Terms & Conditions

By booking your arrangement with The Velvet Crown Collective, you (“the Client”) agree to be bound by these Terms & Conditions, as well as any additional terms and conditions of third-party suppliers associated with your booking. The lead traveler is responsible for distributing these terms to all travelers in the group and for the accuracy of booking and payment information provided. The Velvet Crown Collective acts solely as a sales agent for travel suppliers (e.g., airlines, hotels, tour operators). We are not liable for personal injury, delays, cancellations, or losses caused by third-party suppliers or events beyond our control.

IDENTIFICATION: Guests must make reservations in the full name that is listed on their passport that they will use for travel. If you need to make any changes to a name after travel documents have been issued, clients will be responsible for all name change fees, if applicable.

PAYMENTS: Reservations can be made online with major credit cards.

REFUNDS: All payments to The Velvet Crown Collective are non-refundable and non-transferable. This is because The Velvet Crown Collective has contractual agreements with hotels, airlines, bus companies and other vendors that will not allow us to obtain refunds. This way, we can keep our package prices competitive and allow you to make monthly payments on your vacation.

PASSPORTS AND VISAS: Passengers are responsible for ensuring they have the proper travel documents complying with passport, visa, vaccination, and travel advisory requirements and MUST CHECK with the respective consulate(s) or visa agency to determine whether any visas or passports are required. Passports are required to be valid for at least 6 months after the date of travel. Some countries require a full blank “VISA” page in the passport for stamping purposes. Any information provided in the travel description pertains to US citizens only. Non-US citizens should check with the respective consulate of the country(s) to be visited for current entry requirements. The Velvet Crown Collective does not provide or validate travel requirements for Non-US citizens. We strongly suggest all cruise passengers have a valid passport in their possession while cruising.

TRAVEL INSURANCE:  At The Velvet Crown Collective we strongly encourage all travelers to obtain travel insurance to protect their travel investment and ensure peace of mind throughout their journey. While we can assist in providing travel insurance options through our top-tier vendor relationships, the final responsibility for obtaining and maintaining travel insurance lies solely with the traveler. The Velvet Crown Collective, is not an insurance provider and cannot make binding guarantees about coverage. If a traveler decides not to purchase travel insurance through our agency, it is their 100% responsibility to secure insurance independently. Failure to obtain travel insurance may result in a lack of coverage for unforeseen circumstances, and The Velvet Crown Collective, will not be held liable for any losses or issues arising from the absence of travel insurance. Travelers are advised to carefully review and understand the terms and conditions of any travel insurance policy they choose, whether provided through our agency or independently obtained.

TRAVEL DOCUMENTS: Provided full payment is received no later than your Final Payment Due date, travel documents and travel instructions will be sent via email and/or mail 30 days or earlier before travel. CHILDREN: All children under 18 must be accompanied by an adult. The minimum age for children on tours is 16. Accompanying adults are responsible for the safety of their children. Please note that many countries have adopted practices to prevent international abductions of children. If a person under the age of 18 years will be traveling with an adult other than his/her parents or with only one parent, a notarized letter written by the parents, or non traveling parent, granting authorization to travel, including the dates of travel, should be carried.

PRICES: All prices listed are per person based upon shared twin room occupancy unless otherwise clearly specified. Prices do not include items of a personal nature, such as laundry, wines, water, beverages, food (other than at all-inclusive resorts or where clearly specified), passport and visa fees, insurance, and foreign port taxes unless specifically indicated in the package inclusions. Prices are correct at the time of publication; however, as airfares continually fluctuate and classes of service may have limited capacity, tour package prices and availability will change accordingly. In case of human or computer error, The Velvet Crown Collective reserves the right to re-invoice for the correct price or service. A full refund will be made to passengers who choose not to pay an increase, provided The Velvet Crown Collective receives a written cancellation within five days of the price increase notification.

AUTOMATIC BILLING PLAN You are automatically enrolled in our automatic billing plan upon booking. You can relax knowing that your future payments will be made automatically. When you book, we’ll calculate an evenly divided automatic billing plan for you, and you will know in advance on the day of every month that your payment will be processed. Your initial deposit is due at the time of booking, and your future payments will be charged according to the schedule you see on your invoice. Automatic billing is available at no charge. You can opt out of automatic billing by emailing us after you make your reservations. Please send an email to info@thevelvetcrowncollective.co.site

PAYMENTS & CANCELLATION

• Deposit: A deposit is due at the time of reservation. All deposits are non-refundable and non-transferable. All reservations (except where specified) will require a deposit, and the amount due and the monthly payment plan will be clearly noted.
• Full Payment: All reservations can be paid in full at the time of booking as long as the tour still has available space.
• Late Payment: If there is any outstanding balance by the Final Payment Due date listed on your invoice, a late fee of $75 will automatically be added to your invoice one day after your final payment date.
• All trip payments will be processed through the TravelJoy credit card system, which currently charges : 3.5% + $0.30 per transaction for credit card payments and 1.5% for ACH transfers. This system allows travelers to pick due dates and amounts that best suit their budget, providing flexible payment options for their trips. However, while the system allows flexible payment scheduling, any account that falls more than two months behind on its agreed-upon payment plan may result in automatic cancellation of the booking.
• Clients waive the right to initiate a credit card chargeback unless fraud has occurred. Unauthorized chargebacks may result in legal collection of all costs, including attorney fees.

The purpose of this policy is to establish clear expectations regarding monthly payments for group travel packages organized by The Velvet Crown Collective. Group travel involves careful coordination, financial planning, and contractual commitments with hotels, transportation providers, activity vendors, and other service partners.

Each group trip is structured based on a specific number of confirmed participants, and pricing is often negotiated according to this number. When a participant fails to make timely payments, becomes delinquent, or drops out unexpectedly, it can jeopardize the integrity of the entire group booking. This may result in increased costs for remaining travelers, potential cancellations of group discounts, or the loss of reservations secured under group contracts.

Therefore, consistent payment from each participant is essential to:

• Honor contractual obligations with travel partners

• Maintain accurate headcounts and reservations

• Protect pricing and benefits for the entire group

• Ensure a smooth and organized experience for all travelers

By implementing this policy, The Velvet Crown Collective aims to provide a professional and reliable travel experience that respects the commitment of every group member and the operational needs of the travel industry.

2. Monthly Payment Requirements

• All group trip participants are required to make monthly payments according to the schedule provided at the time of booking.

• Payments are due on the same date each month, as specified in the participant's payment plan.

• These payments are critical for securing travel-related reservations including, but not limited to, lodging, transportation, excursions, and administrative services.

3. Missed Payments and Delinquency

• A participant may not be more than two (2) months behind on their scheduled payments at any time.

• If a participant falls two months behind, they will be issued a formal written notice regarding the payment delinquency.

• Participants will be given a limited time frame to bring their account current following the notice.

4. Late Fee and Cancellation

• If payment is not received by the deadline indicated in the delinquency notice, a $75 late fee will be assessed to the participant’s account.

• Failure to make payments after the two-month grace period will result in automatic cancellation of the participant's trip reservation.

• In the event of cancellation due to non-payment, all funds previously paid will be forfeited. No refunds will be issued, as funds are used to secure third-party services that are non-refundable and non-transferable.

5. Special Circumstances

• Participants experiencing financial hardship are encouraged to contact The Velvet Crown Collective as early as possible to discuss potential accommodations.

• Extensions or modifications to this policy may be made on a case-by-case basis at the sole discretion of The Velvet Crown Collective but are not guaranteed.

Form of Payment: The Velvet Crown Collective accepts all major credit or debit cards (American Express, Discover, Mastercard, Visa and bank transfers).

Cancellation: Once reservations have been made, cancellations will only be accepted in writing. Email your cancellation request to info@thevelvetcrowncollective.co.site with your invoice number, full name, and travel date. If you do not receive an acknowledgment within 48 hours, please call 516-653-1863 to ensure your information was received. A $50 per person cancellation fee applies to all cancellations, including rebooking. This is in addition to supplier penalties.

Cancellation Fee for Groups (After 3+ Months of Service)

If The Velvet Crown Collective (TVCC) has provided planning and travel coordination services for an individual or group for a period exceeding three (3) months, and the traveler(s) subsequently cancels the trip, a non-refundable cancellation fee of **$60 per person** will apply.

This cancellation fee is assessed in recognition of the time, resources, and administrative efforts invested in planning and vendor coordination.
Please note: The cancellation fee must be paid in full before TVCC will assist in submitting any travel protection or insurance claims for a refund. Failure to submit the cancellation fee may result in a delay or inability to proceed with the claim process.

Reservation Name Changes: Clients must verify the accuracy of their booking confirmation within 48 hours of receipt. Failure to report any discrepancies within this time frame will be interpreted as acceptance of the booking details. A $35 fee per person may apply to any booking change requests made after the initial 48 hours of confirmation. This includes, but is not limited to, name corrections, date changes, and upgrades. Additional fees imposed by hotels or other service providers may also apply in such cases.

Additional Fee Policy: I understand that The Velvet Crown Collective does not receive commissions on flight-only bookings and vacation home rentals (e.g., Airbnb, Priceline, VRBO, Turnkey, HomeAway, etc.). As such:

• If I choose a flight-only booking, a 5% additional fee will be added to the total cost.
• If The Velvet Crown Collective books a vacation home to meet my request or budget, a 12% additional charge will be added to the total price, which must be paid at the time of booking.

Booking Fee Structure:

By engaging the services of The Velvet Crown Collective, hereinafter referred to as "the Company," you, the client, agree to the following terms and conditions governing booking fees for vacation packages:

• For bookings with a total package cost ranging from $2,000 to $3,000, the booking fee will be $125 per person based on double occupancy.
• For bookings with a total package cost ranging from $3,100 to $4,500, the booking fee will be $175 per person based on double occupancy.
• For bookings with a total package cost ranging from $4,600 to $6,000, the booking fee will be $250 per person.
• For bookings with a total package cost of $6,100 or more, the booking fee will be capped at $300 per person.

COVID-19 WAIVER OF LIABILITY

In Spring 2020, the World Health Organization (WHO) declared the Novel Coronavirus (COVID-19) a worldwide pandemic.
The Centers for Disease Control (CDC) issued several preventative measures to combat the virus, such as frequent hand washing,
wearing a mask or face covering, and keeping at least 6 feet away from others. If contracted, this virus has the ability to cause
the traveler serious and severe illness. For more information on the COVID-19 virus, please visit the CDC webpage at www.cdc.gov.

I understand and agree to the following:

1. COVID-19 is a highly contagious virus that can be spread via person-to-person contact;
2. After reasonable inquiry, The Velvet Crown Collective (TVCC) provided me with the best available information regarding the pandemic-protection.
   policies and practices of the vendors and suppliers in my travel itinerary;
3. Supplier(s) of TVCC may have policies in place to help prevent the spread of COVID-19. TVCC T is not the drafter or holder of those policies, 
   and I understand that these policies can change at any time;
4. I understand that the supplier(s) may not apply those policies as diligently as the policies suggest, and even if the supplier makes a good
   faith effort to enforce its good practices, some travelers may simply refuse to cooperate;
5. I understand that each state/country institutes its own pandemic-protective policies and regulations. I further understand that I am responsible
   for knowing, understanding, and abiding by the pandemic-protective policies and procedures regarding COVID-19 of all state(s)/country(ies)
   listed in my travel itinerary, including any policy updates. I also understand that I may be denied entry into the country for reasons within
   or outside of my control;
6. I understand that by traveling, I can be subject to voluntary or involuntary quarantine either at home or in the traveled location(s);
7. I am responsible for knowing, understanding, and abiding by the pandemic-protective policies and procedures regarding COVID-19 of all vendors
   used in my travel itinerary, including any policy updates;
8. With full awareness and appreciation of the risks involved, I, for myself, and on behalf of my traveling companions, including, but not limited
   to, my family, spouse, estate, heirs, executors, administrators, assigns, and personal representatives, assume all risks of travel and hereby
   forever hold harmless, waive, discharge, and release TVCC, its officers, agents, independent contractors, affiliates, employees, successors,
   and assigns (collectively the “Released Parties”) from any and all liability, claims, demands, actions, and causes of action, directly or
   indirectly arising out of or related to any loss, damage, or injury, including death, that may be sustained by me related to COVID-19 whether
   caused by the negligence of the Released Parties or any third-party vendor or supplier partnering with TVCC;
9. I agree to indemnify, defend, and hold harmless the Released Parties from and against any and all costs, expenses, damages, claims, lawsuits,
   judgments, losses, and/or liabilities (including attorney fees) arising either directly or indirectly from or related to any and all claims made
   by or against any of the Released Parties due to bodily injury or harm, death, loss of use, monetary loss, or any other injury from or related
   to my use of TVCC services, or the services of TVCC’s suppliers or vendors, specifically related to COVID-19.

FORCE MAJEURE

There may be times when either party is unable to perform, or complete performance, under the travel contract for reasons out of each other’s control. These are called force majeure events and, if they occur, make performing under the contract inadvisable, commercially impracticable, illegal, or impossible. Events that may trigger this provision include but are not limited to, acts of God, acts of government, acts of war or civil unrest, insurrection or revolts, military action, strikes or other labor activities, criminal or terrorist activities of any kind, or the threat thereof, pandemics, epidemics, illnesses or health conditions prevalent in the area of travel, earthquakes, hurricanes, lightning, and explosions, unexpected legislation, or any other event outside the reasonable control of either party. In the event that a force majeure event occurs, the parties will look to and follow the cancellation policies of the suppliers, what is stated in the travel proposal, and these terms & conditions. Any changes to those policies are at the sole discretion of the supplier (if applicable) and Travel Agency. Passengers will be informed of their options if a force majeure event occurs.

Airline & Accessibility Policies

AIRLINE SEAT ASSIGNMENTS
The airlines bear the sole authority of assigning seats on group flights. All The Velvet Crown Collective (TVCC) airline contracts are for economy-class seats only. 
If you require another class of service, you may consider purchasing your own flights and purchasing your land-only package from TVCC.

AIRLINE FREQUENT FLIER PROGRAMS
Passengers are responsible for contacting their airline directly regarding mileage eligibility and accrual. Airline frequent flier programs determine whether
to award miles in part or total based on their own rules, which are updated frequently. Some discounted or promotional airfares, as well as some code-share flights,
are not eligible for mileage accrual. Some private airfares, such as a "TVCC Travel Airfare," are not eligible for mileage or may qualify for reduced mileage,
even if the same airline class of service is eligible for full mileage when sold as an "Instant Purchase" published airfare. Not all published airfares are eligible for mileage.
TVCC will record frequent flier numbers when provided by the passenger prior to travel documents being issued. However, the addition of frequent flier numbers to airline
records does not guarantee mileage eligibility which is at the sole discretion of each airline. Airline schedule changes may result in flights that were initially eligible
for mileage accrual no longer being eligible. We highly recommend passengers provide their frequent flier account information whenever checking in online and/or at
the airport check-in desk. After travel has commenced, it is often not possible to apply for frequent mileage credit. Passengers are also responsible for determining
whether previously earned mileage may be applied to flights to secure upgrades.

TRAVELERS WITH DISABILITIES
In order to fully enjoy your TVCC tour, we recommend that you select a trip that is suitable to your physical capabilities. Tour participants requiring any form of assistance,
including travelers with physical disabilities and sight or hearing impairments, are required to notify TVCC prior to reservation for review and our agreement.
Additionally, the tour participant must be accompanied by an individual responsible for providing those services. Tour managers, guides, drivers, or other tour, hotel,
and ship personnel are not able to provide such assistance. In order to participate in escorted tours, passengers must be able to understand and follow instructions given
by the Tour Director at all times, both for the successful operation of the tour as well as for their personal safety. TVCC reserves the right to reject participation or
remove any individual from a tour if notification was not provided and/or when, in our sole judgment, continued participation would significantly hinder the services to be
provided to all guests. Expenses, including cancellation fees and/or costs for alternate travel plans or to return home, will be the passenger's sole responsibility.
Escorted tours are fast-paced, often requiring lengthy walks over uneven terrain. In the interests of group harmony, clients should be able to maintain the pace of the tour.
Clients with special needs may be better served independently. TVCC can suggest touring options based on specific requirements.

WHEELCHAIRS & WALKERS
USA Tours: Pursuant to the Americans with Disabilities Act (ADA), TVCC seeks to accommodate disabled travelers to the extent possible and consistent with the specific
tour itinerary. Nevertheless, you may find that certain tour features may not be accessible to the extent that you require a wheelchair, scooter, or other special equipment
to participate. We cannot provide individual assistance to travelers with wheelchairs or other mobility devices. We regret that some itineraries cannot accommodate
wheelchairs or motorized scooters. Passengers are required to advise TVCC of their accessibility requirements prior to booking in order for TVCC to determine
if reasonable accommodations are available. TVCC will endeavor to accommodate special access needs but does not guarantee that it will be able to do so in all cases.

International Tours: Hotels, sea, and river cruises outside of the United States are not required to comply with ADA requirements and, therefore, may not have ramps,
wide entryways, or elevators to accommodate disabled passengers or devices such as wheelchairs, walkers, and motorized scooters. Due to physical constraints and
space limitations, wheelchairs, walkers, and motorized scooters may not be taken aboard motor coaches and river cruises.

Hotel Accommodations Policy

All rooms requested are standard twin-bedded (two single beds) rooms with private facilities unless you have specifically requested a king/double size bed.
The Velvet Crown Collective (TVCC) will make every effort to submit your bed type preference to the hotel, but final room configuration is subject to availability 
and is ultimately at the discretion of the hotel’s management, operating on a run-of-house basis. Room type requests cannot be guaranteed.

Please note that some single rooms may be smaller than standard rooms, and the number of people in a room does not determine the size of the room. While most 4- and 5-star hotels offer air-conditioning, the availability and operation of air-conditioning abroad, especially in Europe,may differ significantly
from U.S. standards. Some properties may turn off central air-conditioning during the night or in off-season months. This is considered standard practice in many destinations.

All hotel rates are non-negotiable and are based on TVCC's pre-arranged contracts with its suppliers. Hotel check-in is generally not before 3:00 p.m., and 
check-out is before 12:00 p.m. If you are arriving on a late-night or early-morning flight, it is your responsibility to ensure adequate accommodations are booked to accommodate your travel schedule. TVCC reserves the right to substitute hotels with those of an equal or higher standard at its discretion. No refunds will be issued for changes in accommodations
that result in a difference in cost.

Hotel Accommodations in Asia:
Please note that hotel standards and room configurations in many Asian countries may also differ from those in the United States.
Rooms may be more compact, and hotel star ratings may not reflect the same level of amenities or services expected by Western travelers.
For example, a 4-star property in Asia may be more equivalent to a 3-star property in the U.S. in terms of room size and included amenities.
In some cases, beds may be firmer, bathrooms may offer wet-room layouts, and storage space may be limited.
The Velvet Crown Collective (TVCC) will do its best to select quality accommodations and communicate any differences in advance, but travelers should expect cultural variations in layout, service, room bed sizing and comfort when staying in Asian hotels.

For questions or special requests, please email: info@thevelvetcrowncollective.co.site

Group Harmony: To ensure the desired group synergy, TVCC reserves the right to accept, reject or expel any individual who is deemed disruptive or incompatible with the interests of the group, including, but not limited to, individuals who are intoxicated and/or under the influence of drugs leading to a negative experience for the remainder of the group. Expenses, including cancellation fees and/or costs for alternate travel plans or to return home, will necessarily be borne by the passenger. All unused services are non-refundable.

RELEASE FROM LIABILITY: .TVCC , its shareholders, directors, officers, employees, and affiliates does not own or operate any entity which is to or does provide goods or services for your trip including, for example, ownership or control over hotels or other lodging facilities, airline, vessel, bus, van or other transportation companies, local ground operators, providers or organizers of optional excursions or equipment used thereon, food service or entertainment providers, etc. All such persons and entities are independent contractors. As a result, TVCC is not liable for any negligent or willful act or failure to act of any such person or entity or of any other third party. Without limitation, TVCC is not responsible for any injury, loss, or damage to person or property, death, delay or inconvenience in connection with the provision of any goods or services occasioned by or resulting from, but not limited to, acts of God, acts of government, force majeure, acts of war or civil unrest, insurrection or revolt, strikes or other labor activities, criminal or terrorist activities of any kind, or the threat thereof, overbooking or downgrading of accommodations, structural or other defective conditions in hotels or other lodging facilities, mechanical or other failure of airplanes or other means of transportation or for any failure of any transportation mechanism to arrive or depart timely or safely, dangers associated with or bites from animals, pests or insects, marine life or vegetation of any sort, dangers incident to recreational activities such as swimming, kayaking, sailing, canoeing, rafting, hiking, walking, bicycling, etc., sanitation problems, food poisoning, lack of access to or quality of medical care, difficulty in evacuation in case of a medical or other emergency, illness, epidemics or the threat thereof or for any other cause beyond the direct control of TVCC In addition, I release TVCC from its own negligence and assume all risk thereof. 

ASSUMPTION OF RISK: I am aware that travel such as that I am undertaking involves hazardous activities, with a risk of illness, injury, or death which may be caused by forces of nature, animals, insects, or flora, the negligence of TVCC, or other persons and companies known or unknown, or of the willful or criminal conduct of third parties. I am aware that weather conditions may be severe, adverse, and/or unpleasant. I am also aware that medical services or facilities may not be readily available or accessible during some or all of the time during which I am participating in the trip. In order to partake of the enjoyment and excitement of this trip, I am willing to accept the risks and uncertainty involved as being an integral part of my adventure. I hereby accept and assume full responsibility for any and all risks of illness, injury, or death and of the negligence of TVCC and agree to hold harmless and release TVCC from claims of third-party negligence. I understand the physical requirements of the activity in which I will be participating, and I currently have no known physical, medical, or mental condition which would impair my ability to participate in this tour or my safety in this activity, and I am willing to assume all risks that may be created, directly or indirectly, by any such condition. I hereby TVCC or my local ground handler or others to arrange for any emergency medical treatment and hospitalization as may be necessary for me because of participation in this activity without my further consent.

PHOTOGRAPHIC RELEASE:  TVCC may take photographs or video of its trips, and trip participants grant TVCC permission to do so and for it to use same for promotional or commercial use without payment of any compensation to the participant.

This agreement is governed by the laws of the State of Maryland. All legal disputes must be resolved in Baltimore City, MD.

 By signing or submitting this form, the Client confirms agreement to all terms above on behalf of themselves and all members of the travel party.