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Our Responsibilities
Our Professional Services
Supplier Quotes + Pricing
Our Travel Planning Service + Fees
Client Responsibilities
Client Identification + Safety
Client Payments + Refunds
Client Terms + Conditions

 

EXPATS TRAVELING GROUP TRAVEL SERVICES CONTRACT

Thank you for choosing Expats Traveling Group to assist you in your vacation planning. Vacation planning involves a considerable amount of time. As a travel expert, I consider your lifestyle, travel goals, travel history, and special requests when developing your custom itinerary. First, I research several hotels, tours, and flights to meet your specific needs and desires. Then, I use trusted suppliers to offer you the best value for your hard-earned dollars and create a detailed final itinerary to ensure a memorable and smooth vacation. Vacations arranged through Expats Traveling Group offer peace of mind and high-quality service every step of the way.

This contract for Travel Planning and Booking Services is now effective and binding on the date it is signed by one of the individuals responsible for payment. The following terms and conditions (the “Agreement”) describe your responsibilities and what to expect from us.  The words “I,” “we,” “us,” and “our” refer to EXPATS TRAVELING GROUP, and the terms “you,” “your,” “client,” and “my” and “customer” refer to the individual who signs this agreement.

 

OUR RESPONSIBILITIES

EXPATS TRAVELING GROUP offers retail travel services to customers provided by separate and independent vendors of travel services. EXPATS TRAVELING GROUP does not operate, control, or otherwise provide the benefits of independent travel vendors. Hence, the customer agrees that EXPATS TRAVELING GROUP acts only as an agent for the client in acquiring transportation, hotel accommodations, tours, sightseeing, and other privileges or services for the clients’ benefit. EXPATS TRAVELING GROUP shall never be held responsible for any loss, accident, injury, delay, defect, omission, or irregularity that may occur or be occasioned, whether because of an accident, negligence, or default of any independent company or person engaged in or responsible for carrying out any of the arrangements or otherwise in connection in addition to that. Therefore, we highly recommend that travelers purchase a travel protection plan.

 

OUR PROFESSIONAL SERVICES

EXPATS TRAVELING GROUP agrees to provide services and professional recommendations as follows:

  1. Pre-Planing Meeting:
  • We actively listen to your needs and desires regarding your lifestyle, travel goals, travel history, budget, travelers, and destination interests to incorporate into proposed itineraries.
  • We provide support in case of any issues before, during, and/or after travel.
  1. Planning:
  • To meet your unique needs and desires, we will research several flights, hotels, tours, cruises, excursions, and/or workshops.
  • We provide consultation to the client and their fellow travelers during the planning stage and respond to all queries promptly.
  1. Booking:
  • We will utilize trusted suppliers to offer you the best value and service for your hard-earned money.
  • We will facilitate the booking of travel (airfare, hotel/resort, cruise, tour, ground transportation, excursions, etc., or any desired combination) and its related services.
  • We handle all files in the event of any supplier or arrival changes.
  • We manage all travel portfolio details such as deposits, payments, invoicing, and room allocation details.
  1. Confirmation/Pre Departure:
  • We will create a detailed final itinerary to ensure your peace of mind with a smooth and memorable vacation.
  • We will provide all required travel documents no later than ten days before departure, provided travel has already been paid in full.
  1. Post Return:
  • We will always follow up to hear more about your experience with our suppliers and us. In addition, we will request a review for use on our website and social media pages.

 

SUPPLIER QUOTES AND PRICING

Availability and price quotes apply to the date and time they are requested and cannot be guaranteed until payment is made in full or a holding deposit is made, where applicable.  EXPATS TRAVELING GROUP will ensure clients receive quotes, deadlines, deposit, refund and cancellation details within a timely manner to make financially prudent travel decisions.

EXPATS TRAVELING GROUP will make every effort to request that suppliers honor and uphold the price as initially quoted; however, under certain circumstances, additional costs by a supplier or government may be imposed due to an increase in cost for one or more of the travel components.

If travel is outside of the U.S., some components of the quotes are from foreign suppliers. Customers must note that currency fluctuates daily with exchange rates, and international payments may carry a foreign traction fee, which is the customer’s responsibility.

Flight confirmation is subject to availability, and prices are subject to change after the date of quote or deposit, including price increases in the fee for a seat assignment, fee for baggage, applicable fuel surcharges, and/or an increase in government-imposed cost (s) or tax(es).

 

CLIENT RESPONSIBILITIES

The client agrees to the following by signing below:

  • Agrees to be attentive and responsive to adviser communications, understanding that some information may be time-sensitive, which may affect pricing.
  • Agrees to make payments by the stated deadlines.
  • Agrees to take responsibility for completing travel-specific duties, such as but not limited to Visas and/or vaccinations.
  • Agrees to encourage friends/family/colleagues/fellow travelers to make reservations exclusively through Expats Traveling Group for group rates and added benefits.
  • Give due diligence to relevant travel warnings.

CLIENT IDENTIFICATION AND SAFETY

Clients must send Passport or State Issued ID copies for all travelers to confirm reservations.  We keep these copies in an electronically secure space for booking purposes and to mitigate unforeseen issues that may arise during international travel.  Expats Traveling Group strongly urges all clients to purchase travel insurance in the unlikely event of travel delays or injury.

The client must provide correct legal names and birth dates that match identification for travel (i.e., Passports/ Driver’s License) to EXPATS TRAVELING GROUP. Name changes are prohibited on airline tickets in any circumstance. Clients are responsible for providing accurate information on the Client Travel Planning form (www.expatstraveling.com/planning).  EXPATS TRAVELING GROUP is not responsible for costs incurred by incorrect information supplied by the client for travel planning, including reservations and airline tickets. Please double-check that all information is correct before authorizing the booking to commence.

Required travel documents, including passports, visas, and health/vaccination certificates, are your responsibility. The name, gender, and date of birth must match the information listed on the airline ticket(s) and booking records.  Valid passports are required for all international destinations (outside the continental United States). The expiration date should be at least six (6) months following the return date of your trip. In addition, some countries require that your passport have two to four blank visa/stamp pages.  Some airlines will not allow you to board if these requirements aren’t met.

Where visa and vaccinations records are required, please note that even when a Visa is issued, a traveler may be denied entry since each country’s local immigration officials make the final entry decision. Several factors, including past criminal records, may contribute to the conclusion of the local immigration officials (s). Should a visa not be issued, EXPATS TRAVELING GROUP is not responsible for lost payments made toward the contemplated trip. However, EXPATS TRAVELING GROUP will attempt to assist with re-routing the client at the client’s expense.

Whether traveling domestically or internationally, the U.S. Transportation Security Administration (TSA) and the U.S. Department of Homeland Security (DHS) advise that everyone carry at least two forms of acceptable identification to board a flight.

Visit the DHS website: https://www.tsa.gov/travel/security-screening/identification for updates on what to expect during your security screening, what you can bring in your carry-on, etc.

VISIT the State Department website: www.travel.state.gov for Visa, passport support, and destination safety and health hazard notifications.

 

EXPATS TRAVELING GROUP’S TRAVEL PLANNING SERVICE RETAINER AND FEES

A retainer of [$250.00] per trip is required to move forward with your customized travel plans. This retainer is nonrefundable and nontransferable. This retainer includes three (3) vetted and well-researched itinerary/trip options with two (2) revisions. Clients have 45 days to deposit a booking from the date the first quote is delivered. Bookings made after the 45-day mark will require payment of a planning fee.

Service Fee Structure

  • Initial Phone Consultation Fee: [$0.00]
  • Additional, per person planning fee for groups greater than 6: [$50.00]
  • Groups larger than ten (10): [$1,000] total, split equally between travelers
  • Groups larger than thirty (30): [$2,000] total, split equally between travelers
  • U.S. Domestic Air Ticketing Fee, per person: [$15.00]
  • International Air Ticketing Fee, per person: [$25.00]
  • Frequent Flyer/ Award Booking Fee, per person: [$50.00]
  • Change Fee, per person: [$10.00]
  • Additional itinerary / trip revisions: [$75.00]

Fees are payable by debit or credit card via the https://www.ExpatsTraveling.com website.  Our planning service retainer is separate from the cost of your trip and maybe split between multiple travelers.

Expats Traveling Group charges Cancellation Fees based on the following schedule:

  • 0-60 days of the initial deposit payment date: $50 per person + the supplier’s fee, if applicable
  • 61-90 days of the initial deposit payment date: $100 per person + the supplier’s fee, if applicable
  • 91 or more days after the initial deposit payment date: $150 per person + the supplier’s fee, if applicable

**Note: Expats Traveling Group’s cancellation fees are separate from the supplier’s. Expats Traveling Group will relay supplier policies regarding cancellation fees to you in your trip proposal confirmation. The client must pay cancellation fees via our website for Expats Traveling Group to move forward with the cancellation of trip components.

Once purchased, air transaction prices will not increase, except for potential charges that result from government-imposed taxes or fees. You consent to pay for such changes and authorize EXPATS TRAVELING GROUP to change your credit card for such an additional amount, albeit rare.

Suppliers reserve the right to increase prices to cover increased costs, fuel surcharges, tariffs, and taxes and reflect foreign exchange market fluctuations.

 

PAYMENT RIGHTS AND RESPONSIBILITIES

The client has the right to choose not to proceed with any travel arrangements.

We hold the responsibility to source travel packages, present quotes in a professional, timely manner, and advise on suitable packages offered by either the resort or supplier.

 

CLIENT REFUNDS

The client understands and agrees that EXPATS TRAVELING GROUP’s Travel Planning Retainer is nonrefundable, nontransferable, and applies to each customized travel journey requested.

The client understands those travel components are refundable only based on individual supplier policy, and EXPATS TRAVELING GROUP will inform you of those detail within your proposal confirmation.

The client understands that any refunds that may be due to them post-cancellation; EXPATS TRAVELING GROUP, as your travel advisor, will assist with the client receiving a refund from a supplier; but shall not be held liable in any form for unpaid supplier refunds.

 

TERMS AND CONDITIONS

The client authorizes EXPATS TRAVELING GROUP to act as my adviser for the airline, tour operator, supplier, cruise line, or other suppliers as indicated in the documents, brochures, correspondences, or other communication that EXPATS TRAVELING GROUP will use for travel. The client understands these suppliers are responsible for providing the travel services purchased. Therefore, the client consents to and requests the use of those suppliers. However, the client accepts that EXPATS TRAVELING GROUP is NOT responsible for nor will the client attempt to hold it liable for any injury, damage, or loss suffered for any conditions, actions, or omissions beyond the reasonable control of EXPATS TRAVELING GROUP.

The client understands that all persons must have a valid passport book if traveling internationally. Additionally, the client understands that a passport card is not valid for air travel. Depending on the destination and the origin of the client’s passport, guests may need to obtain a visa. Proof of citizenship is required for travel outside of the United States.

EXPATS TRAVELING GROUP warrants and declares that every effort will be made to provide the best prices for the travel components you request. In the unlikely event that a catastrophic situation should occur to redirect or reschedule your travel plans and the supplier cannot provide the client with the agreed-upon travel services and/or products, EXPATS TRAVELING GROUP is not responsible for any loss or damages, emotional or otherwise. As your contracted travel advisor, EXPATS TRAVELING GROUP will make a reasonable effort to rebook redirected clients to assist with comfort and safety at the client’s own expense.

During the proposal confirmation phase, the Expats Traveling Group will notify the client of the supplier’s refund, change, and/or cancellation fees and penalties. The client is aware that the airline ticket, especially holiday, group, and discounted fares, may be subject to the loss of some or all of the fare or require the expenditure of additional money if the client elects to change or cancel the reservation.

The client agrees that adequate travel insurance protection will be considered for their travel to include by not be limited to cancellation and trip interruption; medical and loss of baggage. If this protection is declined, a signed liability release waiver form will be required.

The client agrees to review and agree to all the suppliers’ terms, conditions, and penalties. The client will review the travel documents upon receipt for accuracy. The client may contact EXPATS TRAVELING GROUP with any questions or concerns.

The client agrees with the above terms and conditions and appoints Mia McDonald of EXPATS TRAVELING GROUP to research vacation plans and act on behalf of the client for the sole purpose of travel planning and booking. The client understands that EXPATS TRAVELING GROUP’s per-trip planning retainer is a nonrefundable, nontransferable remuneration for professional efforts made on my behalf. In addition, the client will receive a personal consultation, individualized proposals offering relevant advice, and suggested itineraries that will reflect the client’s unique requests, needs, and desires.

By submitting the travel planning form or authorizing any payments, you agree to all the terms listed throughout this contract.

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