Terms and Consitions

Terms and Conditions
 

Payment of deposit or full payment shall be deemed as consent by the traveler to the following Terms and Conditions.
 

TRAVEL INQUIRY QUOTES
 

Travel Quote Inclusion
Travel inquiry quotes will include a minimum of 2 options based on the information gathered that you provided to Vaca Davis once you contacted.
Price quotes are not guaranteed until a deposit is submitted by the client by the deadline deemed by the vendor.

Processing Fee
A request might inquire a processing fee if there are no accommodations on the request. The Processing fee is $100.00 and can obtained according to the travel professional, either before quoting or along with the deposit/payment.
 

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.
 

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 Vaca Davis Travel, 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 is required by all private and hosted group travelers, including destination weddings. Payments submitted to Vaca Davis Travel are non-refundable and non-transferable for future events due to the policies and contractual agreements set forth by our suppliers. Unless otherwise specified on a hosted group travel event by Vava Davis 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.
 

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. 

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 depending on when final payment is 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 Vaca Davis Travel. Once the payment has been accepted by the travel supplier the traveler will receive a receipt via email confirming the payment went through successfully.
 

REFUNDS, ACCEPTED PAYMENT METHOD, CHANGE OF CREDIT CARD
 

Refunds & Transfer of Payments
Payments submitted to Vaca Davis Travel 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. All payments will require a credit card authorization form. For payments made with a Credit Card used by a person not attending the vacation, in addition to the credit card authorization form, Vaca Davis Travel will require a photocopy of the card holder’s government issued ID, as well as a notarized letter stating that their card may be used for the invoice and state in the letter the amount that can be charged to the card.
 

Change of Credit Card
The traveler can change their credit card information at any time by submitting a new credit card authorization form. If not in travelers name, please see Payment method above.
 

NAME/ RESERVATION CHANGES
 

One name change, or reservation move, per reservation, sometimes 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. 

CANCELLATION FEE
 

Our suppliers may charge a cancellation fee for cancelled travel. Fee must be paid by traveler with the card that is on file. If cancellation fee is not made
 

TRAVEL INSURANCE
 

Travel insurance is not required but strongly recommended by Vaca Davis Travel 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.) Traveler Insurance may be obtained by supplier or third-party insurance provider that will be used by Vaca Davis Travel. Please ask your team member about what options are available. 

If Travel insurance is declined a signed statement sent by Vaca Davis Travel MUST be completed. 

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 these criteria. This information is required on all international trips and is only shared when required by local authorities.
 

There may be some entry and exit restrictions based on each country for visitors. We 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.These restrictions are set forth by the foreign governments and include DUI's, health concerns & vaccinations, child safety and support, offensive actions or any felony arrest history. It is every traveler's full responsibility to check and verify entry, exit, passport and visa requirements. To avoid entry or exit issues please visit https://travel.state.gov/
Passports are not required for the U.S. Virgin Islands
 

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 VACA DAVIS TRAVEL 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. Vaca Davis Travel will take all reasonable precautions to insure the health and safety of the traveler. The traveler agrees to hold Vaca Davis Travel, its employees and agents harmless should illness, accident or death occur. Vaca Davis Travel is not responsible for the actions, expenses or harm incurred by travelers who disregard the instructions of Vaca Davis Travel representative(s), travelers who depart from the planned activities of the tour, or travelers who follow the instructions of a non- Vaca Davis Travel representative(s).
 

Vaca Davis Travel shall not be liable or responsible to the other party, nor be deemed to have defaulted under or breached this Agreement, for any failure or delay in fulfilling or performing any term of this Agreement, when and to the extent such failure or delay is caused by or results from acts beyond Vaca Davis Travel’s control, including, but not limited to, the following force majeure events (“Force Majeure Events”): (a) acts of God; (b) a natural disaster (fires, explosions, earthquakes, hurricane, flooding, storms, explosions, infestations), epidemic, or pandemic; (c) war, invasion, hostilities (whether war is declared or not), terrorist threats or acts, riot or other civil unrest; (d) government order or law; (e) actions, embargoes or blockades in effect on or after the date of this Agreement; (f) action by any governmental authority; (g) national or regional emergency; (h) strikes, labor stoppages or slowdowns or other industrial disturbances; and (i) shortage of adequate power or transportation facilities. Vaca Davis Travel shall give Notice within [7] days of the Force Majeure Event to the other party, stating the period of time the occurrence is expected to continue. Vaca Davis Travel shall use diligent efforts to end the failure or delay and ensure the effects of such Force Majeure Event are minimized. Vaca Davis Travel shall resume the performance of its obligations as soon as reasonably practicable after the removal of the cause
 

Vaca Davis Travel 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 Vaca Davis Travel. Vaca Davis Travel 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 Vaca Davis Travel, or (5) acts of God.
 

Vaca Davis Travel shall not be liable, for Government action (Deployment), weather, act of God, national, international or global pandemic, failure to make timely payments, or any other reason that is beyond our control.
 

The traveler agrees for him/herself, his/her heirs and assigns, executors and administrators to hold harmless and release Vaca Davis Travel 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 Vaca Davis Travel 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.
 

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. Vaca Davis Travel 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 Vaca Davis Travel 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 Vaca Davis 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.
 

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, Vaca Davis Travel 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 Vaca Davis Travel. Vaca Davis Travel will cancel tours due to lack of travelers prior to final invoicing however, Vaca Davis Travel 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 Vaca Davis Travel, all monies paid to Vaca Davis Travel for the canceled tour will be promptly refunded to the traveler. Vaca Davis  Travel is not responsible for any penalties imposed by the airlines.
 

Involuntary/Voluntary Departure from a Hosted Group Trip in Progress
Vaca Davis Travel reserves the right to remove any traveler from group trip should the Vaca Davis Travel 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, Vaca Davis Travel 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, Vaca Davis Travel 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 Vaca Davis Travel 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 Vaca Davis Travel representatives while on tour are the property of Vaca Davis Travel 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 Vaca Davis Travel in writing no later than the tour’s final payment due date.
 

AMENDMENT OF TERMS AND CONDITIONS
 

Vaca Davis Travel has the right to amend the terms and conditions whenever deemed necessary.
 

Original Document – 6/24/2023.