Grounded Catholic Pilgrimage Terms & Conditions
IMPORTANT: Please thoroughly read our Terms and Conditions
Terms & Conditions
Introduction
These Terms and Conditions outline the policies and responsibilities that apply to all Grounded Catholic (“GC”) pilgrimages. By submitting a registration form, travelers acknowledge that they have read, understood, and agreed to all policies stated here.
1. Pilgrimage Pricing and Inclusions
Pilgrimage prices are based on current rates for accommodations, transportation, entrance fees, meals, and any other services described in the specific itinerary. Package pricing generally includes:
Lodging in standard rooms
Ground transportation abroad
Entrance fees for scheduled sites
Specified meals
Items not included in the pilgrimage price include, but are not limited to:
Travel insurance
Passport or visa fees
Personal expenses (laundry, souvenirs, snacks, beverages, minibar, etc.)
Optional tours or activities not listed in the itinerary
Alcoholic drinks and meals not specified
Anything not explicitly listed as included
Gratuities may or may not be part of the package. Each itinerary will clarify whether they are included.
GC aims to maintain published pricing; however, unexpected changes in market conditions may require adjustments. If a price change becomes necessary, travelers will be notified in writing within 24 hours.
Pilgrimages may have a maximum capacity. Registrations are processed on a first-come, first-served basis. Once full, applicants will be placed on a waitlist and contacted if space becomes available.
2. Deposits and Payment Schedule
A non-refundable $300 deposit per traveler is required at the time of registration. This deposit covers GC’s administrative, planning, and reservation services and is applied to the total pilgrimage cost.
Final payment must be made no later than 12:00 PM CST, 60 days prior to departure. Unpaid reservations will be canceled after the deadline.
If a traveler wishes to rejoin the pilgrimage after missing the final payment deadline, a new registration and updated pricing based on current market rates will apply. An expedited processing fee of $50 per day (maximum 10 days) may be charged when GC must rush arrangements on short notice.
Payments may be made through sign up platform:
https://grounded-catholic-422537.churchcenter.com/registrations/events/3319287
3. Reservation Changes
Each traveler is permitted one complimentary name correction. Additional name changes, including those due to errors not caused by GC, may incur a $50 reprocessing fee.
4. Accepted Forms of Payment
GC accepts major credit cards (Visa, MasterCard, American Express) through its online payment portal.
In the event of clerical or system errors, GC reserves the right to issue corrected invoices. If a corrected invoice results in a higher cost, travelers may cancel within five (5) days of receiving the corrected invoice and receive a refund of all payments made to GC, excluding insurance premiums or applicable penalties.
Credit card processing fees are set by the issuing companies, and GC is not responsible for any changes in those fees that occur during the registration period.
5. Passports, Visas, and Entry Documents
Each traveler is responsible for having a valid passport that will remain valid for at least six (6) months after returning from the pilgrimage. Travelers must obtain all necessary visas, travel authorizations, and supporting documents required by the countries visited.
Non-U.S. citizens must check entry requirements with both U.S. authorities and the embassies/consulates of the countries they will visit.
A Passport Card is not valid for international air travel and cannot be used in place of a Passport Book. Travelers attempting to travel without proper documents may be denied boarding or entry, and GC cannot be held responsible for related expenses or losses.
Failure to obtain proper travel documents does not exempt travelers from cancellation fees.
6. Final Travel Documents
GC typically mails final travel packets 4–6 weeks prior to departure. These packets may include hotel information, contact details, a general schedule, and other relevant materials.
7. Air Travel
This pilgrimage is land-only. Travelers are responsible for booking and purchasing their own international flights.
Travelers must email their confirmed flight schedule to:
groundedcatholic@gmail.com
at least 60 days prior to departure.
If GC cancels a pilgrimage for any reason, individually purchased airline tickets are not covered by GC and remain the sole responsibility of the traveler.
8. Airline Check-In and Policies
Travelers should arrive at the airport at least three (3) hours before departure for international flights.
Flight schedules, delays, cancellations, and airline policies are governed solely by the airline. GC is not responsible for airline-related interruptions, injuries, illnesses, or expenses.
9. Hotel Accommodations
Accommodations are based on double occupancy unless otherwise noted. Rooms may include twin, queen, or king beds depending on availability and the destination. Room assignments are made based on information provided on the registration form.
10. Private Rooms and Single Supplement
Travelers who wish to stay alone in a room may request a private room for an additional single supplement fee ($500).
If a traveler’s intended roommate cancels and GC is unable to match them with another traveler, the remaining traveler must pay the single supplement fee.
11. Shared Rooms
Single travelers not requesting a private room will be matched with a same-sex roommate when possible. If a roommate cannot be found, the single supplement fee will apply.
Travelers registering with a spouse or companion should indicate this on their registration form.
12. Luggage
Baggage allowances are determined by the traveler’s airline. GC is not responsible for lost, damaged, or delayed luggage.
Travelers must file luggage claims directly with the airline.
13. Meals and Dietary Requests
GC will share dietary requests with hotels and restaurants when provided in advance. However, GC cannot guarantee that special diets, allergies, or intolerances can be fully accommodated. Travelers with significant dietary needs are strongly encouraged to plan accordingly.
14. Participation Requirements
GC and its service partners reserve the right to decline participation to any traveler whose conduct, health, or behavior may negatively impact the group or impede pilgrimage operations. No compensation or refund is provided in such cases.
15. Travel Insurance
GC strongly recommends purchasing comprehensive travel insurance covering medical emergencies, trip cancellation, interruption, lost baggage, and other unforeseen events.
Travelers may obtain insurance through GC’s recommended provider (Travel Insured International) or independently. A copy of the traveler’s policy must be submitted to GC 60 days before departure.
Insurance premiums are non-refundable.
16. Travelers Requiring Special Assistance
Travelers with physical limitations must disclose any needs at the time of registration. GC cannot provide personal assistance with mobility, dining, medical care, or personal needs.
A capable companion must accompany travelers requiring such assistance.
GC is not responsible for any medical conditions before, during, or after the pilgrimage.
17. Minor Travelers
Participants under 18 must be accompanied by an adult. If the accompanying adult is not a parent or legal guardian, a notarized letter granting temporary guardianship is strongly recommended.
Parents/guardians assume full responsibility for the minor’s conduct and safety. Children must not negatively impact the experience of the group.
18. Travel Advisories
Travelers are responsible for reviewing U.S. State Department advisories:
https://travel.state.gov
Travelers who choose to proceed despite advisories do so at their own risk.
19. Physical Requirements
Pilgrimages often involve extensive walking, including on uneven surfaces, inclines, and varying terrain. Camino-related itineraries may involve 5–15 miles per day. Travelers should be in appropriate physical condition to participate.
20. Immunizations
No specific vaccinations are currently required unless otherwise noted by destination authorities.
21. Cancellation by Traveler
Cancellation fees per traveler:
Deposit ($300): Non-refundable
90–46 days before departure: Refund minus deposit and a $1,000 cancellation fee
45 days or fewer: No refund
No-shows or cancellations after departure: No refund
Cancellation requests must be submitted in writing by the person who made the original reservation. Processing time may take up to six (6) weeks after the pilgrimage ends.
22. Cancellation by GC
GC may cancel a pilgrimage if necessary. Refunds may take up to six (6) months to process. GC’s liability is limited to the refund of payments made directly to GC.
GC is not responsible for independently purchased airfare or other travel arrangements.
23. Force Majeure
GC is not responsible for disruptions caused by events beyond its control, including but not limited to natural disasters, war, terrorism, pandemics, labor strikes, civil unrest, or government actions. Cash refunds are not provided in these circumstances. Travel insurance is strongly recommended.
24. Insufficient Enrollment
If a pilgrimage is canceled due to low enrollment, GC will offer alternative travel options when available. GC is not responsible for costs related to independently booked travel.
25. Unused Services
No refunds or credits are provided for unused portions of the pilgrimage.
26. Responsibility Clause
GC acts solely as a tour operator and does not own or control hotels, transportation providers, or other service suppliers. GC is not responsible for injury, damage, delays, accidents, or expenses arising from acts or omissions of suppliers or circumstances beyond GC’s control.
27. Assigned Priest
If the originally scheduled priest cannot attend, the pilgrimage will proceed as planned with no change to traveler reservations.
28. Photography and Video
GC may photograph or record portions of the pilgrimage for promotional purposes. Travelers who prefer not to appear in photos or videos must notify GC in writing before departure.
29. Itinerary Flexibility
GC will attempt to follow the published itinerary as closely as possible; however, changes may occur due to religious events, local conditions, or unforeseen circumstances.
30. Waiver of Liability
By registering, travelers agree to assume all risks associated with the pilgrimage and to release, indemnify, and hold harmless GC and its representatives from claims or losses arising from participation.
Travel may involve risks including accidents, delays, illness, pandemics, negligent behavior of third parties, or other unexpected events. Travelers participating in optional activities do so at their own risk.
31. Forum Selection, Governing Law, and Class Action Waiver
This agreement shall be governed by the laws of the State of Kansas. Travelers agree to bring any claim solely in the state or federal courts located in Kansas.
Travelers further agree to pursue claims only in an individual capacity, not as part of a class action.
32. Errors and Omissions
Although GC strives for accuracy, typographical or informational errors may occur. GC reserves the right to correct such errors and update these Terms and Conditions without prior notice.
33. Changes to Agreement
Only an authorized representative of GC may modify these Terms and Conditions.
34. Dispute Resolution
Any dispute related to this agreement shall be resolved through arbitration with United States Arbitration & Mediation (USA&M) in Overland Park, Kansas, following USA&M’s Rules of Arbitration. The arbitrator’s decision is final and binding.
If a party refuses to participate in arbitration or challenges the award unsuccessfully, the other party may recover reasonable attorney’s fees and related costs.