Important Travel Policies

Please respect the due dates listed for the Travel Forms. We may not be able to make air and hotel reservations on your behalf if we do not receive your forms on time. Thank you!

Hotel

• You will be notified of the team hotel at approximately the time of recommitment.
• Changes should not be requested after the Hotel Form Due Date.
• TNT will only book a maximum of 1 room per participant, coach or staff. If you choose to share your room with your guest or have a single room you will be required to pay for ½ of the room rate, plus tax.
• You may also be required to pay additional charges for 3 or more adults in a room, dependent on hotel policies.
• Hotels have different policies regarding maximum room capacity and additional charges for a 3rd or 4th person in a room. You will be notified of this on the guest reservation form.
• There is a $10 TNT administrative fee for each guest over 12 years old.
• All hotel incidental charges (such as phone calls) are the responsibility of the participant, and you must provide a credit card upon check-in to cover these expenses.
• TNT will only book room nights for your chapter’s designated arrival/departure dates, i.e., Group Travel Dates.
• Team members are paired with other team members from your chapter or division. If a match is not available you may be asked to room with a team member outside of the Silicon Valley Monterey Bay Area Chapter.
• If you require additional rooms for guests or any extra nights for yourself, you must make these reservations on your own directly with the hotel. TNT is not able to guarantee the availability or room rate for these additional arrangements since they are handled separately from our group reservations.
• All rooms are requested as non-smoking rooms; however, we cannot guarantee that everyone will receive non-smoking rooms.

Air and Ground Travel Policies

Please respect the due dates listed for the Event Weekend Travel Forms. We may not be able to make air and hotel reservations on your behalf if we do not receive your forms on time. Thank you!

• The Chapter will make air reservations for the travel dates using the best possible choice of airports for that trip. Flight information is subject to change.
• Changes should not be requested after the due date.
• Should you require flights outside of our group block, you must purchase your own ticket. The chapter will reimburse you for your flight, up to chapter cost (this reimbursement rate is listed on the Event Weekend Travel Form). Reimbursement occurs after reaching your fundraising minimum. An original receipt must be submitted in order to be reimbursed.
• The Society does not reimburse for tickets purchased using frequent flier miles.
• All airlines, regardless of international or domestic travel, require that your ticket be issued with the same name that is listed on your driver’s license or passport.
• Security fees and fuel taxes may be added to the ticket price at the airline’s discretion.
• Flight information is subject to change. You will be informed of changes in flight number, departure times and pricing. Seats are as available and as per rules of the airline.

Ground Transportation

• When TNT provides a group flight, Ground Transportation refers to airport transfers from that flight. Depending on hotel location and event logistics, it may also refer to buses to/from the Pasta Party, Victory Party and Start/Finish of your event.
• Participants are required to provide their own transportation to and from the departing airport.
• Transportation from the destination airport to the hotel and back is provided by the Society only if you are traveling on the team flight and purchased your ticket through us.
• If you are flying outside of the group block, you are responsible for your own airport transfers including the cost.
• Each event is unique in type of on-site transportation provided based on the hotel proximity. The Travel Forms Packet will contain information on paying the ground transportation fees for your guest. The Things to Know Before You Go packet distributed prior to departure will give all the specific information regarding on-site transportation.

Guest Policies

• Guests may take advantage of any or all of the services provided, including air, hotel, transportation and parties. (In rare instances, hotels are limited and we cannot make reservations for guests. You will be notified of this exception very early in the season.)
• Payment for guest services is required at the time of reservation. You must pay for your guest; we will not bill your guest.
• Payments are not refundable.
• Should you bring a child with you to an event, you are responsible for the care of that child for the weekend. TNT staff members are not permitted to provide childcare or to bring children with them on event day.