TERMSAND CONDITIONS
Welcome to the TRAVELXM INC., an Ohio corporation, Charter No. 5111937“ u
Corporate Office : 1137 Michigan Avenue Columbus, OH 43201
The term “you”, “customer”, or “the traveller” refers to the customer visiting or using our Company and booking a reservation through our customer service agents.
1.Registration and Payment
A deposit, as agreed upon at the time of booking, is required to secure your reservation. We accept payment via credit card, certified check, wire transfer, or money order for this deposit.
2. Cancellation
We deeply appreciate your understanding of our reservation policies.
Regarding cancellations, please be advised that all confirmed reservations are subject to a $200 per person administrative fee. Additionally, clients may incur cancellation fees from service providers, including hotels, cruise lines, rail, or
airlines outlined in the itinerary.
For cancellations made 90 days or more before departure, a full refund will be issued, deducting the $200 per person administrative fee and any applicable cancellation fees from service providers. Cancellations within the 60-89 day period will result in the loss of the deposit (30% of the trip price). Within 33-59 days, a 50% loss of the program price will apply, while cancellations within 32 days or less will be subject to a 100% loss of the program price. We genuinely appreciate your cooperation and understanding in these matters.
3. Trip and Baggage Insurance
We strongly recommend the purchase of trip cancellation insurance, which is available for coverage of expenses in conjunction with cancellation due to illness or accident. Baggage insurance is also recommended. If you must cancel your participation in a travel program, trip cancellation insurance may be the only source of reimbursement. TravelXM can recommend companies where travel Insurance can be bought. Find out more information on vacation insurance at www.travelxm.com/faqs.
4. Health Insurance
For your added assurance, we encourage you to verify with the respective insurance company the applicability of health coverage in Costa Rican hospitals. Confirming the details of your health insurance ensures that you have comprehensive support in case of any medical needs during your travels. Understanding the extent of coverage, including medical expenses and hospital services, will contribute to a smoother and more secure experience while exploring Costa Rica. Should you have any questions or require assistance in this matter, please feel free to reach out to us. Your well-being is our priority, and we want to ensure that you have the necessary information for a worry-free journey.
5. Passports and Visas
Valid passports are required for travel to Costa Rica. Check with the appropriate consulate or embassy for the latest visa requirements.
6. Baggage
Weight restrictions may apply on internal flights. Baggage and personal effects are at the owner’s risk throughout the travel program. Check with the airline for other baggage restrictions applicable to internal and international flights.
7. Changes
Prices are based on current rates of exchange, tariffs, and taxes. TravelXM reserves the right to increase tour prices to cover increased costs, tariffs, and taxes, and to reflect fluctuations in foreign exchange markets. TravelXM also reserves the right to withdraw a tour or any part of it to make such alterations in the itinerary or with the tour inclusions as it deems necessary or desirable and to pass on to tour members any expenditures or losses caused by delays or events beyond its control. Itineraries and arranged sightseeing are subject to change at any time due to unforeseen circumstances or circumstances beyond TravelXM control. Every effort will be made to operate tours as planned, but alterations may occur after the final itinerary has been issued.
8. Booking Modification Guidelines for Considerate Travel Planning
We understand that plans may evolve, and at TravelXM, we strive to accommodate our customers’ needs. You are welcome to request modifications or reschedule your daily activities or make minor changes to your booking up to 30 days before the scheduled departure date, subject to availability. Please note that any cost adjustments due to late notice of rescheduling or modification may apply based on supplier availability before your arrival in Costa Rica. For changes requested outside this timeframe, additional fees may be applicable. Your satisfaction is our priority, and we are here to assist you in creating the perfect itinerary for your journey.
9. Time Management Guidelines for Scheduled Tours and Activities
We wish to emphasize the significance of punctuality due to the high demand for tours and the limited availability of time slots each day. In accordance with our company’s terms and conditions:
For both private and non-private activities and tours, we kindly request travellers to arrive at the scheduled meeting point at least 10 minutes before the designated event. A delay of up to 10 minutes is deemed acceptable for private tours and activities.
In the case of group tours or events organized by tour operators, we acknowledge that unforeseen circumstances may arise. Therefore, a courtesy wait of up to -5 minutes is granted. However, any delay beyond this timeframe is considered a no-show. Please be aware that the tour operator or company cannot assume responsibility for mitigating lateness on behalf of the customer. Your cooperation in adhering to these guidelines is highly appreciated, ensuring a seamless and enjoyable experience for all our guests. For further details, kindly refer to our company’s terms and conditions.
10. Promotional Photography
At TravelXM, we cherish the moments we share with our valued program members, and we believe in capturing the essence of these memorable experiences. In this spirit, we would like to inform you that TravelXM reserves the right to take photographs during the operation of any program or event and may use these images for promotional purposes. We see these photographs to celebrate the joyous moments we create together. By booking a reservation with TravelXM, program members graciously agree to allow their images to be used in such promotional materials. However, we also respect individual preferences, and if any program member would rather not have their images used, we kindly request them to identify themselves to their travel program escort at the beginning of the program. Your comfort and enjoyment are our top priorities, and we look forward to creating wonderful memories
together.
11. Claims and Refunds
Refunds are not made for any missed services, except for verifiable extenuating circumstances. Please see our Limits on Responsibility on this page. For verifiable claims to be considered, they must be received in writing within 30 days of the termination of the program and be accompanied by supporting documentation and/or a statement from the Operating Company verifying the claim, and they are not otherwise specifically addressed in these terms and conditions. Any adjustment considered will be based on the actual price of the services involved and not on a per diem basis. Adjustments will not be made for unused sightseeing trips or meals. TravelXM will not accept any liability for any claims that are not received within 30 days of the termination of your travel program. All claims for days missed while travelling should be made in writing within 30 days of the termination of the program.
12. Air Transportation
TravelXM will not accept any responsibility for mistakes or errors in airfare bookings made by independent third parties. The traveler’s confirmed webpage will have detailed tour information, and it is up to the traveller to ensure the correct arrival and departure flight information from the tour start and end cities. The independent agent will arrange the best-priced airfare available in the class category you request at the time of your booking.
13. Limits on Responsibility
TravelXM, its employees, officers, directors, successors, agents, and assigns, does not own or operate any entity which is to or does provide goods or services for your trip. It purchases transportation (by aircraft, coach, Van, Car train, vessel or otherwise), hotel and other lodging accommodations, restaurant, ground handling and other services from various independent suppliers (including from time-to-time other affiliated TravelXM companies). All such people and entities are independent contractors. As a result,
TravelXM is not liable for any negligent or wilful act of any such person or entity or of any third person.
TravelXM acts solely as agents for the client with respect to all transportation, hotel, and other tour arrangements. In that capacity, TravelXM exercises all reasonable care possible to ensure the traveller's safety and satisfaction, but, TravelXM neither assumes nor bears any responsibility or liability for any injury, death, damage, loss, accident, delay, or irregularity arising in connection with the services of any air plane, train, ship, automobile, motor coach, carriage, or other conveyance, or the actions of any third-party involved in carrying the traveller or in affecting these tours. TravelXM is not responsible for damages, additional expenses, or any other losses due to cancellation, delay or other changes in air or other services, sickness, weather, strike, war, civil disturbances, Pandemics, Natural disasters, acts or threats of terrorism, travel warnings or bans, termination or suspension of war risks or other carrier insurance, quarantine, acts of God or other causes beyond its control. All such losses must be borne by the traveller, and tour rates provide for arrangements only for the time stated. TravelXM is not responsible for delays, changes, or cancellation costs due to incorrect, incomplete, or expired travel documents. In the event of cancellation, delay or rescheduling mandated by any of the aforesaid causes beyond TravelXM’ control, the passenger shall have the option of accepting in lieu of the original tour such rescheduled tour or other substituted tour(s) as may be offered, or else, receiving a refund of as much of such advance tour expenditures as TravelXM can recover on the traveller's behalf from carriers, third-party tour vendors, etc., but, TravelXM shall not have any obligation or liability to the traveller beyond the foregoing. TravelXM reserves the right to make alterations to the tour’s itinerary and to substitute hotels, vehicles, ships, or activities if this is required. TravelXM reserves the right to cancel, delay, or reschedule any tour prior to departure, and, so long as this is not due to any of the aforesaid causes beyond our control, the passenger shall be entitled to a full refund of all monies paid to that point if he/she so desires, less any non-refundable deposits or un collectible
expenses incurred.
In addition and without limitation, TravelXM is not responsible for any injury, loss, death, inconvenience, delay or damage to personal 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, civil unrest, insurrection or revolt, animals, strikes or other labour activities, criminal or terrorist activities of any kind, overbooking or downgrading of services, food poisoning, mechanical or other failure of aircraft or other means of transportation or for failure of any transportation mechanism to arrive or depart on time.
Risks: There are certain inherent risks in adventure travel of the type involved here. These include, but are not limited to, hiking, walking safaris, climbing injuries and altitude sickness, and in all trip’s dangers of animals, inaccessibility to medical attention and difficulty in evacuation from remote locations in the case of a medical emergency. Passenger assumes all such risks regarding these possibilities.
Travel Advisories/Warnings: It is the responsibility of The Traveller to become informed about the most current travel advisories and warnings by referring to the U. S. State Department’s travel website at www.travel.state.gov/ or by phone at 1-888-407- 4747. In the event of an active State Department Travel Warning against travel to the specific destination location(s) of the trip, should The Traveller still choose to travel, notwithstanding any travel advisory or warning, The Traveller assumes all risk of personal injury, death or property damage that may arise out of the events like those advised or warned against.
Arbitration Agreement: Any controversy or claim arising out of or relating in any way to these Terms and Conditions, to the Responsibility Clause, to the brochure, or any information relating in any way to the trip, or to the trip itself, shall be settled solely and exclusively by binding arbitration in Ohio, US, in
accordance with the rules of the Arbitration Association then existent.
Travellers Representations: The Traveler represents that neither he nor she nor anyone traveling with him or her has any physical or other condition or disability that could create a hazard to himself or herself or other members of the tour. TravelXM reserves the right to decline to accept anyone on a trip.
TravelXM reserves the right to remove from the trip, at his or her sole expense, anyone whose condition is such that he or she could create a hazard to himself or others, or otherwise impact the enjoyment of other passengers on the trip.