ROYALTY ESCAPES TRAVEL AGENCY TERMS AND CONDITIONS
Terms and Conditions
Payment of travel inquiry fee, deposit or full payment shall be deemed as consent by the traveler to the following Terms and Conditions.
TRAVEL INQUIRY QUOTES
Travel Inquiry Requests A travel inquiry request form must be submitted in order to receive a quote; we will provide one (1) complimentary quote per request.
Travel Quote Inclusion Travel inquiry quotes will include a minimum of 2 options based on the information gathered via the travel inquiry form. Price quotes are not guaranteed until a deposit is submitted by the client by the deadline deemed by the vendor NOT the 10 business days given to retain our services.
Additional Revisions and Quotes Additional revision will require a $25 fee per revision. Additional travel inquiry requests for a separate vacation location will be treated as an additional travel inquiry, which is subject to a $25 fee.
Time Frame The client will receive all quotes within 2-3 business days upon the receipt of the travel inquiry form and any follow up phone calls or emails if more information is required.
The client has 10 business days total upon receipt of the quote to submit the appropriate deposit amount in order to secure the services of Royalty Escapes Travel Agency.
REVISION AND ADDITIONAL QUOTE FEES
The additional revision and quote fees cannot be applied towards the vacation balance or deposit.
The additional revision and quote fees will be retained as a professional service fee if the client does or does not retain the services of Royalty Escapes Travel Agency, by securing the quote with the appropriate deposit amount within 10 business days.
The additional revision and quote fees are non-refundable and non-transferrable. No exceptions.
Additional revision and quote fees are not reimbursable through travel protection.
RESERVATIONS, DEPOSITS AND PAYMENTS
Group and Destination Wedding Deposits & Reservations Full payment of fees to retain professional services, along with a completed Service Agreement, is required by all private and hosted group leaders and/or bride and groom (for destination weddings). These fees are non-refundable and non-transferable. Unless otherwise specified on a hosted group travel event by Royalty Escapes Travel Agency, anyone (men and women) can join a hosted group travel event by securing their spot with a deposit, as long as the final payment due date hasn’t passed and space is available.
Deposits & Reservations A deposit along with a completed registration form is required by all private and hosted group travelers, including destination weddings. Unless otherwise specified on a hosted group travel event by Royalty Escapes Travel Agency, anyone (men and women) can join a hosted group travel event by securing their spot with a deposit as long as the final payment due date hasn’t passed and space is available.
Minimum Monthly Payment Installments Once a reservation is secured with a deposit, a minimum monthly payment installment must be received monthly or the reservation may be cancelled and all previous payments will be forfeited. The amount of the minimum monthly payment installment will be $50. Keep in mind that this is not the amount due monthly in order to pay your balance in full by the due date. There will be a balance. It is the clients’ responsibility to ensure that the balance is PAID IN FULL by the due date.
Roommate Payments Roommates must complete separate registration forms and submit their deposits within 24 hours in order to secure a reservation. Once the registration forms and deposit is received each roommate can make separate payments. All roommates must state who will be sharing rooms on the registration form. It is all of the roommates’ responsibility to insure that their fellow roommates are making their monthly payments in order to avoid having the reservation occupancy rate being adjusted to match the number of travelers occupying the room. In this case, the remaining roommate(s) are responsible for paying the difference in price for the new adjusted occupancy rate. A summary of a roommate’s payments can be provided upon request.
Late Monthly Payments If a monthly payment installment cannot be made the traveler should email Royalty Escapes Travel Agency at RoyaltyEscapes@gmail.com as soon as possible and/or no later than the 15th of the month the payment installment is due, so we are aware of the situation. A specific date of when you are able to make the payment must be included in the email; otherwise, your reservation may be canceled. All late payments must be approved by the Royalty Escapes Travel Agency staff.
Final Payment Due Date The final payment due date will be clearly marked on the booking itinerary. It is the responsibility of the traveler to make the final payment before or by the due date. Failure to make the final payment by the stated due date will result in automatic cancellation of the reservation and all previous deposits will be forfeited unless insurance is purchased. If insurance is purchased, the insurance guidelines will apply based on the supplier. All late payments must be approved by the Royalty Escapes Travel Agency staff. A Final Payment Deadline Extension Request fee of $25 must be paid for payment extension request, all payments received after the final due date and before the final payment will be submitted.
Declined Payments A declined payment will not be automatically resubmitted. If the payment is declined, an email will be sent to request another form of payment. After the second declined payment the reservation may be canceled and all previous payments will be forfeited.
It is the responsibility of the traveler to insure the correct credit card payment information has been submitted, which includes the following: credit card holder’s name, billing address, phone number, credit card type, credit card number, expiration date and three digit security code.
Payment Processing Timeframe & Receipts Payments will be submitted directly to the travel supplier and processed within 1-2 business days by Royalty Escapes Travel Agency. Once the payment has been accepted by the travel supplier the traveler will received a receipt via email confirming the payment went through successfully.
PLEASE NOTE:Monthly payments submitted through the payment forms are not automatically processed. Your credit card will not be charged until your payment information has been submitted by Royalty Escapes Travel Agency to the travel supplier and successfully processed.
Monthly Reservation Payment Summaries By request only, a monthly reservation payment summary will be emailed to travelers with two or more travelers making payments under the same reservation number, which will include the entire reservation and each traveler’s: total rate, payments made and the balance due. Travelers solely responsible for all payments towards a reservation will only receive receipts once a payment is successfully processed by the supplier.
REFUNDS, ACCEPTED PAYMENT METHOD, CHANGE OF CREDIT CARD
Refunds & Transfer of Payments Payments submitted to Royalty Escapes Travel Agency are non-refundable and non-transferable for future events due to the policies and contractual agreements set forth by our suppliers. It is the traveler’s responsibility to insure they are able to attend and capable of paying for the event, along with any costs not included in the price of the reservation i.e. airfare, meals, activities etc. Travelers should seriously consider purchasing travel cancellation insurance in order to protect their investment.
Payment Method Credit cards are the preferred method of payment. Payments will be submitted directly to our vendors to be processed unless otherwise specified in writing. Late payment fees and other fees will be processed through Royalty Escapes Travel Agency. If a payment is being paid directly to Royalty Escapes Travel Agency, or authorized agents of Royalty Escapes Travel Agency, via SQUARE an additional 6% fee will be required. All payments by phone will require a credit card authorization form, a photocopy of the traveler’s government issued ID and credit card, which should be faxed to 1-410-844-0064.
Change of Credit Card The traveler can change their credit card information at any time by submitting a new credit card authorization form, along with a photocopy of the credit card and government issued ID.
NAME/ RESERVATION CHANGES
One name change or reservation move, per reservation, can be made before the final payment. Some suppliers may charge a fee in order to change the name on a reservation, which is the responsibility of the traveler. Royalty Escapes Travel Agency charges a $30 fee after the first name change.
Royalty Escapes Travel Agency charges a $50 cancellation fee per person to whatever credit card we have on file. Our suppliers may charge a separate cancellation fee. Cancellation fees charged by Royalty Escapes Travel Agency are not covered by most travel protection plans.
Travel insurance is not required but strongly recommended in order to protect your investment. Travel insurance can also be helpful should issues arise during your vacation i.e. lost luggage, delayed flights, hotel issues, medical emergencies etc.
TRAVEL DOCUMENT REQUIREMENTS
Passports Passport number, date of issue, expiration date, and all other pieces of data from the passport ID page are required to be submitted no later than the Final Payment due date for international trips. Please ensure that your current passport will be valid at least six months beyond your travel dates and has two or more blank pages. Please either apply for a new passport or renew your passport if it doesn't meet this criteria. We also encourage you to review destination specific travel entry and exit requirements here: travel.state.gov/content/travel/en/international-travel/International-Travel-Country-Information-Pages.This information is required on all International trips and is only shared when required by local authorities. Passports are not required for the U.S. Virgin Island
Visas A visa may be required for certain international travel and is the traveler’s responsibility to insure the proper documents are submitted on time and a visa is obtained prior to the traveler’s departure date.
Cruise Travel Documentation Requirements US Citizens on closed-loop cruises (cruises that begin and end in the same U.S. port) and travel to destinations in Mexico, Canada, the Caribbean, the Bahamas, and Bermuda are able to re-enter the United States with proof of citizenship other than a passport or passport card. Acceptable proof of citizenship includes an original or certified copy of a government issued birth certificate (raised seal and signature) and a laminated government issued picture ID (typically, driver's license), Consular Report of Born Abroad Certificate, or a Certificate of Naturalization. NOTE: Baptismal records and certificates issued by a hospital are not acceptable.
It strongly recommended that all guests travel with a valid passport during their cruise. This greatly assists guests who may need to fly out of the United States to meet their ship at the next available port should they miss their scheduled embarkation in a U.S. port; guests entering the U.S. at the end of their cruise; and guests needing to fly to the U.S. before their cruise ends, because of medical, family, personal or business emergencies, missing a ship's departure from a port of call, involuntary disembarkation from a ship due to misconduct, or other reasons.
Guests who need to fly to the United States before their cruise ends will likely experience significant delays and complications related to booking airline tickets and entering the United States if they do not have a valid U.S. passport with them.
United States Territories U.S. Citizens and Lawful Permanent Residents (LPR's) who travel directly between parts of the United States, which includes Guam, Puerto Rico, U.S. Virgin Islands, American Samoa, Swains Island and the Commonwealth of the Northern Mariana Islands (CNMI), without touching at a foreign port or place, are not required to present a valid U.S. Passport or U.S. Green Card.
However, it is recommended that travelers bring a government issued photo ID and copy of birth certificate.
It also is recommended that you carry proof of your LPR status as all times in the event you are asked to prove your status. This may be in the form of a green card or passport.
ADDITIONAL TERMS AND CONDITIONS FOR ROYALTY ESCAPES TRAVEL AGENCY HOSTED GROUP TRAVEL
Assumed Risk/Hold Harmless Statement Travel has its own inherent risks, and the traveler acknowledges such risks exist, up to and including death. Royalty Escapes Travel Agency will take all reasonable precautions to insure the health and safety of the traveler. The traveler agrees to hold Royalty Escapes Travel Agency, its employees and agents harmless should illness, accident or death occur. Royalty Escapes Travel Agency is not responsible for the actions, expenses or harm incurred by travelers who disregard the instructions of the Royalty Escapes Travel Agency representative(s), travelers who depart from the planned activities of the tour, or travelers who follow the instructions of a non- Royalty Escapes Travel Agency representative(s).
Royalty Escapes Travel Agency is not responsible for time changes made by the airlines, bus conductor and railways. Flight times and seat assignments are solely at the discretion of the airlines. Hotel room location is the sole discretion of the hotel. Requests can be made but are not guaranteed. Baggage fees of the airlines are not included in group trip prices. If you decide to check baggage you must pay this fee directly to the airline. The carriers, accommodations and other suppliers providing services are independent contractors and are not agents, employees of Royalty Escapes Travel Agency. Royalty Escapes Travel Agency assumes no responsibility and will not be held liable for any personal injury, property damage, or other loss, accident, delay, inconvenience, or irregularity by reason of (1) any wrongful or negligent acts or omissions on the part of its suppliers, (2) any wrongful, negligent, or unauthorized acts or omissions on the part of any employee of these suppliers, (3) any defect in or failure of any vehicle, equipment or instrumentality owned, operated, or used by any of these suppliers, or (4) any wrongful or negligent acts or omissions on the part of any other party not under the control, direct or otherwise, of Royalty Escapes Travel Agency, or (5) acts of God.
The traveler agrees for him/herself, his/her heirs and assigns, executors and administrators to hold harmless and release Royalty Escapes Travel Agency or any other sponsoring organization(s) and/or subsidiaries, affiliates, officers, representatives or successors (released parties”) from any and all losses, causes of action, liabilities, indirectly from participation in connection with hosted group trips and/or the condition of the property, facilities or equipment used for hosted group trips, regardless of when, where or how such claim may arise and regardless of whether caused by the disappearance of negligence of the Released Parties or otherwise, including, without limitation. Claims relating to (i) any theft, loss or disappearance of property, (ii) bodily injury (fatal or non-fatal) and (iii) property damage.
Activity Level and General Fitness The activity levels for all Royalty Escapes Travel Agency hosted group trips require walking and other physical exertion. On some tour days, between walking tours and personal exploration, participants can expect to walk 2-3 miles over the course of a day. Travelers are required to manage their personal belongings without assistance. For these reasons, our hosted tours are not suitable for anyone physically challenged, anyone who is walking impaired, or anyone who is a slow walker who cannot keep up with the pace of the group.
Royalty Escapes Travel Agency will attempt to arrange a roommate for any traveler upon request.
Single room rates are available for travelers who choose to room alone.
After final payment, no changes can be made to the room type (double or single occupancy).
Royalty Escapes Travel Agency will request 2 beds and non-smoking rooms, for all shared rooms, although hotel request are not guaranteed.
During the hosted trip, a room-sharing traveler who wishes to make a change in their rooming situation is responsible to make their own arrangements, and to pay for a separate room if single accommodations are desired.
Passport Information Passport number, date of issue, expiration date, and all other pieces of data from the passport ID page are required to be submitted no later than the Final Payment due date. This information is required on all International trips and is only shared when required by local authorities.
It is the traveler's responsibility to insure their passport is valid at least 6 months past the last day of the group trip or obtain a new passport in a timely manner in order to submit passport information by the Final Payment due date.
If the traveler's passport information is not received at least 60 days prior to the travel group’s departure date, the traveler will receive a "final request" email that removal from the tour will result if the passport information is not provided within 72 hours (3 days) of final request.
Travel Arrangements Arrival and departure flight details are required to be submitted no later than the Final Payment due date in order to arrange transfers and to know when travelers are expected.
If travel arrangements are not received by 90 days before travel, the traveler will be placed in the final arrival transfer group on the arrival day and the first departure transfer group of the departure day (when transfers are provided).
Arrival, Transfers and Delays Travelers arriving by air are responsible for allowing sufficient time to deplane, gather luggage and travel to the designated meeting location to join the group trip. Royalty Escapes Travel Agency will not delay the departure of the group for travelers arriving after the designated start time as listed in the individual itineraries.
Travelers are required to provide Royalty Escapes Travel Agency with their flight arrangements no later than the final payment due date of the tour. Travelers are also required to notify us in the event the airline should change the arrival or departure time of a flight.
If scheduled transfers are provided during a group trip, travelers who elect to take alternate transportation to the hotel, for any reason, will not be reimbursed for the transfer expense incurred.
Travelers who are delayed for whatever reason are responsible for notifying Royalty Escapes Travel Agency of their situation and to communicate regularly with us as to their anticipated arrival time. Delayed travelers are responsible for joining the group as soon as possible and at their own expense if their arrival occurs after the last scheduled transfer.
Medical History Form Information about medications, dietary, emergency contact, etc. is required to be submitted no later than the Final Payment due date. This information is held in confidence and is only used in case of an emergency.
If the traveler's medical information is not received by 30 days before travel, the traveler will not receive Final Travel Information until such time as the information is provided.
Itinerary Changes Itineraries are subject to change. In the event there is an itinerary change, comparable lodging, meals and activities will be provided.
Cancellation of Hosted Group Travel On rare occasions, Royalty Escapes Travel Agency must cancel a tour, either because there are not enough travelers to operate the tour if travel arrangements are booked under a group booking that requires a minimum number of travelers, or for other events outside the control of Royalty Escapes Travel Agency. Royalty Escapes Travel Agency will cancel tours due to lack of travelers prior to final invoicing however, Royalty Escapes Travel Agency reserves the right to cancel any tour at any time up to the day of departure, due to no fault of our own.
In the event of a cancellation by Royalty Escapes Travel Agency, all monies paid to Royalty Escapes Travel Agency for the canceled tour will be promptly refunded to the traveler. Royalty Escapes Travel Agency is not responsible for any penalties imposed by the airlines.
Involuntary/Voluntary Departure from a Hosted Group Trip in Progress Royalty Escapes Travel Agency reserves the right to remove any traveler from group trip should the Royalty Escapes Travel Agency representative(s) determine that the traveler cannot meet the physical requirements of the group travel as stated in the itinerary, or is disruptive to the tour time schedule or is adversely affecting the overall group dynamics. In the event a traveler is removed from a group trip, Royalty Escapes Travel Agency will not refund any monies. Transportation costs to return home, airline penalties, and any other expenses will be the responsibility of the traveler.
In the event that a traveler voluntarily chooses to leave a group trip prior to its scheduled conclusion, Royalty Escapes Travel Agency will not refund any monies for the unused portion of the travel arrangements. Transportation costs from the group trip departure point to the airport, airline penalties, and any other expenses will be the responsibility of the traveler.
Use of 3rd Party Operators Some Royalty Escapes Travel Agency trips, as noted in the itinerary, are scheduled with tour operators who sell their tours to the general public. The traveler acknowledges that other groups and/or individuals may be a part of the same tour.
Use of Travelers’ Images in Promotional Materials Photographs and video taken by Royalty Escapes Travel Agency representatives while on tour are the property of Royalty Escapes Travel Agency and may be used in promotional materials. Any traveler who does not wish to have their photograph or video footage used in promotional material MUST advise Royalty Escapes Travel Agency in writing no later than the tour’s final payment due date.
AMENDMENT OF TERMS AND CONDITIONS
Royalty Escapes Travel Agency has the right to amend the terms and conditions whenever deemed necessary.
Original Document - April 2015. Revised – November 2017.