Client Travel Planning Agreement
We specialize in working closely with clients to customize trips that best suit their travel style. On average we spend 25 hours working on a trip from initial discussion to the day of departure and even more if we are needed during travel! Our #1 goal is to make your trip a success, to take the planning weight off your shoulders and to make the process fun!
As with most professional travel advisors we do charge Planning and Research Fees. The fee is on a case by case basis depending on your needs and the elements of the trip. You have access to our time in research, management, communication and support as well as custom detailed itineraries. We will be your personal touch and security with a live voice and someone to be your advocate if any issues may occur. This fee will be charged before proposal delivery, regardless of whether a clients books a trip with us.
Rates
Ruby Rosen Travel will assess the needs of each client individually to determine the appropriate Planning & Research Fees. This may vary from trip to trip for the same client as there are different aspects involved in planning each trip.
Travel Insurance
Should travelers decline travel insurance, they will be required to sign a waiver. Travel insurance or a signed waiver is required in order to receive final documents.
Ruby Rosen Travel and our affiliated parent agency, Brownell Travel, cannot be responsible for cancellation, emergency evacuation, accidents abroad, illness, lost baggage, flight mishaps, trip interruptions and/or travel supplier default, and thus strongly encourages the purchase of travel insurance. I understand that Ruby Rosen Travel strongly recommends I purchase travel insurance to cover certain risks inherent in travel such as supplier bankruptcy and the inability to travel due to a medical or personal emergency. Without appropriate travel insurance, Customer understands and agrees that if Customer cancels or interrupts Customer’s travel for any reason, portions of the trip/tour may not be refunded and Ruby Rosen Travel’s and travel suppliers cancellation penalties will apply resulting in the loss of monies up to the full cost of Customer’s travel booking and related costs. The purchase of travel insurance is not required in order to purchase any other product or service offered by Ruby Rosen Travel. Employees of Ruby Rosen Travel are not qualified or authorized to: answer technical questions about benefits, exclusions, and conditions of any of the insurance offered, nor evaluate the adequacy of the prospective insured’s existing insurance coverage. An additional charge applies for travel insurance selected.
Passports
If traveling internationally, clients must have a passport valid for at least 6 months from the trip return date. Ruby Rosen Travel must have copies of all traveler’s passports before booking an international flights or other travel. No reservations will be made until passports are received.
Note to Client: Passport and visa information may be obtained by contacting the Travel Advisory Section of the U.S. State Department at 202.647.5225 or by visiting the State Department's Web site at www.state.gov. Non-U.S. passport holders should be sure to contact the embassies of their destination and transit countries to obtain entrance requirements. To obtain medical information, you may contact the Centers for Disease Control at 404.332.4559 or visit the CDC's Web site at www.cdc.gov.
Cost Breakdowns
Some of the suppliers we work with do not break down costs into line items for each aspect of the trip. They often have access to exclusive services and pricing and due to confidentiality agreements with their providers they cannot release this information to us. This has become increasingly common in the travel industry but we will only use suppliers we feel would be the best fit for the trip and we have trusted relationships with many all over the world.
Ruby Rosen Travel Terms & Conditions 2024
Please read the conditions of travel as your booking is subject to the terms listed below. A contract is entered once we have received your initial fee and we accept and confirm the booking.
Deposit & Final Payment
Customized itinerary bookings are not confirmed until a 30% deposit (or other noted amount) is received, and confirmations issued, and until that time accommodations and services cannot be guaranteed. The Finaly Payment balance is due 1-3 months prior to arrival (final payment date will be noted on invoice).
If the final balance is not received on time, Ruby Rosen Travel reserves the right to treat the booking as cancelled by you and deposit payment become forfeit. If you book your travel, 90 days or less prior to departure, the full amount of your trip must be paid in order to confirm the booking. If the property or on-site has terms and conditions that are different to those of Ruby Rosen Travel these will also apply, and we will advise you thereof.
Festive & Villa rental bookings are not confirmed until a 50% deposit is received, and a confirmation issued. The balance is due 3 months prior to arrival. If the property or on-site has terms and conditions that are different to those of Ruby Rosen Travel these will also apply, and we will advise you thereof.
Revision Fee
Any revision made after the original booking has been processed and deposit received may incur a $75 handling fee per booking, per change. If you request any changes to the confirmed program less than 30 days prior to the start of your trip, Ruby Rosen Travel will try, but cannot promise to meet any request. Any amendment will be subject to approval and additional costs will apply if incurred.
Cancellation Policy
All cancellations must be notified in writing by email to Ruby Rosen Travel. As a result of cancellation, Ruby Rosen Travel’s and third party supplier’s cancellation penalties will apply, which are detailed in your travel documentation and below. If you have any questions, or any penalties are unclear, please contact your Ruby Rosen Travel advisor. All cancellation fees will be charged to the credit card you authorized to pay for travel services, or deducted from the supplier’s refund.
The following Cancellation Charges apply to Hotels, Transfer and Tours:
Up to 3 months prior to date of arrival – $750 administration charge
1 to 3 months prior to date of arrival – 20% plus $750 administration charge.
Less than 30 days prior to date of arrival – 100% We will always endeavor to get any refund returned, but there is no guarantee, as it is beyond our control.
If the property or on-site has terms and conditions that are different to those of Ruby Rosen Travel these will also apply, and we will advise you thereof.
The following Cancellation Charges apply to Rail or Airline tickets, Museums, Monuments & Theater advanced admission tickets:
Non-Refundable, changes may be permitted based on the fares / class selected but cannot be guaranteed.
NO REFUND FOR UNUSED ARRANGEMENTS. As Ruby Rosen Travel’s are prices are oftentimes based on contract rates, there will not be any refund for any unused portion of a travel booking. Some group tours are based on minimum numbers of passengers traveling; if the number of passengers falls below the minimum required, a surcharge may be imposed or the tour canceled.
CURRENCY FLUCTUATIONS. Currency exchange rates fluctuate. Prices are subject to change based upon currency exchange rate fluctuations, provided actual variations have occurred.
Force Majeure
“Force Majeure” means, in relation to Ruby Rosen Travel, any circumstances beyond the reasonable control of Ruby Rosen Travel, (including, but without limitation, acts of God, explosion, flood, tempest, forceful wind, fire or accident, war or threat of war declared or undeclared, acts of terrorism, sabotage, insurrection, riots, strikes, civil disturbance, requisition, sickness, quarantine, government intervention, weather conditions, defects in machinery and vehicles, delay, wildlife, or other untoward occurrences).
Ruby Rosen Travel shall not be deemed to be in breach of these Terms and Conditions or otherwise be liable to you, by reason of delay in performance, or by non-performance, of any of its obligations hereunder to the extent that any such delay or non-performance is due to any Force Majeure.
If Ruby Rosen Travel, and/or any of its’ travel suppliers, are affected by Force Majeure, they shall be entitled to, and may in their sole and absolute discretion, vary or cancel any itinerary or arrangement in relation to your trip. Payment of any refund by Ruby Rosen Travel to you as a result of the non-performance of any obligations hereunder shall remain in its sole and absolute discretion, although Ruby Rosen Travel shall use its reasonable efforts to reimburse you where possible. However, Ruby Rosen Travel shall be entitled to deduct from any refund recoverable the reasonable actual and potential costs to Ruby Rosen Travel of the Force Majeure and applicable cancellation fees.
Regarding civil unrest, once Ruby Rosen Travel has investigated the prevailing situation, as it deems fit, it shall remain in Ruby Rosen Travel’s sole and absolute discretion whether to proceed with your trip. You may in such circumstances cancel the trip subject to Ruby Rosen Travel’s and each supplier’s terms and condition.
Limitations of Responsibility & Disclosure
I understand that Ruby Rosen Travel is not the source or supplier of the travel services I have requested, and acts solely as an agent for the actual suppliers of such services. I have been advised that the suppliers whose names appear in the information supplied to me are those who are actually responsible for providing the travel services I have purchased.
I consent to and request the use of those suppliers and agree not to hold Ruby Rosen Travel responsible should any of these suppliers: 1) fail to provide the travel services I have purchased; 2) fail to comply with any applicable law; or 3) engage in any negligent act or omission that causes me any sort of injury, damage, delay, cancellation, change in itinerary or inconvenience.
I accept that Ruby Rosen Travel is not responsible for, nor will I attempt to hold it liable for, any injury, damage or loss I may suffer on account of any conditions, actions or omissions that are beyond its reasonable control. I further understand and acknowledge that travel to many parts of the world may involve the risk of a variety of hazards to my health and/or safety, including but not limited to disease, crime, terrorism, and warfare. Because each traveler’s risk tolerance is different, Ruby Rosen Travel is not in a position to advise me whether I should travel to any particular place at any particular time. Rather, to assist me in making an informed decision, I should refer to objective third-party sources of travel information, such as that maintained by the U.S. Department of State (travel.state.gov).
I will review my travel documents for accuracy upon receipt and understand that I may contact Ruby Rosen Travel if I have any questions. I understand that travel discounts typically involve restrictions and that changing any aspect of my travel arrangements may result in the payment of additional money.
I have been advised to use a credit card as this may offer me the opportunity to dispute the charge should a vendor cease operating.
I understand that if traveling internationally, I must have a passport valid six months past the date of return and depending upon my destination and nationality, I may need to obtain one or more visas or tourist cards. Further, some countries require that parents sign a parental consent form when traveling with minor children. The Americans with Disabilities Act (“ADA”) is only applicable within the United States, and facilities for disabled individuals are limited outside its borders. A qualified and physically able companion must accompany travelers who need such assistance. Motorized scooters are unsuitable for many trips. Transportation services, including many tour motor coaches, are not equipped with wheelchair ramps.
Ruby Rosen Travel will make every effort to honor the price as originally quoted, however, under certain circumstances additional costs by a supplier or government may be imposed due to an increase in the cost for one or more of the travel components. Prior to full payment, prices including US air transactions or air tours (in, to, or from the US) could increase for certain travel services, including the following: a seat, carriage of passenger baggage, applicable fuel surcharge, or an increase in a government imposed tax or fee. US air transaction or air tour prices will not increase after making full payment, except for charges resulting from government imposed taxes or fees. Certain suppliers reserve the right to increase prices to cover increased costs, fuel surcharges, tariffs and taxes, and to reflect fluctuations in foreign exchange markets. Customer expressly acknowledges acceptance of these conditions applicable to purchase and authorizes Ruby Rosen Travel to charge Customer’s credit card for such additional amounts. This consent applies to all travel arranged by Ruby Rosen Travel for Customer, and may be revoked at any time with respect to future travel for which Customer has not yet made payment. Five (5) years following the date of Customer’s last travel booking, this consent expires.
Weather conditions, including but not limited to the presence or absence of snow, sunshine, and rainfall are not guaranteed to occur or not occur, and are clearly outside of Ruby Rosen Travel’s control. Volcanic eruptions, ash clouds, and wind may be characterized as an adverse weather condition or a natural disaster by suppliers and your travel insurance company, which is beyond the control of Ruby Rosen Travel. Ruby Rosen Travel reserves the right to cancel any itinerary or any part of it, to make such alterations in the itinerary as it deems necessary, and to refuse to accept or to retain as a member any person of any tour at any time. Ruby Rosen Travel shall not assume any responsibility for any air and/or ground schedule changes.
RUBY ROSEN TRAVEL HAS SOLELY RECEIVED COMMISSION AND FEES FOR TRAVEL TRANSACTIONS AND CUSTOMER AGREES AND UNDERSTANDS THAT ANY RECOVERY FROM RUBY ROSEN TRAVEL WILL BE LIMITED TO THE COMMISSION AND FEES PAID BY CUSTOMER AND ACTUALLY RECEIVED BY RUBY ROSEN TRAVEL IN THE PAST TWELVE MONTHS PRIOR TO THE ACTION GIVING RISE TO THE LIABILITY.