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 express approval, subject to the authorized pricing variance described in Section 6. 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 companies, 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 before services begin. These fees compensate Advisor for expertise, time, research, and administrative work and are separate from the cost of Client’s travel arrangements.

Additional fees may apply for extensive revisions, urgent or last-minute travel needs, after-hours requests, extended in-travel support, or work outside the original scope. Client is responsible for any supplier charges associated with services they request and approve.

4. Hotel Booking Requirements

All hotel accommodations included in Client’s itinerary must be booked through Advisor. Advisor does not provide planning services for itineraries involving Airbnb or similar rental platforms, or for trips in which Client books accommodations independently, personally redeems points, or uses online booking channels outside Advisor’s network.

5. Review of Documents

Client agrees to review all confirmations, itineraries, invoices, and travel documents provided by Advisor 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 documents carefully; however, Advisor is a human service provider and unintentional errors may occur. Client acknowledges that they are the final reviewer of all travel 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 Client has authorized Advisor to proceed, Advisor may secure the booking. Any increase exceeding $300 requires Client’s additional approval.

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, labor strikes, natural disasters, or government actions. Advisor does not possess special knowledge of such risks and cannot be held responsible for them. Client agrees to review 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 caused by non-compliance.

9. Airline Check-In and Transportation Procedures

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

10. Changes, Cancellations, and Refunds

Modifications or cancellations requested by Client may result in penalties or fees imposed by suppliers. All refund decisions and processing timelines are determined solely by the supplier. Most airline tickets are non-refundable and may carry no value after departure. Advisor’s service fees are non-refundable.

Advisor may assess administrative fees for cancellations, rebookings, or itinerary changes outside the agreed-upon scope.

11. Supplier Errors and Availability

Advisor is not liable for errors, inaccuracies, or changes made by hotels, airlines, tour operators, cruise lines, or other 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 must 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 take reasonable measures to protect the confidentiality of Client’s personal information and will share such information only with travel suppliers and service providers as reasonably necessary to provide the requested services. Advisor does not sell Client information to unrelated third parties.

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)

Client understands that Advisor may use AI-assisted tools to support certain business and administrative functions. Advisor takes reasonable precautions to protect Client information when using these tools. AI-assisted work remains subject to Advisor’s professional judgment, review, and oversight.

16. Chargebacks and Disputes

Client agrees not to initiate a chargeback or payment dispute for any authorized transaction without first attempting to resolve the matter 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 must first be submitted to mediation. If mediation does not resolve the dispute, the matter will proceed to binding arbitration.

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.