PASSENGER AGREEMENT

Please review these Terms and Conditions carefully. By completing this form and submitting payment, you acknowledge and agree to the terms below.

All passengers must complete and sign a Passenger Agreement before travel documents are released and before any booking is considered fully confirmed by Epiphany Travel Agency, also referred to as “ETA.” This agreement includes acceptance of ETA’s terms and conditions, payment policies, cancellation policies, vendor/supplier policies, liability waiver, travel insurance acknowledgment, chargeback agreement, and binding arbitration clause.

Each traveler is responsible for reviewing all invoices, names, dates of birth, travel dates, destinations, room categories, flight details, cruise details, package inclusions, cancellation terms, and all other trip details before authorizing payment. By submitting payment, each traveler confirms that the information provided is accurate and that they authorize ETA and/or the applicable travel supplier to proceed with booking.

Travel documents will not be released until all required payments have been made, all required forms have been completed, and this agreement has been signed by each adult traveler or by the responsible parent/legal guardian for any minor traveler.

 

CANCELLATION POLICY

Epiphany Travel Agency (“ETA”) follows all cancellation policies, deadlines, penalties, and procedures established by airlines, cruise lines, resorts, hotels, tour operators, excursion providers, travel protection providers, and all other travel suppliers. ETA does not control supplier cancellation rules and cannot guarantee that any deposit, payment, or other amount paid will be refundable.

Written Cancellation Required

All cancellation requests must be submitted in writing by email to FeliciaBrandon@epiphanytravelagency.com. The request must include:

• The traveler’s full name
• Invoice or reservation number
• Destination
• Travel dates
• The name of each traveler being canceled

If an acknowledgment is not received within 48 hours, please call 770-299-9395 to confirm that the request was received.

Verbal requests, telephone conversations, text messages, social media messages, or other informal communications are not considered official cancellation requests unless ETA confirms in writing that the cancellation has been received and processed.

The effective cancellation date will be the date and time ETA receives the complete written cancellation request during normal business hours. Requests received outside normal business hours will be considered received on the next business day.

ETA CANCELLATION - PROCESSING FEE

In addition to any cancellation fees, penalties, or nonrefundable amounts charged by the travel supplier, ETA will charge a cancellation-processing fee of $100 per person, per cancellation.

This fee applies to each traveler whose reservation, booking, package, cruise, room, flight, excursion, or other travel component is canceled, even when multiple travelers are listed on the same invoice or reservation.

For example, if three travelers cancel, the ETA cancellation-processing fee will be charged three times.

The ETA cancellation-processing fee is separate from all supplier penalties and is nonrefundable. It covers the administrative work required to review the reservation, communicate with suppliers, cancel travel components, prepare documentation, reconcile the booking, and submit any eligible refund requests.

ADDITIONAL CANCELLATION CHARGES

Cancellation fees may include, but are not limited to:

• Supplier cancellation penalties
• Nonrefundable deposits
• Nonrefundable airfare or hotel rates
• Cruise line penalties
• Tour or excursion penalties
• Planning and professional service fees
• Credit card or payment-processing fees
• Name-change or reservation-change fees
• Group contract penalties
• Promotional fare penalties
• Any other fees imposed by ETA or the applicable supplier

Cancellation-processing fees do not replace or reduce any supplier-imposed fees or penalties.

REFUNDS

Refunds, when permitted, are determined solely by the applicable supplier and are subject to the supplier’s policies, processing procedures, timelines, and original method of payment.

ETA is not responsible for supplier delays, processing delays, bank or credit card processing timelines, supplier insolvency, bankruptcy, cessation of operations, or a supplier’s denial of a refund.

Submitting a cancellation request does not guarantee that a refund will be issued. Any refund received will be reduced by all applicable supplier penalties, nonrefundable amounts, and ETA fees

 

PAYMENTS 

After your deposit has been paid, a monthly installment plan may be created for your trip. Monthly installment payments must be made by the 28th of each month, excluding the initial deposit, which is due immediately unless otherwise stated in writing.

Each month, your card may be charged for your scheduled monthly payment according to the payment authorization on file. If you need to change your form of payment, a new credit card authorization form must be completed no later than 5 days prior to your next payment due date.

THERE IS NO GRACE PERIOD FOR FINAL PAYMENTS. Missing the final payment deadline could result in cancellation of your vacation package, loss of your reservation, loss of promotional pricing, loss of supplier inventory, cancellation penalties, and/or forfeiture of payments already made.

Payments are not considered complete until they have successfully processed and cleared. Declined cards, returned payments, failed payments, expired cards, incorrect billing information, fraud alerts, chargebacks, or payment delays may result in cancellation or additional fees.

Pricing and availability are subject to change until deposits and/or payments are received and applied by the supplier. ETA is not responsible for price increases, sold-out inventory, expired promotions, room category changes, airfare increases, or supplier changes that occur before payment is successfully processed and confirmed.

 

TRAVEL INSURANCE / TRAVEL PROTECTION

 

Travel insurance or travel protection is strongly recommended for every traveler. Travel insurance may help protect against certain unexpected losses, including but not limited to trip cancellation, trip interruption, medical emergencies, emergency evacuation, travel delays, baggage loss, supplier default, illness, injury, death, severe weather, missed connections, or other covered events, depending on the policy purchased.

Travel insurance benefits vary by provider, plan, coverage level, purchase date, and reason for cancellation or interruption. ETA does not guarantee that any insurance claim will be approved. Insurance claims are reviewed and determined solely by the travel insurance provider.

If a traveler declines travel insurance, the traveler understands and agrees that they are personally responsible for any and all losses, penalties, fees, non-refundable payments, supplier cancellation charges, medical expenses, travel delays, missed flights, denied boarding, emergency costs, or other financial losses that may occur before, during, or after travel.

By declining travel insurance, the traveler agrees that ETA is not responsible for reimbursing or absorbing any losses that travel insurance may have covered. The traveler further agrees not to hold ETA responsible for losses resulting from the traveler’s decision to decline, delay, or fail to purchase travel insurance.

If travel insurance is offered and the traveler declines, the traveler acknowledges that this decision is voluntary and that ETA has advised them of the importance of travel protection.

 

SUPPLIER TERMS AND THIRD-PARTY PROVIDERS

 

Epiphany Travel Agency acts as an independent travel advisor and booking intermediary. ETA does not own, manage, operate, control, or supervise hotels, resorts, airlines, cruise lines, transportation companies, tour operators, excursion providers, restaurants, travel insurance companies, or any other third-party supplier.

All travel services are provided by independent suppliers, and each supplier’s own terms, conditions, cancellation policies, payment deadlines, refund policies, safety rules, and operational decisions apply. By booking travel through ETA, the traveler agrees to be bound by the applicable supplier’s terms and conditions in addition to ETA’s terms and conditions.

ETA is not responsible for supplier errors, schedule changes, canceled flights, missed connections, resort renovations, room assignment issues, bedding requests, overbookings, downgrades, itinerary changes, cruise itinerary changes, port changes, denied boarding, service interruptions, government actions, supplier bankruptcy, supplier closures, or any act or omission of a third-party supplier.

 

TRAVEL DOCUMENTS, PASSPORTS, VISAS, AND ENTRY REQUIREMENTS

 

Each traveler is solely responsible for ensuring that they have proper identification, passports, visas, vaccination documents, travel authorizations, entry forms, consent forms for minors, and any other required travel documents.

Passports should be valid for at least six months beyond the return date of international travel unless the destination has a different requirement. ETA may provide general reminders or guidance, but ETA is not responsible for verifying each traveler’s legal ability to enter, exit, or transit through any destination.

ETA is not responsible for denied boarding, denied entry, missed travel, cancellation penalties, or financial losses caused by incorrect names, expired passports, missing visas, missing identification, incomplete documentation, incorrect traveler information, criminal history restrictions, immigration issues, custody/minor travel documentation issues, or failure to comply with government requirements.

Each traveler is responsible for reviewing all names and birthdates exactly as they appear on government-issued identification before payment is submitted. Name corrections or changes may result in supplier fees, airline fees, cancellation, rebooking, or fare increases.

 

ROOMING, BEDDING, AND SPECIAL REQUESTS

 

Room categories, bedding requests, connecting rooms, adjoining rooms, accessible rooms, floors, views, locations, and other preferences are subject to supplier availability and are not guaranteed unless specifically confirmed in writing by the supplier.

ETA may submit special requests on behalf of travelers, but ETA cannot guarantee that any request will be honored. Travelers are responsible for any additional fees associated with room changes, upgrades, bedding changes, occupancy changes, name changes, or special requests.

 

AIRFARE AND FLIGHT SCHEDULE CHANGES

 

Airline schedules, seat assignments, baggage fees, boarding requirements, flight times, aircraft types, routes, and connection times are controlled by the airline and are subject to change at any time.

ETA is not responsible for airline delays, cancellations, missed connections, schedule changes, lost baggage, damaged baggage, denied boarding, seat assignment changes, or additional airline fees. Travelers are responsible for checking flight schedules, airline policies, baggage rules, and check-in requirements before departure.

ETA strongly recommends arriving at the airport early and, when cruising, arriving at least one day prior to the cruise departure date.

 

RELEASE FROM LIABILITY

 

Epiphany Travel Agency, its owners, shareholders, directors, officers, employees, independent contractors, agents, representatives, affiliates, successors, and assigns are not liable for any injury, loss, damage, delay, inconvenience, disappointment, additional expense, emotional distress, financial loss, illness, death, or damage to person or property arising out of or related to travel services provided by third-party suppliers.

Without limitation, ETA is not responsible for any loss, injury, damage, delay, inconvenience, cancellation, interruption, or additional expense caused by or resulting from force majeure events, including but not limited to acts of God, weather, natural disasters, government actions, war, civil unrest, strikes, labor disputes, terrorism, criminal acts, pandemics, epidemics, quarantine, border closures, supplier bankruptcy, supplier default, overbooking, downgrading of accommodations, mechanical failures, transportation delays, airline cancellations, cruise itinerary changes, resort construction, sanitation issues, food-related illness, allergic reactions, medical emergencies, limited medical care, evacuation difficulty, animal or insect bites, recreational activities, excursions, or any other event beyond ETA’s control.

To the fullest extent permitted by law, the traveler releases ETA from liability for ordinary negligence and agrees that ETA shall not be liable for indirect, incidental, consequential, special, punitive, or emotional distress damages.

Nothing in this agreement is intended to release ETA from liability for conduct that cannot legally be waived under applicable law.

 

FORCE MAJEURE

 

Epiphany Travel Agency shall not be liable or responsible for any failure, delay, interruption, cancellation, change, loss, injury, damage, additional expense, or inability to perform any travel-related service due to circumstances beyond its reasonable control.

Force majeure events include, but are not limited to, acts of God, severe weather, hurricanes, earthquakes, floods, fires, natural disasters, pandemics, epidemics, quarantine restrictions, public health emergencies, government actions, travel bans, border closures, war, terrorism, civil unrest, strikes, labor disputes, airline disruptions, cruise itinerary changes, supplier closures, resort closures, transportation interruptions, mechanical failures, cyberattacks, power outages, or any other event beyond the control of Epiphany Travel Agency or its suppliers.

In the event of a force majeure occurrence, travel arrangements may be delayed, modified, rescheduled, interrupted, or cancelled by suppliers, government authorities, airlines, cruise lines, resorts, transportation companies, or other third-party providers. Any refunds, future travel credits, rebooking options, penalties, or cancellation fees will be determined solely by the applicable supplier’s terms and conditions.

Epiphany Travel Agency is not responsible for reimbursing travelers for losses, penalties, non-refundable payments, missed travel, additional lodging, replacement flights, transportation, meals, excursions, medical expenses, quarantine costs, or any other expenses caused by a force majeure event.

Travelers are strongly encouraged to purchase travel insurance or travel protection to help protect against certain covered losses. If a traveler declines travel insurance, the traveler understands and agrees that they are personally responsible for any losses, penalties, fees, or additional expenses resulting from a force majeure event and agrees not to hold Epiphany Travel Agency financially responsible for such losses.

Force majeure does not automatically guarantee a refund. Refunds, credits, or rebooking options are subject to the supplier’s policies and any applicable travel insurance coverage.

 

ASSUMPTION OF RISK

 

I acknowledge that travel involves certain risks, including but not limited to illness, injury, theft, accidents, delays, weather events, transportation issues, political unrest, crime, supplier negligence, limited access to medical care, and other unexpected conditions.

I understand that conditions at my destination may differ from those in my home city or country. I voluntarily assume all risks associated with my travel and agree to hold harmless Epiphany Travel Agency from claims arising from third-party acts, supplier actions, destination conditions, or circumstances beyond ETA’s control.

 

MEDICAL, HEALTH, AND ACCESSIBILITY ACKNOWLEDGMENT

 

Each traveler is responsible for determining whether they are physically, medically, and emotionally able to participate in the selected trip, tours, excursions, activities, and transportation.

ETA is not responsible for providing medical advice, determining fitness for travel, arranging medical care, or ensuring that destinations, resorts, ships, excursions, or transportation providers can accommodate every medical, mobility, dietary, or accessibility need.

Travelers with medical conditions, mobility limitations, dietary restrictions, pregnancy considerations, allergies, or accessibility needs must notify ETA in writing before booking. ETA may share requests with suppliers but cannot guarantee accommodation.

 

CHARGEBACK AGREEMENT

 

By booking with Epiphany Travel Agency, the traveler acknowledges and agrees that ETA provides professional travel planning, coordination, booking assistance, supplier communication, itinerary support, administrative services, and other travel-related services.

The traveler agrees not to file an improper or false chargeback for authorized payments, non-refundable payments, supplier-imposed penalties, cancellation fees, planning fees, service fees, or services that were properly rendered by ETA or the applicable supplier.

If the traveler has a concern regarding a charge, cancellation, refund, supplier issue, or service concern, the traveler agrees to first contact ETA in writing and allow ETA a reasonable opportunity to research and respond before initiating a chargeback or payment dispute.

The traveler understands that filing a chargeback does not cancel supplier terms, cancellation penalties, travel agreements, or financial obligations. The traveler remains responsible for all amounts due under the booking, including any supplier penalties, ETA fees, chargeback fees, collection costs, attorney’s fees, administrative costs, and any unpaid balance to the fullest extent permitted by law.

If a chargeback is filed for a payment that was authorized, properly disclosed, non-refundable, or subject to supplier cancellation penalties, ETA reserves the right to provide the signed Passenger Agreement, credit card authorization, invoice, payment history, email communication, supplier terms, cancellation policy, travel documents, and other documentation as evidence in response to the dispute.

Nothing in this section is intended to waive any non-waivable consumer rights under applicable law. However, the traveler agrees that chargebacks should not be used as a substitute for ETA’s written cancellation process, supplier refund process, travel insurance claims process, or the dispute resolution process outlined in this agreement.

 

REFUNDS

 

Refund eligibility is determined by the applicable supplier’s terms and conditions. ETA does not guarantee refunds unless confirmed in writing by the supplier.

If a refund is approved by the supplier, the refund will be processed according to the supplier’s timeline. ETA is not responsible for delays caused by suppliers, credit card processors, banks, cruise lines, airlines, resorts, tour operators, or insurance companies.

ETA planning fees, service fees, research fees, consultation fees, and administrative fees are non-refundable unless otherwise stated in writing.

 

GROUP TRAVEL

 

For group trips, each traveler is responsible for making timely payments according to the payment schedule. One traveler’s cancellation, late payment, roommate change, occupancy change, or failure to travel may affect the pricing or rooming arrangements of other travelers.

If a roommate cancels or fails to make payment, the remaining traveler or travelers may be responsible for additional costs, including single supplement charges, occupancy changes, repricing, supplier fees, or room changes.

ETA is not responsible for personal disputes between roommates, family members, group members, or traveling companions.

 

VOLUNTARY PARTICIPATION

 

I confirm that my participation in the trip is voluntary. I am fully aware that travel may involve risks, unexpected changes, and circumstances outside the control of Epiphany Travel Agency.

I have reviewed the description of the trip, payment terms, cancellation terms, supplier terms, travel insurance options, and risks associated with travel. I choose to participate with full knowledge and acceptance of those risks.

 

BINDING ARBITRATION

 

I agree that any dispute, claim, or controversy arising out of or related to this agreement, travel services, promotional material, payments, cancellations, refunds, chargebacks, supplier issues, or the trip itself shall be resolved exclusively by binding arbitration in accordance with the Federal Arbitration Act, 9 U.S.C. §§ 1-16.

Arbitration may be conducted through the Commercial Rules of the American Arbitration Association, also known as AAA, or the Comprehensive Arbitration Rules and Procedures of Judicial Arbitration and Mediation Services, Inc., also known as JAMS.

The proceedings shall be governed by substantive Georgia law and shall take place in Atlanta, Georgia, unless otherwise required by applicable law.

By agreeing to these terms, both parties waive the right to a trial by jury and waive the right to participate in a class action, collective action, or representative action to the fullest extent permitted by law.

 

KNOWING AND VOLUNTARY EXECUTION

 

I have carefully reviewed these Terms and Conditions and fully understand them. I understand that this agreement includes a release of liability, assumption of risk, travel insurance acknowledgment, payment authorization, chargeback agreement, and binding arbitration clause.

By signing, I voluntarily agree to these terms and confirm that I have had the opportunity to ask questions before submitting payment or participating in travel.

 

PHOTOGRAPHIC RELEASE

 

Epiphany Travel Agency may take or receive photos and videos of trips, travelers, events, activities, and group experiences. I authorize ETA to use such photos or videos for marketing, social media, website, promotional, and business purposes without compensation.

If I do not want my image used, I must notify ETA in writing before travel begins.

 

USE OF WEBSITE

 

Agreement between Customer and Epiphany Travel Agency: The Epiphany Travel Agency website is offered on the condition of your acceptance of the terms, conditions, and notices detailed herein. By using the website, submitting an inquiry, completing a form, joining an email list, requesting a quote, or booking travel, you agree to these terms.

Liability Disclaimer: The information, products, pricing, availability, descriptions, and services listed on this website may include inaccuracies, typographical errors, outdated information, or changes made by suppliers. ETA may update or change website content at any time without notice.

Links to Other Websites: The website may contain hyperlinks to external websites not controlled by ETA. These links are provided for convenience and reference only. ETA is not responsible for the content, accuracy, security, privacy policies, operation, or practices of external websites.

Website Use and Communications: By submitting information through ETA’s website, forms, booking pages, or email communication, the customer agrees that ETA may use the information provided to respond to inquiries, prepare quotes, manage bookings, send travel-related communication, and provide service related to travel planning.

 

ELECTRONIC SIGNATURE AND AUTHORIZATION

 

Electronic signatures, typed signatures, checkbox acknowledgments, online form submissions, email approvals, payment submissions, and credit card authorizations shall have the same legal effect as handwritten signatures to the fullest extent permitted by law.

By submitting payment, the traveler confirms that they have reviewed and agreed to the applicable invoice, supplier terms, ETA terms, cancellation policies, and payment authorization.

 

SEVERABILITY

 

If any part of this agreement is found to be invalid, unlawful, or unenforceable, the remaining provisions shall remain in full force and effect.

 

ENTIRE AGREEMENT

 

This agreement, along with the applicable invoice, supplier terms, credit card authorization, travel insurance acceptance or decline form, and written communications from ETA, represents the entire agreement between the traveler and Epiphany Travel Agency regarding the travel services being provided.

No verbal statement, social media message, text message, or informal communication shall modify these terms unless confirmed in writing by ETA.