Travel Booking Agreement - Hosted Group Trip

By submitting this registration form and subsequent payments you are agreeing to all of the travel booking policies listed below.

All roommates paying their deposit must register so we're able to secure your reservation. (All roommates must submit their registration within 24 hours of each other.)

One person will be named the primary client on the booking but all guests sharing the same registration will be equally responsible for paying the balance. Roommates can submit payments for one another, which can be indicated in the form. Please read our terms & conditions for more information.

We highly recommend that each traveler handle their registration and submit payments on their credit card unless the additional traveler(s) listed on the same reservation is a spouse, child(ren), or the primary client will be personally paying for any additional traveler(s) who is not a spouse or child. In this instance, the additional traveler(s) should not send money to the primary traveler to make payments on their behalf, however, with the additional traveler(s) permission the primary traveler can submit payments with the person's credit card information. This will ensure the accuracy of each traveler's information provided and also should a travel voucher need to be issued due to a cancelation the voucher amount will be accurate per traveler.

Travel Documentation Requirement

Domestic Trips - All participants must have a valid government-issued ID.

International Trips - All participants must have a valid passport with at least 2 empty pages and an expiration date of at least 6 months after the return date of the trip in their possession no later than 90 days before the departure date for this trip. CLICK HERE to start the process of obtaining or renewing your passport.

Visas - A visa may be required for certain international travel and is the traveler’s responsibility to ensure the proper documents are submitted on time and a visa is obtained before the traveler’s departure date.

Deposits - The full deposit amount must be received to secure a reservation. 

Travel mates must submit their registration & deposit payment information within 24 hours of each other to secure a reservation.

Payment Installments - A payment schedule will be created and emailed to you once your reservation is secured with a deposit.

Minimum payment requirements and the due dates will be indicated on the registration page. 

You may make additional or bigger payments toward your balance whenever you'd like to do so. 

Payments must be paid via the invoice in the client portal. 

Required payment installments must be received by the due date per the payment schedule.

There is a 7-day grace period after the payment due date to submit the minimum payment due to avoid cancellation of the reservation.

On the 8th day following the missed payment due date, the reservation will be canceled. A $100 reinstatement fee will be required to keep the reservation. 

Reinstatement of the reservation must be requested no later than the 14th day after the missed payment installment. The $100 reinstatement fee must be paid no later than the 15th day by 5 pm CST. 

If the reinstatement fee is not paid by the deadline, the reservation will be permanently canceled, and all monies paid towards the reservation will be forfeited. 

Please see the refund section below for payment installments.

Making Additional Payments - ,You may make additional, adjust your upcoming payment installment to make a bigger payment towards your balance, and/or pay off your balance early.

All additional payments will be processed immediately via the invoice.

Missed Payment Installments/Cancellation Policy - There is a 7-day grace period after the payment installment due date ONLY (doesn't apply to the final payment) should an autopay payment be declined for the amount due to avoid cancellation of the reservation and to keep it in good standing.

On the 8th day following the payment installment due date, the reservation will be canceled. A $100 reinstatement fee will be required to reactivate the reservation. 

Reinstatement requests must be received no later than the 14th day after the payment installment due date. The $100 reinstatement fee must be paid no later the following day (15th day after the missed payment due date) by 5 pm CST. 

If the reinstatement fee is not paid by the deadline, the reservation will be permanently canceled and a travel voucher will be issued by the tour operator to be used within a set amount of time per their policy. A travel rebooking fee of $200 per rebooked reservation utilizing the travel voucher will be required before researching and securing the new reservation takes place.

Rebooking of Same Trip & Dates - If you choose to rebook the same trip after the reservation is permanently canceled, you will have to secure the new reservation at the current rate, make up any difference in the deposit amount should the travel voucher not be enough to cover the deposit, make any payment installment payments required per the payment schedule, and also pay the $250 travel rebooking fee.

Final Payments - Final payments not received by the final payment due date may result in cancellation of the entire reservation and also a $50 late payment fee by Urban Chic Travelistas. The tour operator can access a fee for late final payments. It is up to the tour operator's discretion to cancel a reservation if the final payment is not received by the due date.

The funds for the land-only portion of the trip are transferable to a different person before the final payment minus the deposit and any other cancellation/change fees and/or penalty fees assessed by the travel operators. 

The new traveler taking over the reservation must secure the reservation with the required deposit, sign the travel booking agreement, and submit the required registration forms before the reservation will be changed into their name. 

The new and former traveler must work out their repayment plan for funds paid towards the reservation before the transfer. 

Deposits - Nonrefundable, non-transferable. No exceptions.

Payment Installments Refunds

Refunds will only be processed for the land-only portion of the trip. 

A full or partial payment Installment made 300 or more days before the final payment due date is 100% refundable up to 7 days after the receipt of the payment. The refund will only be for the single payment and not previous payments received. No exceptions.

Payment Installments made less than 300 days before the final payment due date are non-refundable. No exceptions.

Airline Reservations - Non-refundable, non-transferable. No exceptions. 

Previously Submitted Payment Installments - Nonrefundable. No exceptions.

All refund requests must be made by submitting the proper cancellation request through this payment form only.

PLEASE NOTE: Travel suppliers may require a cancellation fee outside of what's provided on this form.

A cancellation request must be received no later than 14 days after a missed payment due date. All monies towards the reservation will be forfeited beginning on the 15th day after a missed payment due date.

All cancellation requests must be submitted through the trip cancellation form via the client portal or by requesting the form from Urban Chic Travelistas LLC. Not through email, voicemail, text message, Facebook message, etc.

You must formally cancel the trip so we're able to provide any documentation and/or proof of cancellation etc. that may be required by the travel protection company.

Urban Chic Travelistas is not responsible for the final decisions made by the travel protection company to accept or decline a claim or reimbursement timelines.

Travel agency fees are not reimbursable via a travel protection claim.

If you decide to cancel a trip, process a travel protection claim and get denied, the funds towards the trip are forfeited and non-transferable.

Refunds due to the traveler will be processed within 30 days of receipt of the proper cancellation request. Refunds will be in the form of a company check or ACH.

You must submit a claim through the travel protection provider for your refund once you've submitted your cancellation notification to us. Urban Chic Travelistas is not responsible for any claims submitted, claim denials, or the timeline of refunds by the travel protection provider. 

Rates are subject to change at anytime by the tour operator and cannot be guaranteed until secured with a deposit or full payment.

Bed types (1 Bed or 2 Beds) will be requested but are not guaranteed. Please Note: Depending on the destination, bed sizes will vary. i.e. 2 double beds vs. 2 twin beds; 1 king bed vs. 1 queen bed

Any changes to the reservation may increase the rate.

Urban Chic Travelistas is not responsible for the services and/or policies of the airline companies. 

Airline schedules and flights are subject to change without notice. 

Urban Chic Travelistas is not responsible for any penalties incurred for domestic or international tickets not issued by Urban Chic Travelistas due to schedule/flight changes. The traveler will be provided with the date they need to arrive at the destination. Flight itineraries must be submitted by the traveler no later than the final payment date. 

Airline tickets booked by Urban Chic Travelistas will be done once the full payment is received.

Airline tickets are non-refundable and non-transferable. If a payment plan is put in place to collect the funds for airline tickets, it may be necessary to collect the full balance of the airline tickets, immediately and in full, before the final payment date if the specific flight is heavily booked even when normal ticketing policies do not require flight tickets to be issued until a later date. This emergency will override the terms and conditions of the travel booking policy, payment installment due dates & amounts. If the full payment is not received, the seat will be canceled by the airline and space may not be available on the same flight or price. Any changes in flight itinerary and/or price will be the responsibility of the traveler. 

Airline tickets secured through Urban Chic Travelistas must be paid in full via the traveler's credit card if the reservation doesn't specify that a payment plan for airfare is available. 

We can compare published (what's accessible to anyone) and unpublished airfare through an air consolidator for travel agencies. We can typically hold your flight for up to 24 hours before you purchase it.

If you're unable to pay for your airfare in full, you have the option of requesting an invoice and apply for Affirm to make payments or please visit Airfordable, which will allow you to book a flight for a fraction of the cost upfront and pay the remaining balance in up to 4 payment installments. CLICK HERE to receive $25 off your first booked flight with Airfordable. (You must look up a published flight only to secure it.)

The airlines are solely responsible for assigning seats when Urban Chic Travelistas book group flights. If the traveler would prefer to upgrade their economy seat, they may book their flight arrangements.  

Name changes/corrections may require the airline reservation to be canceled and rebooked. There may be a penalty and/or rebooking fee involved to make changes. A change form is in the client's account to submit any changes. Urban Chic Travelistas will charge a $25 fee per change. By agreeing to these terms, the traveler is also stating that the submitted information is accurate to book the required flight. 

Although airline taxes and fuel surcharges are included in the price, there is a potential for a price increase(s) due to increases in government-levied taxes and fees and/or fuel surcharges, which the traveler will be responsible for paying any differences not Urban Chic Travelistas.

The traveler may consider paying off their package in full so the airline ticket can be purchased and issued as soon as possible. 

Travelers will be informed as soon as possible of any airfare schedule changes. Urban Chic Travelistas is not responsible for any flight changes by the airline companies, including the number of layovers. Urban Chic Travelistas is unable to provide compensation for any changes made by the airline companies. If the traveler booked their flight arrangements, they are responsible for notifying Urban Chic Travelistas as soon as possible of those changes for ground transfers to be rescheduled. Otherwise, the traveler will be responsible for arranging their ground transfers to/from the hotel. If the traveler arrives at a different time than the group, an airport transfer can be arranged at an additional cost.

Travel documents and related trip/travel details will be issued to the traveler(s) will be accessible in the Umapped travel itinerary app 15-30 days before the departure travel date. At least one person on the reservation must download Umapped as this will be the only way you'll receive updated information for your trip. 

An email will be sent to all travelers on the reservation to verify their current mailing address (no PO box numbers allowed) before sending hard copies of travel documents if Urban Chic Travelistas decides to mail the documents to the travelers.

Travelers must ensure that all names provided at the time of booking match the legal names as they appear on their government-issued identification or passport. Incorrect or incomplete names may result in denied boarding, ticket invalidation, or other travel disruptions.

Airline Tickets: Airlines strictly enforce name accuracy. Any corrections or changes to names on airline tickets may incur fees, and in some cases, tickets may need to be reissued at the traveler’s expense. UCT cannot guarantee that name changes will be approved by the airline.

Other Travel Services: For other services, such as hotel reservations, tours, and cruises, name changes may also be subject to fees or restrictions imposed by suppliers.

Deadlines: Name change requests must be submitted in writing and may only be processed before the supplier’s cut-off date. Requests made after this date may not be accommodated.

Fees: All name change fees are the responsibility of the traveler and will vary depending on the supplier's policy. UCT may charge an administrative fee in addition to any supplier fees.

Travelers are strongly advised to double-check all provided names at the time of booking to avoid potential issues or costs.

Urban Chic Travelistas (UCT) strives to provide accurate and confirmed itineraries; however, all itineraries are subject to change due to unforeseen circumstances, including but not limited to weather conditions, supplier availability, operational adjustments, or safety concerns.

Supplier-Initiated Changes: Changes made by suppliers (e.g., airlines, hotels, tour operators) are beyond the control of UCT. We will make every effort to communicate such changes promptly and assist with alternative arrangements. Additional costs incurred as a result of these changes are the responsibility of the traveler.

UCT-Initiated Changes: In rare cases, UCT may adjust an itinerary to enhance the traveler’s experience or address logistical issues. Such changes will be communicated as soon as possible.

Substitutions: If specific activities or accommodations become unavailable, comparable alternatives will be arranged whenever possible.

Travelers are advised to maintain flexibility and understand that changes to itineraries may be necessary to ensure a safe and enjoyable travel experience.

Urban Chic Travelistas reserves the right to remove any traveler from a group trip if a representative determines that the traveler is unable to meet the physical requirements as outlined in the itinerary, disrupts the tour schedule, or negatively impacts the group’s overall experience. In such cases, no refunds will be issued. If the group trip is already in progress, the traveler will be responsible for all costs associated with returning home, including transportation expenses, airline penalties, and any other related fees.

If a traveler voluntarily chooses to leave a group trip before its scheduled conclusion, no refunds will be provided for any unused portions of the travel arrangements. The traveler will be responsible for covering all costs related to transportation from the departure point, airline penalties, and any additional expenses.

Urban Chic Travelistas reserves the right to refuse or revoke the registration of any traveler due to behavioral issues displayed during a previous trip or at any time leading up to the trip's departure. In such cases, the refund policy will be reviewed to determine if a refund can be processed before departure. Otherwise, refunds will not be allowed.

Travel protection is NOT included in the rate and is an additional cost. Insurance should ideally include ALL upfront expenses for your trip i.e., airfare, hotel stay, etc. However, if you have any pre-existing medical conditions, you should consider obtaining travel insurance within 14-21 days (dates may vary) of securing your trip. Pandemics/Epidemics are typically not covered under travel protection plans. If this is a concern for you, please consider securing a travel protection plan with a Cancel for Any Reason option.

Everyone registered will receive a travel protection quote within 1-2 business days after securing a reservation. 

You are not obligated to secure a travel protection policy through our affiliate account. You may shop around and secure your travel protection with a different travel insurance company if you choose to do so, however, you may not secure a travel policy via a different travel advisor/company's travel insurance affiliate link or directly through the travel advisor as this is a conflict of interest. You must send us a copy of your travel protection plan by the final payment due date if you secure your policy on your own.

If you choose not to secure travel protection you will be putting your entire investment at risk, which could result in the loss of my travel cost and/or require more money to correct the situation. There may be no way to recoup any losses, costs, or expenses incurred. Any issues before or during the trip that would otherwise be covered by travel protection will be the responsibility of the traveler to rectify the issue.

Travel protection is mandatory for all Urban Chic Travelistas' hosted trips to help protect your investment, which can be added at the time you secure your deposit or at any point before the final payment due date.

Federal law forbids the carriage of certain hazardous materials, such as aerosols, fireworks, and flammable liquids, aboard the aircraft. If you do not understand these restrictions, contact your airline or go to http://www.faa.gov/about/initiatives/hazmat_safety. By signing this agreement you are acknowledging the U.S. Department of Transportation's Hazardous Materials restrictions and agree to abide by these regulations.

Urban Chic Travelistas, LLC has no special knowledge of health hazards such as the risk of contracting COVID-19, either during the client's travel or at the client's destination. For the latest travel health information, please review the State Department's website at travel.state.gov and the CDC's information at www.cdc.gov/travel.

Urban Chic Travelistas, LLC is not responsible for COVID-19-related requirements that travel suppliers and governments may impose from time to time or may change, such as health affidavit forms, health screenings before departure or upon arrival, face coverings, or quarantines. For the latest COVID-19 government travel regulations, please review IATA's website at www.iatatravelcentre.com.

Urban Chic Travelistas, LLC has no special knowledge of suppliers' financial condition and is not liable for supplier defaults or for recommending future travel credits with suppliers that may be out of business by the time the client tries to use the credits.

It's the traveler's responsibility to know, understand, and abide by the state they reside in/visit, the United States government, and the country visiting's pandemic protection policies and regulations.  

The traveler may be subjected to involuntary or voluntary self-quarantine at home or abroad based on the pandemic protection policies set in place. Additional expenses associated with self-quarantine measures are the responsibility of the traveler.

Entry into any country may be denied for reasons within or outside of the traveler's control.

If requested, Urban Chic Travelistas, LLC will assist with obtaining any refunds due or rebooking trips using future credits. A cancellation fee will be required.

Urban Chic Travelistas, LLC strongly recommends trip cancellation and medical insurance with Cancel for Any Reason coverage, which will cost more. Some policies do not protect against cancellation due to pandemics or supplier defaults. It's the client's responsibility to read the policy.

Urban Chic Travelistas, LLC isn't responsible for any unavailable services/amenities via travel suppliers or resorts/hotels.

Beach resort vacations may be subject to experiencing sargassum seaweed along the beach. While the resorts try their best to keep the beaches clean, it may be impossible to clear them off entirely, which may limit access to the beach and ocean at the resort.

Sargassum is a brown seaweed with buoyant, oxygen-filled bladders that keep it floating on the surface of the water. It can clump together in huge masses, often miles long, and has been known to wash up on the shores of beaches along the Caribbean coast from the United States to Argentina. Sargassum seaweed typically occurs from April to August is not dangerous nor continuous and often unpredictable.

Some Urban Chic Travelistas 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.

Travel has its own inherent risks, and the traveler acknowledges such risks exist, up to and including death. Urban Chic Travelistas will take all reasonable precautions to insure the health and safety of the traveler. The traveler agrees to hold Urban Chic Travelistas, its employees and agents harmless should illness, accident or death occur. Urban Chic Travelistas is not responsible for the actions, expenses or harm incurred by travelers who disregard the instructions of the Urban Chic Travelistas representative(s), travelers who depart from the planned activities of the tour, or travelers who follow the instructions of a non-Urban Chic Travelistas representative(s).

Urban Chic Travelistas 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

Urban Chic Travelistas. Urban Chic Travelistas 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 Urban Chic Travelistas, or (5) acts of God.

The traveler agrees for him/herself, his/her heirs and assigns, executors and administrators to hold harmless and release Urban Chic Travelistas, Urban Chic Soirees & Destinations, 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.

The activity level for all Urban Chic Travelistas 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. 

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. Urban Chic Travelistas 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 Urban Chic Travelistas 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 Urban Chic Travelistas 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.

Photographs and video taken by Urban Chic Travelistas representatives while on tour are the property of Urban Chic Travelistas 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 Urban Chic Travelistas in writing no later than the tour’s final payment due date.

Urban Chic Travelistas, LLC has no special knowledge of health hazards such as the risk of contracting COVID-19, either during the client's travel or at the client's destination. For the latest travel health information, please review the State Department's website at travel.state.gov and the CDC's information at www.cdc.gov/travel. 

Urban Chic Travelistas, LLC is not responsible for COVID-19-related requirements that travel suppliers and governments may impose from time to time or may change, such as health affidavit forms, health screenings before departure or upon arrival, face coverings, or quarantines. For the latest COVID-19 government travel regulations, please review IATA's website at www.iatatravelcentre.com.

Urban Chic Travelistas, LLC has no special knowledge of suppliers' financial condition and is not liable for supplier defaults or for recommending future travel credits with suppliers that may be out of business by the time the client tries to use the credits.

If requested, Urban Chic Travelistas, LLC will assist with obtaining any refunds due or rebooking trips using future credits. A cancellation fee will be required.

Urban Chic Travelistas, LLC strongly recommends trip cancellation and medical insurance with a Cancel for Any Reason coverage, which will cost more. Some policies do not protect against cancellation due to pandemics or supplier defaults. It's the client's responsibility to read the policy.

Urban Chic Travelistas, LLC isn't responsible for any unavailable services/amenities via travel suppliers or resorts/hotels.

On rare occasions, Urban Chic Travelistas 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 Urban Chic Travelistas. Urban Chic Travelistas will cancel tours due to lack of travelers prior to final invoicing however, Urban Chic Travelistas reserves the right to cancel any tour at any time up to the day of departure, due to no fault of our own.

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In the event of a cancellation by Urban Chic Travelistas, all monies paid to Urban Chic Travelistas for the canceled tour will be promptly refunded to the traveler. Urban Chic Travelistas is not responsible for any penalties imposed by the airlines.

If there are any dispute concerning, relating or referring to this Agreement, the brochure or any other literature concerning the traveler's trip, or the trip itself, shall be resolved exclusively by binding arbitration pursuant to the Federal Arbitration Act, 9 U.S.C. §§1-16, either according to the then existing Commercial Rules of the American Arbitration Association (AAA) or pursuant to the Comprehensive Arbitration Rules & Procedures of the Missouri Academy of Mediators & Arbitrators - Missouri Chapter of the National Academy of Distinguished Neutrals. Such proceedings will be governed by substantive (but not procedural) Missouri law and will take place in Kansas City, Missouri. The arbitrator and not any federal, state, or local court or agency shall have exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability, conscionability, or formation of this contract, including but not limited to any claim that all or any part of this contract is void or voidable. By agreeing to these terms and conditions, the traveler and Urban Chic Travelistas, LLC are waiving our right to a trial by jury.

Urban Chic Travelistas have the right to amend the terms and conditions whenever deemed necessary.