Client Policies & Forms Handbook

dreamadventivreswithjess@gmail.com

https://www.dreambigwithjess.com

1. Client Intake Form Policy 2. Travel Request Form Policy 3. Itinerary Template Policy 4. Travel Insurance Waiver Policy 5. Travel Insurance Acceptance Policy 6. Planning / Service Fee Agreement Policy 7. Credit Card Authorization Policy

https://www.dreambigwithjess.com

The Client Intake Form is the foundational document used to collect each traveler's legal information and personal preferences at the start of the planning process. This includes full legal names as they appear on government-issued identification, dates of birth, contact details, emergency contacts, and any special requirements (dietary restrictions, accessibility needs, cabin/room preferences

Policy Statement: It is the policy of Dream Adventures with Jess to require all clients to complete this form prior to any research or booking. This ensures the accuracy of reservations and helps prevent costly errors, denied boarding, or documentation issues. The information provided will be stored securely and used solely for travel planning and supplier booking purposes.

https://www.dreambigwithjess.com

The Travel Request Form documents a client's destination preferences, desired dates, travel style, budget range, and trip type (e.g., cruise, resort, guided tour, group event

Policy Statement: This form must be completed prior to proposal development. It serves as written confirmation of the client's stated preferences and allows Dream Adventures with Jess to provide tailored, accurate, and competitive travel options. Submission of this form does not constitute a booking, but it does serve as the formal request to initiate the research process.

https://www.dreambigwithjess.com

The Itinerary Template is the official summary of a client's confirmed travel arrangements, including flights, accommodations, cruise details, ground transportation, and excursions.

Policy Statement: An itinerary will be issued once bookings are finalized. Clients are responsible for carefully reviewing all details upon receipt and immediately notifying Dream Adventures with Jess of any errors. The agency cannot be held liable for errors not reported prior to travel. Final itineraries also serve as the official record of booked services in case of disputes.

https://www.dreambigwithjess.com

4. Travel Insurance Waiver Policy

The Travel Insurance Waiver Form is used when a client declines optional travel insurance coverage. Travel insurance protects against losses from trip cancellations, interruptions, medical emergencies, baggage delays, and other unforeseen events.

Policy Statement: Dream Adventures with Jess strongly recommends that all travelers purchase insurance. Should a client decline coverage, they must sign this waiver acknowledging that they have been offered travel insurance and have chosen to assume full financial responsibility for any risks. By signing, the client releases Dream Adventures with Jess and its affiliates from liability for expenses incurred due to their decision to decline coverage.

NO - I decline travel insurance. Signature:

https://www.dreambigwithjess.com

5. Travel Insurance Acceptance Policy

The Travel Insurance Acceptance Form confirms that a client has chosen to purchase travel insurance through an authorized provider.

Policy Statement: By signing this form, the client acknowledges that they understand the terms, conditions, and coverage limits of the insurance policy they have selected. Claims and coverage determinations are made solely by the insurance provider. Dream Adventures with Jess serves as a facilitator in arranging coverage but assumes no responsibility for claims administration. Clients are encouraged to review their policy documents thoroughly and contact the insurer directly with questions.

YES - I accept insurance. Provider:

https://www.dreambigwithjess.com

6. Planning / Service Fee Agreement Policy

The Planning or Service Fee Agreement outlines the professional services provided by Dream Adventures with Jess and establishes the non-refundable planning fee required to initiate trip research and coordination.

Policy Statement: Dream Adventures with Jess charges a non-refundable planning fee for all custom travel services. This fee is assessed at the beginning of the planning process and is based on the type and complexity of the trip requested. Examples may include: - Cruises & Standard Resort Vacations - Flat fee (covers consultation, itinerary creation, booking management, and post-booking support - Custom Multi-City or International Trips - Tiered fee depending on number of destinations, travelers, and supplier coordination required. - Group Travel (Weddings, Reunions, Incentive Trips, etc - Fee structured per group size and scope of services needed, including rooming lists and event coordination. - Luxury or Specialty Travel (private tours, adventure packages, etc - Premium planning fee due to advanced supplier research and logistical planning.

The planning fee compensates the agency for: - Research time and professional expertise - Supplier communications and quote management - Development of custom proposals and itineraries - Administrative costs incurred prior to booking

Important Notes: - Planning fees are non-refundable under all circumstances, including client cancellation or failure to book. - Planning fees are separate from supplier deposits or payments and do not apply toward final travel costs.

- Work begins only once the planning fee has been received in full.

https://www.dreambigwithjess.com

https://www.dreambigwithjess.com