client agreement & liability waiver.

The Travel Collective LLC
thetrvlcollective.com
Effective Date: NOV 2025

This Client Agreement & Liability Waiver (“Agreement”) is made between The Travel Collective LLC (“Company,” “we,” “us,” or “our”) and the undersigned client (“Client,” “you,” or “your”). By submitting a service request, booking travel, or working with The Travel Collective LLC, you agree to the terms below.

1. Scope of Services

The Travel Collective LLC provides travel concierge and trip-planning services, including but not limited to:

  • Rental car search

  • Vacation home rental search (Airbnb, Vrbo, Expedia, villas, etc.)

  • Theme park planning

  • Trip planning (standard & complex)

  • Custom itinerary creation

  • Research, recommendations, and booking coordination

The Travel Collective LLC does not own, operate, or manage airlines, hotels, rental homes, transportation companies, theme parks, tour operators, or any travel suppliers.

2. Booking Authorization

Depending on supplier rules, The Travel Collective LLC may:

  • Book services on your behalf when allowed, or

  • Guide you through completing the booking yourself (e.g., Airbnb, which often prohibits third-party bookings)

You agree to:

  • Review all booking information before confirming

  • Abide by all supplier terms, age restrictions, house rules, and identification requirements

3. Client Responsibilities

You agree to:

  • Provide accurate and complete traveler information

  • Disclose any special needs, accessibility concerns, or travel restrictions

  • Pay all fees (planning fees, itinerary fees, supplier fees) when due

  • Review supplier policies before booking

  • Comply with passport, visa, vaccination, and travel document requirements

  • Purchase travel insurance if desired (recommended but optional)

  • Resolve disputes directly with the supplier in the event of property issues, damages, or rule violations

4. Accuracy of Information

You acknowledge that:

  • Airline schedules, rental rates, hotel availability, and travel restrictions can change at any time

  • The Travel Collective LLC is not responsible for supplier errors, last-minute changes, or incorrect information posted on third-party platforms

We provide information in good faith, based on what is available at the time of planning.

5. Limitation of Liability

You understand and agree that:

  • The Travel Collective LLC acts solely as a concierge and planning service

  • We are not liable for the actions, negligence, delays, cancellations, overbookings, safety standards, cleanliness, customer service, or financial stability of any travel supplier

  • We make no guarantees regarding supplier performance, availability, or quality

  • Participation in travel activities carries inherent risks (injury, illness, property loss, weather events, crime, transportation delays, etc.)

You agree to hold harmless, release, and waive The Travel Collective LLC from any liability for:

  • Personal injury

  • Illness (including but not limited to COVID-19 or other viruses)

  • Property damage or loss

  • Travel disruptions

  • Flight cancellations or delays

  • Supplier defaults or negligence

  • Weather, strikes, natural disasters, or government restrictions

  • Any costs arising from failure to follow supplier rules

6. Fees & Refunds

You acknowledge:

  • Complimentary services (car search, rental home search, theme park planning) carry no refund obligations

  • Trip planning fees are non-refundable once work begins

  • Custom itinerary fees ($50 standard / $100 complex) are always non-refundable

  • Supplier refunds are governed solely by the supplier’s own policies

For full details, refer to our Refund & Cancellation Policy.

7. Travel Insurance Recommendation

We strongly recommend that clients purchase travel insurance to protect against:

  • Trip cancellation

  • Medical emergencies

  • Weather delays

  • Lost baggage

  • Supplier bankruptcy

  • Emergency evacuation

Declining insurance is at the Client’s own risk.

8. Documents & Identification

You are responsible for ensuring you have:

  • A valid passport

  • Required visas

  • Government-issued ID

  • Vaccination or testing documents (if required)

The Travel Collective LLC is not responsible for denied boarding, entry refusal, or trip interruption due to improper documentation.

9. Assumption of Risk

You voluntarily assume all risks related to travel, including:

  • Transportation accidents

  • Property damages

  • Illness or injuries

  • Unsafe conditions in accommodations or destinations

  • Changes in political climate or safety advisories

You understand that travel may involve exposure to situations beyond the Company’s control.

10. Communication & Response Times

You agree to maintain accurate contact information and respond promptly to:

  • Booking confirmations

  • Time-sensitive inquiries

  • Supplier deadlines

The Company is not responsible for missed reservations due to delayed responses.

11. Dispute Resolution

In the event of a dispute:

  • You agree to attempt informal resolution before taking legal action

  • Any legal claim must be brought in the state where The Travel Collective LLC is registered

  • Attorney fees and costs are the responsibility of the party bringing action unless otherwise required by law

12. Acknowledgment & Acceptance

By submitting a service request, booking travel, or using The Travel Collective LLC’s services, you acknowledge that you have:

  • Read and understood this Agreement

  • Had the opportunity to ask questions

  • Agreed voluntarily to the terms

  • Accepted all risks associated with travel

This Agreement remains in effect for all current and future services provided by The Travel Collective LLC.