TERMS AND CONDITIONS OF SALE AND WEBSITE USE
Updated January 12, 2018
PLEASE READ THE TERMS BEFORE USING THIS WEBSITE. IF THERE IS ANY PART OF THESE TERMS AND CONDITIONS YOU DO NOT AGREE WITH, PLEASE DO NOT USE THIS WEBSITE OR THE AGENCY’ SERVICES.
Access to and use of the services of Tiffany Bynum doing business as Violet Clover Travel Group, vctravelgroup.com, and violetclovertravelgroup.com, is subject to acceptance of these terms and conditions (“Terms and Conditions”). By accessing, using or obtaining any content, products, or services, you agree to be bound by these terms. It is your sole responsibility to inform all other parties traveling with you of the contents of these terms and conditions. By accepting this receipt and making payment to Violet Clover Travel Group, you acknowledge that you have been advised of, reviewed, and hereby accept these terms and conditions and contract for travel related services.
TRAVEL INQUIRY QUOTES
Travel Inquiry Requests
A travel inquiry request form must be submitted to receive a quote along with the appropriate trip planning fee.
Trip Planning Fee
The Trip Planning Fee is a non-refundable and non-transferable fee. This fee is a separate from the total trip cost and must be paid prior to a Travel Consultant beginning any research, booking or consulting services. The Trip Planning Fee Services including custom itinerary, flights, hotels, excursions, and support before and during travel.
- Individual Travel (up to 4 rooms) – $25 Trip Planning Fee
- Group Travel (5 rooms or more) – $75 Trip Planning Fee
- Custom Vacation Planning – $100 Trip Planning Fee
- Destination Wedding – $150 Trip Planning Fee
- Air Only – $50 per ticket
Travel Quote Inclusion
Travel inquiry quotes will include a minimum of 2 options based on the information gathered via the travel inquiry form.
Price quotes are not guaranteed until a deposit is submitted by the client by the deadline deemed by the vendor NOT the 10 business days given to retain our services.
Additional Revisions and Quotes
Additional revision will require a non-refundable and non-transferable $25 fee per revision. Additional travel inquiry requests for a separate vacation location will be treated as an additional travel inquiry, which is subject to a non-refundable and non-transferable $25 fee.
The client will receive most quotes within 2-3 business days upon the receipt of the travel inquiry form, submission of travel planning fee, and any follow up phone calls or emails if more information is required. Complicated travel itineraries make take longer.
The client has 10 business days upon receipt of the quote to submit the appropriate deposit amount in order to secure the services of Violet Clover Travel Group.
REVISION AND ADDITIONAL QUOTE FEES
The additional revision and quote fees cannot be applied towards the vacation balance or deposit.
The additional revision and quote fees will be retained as a professional service fee if the client does or does not retain the services of Violet Clover Travel Group, by securing the quote with the appropriate deposit amount within 10 business days.
The additional revision and quote fees are non-refundable and non-transferrable. No exceptions.
Additional revision and quote fees are not reimbursable through travel protection.
RESERVATIONS, DEPOSITS AND PAYMENTS
Group and Destination Wedding Deposits & Reservations
Full payment of fees to retain professional services, along with a completed Service Agreement, is required by all private and hosted group leaders and/or bride and groom (for destination weddings). These fees are non-refundable and non-transferable. Unless otherwise specified on a hosted group travel event by Violet Clover Travel Group, anyone (men and women) can join a hosted group travel event by securing their spot with a deposit, as long as the final payment due date hasn’t passed and space is available.
Deposits & Reservations
A deposit along with a completed registration form is required by all private and hosted group travelers, including destination weddings. Unless otherwise specified on a hosted group travel event by Violet Clover Travel Group, anyone (men and women) can join a hosted group travel event by securing their spot with a deposit as long as the final payment due date hasn’t passed and space is available.
Minimum Monthly Payment Installments
Once a reservation is secured with a deposit, a minimum payment installment must be received monthly by the 15th or the reservation may be cancelled and all previous payments will be forfeited. The amount of the minimum monthly payment must be at least $50 per person. Keep in mind that this is not the amount due monthly in order to pay your balance in full by the due date. There will be a balance. It is the clients’ responsibility to ensure that the balance is PAID IN FULL by the due date.
Roommates must complete separate registration forms and submit their deposits within 24 hours in order to secure a reservation. Once the registration forms and deposit is received each roommate can make separate payments. All roommates must state who will be sharing rooms on the registration form. It is all of the roommates’ responsibility to insure that their fellow roommates are making their monthly payments in order to avoid having the reservation occupancy rate being adjusted to match the number of travelers occupying the room. In this case, the remaining roommate(s) are responsible for paying the difference in price for the new adjusted occupancy rate. A summary of a roommate’s payments can be provided upon request.
Late Monthly Payments
If a monthly payment installment cannot be made the traveler should email Violet Clover Travel Group at firstname.lastname@example.org as soon as possible and/or no later than the 15th of the month the payment installment is due, so we are aware of the situation. A specific date of when you are able to make the payment must be included in the email; otherwise, your reservation may be canceled. All late payments must be approved by the Violet Clover Travel Group staff.
Final Payment Due Date
The final payment due date will be clearly marked on the booking itinerary. It is the responsibility of the traveler to make the final payment before or by the due date. Failure to make the final payment by the stated due date will result in automatic cancellation of the reservation and all previous deposits will be forfeited unless insurance is purchased. If insurance is purchased, the insurance guidelines will apply based on the supplier. All late payments must be approved by the Violet Clover Travel Group staff. A Final Payment Deadline Extension Request fee of $25 must be paid for payment extension request, all payments received after the final due date and before the final payment will be submitted.
A declined payment will not be automatically resubmitted. If the payment is declined, an email will be sent to request another form of payment. After the second declined payment the reservation may be canceled and all previous payments will be forfeited.
It is the responsibility of the traveler to insure the correct credit card payment information has been submitted, which includes the following: credit card holder’s name, billing address, phone number, credit card type, credit card number, expiration date and three digit security code.
Payment Processing Time-frame & Receipts
Payments will be submitted directly to the travel supplier and processed within 1-2 business days by Violet Clover Travel Group. Once the payment has been accepted by the travel supplier the traveler will received a receipt via email confirming the payment went through successfully.
PLEASE NOTE: Monthly payments submitted through the payment forms are not automatically processed. Your credit card will not be charged until your payment information has been submitted by Violet Clover Travel Group to the travel supplier and successfully processed.
REFUNDS, ACCEPTED PAYMENT METHOD, CHANGE OF CREDIT CARD
Refunds & Transfer of Payments
Payments submitted to Violet Clover Travel Group are non-refundable and non-transferable for future events due to the policies and contractual agreements set forth by our suppliers. It is the traveler’s responsibility to insure they are able to attend and capable of paying for the event, along with any costs not included in the price of the reservation i.e. airfare, meals, activities etc. Travelers should seriously consider purchasing travel cancellation insurance in order to protect their investment.
Credit cards are the preferred method of payment. Payments will be submitted directly to our vendors to be processed unless otherwise specified in writing. Late payment fees and other fees will be processed through Violet Clover Travel Group. If a payment is being paid directly to Violet Clover Travel Group via SQUARE an additional 4% fee will be required. All payments by phone will require a credit card authorization form, a photocopy of the traveler’s government issued ID and credit card, which should be faxed to 1-410-844-0064.
Change of Credit Card
The traveler can change their credit card information at any time by submitting a new credit card authorization form, along with a photocopy of the credit card and government issued ID.
NAME/ RESERVATION CHANGE
One name change or reservation move, per reservation, can be made before the final payment. Some suppliers may charge a fee in order to change the name on a reservation, which is the responsibility of the traveler. Violet Clover Travel Group charges a $25 fee after the first name change.
Violet Clover Travel Group charges a $100 cancellation fee per person to whatever credit card we have on file. Our suppliers may charge a separate cancellation fee. Cancellation fees charged by Violet Clover Travel Group are not covered by most travel protection plans.
Travel insurance is not required but strongly recommended in order to protect your investment. Travel insurance can also be helpful should issues arise during your vacation i.e. lost luggage, delayed flights, hotel issues, medical emergencies etc.
TRAVEL DOCUMENT REQUIREMENTS
Passport number, date of issue, expiration date, and all other pieces of data from the passport ID page are required to be submitted no later than the Final Payment due date for international trips. Please ensure that your current passport will be valid at least six months beyond your travel dates and has two or more blank pages. Please either apply for a new passport or renew your passport if it doesn't meet this criteria. We also encourage you to review destination specific travel entry and exit requirements here: travel.state.gov/content/travel/en/international-travel/International-Travel-Country-Information-Pages. This information is required on all International trips and is only shared when required by local authorities.
A visa may be required for certain international travel and is the traveler’s responsibility to insure the proper documents are submitted on time and a visa is obtained prior to the traveler’s departure date.
Cruise Travel Documentation Requirements
US Citizens on closed-loop cruises (cruises that begin and end in the same U.S. port) and travel to destinations in Mexico, Canada, the Caribbean, the Bahamas, and Bermuda are able to re-enter the United States with proof of citizenship other than a passport or passport card. Acceptable proof of citizenship includes an original or certified copy of a government issued birth certificate (raised seal and signature) and a laminated government issued picture ID (typically, driver's license), Consular Report of Born Abroad Certificate, or a Certificate of Naturalization. NOTE: Baptismal records and certificates issued by a hospital are not acceptable.
It strongly recommended that all guests travel with a valid passport during their cruise. This greatly assists guests who may need to fly out of the United States to meet their ship at the next available port should they miss their scheduled embarkation in a U.S. port; guests entering the U.S. at the end of their cruise; and guests needing to fly to the U.S. before their cruise ends, because of medical, family, personal or business emergencies, missing a ship's departure from a port of call, involuntary disembarkation from a ship due to misconduct, or other reasons.
Guests who need to fly to the United States before their cruise ends will likely experience significant delays and complications related to booking airline tickets and entering the United States if they do not have a valid U.S. passport with them.
United States Territories
U.S. Citizens and Lawful Permanent Residents (LPR's) who travel directly between parts of the United States, which includes Guam, Puerto Rico, U.S. Virgin Islands, American Samoa, Swains Island and the Commonwealth of the Northern Mariana Islands (CNMI), without touching at a foreign port or place, are not required to present a valid U.S. Passport or U.S. Green Card.
However, it is recommended that travelers bring a government issued photo ID and copy of birth certificate.
It also is recommended that you carry proof of your LPR status as all times in the event you are asked to prove your status. This may be in the form of a green card or passport.
ADDITIONAL TERMS AND CONDITIONS FOR VIOLET CLOVER TRAVEL GROUP HOSTED GROUP TRAVEL
Assumed Risk/Hold Harmless Statement
Travel has its own inherent risks, and the traveler acknowledges such risks exist, up to and including death. Violet Clover Travel Group will take all reasonable precautions to insure the health and safety of the traveler. The traveler agrees to hold Violet Clover Travel Group, its employees and agents harmless should illness, accident or death occur. Violet Clover Travel Group is not responsible for the actions, expenses or harm incurred by travelers who disregard the instructions of the Violet Clover Travel Group representative(s), travelers who depart from the planned activities of the tour, or travelers who follow the instructions of a non- Violet Clover Travel Group representative(s).
Violet Clover Travel Group is not responsible for time changes made by the airlines, bus conductor and railways. Flight times and seat assignments are solely at the discretion of the airlines. Hotel room location is the sole discretion of the hotel. Requests can be made but are not guaranteed. Baggage fees of the airlines are not included in group trip prices. If you decide to check baggage you must pay this fee directly to the airline. The carriers, accommodations and other suppliers providing services are independent contractors and are not agents, employees of Violet Clover Travel Group. Violet Clover Travel Group assumes no responsibility and will not be held liable for any personal injury, property damage, or other loss, accident, delay, inconvenience, or irregularity by reason of (1) any wrongful or negligent acts or omissions on the part of its suppliers, (2) any wrongful, negligent, or unauthorized acts or omissions on the part of any employee of these suppliers, (3) any defect in or failure of any vehicle, equipment or instrumentality owned, operated, or used by any of these suppliers, or (4) any wrongful or negligent acts or omissions on the part of any other party not under the control, direct or otherwise, of Violet Clover Travel Group, or (5) acts of God.
The traveler agrees for him/herself, his/her heirs and assigns, executors and administrators to hold harmless and release Violet Clover Travel Group or any other sponsoring organization(s) and/or subsidiaries, affiliates, officers, representatives or successors (released parties”) from any and all losses, causes of action, liabilities, indirectly from participation in connection with hosted group trips and/or the condition of the property, facilities or equipment used for hosted group trips, regardless of when, where or how such claim may arise and regardless of whether caused by the disappearance of negligence of the Released Parties or otherwise, including, without limitation. Claims relating to (i) any theft, loss or disappearance of property, (ii) bodily injury (fatal or non-fatal) and (iii) property damage.
Activity Level and General Fitness
The activity levels for all Violet Clover Travel Group hosted group trips require walking and other physical exertion. On some tour days, between walking tours and personal exploration, participants can expect to walk 2-3 miles over the course of a day. Travelers are required to manage their personal belongings without assistance. For these reasons, our hosted tours are not suitable for anyone physically challenged, anyone who is walking impaired, or anyone who is a slow walker who cannot keep up with the pace of the group.
Violet Clover Travel Group will attempt to arrange a roommate for any traveler upon request.
Single room rates are available for travelers who choose to room alone.
After final payment, no changes can be made to the room type (double or single occupancy).
Violet Clover Travel Group will request 2 beds and non-smoking rooms, for all shared rooms, although hotel request are not guaranteed.
During the hosted trip, a room-sharing traveler who wishes to make a change in their rooming situation is responsible to make their own arrangements, and to pay for a separate room if single accommodations are desired.
Passport number, date of issue, expiration date, and all other pieces of data from the passport ID page are required to be submitted no later than the Final Payment due date. This information is required on all International trips and is only shared when required by local authorities.
It is the traveler's responsibility to insure their passport is valid at least 6 months past the last day of the group trip or obtain a new passport in a timely manner in order to submit passport information by the Final Payment due date.
If the traveler's passport information is not received at least 60 days prior to the travel group’s departure date, the traveler will receive a "final request" email that removal from the tour will result if the passport information is not provided within 72 hours (3 days) of final request.
Arrival and departure flight details are required to be submitted no later than the Final Payment due date in order to arrange transfers and to know when travelers are expected.
If travel arrangements are not received by 90 days before travel, the traveler will be placed in the final arrival transfer group on the arrival day and the first departure transfer group of the departure day (when transfers are provided).
Arrival, Transfers and Delays
Travelers arriving by air are responsible for allowing sufficient time to deplane, gather luggage and travel to the designated meeting location to join the group trip. Violet Clover Travel Group will not delay the departure of the group for travelers arriving after the designated start time as listed in the individual itineraries.
Travelers are required to provide Violet Clover Travel Group with their flight arrangements no later than the final payment due date of the tour. Travelers are also required to notify us in the event the airline should change the arrival or departure time of a flight.
If scheduled transfers are provided during a group trip, travelers who elect to take alternate transportation to the hotel, for any reason, will not be reimbursed for the transfer expense incurred.
Travelers who are delayed for whatever reason are responsible for notifying Violet Clover Travel Group of their situation and to communicate regularly with us as to their anticipated arrival time. Delayed travelers are responsible for joining the group as soon as possible and at their own expense if their arrival occurs after the last scheduled transfer.
Medical History Form
Information about medications, dietary, emergency contact, etc. is required to be submitted no later than the Final Payment due date. This information is held in confidence and is only used in case of an emergency.
If the traveler's medical information is not received by 30 days before travel, the traveler will not receive Final Travel Information until such time as the information is provided.
Itineraries are subject to change. In the event there is an itinerary change, comparable lodging, meals and activities will be provided.
Cancellation of Hosted Group Travel
On rare occasions, Violet Clover Travel Group must cancel a tour, either because there are not enough travelers to operate the tour if travel arrangements are booked under a group booking that requires a minimum number of travelers, or for other events outside the control of Violet Clover Travel Group. Violet Clover Travel Group will cancel tours due to lack of travelers prior to final invoicing however, Violet Clover Travel Group reserves the right to cancel any tour at any time up to the day of departure, due to no fault of our own.
In the event of a cancellation by Violet Clover Travel Group, all monies paid to Violet Clover Travel Group for the canceled tour will be promptly refunded to the traveler. Violet Clover Travel Group is not responsible for any penalties imposed by the airlines.
Involuntary/Voluntary Departure from a Hosted Group Trip in Progress
Violet Clover Travel Group reserves the right to remove any traveler from group trip should the Violet Clover Travel Group representative(s) determine that the traveler cannot meet the physical requirements of the group travel as stated in the itinerary, or is disruptive to the tour time schedule or is adversely affecting the overall group dynamics. In the event a traveler is removed from a group trip, Violet Clover Travel Group will not refund any monies. Transportation costs to return home, airline penalties, and any other expenses will be the responsibility of the traveler.
In the event that a traveler voluntarily chooses to leave a group trip prior to its scheduled conclusion, Violet Clover Travel Group will not refund any monies for the unused portion of the travel arrangements. Transportation costs from the group trip departure point to the airport, airline penalties, and any other expenses will be the responsibility of the traveler.
Use of 3rd Party Operators
Some Violet Clover Travel Group trips, as noted in the itinerary, are scheduled with tour operators who sell their tours to the general public. The traveler acknowledges that other groups and/or individuals may be a part of the same tour.
Use of Travelers’ Images in Promotional Materials
Photographs and video taken by Violet Clover Travel Group representatives while on tour are the property of Violet Clover Travel Group and may be used in promotional materials. Any traveler who does not wish to have their photograph or video footage used in promotional material MUST advise Violet Clover Travel Group in writing no later than the tour’s final payment due date.
MODIFICATION OF TERMS AND CONDITIONS
The Terms and Conditions may be amended or modified by Violet Clover Travel Group at any time without notice. It is therefore essential that you consult the Terms and Conditions prior to making every booking, particularly to ensure what provisions are in operation in case they have changed since the last time an order was placed by you. Only those who have accepted the Terms and Conditions and affirmatively indicated their consent to be bound by the Terms and Conditions may make a booking with Violet Clover Travel Group . Without this acceptance, any order is subject to cancellation at any time. The failure of Violet Clover Travel Group to act with respect to a breach of these Terms and Conditions by you, or others, does not waive its right to act with respect to subsequent or similar breaches. Violet Clover Travel Group does not guarantee it will act against all breaches of this these Terms and Conditions.
No alterations to these terms and conditions may be made by any employee, independent contractor, authorized representative, or agent, unless in writing by an authorized officer of Violet Clover Travel Group .
If any provision of this agreement shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from this agreement and shall not affect the validity and enforceability of any remaining provisions.
MANDATORY ARBITRATION / FORUM / CHOICE OF LAW
The Parties hereby agree that all disputes arising out of or relating to this Agreement shall be submitted to final binding arbitration in accordance with the Commercial Arbitration Rules of the American Arbitration Association and shall be governed by the laws of the State of Ohio. The Parties agree that the arbitration shall take place in Medina County, Ohio and will be conducted by a single mutually agreed upon arbitrator. The arbitrator shall permit both sides to conduct reasonable discovery, in her/his sole discretion, and shall render a written award. Payment of the cost of the arbitration, including the arbitrator’s fees and room rental, shall be split equally between the Parties. Judgment upon the award rendered by the arbitrator may be entered in any court having jurisdiction thereof. The Parties acknowledge and agree that this arbitration is their sole recourse and that they may not file a lawsuit against Violet Clover Travel Group . If you fail to submit your claim to arbitration and instead files suit, Violet Clover Travel Group shall be entitled to recover its attorney’s fees and other costs incurred in the enforcement of the terms of this Agreement, including costs incurred seeking referral to arbitration. You and Violet Clover Travel Group agree that neither party shall be entitled to join or consolidate claims or arbitrate any claim as a representative or class action.
By accepting Violet Clover Travel Group ’s Terms and Conditions, you are agreeing to conduct transactions by electronic means.