Terms & Conditions
It is extremely important that you read and understand the terms and conditions outlined in this Agreement before booking your travel arrangements with DLuxe Destinations Travel Concierge LLC ("DLuxe Destinations"). By booking your arrangement with DLuxe Destinations, you are agreeing to be bound by the terms of this Agreement and any additional terms and conditions of any suppliers that are applicable to your booking arrangements.
The lead guest is required to provide contact information to DLuxe Destinations for each guest in their group and assumes the responsibility of sharing these terms and conditions with the entire group, including payment of all amounts when due. It is the responsibility of each passenger to read DLuxe Destinations' Terms and Conditions in its entirety. In addition, DLuxe Destinations reserves the right to modify these Terms and Conditions from time to time and will submit an update via email notifying of such changes. By signing this Agreement, I agree to the following terms and authorize DLuxe Destinations to charge the credit card I have provided.
Role as Sales Agent:
I understand that DLuxe Destinations acts solely in the capacity of a sales agent for the suppliers providing the travel services in connection with my trip, including but not limited to airlines, hotels and resorts, tour operators, transfer operators, sightseeing/excursion operators, shuttle providers, and providers of entertainment and wedding-related services. DLuxe Destinations assumes no responsibility for any personal injury, property damage, or other loss, accident, delay, inconvenience, or irregularity that may be occasioned either by (a) any act or omission of any of the suppliers or (b) any matter beyond our exclusive control involving them, including but not limited to a delay or cancellation of a flight that causes me to miss any portion of the trip.
Payment Authorization:
I certify that I am the authorized cardholder for this purchased travel and am authorizing DLuxe Destinations or its chosen tour operator or supplier to charge the listed amount to the credit card. I acknowledge and understand that the signed charge authorization is a binding agreement for charging my submitted credit card, or being invoiced for the charges.
I acknowledge that I am authorizing payment for a non-refundable travel service and understand that this charge is valid, earned upon booking, and not subject to dispute or chargeback for any reason other than fraud. I understand that travel services are subject to supplier terms and that payments made are for services rendered in securing travel arrangements.
I acknowledge and understand that I am responsible for reviewing the details of my booking prior to submitting payment, including travel dates, destination, room occupancy, and pricing.
Payment Schedule and Deadlines:
I acknowledge that a payment schedule will be provided at the time of booking. Deposits, final payments, and any interim payments must be made by the deadlines specified. Failure to make payments by the deadline may result in the cancellation of the booking without refund. A late fee of $175.00 will be charged if the final payment is not made by the specified deadline.
Refund Policy for Cancellations by Supplier:
In the event that a supplier cancels a portion of my trip (e.g., a flight, hotel, or tour), DLuxe Destinations will work to offer a refund, credit, or alternative arrangement based on the supplier’s policies. DLuxe Destinations has no control over supplier decisions and cannot guarantee any specific outcome.
Denied Entry Responsibility:
I understand that DLuxe Destinations is not responsible for denied entry into any country for any guest. I understand that all guests are responsible for ensuring that they have all the proper documents for entry. All names on documents must match the legal name on the guest’s photo I.D., and travel document information must match tickets. Each guest is responsible for determining if issues are present with the immigration/customs process into a foreign country. Being denied entry will result in a complete financial loss associated with my trip.
Passport Requirements:
I understand that a passport is required for international travel, including for children & babies, and that for some countries (including but not limited to Mexico, Costa Rica, St. Lucia, Europe), passports must be valid 6 months AFTER RETURN DATE OF TRAVEL. I understand it is my responsibility to review and understand passport requirements and travel advisories for both the United States and the destinations I will be visiting.
Hotel Policies:
I understand that DLuxe Destinations is not an agent of the selected hotel ("Hotel") and has no control over refund policies and other rules mandated by the Hotel.
Trip Protection Insurance:
I understand that DLuxe Destinations is not an Insurance Agency and that 3rd-party Trip Protection is optional and the cost is non-refundable once purchased. I understand that DLuxe Destinations cannot sell, solicit, or negotiate travel insurance policies and that DLuxe Destinations has not made a binding assurance or promise about insurance coverage. I acknowledge that I have been advised about purchasing Travel Protection from DLuxe Destinations and the possible results if I choose not to purchase Travel Protection.
Liability Waiver for Activities:
I understand that participation in certain activities, excursions, or adventure tours (e.g., scuba diving, zip-lining, etc.) involves inherent risks, and DLuxe Destinations is not responsible for any injuries, accidents, or losses that occur during such activities. It is my responsibility to review and understand any waiver of liability provided by the activity operator.
Group Travel Specifics:
For group travel arranged through DLuxe Destinations, I understand that the lead guest is responsible for ensuring that all group members are informed of and comply with these terms and conditions. The lead guest will also handle all communications with DLuxe Destinations and manage any group-specific requests, changes, or issues. All group members are bound by the same terms and conditions, and the lead guest is responsible for making sure that payments are submitted on behalf of the group when due.
Each traveler is financially responsible for their individual portion of the booking regardless of roommate changes, cancellations, or group adjustments. If a roommate cancels, changes rooms, or fails to make payments, the remaining travelers are responsible for any resulting increase in cost. DLuxe Destinations is not responsible for reassigning roommates or covering any pricing differences.
Group Harmony & Conduct Clause:
DLuxe Destinations Travel Concierge LLC is committed to creating a positive, enjoyable, and respectful group travel experience for all travelers. By participating in a group trip, all travelers agree to conduct themselves in a respectful and appropriate manner toward other guests, resort staff, vendors, and the group host.
Harassment, bullying, threats, excessive intoxication, disruptive behavior, physical altercations, discriminatory conduct, repeated conflicts with other travelers, or any behavior deemed harmful to the group experience may result in removal from group activities, excursions, events, shared transportation, or the trip itself without refund.
DLuxe Destinations reserves the right to separate travelers involved in ongoing disputes, refuse participation in group functions, or remove a traveler from the group trip entirely if their behavior negatively impacts the safety, comfort, or experience of others.
Travelers are financially responsible for any damages, penalties, additional transportation, hotel charges, or legal expenses resulting from their conduct during the trip.
DLuxe Destinations is not responsible for mediating personal disputes between travelers, roommate disagreements, relationship conflicts, or interpersonal issues that arise before or during travel.
Participation in group travel is contingent upon maintaining respectful and cooperative behavior throughout the duration of the trip.
Client-Initiated Changes & Cancellations
Client-initiated changes or cancellations must be submitted in writing and acknowledged by DLuxe Destinations before any action is taken on a booking.
No cancellations, removals, or changes to any reservation will be processed without written confirmation from the traveler(s) involved. Verbal requests, text messages, or third-party requests (including from the lead guest) will not be accepted as authorization to modify or cancel a reservation.
If a traveler requests to cancel or be removed from a booking, that traveler must complete any required cancellation acknowledgment forms prior to processing. Until such documentation is received, the booking will remain active, and all payment obligations will continue as scheduled.
Change Fee:
I acknowledge the expense incurred by changes and I authorize DLuxe Destinations to charge a change fee of $35 per person per request for any changes that are requested or required after 24 hours of receiving my reservation confirmation email (in addition to the supplier's fee). This may include travel date changes, name changes, room category changes, and more.
Cancellation Fee:
I authorize DLuxe Destinations to charge a cancellation fee of $150 per person for the cancellation of a reservation made by DLuxe Destinations, regardless of the reason for cancellation. Additionally, if a cancellation occurs within 45 days of departure, I authorize DLuxe Destinations to charge 15% of the total package price (in addition to any supplier’s cancellation fees). This fee also applies to all cancellations that result in rebooking.
I understand that cancellation requests are not considered complete or valid until all required documentation has been submitted and acknowledged by DLuxe Destinations.
Supplier Cancellations:
If a supplier cancels travel services, DLuxe Destinations will follow the supplier’s refund or credit policy. If the supplier issues a refund, the client will receive that refund minus non-refundable agency fees and commissions earned at the time of booking. If the supplier issues a travel credit, the client will receive the credit only.
Force Majeure Clause:
I acknowledge that in the event of a force majeure event (e.g., natural disasters, pandemics, or other unforeseen circumstances beyond DLuxe Destinations' control), DLuxe Destinations may not be able to provide the services as originally planned. DLuxe Destinations will make reasonable efforts to offer alternative arrangements or refunds where possible, but I understand that there may be no refund available depending on the circumstances and supplier policies.
A force majeure event includes, but is not limited to, natural disasters, acts of God, government actions, epidemics, and other events beyond the agency’s control. In a force majeure event, DLuxe Destinations will make reasonable efforts to work with suppliers to secure refunds, credits, or alternative arrangements. However, supplier policies will determine available remedies.
DLuxe Destinations is not responsible for supplier decisions and does not guarantee refunds or credits.
Charge Authorization and Chargeback:
In the event that I attempt without DLuxe Destinations' authorization to chargeback, reverse, or recollect a trip payment already made, DLuxe Destinations reserves the right to collect all additional costs, fees, and expenses associated with such chargeback, reversal, or recollection, including, without limitation, attorney fees. I understand that my credit card statement may reflect the supplier name or other supplier’s name (e.g., airlines) when transactions are completed on my behalf by DLuxe Destinations. I understand payment may take 3-5 business days to fully process and be reflected on my credit card statement.
Client acknowledges that DLuxe Destinations is not responsible for events outside its control and agrees not to dispute charges or initiate chargebacks due to weather events, natural disasters, destination conditions, or personal choice not to travel. Any unauthorized chargebacks will be pursued for recovery, including attorney fees and collection costs.
I acknowledge that I am purchasing non-refundable travel services and that disputes or chargebacks based on dissatisfaction, changes in personal circumstances, roommate changes, or cancellation decisions will be considered invalid. I understand that all payments made are for services rendered at the time of booking, including securing inventory, pricing, and reservations.
Reduced Deposit Plan (RDP) – Airfare Terms
DLuxe Destinations may offer a Reduced Deposit Plan (RDP) through select suppliers, including Vacation Express, which allows clients to secure a vacation package with commercial airfare for a reduced, non-refundable deposit.
By selecting and submitting payment under the Reduced Deposit Plan, I acknowledge and agree to the following:
– I am paying a reduced deposit of $300 per person (inclusive of applicable fees) to secure my vacation package, including airfare
– This deposit allows my flight to be ticketed while deferring the remaining balance until the final payment date
– All deposits made under the Reduced Deposit Plan are completely non-refundable under all circumstances, including voluntary cancellation
I understand that:
– The Reduced Deposit Plan is valid on most major commercial airlines; however, tickets with a base fare exceeding $1,000 per person may not be eligible
– The Reduced Deposit Plan is not available for Vacation Express exclusive non-stop charter flights, which may have separate deposit requirements
– The remaining balance of the booking is due by the final payment deadline provided at the time of booking
In the event of cancellation:
– If I cancel my booking prior to final payment, I forfeit my deposit in full
– I understand that I may not be eligible for any airline credit unless the full airfare portion of the booking is paid in accordance with supplier policies
– Failure to complete final payment may result in cancellation of my reservation with no refund of the deposit
I acknowledge that the Reduced Deposit Plan is a promotional payment option and does not change the non-refundable nature of the travel services being purchased.
Non-Refundable Fees & Agency Compensation:
Agency service fees, planning fees, cancellation fees, and commissions are earned upon booking and are non-refundable under all circumstances, including supplier cancellation, force majeure events, natural disasters, or destination service interruptions. These fees compensate DLuxe Destinations for work performed and are not dependent on the client's ability or decision to travel.
Client-Initiated Cancellations:
Client-initiated cancellations for personal reasons, including fear of travel, weather concerns, safety concerns, media reports, or personal schedule changes, do not qualify for refunds or waiver of agency fees. If suppliers continue to operate, the trip is considered valid, and standard cancellation penalties apply.
Compliance with Government Rules and COVID-19 Acknowledgment:
I acknowledge and understand that it is my responsibility to comply with the government's rules in the destinations I'm visiting that are in effect during my trip. Government officials in the destinations I visit may change entry requirements, health protocols, and other rules for inbound visitors (including the possibility of health screenings, tests, and even mandatory quarantines) at their discretion and with little or no advance notice. I acknowledge and understand that the coronavirus (COVID-19) remains highly contagious. All guests who are senior citizens and those with underlying medical conditions are especially vulnerable to COVID-19, and each guest must consider the inherent risk of exposure and infection when making travel plans.
Privacy and Data Protection:
I understand that DLuxe Destinations collects and stores personal data for the purpose of making travel arrangements. This data will be protected and only shared with third parties (e.g., airlines, hotels) as necessary to complete the booking. DLuxe Destinations complies with data protection regulations, and I may request to see or delete my data at any time.
Photo Usage for Marketing:
By signing this agreement, I agree that any photos or videos shared with DLuxe Destinations, whether directly, through social media, or publicly available on my social media pages (including but not limited to Facebook), may be used for marketing and promotional purposes. This includes, but is not limited to, use on websites, social media platforms, brochures, and other marketing materials. I also agree that DLuxe Destinations will not provide any compensation for the use of these photos and cannot be held liable for any future claims related to their use. If I do not wish for my photos to be used, I will inform DLuxe Destinations in writing prior to my trip.
Communications Policy and Hours of Operation:
I understand that DLuxe Destinations will communicate with me primarily via email and phone. I can expect a response to inquiries within 48 hours, with emails being responded to in the order received and by urgency. DLuxe Destinations' hours of operation are Monday through Friday from 11 AM to 8 PM CST, and Saturday from 12 PM to 8 PM CST. DLuxe Destinations is closed on Sundays. Urgent matters will be prioritized, but response times may vary during weekends or holidays.
Travel Document Delivery:
I understand that travel documents (e.g., itineraries, tickets, vouchers) will be delivered via email unless otherwise specified. I will receive these documents no later than 7 days before departure.
Dispute Resolution:
In the event of a dispute arising out of or related to this Agreement, the parties agree to first attempt to resolve the matter through mediation. If mediation is unsuccessful, the dispute may proceed to arbitration or court as outlined in the Governing Law section.
Governing Law:
I understand that this Agreement shall be governed by and construed under the laws of the State of Texas without regard to any conflict of law provision. This Agreement is performable in whole or in part in Bell County. The parties hereby irrevocably submit to the exclusive jurisdiction of any state or federal court located in Bell County, Texas, over any suit, action, or proceeding arising out of or related to this Agreement.
Please note that Fly Out With Minnie is a DBA of DLuxe Destinations Travel Concierge LLC and is used exclusively for hosted group trips.