Key Takeaways (Quick Reference)
- Planning Fees: Non-refundable and due before planning begins, unless otherwise stated in writing.
- Trip Minimum: $5,000 per trip (excluding airfare). If your trip falls below this, additional fees may apply.
- Name Accuracy: Names on bookings must exactly match government-issued ID—double-check before confirming!
- Our Role: We act as your agent; actual services are provided by third-party suppliers.
- Cancellations: All cancellations incur a minimum $250 fee, plus any supplier-imposed fees.
- Travel Insurance: Strongly recommended for your protection.
- Force Majeure: We are not liable for events outside our control (e.g., natural disasters, pandemics, strikes).
- Response Times: Delays are common due to the unpredictable nature of travel, triage of urgent needs, and international supplier norms.
- Shared Respect: By booking, you also agree to our Client Code of Conduct, which ensures a positive, collaborative partnership.
- Privacy: Your data is protected and used only for travel planning and booking purposes.
Welcome & Agreement
We are Travel Design Co. and are excited to help you with your travel. These Terms & Conditions (“Agreement”) describe what you can expect from us and what we expect from you. “We”, “us”, and “our” refer to Travel Design Co.; “you” refers to the individual(s) who signs this agreement.
By submitting payment and/or confirming a booking, you acknowledge that you have read, understand, and agree to these Terms & Conditions and our Client Code of Conduct.
Payments & Fees
Authorization: You authorize Travel Design Co. to charge the credit card or bank account indicated for the noted amount on your invoice. You certify you are an authorized user and will not dispute the payment if it corresponds to the agreed terms. This payment is for the services described on the invoice. I understand that some or all payments made to Travel Design Co. may be non-refundable. By submitting this authorization, you acknowledge that you have been advised of the option to purchase comprehensive travel protection that may help offset any non-refundable costs due to cancellation or interruption.
Planning Fees: Assessed case by case, due prior to commencement of services, and non-refundable unless otherwise agreed in writing.
Trip Minimum: Each trip must total at least $5,000 (excluding airfare). If your trip falls below this amount, additional planning fees may be required.
Change Fee: Any change resulting in a reduction of fare will incur a minimum $50 change fee, in addition to any supplier-imposed fees. This fee cannot be deducted from any Planning or Plan-to-Go Fee and may be claimed on your travel insurance policy, if applicable.
Supplemental Charges: Travel products are subject to supplemental price increases after purchase (e.g., increased fees, taxes, fuel surcharges, exchange rate fluctuations). You consent to any necessary post-purchase price adjustments and authorize us to charge for these if required.
Our Role & Supplier Responsibility
Agent for Suppliers: Travel Design Co. acts solely as your agent for third-party suppliers (hotels, airlines, cruise lines, tour operators, etc.). We are not the source or supplier of the travel services you request.
Supplier Default or Bankruptcy: In the event of a supplier default or bankruptcy, we will make reasonable efforts to assist you, but are not liable for any losses or additional costs. Travel insurance is strongly recommended to protect against such risks.
Limitation of Liability: To the maximum extent permitted by law, our liability for any claim shall not exceed the amount of fees paid directly to Travel Design Co. for our services.
Non-Transferability: Travel bookings and credits are non-transferable unless expressly permitted by the supplier. Changes may result in additional fees.
Force Majeure (Acts Beyond Control)
Travel Design Co. shall not be liable for any loss, injury, damage, delay, or inconvenience resulting from circumstances beyond its reasonable control, including but not limited to acts of God, pandemics, government restrictions, war, civil unrest, labor strikes, weather events, or other force majeure events.
Name & Documentation Requirements
Accuracy: You are responsible for providing full legal names, dates of birth, and gender exactly as shown on government-issued identification. Mismatched details may result in denied boarding or additional fees.
TSA & Real ID: The TSA requires a government-issued ID to board flights. Name, date of birth, and gender on tickets must match your ID. Beginning October 1, 2020, a Real ID-compliant license or other approved ID is required for domestic flights (www.dhs.gov/real-id).
International Travel: Valid passports (and visas, if required) are your responsibility. For requirements, visit travel.state.gov or contact the relevant embassy. Non-U.S. passport holders should confirm entry/exit requirements for all destinations and transit countries.
Health Requirements: You are responsible for confirming and obtaining all required vaccinations, health certificates, and complying with entry/exit health regulations for your destinations (www.cdc.gov).
Review & Confirmations
Accuracy: Review all documents (invoices, confirmations, tickets, itineraries) upon receipt and notify us immediately of any discrepancies. Discounted fares may involve restrictions; changes may result in additional costs.
Special Needs & Accessibility: Please inform us of any special needs or accessibility requirements in advance so we can best assist you.
Travel Risks & Insurance
Risks: Travel may involve risks to health and safety, including but not limited to disease, crime, terrorism, and warfare. We are not in a position to advise you on the safety of any destination. Refer to official sources such as the U.S. Department of State (travel.state.gov).
Insurance: We strongly recommend purchasing travel insurance to cover risks such as supplier default, trip interruption, medical emergencies, and cancellations. Ask your Travel Design Co. advisor for a quote or purchase coverage through our recommended partner.
Cancellations, Refunds & Supplier Policies
Agency Fee: All cancellations incur a minimum $250 fee, non-refundable and separate from any supplier fees, to cover administrative costs and non-recoverable expenses.
Supplier Fees: Additional cancellation, change, or refund fees may apply per supplier terms and will be communicated at the time of booking.
Refunds: Returns, refunds, and cancellations are at the discretion of Travel Design Co. and subject to supplier policies.
Unforeseen Circumstances: We strongly recommend insurance to protect against unforeseen events leading to cancellation.
Response Times & Communication Expectations
At Travel Design Co., we pride ourselves on timely, attentive service. However, the nature of travel planning—especially when working with global partners—means that response times may vary.
Unpredictable Nature of Travel: Travel is dynamic and sometimes unpredictable. Changes, emergencies, and unexpected requests can arise at any time, both for your trip and for other clients. During peak travel seasons or periods of high demand, our response times may be longer than usual as we triage requests based on urgency.
International Partners: Many of our European Destination Specialists and suppliers operate on different time zones and cultural norms regarding urgency. Response times from these partners may be slower than what you might expect from U.S.-based businesses. We always advocate for your needs and follow up regularly, but patience is appreciated as we work across time zones and business cultures.
Triage Approach: We handle all client requests with care and prioritize them based on urgency and impact—similar to the triage process in an emergency room. Time-sensitive travel disruptions or emergencies will always be addressed first. Routine questions or requests may take longer to resolve, particularly during busy periods.
Typical Response Window: We strive to respond to all communications within 24–48 business hours. During weekends, holidays, or peak travel seasons, responses may take longer. If your request is urgent or you are currently traveling, please indicate this in your message so we can prioritize accordingly.
Thank you for your understanding our partnership as we work to deliver the best possible travel experience for every client.
Client Code of Conduct
By booking with Travel Design Co., you agree to abide by our Client Code of Conduct. Failure to comply may result in termination of services without refund.
Data Privacy & Security
Your personal and payment information is used solely for the purposes of planning and booking your travel and is protected in accordance with applicable data privacy laws. We do not share your information except as required to fulfill your travel arrangements or by law.
Dispute Resolution & Jurisdiction
This Agreement shall be governed by the laws of the State of Louisiana. Any disputes arising from this agreement shall be resolved in the courts located in Orleans Parish, Louisiana.
Agreement
By submitting payment and/or confirming a booking, you acknowledge that you have read, understand, and agree to these Terms & Conditions and our Client Code of Conduct.
