Expand Your Horizons Travel Terms & Conditions - Expand Your Horizons Travel, LLC

1. PARTIES:

The parties to this Travel Agency Planning Agreement & Disclaimer (“Agreement” hereinafter) are as follows;

Travel Agency: Expand Your Horizons Travel, LLC – 5596 S. Gray St., Denver, CO 80123 – lisa@expandyourhorizonstravel.com

Client: The individual completing these forms

2. PURPOSE OF THIS AGREEMENT:

This Agreement outlines the terms and conditions for the travel services to be provided by Expand Your Horizons Travel, LLC (“Travel Agency”) for (“Client”). The Travel Agency will coordinate travel arrangements for the Client based on the package agreed upon by both parties.

3. SCOPE OF SERVICES:

Scope of Services outlines the responsibilities and deliverables provided by the Travel Agency to the Client, covering a comprehensive range of travel arrangements. The Travel Agency o!ers expertise in arranging various types of travel, including leisure, corporate, group, and specialized travel experiences. Services include:

Consultation and Travel Design: The Travel Agency will conduct an in-depth consultation to understand the Client’s travel preferences, objectives, and budget. Based on this, a personalized itinerary will be designed, encompassing all aspects of the trip, such as ﬂights, accommodations, transportation, excursions, and activities.
Booking and Reservations: The Travel Agency will manage all necessary reservations, including but not limited to airfare, accommodations, cruises, car rentals, ground transfers, and excursions. The Agency will ensure that all bookings are conﬁrmed and communicated clearly to the Client, providing details on check-ins, timings, and other important information.
Special Arrangements: Whether the travel is for leisure, business, or special occasions such as weddings or honeymoons, the Travel Agency will handle all requests for special accommodations, including room upgrades, dining reservations, special event coordination, or unique experiences (e.g., private tours, adventure activities). Any additional arrangements for group travel, corporate retreats, or destination events will also be facilitated.
Destination Research and Recommendations: The Travel Agency will provide tailored recommendations for destinations, based on the Client’s travel style and interests. This includes research into destination highlights, visa requirements, local customs, health and safety considerations, and other essential information to ensure a seamless travel experience.
Documentation Assistance: The Travel Agency will advise the Client on securing necessary travel documentation, such as visas, passports, or special permits. This includes providing information on any required vaccinations, travel advisories, or legal entry requirements for international travel.
Travel Insurance: The Travel Agency will o!er travel insurance options that cover trip cancellations, delays, medical emergencies, lost luggage, and other contingencies. The Client may choose from the provided options based on their needs.
On-Call Support and Emergency Assistance: During the duration of the trip, the Travel Agency will provide support to address any changes, cancellations, or emergencies. This includes assistance with rebooking ﬂights, extending accommodations, or resolving unforeseen travel disruptions.
Adventure and Eco-Tourism Experiences: For Clients seeking adventure or conservation-based travel, the Travel Agency will arrange activity-based itineraries such as wildlife safaris, hiking expeditions, diving trips, or eco-tourism experiences. The Travel Agency will coordinate with reputable local operators to ensure a safe and responsible experience, providing necessary brieﬁngs, gear recommendations, and safety protocols.
Pre/Post-Cruise and All-Inclusive Packages: The Travel Agency will organize pre- and post-cruise accommodations and transfers, as well as book shore excursions and on-board activities for Clients. For all-inclusive travel packages, the Travel Agency will arrange for meals, activities, and amenities, ensuring that all elements of the trip are seamlessly integrated into one cohesive experience.
Payment and Financial Management: The Travel Agency will handle all payments to vendors through the Clients preferred method of payment, providing a clear schedule of deposits and ﬁnal payments for the Client. A ﬁnal detailed invoice will be provided once all bookings are completed prior to departure/event, outlining the costs of each service or booking. The Travel Agency will also ensure that cancellation policies are clearly communicated and adhered to in the event of trip modiﬁcations.
Post-Travel Follow-Up: After the completion of the trip, the Travel Agency will follow up with the Client to ensure satisfaction and address any feedback. Any post-travel claims or refund requests will be processed according to the supplier’s policies.

4. CLIENT RESPONSIBILITIES:

The Client agrees to provide accurate and complete information regarding credentials, travel preferences,dates, and all personal information necessary for bookings. The Client is responsible for ensuring that they have valid travel documents such as personal identity card, passport, visa, etc. Any errors or omissions in the information provided must be communicated immediately. The client is responsible for any fees incurred due to inaccurate information provided.

The Client must comply with all entry requirements, health regulations, customs laws, and other legal stipulations of the countries they plan to visit, including visas, vaccinations, and other health-related regulations, of their travel destinations. The Client may consult the Travel Agency to learn about the requirements of each travel location. While the Travel Agency will advise on these requirements, it is ultimately the responsibility of The Client to ensure that they comply with all entry requirements, health regulations, customs laws, and other legal stipulations of the countries they plan to visit.

It is the Client’s responsibility to carefully review all travel documents, including itineraries, conﬁrmations, and tickets, for accuracy. Any discrepancies must be reported to the travel agency immediately upon receipt. Clients must ensure they have all necessary travel documents (e.g., passports, visas) in hand and up to date prior to travel.

The Client agrees to pay all service fees to the Travel Agency as stipulated in this Agreement, as well as any additional costs incurred for transportation, accommodations, tours, and other travel-related services. Payments must be made within the speciﬁed time frame provided by the Travel Agency, including deposits, planning fees, and ﬁnal payments for travel arrangements. Failure to make timely payments may result in the cancellation of services or bookings. Clients are responsible for understanding and adhering to payment schedules as outlined in the itinerary or invoice provided by the Travel Agency.

The Client knows and accepts any risks associated with travel, including but not limited to political instability, health hazards, and natural disasters. The Client agrees to stay informed about the current conditions in their travel destinations and make informed decisions.

Clients are encouraged to purchase travel insurance to cover unforeseen circumstances such as trip cancellations, medical emergencies, or travel delays. If a client chooses not to purchase insurance, they acknowledge and accept the associated risks. Clients are responsible for reviewing and understanding the terms of their insurance policies.

5. PRICE AND PAYMENT TERMS FOR SERVICES:

The Client agrees to pay the following service fees and costs to the Travel Agency;

Travel Planning Fee: $150.00 per adult and $75.00 per child under the age of 18. This per-trip fee is non-refundable, due upon signing this Agreement for services to begin. Travel must be booked within 1 year of the payment of the Travel Planning Fee. Otherwise a new fee will be incurred for planning a new trip.

Rush Charge: If your trip dates are within 90 days of the date the agreement is signed your trip will be subject to an additional $200 per trip non-refundable rush charge.

6. CANCELLATIONS, CHANGES AND REFUNDS:

The Client may rescind this Agreement within 30 days following the signing of the Agreement by giving a written notice to the Travel Agency. In such a case too, the travel planning fee cannot be refunded.

Clients must notify the travel agency promptly of any requests to change or cancel bookings. Clients are responsible for any fees, penalties, or additional charges resulting from such changes or cancellations as per the policies of the service providers (airlines, hotels, etc.). The Travel Agency will assist in securing refunds where possible but cannot guarantee the amount or timing of such refunds.

If the Travel Agency cancels any bookings due to non-payment or other breaches of this Agreement by the Client, the Client will not be entitled to any refund of the service fees or initial deposit.

7. TRAVEL INSURANCE:

Clients are encouraged to purchase travel insurance to cover unforeseen circumstances such as trip cancellations, medical emergencies, or travel delays. The Client is responsible to have appropriate travel insurance that covers all of the travel period. If the Client chooses not to purchase travel insurance, they will be required to sign a waiver acknowledging that they have declined coverage and assume all risks associated with their decision. By declining travel insurance, the Client agrees that the Travel Agency shall not be held liable for any losses, damages, or additional costs incurred as a result of events that could have been covered by travel insurance.

8. CONFIDENTIALITY:

The Travel Agency agrees to maintain the conﬁdentiality of the Client’s conﬁdential information and privacy and shall not disclose or use any conﬁdential information except as necessary to perform the services speciﬁed in this Agreement or as required by law. The Travel Agency shall take all reasonable precautions to protect the conﬁdentiality of such information and prevent its unauthorized disclosure or use.

The Travel Agency may disclose the Client’s conﬁdential information to its employees, subcontractors, agents, and service providers who need to know such information in order to perform the services outlined in this Agreement, provided that they are bound by conﬁdentiality obligations no less restrictive than those contained herein.

If required, the Travel Agency may also disclose Client’s conﬁdential information to administrative authorities, customs houses, transportation companies, tour companies, healthcare providers etc, limited to the performance of the services to be provided within the scope of this Agreement.

9. DISCLAIMER:

The Travel Agency assumes no responsibility for and shall not be liable for any refund, personal injury, property damage, or other loss, accident, delay, inconvenience, or irregularity which may be caused by: (1) any defaults, wrongful or negligent acts, or omissions of the Suppliers; (2) any defect in or failure of any vehicle, craft, equipment, or instrumentality owned, operated, or otherwise used or provided by the Suppliers; or (3) any wrongful or negligent acts or omissions on the part of any other party not under the Travel Agency’s control. You hereby release the Travel Agency from all claims arising out of any problem covered in this paragraph.

The Travel Agency acts as a sales agent for any airline, hotel, car-rental company, tour operator, cruise line, or other service provider named in your itinerary (“Suppliers”). Expand Your Horizons Travel, LLC is not responsible for acts or omissions of the Suppliers or their failure to provide services or adhere to their own schedules.

You acknowledge and understand that: (i) airlines can increase their prices at any time before tickets are issued and that the Travel Agency has no control over issuance of tickets for tours; (2) airlines, cruise lines, tour operators, and other Suppliers have their own contracts covering cancellation penalties and other terms and conditions, and that you may be bound by those contracts regardless of whether you receive notice of their terms.

The Travel Agency has 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.

COVID-19 and the health and security measures around COVID-19 may impact elements of your trip and inﬂuence the operation of some travel services. It is your responsibility to keep informed of all requirements in relation to your trip and any COVID-19 based restrictions.

Visit: www.Travel.State.Gov for more details for the country you are traveling to.

For information concerning possible dangers at destinations, the Travel Agency recommends contacting the Travel Warnings Section of the U.S. State Department at (202) 647-5225 or https://www.travel.state.gov. For medical information, the Travel Agency recommends contacting the Centers for Disease Control at (877) FYI-TRIP or https://www.cdc.gov/travel. You assume full and complete responsibility for checking and verifying any and all passport, visa, vaccination, or other entry requirements of your destination(s), and all conditions regarding health, safety, security, political stability, and labor or civil unrest at such destinations You hereby release the Travel Agency from all claims arising out of any problem covered in this paragraph.

10. MISCELLANEOUS:

Severability – If any provision of this Agreement or any application of this Agreement shall be found contrary to state or federal law, then this provision shall be deemed invalid, except to the extent permitted by law, but all other provisions hereof shall continue in full force and e!ect. Amendments and Modiﬁcations – This Agreement shall not be amended or modiﬁed except in writing executed by both parties.
Assignment – Neither Party may assign this Agreement or any rights or obligations hereunder without the prior written consent of the other party, except that the Travel Agency may assign this Agreement without such consent in connection with a merger, acquisition, or sale of all or substantially all of its assets.
Notices – Any notices required or permitted to be given under this Agreement shall be in writing and shall be deemed to have been duly given if delivered personally, sent by registered or certiﬁed mail (return receipt requested), or sent by overnight courier, to the address set forth in the ﬁrst page of this Agreement.
Non-Waiver – No failure or delay by either party in exercising any right, power, or privilege under this Agreement shall operate as a waiver thereof.
Governing Law and Jurisdiction – This Agreement shall be governed by and construed in accordance with the laws of the State of Colorado. Any legal action or proceeding arising out of or relating to this Agreement shall be brought in the courts of Denver County, Colorado, and each party consents to the jurisdiction of such courts.