By processing payment of  V² Travel issued invoice indicates acceptance of V² Travel Terms and Conditions by client.

V² Travel does not own or operate any of the companies providing accommodations, transportation, meals or other itinerary components for programs. We assume no responsibility for delays, losses or accidents, or for damage to persons or property caused by any persons, firm, corporations or other entity providing accommodations, transportation, meals or other services either as part of or incidental to this program. Please note that city taxes and tips are not included in any of our pricing (unless otherwise noted).

Engagement of Our Services Policy

A non-refundable Travel Coordination Fee (TCF) of $1,000 (or other agreed amount) is required prior to the start of any work (including the creation of personalized itineraries). 

The Travel Coordination Fee of $1,000 (or other agreed amount) will be applied to the total cost of the program but will not be reimbursed if the client does not book the trip.

If a client postpones their trip before finalizing an itinerary, the TCF may qualify to be applied to a future booking of the same trip evaluated on a case by case basis. If the client chooses a new program, $500 of the TCF may qualify to be applied to the future booking.

Except for airline bookings, which we do not provide, V² Travel requires most bookings to be arranged by us. This includes but is not limited to transportation, private guides, activities, and hotels.

Payment Policy to Book & Confirm Services

A deposit of 50%-70% of the total cost of the program is required to confirm the client’s trip and to guarantee V² Travel’s services. You will be notified of the exact amount of the deposit required, which is based on pre-payments to hotels and other vendors, and can vary based on the destination booked.

V² Travel will provide pricing in local currency to be converted to US Dollars upon confirmation of services. The US Dollar rate will be locked in and cannot be re-converted at any point regardless of foreign exchange fluctuations. V² Travel will use a trusted source such as The Wall Street Journal, American Express or AFEX/Corpay Cross-Border to determine exchange rates. The client may also request for the foreign exchange conversion to happen on another date, but no less than 60 days from the start of the trip (or when final payment is due). For bookings within the US and other countries that utilize the US Dollar, V² Travel will provide pricing in US Dollars.

Payment of the balance is due 90 days prior to the start of the trip. V² Travel reserves the right to require full payment upfront, dictated by the timelines, nature of the program, and country to be visited.

Cancellation, Refundability, Credits and Postponement Policies

V² Travel highly recommends that clients purchase travel insurance. We recommend purchasing Trip Cancellation and Trip Interruption Insurance. Trip Cancellation Insurance should cover you in the event that you get sick prior to the start of your trip (check with the policy you are purchasing to ensure that you are covered for this). Trip Interruption insurance should cover expenses associated with any kind of personal medical issue that may interrupt your trip while in a foreign country (again, check with the policy to ensure that you are covered for this). In the event that you become sick while traveling and cannot continue your program, you will not receive any refunds from V² Travel. You may want to consider including a Cancel for Any Reason clause to provide for a wider criteria for refunds usually up to 70 percent in case of cancellations. Please ask your insurance provider for additional and specific details and if your state qualifies for this coverage as an option. If you believe that the credit card you used to pay for V² Travel services covers you for any travel insurance, please contact them to understand the scope of coverage you have and specifically ask about Trip Cancellation, Trip Interruption and Cancel for Any Reason Insurance.

CANCELLATION & REFUNDS

  • All cancellation notices must be in writing or via email.
  • If you cancel your program for any reason within less than 90 days from the start of your program, you will forfeit your full payment. If you have purchased travel insurance, V² Travel will do its best to assist you in recuperating what is covered.
  • We regret that refunds cannot be issued for arrangements confirmed on your itinerary but unused once your tour has begun.
  • Once the program is confirmed by the client and a deposit or full payment is made, any significant changes as defined by V² Travel by the client will incur additional costs at the client’s expense to be billed at $250 per hour.
  • V² Travel reserves the right to change the order of activities either within a day or across multiple days due to unforeseen circumstances either prior to the start of a program or during the program in progress.
  • V² Travel reserves the right to cancel services due to any unforeseen circumstance as determined by the company. If services are canceled by V² Travel, clients will receive a full refund of monies paid for those services.
  • V² Travel reserves the right to make route and hotel modifications and to make alterations and substitutions to the itinerary as necessary to improve the trip quality or to accommodate the comfort, convenience and well-being of our travelers. In this event, V² Travel will always substitute an equal or better option.
  • V² Travel’s travel suppliers all have their own terms and conditions including cancellation terms which may vary or be different than V² Travel’s. The terms and conditions listed here have accommodated as many of our varied supplier terms and conditions in the most inclusive way possible.
  • No refunds will be made for any services not used during the course of the travel program by the client unless V² Travel cancels the service.

DOCUMENTS

  • Clients are responsible for ensuring their travel documents (example – passport) are up to date and valid within 6 months from the date they return to their home country.
  • Clients must travel with their valid identification documentation – i.e. valid passport (as some venues do not accept a Drivers License as a valid form of identification) on their person at all times during their program.
  • V² Travel STRONGLY RECOMMENDS clients purchase travel insurance.
  • Itineraries may be subject to change. V² Travel will make best efforts to contact participants to inform them of any significant changes as defined by V² Travel. V² Travel will not have any advance information regarding conferences, weddings, and other events being held at the hotels where the client is booked. The client understands that V² Travel is not responsible for any noise, disturbances or inconveniences to the client as a result of these events. The client also understands that V² Travel has no control over air conditioning and heating conversion dates at hotels selected. Most recommended hotels have air conditioning and heating but the dates when these services are turned on or off are subject to local laws and customs.