TERMS AND CONDITIONS
CONSENT TO TERMS AND CONDITIONS - Access to and use of the services of Violet Clover Consulting, LLC dba Violet Clover Travel Group (“Violet Clover Travel Group” and/or “our”) and our website is subject to acceptance of these terms and conditions (“Terms and Conditions”). By accessing, using or obtaining any content, products, or services through our offices or through our website, you, the purchaser and/or traveler (“Customer” and “passenger” and “you/your”) agree to be legally bound by these terms. PLEASE READ THE TERMS BEFORE USING THIS WEBSITE.
DEPOSIT & RESERVATIONS - A deposit along with a completed registration form is required for all new reservations with Violet Clover Travel Group.
PAYMENT METHODS - Credit Card and Debit Cards are the only accepted payment method. Payments are made online via your personal invoice. Payments can be made by phone; there is a $10 credit card processing fee for this service.
MONTHLY PAYMENTS - A minimum monthly payment installment must be received to keep your reservation active. The amount of the minimum monthly payment installment will be provided on the initial invoice.
LATE OR MISSED MONTHLY PAYMENTS - If a monthly payment cannot be made by the date stated on the invoice, the traveler should email email@example.com as soon as possible, so we are aware of the situation. A specific date of when you can make the payment must be included in the email; otherwise, your reservation may be canceled.
FINAL PAYMENTS - The final payment due date will be clearly marked on your invoice. 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 a $25 per person late fee being added to your invoice. All reservations that are not paid in full 15 days past the final payment date will be automatically canceled and all previous payments will be forfeited.
CANCELLATIONS - All cancellations must be submitted in writing and emailed to firstname.lastname@example.org. There is a $100 per person fee to initiate any cancellations – with or without insurance. Unfortunately, without the purchase of trip insurance, all payments are non-refundable and non-transferable. The best way to guard yourselves against any unforeseen circumstances is by purchasing trip insurance.
If multiple people are on a reservation and one person needs to cancel, the trip will need to be rebooked and will be requoted at the current rate. This may mean an increase in the rate for those that are remaining on the reservation. It is the responsibility of the travelers within the same reservation to ensure payments are being made.
RESERVATION CHANGES - All requests to make changes to a reservation must be made in writing and emailed to email@example.com. There is a $150 per reservation fee to research any changes to your reservation after booking. Examples of a change request that will incur a change fee include, but not limited to, the following requests: 1. Room type; 2. Hotel change; 3. Flight change; 4. Cabin change on airline (i.e moving from coach to another class of service); 5. Changing dates of travel; 6. Adding passengers to reservations; 7. Removing passengers from reservations.
TRAVEL DOCUMENTS - It is the responsibility of each Customer to obtain and carry a valid passport, visa(s), and all other documents required by applicable government regulations. The name, date of birth and gender that appears on the passport must exactly match the same such data that is listed on booking records. Violet Clover Travel Group strongly recommends that you consider that certain countries will not admit a passenger, if their passport expires within six (6) months of the date of entry.
Non-United States citizens may require additional documentation.
When you receive all travel documents, it is the sole responsibility of the customer to review and verify all information. Contact Violet Clover Travel Group immediately if changes or corrections are required.
INDIVIDUAL ENTRY AND EXIT REQUIREMENTS - Each foreign country holds different views of past criminal offenses, whether within or outside of their boundaries. If you have a current or past offense, and you are unsure how the country you are traveling to (or through) views that offense, please contact that country directly for entry and exit requirements. (Details can be found at http://travel.state.gov) We feel it is an invasion of privacy for any member of our staff to make such an inquiry.
HEALTH DOCUMENTATION REQUIREMENTS - Each Customer is responsible to make certain to have the proper immunizations and required documentation of such immunizations before travel and to make the necessary accommodations for security rules imposed by government authorities. Violet Clover Travel Group shall not assume responsibility for the accuracy of health requirements or vaccination and/or documentation prior to departure or upon landing at the final destination. If you are concerned about taking any medications or receiving certain inoculations, check with your health practitioner BEFORE booking.
Check the USA State Department Web site http://travel.state.gov, for relevant information relating to travel to specific destinations, and the USA Centers for Disease Control http://wwwnc.cdc.gov/travel/ relating to health issues.
RISKS / SAFETY - Travel to certain destinations may involve greater risk than others. Violet Clover Travel Group urges customers to remain informed daily as to current news events, as well as to review travel prohibitions, warnings, announcements and advisories issued by the United States Government prior to booking travel to international destinations. Information on conditions in various countries and the level of risk associated with travel to particular international destinations can be found at, http://travel.state.gov and http://www.cdc.gov.
BY OFFERING FOR SALE TRAVEL TO PARTICULAR DESTINATIONS, VIOLET CLOVER TRAVEL GROUP DOES NOT REPRESENT OR WARRANT THAT TRAVEL TO SUCH POINTS IS ADVISABLE OR WITHOUT RISK, AND SHALL NOT BE LIABLE FOR COSTS, DAMAGES, OR LOSSES THAT MAY RESULT FROM TRAVEL TO SUCH DESTINATIONS. CUSTOMER’S PARTICIPATION CONSTITUTES ACCEPTANCE OF SUCH EVENTS AT CUSTOMER’S OWN RISK.
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 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.
LIMITATIONS OF RESPONSIBILITY AND DISCLOSURE - Violet Clover Travel Group acts solely as a booking agent for disclosed principal supplier cruise lines, hotels, airlines, air charters, bus companies, ground transportation, boat purveyors or owners, and other independent contractors providing accommodations, transportation, and/or other services (“supplier(s)”) and is not the source or provider of the travel services. Each of these supplier companies is an independent entity with its own management and is not subject to the control of Violet Clover Travel Group. Customer is advised that the suppliers whose names appear in travel documentation are those responsible for providing the travel services purchased, and consents to the use of those suppliers, and understands and agrees each supplier’s Terms and Conditions are contained in printed form and are set forth on their respective Web sites, which govern the transaction. All bookings are accepted by Violet Clover Travel Group as agent for the travel suppliers on your itinerary. The transportation, accommodations and other services provided by the identified sea, ground, and air operator suppliers offered are subject to the terms and conditions contained in the tickets, exchange orders or vouchers issued by them and/or their suppliers, including Terms and Conditions on their respective Web sites. BECAUSE VIOLET CLOVER TRAVEL GROUP ACTS AS AGENT FOR DISCLOSED PRINCIPAL SUPPLIERS AND DOES NOT HAVE THE RIGHT TO CONTROL THE OPERATIONS OF SUCH INDEPENDENT OPERATORS AND SUPPLIERS, YOU AGREE VIOLET CLOVER TRAVEL GROUP IS NOT LIABLE FOR ANY PERSONAL INJURY OR PROPERTY DAMAGE, WHICH MAY ARISE OUT OF THESE SERVICES. VIOLET CLOVER TRAVEL GROUP HEREBY DISCLAIMS ANY LIABILITY WHETHER BASED ON CONTRACT, TORT, STRICT LIABILITY OR OTHERWISE, INCLUDING WITHOUT LIMITATION LIABILITY FOR ANY DIRECT, PUNITIVE, SPECIAL CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES, IN CONNECTION WITH THE GOODS OR SERVICES PROVIDED BY ANY PRINCIPAL SUPPLIER BOOKING THROUGH VIOLET CLOVER TRAVEL GROUP ’S OFFICE OR THROUGH THIS WEB SITE, INCLUDING WITHOUT LIMITATION LIABILITY FOR ANY ACT, ERROR, OMISSION, INJURY, LOSS, ACCIDENT, DELAY OR IRREGULARITY WHICH MAY BE INCURRED THROUGH THE FAULT, NEGLIGENCE, WILFUL ACTS, OMISSIONS OR OTHERWISE OF SUCH SUPPLIER, OR OF ANY SUPPLIER OR THEIR RESPECTIVE EMPLOYEES, AGENTS, SERVANTS, OR REPRESENTATIVES, INCLUDING, WITHOUT LIMITATION, THEIR FAILURE TO DELIVER OR THEIR PARTIAL OR INADEQUATE DELIVERY OF SERVICES, FUEL INCREASES, AND OTHER MATTERS OUTSIDE OF VIOLET CLOVER TRAVEL GROUP ’S CONTROL, AND YOU HEREBY EXONERATE VIOLET CLOVER TRAVEL GROUP FROM ANY LIABILITY WITH RESPECT TO THE SAME.
FORCE MAJEURE - “Force Majeure” means, in relation to Violet Clover Travel Group , any circumstances beyond the reasonable control of Violet Clover Travel Group , (including, but without limitation, acts of God, explosion, flood, tempest, forceful wind, fire or accident, war or threat of war declared or undeclared, acts of terrorism, sabotage, insurrection, riots, strikes, civil disturbance, requisition, sickness, quarantine, government intervention, weather conditions, defects in machinery and vehicles, delay, wildlife, or other untoward occurrences).
If Violet Clover Travel Group, and/or any of its travel suppliers, are affected by Force Majeure, they shall be entitled to, and may in their sole and absolute discretion, vary or cancel any itinerary or arrangement in relation to the trip.
TRAVEL INSURANCE - Without appropriate travel insurance, Customer understands and agrees that if Customer cancels or interrupts Customer’s travel for any reason, portions of the trip/tour will not be refunded and Violet Clover Travel Group ’s and travel suppliers cancellation penalties will apply resulting in the loss of monies up to the full cost of Customer’s travel booking and related costs. The purchase of travel insurance is not required to purchase any other product or service offered by Violet Clover Travel Group. However, it is strongly suggested. Employees of Violet Clover Travel Group are not qualified or authorized to: answer technical questions about benefits, exclusions, and conditions of any of the insurance offered, nor evaluate the adequacy of the prospective insured’s existing insurance coverage. An additional charge applies for travel insurance selected.
ADDITIONAL TERMS AND CONDITIONS FOR VIOLET CLOVER TRAVEL GROUP HOSTED GROUP TRAVEL
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.
ROOMMATE MATCHING - Violet Clover Travel Group will attempt to arrange a roommate for any traveler upon request. 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 requests 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.
ARRIVAL - Travelers arriving by air are responsible for allowing enough 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 45 days prior to the tour. Travelers are also required to notify us in the event the airline should change the arrival or departure time of a flight.
TRANSFERS - 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.
DELAYS - 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 the information is provided.
ITINERARY CHANGES - 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. If 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 THIRD PARTY OPERATORS - Some Violet Clover Travel Group trips, as noted in the itinerary, are scheduled with tour operators who sell their tours to the public. The traveler acknowledges that other groups and/or individuals may be a part of the same tour.
UNLESS SET FORTH IN WRITING, AIRLINE RESERVATIONS ARE NOT INCLUDED IN YOUR TRAVEL PLANS. In such event, it is the Customer’s responsibility to make appropriate air arrangements, as well as transportation to and from the destination where the travel booking originates and returns. Violet Clover Travel Group shall not assume any responsibility for any air and/or ground schedule changes. In rare instances, upon departure from a country, certain departure taxes must be paid in cash only, and may vary in price. Due to enhanced security, it is strongly recommended that you check in a minimum of 2 hours prior to scheduled departure for domestic flights and 3 hours prior to scheduled departure time for international flights. Reconfirm flight times at least 24 hours prior to scheduled departure time for domestic flights, and 72 hours prior for international flights. Failure to use a reservation may result in automatic cancellation of all continuing and return flights, as well as forfeiture of airfares.
RESERVATION OF RIGHTS: CHANGES TO THESE TERMS - We reserve the right, in our sole discretion, to change these Terms at any time. Updated versions of the Terms will be posted here on this website and are effective immediately on posting. Please check frequently, especially before you use this website, to see if these Terms changed. Use of the website after any changes to the Terms constitutes your consent to the changes
PHOTOGRAPHS/VIDEOS - Violet Clover Travel Group reserves the right to use any photograph/video taken at any event or during any travel activity, without the express written permission of those included within the photograph/video. Violet Clover Travel Group may use the photograph/video in publications or other media material produced, used or contracted by Violet Clover Travel Group, including but not limited to: brochures, invitations, books, newspapers, magazines, television, websites, etc. Any person desiring not to have their photo taken or distributed must contact Violet Clover Travel Group in writing at 1446 Winged Foot Drive, Brunswick, Ohio 44212 of his/her intentions and include a photograph.
APPLICABLE LAW - The laws of the State of Ohio, USA, govern these Terms and Conditions. You hereby consent to the exclusive jurisdiction and venue of courts in Medina County, Ohio, USA, in all disputes arising out of or relating to travel bookings with Violet Clover Travel Group, including the use of the Violet Clover Travel Group Web site. Use of the Violet Clover Travel Group Web site is unauthorized in any jurisdiction that does not give effect to all provisions of these terms and conditions, including, without limitation, this paragraph.
If any part of these Terms and Conditions is determined to be invalid or unenforceable pursuant to applicable law including, but not limited to, the warranty disclaimers and liability limitations set forth above, then the invalid or unenforceable provision will be deemed superseded by a valid, enforceable provision that most closely matches the intent of the original provision and agreement shall continue in effect.
These Terms and Conditions (and any other terms and conditions referenced herein) constitute the entire agreement between the Customer and Violet Clover Travel Group with respect to travel bookings made with Violet Clover Travel Group by any means accessing such information, including its’ Web site, and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written, between Customer and Violet Clover Travel Group with respect to communications with Violet Clover Travel Group , including the Violet Clover Travel Group Web site. A printed version of this agreement and of any notice given in electronic form shall be admissible in judicial or administrative proceedings based upon or relating to these Terms and Conditions to the same extent and subject to the same conditions as other business documents and records originally generated and maintained in printed form.
Any rights not expressly granted herein are reserved.