Terms and Conditions

Your Agreement with the Travel Planning Team and Travel Planners International

I know that this is a lot to read through, but these terms protect both you and the Travel Planning Team. So before I make or finalize arrangements for your trip, please read through these terms and conditions and let me know if you have any questions or concerns. Your submission of a deposit for travel indicates your agreement with these terms.

  1. Agent for Suppliers: The Travel Planning Team and Travel Planners International, Inc. (collectively “we” or “us”) act as sales agent for any airline, hotel, car-rental company, tour operator, cruise line, or other service provider named in your itinerary or confirmation (“Suppliers”) and are not the source or provider of the travel services. We are not responsible for the acts or omissions of the Suppliers or their failure to adhere to their own schedules, provide services or refunds, financial default, or failure to honor future trip credits. In the event that a Supplier defaults prior to providing the service to you for which payment has been made, the sole recourse for refund shall be with the defaulting Supplier, from insurance covering such defaults if any, or from other responsible third party. We have no special knowledge regarding the financial condition of the Suppliers and no liability for recommending a trip credit in lieu of a refund.
  2. Scope of Services: Client warrants that they are at least 18 years of age and possess the legal authority to enter into this Agreement and to make travel bookings with the Travel Planning Team. Client agrees to be financially responsible for all of its travel bookings made on behalf of Client and any member of Client’s traveling party and warrant that all information supplied by Client on behalf of themself, members of their household, or others for whom Client is authorized to transact business with Company is true and accurate. 
  3. Review Your Travel Documents Immediately: Client is responsible for immediately reviewing their confirmation and verify all aspects of their booking, including but not limited to, the following: Client legal name, address, email, telephone number, date of birth, pricing, air travel departure and arrival times and airports, accommodations, and organized activities. Client shall notify the Travel Planning Team immediately if any errors or omissions exist or other corrections are necessary. Once tickets and confirmations have been issued, it is your responsibility to review and inform us of any errors.  Client voluntarily assumes full and sole responsibility for any and all risk or costs involved with failure to report such errors or omissions. Suppliers may have penalties for modifications or refunds. It is mandatory that names on bookings be identical to those on all travel documents such as passports and driver’s licenses. 
  4. Travel Insurance: The Travel Planning Team recommends Client obtains travel insurance for all travel plans. As the travel booking agent, the Travel Planning Team has a professional responsibility to recommend the purchase of travel insurance to protect activities within the Itinerary. While the Travel Planning Team may offer coverage through certain carriers, the Travel Planning Team cannot compare all the policies or companies currently in the marketplace. This responsibility rests solely with Client to determine the proper policy and the Travel Planning Team advises Client to do its research and find coverage that best fits Client’s individual needs. CLIENT UNDERSTANDS AND AGREES THAT THEY HAVE THE SOLE RESPONSIBILITY TO READ THE TRAVEL INSURANCE POLICY WHEN IT ARRIVES. INSURANCE INFORMATION INCLUDES BUT IS NOT LIMITED TO, DETAILS ON THE EXTENT OF COVERAGE AND PROCEDURES FOR MAKING A CLAIM.     If client declines including insurance, the Travel Planning Team will ask have client confirm stating that they choose not to buy insurance or that they have your own insurance. If Client declines travel insurance, Client acknowledges and accepts liability for any cancellation penalties, damages, and/or out-of-pocket expenses incurred. Client also acknowledges and accepts responsibility for arranging and paying for any treatment in case of a medical emergency while traveling.     All requests for claim services or reimbursement under the travel insurance policy must be filed directly with the travel insurance provider in accordance with the policy terms and conditions which Client is responsible for reviewing upon receipt. The Travel Planning Team is not able to provide advice with regard to possible cancellations and any associated insurance claims processing. All queries regarding cancellation, penalties, and coverage should be directed to Client’s particular travel insurance provider. The Travel Planning Team will not communicate with the insurance provider on behalf of Client. Accordingly, Client acknowledges that the Travel Planning Team cannot be involved in any aspect of an insurance claim/request for service.     CLIENT ACKNOWLEDGES AND AGREES THAT THE TRAVEL PLANNING TEAM HAS NO CONTROL OVER THE TRAVEL INSURANCE PROVIDER OR ITS COVERAGE DECISIONS AND, AS A RESULT, THE TRAVEL PLANNING TEAM  IS NOT RESPONSIBLE FOR AND SHALL NOT BE LIABLE FOR POLICY COVERAGE, CLAIMS PROCESSING, OR THE DENIAL OF ANY CLAIMS. 
  5. Credit Card Authorization & Charge-backs: Client shall be completely responsible for all charges, fees, duties, taxes, and assessments arising out of Client’s travel bookings through the Travel Planning Team. By submitting a credit card authorization form to the Travel Planning Company, Client agrees to allow the Travel Planning Company to use its payment method to purchase travel products from our Suppliers on Client’s behalf. The Travel Planning Team strongly recommend that clients use a credit card for the purchase, so that client can exercise your rights under the Fair Credit Billing Act if they do not receive the services you purchased. The Travel Planning Team’s role is to facilitate the sale, collect funds on your behalf, and remit those funds to the Supplier. If the Supplier does not provide the services, your only recourse would be against the Supplier, and you agree not to initiate a charge-back against us. If client attempts to charge-back, reverse, or recollect a previously authorized trip payment, the Travel Planning Team reserves the right to collect all additional costs, fees, and expenses associated with such charge-back, reversal, or recollection, including without limitation, attorney fees.     All payments for travel are due prior to departure according to each Supplier’s terms and conditions of booking. Client understands that failure to make final payment or any violation of a Supplier’s conditions of purchase may result in cancellation of Client’s reservations, in Client being denied access to any flights, tours, hotels, cruises, or other travel services, or in Client forfeiting any monies paid for Client’s reservations.     Credit Card Rights: The Travel Planning Team strongly recommend that you use a credit card for your purchase, so that you can exercise your rights under the Fair Credit Billing Act if you do not receive the services you purchased. However, if we are the credit card merchant, our role is to facilitate the sale, collect funds on your behalf, and remit those funds to the v Supplier. If the Supplier does not provide the services, your only recourse would be against the Supplier, and you agree not to initiate a charge-back against us.
  6. Cancellations & Rescheduling: Client understands and agrees that all suppliers have their own cancellation and rescheduling policies and in some cases there is NO REFUND from a Supplier once a booking is made and under deposit. All cancellation requests must be sent to the Travel Planning Team in writing. As a result of the cancellation of or rescheduling change to a confirmed itinerary, the Suppliers’ cancellation and rescheduling penalties and change fees will apply. Each Supplier will have their own cancellation or rescheduling fee, which Client understands fluctuates depending on the Supplier. All cancellation and rescheduling fees will be charged to the credit card or other payment method Client authorized to pay for travel services or deducted from the Suppliers’ refunds.  
  7. Products & Suppliers: The Travel Planning Team sells a variety of travel-related products from different Suppliers. Each Supplier has its own terms and conditions that are applicable to Client’s particular arrangements and Client agrees to read through, acknowledge, accept, and abide by such terms. The Travel Planning Team acts only as an agent for the Client in all matters related to sightseeing tours, cruises, hotels, meals, and other services, including all transportation whether by air, motor coach, rail, car, boat, or by any other means. Client understands that the Travel Planning Team neither owns nor operates such third-party Suppliers.  
  8. Booking Process: To start a booking, you will pay the trip deposit and complete the credit card authorization form. We accept all major credit or debit cards with a verifiable billing address. You hereby authorize us to process the charge to the credit or debit card you provide to us for the total amount of your booking and our professional services. To protect our customers, we verify with the credit/debit card company that the billing address and credit card verification number you provided to us is accurate and that your debit/charge will be accepted. Until such information is verified, the fare is subject to change. We are not responsible for any transaction that is declined based upon a credit/debit card that is declined by the issuing company or a travel provider or if, for any reason, the debit/credit card billing address and/or credit card verification number cannot be verified in a timely manner, nor are we responsible for any changes in fare or any other charges that may occur during our verification process. In the event the fare selected is not available, an approval code may have been issued on your credit card. If the transaction is not completed the approval code may temporarily debit the amount from your bank account. The terms of your booking (such as price, availability and/or dates of travel) are not guaranteed until the ticket or confirmation number is issued. Please note that once you have completed the booking, you can only cancel or change the details (such as names or destinations) of your booking in accordance with these and the Supplier’s terms & conditions. Travel arrangements involving airline and cruise components are subject to Suppliers’ supplemental price increases that may be imposed by the Supplier and/or government, even after you have completed your purchase. You hereby consent to any such price increases and authorize your credit or debit card to be used for them. Suppliers have their own contracts covering cancellation penalties and other terms and conditions, and you may be bound by those contracts regardless of whether you receive notice of their terms. The Travel Planning Team will share these details with the client when known, but it is the client’s responsibility to be aware of the supplier terms and conditions.  
  9. Driver’s Licenses, Passports, Visas, and Other Foreign Entry Requirements: It is the client’s responsibility to obtain and carry a valid passport, visa(s), and all other documents required by applicable government regulations. Beginning on January 1, 2025, client must present a driver’s license or another form of identification that complies with the requirements of the Federal Real ID Act (see www.dhs.gov/real-id for more information). If traveling internationally, client must have a valid passport and, depending upon the destination and nationality, client may need to obtain one or more visas, even for countries that client transit for a flight change. The name, date of birth and gender that appears on the identification card must exactly match the same such data that is listed on airline ticket(s) and booking records. The Travel Planning Team strongly recommends that client take into account that certain countries will not admit a passenger if their passport expires within six (6) months of the date of entry. Non-United States citizens may require additional documentation. Children and infants also require all such travel documents.     Client agrees that any minor child traveling with Client is in their care legally. In the event that Client is traveling with a minor child and Client is not the parent or legal guardian of such child Client must have and carry on their person during travel a signed and notarized consent form from the child's parents or legal guardians consenting to travel with Client. In the event that Client is traveling with their own minor child who does not share the same last name as Client, Client understands that they must provide and carry on their person the child’s birth certificate during travel. The Travel Planning Team SHALL NOT BOOK TRAVEL ACCOMMODATIONS FOR ANY MINOR CHILD WITHOUT RECEIVING A SIGNED NOTARIZED CONSENT FORM, BIRTH CERTIFICATE, GUARDIANSHIP, OR ADOPTIVE PAPERWORK FROM ALL LEGAL GUARDIANS OR PARENTS. CLIENT AGREES THAT ALL MINOR CHILDREN ARE IN THEIR CARE AND CLIENT ASSUMES ALL RESPONSIBILITY OF POTENTIAL INJURY, DANGERS, AND RISKS ASSOCIATED WITH THE TRAVEL OF THE MINOR CHILDREN. You acknowledge any failure to strictly comply with these requirements may result in denied boarding or an undue delay at an airport security checkpoint causing you to miss flight(s), and subsequent scheduled travel bookings on cruises and tours.     Client understands and agrees that it is their responsibility to ensure all details for travel documentation for all persons traveling in their party are correct and that they have reviewed all U.S. Government and other applicable government prohibitions, warnings, and advisories applicable to the foreign travel destination. Client is responsible for fulfilling obligations related to obtaining passports, visas, and/or other immigration requirements, including vaccinations or other health-related requirements for all persons traveling in their party. Client agrees that every person traveling with their party is in good physical and mental health and has medical approval to travel. Any physical disabilities must be reported to the Travel Planning Team at the time of initial booking. Client is required to provide their own personal or individually prescribed devices such as canes, wheelchairs, walkers, or similar devices. The Travel Planning Team reserves the right to terminate this Agreement if Client’s mental or physical condition makes them unable to complete Itinerary. Client understands and agrees that the Travel Planning Team shall be held harmless for any and all claims relating to termination relating to mental or physical condition.   Check each Supplier’s website to ensure you and all members in your travel group or party obtain and carry travel documentation required. Each foreign country holds different views of past criminal offenses, whether within or outside of their boundaries. If you have a current or past offense, and you are unsure how the country you are traveling to (or through) views that offense, please contact that country directly for entry and exit requirements. We feel it is an invasion of privacy for any member of our staff to make such an inquiry. 
  10. Unused Arrangements, Minimum Passenger Requirements & Alterations to Bookings During Trip: When tour, cruise or package prices are based on Suppliers’ contract rates, Client will not be entitled to any refund for any unused portion of travel. Some group tours are based on a minimum number of passengers traveling; if the number of passengers falls below the minimum required, a surcharge may be imposed, or the tour may be canceled. Any cancellations of a tour or package for the reason of failing to meet the minimum traveler requirement will be governed by the tour operator’s cancellation policy.     If Client decides to change any portion of its confirmed arrangements prior to departure or during its trip, the Travel Planning Team will attempt to assist. Certain bookings may not be able to be changed. All requests for changes to a booking must be made in writing to The Travel Planning Team.     The Supplier may determine that alterations in the itinerary are necessary for any number of reasons, including but not limited to severe weather. Any alterations to an itinerary are at the sole discretion of the Supplier, and the Travel Planning Team bears no responsibility for any changes.
  11. Our Professional Service Fees:In addition to each Supplier’s cost and fees, the Travel Planning Team may charge professional fees. These fees only apply in special circumstances and would be quoted prior to booking. All of these fees are non-refundable and are in addition to any supplier fees.    
    • Concierge level services for extensive itineraries, making restaurant reservations, etc.: $200
    • Full Cancellation: Up to 10% of total booking
    • Air Transaction Service (per person) for flights not part of a package - U.S. Domestic and International: $35
    • Pursuing refunds due from suppliers: Up to $200.
  12. Assumption of Risk & Release of Liability: Client understands and agrees that they fully recognize there are dangers and risks to which they may be exposed by participating in travel activities including, but not limited to, strenuous activities such as hiking, walking, running, jumping, wading across or getting into water, strong currents, ocean waves, four-wheel drive roads, etc.; being in areas which might trigger a fear of heights or other fear responses; being exposed to normal and extreme weather conditions and other naturally occurring phenomena such as harsh sun, altitude, extreme cold or hot temperatures, rain, snow, sleet, hail, wind, fog, tornadoes, wildfires, floods, avalanches; manual posing demonstrations or adjustments, camping, etc. Client agrees to assume and take on all risks and responsibilities arising from or associated with any trip activity and release the Travel Planning Team and all of its affiliates, divisions, departments, and other units, committees, and groups, and its and their officers, directors, principals, trustees, legal representatives, members, owners, employees, agents, administrators, assigns, and contractors, from any and all claims, demands, suits, judgments, damages, actions and liabilities of every name and nature whatsoever, whenever occurring, whether known or unknown, contingent or fixed, at law or in equity, that Client may suffer arising from or in connection with travel activities, including any injury or harm, death, or damage to Client’s personal property. The Travel Planning Team does not require participation in any trip activity, but Client wants to and chooses to do so voluntarily and knowingly – and has properly prepared to do so – despite the possible dangers and risks herein.  
  13. Maximum Damages: The sole remedy for any actions or claims by Client against the Travel Planning Team shall be limited to a refund, the maximum amount not to exceed the total monies paid by Client under this Agreement.  
  14. Limitation of Liability: In no event shall the Travel Planning Team be liable under this Agreement to Client or any other third party for consequential, indirect, incidental, special, exemplary, punitive, or enhanced damages, arising out of, relating to, or in connection with any breach of this Agreement, regardless of (a) whether such damages were foreseeable, (b) whether or not Client was advised of such damages, and (c) the legal or equitable theory (contract, tort, or otherwise) upon which the claim is based.  
  15. Claims Deadline and Exclusive Jurisdiction: Client agrees to present any claims against the Travel Planning Team within 30 days after the travel ends and to file suit within one year of the incident, and client acknowledges that this expressly limits the applicable statute of limitations to one year. Client agrees that the courts in Louisa, VA will be the exclusive jurisdiction for all claims brought by client against the Travel Planning Team, and that the courts in Orange County, Florida, will be the exclusive jurisdiction for all claims brought by client against Travel Planners International, and client hereby submit to the personal jurisdiction of those courts.  
  16. Non-Disclosure & Confidentiality: Client agrees that the Itinerary created by the Travel Planning Team is considered Confidential Information. Client agrees to keep in strict confidence the Itinerary created by the Travel Planning Team, with the exceptions stated in this Agreement. Client may disclose the Itinerary to a third-party emergency contact before departure. Client may also disclose the Itinerary for purposes of insurance coverage. With the exception of the terms stated herein, the Travel Planning Team shall not disclose to any third party any details regarding the business of the Client, including, without limitation the travel parties’ names, driver’s license numbers, passport numbers, dates of birth, itineraries, or contact information, without written permission from Client. By requesting travel services from The Travel Planning Team, Client is authorizing The Travel Planning Team to obtain Client’s personal private information and/or to provide client’s personally identifiable information to those third-parties that The Travel Planning Team deems necessary to provide Client with the service that the Client has requested and to provide the type of information that The Travel Planning Team deems is required as an integral part of booking Client’s travel. The Travel Planning Team take great care to use only reputable companies to book Client’s travel. However, The Travel Planning Team is not liable for the manner in which such third parties handle client’s personal, private, and/or personally identifiable information or for any failure by such third parties to protect the privacy of Client’s information. By requesting travel services from The Travel Planning Team, Client is certifying that all information provided to The Travel Planning Team will be accurate, complete, and current and that Client is not and has not knowingly provided The Travel Planning Team with any false information.
  17. Airfare

a. Modification of Reservation

Unless indicated otherwise at the time of booking, airline tickets are highly restrictive, non-refundable, and non-transferable. Modification of Client name, travel date, travel times, travel routing, or travel departure/arrival times and airports is at the sole discretion of the airline and, if permitted, will likely be subject to a substantial change fee. CLIENT IS RESPONSIBLE FOR ANY AND ALL CHANGE FEES AND FOR THE DIFFERENCE IN FARE, IF APPLICABLE. 

b. Unused Airline Tickets

The Travel Planning Team acts solely as an intermediary between Client and the airline. When Client is booked on an airline reservation, their credit card or debit card will be charged for the amount agreed upon. Credit will not be given by The Travel Planning Team y for any unused airline tickets and cannot be used towards any future bookings.

c. Seat Reservations & Assignments

Client, unless otherwise requested, is quoted in economy class seats to be booked by The Travel Planning Team. All travel quoted will be round-trip unless otherwise determined by The Travel Planning Team. The Travel Planning Team is unable to specify the type of aircraft used by any airline or the amenities available on a particular flight. Seat assignments are subject to the airlines’ policies and may not be able to be made until Client is at the airport on the date of departure. Client understands and agrees that all airline seats whether reserved or not are subject to change by the Airline at the time of departure. If applicable, The Travel Planning Team agrees to add Client’s frequent flyer mileage number and Travelers Identification Number reservation to the airline reservation at the time of booking. Client understands Client agrees that not all reservations are eligible for mileage accrual. Client further agrees that they are responsible to obtain their own Travelers Identification Number if they wish to receive a precheck status within the United States. 


SELLER OF TRAVEL LICENSE

  • FL-ST17873
  • CA-2063964-50
  • WA-602232785