Booking Conditions - AALDC 2023

Please read carefully and ensure that you understand and accept the conditions and information outlined.

Reservations – Deposit and Balance Payment A Booking Form must be received by Travelplan Ski at time of deposit to proceed with booking. A ground package deposit of 10% of cost plus any lodging deposit is payable at booking. Deposits up to 50% can be required by hotels and apartments. Balance payment is due by 31 October 2022, or according to airfare rules. Christmas bookings generally have to be finalised by October.

Credit Card Payments Surcharges apply, which vary by card type. Credit card payments are accepted on the express understanding that you authorise Travelplan Australia Pty Ltd to pay deposits and balance payments on your behalf to airlines, accommodation operators and other principals involved. In consideration of doing so, you will not hold Travelplan Australia Pty Ltd responsible for the insolvency and/or failure to perform of airlines, accommodation or any other principal involved, and in any of those events, you will not ask your credit card provider to revoke payments made, where Travelplan Australia Pty Ltd is the merchant in such transactions.

Currency Guarantee Policy
All Travelplan prices, denominated in AUD, are subject to variation due to volatility in foreign exchange prices until deposit is paid. Any variation to listed prices will be based on the rates available to Travelplan at the time the deposit is paid by the client. ONCE THE REQUIRED DEPOSIT IS PAID, AU$ LAND COSTS WILL BE CURRENCY PROTECTED AND GUARANTEED NOT TO CHANGE DUE TO EXCHANGE RATE FLUCTUATIONS. Travelplan may take out foreign exchange contracts and for this reason, the foreign exchange rate applied to client payments may differ from the current market rate.

Responsibility Travelplan Australia Pty Ltd acts as a booking agent only for the persons, or organisations providing or offering the means of travel, accommodation, ski lifts or services detailed and as such cannot be held responsible for any injury, loss, accident, delay or any other irregularity outside of our control. The issuance and acceptance of any receipt, voucher, coupon, exchange order, air ticket or itinerary shall be deemed as consent by the client to the above conditions.

Baggage Allowance We recommend prior to departure, you check exact baggage restrictions with the airlines on your itinerary. The following information is given as a guide, but is subject to change. Domestic flights often do not include free checked luggage, particularly in the United States. Airlines may waive baggage charges on domestic flights if you are connecting to/from an international flight, or upon presentation of your international ticket at the check-in counter. If more than one airline is providing the transportation for journey, each airline may apply different rules on both checked and carry-on luggage.
Generally speaking, for direct flights from Australia to North America, two suitcases are allowed with a combined total dimension of 106” (269cm) with no one suitcase exceeding 62” (157cm), with max 23kg for Economy/Premium Class or 32kg for Business/First Class per piece. For international flights elsewhere free baggage allowance is generally 20kg total for Economy Class, 30kg for Business Class and 40kg for First Class. Maximum 1 piece per person carry on luggage. All carry on luggage must comply to size restrictions enforced by the airlines and generally a piece must not weigh more than 7kg.

Passport and Visa A passport is required for overseas travel, with a validity of six months after your return date. For some countries a consular visa or travel authorisation is also required. We will assist in obtaining necessary travel documents and advise on health regulations. However, the possession of such documents is solely the passenger’s responsibility.
United States: All eligible travellers to the US (including those in transit) who wish to travel under the Visa Waiver Program must now apply for authorisation using the Electronic System for Travel Authorisation (ESTA) website, visit As part of the Secure Flight program, your passport information must also be entered into your flight bookings, please provide details on your Booking Form.
Canada: Visa-exempt foreign nationals who fly to (or transit) through Canada will need an Electronic Travel Authorisation (eTA), visit citizenship/services/visit-canada/eta.html (Exceptions include U.S. citizens)

Travel Insurance All passengers must travel with adequate insurance cover. To get the most out of your travel insurance, you might like to purchase your policy at the time of booking. Travelplan Ski or your travel agent can arrange this cover on your behalf.

Cancellation Cancellation charges are determined by accommodation and/or other principals in your booking. If a cancellation is made after 31 October 2022 you will lose all monies paid.
Airfares are subject to up to 100% cancellation fee once tickets are issued. Please reconfirm airfare conditions with Travelplan. Travelplan also reserves the right to charge a service fee per booking. A cancellation service fee of up to $400 per person may apply for a booking cancelled up to 60 days prior to scheduled departure date in addition to fees charged by principals.

Prices All prices shown in Travelplan’s brochure are based on airfares and projected currency exchange rates at time of printing and are subject to change without notice. Prices do not include local, airline, customs or departure taxes, insurance, gratuities or any other costs not detailed in final invoices or itinerary. Additional costs caused by weather, failure of transportation services or other circumstances beyond our or our principals control are not included or recoverable.

Airlines All tour arrangements are performed under the exclusive responsibility of different contractors. Airlines, therefore, act only as agents for the contractors providing the various services herein and do not accept any liability in connection with such services or for any loss, injury or damage to or in respect of any person or property. Airlines will only be responsible for air carriage performed by them. Such air carriage will be subject to the provisions referred to in the conditions of contract contained in the passenger ticket. Qantas Airways Limited (Incorporated in Queensland), United Airlines, Air Canada, American Airlines, Emirates, Japan Airlines, Cathay Pacific, Delta Airlines and Virgin Australia do not by virtue of their endorsement of Travelplan’s brochure represent themselves either as contracting with any purchaser of a holiday from Travelplan or as having any other legal relationship with any such purchase.

Service Fees

Due to the continued change in the way the industry is run and remuneration paid, it has become necessary to implement a series of service fees. Some international and domestic airfares will require a Travelplan service fee which will be advised by your consultant when booked.
A charge of up to $50 may apply for each and every amendment after booking instructions have been received. This charge is in addition to any cancellation fees that may apply.

Domestic Flights

Initial Sale

$50 per person

Changes / Revalidation

$30 per person

Changes / Re-issue

$50 per person

Domestic Holiday Packages

$33 per person

International Flights

Ticket Issuing

$100 per ticket

Hotel Bookings booking

$50 per person

Waived for most hotels at ski resorts.

Rail or Ferry Bookings

$50 per person per booking

Visa Lodgement

$50 per person per visa

Frequent Flyer Redemption

$75 per person

Frequent Flyer Upgrade

$75 per person

Courier Fee

$25 plus cost of courier

Please Note: Some fees may apply that are not listed, in which case customers will be notified. Additional fees apply to customers outside Australia.

The Gant Aspen - AALDC 2023


The Gant Aspen insists that this document must be part of any Conference and Apartment agreement, and that all groups at The Gant accepted and agreed. However the General Manager of Gant Aspen Mr Donnie Lee has provided below his explanation of the intent of the document which we now see as part of the agreement.

  1. The Covid-19 Assumption of Risk and Release are part of the contracts with Travelplan and AALDC.
  2. Despite what is stated in each of the respective contracts regarding cancelations, this provides the ability for Travelplan and AALDC to cancel, or rebook, without cancelation penalties up to November 6, 2022. After which, contract and cancelation penalties prevail.
  3. Further, all attendees acknowledge existence of Covid-19 and individual risk of travel and participation of group functions. Accordingly assume individual risk and agree to abide by applicable Pitkin County Health Orders.

Whilst Covid-19 is excluded from Force Majeure from November 6 2022, other protections of Force Majeure would continue past November 6 including Government shutdowns and border closures etc.


As a condition to occupancy of a residential unit at The Gant and/ or entry into The Gant Conference Center, The Group attendees acknowledge the contagious nature of the Virus and the possibility of exposure to, and infection with, the Virus and the dangers related thereto. The Group attendees assume any and all risk, and accepts sole responsibility, associated with the Covid-19 Virus and the dangers related to the Virus, including but not limited to contracting or being exposed to the Virus. Further, as a condition to occupancy of a residential unit at The Gant and/or entry into The Gant Conference Center, all individuals of The Group, by renting and entering a residential Unit and/or entering the Conference Center, shall release, discharge and covenant not to sue The Resort or The Resort’s assignees, employees, family members, agents, or representatives from any claim, damages, loss, cost, liability, injury, death, actions and the like relating to, or arising from, the Covid-19 Virus, including but not limited to any member of The Group contracting or being exposed to the Virus.

The Group and all individuals in The Group, as a condition to occupancy of a residential unit at The Gant and/or entry into The Gant Conference Center, shall comply with all orders, rules, regulations, proclamations and the like relating to Covid-19 issued by governmental or health authorities, including but not limited to social distancing, limitations on gatherings, and limitations on the number of people at any location or proximity, such restrictions and requirements include but are not limited to:
– Applicable Pitkin County, Colorado, Health Orders: