Grace Resorts Destination Wedding
Terms & Conditions Agreement
This agreement confirms the terms under which Ryan Thomas, owner of Grace Resorts, will provide destination wedding travel planning and group travel coordination services.
By signing below, the undersigned (“Client”) hereby contracts Ryan Thomas of Grace Resorts to arrange and manage Group Destination Wedding Travel Arrangements on their behalf and agrees to the following terms and conditions:
1. Role of Grace Resorts
Grace Resorts acts solely as a travel advisor and intermediary between the Client and third-party travel suppliers, including but not limited to hotels, resorts, airlines, tour operators, transportation providers, and wedding vendors. The Client understands and agrees that all travel services are provided and priced by these suppliers and consents to the use of such suppliers.
Participation in a destination wedding group through Grace Resorts may result in exclusive perks, discounts, and additional amenities for travelers booked within the contracted room block. These benefits are provided by the supplier and are subject to supplier terms, availability, and the final executed group contract.
2. Travel Payments
The Client understands that all travel payments must be made by credit card or debit card. It is the Client's responsibility to comply with the terms and conditions of their financial institution. Grace Resorts shall not be responsible for declined transactions, bank restrictions, payment delays, or other issues caused by the Client's financial institution.
The Client further acknowledges that:
- All deposits are non-refundable.
- Unless travel insurance has been purchased and a covered claim applies under the policy, all payments made toward the reservation are non-refundable.
- Supplier cancellation penalties may exceed the amount of the initial deposit.
- Grace Resorts has no authority to override supplier cancellation penalties.
3. Guest Booking Requirements & Payment Schedule
The Client understands that each guest reserving accommodations within the destination wedding room block will receive an individualized reservation through Grace Resorts.
The Client further acknowledges and agrees that:
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Each guest will be placed on a monthly payment schedule established by Grace Resorts to help ensure all supplier payment deadlines are met.
- Monthly payment amounts may vary based on booking date, room category, supplier requirements, and travel package selected.
- Guests are responsible for making all scheduled payments by the due dates established by Grace Resorts.
- Failure to remain current on scheduled payments may result in cancellation of the reservation and applicable supplier cancellation penalties.
- Every guest reservation is governed by the Grace Resorts Terms & Conditions. By submitting a deposit toward their reservation, each guest acknowledges and accepts the Grace Resorts Terms & Conditions in their entirety.
- Each guest is individually responsible for complying with all Grace Resorts policies, supplier terms, payment deadlines, cancellation policies, passport requirements, and all applicable travel requirements.
Grace Resorts establishes monthly payment schedules to protect the integrity of the group contract and to ensure compliance with supplier contractual obligations and payment deadlines.
4. Travel Protection
The Client acknowledges that destination wedding travel represents a significant financial investment and has been advised to purchase travel protection, including but not limited to:
- Trip Cancellation
- Trip Interruption
- Medical Coverage
- Emergency Medical Evacuation
- Baggage Protection
Grace Resorts shall not be responsible for losses, penalties, or expenses that could have been covered by travel insurance.
5. Passport, Visa, Health & Entry Requirements
The Client understands that it is their responsibility, and the responsibility of every guest traveling within the group, to ensure compliance with all travel requirements, including:
- Valid passports
- Required visas
- Immigration requirements
- Customs regulations
- Health requirements
- Vaccinations
- Country entry requirements
- TSA and airline regulations
Grace Resorts accepts no responsibility if travel is denied, interrupted, delayed, or canceled due to failure to satisfy these requirements.
6. Limitation of Liability
The Client agrees that Ryan Thomas and Grace Resorts shall not be held liable for injury, damage, loss, delay, inconvenience, additional expenses, or other damages arising from circumstances beyond the reasonable control of Grace Resorts, including but not limited to:
- Supplier performance
- Weather
- Natural disasters
- Acts of God
- Labor disputes
- Government actions
- Airline schedule changes
- Mechanical failures
- Supplier insolvency
- Resort operational changes
- Changes to supplier policies
7. Group Room Block Commitment
By signing this agreement, the Client guarantees a minimum of ten (10) double-occupancy rooms booked through Grace Resorts.
The Client understands and agrees that:
- If the minimum room requirement is not met, a penalty equal to 15% of the total land cost will be assessed for each room below the required minimum.
- This penalty offsets supplier commitments and administrative expenses associated with securing the contracted room block.
8. Group Amenities & Benefits
Provided the destination wedding group qualifies and all supplier requirements have been satisfied, the following amenities are included:
Complimentary Room Benefit
-
Every 10th paid room is complimentary (based on double occupancy), in accordance with supplier policies.
Complimentary Cocktail Hour
- One (1) complimentary cocktail hour for groups with 10 or more booked rooms.
- Maximum of 30 guests.
- This benefit may not be combined with any cocktail hour already included in the selected wedding package.
Private Group Check-In
- Available for guests arriving together (Minimum of 10).
- Must be requested at least 45 days prior to arrival.
- Subject to resort approval and operational availability.
Spa Benefits
Guests booked within the contracted room block will receive:
- 20% discount on spa services
- 10% discount on spa retail products
Spa discounts are subject to resort policies and cannot be combined with other promotions unless permitted by the resort.
Supplier Amenities Disclaimer
The Client acknowledges that all amenities listed above are provided by the resort or supplier and remain subject to supplier policies, availability, and operational requirements.
Supplier amenities are earned based upon the final number of qualifying rooms booked, paid, and traveled.
If:
- Required room minimums are not met;
- Guests cancel their reservations;
- Supplier promotions change; or
- Operational circumstances require adjustments,
the listed amenities may be reduced, substituted, or withdrawn without liability to Grace Resorts.
Grace Resorts will make every reasonable effort to secure all available amenities but cannot guarantee supplier-provided benefits beyond its control.
9. Dispute Resolution
The parties agree that any dispute arising from this Agreement shall first be addressed through good-faith negotiation.
If resolution cannot be reached, all disputes shall be resolved through binding arbitration in the State of Texas.
The prevailing party shall be entitled to recover reasonable attorney's fees, arbitration costs, court costs, and other legal expenses.
10. Acknowledgment & Acceptance
By signing below, the Client acknowledges that they have carefully read, fully understand, and voluntarily agree to the terms and conditions contained within this Agreement.
The Client further acknowledges that:
- They have had the opportunity to ask questions before signing.
- They understand Grace Resorts acts solely as a travel advisor and intermediary.
- They understand that all deposits are non-refundable.
- They understand that all payments are non-refundable unless covered by an approved travel insurance claim.
- They understand supplier terms and conditions govern all travel arrangements.
- They authorize Grace Resorts to arrange destination wedding travel services on their behalf.
This Agreement constitutes the entire agreement between the parties regarding destination wedding planning services provided by Grace Resorts and supersedes all prior verbal or written discussions.
