TERMS & CONDITIONS

1. Authorization to Use Payment Information

Client authorizes Advisor to use the payment information they provide for the purpose of securing travel arrangements. No charge will be processed without Client’s explicit approval for each transaction. Client agrees to provide accurate and current payment information when requested.

2. Scope of Services

Advisor provides personalized travel planning services, including research, itinerary development, reservations, recommendations, and coordination of travel components. Advisor acts solely as an intermediary and does not own, operate, control, or manage any travel supplier, including but not limited to airlines, hotels, tour operators, cruise lines, transportation providers, or destination management companies. Advisor is not responsible for the acts, omissions, delays, insolvency, or performance of any supplier.

3. Planning Fees and Payment Terms

Advisor’s professional planning fees are non-refundable and must be paid in full before services begin. These fees compensate Advisor for expertise, research, planning, and administrative work. Planning fees do not apply toward the cost of travel arrangements.
Additional fees may apply for extensive revisions, urgent requests, after-hours work, or services outside the original scope. Requests for travel departing within 30–45 days, or requests requiring expedited turnaround, may be subject to a $100 rush fee, disclosed prior to commencement of work.
By approving an itinerary or providing payment information, Client authorizes Advisor to use such information solely for the services and amounts approved.

4. Hotel Booking Requirements

All hotel accommodations included in Client’s itinerary must be booked through Advisor. Advisor does not provide itinerary planning for reservations booked independently, with points, through online travel agencies, or through rental platforms such as Airbnb or Vrbo.

5. Review of Documents

Client agrees to review all confirmations, itineraries, invoices, and travel documents immediately upon receipt and notify Advisor promptly of any errors or discrepancies. Client is responsible for verifying the accuracy of all names, dates, room categories, schedules, and other details.
Advisor reviews all materials carefully; however, Advisor is a human service provider and unintentional errors may occur. Client acknowledges that they are the final reviewer of all documents and bear responsibility for confirming all details before travel. Advisor will correct any error within their control as soon as reasonably possible once notified.

6. Authorization, Pricing, and Supplier Terms

Advisor will not finalize any booking without Client’s authorization. All reservations are subject to the terms, policies, and pricing of the supplier providing the service. If the final cost of a booking increases by $300 or less after authorization is given, Advisor may secure the booking and notify Client. Any increase exceeding $300 requires additional approval before proceeding.

7. Acknowledgment of Travel Risks

Client understands that travel involves inherent risks, including but not limited to illness, accidents, pandemics, weather events, civil unrest, terrorism, natural disasters, labor strikes, or governmental actions. Advisor does not possess special knowledge of such risks and cannot be held responsible for them. Client agrees to review applicable travel advisories and governmental guidance prior to departure.

8. Passport, Visa, and Entry Requirements

Client is solely responsible for meeting all passport, visa, vaccination, and entry/exit requirements for their destination(s). Many countries require passports to remain valid for at least six months beyond arrival. Advisor is not responsible for denied boarding, delays, or penalties resulting from non-compliance.

9. Airline Check-In and Transportation Procedures

Client agrees to comply with airline check-in requirements and recommended arrival times. Advisor is not responsible for missed flights, delays, or additional costs incurred due to late arrival, documentation issues, or security delays.

10. Changes, Cancellations, and Refunds

Any modification or cancellation of Client’s travel arrangements may result in penalties imposed by suppliers. Refund policies are governed exclusively by the supplier and are outside Advisor’s control. Airline tickets are often non-refundable and may hold no value after departure. Advisor’s professional fees are strictly non-refundable.
Suppliers may impose change fees, fare differences, revised minimum stays, or other penalties. These policies are determined solely by the supplier.

11. Supplier Errors and Availability

Advisor is not liable for errors, inaccuracies, or changes made by suppliers, including issues related to availability, inclusions, taxes, or booking details. Client agrees to notify Advisor promptly of any supplier issue so that Advisor may assist where possible.

12. Travel Insurance

Advisor strongly recommends that Client purchase comprehensive travel insurance, including medical coverage and trip protection. Client may be required to either provide proof of coverage or decline insurance in writing. Advisor does not guarantee the adequacy or scope of any policy and is not responsible for denied claims or coverage limitations.

13. Privacy of Information

Advisor will maintain the confidentiality of Client’s personal information and will share such information only with suppliers as necessary to secure reservations. Payment information is not stored in AI systems or unsecured platforms.

14. Communication and Support

Advisor’s standard business hours are Monday–Friday, 9:00 a.m.–5:00 p.m. CT, excluding holidays and scheduled travel. Messages received outside these hours will be addressed on the next business day.
To ensure accuracy, all approvals, itinerary changes, and booking decisions must be submitted in writing via email. Phone calls may be used for discussion or clarification, but no changes will be made without written confirmation.
Urgent matters during travel should first be directed to the supplier, local operator, or emergency contacts listed in itinerary documents, as those parties are best positioned to provide immediate assistance.

15. Use of Artificial Intelligence (AI)

Advisor may use secure, reputable AI-assisted tools to support internal workflows such as drafting communications, organizing information, or improving administrative efficiency. These tools assist with operations but do not replace Advisor’s judgment, oversight, or professional decision-making. Payment information is never processed through AI platforms.

16. Chargebacks and Disputes

Client agrees not to initiate a chargeback or payment dispute for any authorized transaction without first attempting to resolve the issue directly with Advisor. Filing an unwarranted chargeback constitutes a breach of this Agreement.

17. Governing Law and Dispute Resolution

This Agreement is governed by the laws of the State of Alabama. Any dispute arising under this Agreement shall first be submitted to mediation. If mediation does not resolve the issue, the dispute will proceed to binding arbitration prior to the initiation of litigation.

18. Acceptance of Terms

By engaging Travel by BC for travel planning services, submitting an inquiry, paying a planning fee, or authorizing bookings, Client acknowledges that they have read, understood, and agree to be bound by these Terms & Conditions. This Agreement remains in effect for all current and future travel arrangements facilitated by Advisor.