Terms & Conditions
CHARTER AND SCHEDULED FLIGHTS
ARTICLE 1: OPERATIONS AND SCHEDULES
1.01 GETTING TO SHELTAIR AVIATION.
Tropic Ocean Airways is located at Sheltair Aviation. The FBO address is: 1050 Lee Wagner Blvd., Fort Lauderdale, FL 33315.
1.02 ELIGIBILITY REQUIREMENTS.
Each guest is responsible for compliance with all applicable laws and regulations. Each guest shall be responsible for obtaining all necessary travel documents (passport, visa, tourist card, immunization certificate and any other documents as required) and for complying with the laws of each country from, through or to which he/she/them receives transportation.
1.03 AIRCRAFT SAFETY.
Each guest understands and agrees that Tropic Ocean Airways shall have absolute discretion in all matters, including, without limitation, the preparation of the aircraft for the flight service and the flight service itself, the load carried and its distribution, the decision as to whether the flight service will be performed, what route will be flown, and all other matters relating to the operation of the Aircraft. Each guest specifically agrees that Tropic Ocean Airways shall have final and complete authority to cancel any flight service for any reason or condition that in its sole and absolute judgment could compromise the safety of a flight service and may take any other action that, in its opinion, is necessitated in consideration of safety. No such action of Tropic Ocean Airways shall create or support any liability for loss, injury, damage or delay to a guest.
Tropic Ocean Airways shall have the right to refuse boarding to any person: (a) who appears to be intoxicated or under the influence of any illicit or controlled substance; (b) who refuses to be subject to any reasonable checks of his or her person or baggage by Tropic Ocean Airways or its affiliates, or by government or airport authorities; (c) whose condition, including apparent illness or incapacity, in the sole judgment of Tropic Ocean Airways could involve hazard or risk to himself, herself or others; (d) who exhibits violent, aggressive, or otherwise inappropriate behavior towards other guests or flight crew; or (e) who fails to provide legally valid government issued identification.
1.04 GUESTS WITH DISABILITIES.
Individuals with disabilities, as defined in section 382.3 of DOT’s rules, 14 CFR 382.3, shall be transported as provided in the regulations and related guidance materials of the DOT, the FAA, other cognizant government authorities, and Tropic Ocean Airways procedures developed in accordance therewith. Guests traveling with a disability agree to provide Tropic Ocean Airways with at least 24 hours’ advance notice when special accommodations are needed. In the event Tropic Ocean Airways is notified of the disability and/or special needs less than 24 hours prior to the scheduled time of departure, the guest should notify Tropic Ocean Airways as soon as possible.
1.05 UNUSED SPACE.
In the event that any space available on a flight shall be unutilized at the time of departure, Tropic Ocean Airways may use such space without refund or reduction of the applicable flight price.
ARTICLE 2: PAYMENTS
2.01 CREDIT CARD PAYMENT:
The Credit Card will be charged in advance of the completion of the flight to confirm the specific date and time request. All Credit Card transactions require a signed authorization form. In the event a guest’s payment method on file is declined for insufficient funds or otherwise, the guest shall provide an alternative payment method immediately. If a booked flight is canceled and cancellation fees apply, Tropic Ocean Airways shall have the right to immediately charge the Credit Card in the amount of the applicable cancellation fees or withhold the amount of cancellation fees from the wire payment. The guest represents to Tropic Ocean Airways that he or she has full authority to utilize the Credit Card to reserve the booked flight and pay for the flight costs, flight expenses and any applicable cancellation or late fees and shall indemnify Tropic Ocean Airways from all claims related to unauthorized use of the Credit Card for the booked flight by the guest.
2.02 WIRE PAYMENTS.
If a guest elects to wire the payment of the flight costs and flight expenses for the booked flight, Tropic Ocean Airways must receive the funds at the time of booking. No flight request is confirmed until payments have been received. Should a guest pay with a Wire Payment and have any fees applied, the guest will be sent an invoice for the outstanding owed payment and is held liable for such applicable charges.
2.03 CONFIRMED FLIGHTS.
Tropic Ocean Airways shall have no obligation to confirm a booked flight until any required deposit payment has been paid.
2.04 FINAL PAYMENT.
Final payment on applicable flights is due 14 days prior to travel. Should the flight occur within 14 days of travel, full payment must be made at time of booking.
2.05 ADDITIONAL PAYMENTS.
In the event a guest requests any significant changes to the flight booking such as a flight time change, departure or arrival location or additional cargo and/or guests and Tropic Ocean Airways accommodates such requests, the guest agrees to pay on demand any additional costs incurred or associated with such changes. Should additional cargo that has not been addressed prior to arrival cause a delay in the flight time, a Guest Late Fee as provided in Section 4.03 may be applied.
The flight cost in the invoice is based on fuel costs as of the booking date. Tropic Ocean Airways reserves the right to charge a fuel surcharge amount due to any increase(s) in cost of fuel between the booking confirmation and the departure date. Should a change in aircraft weight occur due to additional cargo, luggage or guests result in a deviation of aircraft schedule, Tropic Ocean Airways reserves the right to charge a fuel surcharge amount due to any increase(s) in cost of fuel to accommodate the change in booking route. The guest shall pay Tropic Ocean Airways on demand any such difference in the amount of the total increase in fuel cost for the applicable flight service.
The guest agrees to indemnify and reimburse Tropic Ocean Airways for any and all incidental expenses, costs and expenses incurred as a result of damage and excess wear and tear to the aircraft interior and/or exterior determined to be caused by the guest or additional guests. If a guest incurs any incidental expenses or additional charges or such charges are reasonably attributed by Tropic Ocean Airways personnel to the guest or their guests, the guest agrees to reimburse Tropic Ocean Airways in the manner provided under the heading payment terms as provided in Section 2.0.
2.06 CHANGES.
All sales are final. Changes are allowed up to 72 hours before arrival date, based upon availability.
ARTICLE 3. BAGGAGE
3.01. BAGGAGE ALLOWANCE.
The baggage allowance applicable to each guest shall be as set forth on the face page of these Terms and Conditions, calculated on the basis of overall weight available for baggage, guest weight, and fuel required. Tropic Ocean Airways shall not be liable or responsible for refusal to accept any checked or carry-on baggage or other articles that cannot be accommodated within the total space and weight capacity available on the applicable flight. Should a guest bring excess baggage weight or cargo that exceeds the amount provided by Tropic Ocean Airways which results in a flight delay, a late fee will be applied as provided in section 4.03.
3.02 BAGGAGE REFUSAL.
Tropic Ocean Airways will refuse to accept the following articles for transportation unless advance written arrangements have been made with and accepted by Tropic Ocean Airways: (a) firearms and ammunition; (b) live animals.
3.03 HAZARDOUS MATERIALS
Tropic Ocean Airways is a self-limited, will-carry hazardous materials operator, meaning we limit acceptance and transportation to specific hazardous materials authorized under our FAA-approved Self-Limited Will-Carry Hazardous Materials Program.
Tropic Ocean Airways, LLC will accept and transport only properly declared, packaged, marked, labeled, and documented hazardous materials in accordance with applicable regulations and Company procedures, limited to the following:
- UN 1845 – Dry Ice
- UN 3373 – Biological Substance, Category B
- UN 3090 – Lithium Metal Cells or Batteries
- UN 3480 – Lithium Ion Cells or Batteries
- UN 3091 – Lithium Metal Cells or Batteries Packed with Equipment
- UN 3481 – Lithium Ion Cells or Batteries Contained in, or Packed with, Equipment
Except for the hazardous materials specifically identified above and accepted in accordance with Tropic Ocean Airways’ FAA-approved Self-Limited Will-Carry Hazardous Materials Program, Tropic Ocean Airways does not permit guests or shippers to transport, carry aboard, or offer for transportation any hazardous material.
For purposes of this section, “hazardous material” (also known as HAZMAT, Dangerous Goods, or DG) means any article or substance whose transportation by air is prohibited, restricted, or otherwise regulated by the U.S. Department of Transportation (DOT), including the Pipeline and Hazardous Materials Safety Administration (PHMSA), the Federal Aviation Administration (FAA), or the International Civil Aviation Organization (ICAO).
Failure to notify Tropic Ocean Airways of any proposed transportation of hazardous materials, including those authorized under this section, may result in flight cancellation and subject the guest to a 100% cancellation fee.
3.04 PROHIBITION ON SMOKING; LITHIUM BATTERIES.
Smoking is prohibited at all times on Tropic Ocean Airways flights, including tobacco products and the use of electronic cigarettes. Lithium battery operated devices, including but not limited to electronic cigarettes, mobile phones, and laptop and tablet computers, may not be included in checked baggage but may be included in carry-on baggage or on one’s person.
Certain lithium metal and lithium ion cells and batteries may be accepted for transport as hazardous materials when properly declared and packaged in accordance with Tropic Ocean Airways’ FAA-approved Self-Limited Will-Carry Hazardous Materials Program, as described in Section 3.03.
For more information on the ability to transport lithium batteries, please visit https://www.faa.gov/hazmat/packsafe/
ARTICLE 4. LIABILITY
4.01 DELAYS.
Tropic Ocean Airways assumes no obligation to commence or complete transportation within a certain time, and Tropic Ocean Airways shall not be liable for failure to do so or for error in any statement of times of arrival or departure; provided, that Tropic Ocean Airways shall utilize its best efforts to cause an on-time departure to occur in each instance.
4.02 NO-SHOW.
If a guest is one (1) hour late for a scheduled departure, or later and has not contacted Tropic Ocean Airways to notify of the delay, the guest will be considered a no-show and will forfeit the flight and all monies paid.
4.03 LATE GUEST FEE.
Should Tropic Ocean Airways be able to accommodate the flight due to the guest delay, a late fee of $500 per hour for each hour or fraction thereof the aircraft remains on standby awaiting the guest’s arrival will be charged. Should Tropic Ocean Airways not be able to accommodate the flight due to the guest delay, Tropic Ocean Airways will make its best effort to reschedule the guest’s flight at a later date. Should no alternative options become available, the guest will forfeit all monies paid.
4.04 GUEST CHECK-IN.
Tropic Ocean Airways shall not be responsible or liable for the transportation of guests who fail to report at the check-in point at the airport at least 30 minutes prior to the time scheduled for departure. If a guest fails to so report, Late Guest Fees found in section 4.03 will be applicable.
4.05 FORCE MAJEURE.
Tropic Ocean Airways is not held liable for the delay or failure to provide flight service when such delay or failure is caused by Force Majeure. “Force Majeure” means an act of God, strike or lockout or other labor dispute, act of a public enemy, war (declared or undeclared), terrorism, public health concern or positive diagnosis of a communicable virus including but not limited to COVID-19, blockade, revolution, civil commotion, fire, any weather-related event affecting safety of flight, flood, earthquake, explosion, governmental restraint, embargo, mechanicals, inability to obtain or delay in obtaining equipment, parts, or transport, inability to obtain or delay in obtaining governmental approvals, permits, licenses, or allocations, and any other cause outside of the complete control of Tropic Ocean Airways, as applicable, whether or not of the kind specifically listed above. In addition, the guest understands and agrees that when, in the sole discretion of an Air Carrier or the pilots of an Aircraft, safety may be compromised, Tropic Ocean Airways or the Tropic Ocean Airways crew may cancel a flight, refuse to commence a flight, or take other necessary action without breaching its duties or obligations to the guest or be liable for any loss, injury, damage, or delay.
ARTICLE 5. CANCELLATION
5.01 CANCELLATION CHARGES.
In the event any flight under these Terms and Conditions is canceled by the guest outside of 14 days of departure, the flight cost will be refunded to the guest minus any applicable non-refundable deposit and any additional applicable credit card fees that have been incurred. In the event any flight under these Terms and Conditions is canceled by the guest within 7-14 days of departure, a credit will be issued on file for the guest to use within a 12-month period set by the date of the cancellation. In the event any flight under these Terms and Conditions is canceled by the guest within 7 days of departure, all monies paid for the base fare will be forfeited by the guest.
5.02 CANCELLATION CHARGES PAYABLE.
Cancellation charges set forth in Article 5.01 shall be due and payable upon occurrence of the cancellation to which they relate.
ARTICLE 6. TRANSPORTATION OF PETS AND SERVICE ANIMALS
6.01 TRAVEL REQUIREMENTS
Pets traveling to The Bahamas: Complete the Bahamas Import Permit via The Bahamas Government Pet Import Requirements.
Pets returning to the United States: Have the pet’s vaccine records and valid rabies tag available for inspection and complete the CDC Animal Importation Form.
6.02 SCHEDULED FLIGHTS
One pet permitted per guest seat.
Pets under 25 lbs fly free.
Pets weighing 26-65 lbs: $1.75 per pound over 25 lbs.
Pets over 65 lbs require the purchase of an additional seat due to aircraft weight and balance limitations.
6.03 SERVICE ANIMALS
Service animals under 65 lbs are free of charge.
For service animals over 65 lbs, the purchase of an additional seat is required due to aircraft weight and balance limitations.
Guests traveling with a service animal may be required to provide applicable documentation prior to travel.
6.04 CLEANING AND DAMAGE FEES
Tropic Ocean Airways reserves the right to charge a $250 cleaning or damage fee if additional maintenance, cleaning, or repairs are required due to the transportation of a pet or service animal, including but not limited to accidents, odors, excessive shedding, or damage caused during transport.
FOR SCHEDULED SERVICE GUESTS
As a reminder, each guest is allowed 30 pounds of baggage on flights departing to and from North Bimini and 50 pounds on flights departing to and from Nassau, Great Harbour and Cat Cay. Excess baggage will have a fee associated and carriage cannot be guaranteed; storage of excess baggage is not provided. Please see our baggage policy for more information.
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