Welcome to the Trip Orchestrator Inc. website (the “Website”). This Website is provided to assist customers in creating tailor-made journeys, carefully crafted to deliver a personalized adventure like no other. The terms “we”, “us”, “our”, and “Trip Orchestrator” refer to Trip Orchestrator Inc., a Florida corporation. The term “you” or “customer” refers to the customer visiting or using the Website and booking a reservation through our customer service agents.
REGISTRATION AND PAYMENT
We will need to collect necessary traveler information for each person who has committed to the booking. Please see our deposit breakdown listed below, note that rates are based on per person:
$0-$2500: $500
$2,501-$3,499: 20%
$3,500-$4,499: 25%
+$4,500: 30%
The final balance is due 90 days before departure. We accept payment via credit card, certified check, wire transfer, or money order for your deposit. If your reservation is made within 90 days of departure, the entire cost of the trip must be paid at the time of confirmation.
CANCELLATION
All cancellations of confirmed reservations are subject to a $350 per person administrative fee. Additionally, clients are subject to any cancellation fees assessed by the purveyors of services including hotels, rail, or airlines used in the itinerary. Cancellations 90 days or more before departure will receive full credit of the deposit to use on a future trip with us, minus a $350 per person administrative fee. 60-89 days will be loss of deposit 20% +10% loss. 30-59 days will be subject to a loss of 50% of the program price. 29 days or less will be subject to 100% of the program price.
INSURANCE
We strongly recommend the purchase of trip cancellation insurance, which is available for coverage of expenses in conjunction with cancellation due to illness or accident. Baggage insurance is also recommended. If you must cancel your participation in a travel program, trip cancellation insurance may be the only source of reimbursement.
We highly recommend our partner AIG for your travel insurance.
PASSPORTS AND VISAS
Valid passports are required for travel to most destinations. Check with the appropriate consulate or embassy for the latest visa requirements.
BAGGAGE
Weight restrictions may apply on internal flights. Baggage and personal effects are at the owner’s risk throughout the travel program. Check with the airline for other baggage restrictions applicable to internal and international flights.
CHANGES
Prices are based on current rates of exchange, tariffs, and taxes. Trip Orchestrator reserves the right to increase tour prices to cover increased costs, tariffs, and taxes, and to reflect fluctuations in foreign exchange markets. Trip Orchestrator also reserves the right to withdraw a tour or any part of it to make such alterations in the itinerary or with the tour inclusions as it deems necessary or desirable and to pass on to tour members any expenditures or losses caused by delays or events beyond its control. Itineraries and arranged sightseeing are subject to change at any time due to unforeseen circumstances or circumstances beyond Trip Orchestrator’s control. Every effort will be made to operate tours as planned, but alterations may occur after the final itinerary has been issued.
PROMOTIONAL PHOTOGRAPHY
Trip Orchestrator reserves the right to take photographs during the operation of any program or part thereof and to use them for promotional purposes. By booking a reservation with Trip Orchestrator, program members agree to allow their images to be used in such photographs. Program members who prefer that their images not be used are asked to identify themselves to their travel program escort at the beginning of their program.
CLAIMS AND REFUNDS
For verifiable claims to be considered, they must be received in writing within 30 days of the termination of the program and be accompanied by supporting documentation and/or a statement from the Operating Company verifying the claim. Any adjustment considered will be based on the actual price of the services involved and not on a per diem basis. Adjustments will not be made for unused sightseeing trips or meals. Trip Orchestrator will not accept any liability for any claims that are not received within 30 days of the termination of your travel program. All claims for days missed while traveling should be made in writing within 30 days of the termination of the program.
AIR TRANSPORTATION
Trip Orchestrator will not accept any responsibility for mistakes or errors in airfare bookings made by independent third parties. The traveler’s confirmed web page will have detailed tour information, and it is up to the traveler to ensure the correct arrival and departure flight information from the tour start and end cities. The independent agent will arrange the best-priced airfare available in the class category you request at the time of your booking. Please note that certain airfares are subject to a service fee. Should you cancel or change your air reservation before or after your departure, cancellation penalties may apply.
Airlines concerned are not to be held responsible for any act, omission, or event during the time passengers are not on board their planes or conveyances. These programs may use the services of any IATA carrier. International air carriers are subject to international air conventions limiting their liability. The limitations of liability are contained on the reverse side of the airline ticket and form part of the terms and conditions of this package. The passage contract in use by these companies, when issued, shall constitute the sole contract between the companies and the purchaser of these travel programs and/or passage.
LIMITS ON RESPONSIBILITY
Trip Orchestrator, its employees, officers, directors, successors, agents and assigns, does not own or operate any entity which is to or does provide goods or services for your trip. It purchases transportation (by aircraft, coach, train, vessel, or otherwise), hotel and other lodging accommodations, restaurant, ground handling, and other services from various independent suppliers (including from time to time other affiliated Trip Orchestrator’s companies). All such persons and entities are independent contractors. As a result, Trip Orchestrator is not liable for any negligent or willful act of any such person or entity or of any third person.
Trip Orchestrator acts solely as agents for the client concerning all transportation, hotel, and other tour arrangements. In that capacity, Trip Orchestrator exercises all reasonable care possible to ensure the traveler’s safety and satisfaction, but, Trip Orchestrator neither assumes nor bears any responsibility or liability for any injury, death, damage, loss, accident, delay, or irregularity arising in connection with the services of an airplane, train, ship, automobile, motor coach, carriage, or other conveyance, or the actions of any third-party involved in carrying the traveler or in affecting these tours. Trip Orchestrator is not responsible for damages, additional expenses, or any other losses due to cancellation, delay, or other changes in air or other services, sickness, weather, strike, war, civil disturbances, acts or threats of terrorism, travel warnings or bans, termination or suspension of war risks or other carrier insurance, quarantine, acts of God or other causes beyond its control. All such losses must be borne by the traveler, and tour rates provide for arrangements only for the time stated. Trip Orchestrator is not responsible for delays, changes, or cancellation costs due to incorrect, incomplete, or expired traveler documents. In the event of cancellation, delay, or rescheduling mandated by any of the aforesaid causes beyond Trip Orchestrators’ control, the passenger shall have the option of accepting in place of the original tour such rescheduled tour or other substituted tour(s) as may be offered, or else, receiving a refund of as much of such advance tour expenditures as Trip Orchestrator can recover on the traveler’s behalf from carriers, third-party tour vendors, etc., but, Trip Orchestrator shall not have any obligation or liability to the traveler beyond the foregoing. Trip Orchestrator reserves the right to make alterations to the tour’s itinerary and to substitute hotels, vehicles, ships, or activities if this is required. Trip Orchestrator reserves the right to cancel, delay, or reschedule any tour before departure, and, so long as this is not due to any of the aforesaid causes beyond our control, the passenger shall be entitled to a full refund of all monies paid to that point if he/she so desires, less any non-refundable deposits or uncollectible expenses incurred.
In addition and without limitation, Trip Orchestrator is not responsible for any injury, loss, death, inconvenience, delay, or damage to personal property in connection with the provision of any goods or services whether resulting from but not limited to acts of God or force majeure, illness, disease, acts of war, civil unrest, insurrection or revolt, animals, strikes or other labor activities, criminal or terrorist activities of any kind, overbooking or downgrading of services, food poisoning, mechanical or another failure of aircraft or other means of transportation or for the failure of any transportation mechanism to arrive or depart on time.
Risks: There are certain inherent risks in adventure travel of the type involved here. These include, but are not limited to, hiking, walking safaris, climbing injuries, altitude sickness, and in all trips dangers of animals, inaccessibility to medical attention, and difficulty in evacuation from remote locations in the case of a medical emergency. Passenger assumes all such risks concerning these possibilities.
Travel Advisories/Warnings: It is the responsibility of The Traveler to become informed about the most current travel advisories and warnings by referring to the U. S. State Department’s travel website at www.travel.state.gov/ or by phone at 1-888-407- 4747. In the event of an active State Department Travel Warning against travel to the specific destination location(s) of the trip, should The Traveler still choose to travel, notwithstanding any travel advisory or warning, The Traveler assumes all risk of personal injury, death or property damage that may arise out of the events like those advised or warned against.
Arbitration Agreement: Any controversy or claim arising out of or relating in any way to these Terms and Conditions, to the Responsibility Clause, to the brochure, or any information relating in any way to the trip, or to the trip itself, shall be settled solely and exclusively by binding arbitration in Florida, US, in accordance with the rules of the Arbitration Association then existent.
Travelers Representations: The Traveler represents that neither he nor she nor anyone traveling with him or her has any physical or other condition or disability that could create a hazard to himself or herself or other members of the tour. Trip Orchestrator reserves the right to decline to accept anyone on a trip. Trip Orchestrator reserves the right to remove from the trip, at his or her sole expense, anyone whose condition is such that he or she could create a hazard to himself or others, or otherwise impact the enjoyment of other passengers on the trip.