Client Terms & Conditions

These Client Terms & Conditions (“Terms”) govern travel planning, consultation, itinerary design, reservation assistance, and related travel services provided by Kavea Travel (“Kavea Travel,” “we,” “us,” or “our”).

Kavea Travel operates as an independent travel advisor affiliated with Travel Planners International, Inc. (“TPI”).

These Terms apply to clients worldwide, subject to any mandatory consumer protection rights or other laws that cannot legally be waived or limited.

By requesting paid planning services, authorizing a reservation, submitting payment information, electronically accepting these Terms, or otherwise proceeding with travel services through Kavea Travel, the Client acknowledges that they have read, understood, and agreed to these Terms.

These Terms apply to the Client and, where applicable, all travelers included in the Client’s request or reservation.

1. CLIENT AUTHORITY

The individual requesting or authorizing travel services (“Client”) represents that they are at least 18 years of age and have authority to provide information and make travel arrangements on behalf of all travelers included in the request or reservation.

The Client is responsible for communicating applicable payment deadlines, cancellation policies, Supplier terms, documentation requirements, and other important travel information to all members of the traveling party.

The Client confirms that information provided to Kavea Travel regarding themselves and other travelers is accurate and that they have permission to provide such information.

2. ROLE OF KAVEA TRAVEL

Kavea Travel provides professional travel planning, consultation, research, recommendations, itinerary design, reservation assistance, and booking coordination.

Kavea Travel and Travel Planners International act as intermediaries between the Client and independent third-party travel providers, which may include hotels, resorts, cruise lines, airlines, tour operators, theme parks, transportation companies, excursion providers, rental-car companies, travel-insurance companies, and other travel-service providers (“Suppliers”).

Kavea Travel does not own, operate, manage, or control these Suppliers.

Each Supplier is responsible for the services it provides. Reservations are additionally subject to the Supplier’s own terms, conditions, payment requirements, cancellation policies, limitations, and restrictions.

By authorizing a reservation, the Client agrees to the applicable Supplier terms in addition to these Terms.

3. TRAVEL RECOMMENDATIONS

Recommendations are based on information provided by the Client, including travel dates, budget, interests, travel style, preferences, traveler needs, and availability at the time research is performed.

Kavea Travel does not guarantee that every travel option available in the marketplace will be researched or presented.

Kavea Travel does not guarantee the lowest available price.

Recommendations are made using professional judgment and may take into account suitability, location, value, experience, Supplier reputation, availability, and the Client’s stated preferences.

The Client remains responsible for determining whether recommended accommodations, activities, destinations, transportation arrangements, and other services are suitable for their traveling party.

4. COMPLIMENTARY BOOKING SERVICES

Certain qualifying travel bookings may be offered without a separate professional planning fee when the applicable travel arrangements are booked through Kavea Travel.

Examples may include qualifying:

• Disney Destinations;
• Universal vacations;
• Cruises;
• All-inclusive resorts;
• Vacation packages;
• Straightforward hotel reservations; and
• Other commissionable travel products selected by Kavea Travel.

Complimentary service does not include unlimited research.

For hotel-only requests, complimentary hotel sourcing is limited to the curated options and adjustment allowance described in Kavea Travel’s current Planning Services & Fee Guide.

Requests requiring extensive comparisons, multiple destinations, significant research, detailed itinerary design, or repeated revisions may be considered professional custom planning and may require a fee.

Kavea Travel will disclose any applicable professional fee before paid research or planning begins.

5. PROFESSIONAL PLANNING, CONSULTATION & SERVICE FEES

Kavea Travel may charge professional fees for services including:

• Customized travel planning;
• Destination research;
• Personalized trip design;
• Extensive hotel research;
• Customized independent travel planning;
• Itinerary design;
• Consultation-only services;
• Extensive revisions;
• Complex or multi-destination travel;
• Group travel planning; and
• Other services requiring significant professional research or time.

Current general pricing and service descriptions are provided in Kavea Travel’s Planning Services & Fee Guide.

The exact professional fee applicable to the Client’s request will be disclosed before paid planning begins.

The individual proposal, invoice, or planning agreement accepted by the Client will control the exact fee and scope of services for that particular request.

Professional fees compensate Kavea Travel for professional time, consultation, research, expertise, recommendations, proposal development, itinerary design, and related services.

A professional planning or consultation fee may apply whether or not the Client ultimately purchases travel through Kavea Travel.

Unless otherwise expressly stated in writing, professional planning, consultation, and service fees are nonrefundable once professional work has begun.

Professional fees are separate from deposits, fares, accommodations, tours, activities, insurance premiums, transportation costs, taxes, and other charges imposed by travel Suppliers.

6. PROCESSING OF PROFESSIONAL FEES

Applicable professional service fees are processed through Travel Planners International in accordance with TPI procedures and applicable requirements.

The Client understands that an authorized professional service fee may appear on their credit-card statement as:

“Travel Agency Services.”

Clients should contact Kavea Travel promptly with any questions regarding a recognized professional service fee before initiating a payment dispute.

Accepted payment methods and processing requirements for professional fees are subject to TPI’s current policies.

7. PLANNING SCOPE & REVISIONS

Paid planning services include only the services and revision allowance stated in the applicable proposal, Planning Services & Fee Guide, or planning agreement.

A “revision round” means one consolidated request containing the Client’s requested changes to the current proposal or itinerary.

Minor adjustments that remain within the originally agreed destination, dates, budget, and trip structure may be included within the applicable revision allowance.

A significant change in scope may require an additional professional fee.

Examples include:

• Changing the primary destination;
• Substantially changing travel dates;
• Adding destinations;
• Significantly changing trip length;
• Adding travelers or households;
• Substantially changing the original budget;
• Requesting a complete redesign of the itinerary;
• Requesting extensive additional accommodation or Supplier comparisons; or
• Requesting services outside the originally agreed planning scope.

Any additional professional fee will be disclosed before additional paid work begins.

8. INACTIVE REQUESTS

Travel prices and availability can change frequently.

Unless otherwise stated, proposals, quotes, accommodations, tours, transfers, and other travel components are not being held while the Client reviews options.

If Kavea Travel receives no response from the Client for seven days, the request may be considered inactive.

If the Client later wishes to resume planning, current pricing and availability may need to be researched again.

If substantial new research is required because of changed dates, availability, pricing, destination, preferences, or other circumstances, an additional professional planning fee may apply.

Any applicable fee will be disclosed before new paid research begins.

9. PRICING, CURRENCY & AVAILABILITY

All travel quotes and proposals are subject to availability.

Pricing is not guaranteed until the applicable Supplier has confirmed the reservation and any required deposit or payment has been successfully processed.

Prices may change because of:

• Supplier pricing adjustments;
• Availability;
• Promotions beginning or ending;
• Currency fluctuations;
• Taxes;
• Government fees;
• Resort or destination fees;
• Fuel surcharges; or
• Other Supplier-imposed charges.

Travel may be quoted or charged in currencies other than the Client’s home currency.

Foreign-exchange rates may change between the time of quotation and payment. Banks, credit-card companies, and payment processors may impose foreign transaction fees or use exchange rates different from those displayed in a proposal.

Kavea Travel is not responsible for exchange-rate changes or fees imposed by the Client’s financial institution.

A proposal does not constitute a reservation and does not guarantee availability unless expressly stated otherwise.

Kavea Travel reserves the right to correct typographical, pricing, calculation, or other inadvertent errors.

10. BOOKING APPROVAL

Kavea Travel will not knowingly finalize a reservation requiring Client authorization without receiving the Client’s approval and any required payment authorization.

The Client is responsible for reviewing all booking details before authorization, including:

• Traveler names;
• Dates of birth;
• Travel dates;
• Destinations;
• Accommodation and room categories;
• Number of travelers;
• Flights;
• Cruises;
• Rail arrangements;
• Transfers;
• Activities;
• Tours; and
• Other reservation details.

Once a booking is authorized, applicable Supplier cancellation and change policies apply.

11. TRAVELER NAMES & INFORMATION

Traveler names must exactly match the government-issued identification or passport that will be used for travel.

The Client is responsible for providing accurate:

• Legal names;
• Dates of birth;
• Citizenship information where required;
• Passport details where required;
• Contact information; and
• Other requested traveler information.

Kavea Travel is not responsible for additional costs or travel disruption resulting from incorrect information provided or approved by the Client.

Name corrections or changes may be subject to Supplier fees, fare differences, restrictions, cancellation, or rebooking.

12. PAYMENTS

Supplier deposits, final payments, cancellation penalties, and payment deadlines are governed by the applicable Supplier.

The Client is responsible for ensuring that required payments are completed by the stated deadlines.

Failure to make payment when required may result in:

• Cancellation;
• Loss of availability;
• Loss of deposits;
• Supplier penalties;
• Price increases; or
• Loss of promotional pricing.

Travel payments may be processed by Travel Planners International, the applicable Supplier, or another authorized payment processor.

The Client should not send complete credit-card information through ordinary email, text message, social media, or other unsecured communication methods.

Kavea Travel may require completion of an approved secure credit-card authorization form before payment is submitted or requested.

13. TRANSACTION-SPECIFIC DISCLOSURES

Certain jurisdictions require additional written information before or in connection with accepting payment for travel.

Where applicable, information such as Supplier details, amounts paid, balances due, payment purpose, cancellation conditions, refund policies, itinerary information, or other legally required disclosures may be provided through:

• The Client’s proposal;
• Invoice;
• Payment authorization;
• Supplier documentation;
• Booking confirmation;
• Itinerary; or
• Other written travel documents.

Those transaction-specific disclosures form part of the Client’s agreement concerning the applicable booking.

14. CANCELLATIONS, CHANGES & REFUNDS

Cancellation and change requests should be submitted to Kavea Travel in writing.

Supplier cancellation and change penalties may apply.

Some travel services may be partially or completely nonrefundable.

Refund eligibility and processing time are determined by the applicable Supplier and its terms.

Kavea Travel cannot guarantee, authorize, or issue a Supplier refund that has not been approved by the Supplier.

Professional planning and consultation fees are separate from Supplier payments and remain subject to the professional-fee terms accepted by the Client.

Additional professional fees may apply when the Client requests substantial post-booking changes, rebooking, cancellation assistance, redesign, or other services outside the original scope.

Any additional Kavea Travel professional fee will be disclosed before the additional paid work is performed.

15. TRAVEL INSURANCE & TRAVEL PROTECTION

Kavea Travel strongly recommends that travelers consider appropriate travel insurance or travel protection.

Depending on the selected policy, travel protection may provide benefits for certain covered circumstances involving:

• Trip cancellation;
• Trip interruption;
• Medical treatment;
• Emergency evacuation;
• Travel delays;
• Baggage loss or delay; and
• Other covered events.

Coverage varies significantly between policies.

Kavea Travel does not determine whether a claim is covered and cannot guarantee that an insurer will approve or pay a claim.

The Client is responsible for reviewing the complete policy, including its coverage, exclusions, limitations, pre-existing-condition provisions, deadlines, and claim requirements.

The Client may be required to formally accept or decline travel protection.

If travel protection is declined, the Client accepts responsibility for losses or expenses that might otherwise have qualified for insurance benefits.

Travel-protection acceptance or declination may be documented separately from these Terms.

16. PASSPORTS, VISAS & ENTRY REQUIREMENTS

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

Requirements may include:

• Passports;
• Visas;
• Transit visas;
• Electronic travel authorizations;
• Government identification;
• Vaccination or health documentation;
• Parental consent documents for minors; and
• Other entry or exit requirements.

Requirements may vary according to citizenship, residency, destination, transit country, age, passport used, and individual circumstances.

Travel requirements may change without notice.

Any information provided by Kavea Travel concerning passports, visas, or entry requirements is general guidance only.

Travelers must independently verify current requirements through the appropriate government authority, embassy, consulate, immigration authority, airline, or other official source.

Kavea Travel is not responsible for denied boarding, denied entry, deportation, detention, cancellation, or additional expenses caused by incomplete, expired, inaccurate, or missing travel documentation.

17. HEALTH, ACCESSIBILITY & SPECIAL REQUESTS

Clients should disclose known accessibility requirements, allergies, dietary needs, mobility limitations, or other circumstances that may materially affect requested travel arrangements.

Kavea Travel will make reasonable efforts to communicate disclosed requests to Suppliers.

Special requests are not guaranteed unless confirmed by the applicable Supplier.

Kavea Travel does not provide medical advice and cannot determine whether a destination, activity, transportation method, accommodation, or other service is medically suitable for an individual traveler.

Travelers are responsible for obtaining appropriate professional advice where necessary.

18. AIR TRAVEL

Airline schedules, routes, fares, aircraft, seat assignments, and policies may change without notice.

Seat assignments and special-service requests are not guaranteed even when requested or displayed in a reservation.

Travelers are responsible for:

• Monitoring flight status;
• Completing required check-in;
• Meeting airline check-in and boarding deadlines;
• Complying with baggage rules;
• Carrying required travel documentation; and
• Responding appropriately to airline schedule changes.

Kavea Travel is not responsible for operational decisions made by airlines, including delays, cancellations, schedule changes, denied boarding, missed connections, equipment substitutions, or lost or delayed baggage.

If airfare is booked independently by the Client, responsibility for managing that reservation remains with the Client unless Kavea Travel specifically agrees otherwise in writing.

19. THIRD-PARTY SUPPLIERS

Kavea Travel is not responsible for the acts, omissions, negligence, errors, insolvency, financial default, representations, or service failures of independent Suppliers.

Examples may include:

• Delays or cancellations;
• Schedule changes;
• Overbooking;
• Changes to accommodations;
• Construction or renovations;
• Changes to amenities;
• Transportation disruption;
• Lost or damaged baggage;
• Supplier insolvency;
• Labor disputes;
• Excursion cancellation; or
• Failure to provide an advertised service.

Claims concerning the actual provision of Supplier services may need to be addressed directly with the Supplier pursuant to its own terms.

20. EVENTS OUTSIDE REASONABLE CONTROL

Kavea Travel is not responsible for travel disruption, cancellation, delay, loss, additional expense, or inability to perform caused by circumstances outside its reasonable control.

Such circumstances may include:

• Severe weather;
• Natural disasters;
• Fire or flood;
• Epidemics or pandemics;
• Quarantine;
• Government action;
• Border closures;
• War;
• Terrorism;
• Civil unrest;
• Strikes or labor disputes;
• Mechanical failure;
• Transportation disruption;
• Cyber incidents;
• Supplier failure; or
• Similar events beyond Kavea Travel’s reasonable control.

Kavea Travel will make reasonable efforts to assist affected Clients when possible, but applicable Supplier policies will determine whether refunds, credits, rebooking, or other remedies are available.

21. DESTINATION RISKS

Travel involves inherent risks.

The Client is responsible for reviewing destination conditions and determining whether they are comfortable traveling to the selected destination.

Travelers should review applicable government travel advisories, health information, local laws, entry requirements, and safety guidance before and during travel.

Kavea Travel does not guarantee the safety or security of any destination.

22. CLIENT REVIEW OF TRAVEL DOCUMENTS

The Client is responsible for reviewing proposals, invoices, booking confirmations, itineraries, tickets, vouchers, and other travel documents promptly upon receipt.

Any apparent error or discrepancy should be reported to Kavea Travel as soon as possible.

Failure to report an error promptly may affect the ability to correct it and may result in additional fees or expenses.

23. DURING-TRAVEL ASSISTANCE

Kavea Travel will make reasonable efforts to assist Clients with travel-related issues within the scope of the services provided.

Unless expressly agreed otherwise, Kavea Travel does not provide guaranteed 24-hour emergency service.

For urgent issues during travel, Clients may be required to contact the applicable hotel, airline, cruise line, tour operator, insurer, emergency service, or other Supplier directly.

24. CHARGEBACKS & PAYMENT DISPUTES

Clients are encouraged to contact Kavea Travel promptly regarding any questioned professional fee or travel charge.

Initiating a chargeback does not automatically cancel a reservation, override a Supplier’s cancellation policy, or invalidate a properly authorized professional service fee.

Nothing in this section limits any payment or consumer right that cannot legally be waived.

25. PERSONAL INFORMATION & PRIVACY

The Client authorizes Kavea Travel to collect, use, and share personal information reasonably necessary to research, arrange, reserve, manage, and support requested travel services.

Information may be shared where reasonably necessary with:

• Travel Planners International;
• Travel Suppliers;
• Insurers;
• Payment processors;
• Itinerary and client-management platforms;
• Technology providers; and
• Other parties involved in fulfilling the Client’s travel request.

The Client represents that they have permission to provide personal information concerning other travelers included in the reservation.

Kavea Travel’s handling of personal information is also subject to its separate Privacy Policy, where applicable.

26. CUSTOM PROPOSALS & PLANNING MATERIALS

Customized proposals, itineraries, recommendations, research, and planning materials created by Kavea Travel are prepared for the Client’s personal, noncommercial use.

Such materials may not be commercially reproduced, resold, republished, or represented as another travel professional’s work without permission.

Supplier booking links, contracted information, professional contacts, or other restricted materials contained within a proposal may be intended solely for reservations arranged through Kavea Travel.

27. ELECTRONIC COMMUNICATIONS & ACCEPTANCE

The Client consents to conducting business electronically.

Kavea Travel may communicate through email, electronic forms, itinerary platforms, approved messaging services, client portals, or other reasonable electronic methods.

Electronic signatures, acceptance boxes, payment authorizations, and similar electronic indications of consent may be treated as acceptance to the extent permitted by applicable law.

The Client is responsible for maintaining accurate contact information and reviewing communications in a timely manner.

28. LIMITATION OF RESPONSIBILITY

To the fullest extent permitted by applicable law, Kavea Travel is responsible for its own acts and omissions in providing professional travel-advisory services but is not responsible for the acts or omissions of independent Suppliers or events outside its reasonable control.

Nothing in these Terms is intended to waive, exclude, or limit any liability or consumer right that cannot legally be waived or limited.

29. MANDATORY CONSUMER RIGHTS

Kavea Travel serves travelers in multiple jurisdictions worldwide.

Nothing in these Terms is intended to exclude, restrict, or waive any mandatory consumer protection right available to a Client under applicable local, state, provincial, national, or international law where that right cannot lawfully be excluded or waived by contract.

If a mandatory provision of applicable law conflicts with these Terms, the mandatory provision will control only to the extent required by law.

30. SEVERABILITY

If any provision of these Terms is determined to be invalid or unenforceable, that provision will be interpreted or limited to the extent necessary to make it enforceable where permitted, and the remaining provisions will continue in effect.

31. ENTIRE AGREEMENT

These Terms, together with any applicable:

• Planning agreement;
• Planning Services & Fee Guide;
• Accepted proposal;
• Professional fee authorization;
• Supplier terms;
• Credit-card authorization;
• Travel-protection acceptance or declination;
• Transaction-specific disclosure; and
• Booking confirmation

constitute the agreement governing the applicable services and reservations.

If an individual written proposal or service agreement contains a more specific provision concerning the Client’s particular trip, the specific provision will control with respect to that subject.

32. CHANGES TO THESE TERMS

Kavea Travel may update these Terms periodically.

The version accepted by the Client in connection with a particular professional service or travel reservation will apply to that service or reservation unless otherwise required by law or subsequently agreed in writing.

33. SELLER OF TRAVEL DISCLOSURES

Kavea Travel is an independent affiliate of Travel Planners International, Inc.

Florida

Travel Planners International, Inc. is registered with the State of Florida as a Seller of Travel, Registration No. ST17873.

California

California Seller of Travel Registration No. CST 2063964-50.

Registration as a seller of travel does not constitute approval by the State of California.

Additional disclosures required by California law in connection with a particular transaction may be provided through the applicable proposal, invoice, payment documentation, booking confirmation, or other written travel documents.

Washington

Washington Seller of Travel Registration/UBI No. 602232785.

Kavea Travel operates as an independent travel advisor affiliated with Travel Planners International and conducts applicable travel business under TPI’s registration and processing structure.

Additional disclosures required in connection with a particular Washington transaction may be provided through the applicable invoice, payment documentation, booking confirmation, Supplier documentation, or other written travel documents.

34. CLIENT ACKNOWLEDGMENT

By electronically signing, selecting “I Agree,” authorizing a professional service fee, or proceeding with a travel reservation after receiving these Terms, the Client confirms that they:

• Have read and understood these Terms;
• Have authority to act on behalf of travelers included in the request;
• Understand Kavea Travel’s role as a travel advisor and intermediary;
• Understand that independent Suppliers provide the actual travel services;
• Understand any applicable professional planning or service fee;
• Understand applicable cancellation and payment terms;
• Agree to review applicable Supplier terms before authorizing travel purchases;
• Accept responsibility for reviewing travel documentation and entry requirements; and
• Have had the opportunity to ask questions before proceeding.

Kavea Travel
Independent Affiliate of Travel Planners International, Inc.

Fla. Seller of Travel Reg. No. ST17873
CST 2063964-50
WA UBI 602232785