Poingdestre Family History Tours

Terms and Conditions

The Poindexter Descendants Association ("PDA") is a non-profit charitable association organized under Section 501(c)(3) of the Internal Revenue Code offering historical education and family history research with a specific emphasis on the Poindexter, Poingdestre, Pendexter and Puddester family and for other purposes stated in its Bylaws.  Pursuant to this purpose, the PDA arranges meetings, reunions, bus tours, and international tours (hereinafter known as “events”).  The events are open to PDA members, relatives, friends, and the general public.  The terms and conditions described herein shall apply to all events arranged by the PDA, and the term PDA shall include its officers, agents, tour hosts and guides, members, and volunteers for all purposes herein.  These Terms are subject to change without notice.

Responsibilities
The PDA is not a tour company and is not being engaged by event registrants as a commercial vendor. Rather, the PDA shall act on behalf of event registrants in the aggregate to arrange with vendors the itinerary, accommodations, meals, meetings, tours and sight-seeing to facilitate its purposes.  The PDA does not provide the travel services, accommodations, and meeting spaces being arranged and shall not be liable for the failure of paid vendors in performing services.  The PDA also shall not be responsible for any accidents, injuries, illnesses, damages, baggage losses, expenses or inconveniences caused by any changes in arrival and/or departure times or while traveling on any plane, train, watercraft, taxi, automobile, or bus or by any other necessary changes of itinerary or accommodations or increase of rates, tariffs, or other costs effective after the publication of the information of a specific event.  Any such additional unanticipated expenses shall be borne by the event registrants.

The PDA reserves the right to make changes or substitutions in the itinerary, on behalf of all event registrants, if it becomes necessary or desirable to do so in the sole discretion of the PDA.  The PDA reserves the right to decline to accept any person as a registrant of the event.  The PDA shall not be liable under any circumstances for any damages, personal injury, sickness, or losses arising out of any acts or omissions on the part of the PDA's officers, agents, tour hosts and guides, members, volunteers, or event registrants.

Costs, Amount Charged
The amount charged for events is substantially the actual vendor costs, as allocated to each event registrant. Group discounts are sought to reduce the cost to each event registrant. Charges may be imposed in addition to the actual vendor costs as a contingency fund to protect against fuel surcharges, unexpected expenses, etc.

Registration Fees
Fees must be paid in full at the time of registration or by deadlines stated in event promotional information by check or credit card.  Failure to make payments by stated deadlines will result in your registration not bring accepted, and your party will not be included in our counts to vendors, and you will not be guaranteed access to reunion or tour activities.

Travel Insurance
All Tour Registrants are required to have comprehensive travel insurance to participate in this tour. Comprehensive coverage typically includes trip cancellation/interruption, medical, evacuation, baggage, and flight insurance.  Include your costs for the Tour, should you need to cancel your registration, leave the Tour early, or the PDA cancels the Tour.  Registrants will be obligated to provide proof of insurance (certificate of coverage) or to sign a waiver that the Registrant takes full responsibility before traveling with this tour, releasing the PDA from all obligations in this matter.  Registrants will provide proof of travel insurance or an executed written waiver on or before April 4, 2025, or shall be deemed to have canceled their registrations as of April 5, 2025.

Passport

All Tour Registrants are required to provide to the Tour Hosts a copy of the photo page of their passports by April 4, 2025, or shall be deemed to have canceled their registrations as of April 5, 2025.

Itineraries

All Tour Registrants are required to provide to the Tour Hosts a copy of their travel itinerary details (flight numbers, origination and destination airports, and times) of their flights between the U.S. (or any other point of origin) and European airports on or before April 4, 2025, or shall be deemed to have canceled their registrations as of April 5, 2025.

Refund Policy if You Cancel
If you cancel your registration for any reason, your payment will be refunded minus any non-retrievable expenditures, plus a cancellation fee according to the schedule below.  Your cancellation request must be in writing and shall be deemed effective when received.  The PDA will attempt to work with vendors on your behalf to seek the return of the costs associated with your registration, including deposits the PDA made on your behalf to hotels and other venues.  Specific to the Poingdestre Family History Tour of 2025 to Jersey and Normandy, the refund schedule is:

• Cancel on or before March 3, 2025: amount of refund will be reduced by any non-retrievable expenditures that were made on your behalf.
• Cancel after March 3, 2025 and on or before April 4, 2025: amount of refund will be reduced by any non-retrievable expenditures that were made on your behalf PLUS a 10% per person service fee.
• Cancel after April 4, 2025, no refund.

Cancellation by the PDA
The PDA reserves the right to withdraw any event if insufficient enrollment, safety, political or pandemic conditions, or other reasons require such action.  In the event the PDA withdraws an event, all payments will be returned minus non-retrievable expenditures, regardless that the event registrant is willing and able to proceed with the event.  By registering for the event, the registrant accepts and assumes this risk.  Each registrant is required to purchase travel insurance to cover all their costs.

Photography, Audio and Video Recording
The PDA uses photos, videos and audio recordings that may contain your image or voice for the promotion of the PDA; and capturing family history stories, knowledge, etc. to benefit the historical record.  By registering for this event, your permission to use your image and voice is assumed.  The PDA provides a Facebook page where you and other registrants may share your photos and videos.

Privacy
The PDA will take reasonable steps to keep confidential personally identifiable information you provide on the Registration Form and additional information you provide.  Contact information may be published in a roster of all attendees and shared with attendees to enable social interaction before, during, and after the event. Names may be used on checklists for registration and event participation for use by tour staff. 

Dietary and special needs identified may be shared with the hotel, caterer, tour company or other vendors as appropriate in an attempt to provide reasonable accommodations.  We will be visiting sites in Jersey and Normandy that are very old and have limited-to-no accessibility and the PDA might not be able to accommodate your needs.