Urban Chic Travelistas, LLC
Past Getaway Memories
Terms and Conditions
BlackCEO 2019 West Africa Tour Oct 11-20, 2019
Paseo Class of 1979 Cruise Oct 28-Nov 2, 2019
Client S. McFrederick Western Caribbean Cruise March 6-11, 2020
Client E. Christion Jamaica Graduation Celebration June 2-8, 2020
Terms & Conditions
Urban Chic Travelistas, LLC | P.O. Box 7060 Kansas City, MO 64113
firstname.lastname@example.org | 913.709.8398
Payment of travel inquiry fee, deposit or full payment shall be deemed
as consent by the traveller to the following Terms and Conditions.
Hours of Operation
Urban Chic Travelistas' hours of operation is Monday - Friday 12 - 6 pm CST.
All emails, phone calls, text messages and Facebook messages regarding travel inquiries/quotes and existing travel reservations will receive a response within 1-2 business days. A travel agent will be available to clients beginning 72 hours prior to the departure date of their vacation/trip and throughout the travel dates should an emergency arise. There may be special circumstances where it is necessary for us to contact clients outside of our business hours, which will be done on a case by case basis.
for travel inquiry terms and conditions.
Reservations, Deposits & Payments
Deposits & Reservations
A deposit along with a completed registration form is required by all private and hosted group travelers. Unless otherwise specified on a hosted group travel event by Urban Chic Travelistas LLC, 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
When is my first minimum monthly payment due?
Once your reservation is secured with a deposit, a minimum monthly payment installments must be received by the last day of the following month. Thereafter, you must submit a payment by the end of the month.
Will I receive a monthly reminder?
Urban Chic Travelistas will send a monthly
text message reminder at the beginning of the month with the payment link. However, it's the traveler's responsibility to keep up with their payments, set their own reminders, and submit their payments in a timely manner.
Will my monthly payments be automatically processed?
Hosted getaways (an Urban Chic Travelistas sponsored trip) are the only trips that will be processed immediately once you sign into your client portal account and pay the monthly invoice unless noted otherwise on the payment page.
All other private trips will be processed on the 16th day and the last day of the month regardless of when you submit your payment. If the 16th or last day of the month falls on the weekend your payment will be processed on the next business day.
Can I make additional payments during the same month?
Yes. You can submit additional payments as long as you've already paid the minimum monthly payment amount. Your additional payment will be processed according to the payment schedule described above.
Where can I find the minimum monthly payment amount?
The amount of the minimum monthly payment installment will be specified on the event page and is determined by the months between the time the trip is available to register for and the final payment date.
Minimum monthly payment installments are not broken down into equal payments. You should consider making bigger payments to decrease your final balance whenever possible.
What will happen to my reservation if I don't make a payment within 30 days?
We will give you a 7 day grace period to make your payment. Thereafter, your reservation will be automatically canceled and the rate will be adjusted for the remaining roommate(s). There is no grace period for final payment due dates. You will be automatically charged a late fee one day after the due date.
Do you charge a late fee?
No. However, there is a $50 reinstatement fee for domestic trips and $100 reinstatement fee for international trips for requests received within 7 days after the automatic cancellation date. You must also pay the missed payment or pay your balance.
What happens to my money if my reservation is automatically canceled due to non-payment?
If your reservation is canceled due to non-payment, the money applied towards the reservation will be forfeited and is not refundable and/or transferable to another trip. You must submit a cancellation request prior to the date your payment is due for automatic cancellation.
Roommates must complete separate registration forms and submit their deposits within 24 hours of one another in order to secure a reservation if they intend on paying separate deposits. Once the registration forms and deposit is received each roommate can make their monthly payments by the last day of the month.
All reservations must state who will be sharing rooms on the registration form. Resorts and hotels have the right to either forfeit or charge an additional fee at the current rate for reservations that does not state the correct occupancy upon arrival.
It is all of the roommates’ responsibility to insure that their fellow roommates are making their monthly payments by the last day of each month to avoid the adjustment of the reservation occupancy rate to match the number of travelers occupying the room. In this case, the remaining roommate(s) are responsible for paying the difference for the new adjusted occupancy rate. A monthly reservations payment summary for everyone making payments towards the reservation is available on request.
Final Payment Due Date
The final payment due date will be clearly marked on the event’s page. It is the responsibility of the traveler to make the final payment before or by the due date.
ate final payment fee of $50 per person will remain the same.
You must send an email to email@example.com if you are going to be late making your final payment so we can advise you if the travel supplier will allow late payments.
All late payments must be approved by the Urban Chic Travelistas staff and the travel supplier.
Your reservation is subject to cancellation by the supplier if you do not meet the final payment deadline.
Your investment is at risk and is non-refundable regardless if you've secured travel protection.
Late Monthly Payments
We understand that sometimes your payment may be submitted late for various reason. Urban Chic Travelistas will give you a 7-day grace period to make your payment. Thereafter, your reservation will be automatically cancelled and the rate will be adjusted for the remaining roommate(s). There is a $50 reinstatement fee for domestic trips and $100 reinstatement fee for international trips for requests received within 7 days after the automatic cancellation date. You must also pay the missed payment or pay your balance.
PLEASE MAKE SURE ALL OF YOUR PAYMENT INFORMATION IS CORRECT
- Billing address, credit card number, expiration date, security code, name on credit card. Many times it can be as simple as the wrong zip code.
Clients will receive an email notification the initial time a payment is declined.
Clients must respond to the email notification within 2 business days by either calling to verify the credit card information or by submitting a different credit card to process the payment via the payment form or for hosted trips participants by logging into your client portal account and making your payment.
The monthly payment will be processed within 1-2 business days once the credit card information is verified or a new payment method is received for manual payments.
A $25 fee will be due after the second declined payment or if we do not receive a response within 2 business days. The
fee must be paid prior to processing your payment.
The late payment will be processed on the next scheduled payment date - the 16th or last day of the month (manual payments).
Payment Processing TIME FRAME & Receipts
Non-Hosted Getaways Participants
- Monthly payments submitted between the 1st and 15th day of the month will be processed on the 16th day of each month. Monthly payments submitted between the 16th and last day of the month (by 5 pm CST) will be processed on the last day of the month.
Once the payment has been accepted by the travel supplier the traveler will received a receipt via email confirming the payment was processed successfully. The receipt will also include the traveler’s remaining balance and next due date.
Monthly payments are not automatically processed unless stated on the payment form. Your credit card will not be charged until your payment information has been submitted by Urban Chic Travelistas to the travel supplier and successfully processed.
Hosted Getaway Participants
- Client must log into their client portal account to make their payments. Payments will be automatically processed once submitted via the invoice. You will receive a confirmation email and be able to see your payments and balance in your account.
Reservation Payment Summaries by request
A reservation payment summary is available by request to travelers with two or more travelers making payments under the same reservation number. The payment summary will include the total rate and balance due for the reservation and each traveler’s: total rate, payments made and the balance due and last payment date. Travelers solely responsible for making all payments towards a reservation will only receive receipts once a payment is successfully processed by the supplier.
There is a $50 reinstatement fee for domestic trips and $100 reinstatement fee for international trips for requests received within 7 days after the automatic cancellation date. You must also pay the missed payment or pay your balance.
Refunds, Accepted Payment Method, Change of Credit Card
Refunds & Transfer of Payments
Payments submitted to Urban Chic Travelistas is non-refundable and non-transferable for future travel 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.
Urban Chic Travelistas is not responsible for any refunds that may be due to a traveler through a travel supplier or a travel protection plan per their terms and conditions. The time frame for refunds can vary.
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 travel supplier to be processed unless otherwise specified on the payment page. Late payment fees will be processed by Urban Chic Travelistas, LLC.
Change of Credit Card
The traveler can change their credit card information at any time by submitting a new credit card authorization form.
One name change on a 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. Urban Chic Travelistas charge a $30 fee after the first name change.
Urban Chic Travelistas will implement the following cancellation fees PER PERSON unless otherwise noted directly on the payment page:
$50 per person | Up to 30 days after the Initial Deposit Payment Date
$75 per person | 31-60 days after the Initial Deposit Payment Date
$100 per person | 61-90 days after the Initial Deposit Payment Date
$150 per person | 91 days or more after the Initial Deposit Payment Date
Urban Chic Travelistas require payment of the above cancellation fee prior to submitting a separate cancellation request to the travel supplier. Each adult who has made payments towards the reservation balance who wish to cancel must submit a separate cancellation request on the payment page. All cancellation fees by all parties listed on the same reservation wishing to cancel must be received before a cancellation request will be submitted to the supplier. A PayPal invoice will be emailed to each party listed on the reservation for payment. The travel suppliers may charge a separate cancellation fee. Cancellation fees charged by Urban Chic Travelistas may or may not be covered by travel protection plans. Urban Chic Travelistas is not responsible for any cancellation fees charged by the travel supplier.
Any refunds (if any is due to you) for payments will be processed by the travel supplier if payments were processed directly through them and/or your travel protection if you elected to purchase it based on the terms and conditions. All payments processed directly through Urban Chic Travelistas are non-refundable and should be included under your travel protection plan in order to receive your money back per their terms and conditions.
Please seriously consider protecting your investment by securing travel protection.
Travel insurance is not required but strongly recommended in order to protect your investment. Travel insurance can be helpful should issues arise before or during your vacation i.e. lost luggage, delayed flights, hotel issues, medical emergencies, unexpected trip cancellations, etc.
for more information about travel insurance.
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. 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 Booked Travel
Assumed Risk/Hold Harmless Statement
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.
Activity Level and General Fitness (hosted getaways)
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.
Roommate Locator (HOSTED GETAWAYS)
Urban Chic Travelistas will attempt to arrange a roommate for any traveler upon request.
Traveler must be registered for the hosted getaway trip and have paid at least 50% of the total rate to be paired with a roommate.
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).
All shared rooms have 2 beds and are non-smoking rooms.
During the hosted getaway 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 90 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. 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.
Medical History Form (HOSTED GETAWAYS)
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 Getaway
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.
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.
Involuntary/Voluntary Departure from a Hosted Getaway in Progress
Urban Chic Travelistas reserves the right to remove any traveler from group trip should the Urban Chic Travelistas 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, Urban Chic Travelistas 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, Urban Chic Travelistas 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 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.
Use of Travelers’ Images in Promotional Materials
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.
Amendment of Terms and Conditions
AMENDMENT OF TERMS AND CONDITIONS
Urban Chic Travelistas and/or Urban Chic Soirees & Destinations have the right to amend the terms and conditions whenever deemed necessary.
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Past Getaway Memories
Terms and Conditions
BlackCEO 2019 West Africa Tour Oct 11-20, 2019
Paseo Class of 1979 Cruise Oct 28-Nov 2, 2019
Client S. McFrederick Western Caribbean Cruise March 6-11, 2020
Client E. Christion Jamaica Graduation Celebration June 2-8, 2020