Guidelines - Terms & Conditions - Deposits/Payment

Motorcoach Travel Etiquette

Use these as “house rules” for being a considerate passenger.

Be on time
- Arrive at the coach a few minutes before every departure time to avoid delaying the group. In some cases, we will leave so that we aren’t late to our next appointment.
Keep noise reasonable
- Use headphones for music and videos, keep phone calls short and quiet, and avoid loud conversations while others rest or the tour host is talking.
Respect personal space
- Don’t sprawl into neighboring seats, avoid “seat hogging,” and share armrests graciously when the bus is full.
Recline with courtesy
- If seats recline, check behind you before reclining and avoid sudden or extreme recline that crowds the person in the next row.
Be mindful with food and drinks
- Bring snacks that are not messy, sticky, or strongly scented; clean up wrappers and spills immediately. Only drinks with lids are permitted on the coach.
Keep the coach clean
- Use trash bags or bins, don’t leave items in the seat pockets or on the floor, and take all belongings when you disembark.
Respect the driver and host
- Follow safety instructions, avoid distracting conversation while the coach is moving, and always wear seatbelts if provided. Stay seated while the coach is in motion, use handrails when moving, do not block aisles or exits, and never tamper with emergency equipment.
Be scent-aware
- Go easy on perfumes, colognes, and strong food to keep the air comfortable for everyone, especially those with allergies.
Use rest stops wisely
- Take care of restroom needs, stretch, and grab snacks during scheduled stops so you don’t need extra unscheduled breaks.

Onboard Guidelines

Carry-on and checked items
- Keep essentials (medications, documents, valuables, light snacks, light jacket) in a small carry-on that stays with you; larger suitcases (limit 40 lbs) go under the coach with the provided luggage tag.
Seat rotation
- We reserve the right to rotate seats daily so everyone has a chance at front and window seats; this keeps things fair on longer tours. Preferred seating is provided on a first-come first-served, paid-in-full basis.
Rest and quiet hours
- We may encourage “quiet times” early mornings or late evenings so those who want to sleep or rest can do so comfortably.
Electronics
- Please download content in advance, keep screens dim, and avoid speaker use entirely. Any sound should be directed to your headphones.
Behavior expectations
- Smoking or vaping, and alcohol is strictly prohibited on the coach. Smoking and vaping is prohibited in each hotel room. There may be a charge of up to $500 for each violation if accessed by the hotel. This will be paid by the person committing the offense.

Bookings, Payments, and Pricing

A deposit is required to hold your seat
- We require a non-refundable per-person deposit at booking - must be received within 10 days of making a reservation.
  
  Tours $299 (or less) - payment in full
  Tours $300 to $999 - $300 deposit
  Tours $1,000 to $1,999 - $500 deposit
  Tours $2,000 to $4,999 - $1,000 deposit
  Tours $5,000 and over - 50% deposit
  
  Balance is due no later than 45 days before tour departure.

A booking is not confirmed until we receive the required deposit and you receive written or electronic confirmation from Mayfield Tours.
Accepted payment methods will be communicated at the time of booking. Failure to pay the balance by the due date (45 days prior to departure) may result in automatic cancellation and applicable fees.
Prices are subject to change before final payment due to currency fluctuations, tax changes, fuel surcharges, or supplier increases. We will notify you of significant increases and provide options where possible.
Planning fees, service fees, and certain charges from Mayfield Tours may be non‑refundable.

Terms & Conditions

These Terms & Conditions (“Terms”) govern all bookings and travel arrangements made through Mayfield Tours (“Mayfield Tours,” “we,” “us,” or “our”). By booking with us, paying a deposit, or using our services or website, you (“you,” “client,” or “traveler”) agree to be bound by these Terms.

1. Role of Mayfield Tours

1.1 Mayfield Tours acts solely as an intermediary between you and independent suppliers of travel services, including but not limited to airlines, hotels, cruise lines, tour operators, ground transportation companies, and activity providers.

1.2 We do not own, operate, or control any of these independent suppliers and are not responsible for their acts, errors, omissions, negligence, delays, or failures.

1.3 We do not guarantee the performance, financial condition, or continued operation of any supplier, nor the accuracy or completeness of their information.

2. Assumption of Risk

2.1 Travel involves inherent risks, including accident, illness, injury, disease, crime, terrorism, civil unrest, natural disasters, and transportation hazards.

2.2 By booking with Mayfield Tours, you voluntarily assume all risks, known and unknown, associated with your trip, activities, and destinations.

2.3 You are responsible for determining whether the trip and its activities are suitable for your physical, medical, and mental condition and for seeking medical advice as needed.

3. Health, Medical, and Fitness

3.1 You represent that you are fit to travel and participate in all included activities.

3.2 Mayfield Tours is not responsible for providing medical care or for the quality, availability, or cost of medical treatment or evacuation. All such costs are your sole responsibility.

3.3 We strongly recommend that you obtain appropriate medical and evacuation insurance. If you decline, you accept all related risks.

4. Passports, Visas, and Entry Requirements

4.1 You are solely responsible for obtaining and carrying valid passports, visas, entry permits, vaccinations, and any other required travel documents.

4.2 Mayfield Tours is not liable if you are denied boarding, refused entry, detained, deported, or otherwise incur costs or consequences due to missing, invalid, or inaccurate documentation.

4.3 You are responsible for complying with all immigration, customs, and health regulations for each destination.

5. Disclaimer for Movie Road trip

5.1 We list a Movie Road Trip that features destinations where movies were filmed. While some people who were involved with the production of the films, are with us on tour, they are compensated. We are not associated with the studios or the actual film we may talk about while on the tour.

6. Cancellations and Refunds

6.1 If you cancel your booking, cancellation must be submitted in writing (e.g., email). The effective date is the date we receive your written notice.

6.2 Cancellation fees will apply in accordance with both Mayfield Tours’ policies and each supplier’s policies. These may range from a loss of deposit to 100% of the trip cost.

6.3 Refunds, if any, are subject to supplier rules and timelines. Mayfield Tours is not responsible if a supplier refuses or delays a refund, credit, or voucher.

6.4 No refunds are provided for no‑shows, unused services, or early departures.

6.5 Cancellation and Travel Protection Recommendations.

While we can’t offer refunds after we’ve paid hotel and restaurant deposits, and have purchased tickets to attractions, in most cases, we will allow a “transfer” of your tour to another person. We are not under obligation to provide a replacement, should you need to cancel.

Mayfield Tours strongly recommends that you purchase comprehensive travel insurance, including trip cancellation/interruption, medical, evacuation, and baggage coverage.

Here are a few you may consult. (Disclaimer: we are not associated with any of these companies, and are not compensated for listing them here.)
TravelInsurance.com
WithFaye.com
TravelexInsurance.com

6.5 If you decline to purchase insurance, you accept full responsibility for any losses, expenses, or damages that such coverage might otherwise have covered.

7. Itinerary Changes and Service Modifications

7.1 Mayfield Tours and its suppliers reserve the right to modify, substitute, or cancel accommodations, activities, transportation, or routes when necessary for operational reasons, safety, or local conditions.

7.2 Reasonable changes to itineraries (including sequence of visits, departure times, or substitute hotels/transport) do not constitute a material change and do not entitle you to a refund.

7.3 We are not liable for schedule changes, delays, or cancellations caused by airlines, weather, strikes, government actions, mechanical failures, or other events beyond our control.

7.4 You are responsible for any additional costs arising from such events, including extra overnight stays, meals, or alternative transport.

8. Force Majeure

8.1 Mayfield Tours shall not be liable for any failure to perform or delay in performance caused by events beyond our reasonable control (“force majeure”), including but not limited to natural disasters, pandemics, epidemics, government restrictions, war, terrorism, civil unrest, or labor disputes.

8.2 In the event of force majeure, we may, at our sole discretion, cancel, modify, or postpone services. Your remedies may be limited to rebooking, credits, or other options in line with supplier policies.

8.3 We are not responsible for disappointment, inconvenience, or loss of enjoyment arising from force majeure events.

9. Traveler Conduct

9.1 You must comply with all local laws, supplier rules, and instructions from guides and representatives.

9.2 Suppliers, guides, or Mayfield Tours representatives may refuse service or remove any traveler who is disruptive, intoxicated, unsafe, or endangers others, without refund.

9.3 You are responsible for arriving on time for all flights, tours, and transfers. Mayfield Tours is not liable for missed departures or connections due to your late arrival.

10. Entire Agreement and Changes

10.1 These Terms, together with your invoice, itinerary, and any written confirmations from Mayfield Tours, constitute the entire agreement between you and Mayfield Tours regarding your booking.

10.2 If any provision of these Terms is found invalid or unenforceable, the remaining provisions will remain in full force and effect.

10.3 Mayfield Tours may update or modify these Terms at any time. The version in effect at the time of your booking will apply to that booking unless otherwise required by law.

11. Release of Liability and Indemnification

11.1 To the fullest extent permitted by law, you release, discharge, and agree not to sue Mayfield Tours, its owners, officers, employees, agents, and representatives for any claims, losses, or damages arising out of or related to your trip, except to the extent caused solely by our own gross negligence or willful misconduct.

11.2 You agree to indemnify and hold harmless Mayfield Tours from any claims, damages, or expenses (including reasonable attorneys’ fees) brought by third parties arising from your conduct or breach of these Terms.

12. Limits of Liability

12.1 To the extent permitted by law, the total liability of Mayfield Tours for any claim related to your booking or travel is limited to the amount of fees actually received by Mayfield Tours for the specific services giving rise to such claim.

12.2 Mayfield Tours is not liable for any indirect, consequential, incidental, special, or punitive damages, including loss of profits, loss of enjoyment, or emotional distress.

13. Website and Content

13.1 All information on the Mayfield Tours website and in marketing materials is provided “as is” and for general information only and may not always be complete, accurate, or current.

13.2 We reserve the right to correct errors or update information at any time without prior notice.

13.3 Our website may contain links to third‑party websites. We are not responsible for the content, policies, or practices of such sites.

14. Intellectual Property

14.1 All text, images, logos, and other content on the Mayfield Tours website and in our materials are the property of Mayfield Tours or our licensors and are protected by intellectual property laws.

14.2 You may view and print content for personal, non‑commercial use only. Any other use, including reproduction or distribution, requires our prior written consent.

15. Privacy and Communications

15.1 Your use of our services and website is also governed by our Privacy Policy, which explains how we collect, use, and protect your personal data.

15.2 Electronic communications (email, forms, messaging) may not be fully secure, and we cannot guarantee that unauthorized third parties will never be able to defeat our security measures.

16. Governing Law and Dispute Resolution

16.1 These Terms are governed by the laws of Spartanburg County and the State of South Carolina, without regard to its conflict‑of‑law rules.

16.2 You agree that any dispute arising out of or relating to your booking or these Terms will be brought exclusively in the courts or dispute‑resolution forum located in [Spartanburg, South Carolina, USA], and you consent to the jurisdiction of those courts or forum.

16.3 Any claim against Mayfield Tours must be brought within one (1) year after the return date of your trip or will be permanently barred.

17. Entire Agreement and Changes

17.1 These Terms, together with your invoice, itinerary, and any written confirmations from Mayfield Tours, constitute the entire agreement between you and Mayfield Tours regarding your booking.

17.2 If any provision of these Terms is found invalid or unenforceable, the remaining provisions will remain in full force and effect.

17.3 Mayfield Tours may update or modify these Terms at any time. The version in effect at the time of your booking will apply to that booking unless otherwise required by law.