Travel Services Agreement
Perfectly Planned Journeys
1. DEFINITIONS
1.1 “Agreement” means this Travel Services Agreement, including any schedules, attachments, and amendments.
1.2 “Client” means the individual(s) identified above as “Client(s)” who engage the Advisor to provide Services, and, where the context permits, includes any members of the Client’s traveling party.
1.3 “Advisor” or “Agency” means Perfectly Planned Journeys, LLC, including its owners, employees, and independent contractors, acting as a booking agent on behalf of Suppliers.
1.4 “Supplier” means any third‑party provider of travel‑related products or services, including without limitation airlines, cruise lines, hotels, tour operators, transfer companies, activity providers, insurance providers, and other vendors engaged to provide components of the Client’s trip.
1.5 “Services” means the advisory, planning, booking, and travel management services provided by the Advisor to the Client under this Agreement, including itinerary design, recommendations, reservations, and coordination with Suppliers.
1.6 “Planning Fee” means the non‑refundable fee charged by the Advisor for professional planning, research, customization, and related services as further described in this Agreement, which is separate from and in addition to the costs of travel arrangements charged by Suppliers.
1.7 “Force Majeure” means any event or circumstance beyond a party’s reasonable control that prevents or materially delays performance, including but not limited to natural disasters, acts of God, pandemics, epidemics, government orders or restrictions, war, terrorism, civil unrest, labor disputes, airline or supplier insolvency, and major technical or communication failures.
2. SCOPE OF SERVICES
Perfectly Planned Journeys will provide advisory and travel management services including:
All travel services are booked on behalf of the client with third-party suppliers who provide the actual travel components, according to the quote provided on
3. AGENCY RELATIONSHIP
The Advisor acts only as an intermediary and does not own, operate, or control suppliers. The Advisor acts as an agent only for airlines, hotels, cruise lines, transportation providers, tour operators, and other suppliers.
The Client understands and agrees that:
4. CLIENT RESPONSIBILITIES & CONTACT INFORMATION
The Client agrees to:
In addition, as required by IATA Resolution 830d, travel advisors must provide passenger contact information to airlines to enable operational notifications such as flight cancellations, delays, or schedule changes.
5. PAYMENT & FEES
6. PLANNING FEE
The Client agrees to pay a non‑refundable Planning Fee, which covers the Advisor’s time to research, design, and prepare a customized itinerary and any expenses incurred in connection with the proposed trip, including but not limited to international phone calls.
The Planning Fee is calculated based on the Client Profile Form and reflects an estimate of the hours and anticipated expenses required for the Client’s specific trip.
Because trip complexity varies, Planning Fees vary accordingly and typically range between three hundred dollars (USD $300) and one thousand eight hundred dollars (USD $1,800).
The Planning Fee is due in full before itinerary creation and is not applied to travel costs.
7. PAYMENT SCHEDULE CLAUSE
Availability and pricing are not guaranteed until reservations are confirmed with the applicable supplier and paid in full. The Client must approve any quote in writing within seventy‑two (72) hours of receipt; after this time, the quote is subject to change or withdrawal without notice.
8. PAYMENT METHODS
Payments must be made by accepted methods, which may include credit card, wire transfer, or other approved Methods. The Client authorizes Advisor to use provided payment information solely to remit funds to suppliers as directed.
The Client agrees not to initiate chargebacks or payment disputes for charges made for valid travel charges under this Agreement.
In the event of a chargeback, Client remains liable for all chargeback reversals and associated collection costs.
Please note that there is a 3.4% - 4.5% convenience fee charged by the bank on credit card and ACH payments. This is not a fee paid to Agent.
9. CANCELLATIONS, CHANGES & REFUNDS
If significant Supplier changes occur before travel, Client may (subject to Supplier rules):
Advisor shall not be liable for any expenses as a result of Supplier changes.
Supplier cancellation and refund rules vary by component. In general, air tickets (especially discounted or promotional fares) may be non‑refundable or subject to change fees plus any fare difference; hotels may offer either flexible rates with deadlines or advance‑purchase rates that are fully non‑refundable; and tours, transfers, and activities often use tiered penalties that increase as the departure date approaches, sometimes becoming 100% non‑refundable.
Supplier‑specific terms applicable to your booking will be provided with your confirmation, and those terms will govern any refunds, credits, or penalties. Advisor service fees remain non-refundable.
If the Client is eligible for a refund under the applicable supplier’s terms, any such refund will be issued only in the manner and amount authorized by that supplier. Refunds will be processed to the original form of payment whenever possible, unless the supplier issues a future travel credit or voucher instead of a cash refund, in which case the Client will receive such credit or voucher.
The Advisor does not control supplier timelines; refunds or credits may take several weeks or longer to be received and processed. Agency planning fees and service fees are non‑refundable in all circumstances, even if a supplier provides a full or partial refund or credit.
10. TRAVEL DOCUMENTSClients responsibility:
Travel documents will be provided electronically in an App called Travefy. Electronic PDF file containing travel documents and itinerary will be provided upon request.
It is the responsibility of each passenger to promptly verify that all booking information is accurate, including that names on flights exactly match the traveler’s passport, and that dates, destinations, and Booking Category/Class of Service are correct.
11. TRAVEL INSURANCETravel insurance is strongly recommended and may be required to certain destinations, by some suppliers and for some activities.
12. HEALTH, VACCINATIONS & SAFETYClients must comply with all entry, medical, and vaccination rules. Clients are responsible for:
The Agency will provide guidance when possible, but does not guarantee destination safety, health conditions, or risk-free travel environments. Clients agree to monitor official sources such as the U.S. Department of State, CDC, WHO, and destination government advisories before and throughout travel and to make decisions based on their own comfort, risk assessment, and personal judgment.
It is the responsibility of every passenger to familiarize themselves with the destination(s) they are visiting. This includes checking the State Department’s website for travel warnings or alerts. Perfectly Planned Journeys is not responsible for personal injuries, death, property damage or other damages or expenses resulting from causes outside of their control. Please go to: https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/ before deciding to make any travel plans.
13. PASSPORTS, VISAS & ENTRY REQUIREMENTS
There are certain personal circumstances - such as a criminal record, prior immigration violations, or other legal restrictions that may prevent entry to a country. The Advisor is not responsible for any denial of entry, fines, penalties, or other costs arising from a client’s failure to comply with destination rules or regulations. It is the Client's responsibility to to be familiar with these regulations/laws, and make sure that he/she complies.
Clients are encouraged to verify requirements with embassies, consulates, or official government sources prior to booking.
14. FORCE MAJEURE
Neither Advisor nor Supplier is liable for failure to perform due to unforeseen events outside reasonable control including but not limited to:
15. SUPPLIER PRICING & CONDITIONS
Supplier terms govern all services including:
16 LIMITATIONS OF LIABILITY
Perfectly Planned Journeys is not liable for:
17. ERRORS & OMISSIONS (E&O) INSURACE
The Agent, in its capacity as booking agent for the Client, will maintain Professional Liability and Errors & Omissions (E&O) Insurance with Berkshire Hathaway Direct Insurance Company, with coverage of no less than five hundred thousand United States dollars ($500,000).
The Client acknowledges and agrees that the Agent is not liable for any claims arising out of or in connection with the acts or omissions of travel suppliers, partners, or affiliates.
The Agent strongly recommends that the Client obtain sufficient travel insurance to cover all potential travel-related risks.
The Agent will make reasonable efforts to assist the Client in pursuing refunds or claims with suppliers; however, the Agent cannot be held responsible for amounts that cannot be recovered due to insufficient travel insurance coverage.
18. DISPUTE RESOLUTIONThe parties agree to attempt to resolve any dispute arising under this Agreement through good-faith negotiation. If such negotiation fails, the dispute shall be submitted to binding arbitration before a single arbitrator in Prince William County, Virginia, in accordance with the rules of the American Arbitration Association.
19. FRAUD, SECURITY & UNAUTHORIZED TRANSACTIONSThe Client understands that online payments and electronic communications carry some risk of fraud or unauthorized access.
The Advisor takes reasonable measures to protect client information and uses secure systems, including TravelJoy, a PCI-compliant platform, to protect client information.
All communication containing personal, payment, or sensitive information must be sent through TravelJoy.
The Advisor is not responsible for losses due to hacking, phishing, or other cyber incidents occurring through non-secure channels.
Clients must notify the Advisor immediately if they suspect any unauthorized transaction. The Client remains responsible for payment of all fees, deposits, and costs associated with their trip unless otherwise determined by the Supplier or their financial institution.
20. SEVERABILITY
Invalidity of one clause does not affect remaining terms.
21. ENTIRE AGREEMENTThis document supersedes all prior communications.
22. PERFECTLY PLANNED JOURNEYS RESERVES THE RIGHT TO MAKE CHANGES TO THIS POLICY AND IT WILL BE POSTED HERE
23. GOVERNING LAW
1.1 “Agreement” means this Travel Services Agreement, including any schedules, attachments, and amendments.
1.2 “Client” means the individual(s) identified above as “Client(s)” who engage the Advisor to provide Services, and, where the context permits, includes any members of the Client’s traveling party.
1.3 “Advisor” or “Agency” means Perfectly Planned Journeys, LLC, including its owners, employees, and independent contractors, acting as a booking agent on behalf of Suppliers.
1.4 “Supplier” means any third‑party provider of travel‑related products or services, including without limitation airlines, cruise lines, hotels, tour operators, transfer companies, activity providers, insurance providers, and other vendors engaged to provide components of the Client’s trip.
1.5 “Services” means the advisory, planning, booking, and travel management services provided by the Advisor to the Client under this Agreement, including itinerary design, recommendations, reservations, and coordination with Suppliers.
1.6 “Planning Fee” means the non‑refundable fee charged by the Advisor for professional planning, research, customization, and related services as further described in this Agreement, which is separate from and in addition to the costs of travel arrangements charged by Suppliers.
1.7 “Force Majeure” means any event or circumstance beyond a party’s reasonable control that prevents or materially delays performance, including but not limited to natural disasters, acts of God, pandemics, epidemics, government orders or restrictions, war, terrorism, civil unrest, labor disputes, airline or supplier insolvency, and major technical or communication failures.
2. SCOPE OF SERVICES
Perfectly Planned Journeys will provide advisory and travel management services including:
- Customized itinerary planning
- Reservation and coordination of accommodations, transportation, activities, and tours
- Recommendations on travel logistics, dining, and destination knowledge
- Documentation reminders and support
All travel services are booked on behalf of the client with third-party suppliers who provide the actual travel components, according to the quote provided on
3. AGENCY RELATIONSHIP
The Advisor acts only as an intermediary and does not own, operate, or control suppliers. The Advisor acts as an agent only for airlines, hotels, cruise lines, transportation providers, tour operators, and other suppliers.
The Client understands and agrees that:
- All contracts for travel services are between the Supplier and the Client.
- The Supplier, not the Advisor, is responsible for delivering all travel services purchased.
- Legal recourse for Supplier failure lies with the Supplier unless proven to result solely from Advisor negligence.
4. CLIENT RESPONSIBILITIES & CONTACT INFORMATION
The Client agrees to:
- Provide accurate names as shown on passports, dates of birth, contact details, and travel documentation
- Review all confirmations immediately and report discrepancies within 24 hours
- Pay invoices by stated deadlines
- Comply with passport, visa, health, vaccination, and entry rules
- Maintain valid travel insurance if required by destination or supplier
- Sign waiver if declining recommended insurance coverage
In addition, as required by IATA Resolution 830d, travel advisors must provide passenger contact information to airlines to enable operational notifications such as flight cancellations, delays, or schedule changes.
- Your contact information will be stored securely by Perfectly Planned Journeys and shared only with the airline (and other suppliers) for operational purposes. It will not be used for marketing or sales.
- You may decline to provide your contact information. If you choose to do so, enter “refused” in all fields except numeric fields, where you may enter “0”. In this case, the airline may not be able to contact you regarding flight disruptions.
5. PAYMENT & FEES
- A non-refundable Planning Fee is due before research begins. This Fee covers time spent to do research, and any expenses Such as International phone calls.
- A deposit of [50%] is due upon signing this Agreement to secure planning services and/or reservations.
- Final payment is due no later than 60 days prior to departure.
- Late payments may result in cancellation of services or reservations.
- All payments are non-refundable once paid to suppliers, unless otherwise noted.
- Credit card authorization permits Advisor to remit payments to suppliers.
- Post-purchase price increases (fuel, taxes, currency, government fees) may occur and must be paid by the Client.
6. PLANNING FEE
The Client agrees to pay a non‑refundable Planning Fee, which covers the Advisor’s time to research, design, and prepare a customized itinerary and any expenses incurred in connection with the proposed trip, including but not limited to international phone calls.
The Planning Fee is calculated based on the Client Profile Form and reflects an estimate of the hours and anticipated expenses required for the Client’s specific trip.
Because trip complexity varies, Planning Fees vary accordingly and typically range between three hundred dollars (USD $300) and one thousand eight hundred dollars (USD $1,800).
The Planning Fee is due in full before itinerary creation and is not applied to travel costs.
7. PAYMENT SCHEDULE CLAUSE
Availability and pricing are not guaranteed until reservations are confirmed with the applicable supplier and paid in full. The Client must approve any quote in writing within seventy‑two (72) hours of receipt; after this time, the quote is subject to change or withdrawal without notice.
- Pricing and availability are not guaranteed until Supplier confirmation and payment.
- Written quote approval is required within 72 hours
- A deposit of [50%] is due upon signing this Agreement to secure planning services and/or reservations.
- Final payment is due no later than [60 days] prior to departure unless an earlier payment date is required by a supplier, in which case the Client agrees to comply with the supplier’s deadline.
- Client agrees to pay any increased costs due to exchange fluctuations, taxes, or Supplier adjustments.
- Failure to meet payment deadlines may result in loss of reservations, cancellation by suppliers, supplier penalties and non‑refundable agency fees.
- Payments made to suppliers may be non-refundable once paid.
- Refunds, when permitted, may incur fees such as, but not limited to: Foreign Transaction Fee, International Wire Transfer Fee, Receiving Bank Fee, Credit Card Processing Fee, Service Payment Fee, Chargeback Fee, and Swift Intermediary Bank Fee. Client is responsible for all such fees.
8. PAYMENT METHODS
Payments must be made by accepted methods, which may include credit card, wire transfer, or other approved Methods. The Client authorizes Advisor to use provided payment information solely to remit funds to suppliers as directed.
The Client agrees not to initiate chargebacks or payment disputes for charges made for valid travel charges under this Agreement.
In the event of a chargeback, Client remains liable for all chargeback reversals and associated collection costs.
Please note that there is a 3.4% - 4.5% convenience fee charged by the bank on credit card and ACH payments. This is not a fee paid to Agent.
9. CANCELLATIONS, CHANGES & REFUNDS
- Client-initiated cancellations may be subject to supplier fees or penalties up to 100%.
- Travel Advisor is not responsible for losses due to cancellations or changes imposed by airlines, hotels, cruise lines, or other suppliers.
- Travel Advisor will make reasonable efforts to assist with changes or cancellations, but cannot guarantee outcomes.
- Refunds will not be released to the Client until funds are received from the Supplier. Credit, refund timing, and eligibility are governed solely by Supplier terms.
- Advisor is not liable for Supplier schedule changes, strikes, weather, force majeure, or other incidents that are beyond the Advisor's control.
If significant Supplier changes occur before travel, Client may (subject to Supplier rules):
- Accept adjustments
- Accept alternative arrangements, if offered
- Cancel and pursue applicable refund(s), not guaranteed
Advisor shall not be liable for any expenses as a result of Supplier changes.
Supplier cancellation and refund rules vary by component. In general, air tickets (especially discounted or promotional fares) may be non‑refundable or subject to change fees plus any fare difference; hotels may offer either flexible rates with deadlines or advance‑purchase rates that are fully non‑refundable; and tours, transfers, and activities often use tiered penalties that increase as the departure date approaches, sometimes becoming 100% non‑refundable.
Supplier‑specific terms applicable to your booking will be provided with your confirmation, and those terms will govern any refunds, credits, or penalties. Advisor service fees remain non-refundable.
If the Client is eligible for a refund under the applicable supplier’s terms, any such refund will be issued only in the manner and amount authorized by that supplier. Refunds will be processed to the original form of payment whenever possible, unless the supplier issues a future travel credit or voucher instead of a cash refund, in which case the Client will receive such credit or voucher.
The Advisor does not control supplier timelines; refunds or credits may take several weeks or longer to be received and processed. Agency planning fees and service fees are non‑refundable in all circumstances, even if a supplier provides a full or partial refund or credit.
10. TRAVEL DOCUMENTSClients responsibility:
- Clients must verify accuracy of all names, dates, and itinerary details immediately.
Travel documents will be provided electronically in an App called Travefy. Electronic PDF file containing travel documents and itinerary will be provided upon request.
- Clients will receive access to the Travefy App approximately 14 days prior to travel. This may be delayed a few days if all documents have not been received by Suppliers.
- Incorrect names may result in cancellation or denial of boarding with no refund.
- A “direct” flight may include stops.
It is the responsibility of each passenger to promptly verify that all booking information is accurate, including that names on flights exactly match the traveler’s passport, and that dates, destinations, and Booking Category/Class of Service are correct.
11. TRAVEL INSURANCETravel insurance is strongly recommended and may be required to certain destinations, by some suppliers and for some activities.
- Insurance coverage, limitations, and claims are solely between the insurer and the Client.
- The Advisor is not responsible for claim decisions or uncovered expenses. Claims are handled directly between insurer and Client.
- The Advisor is required to offer travel Insurance, but is not a qualified Insurance agent, and is therefor not permitted to provide specific advice.
12. HEALTH, VACCINATIONS & SAFETYClients must comply with all entry, medical, and vaccination rules. Clients are responsible for:
- All entry documentation. Failure to present required documents can result in denied entry with no refund.
- Vaccination and other medical requirements.
- All health and medical expenses, evacuations, quarantine expenses, or any losses as a result of travel restrictions. Any of these expenses will never be the responsibility of the Advisor.
- It is the client’s responsibility to determine and assess the safety of their intended destination prior to and during travel. Clients agree to remain informed of all conditions that may affect personal safety, including but not limited to governmental travel advisories, weather alerts, political or civil unrest, health outbreaks, entry restrictions, local regulations, transportation strikes, and natural events.
The Agency will provide guidance when possible, but does not guarantee destination safety, health conditions, or risk-free travel environments. Clients agree to monitor official sources such as the U.S. Department of State, CDC, WHO, and destination government advisories before and throughout travel and to make decisions based on their own comfort, risk assessment, and personal judgment.
It is the responsibility of every passenger to familiarize themselves with the destination(s) they are visiting. This includes checking the State Department’s website for travel warnings or alerts. Perfectly Planned Journeys is not responsible for personal injuries, death, property damage or other damages or expenses resulting from causes outside of their control. Please go to: https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/ before deciding to make any travel plans.
13. PASSPORTS, VISAS & ENTRY REQUIREMENTS
- Client is responsible for all immigration, visa, and customs compliance.
- Clients assume full responsibility for ensuring they meet all entry requirements, immigration regulations, and local laws of the destinations they will visit. This includes, but is not limited to, possessing valid passports, visas, permits, or other documentation required for travel.
There are certain personal circumstances - such as a criminal record, prior immigration violations, or other legal restrictions that may prevent entry to a country. The Advisor is not responsible for any denial of entry, fines, penalties, or other costs arising from a client’s failure to comply with destination rules or regulations. It is the Client's responsibility to to be familiar with these regulations/laws, and make sure that he/she complies.
Clients are encouraged to verify requirements with embassies, consulates, or official government sources prior to booking.
14. FORCE MAJEURE
Neither Advisor nor Supplier is liable for failure to perform due to unforeseen events outside reasonable control including but not limited to:
- Natural disasters, pandemics, government restrictions
- War, strikes, airline grounding, or border closure
15. SUPPLIER PRICING & CONDITIONS
Supplier terms govern all services including:
- Cancellation terms
- Liability limits
- Involuntary changes
- Baggage rules
- Force majeure protections
16 LIMITATIONS OF LIABILITY
Perfectly Planned Journeys is not liable for:
- Supplier acts, omissions, or negligence
- Mechanical failure, delays, strikes, weather, civil unrest
- Injury, illness, delay, loss, damage, inconvenience, or expenses caused by:
- Weather, natural events, strikes, civil unrest, terrorism
- Mechanical failure, operational decisions, government actions
- Schedule changes, overbooking, or bankruptcy of suppliers
- Any other incident beyond the control of Perfectly Planned Journeys
- Re-performance of services, or
- Refund of Advisor fees paid (not supplier funds)
17. ERRORS & OMISSIONS (E&O) INSURACE
The Agent, in its capacity as booking agent for the Client, will maintain Professional Liability and Errors & Omissions (E&O) Insurance with Berkshire Hathaway Direct Insurance Company, with coverage of no less than five hundred thousand United States dollars ($500,000).
The Client acknowledges and agrees that the Agent is not liable for any claims arising out of or in connection with the acts or omissions of travel suppliers, partners, or affiliates.
The Agent strongly recommends that the Client obtain sufficient travel insurance to cover all potential travel-related risks.
The Agent will make reasonable efforts to assist the Client in pursuing refunds or claims with suppliers; however, the Agent cannot be held responsible for amounts that cannot be recovered due to insufficient travel insurance coverage.
18. DISPUTE RESOLUTIONThe parties agree to attempt to resolve any dispute arising under this Agreement through good-faith negotiation. If such negotiation fails, the dispute shall be submitted to binding arbitration before a single arbitrator in Prince William County, Virginia, in accordance with the rules of the American Arbitration Association.
19. FRAUD, SECURITY & UNAUTHORIZED TRANSACTIONSThe Client understands that online payments and electronic communications carry some risk of fraud or unauthorized access.
The Advisor takes reasonable measures to protect client information and uses secure systems, including TravelJoy, a PCI-compliant platform, to protect client information.
All communication containing personal, payment, or sensitive information must be sent through TravelJoy.
The Advisor is not responsible for losses due to hacking, phishing, or other cyber incidents occurring through non-secure channels.
Clients must notify the Advisor immediately if they suspect any unauthorized transaction. The Client remains responsible for payment of all fees, deposits, and costs associated with their trip unless otherwise determined by the Supplier or their financial institution.
20. SEVERABILITY
Invalidity of one clause does not affect remaining terms.
21. ENTIRE AGREEMENTThis document supersedes all prior communications.
22. PERFECTLY PLANNED JOURNEYS RESERVES THE RIGHT TO MAKE CHANGES TO THIS POLICY AND IT WILL BE POSTED HERE
- Perfectly Planned Journeys reserves the right to modify or update this policy at any time. Any changes will be posted on this page (or in the Travel Services Agreement) and will take effect immediately upon posting. Clients are encouraged to review this policy regularly to stay informed of any updates.
23. GOVERNING LAW
- Perfectly Planned Journeys reserves the right to modify or update this policy at any time. Any changes will be posted on this page (or in the Travel Services Agreement) and will take effect immediately upon posting. Clients are encouraged to review this policy regularly to stay informed of any updates.
ACKNOWLEDGMENT AND ACCEPTANCE
By signing below, the Client acknowledges that they have read, understand, and agree to the terms of this Agreement.
- Understanding of the Agency role
- Acceptance of Supplier terms
- Agreement to payment schedules and obligations and cancellation conditions
This Travel Services Agreement (“Agreement”) is entered into between:
Perfectly Planned Journeys, LLC
(acting as Booking Agent on behalf of suppliers)
Travel Advisor: Lene H. Minyard
13087 Pershing Drive, Manassas, VA 20112
Email: [email protected]
Perfectly Planned Journeys, LLC
(acting as Booking Agent on behalf of suppliers)
Travel Advisor: Lene H. Minyard
13087 Pershing Drive, Manassas, VA 20112
Email: [email protected]
By typing your name below, checking the acknowledgment box, and submitting this form, you confirm that:
- You have read, understand, and accept the Travel Services Agreement, including all payment, cancellation, supplier, and liability terms.
- You agree that Perfectly Planned Journeys acts solely as a booking agent for third-party travel suppliers and is not responsible for their actions, omissions, or service failures.
- You authorize Perfectly Planned Journeys to transmit your necessary passenger information to suppliers solely for operational travel purposes.
- You understand that supplier policies, not agency policies, govern refunds, penalties, schedule changes, cancellations, and credits.
- You acknowledge that agency fees are non-refundable.
