Terms & Conditions

VIAGIO TRAVEL, LLC  

Terms & Conditions  

An Independent Affiliate of Travel Experts, Inc. | Member of Virtuoso  

Viagio Travel, LLC is an independent affiliate of Travel Experts, Inc., a member of Virtuoso. All travel arrangements made through Viagio Travel are subject to the following terms and conditions. Please read carefully before proceeding with any bookings.  

Trip Requests  

We are a full-service travel agency with a vast range of knowledge and expertise. We have preferred partnerships all around the world that enable us to prepare unique and memorable vacations and incentive trips to any destination. We generally do not accept air-only requests, unless they are for roundtrip international business class or higher fares.  

We will make every effort to accommodate necessary revisions. Additional revisions may be subject to special handling fees. We are happy to assist with villas, home, and yacht rentals through one of our preferred partners.  However, we do not work with Airbnb, VRBO, or other peer-to-peer rental platforms.  

Client Responsibility for Accuracy  

The client is solely responsible for the accuracy of all traveler information provided to Viagio Travel, including but not limited to: legal names as they appear on passports, dates of birth, passport numbers and expiration dates, dietary or medical requirements, and any other personal details required for booking. Errors or omissions in this information may result in additional fees, denied boarding, or cancellation, for which Viagio Travel shall bear no responsibility.  

It is the client’s responsibility to confirm that all reservations accurately reflect the correct legal names at the time of confirmation.   

Independent Bookings Warning  

Clients are strongly advised not to book any components of their trip independently (including flights, hotels, transfers, or activities) without first notifying their Travel Advisor. Independently booked components may create scheduling conflicts, void travel insurance coverage, or compromise Viagio Travel's ability to assist in the event of a disruption. Viagio Travel bears no responsibility for independently booked components not arranged through this agency.  

Planning Fees  

Your Travel Advisor reserves the right to charge a planning fee at his or her discretion. This planning fee will be communicated and agreed upon in writing prior to the start of trip planning. The amount of the planning fee is based on the complexity of the travel, including but not limited to: destination, length of stay, dates of travel, and level of daily planning.  

At any time during the planning process, should the client decide to cancel or postpone the trip, this fee remains non-refundable.  

Quote Validity  

Prices are based on rates and foreign exchange rates known at the time of quotation and are subject to change without notice. A quote does not constitute a confirmed booking.   

Special Handling Fees 

Bookings requested within 30 days of departure may incur special handling fees of up to $500 per person.  Complex trips or multiple concurrent trip requests may also incur special handling fees of up to $500 per person.  

Deposit & Final Payment  

Quote and option pricing is not guaranteed until Viagio Travel receives and processes your deposit or initial payment. Certain products may have additional deposit requirements.   

Your final payment is due prior to departure according to each supplier's terms and conditions. If final and full payment is not received by the applicable due date, reservations are subject to cancellation. Viagio Travel or service provider reserves the right to cancel the reservation if final payment is not received by the specified date.  

Currency Fluctuations  

Currency exchange rates fluctuate. Prices quoted in a different currency are subject to change based upon currency exchange rate fluctuations. Viagio Travel is not responsible for surcharges or foreign transaction fees imposed by a client's credit card or bank.  

Cancellations & Cancellation Fees  

All cancellations must be submitted in writing to Viagio Travel. Cancellation policies vary and are implemented by the individual supplier; however, payments for services are typically considered fully nonrefundable. We always recommend travel insurance.  

Passports & Visas  

A valid passport is required of all clients traveling internationally. Your passport must be valid for at least six months after your date of return to the U.S. The name on your reservation must match the name on your passport exactly. Securing any required visas is the responsibility of the passenger, although your Travel Advisor will assist when possible.  

Minor Travelers  

All travelers under the age of 18 who are not accompanied by both legal parents or guardians may be required to provide additional documentation, including notarized parental consent letters, when crossing international borders. Requirements vary by destination and airline. It is the client's responsibility to research and comply with applicable requirements for minor travelers.   

Itinerary Variations  

If unforeseen circumstances beyond our control make changes necessary, we reserve the right to vary itineraries and to substitute comparable hotels or services. We will make every effort to notify clients of material changes as promptly as possible.  

Weather  

Agency shall not be responsible for schedule changes, cancellations, or other modifications resulting from weather or natural events.  

Airfare  

Airfare quoted by Viagio Travel or one of our air affiliates is only confirmed at the time of payment and when an e-ticket number has been generated. Once an air ticket has been issued and a confirmation generated, any airline imposed changes to seat assignments (or seat assignment fees), or flight times, flight numbers, or equipment  changes resulting in the loss or change of seat assignments are not a result of any action by Viagio Travel.  

Viagio Travel is not affiliated with any airline and cannot be held liable for changes or complications caused by an airline. Please note that we offer flight bookings as an additional service supporting your travel program — not as a standalone service. It is the passenger's responsibility to confirm that all airline reservations are correct, including the proper spelling of legal names, before payment/confirmation of the flights.   

Travel Insurance  

Viagio Travel offers access to optional travel insurance products to protect passengers and their travel investment. Unless specifically noted, travel insurance is NOT included in the cost of any itinerary. Travel insurance may cover trip delay and interruption, missed connections, cancellation, medical emergency transportation and evacuation, baggage and personal effects, illness, accidental death and disability, and more.  

Without appropriate travel insurance, the client understands and agrees that if travel is cancelled or interrupted for  any reason, portions of the trip may not be refunded, and Viagio Travel's and suppliers' cancellation penalties will  apply, resulting in potential loss of monies up to the full cost of travel. The purchase of travel insurance is not required to purchase any other product or service offered by Viagio Travel. Note that some countries do require proof of insurance upon arrival.   

Pandemics & Government Actions  

In the event of a pandemic or government action that cancels, delays, or interrupts travel, Viagio Travel will act in compliance with all applicable government regulations and in accordance with supplier-imposed policy. Viagio  Travel is not liable for any losses incurred in these situations, including cases where a refund is not issued by a supplier due to extraordinary or unforeseen circumstances. However, we will advocate for the traveler to the best of our ability. Please note that traditional travel insurance policies generally do not cover pandemics or government actions. A minimum service fee of $100 may be charged to the traveler for advocacy services rendered in these circumstances.  

Americans with Disabilities Act  

The Americans with Disabilities Act (ADA) and related laws apply within the United States. Tour and service providers outside the United States may or may not comply with the ADA or comparable accessibility standards.  Facilities for disabled persons are limited outside the U.S. Viagio Travel welcomes customers with special needs and disabilities and seeks to provide enjoyable, memorable experiences for all.  

• Please advise your Travel Advisor at the time of booking of any physical, medical, or other special needs requiring accommodation. If a medical or physical condition develops after booking, please notify us as soon as possible.  

• All guests must ensure they are medically and physically fit for travel.   

• Many providers do not supply personal devices (wheelchairs, hearing aids, etc.) or personal care services. A companion capable of providing personal assistance may be required.  

Immunizations & Health Screenings  

You must obtain proper immunizations, health screenings, and any required documentation before travel. Viagio  Travel assumes no responsibility for the accuracy of health, vaccination, or documentation requirements prior to departure or upon landing. In some cases, required inoculations must be recorded by a health practitioner on a valid vaccination certificate that the client must carry. If you have concerns about medications or inoculations, consult your health practitioner before booking.  

Government Information Sources  

Clients are urged to check the following government websites for current travel advisories, health requirements, and entry documentation requirements:  

• U.S. State Department: travel.state.gov 

• U.S. Centers for Disease Control: https://wwwnc.cdc.gov/travel 

• TSA: https://www.tsa.gov/  | U.S. DOT: https://www.transportation.gov/   | FAA: https://www.faa.gov/ 

• U.S. Treasury: https://home.treasury.gov/   | U.S. Customs: https://www.cbp.gov/ 

• U.S. Citizenship and Immigration Services: https://www.uscis.gov/ 

Information on these sites is provided by the government. Viagio Travel does not represent that such information is complete or accurate.  

Travel Documents  

If travel documents are required, they will be provided electronically prior to departure. Documents cannot be provided until full payment has been received, and all guest details have been submitted.  

Privacy & Data Use  

Viagio Travel collects personal information from clients (including names, passport details, dates of birth, payment information, and travel preferences) solely for the purpose of arranging and managing travel services. We do not sell, rent, or share your personal information with third parties, except as required to complete your travel arrangements (e.g., suppliers, airlines, hotels) or as required by law.  

By engaging Viagio Travel's services, the client consents to the collection and use of their personal information as described.  

Communication Preferences  

The client agrees that email is the primary method of communication for all trip proposals, confirmations, invoices, cancellation notices, and other material correspondence. It is the client's responsibility to ensure that emails from  Viagio Travel are not filtered as spam, and to confirm receipt of time-sensitive communications such as payment deadlines or cancellation notices. Viagio Travel shall not be liable for consequences arising from a client's failure to receive or read email communications sent to the address on file.  

Photography & Marketing Consent  

From time to time, Viagio Travel may request client permission to use photographs, testimonials, or reviews provided by clients for marketing or promotional purposes.  

Intellectual Property  

All custom itineraries, travel proposals, research materials, and other content prepared by Viagio Travel are the intellectual property of Viagio Travel, LLC. These materials are provided solely for the personal use of the client and may not be reproduced, distributed, shared with third parties, or used to solicit competing bids without the express written consent of Viagio Travel. Unauthorized use or distribution of Viagio Travel's proprietary materials may result in legal action.  

Responsibility & Supplier Liability  

The suppliers providing transportation, sightseeing, tours, shore excursions, and hotel or cruise accommodations are independent contractors and are not agents, affiliates, representatives, or employees of Viagio Travel. Viagio  Travel has no ownership interest in any supplier. All documentation, receipts, and tickets are issued subject to the terms and conditions specified by the supplier.  

By utilizing the services of suppliers arranged by Viagio Travel, the client agrees that Viagio Travel shall not be  liable for: (1) any accident, loss, injury, or damage to the client or traveling companions in connection with any  accommodations, transportation, or other services; or (2) any loss, damage to property, or injury to persons  caused by the act or omission, intentional, negligent, or otherwise, of any third-party supplier. 

For any service disputes not brought to our attention during travel, please contact our office by phone or in writing within 30 days of your return.  

Limitation of Liability  

To the fullest extent permitted by applicable law, Viagio Travel's total liability to any client for any claim arising out  of or in connection with travel services arranged on the client's behalf shall not exceed the total fees paid by the  client directly to Viagio Travel (excluding supplier payments made on the client's behalf). In no event shall Viagio  Travel be liable for indirect, consequential, incidental, punitive, or special damages of any kind.  

Force Majeure  

Viagio Travel shall not be deemed in breach of these Terms and Conditions and shall not be liable for any delay  or non-performance of obligations to the extent such delay or non-performance results from circumstances  beyond Viagio Travel's control, including but not limited to: acts of God, explosion, flood, fire, accident, war  (declared or undeclared), terrorism, sabotage, embargo, labor strikes, changes in law or regulation, insurrection,  civil disturbance, quarantine, government intervention, disease, weather conditions, or other occurrences beyond  Agency's reasonable control (collectively, "Force Majeure").  

Agency or any affected supplier may, in its discretion, vary, adjust, modify, or cancel any itinerary or arrangement as a result of Force Majeure. Where possible, Viagio Travel will work to secure supplier credits or alternative arrangements on the client's behalf.  

General Provisions  

These Terms and Conditions may be updated by Viagio Travel from time to time. The most current version will govern all bookings. Continued use of Viagio Travel's services following notification of any updates constitutes the client's acceptance of the revised terms.  

Client Acknowledgment  

By proceeding with a booking or submitting payment to Viagio Travel, LLC, the client acknowledges that they have read, understood, and agreed to these Terms and Conditions in their entirety, including on behalf of all travelers in their party.