Terms and Conditions
Thank you for choosing to partner with Escape Key Travel Co LLC! In turn, we have partnered with suppliers to create a customized journey; our goal is to provide a worry-free, unique and wonderful travel experience. To ensure that you understand the conditions of your particular vacation and components, please review the following policies and procedures carefully. By utilizing our services and providing payment for Escape Key Travel Co LLC planning fees or any payments pertaining to your travel arrangements constitutes your complete understanding of all the terms and conditions and you hereby agree to be bound by these terms and conditions.
SERVICES AS A TRAVEL DESIGNER AND DESTINATION WEDDING PLANNER:
Escape Key Travel Co LLC agrees to perform the following services in a timely, expeditious and professional manner. Services include but are not limited to:
As a Travel Designer: Pre-planning travel services; Assist in destination, resort/hotel, and/or cruise selections; Excursions and tours selections; Extensive itinerary planning; Travel tips; Personalized travel documents; Access to a website and app containing itinerary, travel tips, travel documents, and more; On-call travel assistance, Post-travel assistance (if needed)
As a Destination Wedding Planner: Includes the above and assist the wedding couple in choosing the destination, resort, and wedding package; Discuss and explain the differences in rooms block contract vs flexible group arrangements; Negotiate a group contract with a tour operator/wholesaler to offer the best pricing available, secure availability, and other complimentary amenities available; as well as offer these package pricing with flexible payment plans for you and your guests’ accommodations; Help secure the wedding date and time, specific locale within the resort, determine country’s residency requirements, and marriage requirements; Act as the single point of contact for guests attending the wedding and arrange group travel plans; Flexible payment plans available for all guest up until full payment deadline; Periodic invoicing, final payment reminders and all-around personalization of your guests’ vacation needs for their trip; Travel services to you and your guests are complimentary; Complimentary premium mobile friendly wedding website with a personalized URL; Wedding planning assistance; Up to 300 Minutes of free International calling to the resort and/or onsite wedding coordinator; Monthly report of your booked guests into the wedding group which serves as your RSVP list
PLANNING FEE FOR TRIPS: In your initial planning call, we explained the planning fee. In order to perform the professional services required to plan and arrange your travel, a planning fee is required. This fee is due at the time of planning agreement and is non-refundable, provided all contract requirements are met. In the unfortunate event that plans are canceled or if the itinerary is not fulfilled for any reason, the planning fee will convert to non-refundable research fee and will be retained by Escape Key Travel Co LLC.
HONEYMOON & ANNIVERSARY TRAVELERS: You MUST bring a copy of your marriage certificate to qualify for any complimentary honeymoon/anniversary package (photo copy is recommended). Failure to have such proof of marriage will result in the resort denying these complimentary privileges (if applicable). PLEASE notify your Escape Key Travel Co LLC agent if you are celebrating a Honeymoon or Anniversary so that they can annotate this in your reservation. Typically resort will honor these packages up to 30 days before or after your honeymoon/anniversary date.
PRICE MATCH: Escape Key Travel Co LLC will consider price match. In order for a reservation to be priced matched the following conditions must apply. The guest must provide Escape Key Travel Co LLC with a screen shot of the lower rate showing the date and time stamp of the lower rate. The lower rate must be exactly the same package that Escape Key Travel Co LLC is offering (room type, transportation included, flights, and etc.). We will only be able to price match from the following resources: Expedia, Orbitz, Travelocity, Priceline and Cheap Caribbean. Online Travel Agencies can be reviewed, but we cannot guarantee a price match. Any price match will be at our sole discretion. The price matched room will not count towards complimentary room benefits and private events credit, but will be able to attend wedding related events without any additional fee as long as they are booked within the group.
RESERVATIONS: Seamless & Secure submission via the Escape Key Travel Cowebsite. All guests must book through the Escape Key Travel Co LLC group in order to be able to attend all wedding related events. If guests’ book outside the Escape Key Travel Co LLC group through any other source including the hotel direct, it is possible (at the discretion of the hotel) they will be unable to attend wedding or group related events and their stay will not count towards any group incentives. If they do book outside the group, the hotel reserves the right to charge these guests to attend any wedding/group related event(s) including the wedding.
PAYMENT TERMS AND CONDITIONS: You must make payments in accordance with the instructions and deadlines we give you. Destination Wedding planning requires extensive long-term planning, costs are incurred long before the actual departure date. Therefore, you must make all payments on time. We reserve the right to refuse a booking without giving any reason and shall, in that event only, return any money received. Upon receipt of a signed copy of this contract and the required deposit, Escape Key Travel Co LLC will finalize the group reservation & the total number of rooms listed by this contract. The wedding couple is financially responsible for the entire group block and is responsible for any charge backs from their guests. Due to all arrangements confirmed on a group level, if a guest issues a charge back it effects the entire group. In the case of a chargeback, the wedding couple agrees to be responsible for all fees and costs of Escape Key Travel Coin disputing the chargeback, to include attorney’s
CHARGEBACKS: The client agrees to indemnify, hold harmless and defend Escape Key Travel Co LLC against credit card chargebacks arising out of: (a) charges by you or any participants in your group or (b) unauthorized charges by members of your family. Before initiating a chargeback related to any supplier, you agree to first attempt to resolve directly any disputed transaction fees with Escape Key Travel Co LLC.
CREDIT CARD CHARGES: Client understands that Escape Key Travel Co LLC has relationships with many travel supplier partners; charges on the client’s credit card statement may appear as Escape Key Travel Co LLC or as the name of a preferred supplier partner. Client understands that he/she shall be liable for any and all charges placed on credit cards in the event such charges are declined or charged back for any reason including any unauthorized or fraudulent use of my credit card. Agency shall not be responsible for any losses or damages associated with the fraudulent use of credit card and client shall hold Agency harmless from any and all losses, damages or claims of any kind arising from or connected to the fraudulent use of credit card.
Your signed charge authorization is a binding agreement for charging your card, and as such you waive any right to a chargeback in the case of trip delays, changes, or cancellations for any cause (exception fraud), including a force majeure event, and you agree to refund policies and procedures as outlined in the terms and conditions of the suppliers operating components of your trip. In the event that you attempt without our authorization to chargeback, reverse, or recollect a trip payment already made, we reserve the right to collect all additional costs, fees, and expenses associated with such chargeback, reversal, or recollection including, without limitation, attorney fees.
FINAL PAYMENT: The final payment MUST be received by the communicated due date. Final payments are not automatically charged. We will email you reminders for your final payments, but guests are ultimately responsible for ensuring their final balance is paid by the due date. No payments are made automatically; you must communicate with your travel advisor to ensure payment is made before the due date. Escape Key Travel Co LLC is not responsible for cancellations due to payments made after this date. Late fees may apply.
FUTURE PAYMENTS: To make future payments using your card on file, please email us with the amount you’d like to pay and the last 4 digits of your card number. If you need to change your card on file at any time, please use the payment link below: www.bridietravel.com/payment
LATE FEES: Final payments not received prior to the due date above will incur a $50 late fee. All reservations are subject to cancellation and hotel penalties as described above if final payment is not received on the due date. Late fees are not covered by the travel insurance and are always non-refundable.
CANCELLATION PENALTIES FOR INDIVIDUAL (NON-GROUP) TRIPS: If a trip booked by Escape Key Travel Co LLC is canceled, all deposits are NONREFUNDABLE. Travelers will be charged a $100 per person administrative fee by Escape Key Travel Co LLC. This is separate and incremental to any fees or penalties levied by the travel supplier. Regarding Airline tickets: if Escape Key Travel Co LLC booked your tickets, they are 100% non-refundable and subject to individual airline penalties/fees.
CANCELLATION PENALTIES FOR GROUP TRAVEL: If a group guest booked by Escape Key Travel Co LLC is canceled and the guest has not purchased CFAR insurance, travelers will be charged a $50 administrative fee by Escape Key Travel Co LLC. This is separate and incremental to any fees or penalties levied by the travel supplier. Regarding Airline tickets: if Escape Key Travel Co LLC booked your tickets, they are 100% non-refundable and subject to individual airline penalties/fees (see insurance below).
CHANGES TO RESERVATIONS: ANY changes made to your existing room reservation are subject to the current rates, promotions, and terms at the time of change. If the number of individual occupying a room changes, the remaining travelers will be responsible for any additional costs incurred as a result of the change in the per-person occupancy rate. An administrative change fee of $30 may be charged in addition to travel supplier fees.
TRAVEL INSURANCE: Escape Key Travel Co LLC encourages the purchase of Travel Protection Insurance. Travel Insurance can help minimize the monetary loss incurred due to unforeseen events such as: cancellation, missed connections, baggage loss, trip delay, and especially medical emergencies. Travelers who opt out of insurance coverage will be asked to sign a waiver indicating that they decline coverage. This waiver must be received by Escape Key Travel Co LLC before the reservation can be finalized.
CANCEL FOR ANY REASON TRAVEL INSURANCE: Cancel for Any Reason Insurance can only be purchased at the time your reservation is made; it cannot be added after the initial trip deposit is received. Escape Key Travel Co LLC will quote your insurance policy cost upon initial trip quote. If you do not purchase travel insurance, there are no refunds of any kind, including deposits.
All the above would be protected with the optional Travel Insurance with the exception of late fees. If you do not have insurance – natural disasters (such as hurricanes), cancellations for ANY reason (medical/personal emergencies, cancellation of the wedding, etc.) do not relieve you from these penalties. ONLY the Travel Insurance will ensure you coverage. All cancellations must be received in writing.
HOSPITALITY CLAUSE: Escape Key Travel Co LLC reserves the right to terminate this agreement if the Client/Group/Wedding Couple/Leader(s) or individual guests are hostile to the point where we are unable to complete the duties included in this agreement. Escape Key Travel Co LLC will not tolerate offensive language or abusive behavior at any time during the planning process. Kindness is appreciated.
The Client/Wedding Couple/Group Leader(s) will receive one written warning before this clause is invoked. If this clause is invoked, any deposits/payments paid will be forfeited by the Wedding Couple/Group Leader(s).
Your Conduct and Indemnification Each guest is expected to act responsibly and adhere to all behavior guidelines established by Escape Key Travel Co LLC. The Resort, and our other local suppliers. We and our local suppliers reserve the right to remove you from any trip if you endanger yourself or others or disrupt the general well-being of the trip itself. In any such case, there will be no refund. When you book with us, you accept responsibility for any damage or loss caused by you. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be paid direct at the time to the accommodation owner or manager or other supplier. You must indemnify us for the full amount of any claim (also including legal costs) made against us. Escape Key Travel Co LLC is not responsible for any costs incurred concerning a guest removed from a vacation. Baggage and personal effects are at all times the sole responsibility of the traveler.
PASSPORTS: Everyone, including children and infants, MUST have a VALID passport to travel internationally (not Passport Card). Failure to comply will result in denial of boarding, no refund, no exceptions (out of the USA). Escape Key Travel Co LLC is NOT responsible for passports in ANY way. Some destinations require passports to be valid for at least six months after arrival to the destination. Escape Key Travel Cowill not be responsible for any failure by the traveler to confirm their destinations accepts their passport.
PASSPORT CARDS ARE NOT VALID FOR TRAVEL INTERNATIONALLY VIA AIR!
IMPORTANT: For international travel, booking name must match your passport exactly (first, middle, last), no exceptions. For information regarding passport applications or renewals, please visit the U.S. Department of State website. Escape Key Travel Co LLC is not responsible for disruptions in your travel plans due to travelers providing incorrect information.
AIR TRAVEL: Once your flight has been ticketed with the airline, your ticket is non-refundable and non-transferrable and must abide by the terms of the carrier’s rules. For specific details, you can visit the carrier’s website or as Escape Key Travel Co LLC for more details.
Flight details including departure times are always subject to change by the airlines. It is the travelers’ responsibility to check in for the flight 24 hours in advance and reconfirm all gates and times. It is also the travelers’ responsibility to arrive at the airport on time; we recommend arriving no later than two (2) hours prior to your scheduled flight departure time. We are required by law to tell you that ¨Federal law forbids the carriage of certain hazardous materials, such as aerosols, fireworks, and flammable liquids, aboard the aircraft. If you do not understand these restrictions, contact your airline or go to http://www.faa.gov/about/initiatives/hazmat_safety.
BAGGAGE FEES: Due to continual changes in airline baggage policies it is suggested that you inquire with your airline’s website for up-to-date fees & information. Escape Key Travel Co LLC is NOT responsible for additional fees incurred for baggage or seating. BAGGAGE FEES ARE NOT PART OF AN ALL-INCLUSIVE PACKAGE! Please review “Updated Checked Bag and Carry-on Bag Rules” at www.TSA.gov
RESORT CHECK IN: Check-in time at most resorts is 3:00pm (local time). If you arrive prior to 3:00pm your room may not be ready. The resort will store your luggage in a secure location on property so you may start enjoying your vacation without delay. Change into something more comfortable and enjoy a nice lunch, swim in the pool, walk along the beach, etc. until you are notified that your room accommodation is ready for check in.
DEBIT CARD USAGE: Your resort or hotel will require a credit card upon check in for any incidentals. We do NOT recommend the use of debit cards for hotel check ins as the hotel will place a “hold” on your debit card that may restrict the use of your funds. This hold can stay on your debit account as long as 10 days post travel. Please contact us with questions regarding the use of debit cards in foreign countries.
TRAVELING WITH CHILDREN: Children under 18 years of age not traveling with both parents or legal guardian(s) may need to present a notarized letter from the absent parent/guardian granting permission to travel outside the United States and provide emergency medical care if necessary. Escape Key Travel Co LLC is not responsible for lack of compliance to provide proper documentation to airport authorities. It is the responsibility of the traveler & the traveler’s parents/guardians to provide proper documentation to airport authorities. Parents/guardians to provide proper documentation to airport authorities.
SARGASSUM: If your destination is experiencing an increase of sargassum seaweed, Escape Key Travel Cowill not be held liable for any refund or cancellation as a result of the occurrence of seaweed.
TRAVEL DOCUMENTS: Travel documents will be sent to you no later than ten (10) days prior to departure date via a travel app. If you would like a paper copy, please let us know a month in advance. Please read through these documents immediately; misprints, misspellings, incorrect dates etc. are not the responsibility of Escape Key Travel Co LLC. Included in your travel documents (if airfare is purchased through us) are airline electronic ticket receipts (proof of purchase, not boarding passes or actual tickets). Boarding passes are printed at the time of check in; online with the airline directly, or at the airport when showing passport & checking in luggage. It is very important that you take your travel documents with you in addition to passports and a major credit card for any baggage fees that may apply.
DRESS CODE: ** MEN ** – Please be advised that some resort restaurants may require long pants, collared shirt, & closed-toe shoes. Please pack accordingly.
PRE-EXISTING MEDICAL CONDITIONS/PERSONS WITH DISABILITIES: The nature of many of the destinations we travel to means that in some cases they may be unsuitable for those who use a wheelchair or have a lack of mobility. However, we will be delighted to discuss the feasibility of your participation in any of our tours. It is essential that you advise us before booking if you do have any disability or pre-existing medical condition which may affect your trip, or if you have any special requirements as a result of any disability or medical condition (including any which affect the booking process) so that we can assist you in considering the suitability of the arrangements and/or in making the booking. Escape Key Travel Co LLC will make reasonable efforts to accommodate requests, but cannot be responsible if ADA accommodations are not available. Any accommodations provided will be at the sole expense of the guest requiring the accommodation. Please note that accommodations outside of the USA may not be in compliance with the Americans with Disabilities Act and may not have wheelchair accessibility. Escape Key Travel Co LLC, tour guides, leaders, and suppliers are, unfortunately, unable to offer additional assistance to guests with limited mobility and all such assistance will need to be provided by whoever the guest is traveling with. Guests with disabilities must notify Escape Key Travel Co LLC at the time of booking of status and of the identity of their non-discounted, paid travel companion who will be responsible for providing all necessary assistance. We may request that you provide a letter from your doctor confirming your fitness to travel.
WAIVER OF CONTRACTUAL RIGHT: The failure of Escape Key Travel Coto enforce any provision of this Agreement shall not be construed as a waiver or limitation of our right to subsequently enforce and compel strict compliance with every provision of this Agreement.
TRAVEL RESTRICTIONS: Passengers with prior criminal convictions are responsible for ensuring that they are not restricted by the laws of the country to which they are traveling. For example: Passengers with DUI/DWI convictions may be prohibited from traveling to Canada. Passengers traveling without proper documentation or meeting destination requirements may be denied boarding or entry to an international destination and will not be entitled to a refund.
RISKS: Customer acknowledges that travel to any location includes certain risks, dangers, and perils (the “Risks”), including without limitation exposure to bad weather, diseases, viruses, illnesses or other conditions which may exist while traveling or in travel destinations. Such Risks are unavoidable, and Escape Key Travel Co LLC disclaims any and all liability for harm to Customer related to such Risks. Customer agrees to waive any claims against Escape Key Travel Co LLC for the Risks, and to hold harmless, defend and indemnify (including reasonable attorneys’ fees) Escape Key Travel Co LLC for any claims or liabilities arising from or related to such Risks, to the fullest extent permitted by law.
PANDEMICS OR STATE OF EMERGENCY: In the event of health pandemics or states of emergency, the Traveler assumes full and complete responsibility for checking and verifying any and all latest travel information regarding this virus outbreak with the CDC (https://wwwnc.cdc.gov/travel/notices), including 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 destination(s). It is also the Traveler’s responsibility to know, understand and follow the rules and regulations established by travel supplier partners including but not limited to airlines, transportation companies, hotels, resorts and tour operators. The Traveler is aware the travel warnings, travel restrictions and rules and understands the risks, is accepting of these and holds Agency harmless for any travel restrictions, death, illness, cancellations by suppliers, hotels, airlines, cruise lines, tour agencies or any other travel provider, financial loss, quarantining rules or measures put in place at airports or destinations you are traveling through.
FORCE MAJEURE: No party will be liable for nonperformance of any of its obligations under the agreement if its nonperformance was due to a Force Majeure Event as defined in paragraph (B) of this Article, on condition that such party complies with the conditions in paragraph (C) of this Article.
A Force Majeure Event shall mean including, but without limitation, to acts of God, explosion, flood, forceful wind, fire, accident, war or threat of war [declared or undeclared], acts of terrorism, sabotage, insurrection, riots, strikes, civil disturbance, sickness, epidemics, pandemics, quarantines, government intervention, weather conditions, defects in machinery and vehicles, delays, or other unforeseeable events, or any other events or circumstances not within the reasonable control of the party affected, whether similar or dissimilar to any of the foregoing.
Upon occurrence of a Force Majeure Event, the non-performing party shall promptly notify the other party that a Force Majeure Event has occurred, its anticipated effect on performance, including its expected duration. The non-performing party shall furnish the other party with periodic reports regarding the progress of the Force Majeure Event. The non-performing party shall use reasonable diligence to minimize damages and to resume performance. If our agency and/or any of our travel suppliers are affected by force majeure, we shall be entitled to, and may in our sole and absolute discretion, vary or cancel any itinerary or arrangement in relation to your trip.
DISCLAIMER OF LIABILITY: This travel agency is acting as a mere agent for suppliers in selling travel-related services, or in accepting reservations or bookings for services that are not directly supplied by this travel agency (such as air and ground transportation, hotel accommodations, meals, tours, cruises, etc.). This agency, therefore, shall not be responsible for breach of contract of any intentional or careless actions or omissions on part of such suppliers, which result in any loss, damage, delay, or injury to you or your travel companions or group members. Unless the term “guaranteed” is specifically stated in writing on your tickets, invoice, or reservation itinerary, we do not guarantee any of such suppliers’ rates, bookings, reservations, connections, scheduling, or handling of personal effects. Travel agent shall not be responsible for any injuries, damages, or losses caused to any traveler in connection with terrorist activities, social or labor unrest, mechanical or construction failures or difficulties, diseases, local laws, climatic conditions, criminal acts or abnormal conditions or developments, or any other actions, omissions, or conditions outside the travel agent’s control. Traveler assumes complete and full responsibility for, and hereby releases the agent from any duty of, checking and verifying any and all passport, visa, vaccination, or other entry requirements of each destination, and all safety or security conditions at such destinations, during the length of the proposed travel. For information concerning possible dangers at international destinations, contact the Travel Advisory Section of the U.S. State Department. For medical information, consult the Centers for Disease Control and Prevention. By embarking upon his/her travel, the traveler voluntarily assumes all risks involved in such travel, whether expected or unexpected. Traveler is hereby warned of such risks, and is advised to obtain appropriate insurance coverage against them. Traveler’s retention of tickets, reservations, or bookings after issuance shall constitute a consent to the above, and an agreement on his/her part to convey the contents hereto to his/her travel companions or group members.
No refund can be made to the customer for unused services, unused transportation, unused sightseeing, unconsumed meals included in the package, (Breakfast, lunch, dinner, tea) or for voluntary modifications made by the traveler.
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These Terms and Conditions are subject to revision and change by Escape Key Travel Co LLC without notice.