Client agrees that The Village Experience (“TVE”), on Client’s behalf, will incur expenses before the trip to coordinate Client’s participation in the trip. Client agrees and acknowledges that the expenses incurred by TVE on Client’s behalf are based on non-refundable payments made to secure accommodations, transportation, ground operators, vendors, permits, and other third-party controlled aspects of the trip. Client acknowledges that TVE, its employees, and agents will dedicate a significant amount of time and effort to secure Client’s position on the trip and to make the trip a successful experience. Client agrees to the following terms of this Traveler’s Agreement:
1.) Payment of Trip Price:
Through TVE, Client has the option of booking a reservation on a pre-planned, Open Group Trip or working with TVE to create a personalized experience through a Custom Travel Program.
For Open Group Trips:
Client will pay a non-refundable per person, per trip deposit at the time of booking a position on an Open Group Trip. This amount will vary with each program. The deposit amount will be specified on the registration page at the time of booking. Payment of the balance of the trip price is due by the date specified on the trip registration page. If full payment is not received from Client by the due date, a $50 per day, per Client late fee will be applied. Travel rates, accommodations, and tour space cannot be guaranteed to Client if Client fails the pay the full amount due by the due date.
If a booking is made ninety (90) days or fewer before the departure date of the trip, then the full trip price is due at the time the booking is confirmed.
For Custom Travel Programs:
Client agrees to pay the full trip price at the time of booking a position on a Custom Travel Program. In the event a deposit is collected at the time Client books a position on a Custom Travel Program, the balance of the trip price shall be due upon request.
2.) Cancellation:
Should TVE deem it necessary to cancel the scheduled trip after receipt of Client payment, TVE, at its discretion, will refund the payment to Client or apply the payment toward a future TVE trip.
Any cancellation by Client must be made in writing and be acknowledged by TVE in writing.
Client shall not be entitled to any credit toward a future TVE trip after Client cancellation of an Open Group Trip or a Custom Travel Program.
Client’s Cancellation of an Open Group Trip:
The date on which Client’s request to cancel is received by TVE or its Agents will determine the cancellation fees applicable. If TVE receives Client’s request to cancel ninety-one (91) days or more before the trip departure date, TVE will retain the entirety of Client’s deposit plus any amount incurred by TVE on Client’s behalf up to the date of cancellation. Should any transportation ticket or tour permit be purchased in Client’s name, Client shall pay the entire cost of that ticket or permit. Additionally, Client shall pay the cost of any special services, including, but not limited to, room upgrades, additional nights, or optional tours, requested by Client. Any Client payment made in excess of the deposit and expenses outlined above will be refunded to Client. If the expenses incurred by TVE exceed the amount paid by Client up to the time of Client’s cancellation, an invoice will be issued to Client. Payment from Client is due upon receipt of the invoice.
If TVE receives Client’s request to cancel ninety (90) days or fewer before the trip departure date, TVE will retain the entire trip price, including the deposit. If Client cancels ninety (90) or fewer days before the trip departure date and has not paid the trip price in full, Client shall owe the full trip price to TVE.
Client’s Cancellation of a Custom Travel Program:
Due to the increased time, effort, and cost of coordinating Custom Travel Programs, including the increased expense incurred on Client’s behalf, Client agrees that the entire trip price of the Custom Travel Program is fully non-refundable. In the event Client cancels Client’s reservation on a Custom Travel Program, TVE shall retain the entirety of Client’s payment. If Client cancels a Custom Travel Program, Client shall owe the full trip price to TVE.
3.) Miscellaneous:
To guard against the possibility of forfeiture of Client’s payment due to Client cancellation, TVE requires that Client purchases, and Client agrees to purchase, travel insurance to protect against unforeseen circumstances that would prevent Client from joining the trip. Client shall provide proof of travel insurance to TVE.
If Client purchases a trip that has been marked “SOLD OUT” on TVE’s website, no refund will be issued, and full payment is due to TVE irrespective of the time of
cancellation.
Any dispute relating to this Traveler’s Agreement or Client’s travel contemplated hereby shall be governed by the laws of the State of Indiana. Client submits to the personal jurisdiction of the courts of the State of Indiana with regard to the enforcement and interpretation of this Traveler’s Agreement as well as to any dispute arising from Client’s travel contemplated hereby.
TVE shall be entitled to recover its costs, expenses, and reasonable attorneys’ fees incurred in the enforcement of this Agreement, including enforcing this Agreement as a defense.
Media Release
I, the undersigned, do hereby consent and agree that The Village Experience, LLC (“Village Experience”), its employees, officers, or agents have the right to take
photographs, videotape, or digital recordings of me from any Village Experience trip/event/activity and to use these in any and all media, now or hereafter known, and exclusively for the use of Village Experience. I further consent that my name and identity may be revealed therein or by descriptive text or commentary. I do hereby release to Village Experience, its agents, and employees all rights to exhibit this work in print and electronic form publicly or privately and to market and sell copies. I waive any rights, claims, or interest I may have to control the use of my identity or likeness in whatever media used. I understand that there will be no financial or other remuneration for recording me, either for initial or subsequent transmission or playback.
I hereby agree to be bound by the terms of this Traveler’s Agreement and Media Release.