Operations, Policies and Fees:

 

• Office Hours:

  • Monday- Thursday 9 AM to 5 PM. Friday 9 AM to Noon.

  • We are closed on weekends.

  • We will respond to your voicemail or email within one business day.

• Communication:

  • To communicate, please use email in the same thread especially if two or more travelers are communicating with us. Please provide as much detail as possible and group your questions in as few emails as possible.

  • Please only text when it is urgent.

  • Questions or issues while on trip:

    • Please read your documents. Most information that you need is in your documents including contact information. For immediate needs on-trip, first contact the airline, local transfer operator, tour operator, excursion company, cruise line or insurance company directly. They can usually resolve issues fastest in real time. Please note that airline Apps are now the fastest way to be re-accommodated if the airline has a delay or cancellation. If you have an emergency, contact your travel insurance 24/7 number and then text us with your issue.

  • Out-of-office:

    • Part of our continuing education is to travel; visit destinations, inspect hotels and ships, meet with travel providers, attend industry events, etc. While out of office we will reply to you as soon as possible.

    • If we are in other time zones or countries, response times may be extended.

    • Unless it is urgent we ask that your wait until our return to address your needs.

• Client Responsibilites:

  • Provide accurate information.​

  • Provide as much detail as possible for new trips; travel time frame, traveler's information (Passport names, dates of birth, address phone, email, emergency contact) destination of interest, travel style, budget minus airfare.

  • Communicate succinctly via email. We average over 100 active trips around the world at any given time. The detail is extensive and dynamic as conditions change (war, weather, natural disaster, rail/airllne strikes, communicative disease, etc.) and as clients alter plans. We ask that you make your communication as clear and concise as possible.

  • Review supplier confirmations promptly. There usually is a lot of valuable information here including Visa requirements, vaccines,  registration for shipboard accounts, dates for choosing shore excursions and dining reservations, activity level, accessibility restrictions and much more.

  • Read your documents, especially final documents.

  • Maintain valid passports and required documents. Passports generally should be valid for six months after your return to the United States.

  • Review insurance coverage options. Note that most policies will waive and cover pre-existing medical conditions when purchased within 10- 14 days of the initial trip deposit. This is very important if you have pre-existing conditions.

  • Meet payment deadlines.

  • Review supplier terms and conditions.

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Fees: 

Fees may be waived or adjusted at the discretion of Travel Concierge, Ltd. Agreed upon fees will be charged to your credit card.

 

 

• ​Planning Fees: $250 per itinerary week which is non-refundable. (Generally, refers to independent land itineraries known as FIT, Fully Independent Travel).

• Air Booking Fees: (Note, fees will be waived if air is booked with a supplier, cruise line, tour operator, wholesaler)

  • We do not book air only. We only book airfare in conjunction with a substantive core trip such as an expedition, tour or cruise. 

  • Domestic flights: $50 per ticket

  • Exchanges/changes: $50 per ticket plus airline fees (Cancel, change fee plus any increase in the airfare)

  • International flight: $100 to $250 per ticket depending on the number of cities and complexity of the booking i.e., multi-city/country, number of travelers originating in multiple cities especially when meeting in one gateway airport for departure overseas.

  • Exchange/changes: $100 fee plus airline fees (Cancel, change fee plus any increase in the airfare)

  • The air booking fee covers:

    • Fare research and communication.

    • Ticketing

    • Seat selection

    • Schedule change monitoring

• Rail Booking Fee: $20 per ticket (Waived if booked through a wholesaler).

• Service Fee- a fee to cover miscellaneous items or requests to be determined at the time of request.

• Cancellation Fee: $250 per itinerary week for a reservation that is cancelled for any reason. (Often covered by insurance).

• Rebooking Fee: $250 total, to rebook a cancelled reservation.

• Itinerary Change Fee: $250 to change a booked reservation to new dates plus any fees imposed by the supplier.

• Payments: We will process your deposit and final payment using your credit card. The final payment will be automatically charged to the same card about a week prior to due date. Please notify us if you would like to use a different payment method for the remaining balance.

 

1. Scope of Work

(Fees May Apply)

• This outlines the travel planning, booking, advisory, and support services provided by Travel Concierge, Ltd. for the Client’s trip arrangements. The Scope of Work varies depending on the clients' needs.

• 2. Services Overview:

  • Consultation & Planning:

    • The Travel Advisor will meet by phone or in person with the Client for an initial discovery consultation to understand clients’ interests, preferences, budget, travel style, intended destinations, etc.

    • Advisors will research, plan, develop an itinerary, book, coordinate, and manage travel arrangements for the Client.

  • Advisor will produce:

    • Destination research and recommendations

    • Seasonal and logistics optimization (weather, crowds, events)

    • Customized itinerary development (day-by-day planning)

    • Insurance overview

  • B. Transportation Arrangements:

    • Airfare research and booking

    • Rail ticket research and booking

    • Cruise research and booking

    • Ferry research and booking

    • Airport transfer arrangements

    • Car rental research and booking

    • Private drivers/transfers booking

  • C. Accommodation Booking:

    • Hotel research and recommendations

    • Location recommendations

    • Resort/villa/cruise cabin selection.

    • Room category recommendations

    • Special requests coordination

    • Engagement with General Manger on your behalf at Select Properties:

      • Booking through preferred partner programs (where available)

      • VIP amenities coordination:

      • Room upgrades (subject to availability)

      • Complementary Daily breakfast

      • Hotel/Resort credits

      • Early check-in / late checkout

      • Welcome Gift

  • D. Excursions:

    • Tour recommendations.

    • Shore excursion planning in conjunction with cruise line in port schedule.

  • E. Documentation & Support:

    • Travel itinerary preparation.

    • Supplier confirmations.

    • Visa/passport guidance.

    • Travel insurance quote assistance.

    • Pre-departure travel review.

  • Client Support:

    • Ongoing communication before

    • Supplier issue resolution assistance

    • Emergency support during travel

    • Post-trip follow-up

    • Insurance Claim Filing – If Travel Concierge, Ltd. arranges your insurance and you have a legitimate claim, we will assist in filing the claim. The follow up and resolution of the claim is the client’s responsibility. Often claims are initiated due to medical condition and follow-up by the insurance company requires medical documentation and information that is not available to Travel Advisors.