We’re excited to work with you on your travel plans! This document outlines our travel services agreement. Here, we’ll describe what we will do for you; and, we’ll explain your responsibilities as our clients. References in this agreement to “Advisor,” “we,” “us,” and “our” will refer to Sand & Sea Travel LLC and/or our host agency, Julie’s Travel Desk, LLC/DBA Travel & Cruise Desk, while references to “Client,” “you” and “your” will refer to the individuals for whom we book travel services, as well as all others on whose behalf you’re acting. When working with us to make arrangements on behalf of another party, you hereby confirm that you have the authority to bind the other party or parties to the same terms of this agreement. By continuing to work with us after this document has been received, you acknowledge that you have read and agree to the terms of this agreement outlined below.

 

1. SERVICES

As your Advisor, we will do the following for you:

1. Consult with you about your trip. All details regarding destination(s), timing, duration, budget, who is traveling, etc will be discussed during one or more meetings (in-person or virtual) conversations, emails, text message, or phone calls.
2. Research and prepare one or more options that meet your goals.
3. Act on your behalf to secure reservations for all trip components and confirm the arrangements with you.
4. Answer your questions about your trip and help you communicate with the suppliers operating your trip if problems arise
5. Advocate for you with our suppliers prior to, during, and after your trip, as appropriate. Working with us as your Advisor gives you the backing of our global network and the influence of the Signature Travel Network.

 

You acknowledge that our role will be that of advisors and consultants. You will make the final decisions about your travel dates, trip components, and payments. We act as your agent to enter into agreements & make payments at the Client’s direction.

1. FEES AND PAYMENTS

 

1. Fees. We charge fees for various services including, but not limited to:
   • Airline ticketing fees
   • Change/reissue fees
   • Visa assistance fees
   • Miscellaneous reservation fees
   • Handling fees. We will send your travel documents electronically whenever possible. If you request these documents as hard copies, we reserve the right to charge a service fee for those hard copies.
2. While the service fee we charge for booking airline tickets is between $50 – $95, we have access to contacted and negotiated, lower than published priced fares, especially international and business/first-class air. This fee covers the additional time it takes to research contracted and published airfare and then manage reservations from the time of booking through travel. A full schedule of airline ticketing and other fees is available upon request. If you have special requests above and beyond the items outlined above, we will assist you if we can, but we reserve the right to charge a service fee in such cases.
3. Signature Service Fee. In exchange for the exceptional service our Client receives from our advisors, we apply the Signature Service Fee to each trip we plan. Our Signature Service Fee covers:
   • Research. The research we perform for you may include working with in-country specialists, drawing upon our local and global network, our preferred suppliers, et al as deemed necessary.
   • Planning. Assembling an itinerary that meets your travel goals, confirming plans with all suppliers, making payments or payment arrangements, etc.
   • Pre-travel Support. Answering questions, providing reminders to the Client regarding key dates and action items you need to perform in order to prepare for travel. Approximately one week prior to your departure, we meet to walk through everything one more time and ensure you are ready to depart.
   • During travel Support. We provide concierge services wherever possible throughout your trip. If you need to change your plans, whether altering the existing plan or adding on, call your Advisor first. When delays or cancellations occur, we are your first point of contact to get you back on your way as quickly as possible, whether that means calling a supplier on your behalf, or giving you advice on how to resolve things directly on your own. We do our best to monitor the operational status of your airline reservations & are prepared to support you if things are not going to plan. This may include helping you with overnight accommodations near an airport if you are unable to make a connection. You work with us rather than waiting in line to talk to customer service at the airline. When there’s a disruption, our goal is to make it as painless as possible, minimizing the time you need to spend waiting for an updated plan.
   • Post-travel Support. After your return, you can expect a warm welcome home from your advisor and a follow up conversation. Your feedback after the trip is critically important to us. We are invested in your satisfaction with your return home and are here to support you with follow up questions or support with filing travel insurance claims, if needed.
     
     
4. The amount of the Signature Service Fee is 8% of the cost of your trip. We may make adjustments based on several factors, including but not limited to:
   • Complexity of the trip itinerary (e.g. single destination versus multiple)
   • Size of the group traveling
   • Number of points of origin (e.g. a group trip bringing people from multiple starting points incurs more complexity and overhead to manage than traveling from one point of origin)
   • Lead time prior to first departure; i.e. the more time we have to plan, the better. Booking with fewer than 90 days will raise the service fee by 1% over the base; fewer than 30 days will raise the fee by 2% over the base.
5. Clients will receive a complimentary initial consultation with an Advisor to discuss your travel ideas and see how we can help (up to 30 minutes). After the initial consultation (and depending on factors outlined in Section 2.4) we will collect a deposit on our Signature Service Fee before beginning our work. This deposit may range from $150 to $500 per traveler. This allows the Advisor to make your experience their priority and set aside the time it takes to create a customized itinerary that will exceed your expectations. We invest a lot of time, effort, and expertise into planning your trip, so if you ultimately decide to book your trip without us or you choose not to go, you agree that we will retain this Payment in order to compensate us for the efforts we have made on your behalf in planning the trip.
6. All payments must be made by cash, check or credit card. For credit card payments we may require a form signed by you and each guest that pays us directly showing the amount to be charged, the full name as it appears on the card and the billing address. Third-party credit cards may require additional documentation. Card payments are accepted by PayPal. Checks may be made payable to “Sand And Sea Travel LLC.”

 

1. TRIP PAYMENTS AND CANCELLATIONS

 

1. Once you have made final decisions about your travel plans and submitted any required deposits, we will confirm your reservation and begin booking any other components for your trip. You are solely responsible for making all required payments for your trip on time and in full. If you do not make the required deposit, we will not make any reservations. If you do not make the remaining payments (including the final payment) on time, your travel arrangements will be canceled, you will forfeit any payments made earlier, and you will be denied access to the booked travel services, subject to the application of any laws in the jurisdiction cited below in this agreement. In such an event, we will not be responsible in any way for lost deposits, incurred expenses or fees, or other lost monies.
2. Suppliers may impose supplemental price increases after we book your travel plans (e.g., additional governmental taxes and fees, fuel surcharges, currency market fluctuations). We will notify you if this happens, once the suppliers have contacted us, and you will be responsible for paying these post-booking price changes (which will be added to the final payment due), subject once again to any applicable local laws.
3. If you wish to cancel your trip, you must notify us in writing. If we do not receive this written notice and any applicable cancellation penalties are not paid, the booking will not be considered canceled and may be subject to additional penalties until all required paperwork is received in its entirety. In addition to fees charged by travel providers, once trip components are confirmed and payments have been processed, our cancel/change fee Is $149 per person. Fees may be covered by Insurance. The suppliers involved with your trip may have additional terms and conditions that may apply to your cancellation.
4. We may require you to sign a Charge Authorization Form in order to process credit card payments. Your signed charge authorization is a binding agreement for charging your card, and as such you waive any right to a chargeback in the case of trip delays, changes, or cancellations for any cause (excepting fraud), including a force majeure event, and you agree to refund policies and procedures as outlined in the terms and conditions of the suppliers operating components of your trip. In the event that you attempt without our authorization to chargeback, reverse, or recollect a trip payment already made, we reserve the right to collect all additional costs, fees, and expenses associated with such a chargeback, reversal, or recollection including, without limitation, attorney fees.
5. We reserve the right to make substitutions or modifications to the carriers, hotels, departure dates, return dates, departure cities, or destinations if necessary due to reasons beyond our control. In these situations, we will notify you as soon as possible, and we will work with the travel suppliers involved in your trip to substitute comparable or better services, with the express understanding from you that our efforts on your behalf will waive any additional remedies.

1. CLIENT RESPONSIBILITIES

 

1. Age. You agree that you, your companion(s), or anyone else on whose behalf you engage our services can meet any/all age requirements for the booked travel services.
2. Travel Documents. You agree to be fully responsible for reviewing your travel documents and confirming that the details are correct and for alerting us immediately if you find errors or discrepancies.
3. International Travel. You agree to be fully responsible for complying with any passport, visa, and immigration requirements that apply to your travel plans. For all international destinations, a U.S. passport is required for U.S. citizens, and many countries require that your passport be valid for at least six months after you return home. You should confirm any visa requirements with the relevant government sources (e.g., embassies or consulates; travel.state.gov for U.S. citizens). We accept no responsibility if you are unable to travel due to failure to comply with these requirements. Also, we recommend that you review any governmental alerts, advisories, warnings, and prohibitions that apply to your destinations; by offering travel to a destination, we do not represent or guarantee that travel to that place is safe or without risk. If your chosen itinerary requires specific immunizations, it is your responsibility to arrange those vaccinations for your trip. Living standards and practices at your destination and the standards and conditions there with respect to the provision of utilities, services, and accommodations may differ from those found at home.
4. Client’s Change of Plans. You acknowledge that last-minute or unexpected changes can affect the quality of your travel experience, and you agree that we are not responsible if you are ultimately unhappy due to these changes. If you change plans and we cannot provide travel services in the end, then you agree to release us from all contract obligations and hold us in no way responsible for any nonperformance. Many suppliers such as airlines do not allow changes such as new or corrected names, and they may treat those requests as cancellations subject to their own policies. We are not responsible if you or your traveling companion(s) cannot travel due to illness, hospitalization, accident, transportation problems, acts of God, or any other cause.
5. Flights. If you cannot take a flight as booked, you must contact us as soon as possible so that we may review your options. If you fail to check in on time for a confirmed flight reservation, or you fail to take flights in the order they are shown in your travel documents, the affected airline may list you as a “no show” and in turn, you may be charged additional fees or your entire remaining air itinerary may be canceled. After you have begun your trip, it is your responsibility to confirm all onward flights and to check flight schedules (we recommend contacting airlines at least 72 hours before any scheduled departure during your trip). When booking flights your travel advisor will ask for your full names and birth dates as they appear on the government-issued identification that you plan on traveling with. It is your responsibility to ensure that the information you provide is accurate.
6. Hazardous Materials. Federal law forbids the carriage of certain hazardous materials such as aerosols, fireworks, and flammable liquids on board the aircraft. If you do not understand these restrictions contact your airline or go to www.faa.gov/about/initiatives/hazmat_safety 
7. Insurance. We recommend – in the strongest possible terms – that you purchase travel insurance that includes coverage for trip delay/interruption/cancellation, baggage loss/delay, and medical expenses (including medical evacuation). In most cases, our supplier can provide a travel insurance option that is specifically tailored and priced for your needs. Additional options are available at www.sandandsea.travel/insurance 

 

1. OTHER TERMS AND CONDITIONS

 

1. If unexpected last-minute issues arise, we will work with you and the on-site personnel at the destination, resort, or on the ship to resolve issues that arise due to unforeseen changes, inclement weather, errors or omissions, or other factors that may negatively affect your trip. However, you agree that we are not responsible for the nonperformance of any travel-related services due to these factors.
2. In the event of health pandemics or states of emergency, the suppliers operating your trip (for whom we act as sales agents) may change, delay, or cancel the services they offer for your trip at their sole discretion and with little or no advance notice. Also, government officials in the destinations you visit may change entry requirements, health protocols, and other rules for inbound visitors (including health screenings and tests and mandatory quarantines) at their discretion and with little or no advance notice. You agree that we as sales agents have no control over these decisions and we cannot be held liable for them. Further, you understand that it’s your responsibility to comply with the government’s rules in the destinations you’re visiting that are in effect during your trip.
3. We shall not be responsible for any failure to perform any obligation under this agreement due to unforeseen circumstances or causes beyond our reasonable control, including but not limited to acts of God, war, riot, acts of civil/military authorities, fire, floods, or labor strikes. Should your trip be canceled due to a force majeure event, we will work diligently with the affected suppliers to reschedule, revise, or cancel your itinerary. However, we cannot guarantee that you will receive a refund or avoid additional costs from such suppliers or vendors.
4. “Force majeure” means we shall not be deemed to be in breach of any terms and conditions or otherwise be liable to you, and shall not provide any refund due to delay in performance or non-performance of any of our obligations hereunder due to any circumstances beyond our reasonable control (including, but without limitation, to acts of God, explosion, flood, forceful wind, fire, accident, war or threat of war [declared or undeclared], acts of terrorism, sabotage, insurrection, riots, strikes, civil disturbance, sickness, epidemics, pandemics, quarantines, government intervention, weather conditions, defects in machinery and vehicles, delays, or other unforeseeable events). If our agency and/or any of our travel suppliers are affected by force majeure, we shall be entitled to, and may in our sole and absolute discretion, vary or cancel any itinerary or arrangement in relation to your trip.
5. We act only in the capacity of agent for the suppliers providing the travel services in connection with your trip, including but not limited to airlines, hotels and resorts, cruise lines, wholesalers, packagers, tour operators, transfer operators, sightseeing/excursion operators, bus lines, car rental companies, and providers of entertainment services. We assume no responsibility for any personal injury, property damage, or other loss, accident, delay, inconvenience, or irregularity that may be occasioned either by (a) any act or omission of any of the suppliers or (b) any matter beyond our exclusive control involving them, including but not limited to a delay or cancellation of a flight that causes you to miss any portion of the trip.
6. We have no special knowledge regarding the financial condition of the suppliers, unsafe conditions, health hazards, weather hazards, or climate extremes at locations to which you may travel. Up to date travel alerts, warnings & consumer info can be found at the following sites:
   • US Department of State – travel.state.gov 
   • Transportation Security Administration (TSA) – www.tsa.gov 
   • Vaccination Requirements (CDC) – wwwnc.cdc.gov/travel 
7. You agree to waive all claims for special, indirect, or consequential damages. You agree to indemnify and hold us harmless from and against our liability to third parties (including your guests and companions) arising from you or your guests’ or companions’ actions or omissions. YOU AGREE THAT OUR MAXIMUM LIABILITY TO YOU WILL NOT EXCEED THE AMOUNT YOU HAVE PAID FOR OUR SERVICES.
8. Once we have completed the services described herein, your agreement with us will terminate automatically, except with respect to limitations on our liability and with respect to your indemnity.
9. Any disputes related to this agreement shall be governed by Oregon law without regard to conflict of laws or principles. The federal or state courts in Oregon shall be the exclusive forum for any lawsuit related to this agreement, and you consent to the personal jurisdiction by said courts. You agree to present any claims against us within 30 days after the trip ends and to file within one year of the incident, and you acknowledge that this expressly limits the applicable statute of limitations to one year. If we are successful in an action to enforce payment or other rights hereunder, you agree to pay all of the expenses we may incur including reasonable attorney’s fees.

1. COMMUNICATION & PRIVACY

 

1. In order to arrange your travel services, we will make every reasonable effort to communicate with you via the phone numbers, email addresses, and/or mailing addresses provided.
2. We are the sole owners of the information collected on our website, via email, or other direct contacts. We only have access to/collect information that you voluntarily give us via email or other direct contacts from you. We will not sell or rent this information to anyone. Full details of our privacy policy can be found at www.sandandsea.travel/privacy

ACKNOWLEDGED BY

 

__________________________________ __________________________________

Name Signature

 

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