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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 your special requests when developing your custom itinerary. I research a number of hotels, tours, and flights to meet your specific needs and desires. I use trusted suppliers to offer you the best value for your hard-earned dollars and create a detailed final itinerary to ensure you 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 Booking Services is hereby effective and binding on the date it is signed by one of the parties travel and/or responsible for payment. The following terms and conditions (the “Agreement”) describe your responsibilities and what to expect from us. The terms “we”, “us”, and “our” refer to EXPATS TRAVELING GROUP and the terms “you”, “your”, “client”, “my” and “customer” refer to the individual who signs this agreement.
EXPATS TRAVELING GROUP offers retail travel services to customers that are provided by separate and independent vendors of travel services. EXPATS TRAVELING GROUP does not operate, control, or otherwise provide the services of the independent travel vendors. Hence, customer agrees that EXPATS TRAVELING GROUP acts only as 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 which may occur or be occasioned, whether by reason of any accident, negligence or default of any independent company or persona engaged in or responsible for carrying out any of the arrangements or otherwise in connection therewith. It is highly recommended that travelers purchase a travel protection plan.
EXPATS TRAVELING GROUP agrees to provide services and/or professional recommendations as follows:
- Pre-Planing Meeting:
- We actively listen to your needs and desires around your lifestyle, travel goals, travel history, budget, travelers and destination interests to incorporate into proposed itineraries.
- Once contracted for trip development, we provide support in case of any issues that may occur before, during and/or after travel.
- We will research a number of flights, hotels, tours, cruises, excursions, and/or workshops, etc., to meet your unique needs and desires.
- We provide consultation to the client and their fellow travelers during the planning stage and respond to all queries in a timely manner.
- 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 the event of any supplier or arrival changes.
- We manage all travel portfolio details such as deposits, payments, invoicing, and room allocation details.
- Confirmation/Pre Departure:
- We will create a detailed final itinerary to ensure you peace of mind with a smooth and memorable vacation.
- We will provide all required travel documents no later than 10 days prior to departure, provided travel has already been paid in full.
- Post Return:
- We will always follow up to hear more about your experience with us and our suppliers. We will request a review for use on our website and social media pages.
Availability and price quotes are applicable to the date and time at which they are requested and cannot be guaranteed until payment is made in full. EXPATS TRAVELING GROUP will ensure client 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 price as originally 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 fluctuate daily with exchange rates and international payments may carry a foreign traction fee, which is the responsibility of the customer.
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 fee(s) or tax(es).
Client agrees to the following by signing below:
- Agrees to be attentive and responsive to adviser communications with the 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.
Clients are required to send Passport or State Issued ID copies for all travelers to confirm reservations. We keep these copies in an electronically secure space to utilize 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 dates of birth that match identification to be used for travel (i.e. Passports/ Driver’s License) to EXPATS TRAVELING GROUP. Name changes are not permitted on airline tickets in any circumstance. Clients are responsible for providing accurate information on Client Travel Planning form (www.expatstraveling.com/planning). EXPATS TRAVELING GROUP is not responsible for costs incurred by incorrect information provided by client for travel planning including reservations and airline tickets. Please double check that we have all information correct prior to authorizing booking to commence.
Travel documents, including passports, visas, and health/vaccination certificates required 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 of the continental United States) and the expiration date should be at least 6 months following the return date of your trip. Some countries require that your passport have two to four blank visa/stamp pages. Some airlines will not allow you to board if this requirement isn’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 countries local immigration officials make the final entry decision. Several factors including past criminal record may contribute to the decision of the local immigration officials (s). Should a visa not be issued, EXPATS TRAVELING GROUP is not responsible for lost payments made toward contemplated trip. However, EXPATS TRAVELING GROUP will make effort to assist with re-routing the client. Visit the
Whether traveling domestically or internationally, the U.S. Transportation Security Administration (TSA) and U.S. Department of Homeland Security (DHS) advise that everyone carry at least two forms of acceptable identification in order 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 carryon, etc.
VISIT the State Department website: www.travel.stat.gov for visa, passport support, and destination safety and health hazard notifications.
In order to move forward with your customized travel plans, a retainer of [$150.00] per trip, is required. 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 make a deposit on 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: [$25.00]
- 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: [$25.00]
- Change Fee, per person: [$10.00]
- Additional itinerary / trip revisions: [$25.00]
Fees are payable by debit or credit card via https://www.ExpatsTraveling.com website. All payments incur a 4% transaction fee. Our planning service retainer is separate from the cost of your trip and may be 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 cancellation fees. Supplier policies regarding cancellation fees will be relayed in your trip proposal. Cancellation fees must be paid via our website in order for Expats Traveling Group to move forward with 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 additional amount, albeit rare.
Suppliers reserve the right to increase prices to cover increased costs, fuel surcharges, tariffs and taxes, and to reflect fluctuations in foreign exchange markets.
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 being offered by either the resort or supplier.
Client understand and agrees that EXPATS TRAVELING GROUP’s Travel Planning Retainer is nonrefundable, nontransferable and applies to each customized travel journey requested.
Client understands that travel components are refundable only based on individual supplier policy and you will be informed with those detail within your proposal.
Client understands that any refunds that may be due to them post cancellation; EXPATS TRAVELING GROUP, as your travel advisor, will assist with client receiving refund from supplier; but shall not be held liable in any form for unpaid supplier refunds.
Client authorizes EXPATS TRAVELING GROUP to act as my adviser for the airline, tour operator, supplier, cruise line or other supplier as indicated in the documents, brochures, correspondence or other communication that will be used for travel. Client understand these suppliers are responsible for providing the travel services purchased. Client consents to and request the use of those suppliers. Client accepts that EXPATS TRAVELING GROUP is NOT responsible for nor will client attempt to hold it liable for any injury, damage or loss suffered for any conditions, actions, or omissions that are beyond the reasonable control of EXPATS TRAVELING GROUP.
Client understands that if traveling internationally all persons must have a valid passport book. Client understand that a passport card is not valid for air travel. Depending on the destination and the origin of the client 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 available for the travel components that you request. In the unlikely event that a catastrophic situation should occur to redirect or reschedule your travel plans and the supplier is unable to provide client with the agreed upon travel services and/or products, EXPATS TRAVELING GROUP is not responsible for any loss or damages, emotional or otherwise. EXPATS TRAVELING GROUP, as your contracted travel advisor, will make reasonable effort to rebook redirected client to assist with comfort and safety.
Expats Traveling Group will notify client of the supplier’s refund, change and/or cancellation fees and penalties during the proposal phase. 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 expenditure of additional money if client elects to change or cancel the reservation.
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.
Client agrees to review and agree to all the terms, conditions and penalties of the suppliers. Client will review the travel documents upon receipt for accuracy. Client may contact EXPATS TRAVELING GROUP with any questions or concerns.
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 client for the sole purpose of travel planning and booking. Client understands that EXPATS TRAVELING GROUP’s per-trip planning retainer is a nonrefundable, nontransferable remuneration for professional efforts made on my behalf. In exchange, client will receive personal consultation; individualized proposals offering relevant advice and suggested itineraries that will reflect client’s unique requests, needs and desires.
The undersigned agrees to all terms set forth in this agreement: