Hammer Travel Policies and Procedures
Please review the following policies for Hammer Travel trips
Hammer Travel COVID-19 Awareness Statement and Policies
Please read over the following COVID-19 awareness statement for information regarding policies, precautions and risks:
For international destinations and cruises, all travelers will be required to submit proof of being fully vaccinated by the trip’s registration deadline or they will not be allowed to travel.
All travelers must be willing/able to wear a mask (covering mouth and nose) when/where required to. If a traveler is not willing/able to wear a mask, we ask that they do not register for a trip until masks are no longer required during the travel experience. If a traveler participates in a trip and refuses to wear a mask when/where required to, he/she will be taken off the trip and sent home without a refund, and will be responsible for any fees that may occur (airfare, fines, etc.).
To ensure the safety of participants, staff and others, Hammer Travel staff, volunteers and travelers will follow all safety requirements set by the CDC; cities, states and countries we are traveling to; and travel entities (airlines, hotels, theaters, etc.) including but not limited to; regular hand washing/sanitizing, wearing a mask that covers the nose and mouth when required, distancing in common areas, monitoring for and reporting signs and symptoms of COVID-19, and regular cleaning and disinfecting of surfaces.
Please note: we will not know if others in the area are vaccinated, therefore, it is possible participants come into contact with people who have not been vaccinated against the virus while at a destination.
Even though Hammer staff, volunteers and travelers will take all necessary precautions, it is still possible for someone to contract COVID-19.
- If a traveler tests positive before a trip, he or she must be able to quarantine for 5 days (day of positive test is day zero) and have no symptoms before traveling.
- If a traveler is showing signs/symptoms of COVID, or has knowingly been exposed to COVID, we ask he/she cancel from the trip, unless they are able to provide proof a negative PCR from a lab taken within 24 hours of the trip start date (keep in mind that testing is more accurate if there is a 3-day incubation period from initial exposure). If someone needs to cancel, please call our office at 952-277-2461. If after business hours or on a weekend, leave a voice mail and someone will get back to you.
- We are equipping our trip leaders with hand sanitizer, antibacterial wipes, and tissues to assist them with precautionary measures.
- As an extra precaution, we are asking all travelers bring their own supply of masks, hand sanitizer, wipes and tissues. (Please keep in mind TSA regulations: liquids need to be 3oz or less, and placed in a gallon sized freezer bag, or be placed in checked luggage).
- There is a possibility of regulations changing at a destination after a trip’s registration deadline. If this should occur, travelers must be willing to comply with any new regulations put in place, or be removed from the trip; Hammer Travel’s cancelation policy will apply.
Cancellation and Refund Policy
All cancellations and changes by the participant must be in writing (e-mail, letter, or fax). Cancellation refunds will be calculated on the date the written notification is received by Hammer Travel. Hammer Travel may cancel a participant’s registration in accordance with the Registration and Travel Policy.
- Prior to the trip registration date: Full refund, less $150 processing fee and any pre- purchased items pertaining to the vacation package or the traveler’s needs.
- Up to 2 weeks after the trip registration date: Refund, less the trip deposit, any pre- purchased items, and any other fees as determined by Hammer Travel.
- 2 or more weeks after the trip registration date: No refund available.
Changes: Penalties and additional fees may apply if any changes are made/requested after the registration deadline, or for any pre-purchased items pertaining to the vacation package or the traveler’s needs.
Trip Cancellations/Delays: No refund will be made for cancellations or delays due to weather or any other circumstance. If a cancellation occurs, we will try to arrange an alternate trip timeline, but cannot guarantee execution of trip. If an alternate timeline is arranged, the participant is responsible for any extra costs that accrue, including hotel charges, airline fees for rescheduled flight, fees if a Hammer Travel team member needs to provide extra supervision at the destination, etc.
Registration and Travel Policy and Procedures
Registration for a trip may be made online, by phone, by mail or in person. Deposits must be made at time of registration: $250 for driving trips, $500 for domestic flying trips and $800 for Cruises, Alaska, Hawaii, NASCAR, and international trips, with full payment due by the designated registration date. Short notice bookings (bookings made after the payment due date) must be paid in full at time of registration. If a reservation is not paid in full or a payment plan is not set up by the due date, the participant may lose his or her spot on the trip and cancellation fees will apply.
Once deposit is received, you will receive the necessary registration forms to fill out and return to us. Participants are not confirmed for a trip until full payment and registration forms are received. If the registration forms and the participant’s photo are not returned to us by the due date the participant may lose his or her spot on the trip and cancellation penalties will apply.
If the participant information provided is inaccurate, fees may be applied for those needing higher staff ratio or the participant may be sent home from the trip at his or her expense with no refund.
Participants will be billed for any charges that we may incur because of their actions, including without limitation; long distance phone charges, pay-TV charges, excess baggage charges, property damage, extra lodging or meal charges caused by any delays, and any items that need to be purchased on behalf of a participant.
Price of the trip includes round trip transportation from the trips point of origin*, one checked bag, all meals while on the trip, admission to attractions listed in the travel package, lodging, transportation at destination, gratuities, staffing at 1:4 ratio, and a photo CD of the trip.
* All flying trips are priced out of the Minneapolis/St Paul International Airport. All driving trips begin at Hammer Travel’s office in Wayzata, MN. If a participant is flying from a different city, rates are subject to change. Hammer Travel does not provide transportation to/from the trips meeting point, unless pre-arranged and available (fees may apply).
If a traveler is flying from an airport other than Minneapolis/St Paul, we will make every effort to book only nonstop flights. If we are not able to book a non-stop flight, we will do our best to meet the travel at his/her layover airport, or we will request that the airline provide assistance to accompany the participant from his/her first flight to the connecting flight. Airline staff will not stay with the participant unless arrangements are made with the airline ahead of time (a fee may apply). If a participant requires assistance with flying, arrangements need to be made ahead of time by either the participant or his/her guardian or care provider. Please call us if you need assistance. No refunds will be given if an airline determines that a participant is not able to travel independently. Please note; an agency registering four travelers for the same trip may send a staff member at no additional charge.
No refunds will be issued if the participant:
• is refused boarding due to lack of proper identification
• is refused boarding due to lack of proper planning/communication with the airline
• is refused boarding, or cannot join the trip, because of illness or behavioral issues
• refuses/chooses not to board plane, cruise ship, or attend an event at the trip destination
• misses his or her flight or is otherwise delayed and is unable to join the trip
The participant is responsible for any charges that may accrue because of the above possibilities.
Airport Policy and Procedure
If a participant is flying out of Minneapolis/St Paul International Airport (MSP), they will meet the Hammer Travel group at a designated meeting place inside the airport. Participants, their guardians, or care providers, will be responsible for arranging transportation to and from the airport. Arrangements may be made for Hammer Travel to pick up a participant or to meet them in route to the airport, but is not guaranteed and a fee will be applied (please call for details).
If a traveler is running late, it is their (or guardian/care provider’s) responsibility to inform Hammer Travel so an alternate plan can be made. If a participant misses connecting with the Hammer Travel group because of lateness, they will be considered a no show and will not receive a refund.
Participants, guardians, or care providers are responsible for transportation home from the airport. The designated party will meet the Hammer Travel group at a predetermined meeting place inside the airport. If Hammer Travel staff need to wait with a participant longer than a half hour from arrival time, a fee of $100 a half hour will apply.
If a participant is not flying out of MSP and is meeting Hammer travel at a destination, they will meet the Hammer Travel group at a designated meeting place inside the airport.
Participants, their guardians, or care providers will need to request assistance from the airline for accompaniment to the designated meeting place (a fee may be applied) before the trip. At trips end, Hammer Travel will accompany participants to their departure gate and hand them off to their carrier. The participant, his/her guardian or care provider, are responsible for arranging with the carrier any accompaniment that is needed to get the participant to their seat and to the person that is meeting them at their final destination.
Hammer Travel is not responsible for any damages caused by delays, cancellations, lack of supervision, or any other occurrence, while the participant is in route to a destination/meeting place or their final destination, or while in the care of a transportation carrier. If any problems should occur, like flight delays due to weather, the airline will be contacted and given instructions to relay to the traveler.
All participants are required to pack (liquids, etc.) according to TSA requirements (go to www.tsa.gov for the latest requirements), and participants must be willing to pack any items bought at the destination in the same manner. If an item that is bought at the destination can not get onto the plane, the participant will have the option to leave it behind or to pay the postage to have it mailed. All participants are to travel with one check-in piece of luggage and one carry-on.
Hammer Travel is not responsible for any items that are confiscated or not allowed on an airplane. Hammer Travel also reserves the right to turn away extra luggage at check-in. All Participants must have a valid ID in order to get on an airplane, and current passport for cruises and international travel (including Canada and Mexico).
Hammer Travel will not provide refunds for any traveler that is denied passage, and the participant or his/her guardian or care provider will be responsible for any charges/fees that may result.
Conditions and Responsibility Policy and Procedures
In offering this program, Hammer Travel LLC does not control or guarantee the personnel, equipment, operations or performance of anyone furnishing accommodations, products or other services in connection with these travel arrangements. Therefore, Hammer Travel does not assume responsibility for injury, damage, expense, inconvenience or any other loss experienced to person or to property in connection with the products or services of such suppliers.
The type of loss over which Hammer Travel has no control and for which Hammer Travel cannot be and is not responsible includes, without limitation:
(i) any act or omission on the part of any supplier of products or services or other party who is not under the direct control of Hammer Travel;
(ii) any defect or failure of any vehicle, equipment, product or service which is owned, operated or otherwise used by a supplier;
(iii) any financial problems of a supplier which causes non-performance by that supplier; or
(iv) any other cause, condition or event which is beyond the direct control of Hammer Travel. During the program, participants may have the opportunity to participate in various optional activities, such as athletic activities or excursions. Hammer Travel does not control any of these activities and will not be and is not liable for any injury, damage, expense, accident, delay, inconvenience or other loss arising out of or relating to participation in such activities.
Hammer Travel staff will remain at the lodging facility overnight, and will share rooms with participants as needed in order to fill lodging rooms; however, participants needing awake supervision of any kind will need to provide a personal care attendant, this includes participants that do not sleep through the night (fees apply).
Rollaway beds will be used at destinations when available; therefore most trips will utilize triple occupancy rooms. Double and single rooms may be requested, but a higher rate may apply. All travelers will have their own beds, unless sharing a bed is requested in writing ahead of time and approved by guardian(s).
Same gender staffing is not guaranteed, however, all staff have passed background checks and are highly professional and respectful to the needs/concerns of our travelers. Out of necessity, Hammer Travel staff may share a room with travelers of an opposite gender, but travelers of opposite genders will not share an accommodation, unless there are private bedrooms, or arranged in advance through guardian approval.
Hammer will respect the privacy of all travelers and will only provide personal cares assistance as needed. Any treatments or conditions will be applied/talked about in privacy. All travelers will be required to be dressed appropriately when in common areas.
Travel Eligibility Policy and Procedures
Hammer Travel trips are open to individuals 18 and older who have been diagnosed with an intellectual disability. Other eligibility considerations include, but are not limited to:
• Being able to travel at a 1:4 staff/traveler ratio
• Being able to demonstrate proper social behavior
• Ability to be cooperative, courteous, and considerate of others on the trip
• Only needing reminders or minimal supervision/support to complete personal cares
• Ability to abide by rules, regulations, and policies set by attractions and facilities at destination, and Hammer Travel
• Having no major medical or medically fragile conditions
Hammer Travel reserves the right to determine if a traveler is eligible for participation on a trip. Travelers who require extra assistance, or do not fit into our eligibility requirements, may provide their own personal assistant at a discounted rate, or may pay a higher fee for extra staffing, if available, and agreed to by Hammer Travel. Any traveler needing accessible transportation, wheelchair rental, or additional personal care support should call us before booking a trip (fees may apply).
Hammer Travel trips are wheelchair assessable unless otherwise specified. Space is limited on the number of wheelchairs we can take on a trip and extra staffing may be needed. Please call us before booking to be sure space is available, and to determine how much assistance will be needed.
Please note that any agency registering four travelers for the same trip may provide a staff at no additional charge, and that personal care assistants can travel at a discounted rate.
1:1 staffing Hammer Travel’s regular staff to traveler ratio is 1:4, meaning one staff member for four travelers. If a traveler requires more assistance, it is up to the individual, his/her guardian or care provider to set this up during the registration process. A traveler may bring his/her own personal care attendant (PCA) along at 75% of the package cost.
1:1 traveler and their staff will be expected to follow the trip’s itinerary, direction of the trip leader and all Hammer Travel’s policies/procedures. Depending on circumstances, a traveler and their staff may need to share a room with another traveler who will be part of the larger group. If this occurs, staff from the larger group will be responsible for any needs associated with this traveler (please note; this occurs only out of necessity). Travelers can request their own room ahead of time, but it is not guaranteed and additional cost may incur.
Non-Hammer Travel 1:1 staff will be required to sign an agreement prior to the trip registration date, stating that they understand and agree to follow all Hammer Travel’s policies. They will also be required to submit paperwork that acknowledges their relationship to the traveler. Failure to return any of these items may result in cancelation of the trip for both traveler and staff; regular cancellation fees will apply.
Hammer Travel reserves the right to determine an appropriate staffing ratio for a traveler. If the necessary level of assistance is misrepresented on the registration forms, the traveler may be turned away at check-in or sent home during a trip (if necessary). This is to insure the safety of not only the individual traveler, but the safety and trip enjoyment of the group. After a trip, Hammer Travel may decide that a traveler requires a higher level of assistance while traveling. If this occurs, Hammer Travel will explain to the traveler’s contact person why the decision was made (behavior, comfort level, anxiety, etc.) and discuss options for future travel.
Please note; if an individual does not require 1:1 assistance at home, he/she may still need more assistance, care or attention while traveling, due to being in an unfamiliar environment, with unknown people, and so on. Hammer Travel will do its best to acclimate a traveler to new environments/situations, but will make the safety and trip enjoyment of the entire group, the number one priority when determining a person’s needed level of assistance.
Expectations and Behavior
Hammer Travel expects participants to be courteous and respectful of others on the trip. Travelers are also expected to participate in all scheduled activities listed on the itinerary.
Hammer Travel will not allow an individual to stay behind at a location unsupervised. Travelers will also not be allowed to wander off on their own in the community or at a location. “Alone time” will be honored while at the lodging facility, on a cruise ship, etc., but only while Hammer Travel staff are on the premises and a time limit or “check-in” schedule has been made and agreed to.
If a traveler becomes unmanageable while on vacation, or Hammer Travel determines a functioning level and/or behavior has been misrepresented, the participant’s vacation will be terminated and he/she will be responsible for any costs incurred (i.e., emergency transportation home, property damage, etc.) and will not be entitled to a refund.
Hammer Travel will not be responsible for emergency transportation home; this responsibility will be the travelers or his/her guardian or care provider.
Hammer Travel may utilize county or city facilities and/or crisis units if participant is unable to arrange transportation. Such facilities may also be used in cases of physical assault and/or endangerment to self or others, or if a participant is asked to leave an attraction, and airport, or anything else that is part of the vacation. If the mentioned facilities are utilized, Hammer Travel will have then fulfilled its contractual obligation and the participant, or his/her guardian or care provider, will then need to work with the county, city or state facility for arrangements home.
Hammer Travel will also have fulfilled its contractual obligation in event of arrest, hospitalization, or any other occurrence that may result from a participant’s behaviors. Hammer Travel and its team members are not responsible for harm to person due to self-injurious behavior, any loss or breakage of personal items brought to, or purchased on, the vacation, or any property damage caused by a participant’s behavior.
Hammer Travel is not liable for a participant voluntarily departing the group (elopement).
Hammer Travel will report the elopement to police and guardian/social worker/contact person and continue with the vacation. If Hammer Travel is not able to reconnect with the person after the elopement, Hammer Travel will have then fulfilled its contractual obligation and the participant, or his/her guardian or care provider, will then need to work with the county, city or state officials for arrangements home.
Illness and Hospitalization
If a participant becomes ill during a trip and is unable to participate in the vacation’s activities, a staff member will remain with the person at the lodging facility, and will do it’s best to run the vacation with the rest of the group. In the case of severe illness, Hammer Travel will work with local health care providers to ensure the traveler receives adequate health care.
Hammer Travel staff will remain in contact with the providers until they determine the severity of the illness, and will report updates to the individuals contact person. If an individual is unable to return on their scheduled flight, their care provider, and/or guardian, will be responsible for sending replacement staff to remain with the individual until he/she is able to return home.
Hammer Travel may provide a staff if the individual can return home within a reasonable amount of time (1 to 2 days later). Any cost that may occur because of illness will be the responsibility of the participant. Hospitalization: If a participant needs to be hospitalized for any reason during the vacation, Hammer Travel staff will remain in contact with the hospital to check on status.
Hammer Travel will not provide a staff to stay with the participant after he/she has been admitted to the hospital, but will visit the traveler when possible.
Hammer Travel will not relay messages between the hospital, nurses or doctors and the traveler’s home contacts. All communication after hospital admittance is the responsibility of the traveler and/or their caregivers/guardians. If a participant is unable to continue with the vacation as a result of being hospitalized, or if an individual is unable to return on their scheduled flight, the participant’s care provider, and/or guardian, will be responsible for sending replacement staff to remain with the individual until he/she is able to return home.
Hammer Travel may provide a staff if the individual can return home within a reasonable amount of time (1 to 2 days later). Any cost that may occur because of hospitalization will be the responsibility of the participant.
Travelers will be required to return a medication list with times, medications and purpose of medications to Hammer Travel with their registration forms. Hammer Travel must be notified of any medication or medical changes that take place after the forms have been sent to us. Failure to send the registration forms by the due date or to inform us of any changes will result in termination of the trip and no refund will be given.
The vacation will also be terminated without refund if we determine that a traveler’s medical information or condition was not reported accurately. For the purpose of uniformity, Hammer Travel will not accept any medication list other than the one sent to the traveler. Travelers will also need to turn in an approved comfort medication list (list of medications that can be purchased over the counter for symptoms that include but are not limited to: fever/pain/discomfort, sore throats, colds, diarrhea, heartburn, etc.) by the due date.
Hammer Travel can not dispense any comfort medications without this list. These medications do not need to be brought on the trip unless there is a preexisting condition, or symptoms are frequent enough to be predetermined. If a medication needs to be bought at the destination it will be the traveler’s responsibility to pay for it at that time.
Medications are to be placed in the envelopes supplied by Hammer Travel, with the traveler’s name, day and time that the medications are to be given, and the name of the medication(s) listed on the envelope. Each day’s medications should then be placed in their own zip lock baggie with the day, date, and traveler’s name written on it (i.e. all medications for Tuesday should be in one baggie with travel’s name, Tuesday, and date (mm/dd) written on it).
All medications should then be put into a 9”x 12” zip lock bag (i.e. a plastic storage bag). Prescribed liquid medications need to be in their original containers (with pharmacy label) and in their own zip lock bag. If you are sending comfort medication/s please put them in a separate zip lock bag. Creams, nonprescription liquids, etc., should be place in their own zip lock bag and placed in the traveler’s suitcase. All necessary prescription medications should not be packed in suitcases. Please include any additional relevant information such as, how to apply creams, if traveler takes medication with food, etc.
Medications must be given to Hammer Travel staff at the meeting point, and need to match medication list sent to Hammer Travel with registration materials. If a traveler is responsible for taking his/her own medication “self-medicate” they do not have to turn their medications in to Hammer Travel staff, but must present their medications so that staff can confirm the medications arrived at the destination and that they match the list provided with registration materials. If a traveler uses a pre-dispensed “medi-set” pill box, then any medication that will need to be administered outside of the hotel/cabin will need to be put into med envelopes.
If you are flying from a location outside of Minneapolis/St. Paul, you must carry your medications with you in a carry-on bag. We are not responsible for any medications that need to be taken prior to check-in with Hammer Travel, including medications need to be taken in-flight, or medications that do not make the destination. If a traveler is flying with liquid medications they must be in separate zip-lock bag, and declared to screening officials at airport security. PRN Medications: PRN medications given for seizures, anxiety, agitation, etc. should be sent in its original container and given to Hammer Travel staff upon check-in, with clear instruction on when/how the medication shall be administered.
Hammer Travel also needs to be notified if a traveler will be arriving under the influence of anxiety medication. If a traveler misses a flight because of anxiety, the traveler, his/her guardian, or care provider will be responsible for any expenses that may accrue, including but not limited to: fees for missed flights, hotel stay, property damage, personal injury, staff expenses, etc… Narcotics/Controlled Medications: Any medication that is considered to be a narcotic, or “controlled” medication, should be sent in its original container and be accompanied with a record sheet.
At Hammer Travel check-in, the trip leader will confirm the amount of medication sent with the traveler and will sign the record sheet along with the person who brought the traveler to the trip meeting point. At the end of the trip, the trip leader will show the medication record sheet to the person picking up the traveler, who will then confirm the amount of medication that was returned by signing the record sheet along with the trip leader.
Medical Records: All travelers must complete a Traveler Emergency Information Form (TEIF) which should also be sent in with registration forms. This form will be provided by Hammer Travel and will include, emergency contact information, allergy information, medical insurance information, etc…
Hammer Travel also needs to be made aware of any hospitalizations or communicable illnesses that occurred within 1 year of the trip departure date. Failure to turn in forms by the due date may result in termination of the trip. Protocols: Any medical protocols (such as seizure, allergic reaction, etc.) will need to be turned in with registration forms. Any PRN medications needed, such as emergency allergy medication, etc. will need to be brought with the traveler and turned in to Hammer Travel at check in. Travelers, their guardians, or care providers will be responsible for any expenses accrued by Hammer Travel because of misinformation pertaining to the traveler’s needs. These expenses can include, but are not limited to; staff cost, staff expenses, personal injury, etc.
Medical Equipment: Hammer Travel trips are wheelchair assessable unless otherwise specified. Space is limited for the number of wheelchairs we can take on a trip and extra staffing may be needed. Please call us before booking to be sure space is available, and to determine how much assistance will be needed. Travelers requiring a walker, or who are slow walkers, may be charged an additional fee for extra staff if needed.
Hammer Travel does not provide wheelchairs for traveler. If a traveler uses any type of ostomy or catheter bag, Hammer Travel must be made aware of this and any specific information, such as cleaning, assistance needed, etc. at registration. Hammer Travel may contact the traveler or his/her care provider for person specific training if needed. It is the traveler’s responsibility to bring enough supplies (i.e. bags, tape, skin barriers, wipes etc…) for the entire trip.
Hammer Travel reserves the right to send any traveler home, at their expense and without a refund, if Hammer Travel is not informed about any required medical equipment.
Travelers may have Hammer Travel handle their spending money while on their chosen vacation. Travelers are responsible for their own funds prior to checking in with Hammer Travel staff at the beginning of the vacation. Travelers will be sent a cash ledger prior to the trip to be completed and brought to the trip check-in. A Hammer Travel team member will confirm the amount before accepting responsibility of the funds.
Hammer Travel team members will hold the funds for the traveler and will distribute money on the traveler’s behalf according to activities/purchases chosen by the traveler. Hammer Travel will record all transactions on the “cash on hand” form. When possible, Hammer Travel will acquire receipts for purchases made on the trip. Any purchases made where a receipt was not available will be listed in writing on the ledger.
Hammer Travel cannot be held responsible for any money related issues including but not limited to; spending disputes, lost or stolen money, behaviors related to finances, etc… If a traveler asks to hold some of their money while on a trip, Hammer Travel will accommodate the request but cannot be held responsible for any issues that may arise, including but not limited to; overspending, lost or stolen money, or any purchases made by the traveler.
Hammer Travel will provide reasonable guidance for spending and types of purchases being made, but any spending limits, restrictions, or any other concerns need to be made in writing on the “cash on hand” form and presented to Hammer travel team members at check-in. The traveler will make the final decision on how his/her money is spent. All money, receipts and a copy of the completed “cash on hand” ledger will be given back to the traveler at the end of the trip. Travelers handling their own funds while on the trip are fully responsible for their own funds before, during, and after the trip. Travelers are still required to bring the completed “cash on hand form” with the amount of money being carried by the traveler.
A Hammer Travel team member will confirm the amount and then hand the funds back over to the traveler. Hammer travel cannot be held responsible for any issues that may arise, including but not limited to; overspending, lost or stolen money, missing receipts, or any purchases made by the traveler. If a traveler has any spending limits or restrictions Hammer Travel may provide reasonable guidance for spending and types of purchases being made, but the traveler will make the decision on what purchases he/she makes.
At no time will Hammer Travel team members lend money or purchase any items for a traveler. Hammer Travel can give recommendations to travelers for how much spending money to bring on a trip, but a traveler may bring as much spending cash as they choose.
Hammer Travel will not allow any other traveler to pay for or lend money to another traveler, unless an arrangement to share funds with someone has been set up ahead of time and approved by traveler’s guardians/conservators.
Supervision and Support
Hammer Travel’s regular staff to participant ratio is 1:4, meaning one travel team member for four participants. If a participant requires more assistance, it is up to the individual or his/her guardian or care provider to set this up during registration. Fees may apply if extra staffing is needed; or a participant may choose to bring his/her own personal care attendant (PCA) along for 75% of the package cost. Any participant requiring 1:1 assistance must be accompanied by a PCA, or request that Hammer Travel supply an extra staff (fees apply, and dependent upon availability). In some instances Hammer may need to provide a greater ratio than 1:4, but will contact the necessary person in order to discuss the options of dropping from the vacation without penalty, or participating on the vacation with the new staff ratio.
The above mentioned ratios apply once the participant joins the Hammer Travel group at the designated meeting place for all travelers. These ratios are not valid for travel to/from the destination. If a participant requires assistance getting to the destination’s meeting place it would have to set up ahead of time by either the participant, or his/her guardian, or care provider.
Hammer Travel does not guarantee 24-hour assistance or in-room staff. Staff will provide daily living assistance while in the community and at the lodging facility during normal awake hours. Hammer Travel staff will remain at the lodging facility overnight, and will share rooms with participants as needed in order to fill lodging rooms; however, participants needing awake supervision of any kind will need to provide a PCA.
Request for Hammer Travel staff to be in a room with a participant will be honored on a first come first served basis. Request must be made in writing and sent in with registration forms. If a participant cannot be left alone, and all requests have been filled, the participant has the option of dropping from the vacation, but will need to pay any required penalties/fees, or they can send a PCA along with them (fees apply). Any requests to share a room or bed with another traveler (i.e. spouse/friend) also need to be made in writing and sent in with the registration forms.
Same gender staffing is not guaranteed, however, all staff have passed background checks and are highly professional and respectful to the needs/concerns of our travelers. Out of necessity, Hammer Travel staff may share a room with travelers of an opposite gender, but travelers of opposite genders will not share an accommodation, unless there are private bedrooms or arranged in advance through guardian approval.
Hammer Travel will respect the privacy of all travelers and will only provide personal cares assistance as needed. Any treatments or conditions will be applied/talked about in privacy. All travelers will be required to be dressed appropriately when in common areas. Hammer Travel’s responsibility for participants begins once a participant is with the Hammer Travel group at a specific destination/meeting place, and ends once the participant has been taken to their departure carrier. Hammer Travel is not responsible for any damages caused by delays, cancellations, lack of supervision, or any other occurrence, while the participant is in route to a destination/meeting place or their final destination, or while in the care of a transportation carrier.
Please note that any agency registering four travelers for the same trip may provide a staff at no additional charge.
Included meals are listed on the trips itinerary. Snacks and other non-mealtime food or beverage items may be purchased at the travelers’ expense. Appetizers, desserts, and specialty drinks (milkshakes, alcohol, “virgin” drinks, etc.) are not included in the price of trip. Travelers may purchase these at their own expense.
Alcoholic drinks are permitted on Hammer Travel vacations with guardian approval (see alcohol policy).
Breakfasts typically will be “continental” breakfasts at hotels. Lunch and dinner will be at or delivered from restaurants. Please note, we will order delivery from restaurants only if absolutely necessary (i.e. late arrival at destinations, weather, etc.).
Hammer Travel will follow dietary/budget requirements included in registration materials to the best of our abilities.
Hammer Travel is not responsible for travelers deviating from their dietary plans while separated from the Hammer Travel group, for food related medications not sent with travelers, or travelers secretly consuming food or beverage items not in their dietary plans.
Alcohol/Smoking/Illegal Substances/Gambling Policy and Procedures
Alcohol: Hammer Travel does allow a limited amount of alcohol use for travelers on their vacations. There is a two drink limit per day, drinks must be spread out during the day, and drinks are limited to standard “single” cocktails and beer. The “consumes alcohol” option, under “Lifestyle Choices” must be checked on our registration form, otherwise alcohol will be denied. If the “consumes alcohol” option is checked, it will be assumed that guardian consent was given and that alcohol will not negatively mix with the traveler’s medications. Any participant that does not follow this policy and is found to be intoxicated, may be placed in the care of local authorities until sober and then sent home at his/her expense. Travelers are responsible for any costs that accrue because of alcohol consumption. Alcoholic drinks are not included in the price of the vacation, and must be paid for by the traveler, this also applies to “nonalcoholic/virgin” drinks. Hammer Travel team members are required to be alcohol/drug free at all times during the vacation.
Smoking: Smoking is allowed during Hammer Travel vacations, but travelers must follow the smoking rules of each location. Travelers who smoke will need to alert a travel team member if he/she needs to leave an area in order to smoke. Hammer Travel team members reserve the right to deny a participant the right to smoke if it will become an inconvenience for other travelers, or present a safety/health risk. Frequent smoke request could also be denied by Hammer Travel team members if they are interfering with staff’s ability to supervise the other travelers. Any traveler that does not follow the smoking rules of a location, or whose smoking frequently becomes a safety issue or disruptive to other travelers, may be sent home at his/her expense. Any cost that may accrue because of a travelers smoking will be his/her responsibility, this includes but is not limited to property damage, personal harm, fines, etc. The “Uses Tobacco Products” option, under “Lifestyle Choices” must be checked on our registration form it will be assumed that guardian consent was given, otherwise tobacco use will be denied until guardian approval is acquired. Hammer Travel cannot guarantee smoking rooms at lodging destinations, or smoking areas at any location. Hammer Travel team members are allowed reasonable smoke breaks throughout the day, but are not permitted to purchase or share any tobacco, or tobacco related products, with travelers.
Illegal Substances: Hammer Travel does not permit illegal substances of any kind, even when traveling to a state that recognizes “recreational” use of certain substances. Any traveler that consumes or is in position of illegal substances during a vacation may be sent home at his/her expense, or if under the influence, be placed in the care of local authorities. Travelers are responsible for any costs that accrue because of the use of/being in possession of illegal substances. All Hammer Travel team members are required to be alcohol/drug free at all times during the vacation.
Gambling: Gambling is permitted on Hammer Travel trips. Hammer Travel reserves the right to limit the amount of time a traveler can spend gambling, so as to not hold up the vacation for others. Hammer Travel cannot be held liable for any losses that may occur, or be responsible for the dollar amount spent gambling. Staff members will provide support as needed and will make travelers aware of the possible consequences of gambling. All financial spending limitations related to gambling will be followed to the best of Hammer Travel’s abilities.