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Exceptional Tours FAQ's, Terms & Conditions

  • Who is eligible for an Exceptional Tour?
    Adults (over 18) with special needs, ambulatory, able to travel in a 4:1 Traveler to Companion ratio, able to care for their own personal hygiene needs independently or with minimal Companion support. Must be cooperative in the community and considerate of their fellow Travelers and Companions. Exceptional Tours is able to accommodate the special needs of most Travelers. If the Traveler does not meet all of the above eligibility requirements, please contact us! We offer 2:1 and 1:1 Traveler: Companion supervision for an additional fee. Creating individualized vacations is our specialty. If you can dream it, we can create the perfect Exceptional Tour for you! An External Companion can also be sent to accompany a Traveler for a reduced trip rate. If a Traveler uses a wheelchair or needs mobility aids, please call our office (267) 971-7721 to discuss prior to registering.
  • What’s Included?
    MOST Exceptional Tours' trips are all inclusive, unless noted. The price includes lodging, 3 meals, supervision, activities, and transportation from designated meeting place 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.
  • How do I pay?
    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 eight 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 in person or over the phone. Credit Card payments require a 3.5% processing fee. Please call our office to schedule a credit card payment.
  • What about travel insurance?
    Most Exceptional Tours vacation packages includes travel insurance. However, we recommend Travelers purchase individual travel insurance from here: . Cruise Travelers can request the cruise line insurance.
  • What do I need to bring on my Exceptional Tour?
    The most important thing to bring is a current government issued picture identification card or passport. All cruises require either a passport or passport card. We recommend Travelers bring originals or copies of their health insurance cards for emergencies. When venues require proof of Covid Vaccination, a copy of the vaccination card and photo ID is needed. Travelers may want to bring spending money to purchase extra food and snacks, souvenirs, postcards, or other personal items (Our Companion(s) will assist with money management if needed.) We ask that Travelers limit their luggage to ONE carry on suitcase and a small backpack. Medication should be in a clear one- gallon zip lock bag in the backpack to be held by the Traveler. Cell phones can be brought but are the sole responsibility of the Traveler. Remember to bring a positive attitude and be prepared to have a GREAT time!
  • How are the rooming arrangements made?
    Most trips are booked on Airbnb . Rooms are usually double occupancy or suites (when staying in a hotel). However, sometimes there are an odd number of males or females on a particular trip. In that case, one room will be triple occupancy to accommodate the extra person. Males and females always roomed separately. All Travelers have their own beds. We try to match our Travelers with appropriate roommates based on the Traveler’s profile. Having a Companion in the room (at a hotel) is not guaranteed, unless scheduling a 1:1 vacation experience. Hotel Rooms are booked in close proximity so a Companion is always nearby. If the Traveler would like a single room, we can accommodate that for an additional fee.
  • What is the Medication Policy?
    Exceptional Tours is committed to providing a safe environment for all our Travelers. Our Companion will assist any Travelers requiring help with medication administration, except in the case of an injectable. Travelers prescribed injectables, must be able to do so independently. All medications need to be packaged prior to trip departure by the Traveler's family, pharmacist, or program. The following medication options are available to our Travelers: 1) Have the Traveler's pharmacist pre-package medications in blister packs. Blister packs must include the Traveler's name, medication name, dosage, and time medication is taken. 2) Send medications in the original prescription bottle. Include details on dosage and time the medication is taken. 3) Pre-package medications in travel pillboxes (preferred). Pillboxes will be held by the Traveler. We recommend always including an extra day of medications to allow for unexpected events such as spillage, transportation delays, etc. Liquids, drops, creams, and inhalants should be sent in their original container with clear instructions in a clear gallon freezer bag. A master list of all medications or medication log, dosages, and times or administration needs to be included with the Traveler's medication at time of trip departure. All medications must be checked in with Exceptional Tours Companion at time of trip departure. Medications should be placed in a clear zip lock l bag labeled with the Traveler’s name. Medications should not be packed in the Traveler's luggage. Special instructions regarding medications (i.e. blood glucose tests, blood pressure meters, meds that need to be refrigerated, etc.) need to be discussed with Exceptional Tours prior to trip departure. Any Traveler who arrives with medications not packed according to these specifications may not be allowed to go on the trip. Please contact our office at (267) 971-7721 with any questions regarding this medication policy.
  • Are alcoholic beverages allowed?
    We do not allow the consumption of alcoholic beverages unless prior written consent is given. If a Traveler requests an alcoholic beverage without prior written consent, we will substitute a non-alcoholic version of that drink in order to maintain the vacation experience.
  • Flying with Incontinence:
    Travelers who require assistance in this area will need to register for a 1:1 Companion at an additional cost.
  • Activity Changes:
    Due to unforeseen weather, availability and capacity changes, the scheduled activity can be changed at any time. We do everything in our power to ensure that the registered activity occurs. However, if a last-minute or unplanned change is made, we will ensure that a comparable activity of equal value is scheduled. Each registrant will be notified of the location/activity change prior to participation. Refunds cannot be provided if another activity is planned. If the Traveler does not wish to participate in the rescheduled activity, a credit (minus the nonrefundable portions of the activity) for a future activity will be given.
  • Refunds and Cancellations:
    Travelers and/or their representative making changes or cancellations within 30-60 days prior to trip departure or activity date will receive a refund less $100 cancellation charge and any non-refundable pre-purchased portion of the vacation package. Travelers or their representative making changes or cancellations 15-30 days prior to departure or activity will receive a refund less $500 and any non-refundable pre-purchased portion of the vacation package. Changes and cancellations by Travelers or their representative within 14 days of departure are non-refundable. Funds paid will be forfeited for no shows, late arrivals to a departure site, and refused boarding of a flight or cruise due to lack of proper identification are non-refundable. Travelers that give notice that they are unable to attend due to a COVID diagnosis or contact with someone who has COVID will receive a credit for all REFUNDABLE portions of the trip.
  • Medical Emergencies:
    We will do everything in our power to keep Travelers safe, always. In the event that the Traveler has a medical emergency while on an Exceptional Tour, all cost related to medical care, transportation and delay in travel, are the responsibility of the Traveler, and must be reimbursed to Exceptional Tours within 30 days of occurrence. If the Traveler is hospitalized, the legal guardian/surrogate healthcare decision maker or agency responsible for the care of the Traveler will organize transportation and/or pick up from the vacation destination within 24 hours of the original departure date. By completing the registration packet, I acknowledge receipt of the Frequently Asked Questions and Terms of registering for an Exceptional Tour activity or vacation. I also understand that any extra costs incurred during the Exceptional Tour will be passed on to the Traveler and agree to pay Exceptional Tours within 30 days.
  • Will photos/videos be taken during my activity or vacation and how will they be used?
    Photos of each Traveler are taken during our activities and vacation retreats. These photos will be sent to the person that registered the Traveler within a week after the Tour. These photos will also be used for marketing purposes in our website and social media (Instagram and Facebook). By registering for an Exceptional Tour (ET), you give permission for ET to take photos and videos of you/your Traveler during this Exceptional Tour for the purpose of posting on Exceptional Tour’s Website, Instagram and Facebook pages. You therefore release and discharge ET from any and all claims arising out of the use of the photos. If you do not agree to photos shared on Exceptional Tours platforms, please inform us via email at prior to the scheduled Exceptional Tour.
  • How are incidental charges handled?
    Any incidental expenditures, including, damage to property, incurred by a Traveler while on a trip is the responsibility of the Traveler, and must be reimbursed to Exceptional Tours within 30 days of invoice.
  • Do you have a Nondiscrimination Policy?
    Yes, EXCEPTIONAL TOURS does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of our activities or operations. These activities include, but are not limited to, the appointment to and termination from its Board of Directors, hiring and firing of companions or contractors, selection of volunteers, selection of vendors, and providing of services.
  • Is Exceptional Tours an Equal Opportunity Employer?
    Yes, EXCEPTIONAL TOURS is an equal opportunity employer. We shall not discriminate and will not discriminate in employment, recruitment, Board membership, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, or for any other discriminatory reason.
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