Question 1

Who is eligible for an Exceptional Tour?

Accepted Answer

Our standard tours are designed for adults (over 18) with special needs who meet the following criteria:
Ambulatory: Able to walk and move independently.
Support Ratio: Comfortable traveling in a 4:1 Traveler to Companion ratio.
Personal Care: Able to manage personal hygiene needs independently or with minimal assistance from a Companion.
Behavior: Cooperative in the community and considerate of fellow Travelers and Companions.

Special Accommodations
Exceptional Tours strives to accommodate most special needs. If a Traveler does not meet the standard eligibility requirements above, please contact us!

Increased Support: We offer 2:1 and 1:1 Traveler: Companion supervision for an additional fee.
External Companions: Travelers may bring an External Companion, which qualifies for a reduced trip rate.
Mobility Aids: If a Traveler uses a wheelchair or requires mobility aids, please call our office at (610) 962-7890 to discuss arrangements before registering.

Dream Vacation Planning

Creating individualized vacations is our specialty. If you can dream it, we can create the perfect Exceptional Tour for you!

Question 2

What’s Included?

Accepted Answer

MOST Exceptional Tours' trips are all inclusive, unless noted. The price includes lodging, 3 meals, supervision, gratuities, fees, activities, and ground transportation from designated meeting places located in Philadelphia, Montgomery, Chester and Delaware counties, in Pennsylvania. When not included in the package price, Exceptional Tours will arrange air, rail or door to door car transportation for an additional cost. Travelers may want to bring additional spending money to purchase items such as snacks, souvenirs and postcards.Exceptional Tours offers all-inclusive trips, unless otherwise specified. The standard package price covers lodging, three meals, supervision, activities, and transportation from designated meeting points in Philadelphia, Montgomery, Chester, and Delaware counties in Pennsylvania.

For an additional fee, Exceptional Tours can arrange air, rail, or door-to-door car service if it is not included in the package. Travelers should plan to bring extra money for personal purchases like snacks, souvenirs, and postcards.

Question 3

How do I pay?

Accepted Answer

Payments can be made by credit card or check payable to Exceptional Tours. An initial deposit is required to reserve your space. Deposit amount will depend on the trip. If the trip is less than two months away, then final payment is due at registration. Final Payments are considered past due at two weeks prior to trip departures. Payments must be accompanied by a completed registration form completed via DocuSign or printed and mailed to Exceptional Tours: PO Box 72164, Thorndale PA 19372. Vacations will not be booked without a completed registration form. Receipts will be issued within 72 hours of receipt of registration and payment.
Credit card payments by MasterCard, Visa, AMEX and Discover can be made over the phone. Credit Card payments require a 3.5% processing fee. Please call our office to schedule

Question 4

What about travel insurance?

Accepted Answer

Most of our Exceptional Tours vacation packages include travel insurance. For those who prefer or need separate coverage, we suggest purchasing individual travel insurance through: www.travelsafe.com.

Cruise travelers also have the option to request insurance directly from the cruise line.
What do I need to bring on my Exceptional Tour?
Essential Items to Pack
Identification and Documents:
A current, government-issued REAL ID or PASSPORT is the most important item.
All cruises require either a passport or passport card.
We recommend bringing the original or a copy of your health insurance card for emergencies.
If a venue requires proof of Covid Vaccination, please bring a copy of your vaccination card along with a photo ID.
Luggage and Personal Items:
Please limit your luggage to ONE carry-on suitcase and one small backpack.
Medication must be placed in a clear, one-gallon zip-lock bag and kept in the backpack, which the Traveler will hold.
Cell phones are permitted, but the Traveler is solely responsible for them.
Travelers may wish to bring spending money for extras like snacks, souvenirs, postcards, or other personal items. (Our Companion(s) can assist with money management if requested.)
Final Reminder: Remember to bring a positive attitude and be prepared to have a GREAT time!

Question 5

How are the rooming arrangements made?

Accepted Answer

Accommodation Details
Rooming & Occupancy

We primarily book accommodations through Airbnb, with rooms typically set for double occupancy or as suites in hotels.
We ensure that all travelers have their own bed, and males and females are always roomed separately.
In cases where a trip has an odd number of travelers of the same gender, one room will be arranged for triple occupancy to comfortably accommodate the extra person.

Roommate Matching & Companions

We strive to match travelers with suitable roommates based on their profile information.

If we are staying in a hotel, having a designated Companion in your room is not guaranteed, unless you have scheduled a personalized 1:1 vacation experience. However, hotel rooms are always booked in close proximity, ensuring a Companion is nearby.

Single Room Requests
Travelers who prefer a single room can be accommodated for an additional fee.

Question 6

What is the Medication Policy?

Accepted Answer

Exceptional Tours prioritizes the safety of all our Travelers and is committed to providing a secure environment.Companion Assistance and Injectable Medications
Our Companions can assist Travelers with medication administration, with the exception of injectables. Travelers who are prescribed injectable medications must be capable of administering them independently.Medication Packaging Requirements

All medications must be prepared and packaged before the trip departure by the Traveler's family, pharmacist, or program. The preferred method for oral medications is pre-packaging in travel pillboxes, which the Traveler will keep.
Other acceptable options include:
Pharmacist Pre-packaged Blister Packs: These must clearly display the Traveler's name, medication name, dosage, and time of administration.
Original Prescription Bottles: Include written details on the required dosage and time of administration.
We strongly advise including an extra day's supply of all medications to account for unforeseen circumstances like spillage or transportation delays.Liquids, Creams, and Other Medications

Liquids, drops, creams, and inhalants must be kept in their original containers with clear instructions and placed within a clear gallon freezer bag.Check-In and Storage
A master list or log of all medications, including dosages and administration times, must be included with the Traveler's medications at the time of departure.
All medications must be checked in with the Exceptional Tours Companion at the trip departure.
Medications should be placed in a clear Ziploc bag labeled with the Traveler's name and must not be packed in the Traveler's checked or carry-on luggage.
Special instructions (e.g., blood glucose testing, blood pressure monitoring, refrigeration) must be discussed with Exceptional Tours prior to trip departure.
Warning: Travelers arriving with medications that do not meet these specifications may be denied participation in the trip.
Please contact our office at (610) 962-7890 with any questions regarding this medication policy.

Question 7

Are alcoholic beverages allowed?

Accepted Answer

The consumption of alcoholic beverages is generally not permitted without securing prior written consent. Should a Traveler request an alcoholic drink without this consent, we will contact their primary care provider to get verbal permission. If we are unable to reach them, we will provide a non-alcoholic alternative to ensure the positive vacation experience is maintained.

Question 8

Flying with Incontinence:

Accepted Answer

Travelers who require assistance in this area will need to register for a 1:1 Companion at an additional cost.

Question 9

Activity Changes and Substitutions

Accepted Answer

Please note that scheduled activities are subject to change without prior notice due to unforeseen circumstances, including weather conditions and changes in availability or capacity. While we make every effort to ensure the registered activity takes place as planned, in the event of a last-minute or unplanned change, we guarantee a comparable activity of equal value will be substituted.

All registrants will be informed of any location or activity change before the scheduled participation. If an activity is rescheduled, refunds cannot be provided. However, if a Traveler chooses not to participate in the rescheduled activity, they will receive a credit for a future activity, minus any nonrefundable portions of the original activity cost.

Refunds and Cancellations: Our policy for changes and cancellations depends on the timing of your notice before the scheduled trip departure or activity date:
30-60 Days Prior to Departure: You will receive a refund, minus a $100 cancellation charge and the cost of any non-refundable pre-purchased components of the vacation package.
15-30 Days Prior to Departure: You will receive a refund, minus a $500 cancellation charge and the cost of any non-refundable pre-purchased components of the vacation package.
Within 14 Days of Departure: Changes and cancellations are non-refundable.
Non-Refundable Circumstances (Forfeiture of Funds)
No refunds will be issued for:
"No shows"
Late arrivals at the departure site
Refused boarding of a flight or cruise due to lack of proper identification

Question 10

Medical Cancellation Exception:

Accepted Answer

If a Traveler is unable to attend due to a medical diagnosis that prevents travel, they may receive a credit for all REFUNDABLE portions of the trip. The Traveler must provide official written documentation from a medical provider confirming their inability to travel for medical reasons.

Question 11

Medical Emergencies:

Accepted Answer

Exceptional Tours is committed to prioritizing the safety and well-being of all Travelers. However, in the event a Traveler experiences a medical emergency during an Exceptional Tour, the Traveler is responsible for all associated costs. This includes expenses related to medical care, transportation, and any resulting travel delays. These costs must be reimbursed to Exceptional Tours within 30 days of the incident.

Should a Traveler require hospitalization, their legal guardian, surrogate healthcare decision maker, or the responsible agency must arrange for the Traveler's transportation and/or pickup from the vacation destination. This arrangement must be completed within 24 hours of the originally scheduled departure date.

By completing the registration packet, the Traveler acknowledges receipt of the Frequently Asked Questions and agrees to the Terms of registering for an Exceptional Tour activity or vacation. The Traveler also understands and agrees that any additional costs incurred during the Exceptional Tour will be passed on to the Traveler and must be paid to Exceptional Tours within 30 days.

Question 12

Will photos/videos be taken during my activity or vacation and how will they be used ?

Accepted Answer

Photo and Video Release Policy
By registering for an Exceptional Tour (ET), you grant ET permission to capture photos and videos of you or your Traveler during the tour. These media assets may be used for marketing purposes and posted on Exceptional Tour’s Website, Instagram, and Facebook pages.

You therefore release and discharge ET from any and all claims arising from the use of these photos and videos.

Photos taken during the activities and vacation retreats will be sent to the person who registered the Traveler within one week after the Tour concludes.

Opt-Out

If you do not agree to have photos and videos shared on Exceptional Tours platforms, please notify us via email at assistant@exceptionaltoursllc.com before the scheduled Exceptional Tour date.

Question 13

How are incidental charges handled ?

Accepted Answer

Traveler Responsibility for Incidental Charges

The Traveler is responsible for all incidental expenditures incurred during a trip, including any property damage. Reimbursement for these charges must be made to Exceptional Tours within 30 days of receiving the invoice.

Question 14

Do you have a Nondiscrimination Policy ?

Accepted Answer

Yes, EXCEPTIONAL TOURS is firmly committed to a policy of non-discrimination. We strictly prohibit discrimination based on race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status in all our activities and operations.
This commitment governs, but is not limited to, decisions regarding:
Appointment to and termination from our Board of Directors
Hiring and firing of employees or contractors
Selection of volunteers
Selection of vendors
Providing of services

Question 15

Exceptional Tours: A Commitment to Equal Opportunity

Accepted Answer

Exceptional Tours is an equal opportunity employer committed to a workplace free from discrimination.

We do not and will not discriminate against any employee,  job applicant, independent contractor, vendor or Board member regarding employment decisions—including recruitment, contractual agreements, hiring, compensation, promotions, termination, and other conditions of employment—on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, military status, or any other discriminatory factor.

Exceptional Tours FAQ's, Terms & Conditions