single rate. Van Galder is NOT responsible for the personal habits of our clients.  


PERSONS NEEDING SPECIAL ASSISTANCE: Any disability requiring special attention must be reported to Van Galder Tour & Travel at time of reservation. Van Galder will make reasonable efforts to accommodate the special needs of tour participants, but is not responsible in the event we are unable to do so, or if any of the vendors deny services. We strongly advise persons with special needs to travel with a qualified and physically able companion. Van Galder tour directors and/or drivers are NOT permitted to act as a travel attendant to any client with special needs, or physically lift or assist clients into transportation vehicles. A minimum of 48 hours advance notice in writing is required for a wheelchair accessible bus. PLEASE NOTE: The American with Disabilities Act is not applicable outside of the United States and facilities for disabled individuals may be limited. 


GRATUITIES AND TAXES: Motorcoach tours include most necessary tips for bellman, doorman, and dining room meals as noted on itineraries, plus all taxes unless otherwise indicated. Gratuities/taxes may vary for fly-away/cruise tours and will be noted on tour itinerary. Tips are appreciated by the tour directors and drivers who work diligently to ensure your trip is enjoyable. Suggested per person amount is $3.00 per day for each tour director and driver, however optional and at client discretion.  


MOTORCOACH:  We use state-of-the-art motorcoaches, which are climate controlled with comfortable reclining seats, footrests, overhead storage, restrooms, public address system, GPS units, seatbelts and large panoramic windows for your viewing enjoyment. Although seatbelts are not required at this time, Van Galder strongly suggests the use of seatbelts at all times. Note: It is difficult to maintain the motorcoach at a temperature that is comfortable for everyone; a light jacket is suggested. 


SMOKING: Smoking, including the use of electronic simulated smoking materials, e-cigarettes, and smokeless cigarettes is prohibited in all workplaces, facilities and vehicles of Coach USA and its affiliates.  


ALCOHOL: Alcohol is not permitted on board any Van Galder Tour & Travel retail tour. If you wish to bring alcohol, coolers will be allowed and stored under the motorcoach in the luggage bay, only to be taken out and consumed off the motorcoach upon arrival at the destination.  


LUGGAGE: Each person is permitted to bring one large piece of luggage to be stowed in the luggage bay. Also, a small carry-on size bag is allowed ot be stowed in the overhead bin on the motorcoach, and is the responsibility of the client. Fly-Away/Cruise offerings may have additional rules/regulations. Please check with Tour Planner at time of reservation.  


MEDICINES: Take sufficient supply of prescription medication to last the duration of the tour. It is very difficult to get prescriptions refilled while en route. Keep medications on your person at all times.


MOTORCOACH SEATING: Seat assignments are made on extended day tours only and are assigned based on booking date order from the front of the motorcoach back. No special requests for seats will be honored. All passengers on a three or more day tour will participate in daily rotation. Note: On extended tours, all passengers are required to sit in assigned seats until all clients are on board. If there are ample seats empty in the rear of the motorcoach, the tour director will ask the group if anyone wants to be left out of the seat rotation. If there are enough seats for ALL clients that would like to move, at that time they will be able to switch seats. However, if there are not enough seats in the back for all clients that want to be out of the rotation, then no one will move and everyone will be required to participate in seat rotation.  


GIFT CERTIFICATES: Van Galder Tour & Travel gift certificates are available year-round for any denomination. They are available by phone at 800-747-7407 or online at 


TRAVEL DOLLARS: Most Van Galder retail motorcoach tours grant a $3 per person, per day travel dollar to all paid tour participants. Travel Dollars can be used on any future Van Galder retail tour and do not expire. Note: Chicago Fun Days, Casino Tours, Cruises and all Fly-Away tours and others as noted are excluded.  




Janesville WI 

Van Galder Terminal 

3120 N. Pontiac Dr. 


Rockford IL 

Van Galder Terminal 

7559 Walton St. 


South Beloit IL 

FasFuel / McDonald’s 

($3 per day) Hwy 75 and I90 


Madison WI 

Dutch Mill Park & Ride
West Side of Parking Lot, Streetside Pickup on Broadway
Use 46 Collins Court, Madison, for GPS 




·                     Individual Tour Services on: Collette Vacation, Funjet, Apple Vacations, Costa Rica Dream Adventures, Norwegian Cruiselines, and Holland American Cruiselines.  

·                     Custom Group Tours: For any group type (ex.: family reunion, girls’ weekend, baseball games, church trips, class trips, corporate outings).  

·                     Daily Service: To Chicago O’Hare International Airport, Downtown Chicago, and Midway Airport 

·                     Charter/School Bus Services: Quality transportation for any type of group.  


GENERAL INFORMATION/DISCLAIMER: Children under the age of 18 years old are welcomed to travel on any of our tours, however must be accompanied by an adult. Van Galder Tour & Travel reserves the right to accept or reject any person as a tour participant. Van Galder Tour & Travel reserves the right to substitute hotels of equal or better grade, the right to alter sightseeing schedules or substitute the type of transportation when operationally necessary, and reserves the right to cancel any tour up to seven days prior to departure. Tour prices include only the meals, accommodations, etc. that are listed in the individual tour itinerary. Maid, laundry service, telephone calls, room service, alcoholic beverages, souvenirs, and other items of a personal nature are not included. No responsibility will be accepted for lack of appropriate medical facilities, weather, losses, strikes, criminal acts, war, terrorism, computer difficulties, delay or other complications not under the supervision of Van Galder Tour & Travel.  

Van Galder Bus Company

A Division of Coach USA

715 S. Pearl St.

Janesville WI 53548

Daily Service to Chicago O'Hare • Midway • Downtown •

Charter Service • 1-800-747-0994

Tour & Travel • 1-800-747-7407