Travel Planning Services

terms & conditions

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PASSPORT POPPIN, LLC

TRAVEL DESIGN SERVICES — TERMS & CONDITIONS

PLEASE READ CAREFULLY BEFORE PURCHASING OUR TRAVEL DESIGN SERVICES OR MAKING ANY TRAVEL RESERVATIONS.

These Terms & Conditions (“Agreement”) govern the professional travel planning and booking services provided by Passport Poppin, LLC (“Passport Poppin,” “Company,” “we,” “our,” or “us”) to the individual purchasing services (“Client,” “Lead Passenger,” or “Traveler”).

By electronically signing this Agreement, paying a Travel Design Retainer, or authorizing Passport Poppin to make travel arrangements after receiving these terms, the Client acknowledges having read, understood, and agreed to these Terms & Conditions.

The Lead Passenger is responsible for communicating relevant booking information and these terms to all travelers included in their reservation. Each adult traveler may also be required to accept applicable supplier agreements and travel waivers.

1. TRAVEL DESIGN SERVICES & SCOPE

Passport Poppin provides personalized travel planning, research, coordination, and booking assistance for individuals, couples, families, and private groups.

Our professional Travel Design Services may include:

Researching and comparing up to two destinations.
Recommending hotels, resorts, and accommodations aligned with the Client's preferences and budget.
Preparing customized vacation package proposals.
Coordinating hotel reservations and applicable flight arrangements.
Assisting with airport transfers and ground transportation.
Recommending and coordinating excursions, tours, and experiences.
Providing information about available travel protection options.
Coordinating applicable payment plans and booking deposits.
Preparing a customized travel itinerary.
Communicating with travel suppliers regarding confirmed reservations.
Providing travel-related assistance before, during, and after travel for arrangements booked through Passport Poppin.

Services are limited to the travel arrangements and planning scope agreed upon during the consultation and booking process.

Passport Poppin does not guarantee availability, specific pricing, supplier performance, or the outcome of any travel experience.

1.1 Proposal and Revision Allowance

The Travel Design Retainer includes:

One initial vacation package proposal.
Up to two revisions based on the Client's original travel request.
Research and comparison of no more than two destinations.

A revision means a reasonable adjustment to the original proposal, such as reviewing alternative accommodations or modifying available package options.

Substantial changes to the original request, including changing destinations, travel dates, the nature of the trip, or significantly modifying the established budget, may require an additional retainer.

Any additional retainer will be disclosed to the Client and approved before the additional work begins.

1.2 Large Group Services

For qualifying private groups requiring 10 or more rooms, Passport Poppin may provide a customized booking page to assist travelers with their reservations and payments.

Group services, room blocks, and additional coordination requirements are subject to a separate proposal and supplier availability.

2. TRAVEL DESIGN RETAINER FEES

Passport Poppin charges a professional Travel Design Retainer based on the number of travelers included in the Client's reservation.

Our current retainer pricing is as follows:

Travel Design PackageNumber of TravelersRetainer

Solo 1 traveler $125

Essential 2–4 travelers $280

Signature 5–9 travelers $400

Custom Group10+ travelers Starting at $750

The Travel Design Retainer compensates Passport Poppin for the professional time, expertise, research, planning, and coordination required to design the Client's travel experience.

The retainer is separate from the actual cost of the vacation package, including accommodations, flights, transportation, excursions, travel protection, and other travel-related expenses.

Our retainer pricing is disclosed upfront so Clients understand the cost of retaining our professional planning services before beginning the planning process.

There are no additional standard Travel Design planning fees beyond the agreed retainer for services within the original scope of work. Additional charges may apply for Client-requested services outside that scope, subject to advance disclosure and approval.

2.1 Retainer Payment Requirements

The full Travel Design Retainer must be paid before Passport Poppin begins preparing customized vacation proposals, researching accommodations, or coordinating travel arrangements.

The planning process begins after:

The Client completes the Travel Design Planning Form.
The Client participates in the initial discovery consultation.
The Client pays the applicable Travel Design Retainer.
The Client accepts these Terms & Conditions.

Passport Poppin reserves the right to delay the commencement of planning services until all required information, agreements, and payments have been received.

2.2 Non-Refundable and Non-Transferable Retainer

Travel Design Retainers are non-refundable once professional planning services have commenced, including destination research, supplier inquiries, itinerary development, or preparation of travel proposals.

The retainer is compensation for professional services and does not guarantee that the Client will ultimately purchase or complete a vacation booking.

If the Client elects not to proceed with a proposed vacation package after planning services have begun, the retainer will not be refunded or transferred to another traveler, destination, or future trip.

Any cancellation before services begin will be reviewed in accordance with applicable law and the Company's cancellation procedures.

2.3 Adding Additional Travelers

Retainer pricing is determined by the total number of travelers receiving Travel Design Services.

If additional passengers are added and the Client's party moves into the next pricing tier, the difference between the original retainer and the applicable new retainer will be collected before planning services are extended to the additional passengers.

For Custom Groups, any adjustment will be based on the revised group size and the additional planning requirements.

2.4 Changes to the Original Travel Request

The retainer covers the agreed planning scope established during the initial consultation.

Requests involving substantial changes to the destination, travel dates, budget, accommodations, group size, or overall trip requirements may be considered a new planning request.

Passport Poppin will communicate any additional retainer before beginning work outside the original scope.

3. TRAVEL BUDGETS, PRICING & AVAILABILITY

Passport Poppin strives to create vacation proposals aligned with the budget, travel preferences, and expectations provided by the Client on the Travel Design Planning Form.

During the discovery consultation, our Travel Designers will discuss the feasibility of the Client's requested destination, travel dates, accommodations, and experiences in relation to their proposed budget.

Where necessary, Passport Poppin may recommend adjustments to the Client's budget, travel dates, destination, or expectations to identify suitable vacation options.

The Client acknowledges that:

Travel prices fluctuate based on availability, demand, travel dates, currency exchange rates, and supplier pricing.
All proposals are subject to availability and confirmation at the time of booking.
Quoted prices are not guaranteed until the required booking deposit or payment has been processed and the supplier confirms the reservation.
Passport Poppin cannot guarantee that all requested travel arrangements will be available within the Client's budget.
Any increase in pricing before booking confirmation remains the Client's responsibility.

Passport Poppin will not knowingly authorize a reservation exceeding the Client's approved package price without obtaining the Client's consent.

4. BOOKING CONFIRMATION & PAYMENT RESPONSIBILITIES

Once the Client selects their preferred vacation package, Passport Poppin will coordinate the reservation and provide the applicable booking confirmation and secure payment instructions.

The Client is responsible for reviewing and confirming all reservation details before making payment.

These details include, but are not limited to:

Legal names of all travelers.
Dates of birth and required passenger information.
Travel dates and destinations.
Departure and arrival airports.
Accommodations and room categories.
Number of travelers.
Package inclusions and exclusions.
Payment amounts and final payment deadlines.

The Client must promptly notify Passport Poppin of any discrepancies.

Any costs associated with correcting inaccurate information supplied or approved by the Client may be the Client's responsibility.

4.1 Booking Deposits

Vacation packages may require an initial deposit or payment in full to confirm the reservation.

Deposit amounts are determined by the applicable travel supplier and may vary by destination, package, and travel dates.

Payment of the Travel Design Retainer does not secure vacation pricing, accommodations, flights, or other reservations.

A vacation booking is considered confirmed only when the required supplier payment has been successfully processed and confirmation has been issued.

4.2 Payment Plans

Passport Poppin may offer payment arrangements through participating travel suppliers.

When available, Clients may secure a reservation with a deposit and make subsequent payments toward the remaining balance.

All payments must be completed by the supplier's final payment deadline.

The Client acknowledges that:

Payment deadlines are established by the applicable supplier.
Some deposits and payments may be non-refundable.
Missed payments may result in reservation cancellation.
Certain bookings may require payment in full at the time of reservation.
Supplier payment schedules and cancellation penalties govern the underlying vacation reservation.

Passport Poppin is not responsible for financial losses resulting from a Client's failure to meet required payment deadlines.

4.3 Third-Party Financing

Eligible Clients may have access to third-party financing options, including FlexPay, when available for their selected vacation package.

Financing approval, interest rates, repayment terms, fees, and eligibility are determined exclusively by the financing provider.

Passport Poppin does not make lending decisions, guarantee financing approval, or assume responsibility for the Client's financing obligations.

Clients are responsible for reviewing and accepting the financing provider's separate terms.

5. CANCELLATIONS, REFUNDS & REBOOKING

5.1 Cancellation of Travel Design Services

Once professional planning services have begun, the Travel Design Retainer is non-refundable and non-transferable, except where otherwise required by applicable law.

If a Client decides not to proceed with a vacation booking after receiving proposals, Passport Poppin is not obligated to refund the retainer for services already performed.

5.2 Cancellation of Confirmed Travel Reservations

Cancellation policies for confirmed vacation reservations are established by the applicable airline, hotel, resort, tour operator, or travel supplier.

Cancellation may result in:

Forfeiture of deposits.
Partial or complete loss of payments.
Supplier cancellation penalties.
Issuance of a travel credit instead of a monetary refund.
Restrictions on future travel dates or rebooking.

Passport Poppin does not independently guarantee refunds or travel credits for supplier-issued reservations.

Any refund or credit is subject to the applicable supplier's terms, purchased travel protection, and governing law.

5.3 Rebooking Services

If the Client cancels a confirmed reservation or requests new travel arrangements after the original booking has been completed, additional professional planning services may be required.

A new or supplemental Travel Design Retainer may apply based on the extent of the requested changes.

Any applicable fees will be communicated before rebooking services begin.

Clients may request rebooking assistance by emailing letsgo@passportpoppin.com.

5.4 Supplier-Initiated Cancellations

Airlines, hotels, resorts, and other travel suppliers may cancel or materially modify reservations for operational, financial, safety, weather-related, or other reasons.

Passport Poppin will make reasonable efforts to assist Clients with available alternatives, refunds, or travel credits offered by the supplier.

Passport Poppin does not guarantee replacement arrangements at the original price or reimbursement of costs not recoverable from the supplier.

Nothing in this Agreement limits any refund or remedy required by applicable law.

6. TRAVEL PROTECTION & INSURANCE

Passport Poppin strongly recommends that all Clients purchase comprehensive travel protection appropriate for their trip.

Travel protection may provide benefits for certain covered events, including trip cancellation, interruption, medical emergencies, baggage issues, or travel delays.

Coverage, exclusions, eligibility, and claim determinations are governed exclusively by the insurance provider and the policy purchased.

Passport Poppin does not guarantee that a particular claim will be approved or that a policy will cover every travel disruption.

Clients are responsible for reviewing the policy documents and understanding coverage limitations before purchasing.

Declining available travel protection may expose the Client to significant financial losses.

Passport Poppin is not an insurer and does not independently reimburse losses that are excluded from, or not covered by, a travel protection policy.

7. PASSPORTS, VISAS & ENTRY REQUIREMENTS

Each traveler is responsible for obtaining and maintaining all required travel documentation.

This may include:

Valid passports.
Entry visas or electronic travel authorizations.
Required health or vaccination documentation.
Transit visas.
Documents required for minors.
Any additional requirements established by destination governments or travel suppliers.

Passport Poppin may provide general guidance regarding entry requirements but does not guarantee admission into any country.

Travelers are responsible for verifying current requirements with the appropriate government authorities.

Passport Poppin is not responsible for losses arising from expired passports, denied visas, missing documentation, denied boarding, or refusal of entry, except to the extent caused by the Company's own legally actionable conduct.

8. ACCOMMODATIONS & SUPPLIER SERVICES

Passport Poppin coordinates travel arrangements through independent third-party suppliers, including hotels, airlines, transportation companies, and excursion providers.

These suppliers operate independently and may establish their own policies, service standards, cancellation requirements, and restrictions.

8.1 Hotel Accommodations

Hotel ratings, classifications, amenities, and service standards may differ between destinations.

Special requests, including specific room locations, bedding arrangements, connecting rooms, early check-in, late checkout, or additional amenities, are subject to supplier approval and cannot be guaranteed unless expressly confirmed.

8.2 Additional Resort Charges

Travelers may be required to pay additional charges directly to hotels or other suppliers, including resort fees, local taxes, tourism levies, security deposits, or incidental expenses.

Passport Poppin will make reasonable efforts to disclose known mandatory charges during the booking process.

The Client remains responsible for charges properly disclosed by the supplier or otherwise payable under the applicable booking terms.

8.3 Excursions & Activities

Excursions, tours, water activities, adventure experiences, and other recreational activities may involve inherent risks.

These risks may include physical injury, illness, adverse weather, transportation accidents, equipment failure, or other unexpected circumstances.

Travelers are responsible for evaluating their ability to participate safely and following instructions provided by qualified activity operators.

Passport Poppin does not directly operate third-party excursions unless expressly stated otherwise.

9. HEALTH, MOBILITY & PERSONAL SAFETY

Travelers are responsible for determining whether they are physically and medically able to participate in their selected vacation activities.

Clients should disclose relevant accessibility requirements and accommodation needs during the planning process so that suitable options can be researched where reasonably available.

Passport Poppin cannot guarantee that all destinations, accommodations, transportation services, or excursions will be accessible to every traveler.

Travelers are responsible for consulting appropriate medical professionals regarding their fitness for travel and participation in specific activities.

During travel, Clients are responsible for exercising reasonable care for their personal safety, belongings, and travel documents.

Passport Poppin does not provide medical care, emergency response services, personal security, or supervision of individual travelers.

In an emergency, travelers should contact local emergency services and their travel insurance assistance provider.

10. INDEPENDENT SUPPLIERS & LIMITATION OF LIABILITY

Passport Poppin acts as a travel planning and booking intermediary for services provided by independent third-party suppliers.

Unless expressly identified as the direct provider of a particular service, Passport Poppin does not own, operate, manage, or control airlines, hotels, resorts, transportation providers, excursion companies, or other travel suppliers.

To the fullest extent permitted by applicable law, Passport Poppin is not responsible for losses, injuries, delays, cancellations, or disruptions caused solely by independent suppliers or circumstances outside the Company's reasonable control.

These circumstances may include:

Flight delays, cancellations, or schedule changes.
Lost, delayed, or damaged luggage.
Hotel overbooking or service interruptions.
Supplier insolvency or operational failures.
Weather emergencies and natural disasters.
Political unrest, war, terrorism, or civil disturbances.
Government restrictions or border closures.
Transportation accidents.
Illness, medical emergencies, or personal injuries.
Theft or loss of personal property.
Changes to excursion schedules or availability.

Passport Poppin will make reasonable efforts to assist Clients with travel arrangements within the scope of its services but does not guarantee resolution of disputes involving independent suppliers.

Nothing in this Agreement excludes liability for Passport Poppin's own negligence, gross negligence, willful misconduct, fraud, or other liability that cannot lawfully be excluded.

10.1 Limitation of Damages

To the extent permitted by applicable law, Passport Poppin will not be liable for indirect, incidental, special, or consequential damages arising from travel disruptions outside its reasonable control.

Any contractual limitation of damages shall not apply where prohibited by law or to claims for which liability cannot legally be limited.

11. FORCE MAJEURE & UNFORESEEN EVENTS

Passport Poppin shall not be considered in breach of its contractual obligations to the extent performance is prevented or materially delayed by circumstances beyond its reasonable control.

Such circumstances may include natural disasters, severe weather, war, civil unrest, government restrictions, transportation shutdowns, public health emergencies, labor disruptions, or other extraordinary events.

When such circumstances affect travel arrangements, Passport Poppin will make reasonable efforts to communicate available options and assist with supplier coordination.

Refunds, credits, and changes remain subject to applicable supplier terms and governing law.

This provision does not eliminate any statutory refund or consumer protection rights.

12. CLIENT CONDUCT & RESPONSIBILITIES

Clients are expected to communicate respectfully with Passport Poppin employees, representatives, and travel suppliers.

Threatening, abusive, discriminatory, harassing, or fraudulent conduct may result in the suspension or termination of planning services, subject to applicable law.

The Client remains responsible for payment obligations and services already performed.

Travelers are also responsible for complying with applicable laws, supplier rules, and safety requirements while traveling.

13. CHARGEBACKS & PAYMENT DISPUTES

Clients agree to contact Passport Poppin promptly regarding billing concerns, reservation discrepancies, or service-related complaints so the Company has an opportunity to investigate and seek an appropriate resolution.

Clients acknowledge that the Travel Design Retainer compensates Passport Poppin for professional planning services and is separate from the cost of the underlying vacation.

Passport Poppin may provide booking confirmations, signed agreements, invoices, correspondence, and evidence of completed planning services when responding to payment disputes.

Nothing in this Agreement waives a Client's legal right to dispute an unauthorized, erroneous, or otherwise disputable charge under applicable law or payment-network rules.

14. CONFIDENTIALITY & PERSONAL INFORMATION

Passport Poppin collects and processes personal information reasonably necessary to research, coordinate, and manage travel arrangements.

This information may include traveler names, contact information, dates of birth, passport details, travel preferences, and payment-related information.

Client information may be shared with authorized travel suppliers and service providers when reasonably necessary to complete requested travel arrangements.

Passport Poppin will use reasonable safeguards to protect personal information and will handle such information in accordance with applicable privacy laws and its published privacy practices.

Clients should avoid transmitting sensitive payment or identity information through unsecured communication channels.

15. COMMUNICATIONS & TRAVEL ASSISTANCE

Passport Poppin may communicate with Clients by email, telephone, text message, or other agreed communication channels.

Clients are responsible for providing accurate contact information and monitoring communications regarding payment deadlines, itinerary updates, and travel requirements.

Passport Poppin provides reasonable travel-related assistance for arrangements booked through the Company.

Such assistance does not constitute a guarantee of uninterrupted availability or immediate response at all hours.

Passport Poppin does not replace local emergency services, medical professionals, airlines, or other direct service providers.

16. GOVERNING LAW & DISPUTE RESOLUTION

This Agreement shall be governed by the laws of the State of Maryland, without regard to conflict-of-law principles, except where mandatory consumer protection laws require otherwise.

The parties agree to attempt to resolve disputes through good-faith communication before initiating formal legal proceedings.

Any subsequent dispute resolution process, including mediation, arbitration, or litigation, shall be governed by applicable law and any separately agreed, legally enforceable dispute resolution provision.

Nothing in this Agreement restricts rights or remedies that cannot lawfully be waived.

17. SEVERABILITY & ENTIRE AGREEMENT

If any provision of this Agreement is determined to be invalid or unenforceable, the remaining provisions shall continue in effect to the extent permitted by law.

This Agreement, together with applicable booking confirmations, approved proposals, supplier terms, and any signed addenda, constitutes the agreement governing the relevant Travel Design Services.

In the event of a conflict, mandatory applicable law shall control.

Any material changes to an accepted agreement will require appropriate notice and consent where required.

18. CLIENT ACKNOWLEDGMENT & ACCEPTANCE

By proceeding with our travel planning services, the Client acknowledges and agrees that:

They understand the applicable Travel Design Retainer and the services included.
The retainer is separate from vacation package expenses.
The retainer becomes non-refundable once professional planning services begin, except where required by law.
The original planning scope includes one initial proposal and up to two revisions.
Additional services outside the original scope may require an additional disclosed and approved retainer.
Travel prices and availability are not guaranteed until supplier confirmation.
Vacation bookings are subject to the applicable supplier's payment, cancellation, and refund policies.
Travel protection is recommended, and coverage is subject to the purchased policy.
Travelers are responsible for required documentation and their personal safety.
They have reviewed and understand these Terms & Conditions.