Brown Sugar Travel & Co. & Its Affiliate Companies

 

Payment of travel inquiry fee, deposit, payments or full payment shall be deemed as consent by the traveler to the following Terms and Conditions.

 

Deposits and Reservations

A deposit along with a completed registration form is required by all private and hosted group travelers. Unless otherwise specified on a hosted group travel event by Brown Sugar Travel & Co., anyone (men and women) can join a hosted group travel event by securing their spot with a deposit if the final payment due date hasn’t passed, and if space is available. Reservations are non-transferrable unless otherwise stated. Please contact brownsugartravelco@gmail.com to inquire if this is available for your trip. Reservation transfers inquire a $100 fee to be transferred. 

Cancellation

Please be aware that travel bookings are non-refundable and canceled bookings will incur charges. These charges can be up to 100% of the cost of the booking, regardless of whether travel has commenced. Where we incur any liability for a cancellation fee or charge for any booking which you cancel, you agree to indemnify us for the amount of that fee or charge.

 All cancellation fees by all parties listed on the same reservation wishing to cancel must be received before a cancellation request will be submitted to the supplier. Cancellation fees charged by Brown Sugar Travel & Co.  may or may not be covered by travel protection plans. Brown Sugar Travel & Co. is not responsible for any cancellation fees charged by the travel supplier. Any refunds (if any is due to you) for payments will be processed by the travel supplier if payments were processed directly through them and/or your travel protection if you elected to purchase it based on the terms and conditions. All payments processed directly through Brown Sugar Travel & Co.  are non-refundable and should be included under your travel protection plan in order to receive your money back per their terms and conditions.

 Please seriously consider protecting your investment by securing travel protection.

 Final Payment

You may be required to make a deposit and all corresponding payments are non-refundable. Final payment is required no less than 60 days prior to departure unless otherwise stated. Some airfares or services must be paid in full at the time of booking. Brown Sugar Travel & Co.  accepts debit cards or credit cards (AMEX, Visa, MasterCard, Discover, or Diners). Should you wish us to charge your credit card we may require you to read and sign a credit card charge form set out in the receipt.

Refunds and Transfer of Payments

Payments submitted to Brown Sugar Travel & Co. are non-refundable and non-transferable for future events due to the policies and contractual agreements set forth by our suppliers. It is the traveler’s responsibility to Ensure they are able to attend and capable of paying for the event, along with any costs not included in the price of the reservation i.e. airfare, meals, activities, etc.

 Brown Sugar Travel & Co. is not responsible for any refunds that may be due to a traveler through a travel supplier or a travel protection plan per their terms and conditions. The time frame for refunds can vary. Travelers should seriously consider purchasing travel cancellation insurance in order to protect their investment.

 Payment Method

Credit cards are the preferred method of payment. Payments will be submitted directly to our travel supplier to be processed unless otherwise specified.

Declined Payments

PLEASE MAKE SURE ALL OF YOUR PAYMENT INFORMATION IS CORRECT –

Billing address, credit card number, expiration date, security code, and name on the credit card. Many times, it can be as simple as the wrong zip code.

● Clients will receive an email notification the initial time a payment is declined.

● Clients must respond to the email notification within 2 business days by either calling to verify the credit card information or by submitting a different credit card to process the payment.

● The monthly payment will be processed within 1-2 business days once the credit card information is verified or a new payment method is received.

Credit Card Transactions

If for any reason, any travel service provider is unable to provide the services for which you have contracted, your remedy lies against the provider, and not against Brown Sugar Travel & Co.  and in the event that payment has been made to Brown Sugar Travel & Co.  by credit card, you agree that you will not seek to chargeback your payment to Brown Sugar Travel & Co. If Brown Sugar Travel & Co. incurs any costs, including but not limited to attorneys’ fees, to recover any payments charged back by your credit card company, you agree that you will be liable for these costs. If the credit card is declined, you guarantee that you will settle any amounts owing to Brown Sugar Travel & Co. immediately.

 Travel Insurance

Travel insurance is not required but strongly recommended in order to protect your investment. Travel insurance can also be helpful should issues arise during your vacation i.e. lost luggage, delayed flights, hotel issues, medical emergencies, etc. For your protection, we strongly recommend that you purchase trip cancellation and travel accident insurance. However, no representation or description of the insurance made by Brown Sugar Travel & Co. to you constitutes a binding assurance or promise about the insurance. Please complete your travel insurance form, sign it and return it to us. If you decline travel insurance, you will be required to accept a disclaimer. Brown Sugar Travel & Co.  is not an insurance company and has no responsibility for the submission, payment or adjustment of any insurance claims. Any claims that may fall under the relevant travel insurance policy must be submitted to the insurance company identified in the policy.

 Additional Fees

Additional taxes and surcharges (including carrier-imposed surcharges) that cannot be pre-collected may be charged locally by car rental agencies, hotels or other suppliers.

Service Charges

1. Reservation Changes: Reservation changes of any kind are subject to a $25.00 fee per person regardless of which roommate initiates or causes the change. As a courtesy, the first change fee will be waived. The $25.00 fee per person will be added to the account balance that is to be paid in full at the time of the package change.

2. In the case that you use ACH to make your monthly payments and the funds are not available at the time of the transaction there will be a $25 fee for any declined payments.

3. Accounts that are delinquent (5) or more days after the payment due date will be suspended and subject to a $50 late fee/reinstatement fee. Accounts that are delinquent (10) or more days after the payment due date will be cancelled and your room will be placed back into inventory.

4. Cancellations for Single occupancy rooms: The room will be cancelled, returned to inventory and the customer will have the option to be placed on the waiting list. Reinstatement will depend on availability of room inventory.  This will incur a $50 reinstatement fee.

5. Cancellations for Double occupancy rooms: If one roommate defaults, the remaining guest will be upgraded to single occupancy and assessed the increase in price from double occupancy. The room type will be changed to a king bed suite if available. If the customer who defaulted would like to be reinstated, a request must be submitted in writing to customer service and a request for double beds will be based on availability but not guaranteed. For example, if the original room had two beds and only king beds are available, guests will have the option of a king bed or a king bed and a roll-away bed. Reinstatement will depend on availability of room inventory.  This will incur a $50 reinstatement fee.

6. Cancellations for Triple  occupancy rooms: The guests that are delinquent or defaults on their payment will be removed from the reservation. The remaining guests will be upgraded to appropriate occupancy and assessed the corresponding increase in price. Reinstatement will depend on availability of room inventory.  This will incur a $50 reinstatement fee.

7. If any guest wants to be reinstated, there will be a $50.00 reinstatement fee. To be reinstated, the guest will need to submit their request in writing to brownsugartravelco@gmail.com.

Responsibility

We always do our best to make sure your travel arrangements are satisfactory. However, Brown Sugar Travel & Co. and its affiliates and their employees, shareholders, subsidiaries, officers, directors, successors, agents, and assigns do not own or operate any entity which provides goods and services for your travel including without limitation, lodging facilities, airline, vessel, motor coach, or other transportation companies, guides or guide services, local ground operators, providers or organizers of optional excursions, food service providers, etc. All such persons and entities are independent contractors and are in no way affiliated to Brown Sugar Travel & Co. or any of Brown Sugar Travel & Co. -affiliated entities. 

Liability

Brown Sugar Travel & Co. is not liable for any negligent or willful act or failure to act of any travel service provider or of any third party. In addition and without limitation, Brown Sugar Travel & Co.  is not responsible for any injury, loss, death, inconvenience, delay, or damage to person or property in connection with the provision of any goods or services whether resulting from, but not limited to, acts of God or force majeure, illness, disease, acts of war or civil unrest, insurrection or revolt, animals, strikes or other labor activities, criminal or terrorist activities of any kind, overbooking or downgrading of accommodations, mechanical or other failures of airplanes or other means of transportation, or for any failure of any transportation mechanism to arrive or depart on time.

 Also be advised that certain foreign facilities such as air-conditioning systems in public places, hotels, and motor coaches may not be up to U.S. standards. If due to weather, flight schedules or other uncontrollable factors you are required to spend additional night(s), you will be responsible for your own hotel, transfers and meal costs. Baggage is entirely at the owner’s risk. You may see the name Brown Sugar Travel & Co.  affixed to motor vehicles, on signs around the hotel or elsewhere. This use of our name is purely for reasons of identification and does not denote ownership, supervision, or control by Brown Sugar Travel & Co.  in any way. The prices of these tours are based on rates in effect (including foreign exchange rates) at the time of printing and are subject to change without notice. Under circumstances where liability cannot be excluded, such liability is limited to the value of the purchased travel arrangements.

 You specifically agree that Brown Sugar Travel & Co. is not liable for any consequential loss or damage.

 Refusal of Service

Service providers reserve the right to refuse service to travelers at their sole discretion and including without limitation if the traveler:

• Lacks proper documentation for the country of destination;

• Has a contagious disease;

• Is under the influence of alcohol, drugs or narcotics; and/or

• Manifests disruptive and/or unruly behavior.

 Brown Sugar Travel & Co. assumes no liability for the acts of the service provider in refusing service.

 Name Change

Some suppliers may charge a fee in order to change the name on a reservation, which is the responsibility of the traveler.

 Roommate Payments

It is all of the roommates’ responsibility to ensure that their fellow roommates are making their monthly payments in order to avoid the adjustment of the reservation occupancy rate to match the number of travelers occupying the room. In this case, the remaining roommate(s) are responsible for paying the difference for the newly adjusted occupancy rate. 

Cancellation of Hosted Group Travel

On rare occasions, Brown Sugar Travel & Co.  must cancel a tour, either because there are not enough travelers to operate the tour if travel arrangements are booked under a group booking that requires a minimum number of travelers, or for other events outside the control of Brown Sugar Travel & Co.  Brown Sugar Travel & Co. will cancel tours due to lack of travelers prior to final invoicing, however, Brown Sugar Travel & Co.  reserves the right to cancel any tour at any time up to the day of departure, due to no fault of our own. In the event of a cancellation of Brown Sugar Travel & Co., all monies paid Brown Sugar Travel & Co. for the canceled tour will be promptly refunded to the traveler in instances where the contract is canceled by the vendor. If the tour is not canceled by the vendor, Brown Sugar Travel & Co.  will provide a trip credit. Brown Sugar Travel & Co.  is not responsible for any penalties imposed by the airlines. 

Involuntary/Voluntary Departure from a Hosted Group Trip in Progress

Brown Sugar Travel & Co.  reserves the right to remove any traveler from group trip should the Brown Sugar Travel & Co. representative(s) determine that the traveler cannot meet the physical requirements of the group travel as stated in the itinerary, or is disruptive to the tour time schedule or is adversely affecting the overall group dynamics. In the event a traveler is removed from a group trip, Brown Sugar Travel & Co. will not refund any monies. Transportation costs to return home, airline penalties and any other expenses will be the responsibility of the traveler.

In the event that a traveler voluntarily chooses to leave a group trip prior to its scheduled conclusion, Brown Sugar Travel & Co. will not refund any monies for the unused portion of the travel arrangements. Transportation costs from the group trip departure point to the airport, airline penalties, and any other expenses will be the responsibility of the traveler.

 Use of 3rd Party Operators

Some Brown Sugar Travel & Co. trips, as noted in the itinerary, are scheduled with tour operators who sell their tours to the general public. The traveler acknowledges that other groups and/or individuals may be a part of the same tour.

 Arrival, Transfers, and Delays

Travelers arriving by air are responsible for allowing sufficient time to deplane, gather luggage, and travel to the designated meeting location to join the group trip. Brown Sugar Travel & Co.  will not delay the departure of the group for travelers arriving after the designated start time as listed in the individual itineraries. Travelers are required to provide Brown Sugar Travel & Co.  with their flight arrangements no later than the final payment due date of the tour. Travelers are also required to notify us in the event the airline should change the arrival or departure time of a flight.

If scheduled transfers are provided during a group trip, travelers who elect to take alternate transportation to the hotel, for any reason, will not be reimbursed for the transfer expense incurred. Travelers who are delayed for whatever reason are responsible for notifying Brown Sugar Travel & Co.  of their situation and to communicate regularly with us as to their anticipated arrival time. Delayed travelers are responsible for joining the group as soon as possible and at their own expense if their arrival occurs after the last scheduled transfer.

 Travel Documents

PASSPORTS

Passport number, date of issue, expiration date, and all other pieces of data from the passport ID page is required to be submitted no later than the Final Payment due date for international trips. This information is required on all international trips and is only shared when required by local authorities. You are responsible for your passport to be up to date and viable for the purchased trip. You agree to not hold Brown Sugar Travel & Co. liable for your failure to have a viable passport for travel.

 VISAS

A visa may be required for certain international travel and is the traveler’s responsibility to ensure the proper documents are submitted on time and a visa is obtained prior to the traveler’s departure date.

 CRUISE TRAVEL DOCUMENTATION REQUIREMENTS

US Citizens on closed-loop cruises (cruises that begin and end in the same U.S. port) and travel to destinations in Mexico, Canada, the Caribbean, the Bahamas, and Bermuda are able to re-enter the United States with proof of citizenship other than a passport or passport card. Acceptable proof of citizenship includes an original or certified copy of a government-issued birth certificate (raised seal and signature) and a laminated government-issued picture ID (typically, driver’s license), Consular Report of Born Abroad Certificate, or a Certificate of Naturalization. NOTE: Baptismal records and certificates issued by a hospital are not acceptable.

 It is strongly recommended that all guests travel with a valid passport during their cruise. This greatly assists guests who may need to fly out of the United States to meet their ship at the next available port should they miss their scheduled embarkation in a U.S. port; guests entering the U.S. at the end of their cruise; and guests needing to fly to the U.S. before their cruise ends, because of medical, family, personal or business emergencies, missing a ship’s departure from a port of call, involuntary disembarkation from a ship due to misconduct, or other reasons. Guests who need to fly to the United States before their cruise ends will likely experience significant delays and complications related to booking airline tickets and entering the United States if they do not have a valid U.S. passport with them.

 UNITED STATES TERRITORIES

U.S. Citizens and Lawful Permanent Residents (LPR’s) who travel directly between parts of the United States, which includes Guam, Puerto Rico, U.S. Virgin Islands, American Samoa, Swains Island, and the Commonwealth of the Northern Mariana Islands (CNMI), without touching at a foreign port or place, are not required to present a valid U.S. Passport or U.S. Green Card. However, it is recommended that travelers bring a government-issued photo ID and a copy of the birth certificate. It also is recommended that you carry proof of your LPR status at all times in the event you are asked to prove your status. This may be in the form of a green card or passport.

 Use of Traveler’s Image in Promotional Materials

Photographs and videos taken by Brown Sugar Travel & Co. representatives while on tour are the property of Brown Sugar Travel & Co. and may be used in promotional materials. Any traveler who does not wish to have their photograph or video footage used in promotional material MUST advise Brown Sugar Travel & Co. in writing no later than the final payment due date. This includes photos taken on a Brown Sugar Travel & Co.  event or trip.

 Assumed Risk/Hold Harmless Statement

Travel has its own inherent risks, and the traveler acknowledges such risks exist, up to and including death. Brown Sugar Travel & Co.  will take all reasonable precautions to ensure the health and safety of the traveler. The traveler agrees to hold Brown Sugar Travel & Co., its employees, and agents harmless should illness, accident, or death occur. Brown Sugar Travel & Co.  is not responsible for the actions, expenses, or harm incurred by travelers who disregard the instructions of the Brown Sugar Travel & Co. representative(s), travelers who depart from the planned activities of the tour, or travelers who follow the instructions of a non- Brown Sugar Travel & Co. representative(s).

 Brown Sugar Travel & Co. is not responsible for time changes made by the airlines, bus conductor, and railways. Flight times and seat assignments are solely at the discretion of the airlines. Hotel room location is the sole discretion of the hotel. Requests can be made but are not guaranteed. Baggage fees of the airlines are not included in group trip prices. If you decide to check baggage you must pay this fee directly to the airline. The carriers, accommodations, and other suppliers providing services are independent contractors and are not agents, employees of Brown Sugar Travel & Co. Brown Sugar Travel & Co. assume no responsibility and will not be held liable for any personal injury, property damage, or other loss, accident, delay, inconvenience, or irregularity by reason of (1) any wrongful or negligent acts or omissions on the part of its suppliers, (2) any wrongful, negligent, or unauthorized acts or omissions on the part of any employee of these suppliers, (3) any defect in or failure of any vehicle, equipment or instrumentality owned, operated, or used by any of these suppliers, or (4) any wrongful or negligent acts or omissions on the part of any other party not under the control, direct or otherwise, of Brown Sugar Travel & Co., or (5) acts of God.

 The traveler agrees for him/herself, his/her heirs and assigns executors, and administrators to hold harmless and release Brown Sugar Travel & Co., or any other sponsoring organization(s) and/or subsidiaries, affiliates, officers, representatives, or successors (released parties”) from any and all losses, causes of action, liabilities, indirectly from participation in connection with hosted group trips and/or the condition of the property, facilities or equipment used for hosted group trips, regardless of when, where or how such claim may arise and regardless of whether caused by the disappearance of the negligence of the Released Parties or otherwise, including, without limitation. Claims relating to (i) any theft, loss or disappearance of property, (ii) bodily injury (fatal or non-fatal), and (iii) property damage.

 MEDICAL DISCLAIMER AND RELEASE

Before we make or finalize arrangements for your trip, we require that you sign below or click “I Agree” on our website. Your signature or click will signify your agreement with the following terms and conditions:

 1. Health and Other Hazards: You agree that it is your personal decision to travel, and you are doing so with full knowledge of current travel recommendations and travel restrictions with regards to the risks of COVID-19 and other illnesses. We assume no responsibility for and shall not be liable for unsafe conditions or health hazards including pandemics or other illnesses. We have no special knowledge of dangers during travel or at destinations. For information related to such dangers, we recommend going to the State Department travel website at www.travel.state.gov,  click on “Find International travel Information” then click on “Country Information”, and  fill in the name of the destination country. For medical and health information, we recommend going to the Centers for Disease Control website at www.cdc.gov/travel, then click on “Destinations” and scroll to the name of the destination country. 

 2. Vaccination Requirements and Other Rules: We have no responsibility for COVID-19 & other medical-related requirements that travel suppliers and governments may impose from time to time, such as required vaccinations, health affidavit forms, COVID-19 screenings prior to departure or upon arrival, face coverings, or quarantines. For the latest COVID-19 government travel regulations, we recommend going to IATA’s website at https://www.iatatravelcentre.com/international-travel-document-news/1580226297.htm. For the latest travel supplier requirements, check the website of each supplier, and keep checking because these rules are constantly changing, and we are not responsible for those changes.

 3. Financial Condition of Travel Suppliers: We are not responsible for the acts or omissions of travel suppliers or their failure to adhere to their own schedules, provide services or refunds, financial default, or failure to honor future trip credits. We have no special knowledge regarding the financial condition of the suppliers, and we have no liability for recommending a trip credit in lieu of a refund.

 4. Rebooking: If possible, we will assist with obtaining any refunds due or rebooking trips using future credits, but we will charge a nonrefundable fee for such services.

 5. Insurance: For your protection, we strongly recommend that you purchase trip cancellation and travel accident insurance. Please note that, unless you buy a cancel-for-any-reason policy, most policies have a specific clause stating they do not cover epidemics and pandemics, especially when travel warnings are in place. No representation or description of the insurance made by our staff constitutes a binding assurance or promise about the insurance. You agree to hold us harmless for your election not to purchase travel insurance or for any denial of claim by travel insurer as it relates to COVID-19 or any other claim under the policy.

6. RELEASE: YOU HEREBY EXPRESSLY ASSUME ALL OF THE RISKS AND DANGERS COVERED IN PARAGRAPHS 1-3 ABOVE, AND YOU HEREBY EXPRESSLY AGREE TO FOREVER RELEASE, DISCHARGE AND HOLD US, AND OUR AGENTS, EMPLOYEES, OFFICERS, DIRECTORS, ASSOCIATES, AFFILIATED COMPANIES, GUIDES,  GROUP  LEADERS, AND SUBCONTRACTORS HARMLESS AGAINST ANY AND ALL LIABILITY, ACTIONS,  CAUSES  OF  ACTIONS, SUITS, CLAIMS, AND DEMANDS OF ANY AND EVERY KIND AND NATURE WHATSOEVER WHICH YOU NOW HAVE OR WHICH MAY HEREAFTER ARISE OUT OF OR IN CONNECTION WITH THESE RISKS AND DANGERS.

 7. Claims Deadline and Exclusive Jurisdiction: You agree to present any claims against us within 30 days after your trip ends and to file suit within one year of the incident, and you acknowledge that this expressly limits the applicable statute of limitations to one year.  You agree that the courts in Charles County, Maryland will be the exclusive jurisdiction for all claims brought by you or us, and you hereby submit to the personal jurisdiction of those courts.

 

AMENDMENT OF TERMS AND CONDITIONS

Brown Sugar Travel & Co. has the right to amend the terms and conditions whenever deemed necessary.