Client Agreement & Terms & Conditions
By making a payment to Green Book Vacations, LLC (referred to as “we,” “us,” or “our”), you agree to the terms outlined in this document. This agreement ensures transparency and sets expectations as we collaborate to plan your travel experience.
Authorization for Payment
I authorize Green Book Vacations, LLC, to charge the credit card or bank account provided for the amount specified on today’s date. This payment covers the services detailed in the invoice. I understand that all payments made to Green Book Vacations are non-refundable.
I certify that I am an authorized user of the credit card and will not dispute the payment, provided the transaction corresponds to the terms outlined in this invoice.
Deposits & Reservations
- A deposit and a completed registration form are required for all private and group travelers.
- Group travel reservations remain open to anyone, provided the final payment deadline has not passed, and space is available.
Booking Process
To start a booking, you need to agree with this agreement/terms and conditions, pay the trip deposit and our professional service fees (where applicable) and complete the credit card authorization ,if using a credit card for payment. We are free to accept your offer on behalf of the relevant Supplier or reject it at our sole discretion. We accept all major credit or debit cards with a verifiable billing address. You hereby authorize us to process the charge to the credit or debit card you provide to us for the total amount of your booking and our professional services. To protect our customers, we verify with the credit/debit card company that the billing address and credit card verification number you provided to us is accurate and that your debit/charge will be accepted. Until such information is verified, the fare is subject to change. We are not responsible for any transaction that is declined based upon a credit/debit card that is declined by the issuing company or a travel provider or if, for any reason, the debit/credit card billing address and/or credit card verification number cannot be verified in a timely manner, nor are we responsible for any changes in fare or any other charges that may occur during our verification process. In the event the fare selected is not available, an approval code may have been issued on your credit card. If the transaction is not completed the approval code may temporarily debit the amount from your bank account. The terms of your booking (such as price, availability and/or dates of travel) are not guaranteed until the ticket or confirmation number is issued. Please note that once you have completed the booking, you can only cancel or change the details (such as names or destinations) of your booking at our sole discretion and in accordance with these and the Supplier’s terms & conditions. Travel arrangements involving airline and cruise components are subject to Suppliers’ supplemental price increases that may be imposed by the Supplier and/or government, even after you have completed your purchase. You hereby consent to any such price increases and authorize your credit or debit card to be used for them. Suppliers have their own contracts covering cancellation penalties and other terms and conditions, and you may be bound by those contracts regardless of whether you receive notice of their terms.
Minimum Monthly Payment Installments
- After securing your reservation with a deposit, monthly installment payments are required by the due date listed on your invoice.
- Courtesy reminders will be sent, but it is the traveler’s responsibility to ensure payments are made on time.
- You may submit payments exceeding the minimum required amount. Any additional payments will be applied to your trip balance.
Grace Period & Late Fees:
- A 5-day grace period applies to monthly installment payments. Afterward, a $25 late fee will be charged.
- Final installment payments have no grace period. Late fees apply immediately after the due date, and the trip is subject to cancellation.
- Reservations canceled due to non-payment will forfeit all money paid and are not transferable or refundable, even with travel protection.
Credit Card Rights: We also strongly recommend that you use a credit card for your purchase, so that you can exercise your rights under the Fair Credit Billing Act if you do not receive the services you purchased. However, if we are the credit card merchant, our role is to facilitate the sale, collect funds on your behalf, and remit those funds to the Supplier. If the Supplier does not provide the services, your only recourse would be against the Supplier, and you agree not to initiate a chargeback against us.
Roommate Payments
- Roommates must each submit separate registration forms and deposits within 24 hours of each other to secure the reservation.
- All roommates share responsibility for ensuring payments are made on time to avoid changes to the occupancy rate.
- If adjustments are required due to incomplete payments, remaining roommates will be responsible for the additional costs.
- Monthly payment summaries are available upon request.
Refunds
- Payments to Green Book Vacations, LLC, are non-refundable and non-transferable due to supplier agreements.
- Travelers are encouraged to evaluate their ability to attend and cover associated costs, such as airfare, meals, and activities.
- Refunds through suppliers or travel protection plans are subject to their terms, conditions, and timelines.
Travel Protection/Insurance
- Travel insurance is strongly recommended to safeguard your investment. It provides coverage for unexpected issues, including cancellations, delays, or medical emergencies.
- Green Book Vacations will provide insurance quotes upon request. Travelers should carefully review the terms and conditions provided by the insurance supplier.
- For your protection, we strongly recommend that you purchase trip cancellation and travel accident insurance. Please note that, unless you buy a cancel for-any-reason policy, most policies have a specific clause stating they do not cover epidemics and pandemics, especially when travel warnings are in place. We are not qualified or authorized to answer technical questions about benefits, exclusions, and conditions of any of the insurance offered, nor evaluate the adequacy of your existing insurance coverage. No representation or description of the insurance made by our staff constitutes a binding assurance or promise about the insurance. You agree to hold us harmless for your election not to purchase travel insurance or for any denial of claim by travel insurer as it relates to COVID-19 or any other claim under the policy.
Travel Documentation
Passports:
- For international trips, passports are the preferred form of travel documentation.
- Passport details (number, issue date, expiration date) must be submitted by the final payment due date.
- We strongly recommend that you take into account that certain countries will not admit a passenger if their passport expires within six (6) months of the date of entry.
- Non-United States citizens may require additional documentation.
Visas:
- Some destinations require a visa. It is the traveler’s responsibility to obtain necessary visas before departure.
Cruise Documentation:
- U.S. citizens on closed-loop cruises may re-enter the U.S. with proof of citizenship, such as a government-issued birth certificate and photo ID. However, Green Book Vacations strongly recommends all guests travel with a valid passport.
It is your responsibility to obtain and carry a valid passport, visa(s), and all other documents required by applicable government regulations. Beginning on January 1, 2024, you must present a driver’s license or another form of identification that complies with the requirements of the Federal Real ID Act (see www.dhs.gov/real-id for more information) for domestic travel. Children and infants also require all such travel documents. Minors traveling with one parent, and/or without both parents, may be stopped and not admitted, unless authenticated and verified consent forms are provided to the authorities. Parental or legal guardian consent must be provided to the supervising adult/group leader. You acknowledge any failure to strictly comply with these requirements may result in denied boarding or an undue delay at an airport security checkpoint causing you to miss flight(s), and subsequent scheduled travel bookings on cruises and tours. Each foreign country holds different views of past criminal offenses, whether within or outside of their boundaries. If you have a current or past offense, and you are unsure how the country you are traveling to (or through) views that offense, please contact that country directly for entry and exit requirements. We feel it is an invasion of privacy for any member of our staff to make such an inquiry.
Hold Harmless Statement
Travel involves inherent risks. While Green Book Vacations, LLC, takes every precaution to ensure your safety, we are not liable for:
- Illness, accidents, death or other incidents during travel.
- Acts of God, terrorism, or unsafe conditions.
- Changes made by airlines, hotels, or other suppliers.
Green Book Vacations, LLC is not responsible for the actions, expenses or harm incurred by travelers who disregard the instructions of the Green Book Vacations, LLC representative(s), travelers who depart from the planned activities of the tour, or travelers who follow the instructions of a non-Green Book Vacations, LLC representative(s).
Green Book Vacations, LLC 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 and bedding configuration is the sole discretion of the hotel. Requests can be made but are not guaranteed. Baggage fees of the airlines are not included in 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 or employees of Green Book Vacations, LLC. Green Book Vacations, LLC 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 Green Book Vacations, LLC or (5) acts of God.
The traveler agrees for him/herself, his/her heirs and assigns, executors and administrators to hold harmless and release Green Book Vacations, LLC, 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.
By making a payment towards this trip, you release Green Book Vacations, LLC, and its agents from liability arising from these risks.
Cancellations by Green Book Vacations, LLC
In rare cases, we may need to cancel a trip due to insufficient participation or events outside our control. In such cases, all payments made to Green Book Vacations will be refunded. We are not responsible for penalties imposed by airlines or other suppliers.
Use of Images
Photos and videos taken by Green Book Vacations representatives during tours may be used in promotional materials.
Amendment of Terms
Green Book Vacations, LLC reserves the right to amend these terms and conditions as necessary.
Professional Service Fees
Green Book Vacations charges professional fees in addition to supplier costs. These fees are non-refundable:
| Service |
|
Fee |
| Research/Planning |
|
$50 |
| Cancellation |
|
10% of total booking |
| Air Transaction Only |
|
Up to $35 |
| Hotel Transaction Only |
|
Up to $45 |
| Car Rental Transaction Only |
|
Up to $35 |
| Unaccompanied Minor Tickets |
|
Up to $75 |
| Changes to Existing Tickets |
|
Up to $75 |
| Pursuing Refunds from Suppliers |
|
Up to $25 |
| Rebooking Using Future Travel Credits |
|
Up to $50 |
Agent for Suppliers
Green Book Vacations, LLC and Travel Planners International, Inc. (collectively “we” or “us”) act as sales agent for any airline, hotel, car rental company, tour operator, cruise line, or other service provider named in your itinerary or confirmation (“Suppliers”). We are not responsible for the acts or omissions of the Suppliers or their failure to adhere to their own schedules, provide services or refunds, financial default, or failure to honor future trip credits. In the event that a Supplier defaults prior to providing the service to you for which payment has been made, the sole recourse for refund shall be with the defaulting Supplier, from insurance covering such defaults if any, or from other responsible third party. We have no special knowledge regarding the financial condition of the Suppliers and no liability for recommending a trip credit in lieu of a refund
Review Your Travel Documents Immediately
Once tickets and confirmations have been issued, it is your responsibility to review and inform us of any errors. Suppliers may have penalties for modifications or refunds. We do not have control over printed prices on the tickets, although some tickets may have BT (Bulk fare) printed on them, and some may have a specific value on them, which may be different (lower or higher) than the fare collected.
Risks Related to Covid-19
You agree that it is your personal decision to travel, and you are doing so with full knowledge of current travel recommendations and travel restrictions with regards to the risks of COVID-19. We have no responsibility for COVID-19-related requirements that travel suppliers and governments may impose from time to time, such as health affidavit forms, health screenings prior to departure or upon arrival, face coverings, exclusions, closures, or quarantines. For the latest COVID-19 government travel regulations, we recommend going to IATA’s website at https://www.iatatravelcentre.com/international-travel-document-news/1580226297.htm. For the latest travel supplier requirements, check the supplier’s home page.
Other Risks of Travel and Release
We assume no responsibility for and shall not be liable for the acts or omissions of any party not under our control, or any acts of God, unsafe conditions, terrorism, health hazards including pandemics, illnesses, weather hazards, or the suitability for a disabled person of any portion of any trip. We have no special knowledge of dangers during travel or at destinations. For information related to such dangers, we recommend going to the State Department travel website at www.travel.state.gov, click on "Find International travel Information” then click on "Country Information", and fill in the name of the destination country. For medical and health information, we recommend going to the Centers for Disease Control website at www.cdc.gov/travel, then click on “Destinations” and scroll to the name of the destination country. It is your personal decision to travel, and you are doing so with full knowledge of current travel recommendations and travel restrictions with regards to the risks of COVID-19. YOU HEREBY EXPRESSLY ASSUME ALL OF THESE RISKS AND DANGERS, AND YOU HEREBY EXPRESSLY AGREE TO FOREVER RELEASE, DISCHARGE AND HOLD US, AND OUR AGENTS, EMPLOYEES, OFFICERS, DIRECTORS, ASSOCIATES, AFFILIATED COMPANIES, GUIDES, GROUP LEADERS, AND SUBCONTRACTORS HARMLESS AGAINST ANY AND ALL LIABILITY, ACTIONS, CAUSES OF ACTIONS, SUITS, CLAIMS, AND DEMANDS OF ANY AND EVERY KIND AND NATURE WHATSOEVER WHICH YOU NOW HAVE OR WHICH MAY HEREAFTER ARISE OUT OF OR IN CONNECTION WITH THESE RISKS AND DANGERS.
Claims Deadline and Exclusive Jurisdiction
You agree to present any claims against us within 30 days after your trip ends and to file suit within one year of the incident, and you acknowledge that this expressly limits the applicable statute of limitations to one year. You agree that the courts in will be the exclusive jurisdiction for all claims brought by you against , and that the courts in Lexington County, South Carolina, will be the exclusive jurisdiction for all claims brought by you against Green Book Vacations, and that the courts of Orange County, Florida will be the exclusive jurisdiction for all claims brought by you against Travel Planners International, and you hereby submit to the personal jurisdiction of those courts. FL Seller of Travel License ST17873 CST: 2063964
Acknowledgment
Before we make or finalize arrangements for your trip, we require that you sign below or read and agree with the these terms and client agreement. Your electronic signature and/or payment submission will signify your agreement with the following terms and conditions on behalf of yourself and all members of your traveling party.