LETTER OF SERVICE AGREEMENT
Your Vacation Plan LLC
10203 W 98th Terrace Overland Park KS 66212
www.yourvacationplan.com
marybeth@yourvacationplan.com | 913-390-3516
Independent Agent of Cruises and Tours Unlimited | Florida TI# 77503 Seller of Travel Ref. No. ST15578 | California Seller of Travel No. 2090937-50 | Washington UBID No. 603189022 | Iowa Registered Agency #1202
This letter follows our complimentary consultation, during which we discussed your destination wedding and my professional role in helping you plan and manage it.
Description of Services:
As a Destination Wedding Specialist my role includes:
· I will assist you, the wedding couple, in choosing the Country/Island, covering up to 3 destinations/5 resorts and their wedding packages inclusions, eliminating the hassle and confusion of the internet and the hidden rules for both the couple and your guests.
· 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.
· I will hold the following phone or zoom calls with you if desired: - 40 min to 1 hr meeting to discuss post-site inspection trip if applicable. - 20 min to 30 min meeting to discuss any questions about the proposed contract and wedding package after you have reviewed the video explaining the packages and contracts. - 20 min to 30 min meeting to discuss dropping room block space (Most couples do not need this meeting.) - Pre-trip meeting to discuss your upcoming travel plans for your wedding! (held once you have review the pre-trip video). - In addition to these meetings, we will provide a maximum of one additional meeting to discuss travel for your travel plans. Additional meetings requested will incur a $45 per hour charge with a 1-hour minimum.
· Confirm the availability of the wedding date and time, specific locale within the resort or off-site venue at the time of contract writing. You are responsible to sign the contract and confirm with the coordinator the date, time, and location(s) of your choice. Availability can change at any time so I recommend doing this ASAP.
· I will introduce you to the wedding department/coordinator at your chosen venue. I love being copied on your communication with the coordinator so that I can be in the loop. This also allows me to support you and be your advocate if a major issue arises or there is a major communication breakdown with the wedding team at your chosen venue. It is your responsibility to work directly with the wedding department/coordinator as well as an outside wedding planner if you choose to hire one. I am not the wedding department/wedding coordinator or your wedding planner I will not be able to answer all of your questions related to your wedding events. I will also not attend your meetings or calls with the wedding department/coordinator or wedding planner. As the bride and groom, you are the ones that will need to attend those meetings and make the decisions. I also will not hold meetings to go over your wedding-related details as this needs to be done with your wedding team.
· Act as the single point of contact for guests attending the wedding and arrange group travel plans. Flexible payment plans are available for all guests up until the 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 Honeymoon Registry and Premium Mobile-friendly Wedding website with a personalized URL.
· Private Event Page for guests to stay in constant contact and up to date on deadline and offerings.
· Assistance with booking a private excursion experience with one of our preferred suppliers for you and your guests to create lasting memories together.
· Option for you and your guests to pre-book individual excursions during travel with one of our preferred suppliers if applicable.
· Up to 300 Minutes of free International calling to the resort and the Onsite wedding coordinator on your behalf.
· Monthly Update Report of your booked clients into the wedding group upon request– Easiest and most effective way to manage your RSVPs – All in one place, done for you.
Please note that the services listed above do not include running any wedding-related errands such as picking up or delivering attire, supplies or equipment, flower decorations, documents, etc.
As the client(s), you will rely on me to work as many hours as may be reasonably necessary (Up to 100 hours total) to fulfill my obligations under this agreement for the duration of the planning stage and until your return from the resort. If you and your guests require hours in addition to the 100 hours you will be billed at $45.00 per hour.
Conditions:
You understand that my role (the agent) will be that of advisor and coordinator. You (the couple) will make the actual selections of wedding components. Your Vacation Plan LLC will make the selection of secondary service vendors in regards to Micro-site design and hosting.
We do charge for our services and you will make a payment directly to Your Vacation Plan LLC to begin working with us. If litigation occurs, it occurs in the jurisdiction where my office is located and the winning party will be reimbursed for an attorney and legal fees and court costs.
It is your responsibility to notify me (the agent) of any changes in a timely manner in writing via email or mail. I shall not be held liable for any changes made by you.
I will use my professional judgment when taking action in regard to changes, weather, tardiness, non-performance, etc. based on the situation, time limitations and/or your wishes.
We can not guarantee the weather condition on the day of your wedding.
I will work with you and the resort wedding coordinators as needed.
Fees & Payment Schedule:
For my services, you will pay me a total of $1,750.00. Payment will be made as follows:
1.A non-refundable payment in the amount of $1,750.00 – upon signature of this letter of agreement will be due by electronic credit card payment payable to "Your Vacation Plan". Once we have received this signed document we will send over an invoice with a payment link.
2. Late fees - All guests must be booked in your room block by the date provided on your website to the guests. We will NOT process guests into the room block during your decision drop week in order to protect you. Late final payments from the bride and groom or wedding Guests received after 3:00 PM central on the final payment date will be charged a $100 per person late payment processing fee.
3. Traveler's that choose to book after your wedding website book by date will be charged a $40 per person room securement fee.
Term/Termination:
This agreement will terminate automatically upon completion of the services required by this letter of agreement.
You understand that this agreement is in place to protect you (the couple) and me (the agent).
Changes/Cancellations:
Any changes made to this letter of agreement must be made in writing and signed by all parties. You may cancel this agreement in writing, for any reason. If the wedding is canceled, the retainer is non-refundable. If the wedding is not canceled, there will be no refund.
I (the agent) reserves the right to terminate the agreement if terms are not being met which may include: Lack of fee payment, an excessive amount of hours (past the 100 allotted hours which may require an additional fee – $45 per hour- this will not be billed unless both the couple and the agent agree to add-on), lack of proper communication and professionalism. We would not tolerate offensive language being used at any time.
{Bride/AUNT/MOM/GROOM/FRIEND/ETC...} Zilla clause: Consultant reserves the right to stop working on the said wedding/travel arrangements if clients(s) are not working toward the same goal and begin to interrupt the planning process (i.e. bad attitudes; treating the planner unprofessionally; etc...). In this case, any monies paid will be forfeited by the client, but no future payments will be required to the Consultant.
This service agreement only applies to destination wedding planning services provided by Mary Elizabeth Lynn. This agreement does not represent Resorts, Airlines, and other wedding vendors' services. Additional contracts might need to be signed with Tour Operators, Resorts, Venues, etc, in which case I will guide you.
If your understanding parallels mine, please sign one copy of this letter (your electronic signature also constitutes a legal signature and your agreement with these terms) and return it to me along with your payment in the amount of $1,750.00.
I wish you all the happiness in the world and look forward to working with you to make your destination wedding the most enjoyable and memorable experience of your life while saving you time and money with my connections and experience during the process.
Sincerely,
Mary Elizabeth Lynn,
Your Vacation Plan LLC
Your Vacation Plan LLC Terms and Conditions
10203 W 98th Terrace Overland Park KS 66212
www.yourvacationplan.com
marybeth@yourvacationplan.com | 913-390-3516
Independent Agent of Cruises and Tours Unlimited | Florida TI# 77503 Seller of Travel Ref. No. ST15578 | California Seller of Travel No. 2090937-50 | Washington UBID No. 603189022 | Iowa Registered Agency #1202
In this Agreement, “We”, “Us”, “Our” mean Your Vacation PLan LLC (“Agency”), “You”, “Your” mean the traveler and anyone traveling under the same booking.
Your Vacation Plan LLC is an independent travel agency that contracts with third-party suppliers (each a “Supplier” and collectively, “Suppliers”) as a booking agent to provide travel products including tours, cruises, hotels, airline tickets and rental cars. All reservation services provided, and travel services coordinated by us are subject to these Terms and Conditions. By booking a reservation through our Agency, you have agreed to and have accepted these Terms and Conditions. Our booking terms and conditions take precedence over Supplier terms and conditions. Each Supplier is an independent entity with its own management and is not subject to control by our Agency.
We will notify you via email when the booking has been confirmed. These Terms and Conditions are subject to change at any time, without prior written notice; therefore, you should read these Terms and Conditions carefully prior to confirming travel services. Cancellation and change penalties apply to these arrangements. Details will be provided upon request.
Rates and Inclusions
Quoted rates are based on the exact inclusions provided in writing to you. Unless specifically itemized, rates do not include inspection fees for U.S. Customs and Immigration, cost incurred for VISAS and passports, seat assignments, Air Transportation Tax, Agricultural tax, airport taxes and fees including September 11th security fee, passenger facility charges, Federal domestic flight segment fees and U.S. International travel and departure fees, and other government imposed fees, port taxes, vaccinations, gratuities, meals and beverages except as noted and on cruises or all-inclusive resorts, alcohol, resort fees, locally paid city taxes, hotel energy charges, parking and valet services, laundry service, additional bedding charges, telephone calls, minibar, optional excursions, airport transfers, non-qualifying flights, porterage at airports and train stations, travel insurance premiums, and any other miscellaneous charges of a personal nature.
Third Party Suppliers
The Suppliers providing tours, excursions, transportation, accommodations and other components of your trip or vacation are independent contractors and are not agents, affiliates, representatives or employees of us. All documentation, receipts, confirmations and tickets issued are subject to the terms and conditions specified by the Supplier.
Additional terms and conditions, separate from this Agreement, will apply to your reservation and other purchase of travel-related goods and services. Please read these additional terms and conditions carefully. You agree to abide by the terms and conditions of purchase imposed by any Supplier with whom you elect to deal, including, but not limited to, payment of all amounts when due and compliance with the Supplier’s rules and restrictions regarding availability and use of fares, products, or services. We reserve the right to cancel your booking if full payment is not received in a timely fashion. You acknowledge that some third-party providers offering certain services and/or activities may require you to sign their liability waiver prior to participating in the service and/or activity they offer. You understand that any violation of any terms and conditions such supplier’s rules and restrictions may result in cancellation of your reservation(s), denied access to the applicable travel product or services, forfeiting any monies paid for such reservation(s), and/or your responsibility to cover any cost we incur as a result of such violation. Any additional terms and conditions will be provided to you in written form via email.
Groups
Terms and Conditions for groups will deviate from FIT (Free Independent Travelers) guidelines. See your Group Sales Contract for details.
Reservations and Payment
By providing your credit card details for payment of any kind, you acknowledge and accept our Terms and Conditions and agree to abide by them. You authorize us to charge your credit card for the charges associated with your travel booking. By authorizing us to charge your credit card, either through our payment authorization form or through the phone, you acknowledge that you understand and agree to all the terms and conditions of the booking, including but not limited to, all cancellation policies.
Payments to Agency in currency other than U.S. Dollar will be converted at current exchange rate to USD. U.S. Dollar payments by Agency to suppliers will be converted at current exchange rate for local country currency.
Terms and Conditions
By paying our planning fee and/or giving us a deposit, or making a booking, you acknowledge that you have read and accept our Terms and Conditions on behalf of yourself and anyone in your party. The lead traveler assumes responsibility for sharing these Terms and Conditions with all parties in the booking. It is the responsibility of each party to read these Terms and Conditions. If there is any part of these Terms and Conditions that you do not understand, please contact us for clarification.
A purchase is not complete until the deposit(s) and other monies due have been processed and a confirmation of booking has been provided to you. Receipt of payment and confirmation from us confirms agreement to these Terms and Conditions.
If final payment is not received by the due date, all components of the booking could be cancelled by the Supplier without a refund of payments previously made.
We are not responsible for penalties, fare increases, or fees incurred due to any late payments, all of which must be paid by you.
Revisions, Deviations and Cancellations
Any revisions or deviations made to a reservation are subject to a fee of USD $75 per person in addition to any other Supplier charges and penalties. No refunds will be given for any unused or partially used service(s).
The cancellation of any service(s) made by you or anyone in your party while traveling, is not eligible for any refund whatsoever. In limited cases, some hotels do not permit changes to or cancellation of reservations after they are made, as indicated in the rules and restrictions for the hotel reservation. You agree to abide by the terms and conditions imposed with respect to your hotel reservations and agree to pay any cancellation or change fees that may be incurred. Notwithstanding cancellation charges stated herein, further cancellation policies as specifically applies to Your Vacation Plan LLC(Agency) are as follows:
No Shows
Failure to travel or show up for any reservation is considered a “no-show”. No show penalties will be up to entire cost of reservation and are subject to policies and procedures set forth by us.
Refunds, Chargebacks and Adjustments
Claim for refunds and/or adjustments must be made within 14 days of the disputed dates of travel. Full details and proof of payment documentation must accompany all claims. Please allow up to 60 days to process refunds from date of cancelled travel.
Refunds will be issued in the same form as the original payment.
You waive any right to a chargeback in case of cancellation (except for fraud) including Force Majeure event(s) (as described below) and agree to refund policies and procedures outlined in these Terms and Conditions. In the event you attempt a chargeback, reverse or recollect a trip payment already made without our authorization, we have the right to collect additional costs, fees, and expenses associated with the chargeback, including, but not limited to, attorney fees.
If a Future Travel Credit (“FTC”) or Future Cruise Credit (FCC) was issued to a client prior to a chargeback, we reserve the right to immediately rescind the FTC upon notification of the chargeback. If we agree to offer FTC after a chargeback has been received, the chargeback will incur a minimum USD $750 per person fee deducted from the FTC or FCC.
Washington State: If transportation or other services are canceled by the seller of travel, all sums paid to the seller of travel for services not performed in accordance with the contract between the seller of travel and the purchaser will be refunded within thirty days of receiving the funds from the vendor with whom the services were arranged, or if the funds were not sent to the vendor, the funds shall be returned within fourteen days after cancellation by the seller of travel to the purchaser unless the purchaser requests the seller of travel to apply the money to another travel product and/or date.
Traveler Identification and Proof of Citizenship
The Transportation Security Administration (TSA) requires all airline passengers to provide Secure Flight Passenger Data (SFPD): Full name as it appears on Government-Issued I.D., Date of Birth, Gender, Redress number (if available).
The name of the traveler on all reservations and travel documents must match the name as it appears on the traveler’s Government-Issued I.D. The traveler is responsible for any fees and expenses that may be incurred due to an incorrect name or the denial of travel resulting from incorrect information. Updated information regarding security measures and requirements for air travel are available at www.tsa.gov. It is highly recommended that travelers check this website prior to travel to their scheduled destination. All U.S. citizens traveling to or from any international destination must have a valid passport which must be valid for a minimum of six months beyond the return travel date. It is the traveler’s responsibility to verify current entry requirements and obtain the necessary travel documentation based on the country of origin, destination, and any additional countries in which a stop is scheduled. Minors of 17 and under traveling alone or with a single parent may be required to have additional documentation on domestic or international flights. No refund will be issued for losses incurred as a result of failure to obtain or provide required travel documentation.
Accommodations
Hotel accommodation is subject to availability at the time of reservation. Some hotels require NONREFUNDABLE and NON-TRANSFERABLE deposits to guarantee a booking. In such cases, we will notify you for the NON-REFUNDABLE prepayment for that portion of the trip. Amenities such as elevators, air conditioning, bedding size, etc., are not guaranteed in all properties. In addition, even if a property has amenities such as air conditioning or elevator, it is not guaranteed that it will be operational or available during your stay. Reimbursement for lack of amenities is solely the responsibility of the hotels, and while we may act as an intermediary, we cannot be held responsible for such reimbursement under any circumstances.
Air Arrangements
Please note that most airlines consider a name change to be a cancellation. Travelers are responsible to confirm airline baggage allowances for all flights. International flights may have different requirements than domestic flights. Excess luggage fees are the responsibility of the traveler. Tickets of any kind are payable in full and are NON-REFUNDABLE at the time of booking.
Airline tickets are completely NONREFUNDABLE and NONEXCHANGEABLE once purchased. We are not responsible for any loss, accident, injury, delay, defect, omission, or irregularity which may occur, such as changes, additional expenses, and cancellations due to weather conditions, schedule changes and other changes beyond our control. You agree to abide by safety guidelines of all airlines and hold us harmless from any liability due to airline restrictions. Airline seat assignments are not complimentary on every airline. Charges for pre-assigned seats in advance of flight time may be subject to additional charges from those carriers. We cannot guarantee seats in specific locations or next to each other. This is strictly based on availability at the time seats are being selected. Airlines are at liberty to change the aircraft and seat assignment at any time. We cannot be held responsible for any changes made by an airline or any additional charges imposed by those airlines for any seats after they have been selected and paid in advance.
Responsibilities and Liability
We provide a service in arranging accommodation, transportation, sightseeing, admissions, and any other services from third parties as agreed in each itinerary. We shall not be held liable for any injury, damage, loss, accident, delay, or irregularity which may be occasioned by any company or person engaged in conveying the passengers, providing the services, or otherwise in connection therewith, of any hotel owner, manager or employee. We do not own or operate, nor are we an agent of any of the Suppliers which will provide goods and services for the trip or any option which may be available in connection with the trip.
You agree to seek remedies directly with the Supplier and not hold us liable in the event of negligence, loss, injury, delay or expense which results directly or indirectly from any action or omission, whether negligent, criminal or otherwise, of any entity providing goods and services for the trip or any available option. You also agree not to hold us liable for circumstances beyond our control (e.g. Force Majeure, terrorism, war, or acts of God). We accept no responsibility for losses or extra cost due to delays, schedule changes, or cancellations in train, bus, ship, airlines or other land, lake or river services, medical issues, bad weather/climate conditions, war, terrorist acts, strikes, quarantine, luggage delay or loss, or other causes.
In the event an airline or travel supplier declares bankruptcy, it is not obligated to transport you or to provide refunds. Money given to our Agency immediately becomes the property of the airline or travel supplier as required by law. We are not allowed to provide refunds for suppliers who have declared bankruptcy. If an airline or travel supplier declares bankruptcy, it might continue services or stop completely. Other airlines or travel suppliers may, but do not have to, provide alternative services.
Force Majuere and Post Covid Travel
We shall not be liable for any circumstances beyond our control, including, but not limited to, acts of God, explosions, flood, forceful wind, fire or accident, war or threat of war, declared or undeclared, acts of terrorism, sabotage, insurrection, riots, strikes, civil disobedience, sickness, epidemics, pandemics, quarantines, government intervention, weather conditions, defects in machinery or vehicles, delays or other unforeseen events (collectively, “Force Majeure”). We shall not be liable to you and shall not provide any refunds caused by delay or non-performance of any obligation under this agreement to the extent any such delay is due to Force Majeure. If any of our travel Suppliers are affected by Force Majeure, they shall be entitled at their sole discretion to vary or cancel any itinerary or arrangement in relation to your trip without notice.
Passports, Visas and Driver’s Licenses
It is your responsibility to be familiar with the laws and rules governing any visit to any country or region. We may be able to assist you in acquiring the necessary travel documents upon your request. It is not our responsibility to determine if any such documents are required. We will not be held responsible in any way if you fail to have the proper Visas and/or documentation for entry into any country or region. It is your responsibility to determine which documents are needed and to acquire that documentation. If an accident occurs and you seek assistance from us, any and all alternate arrangements will be your financial responsibility. It is your responsibility to ensure your passports are up to date and valid to enter any country. It is not our responsibility to determine the validity of your passport or any other travel document to enter any country or region.
Arbitration
Any dispute concerning, relating or referring to these Terms and Conditions, your travel arrangement or any claim for damages due to injury or death which occurs during or in connection with your travel arrangement shall be resolved exclusively by binding arbitration. Arbitration shall be administered by the Federal or Kansas Courts and held inKansas before a single arbitrator, in accordance with the Kansas Law’s rules, regulations, and requirements. Any arbitral award determination shall be final and binding upon the Parties. Judgment on the arbitrator’s award may be entered in any court of competent jurisdiction. Each Party shall pay their own costs and fees. Claims necessitating arbitration under this section include, but are not limited to, contract claims, tort claims, claims based on federal and state law, rules and regulations. Arbitration shall proceed only on an individual basis. The Parties waive all rights to have their disputes heard or decided by a jury or in a court trial and the right to pursue any class or collective claims against each other in court, arbitration, or any other proceeding, unless expressly permitted herein. Each party shall only submit their own individual claims against the other and will not seek to represent the interests of any other person. The arbitrator shall have no jurisdiction or authority to compel any class or collective claim, or to consolidate different arbitration proceedings with or join any other party to an arbitration between the Parties. Intellectual property claims will not be subject to arbitration and may, as an exception to this sub-part, be litigated.
Changes to Terms and Conditions
We update Terms and Conditions periodically without notice. However, you acknowledge and agree to the Terms and Conditions in effect on the date of your booking. For our most current Terms and Conditions, you may request a new or updated copy at any time by email.
This Agreement is governed by the laws of the state of Kansas.
By providing your credit card details for payment you have authenticated this Agreement and acknowledge and agree to the entirety of this Agreement including cancellation terms shown above. You further acknowledge reading these terms and conditions by paying our planning fee(s) and/or giving a deposit or making a booking and you indicate that you fully understand and agree to our cancellation policies.
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