THIS DOCUMENT DESCRIBES THE BENEFITS AND PROVISIONS OF THE FORMALWEEKEND.COM CANCELLATION PLAN. THE CANCELLATION PLAN IS THE ONLY CONTRACT IN WHICH BENEFITS WILL BE PAID. PLEASE READ THIS DOCUMENT CAREFULLY.

CANCELLATION PLAN OVERVIEW:

FormalWeekend.com offers a Cancellation Plan in order to ensure peace of mind that the Trip Cost is not a total loss if a Trip Participant must cancel his/her Trip for a valid medically necessary reason. The Cancellation Plan will provide reimbursement of non-refundable or previously forfeited deposits and payments made on the covered trip. Non-medical reasons are not covered.

The Cancellation Plan offered by FormalWeekend.com does not constitute travel insurance and offers coverage only as specifically described herein. We strongly recommend purchasing comprehensive travel insurance through a third party such as Travel Guard or AIG, which may cover additional cancellation reasons and provide protection during travel. 

CANCELLATION PLAN COVERAGE:

FormalWeekend.com will pay this trip cancellation coverage benefit up to the Maximum Amount of the trip cost paid, minus a $50 administrative fee. If a Trip is canceled by Trip Participant due to any of the following unforeseen circumstances: (a) Sickness, Injury or death of Trip Participant or Immediate Family Member. Coverage does not apply and trip cancellation coverage benefits will not be paid in relation to Sickness, Injury or death of the Trip Participant’s Traveling Companion; ie: fraternity or sorority members “date” or “plus one” guest. Injury or Sickness must be so disabling as to reasonably cause a Trip to be canceled. Injury or Sickness must be documented by a Physician, in which the attending Physician must recommend or require Trip Participant to cancel travel plans on the covered trip. This coverage applies only if Cancellation Plan was purchased and paid for at the time of the “initial trip deposit/payment.” “Initial trip deposit/payment” means the date the first deposit is made to FormalWeekend.com toward the cost of his/her Trip. Trip cancellation coverage benefit will not be paid for the following, but is not limited to: (a) Change of Mind or alternate travel plans; (b) Inclement Weather causing delay or cancellation of travel; (c) Strike resulting in cessation of travel services at the point of departure or Destination; (d) the Trip Participant’s principal residence or Destination being made uninhabitable by fire, flood, or similar Natural Disaster, vandalism, or burglary; (e) the Trip Participant being subpoenaed, required to serve on a jury, hijacked, or quarantined; (f) the Trip Participant being called into active military service or having leave revoked or being reassigned; (g) a Terrorist Incident in or near a City listed on the Trip Participant’s itinerary (h) financial hardship; (i) Trip Participants removal from university, college, organization, fraternity and sorority that he/she initially booked the trip as part of; (j) any other said reason, other than stated above in which trip cancellation coverage benefits are payable.

CANCELLATION PLAN BENEFITS:

FormalWeekend.com will pay this trip cancellation coverage benefit up to the Maximum Amount of the trip cost paid that are canceled before the scheduled Contracted Departure Date due to the reasons shown at the beginning of this section. FormalWeekend.com will reimburse for the following, minus a $50 administrative fee: (a) forfeited, non-refundable prepaid deposits and/or payments, or unused prepaid payments or deposits; (b) the charge for a single room upgrade. FormalWeekend.com will not reimburse or pay trip cancellation coverage benefits on; (a) late fees; (b) name change fees; (c) administrative fees; (d) room change fees; (e) Cancellation Plan cost. The Trip Participant must: Contact FormalWeekend.com in writing at (contact@formalweekend.com) as soon as he/she knows the Trip is going to be canceled. Failure to do so may affect coverage. The Travel Participants Duties in the Event of Loss or Benefit Claim: The Travel Participant must provide FormalWeekend.com documentation of the cancellation by completing the Cancellation Plan Claim Form along with proof of the expenses incurred. The Trip Participant must provide proof of payment for the Trip such as canceled checks, credit card statements, proof of refunds received and any other information reasonably required to prove the loss. Claims involving loss and benefits due to Sickness, Injury, or death require signed patient/trip participant authorization to release medical information and an attending Physician’s statement.

INDIVIDUAL ELIGIBILITY, EFFECTIVE & TERMINATION DATES:

Persons eligible for the Cancellation Plan under the plan are any paid Trip Participant(s) who purchased the Cancellation Plan at the time of the initial trip deposit/payment.

Effective Date: After Cancellation Plan cost is paid by the Trip Participant the TRIP CANCELLATION BENEFIT will be effective immediately.

Termination Date: All coverage ends at 12:01AM on the day of departure or the cancellation of the Trip covered by the Cancellation Plan.

General Exclusions: These exclusions apply to Trip Cancellation Claim Benefits; The Cancellation Plan does not cover loss caused by: (a)intentionally self-inflicted Injury or any attempt at an intentionally self-inflicted Injury, suicide, or attempted suicide by the Trip Participant or Immediate Family Member; (b)pregnancy or childbirth, or elective abortion, other than the Complications of Pregnancy; (c)participation in professional athletic events, motor sport, or motor racing, including training or practice for the same; (d) mountain climbing; (e) war or act of war, whether declared or not, civil disturbance, riot, or insurrection; (f) operating or learning to operate any aircraft, as student, pilot, or crew; (g) air travel on any air-supported device, other than a regularly scheduled airline or air charter company; (h) loss or damage caused by detention, confiscation, or destruction by customs; (i) any unlawful acts, committed by the Trip Participant, Immediate Family Member, or a Traveling Companion, whether trip Participant or not; (j) mental, psychological or nervous disorders including, but not limited to, anxiety, depression, neurosis or psychosis; (k) if the Trip Participant’s tickets do not contain specific travel dates (open tickets); (l) alcohol or substance abuse or treatment for same; (m) medical treatment during or arising from a Trip undertaken for the purpose or intent of securing medical treatment or traveling expressly for the purpose of obtaining medical treatment; (n) elective or non-emergency treatment or surgery, except for any necessary treatment or surgery due to covered Injury or Sickness; (o) Experimental or Investigative treatment or procedures; (p) an Injury or Sickness which occurs at a time when this coverage is not in effect or (q) COVID-19 related claims outside of a positive test within 24 hours prior to the scheduled trip departure date.

Pre-Existing Medical Condition Exclusion: FormalWeekend.com will not pay for loss or expense incurred as the result of Injury, Sickness or other condition of the Trip Participant, a Traveling Companion, or an Immediate Family Member of the Trip Participant or Traveling Companion, which, within the 180 day period before the Trip Participant’s coverage began: (a) first manifested itself, worsened, became acute, or had symptoms which would have prompted a reasonable person to seek diagnosis, care or treatment; (b) required taking prescribed drugs or medicine, unless the condition for which the prescribed drug or medicine is taken remains controlled without any change in the required prescription; or (c) required treatment by a Physician or treatment had been recommended by a Physician. The FormalWeekend.com will waive this exclusion if the Trip Participant meets the following conditions: 1. The amount of Trip Cancellation coverage purchased must equal the full cost of all pre-paid non-refundable Trip arrangements; 2. The Trip Participant must be medically able to travel when he/she pays his/her premium.

DEFINITIONS:

 “Change of Mind” means the Trip Participant making the decision not to travel on the booked trip for any reason other than Sickness, Injury or death.

 “Contracted Departure Date” means the date on which the Trip Participant is originally scheduled to leave on his/her Trip.

“Contracted Return Date” means the date on which the Trip Participant is scheduled to return to the point where the Trip started, or to a different specified Return Destination.

 “Destination” means the place where the Trip Participant expects to travel on his/her Trip, as shown on the confirmation page.

“Experimental or Investigative” means treatment, a device or prescription medication which is recommended by a Physician, but is not considered by the medical community as a whole to be safe and effective for the condition for which the treatment, device or prescription medication is being used, including any treatment, procedure, facility, equipment, drugs, drug usage, devices, or supplies not recognized as accepted medical practice, and any of those items requiring federal or other governmental agency approval not received at the time services are rendered.

“Financial Default” means either (i) the complete suspension of operations due to financial circumstances, whether or not a bankruptcy petition is filed; or (ii) a partial suspension of the operations following a filing of a bankruptcy petition.

“FormalWeekend.com” means the company, tour operator, or other entity from which the Trip Participant purchases his/her coverage or travel arrangements, and includes all officers, employees, and affiliates of the company or tour operator.

“Hospital” means a place that: (a) holds a valid license; (b) is run mainly for the care and treatment of sick or injured persons as inpatients; (c) has a staff of one or more Physicians available at all times; (d) provides 24-hour nursing service and has at least one registered nurse on duty at all times; (e) has organized diagnostic and surgical facilities, either on the premises or on a contract basis with another Hospital; and (f) is not mainly a clinic, or facility for nursing, rest or convalescence, or a place for the aged.

“Immediate Family Member” means the Trip Participant’s child, brother, sister, mother, father, grandparents, step-brother, step-sister, step-parents, legal guardian.

“Inclement Weather” means any severe weather condition which delays the scheduled arrival or departure of a Common Carrier.

“Injury” means a bodily injury caused by an accident occurring while this Plan is in force as to the Trip Participant whose injury is the basis of a claim, and resulting directly and independently of all other causes of loss covered by the Plan. The injury must be verified by a Physician.

“Maximum Amount” means the total cost of the trip the Cancellation Plan was purchased to cover, minus other associated fees such as: late booking fees, late payment fees, name change fees, room change fees, administrative fees, cancellation plan cost. A $50 administrative fee will apply to all submitted Cancellation Plan Claim Forms.

“Medically Necessary” means that a treatment, service, or supply: (1) is essential for diagnosis, treatment, or care of the Injury or Sickness for which it is prescribed or performed; (2) meets generally accepted standards of medical practice; (3) is ordered by a Physician and performed under his or her care, supervision, or order; and (4) is not primarily for the convenience of the Trip Participant, Physician, other providers, or any other person.

“Natural Disaster” means a flood, hurricane, tornado, earthquake, or blizzard that is due to natural causes.

“Physician” means a licensed practitioner of the healing arts including accredited Christian Science Practitioners, acting within the scope of his/her license. The treating Physician may not be the Trip Participant, Immediate Family Member, or a Traveling Companion.

“Reasonable Additional Expenses” means any expenses for meals and lodging which were necessarily incurred as the result of a Trip Interruption or Travel Delay and which are not provided by the Common Carrier or any other party free of charge.

“Reasonable and Customary Charges” means an expense which: (a) is charged for treatment, supplies, or medical services Medically Necessary to treat the Trip Participant’s condition; (b) does not exceed the usual level of charges for similar treatment, supplies or medical services in the locality where the expense is incurred; and (c) does not include charges that would not have been made if no Cancellation Plan existed. In no event will the Reasonable and Customary Charges exceed the actual amount charged.

“Return Destination” means the place to which the Trip Participant expects to return from his/her Trip.

“Sickness” means an illness or disease diagnosed or treated treatment by a Physician.

“Strike” means a stoppage of work (a) announced, organized, and sanctioned by a labor union and (b) which interferes with the normal departure and arrival of a Common Carrier. Included in the definition of Strike are work slowdowns and sickouts.

“Terrorist Incident” means an act of violence, other than civil disorder or riot (that is not an act of war, declared or undeclared) that results in loss of life or major damage to property, by any person acting on behalf of or in connection with any organization which is generally recognized as having the intent to overthrow or influence the control of any government.

 “Traveling Companion” means a person or persons with whom you have coordinated travel arrangements and intend to travel with during the Trip. A group or tour leader is not considered a Traveling Companion, unless you are sharing room accommodations with the group or tour leader.

“Trip” means a period of round-trip travel away from home to a Destination outside the Trip Participant’s city of residence; the purpose of the Trip is business or pleasure and is not to obtain health care or treatment of any kind; the Trip has defined departure and return dates specified when the Trip Participant applies; the Trip does not exceed 365 days; and the Trip Participant’s Destination is not to another home; travel is primarily by Common Carrier and only incidentally by private conveyance.

“Trip Participant” means the person named on the online trip registration and booking confirmation; i.e. example Organization Member, Fraternity Brother.