It covers our trip planning and bookings work for your upcoming travel, and it sits alongside the proposal you accepted (and any written notes we both confirm after that). We will run the work as a project with clear check-ins and written approvals, so flights, hotels, transport and timing do not drift. By signing, you are asking us to start planning, present options, and place bookings only when you approve them in writing, on the terms below.
What you get
We provide trip planning and bookings for the dates, travellers and destinations set out in the proposal, including building a workable day-by-day plan and coordinating bookings and confirmations. We will organise the work in a simple timeline (what is pending, what is confirmed, and what we need from you) and deliver the items listed in the proposal, including:
Intake call; Traveller details sheet; Day-by-day itinerary; Flights and ticketing; Hotels or serviced apartments; Transport and tours.
* Intake call * Traveller details sheet * Day-by-day itinerary * Flights and ticketing * Hotels or serviced apartments * Transport and tours
Holding your dates
Once you sign and pay the 40% retainer, we reserve your planning slot with our team and we start work. In practice, that means we block time for itinerary building, supplier coordination, and the ticketing support that is hardest to do at the last minute.
If you cancel after we have held your slot, the retainer is not automatically refundable. What we keep depends on how close the cancellation is to your travel date and how much work has already been done. We will confirm the cut-offs in writing when you confirm your travel dates.
Payment
Our price is split into two parts. You pay a 40% retainer when you sign this agreement. The remaining 60% is due before travel, based on the final numbers, by a date we set and confirm with you in writing.
We send invoices for our fee and, where agreed, for any supplier amounts we are collecting on your behalf. Every invoice is payable within 14 days of its date. Supplier charges (like airline fares, hotel rates, taxes, and any card fees a supplier applies) are separate from our fee and can change until they are actually booked.
Final traveller details
Before we can ticket flights and lock in most reservations, we need final traveller details that match passports. We will set a written deadline for you to confirm: traveller names as shown on passports, dates of birth, passport numbers and expiry dates, and any important access or medical notes that affect travel.
The balance is charged on the final numbers you confirm by that deadline, even if fewer people travel later. If details arrive after the deadline, we will still help where we can, but options may be more limited and suppliers may add urgent processing charges or refuse changes entirely.
Changes
Plans change. If you want to adjust dates, routing, names, room types, ticket class, tour choices, or anything else after signing, send the request in writing so we can track it properly. We will price the change before we do the work, and we will only proceed once you approve the updated cost and the supplier terms in writing.
Some changes are only possible up to a supplier cut-off, and some changes trigger penalties or a full re-issue. We will tell you what the airline, hotel, or operator is charging before we rebook or re-issue, so you can choose to proceed or keep the existing booking.
Suppliers and payments
Flights, hotels, transport providers, tour operators and visa services are supplied by third parties. Unless we agree otherwise in writing, you are buying those services under the supplier’s own terms, and the supplier is responsible for delivering what they sell.
Some items can be paid through us and appear on one invoice, and others must be paid directly to the airline, hotel, or operator. We will confirm the payment path for each item before you approve it. If you choose to book something yourself or through another supplier, tell us early so we do not plan around options that will not be available.
Extra support
Our project includes the planning and booking work set out in the proposal, plus normal coordination to get confirmations issued and shared with you. If you need extra work beyond that, we will flag it clearly and agree the cost with you before we continue.
Common examples are: urgent re-routing during disruption, repeated itinerary rebuilds after bookings are already in place, or extended support outside our normal working hours because of time-sensitive airline deadlines. Where possible, we will agree the extra work in writing first. If we have to act quickly to protect a booking you asked us to manage, we will tell you what we did and what it cost as soon as we can.
Moving dates and disruption
If you need to move your travel dates, tell us as soon as you can. We will check what can be moved, what must be cancelled and rebooked, and what penalties apply. If the new dates work for our team, we will usually move your retainer to the new schedule, then adjust the plan and re-confirm any supplier pricing in writing.
Sometimes events outside anyone’s control affect travel (airline schedule changes, cancellations, border restrictions, strikes, weather, or sudden supplier closure). We will support you with rebooking options and documentation, but we cannot promise that suppliers will waive fees or that the same routing, hotel, or price will still exist.
What we are responsible for
We are responsible for running the trip planning and bookings work with care: giving you options that match what you asked for, confirming prices and terms before booking, and issuing you a clear confirmations pack. If we make an avoidable mistake in our work (for example, we book something different from what you approved in writing), we will put it right as quickly as possible.
We are not responsible for how third-party suppliers deliver their services, for changes they make after booking, or for decisions made by airlines, hotels, operators, embassies, or border authorities. We also rely on the details you give us. If passport names or numbers are wrong or late, suppliers may refuse changes and the cost sits with you.
Cancellation
If you cancel, tell us in writing so we can stop work and, where possible, stop supplier bookings from moving forward. What we keep of our fee depends on how close it is to the travel date. The closer it is, the more of our time has already been committed and the more the kept amount increases. We will tell you the exact cut-offs and amounts in writing once your travel dates are confirmed.
Supplier penalties are separate from our fee. Airlines, hotels and operators often apply their own cancellation charges, and some bookings are non-refundable. We will help you understand what is refundable and what is not, and we will share any refund confirmations we receive once suppliers process them.
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