1.1 Passport and Required Documents: The probationer must possess a valid passport. Upon registering for an event, the Probationer is to send a photocopy of their passport, showcasing the expiration date, via email. Ninety (90) days before the scheduled arrival, an updated passport copy must be sent to confirm current validity.
Certain countries mandate a tourist visa for entry. It is understood by the experienced participants that the responsibility for securing a visa lies with them, and this should be addressed when booking flights for the event.
When a visa is necessary for the Scheduled Experience, the Experience Participant commits to purchasing their flight tickets and securing a visa no later than thirty (30) days following their Experience booking.
The obligation to ensure the passport contains adequate visa pages for the trip, as demanded by the destination’s regulations, falls on the Participant. Luxury Travel disclaims any responsibility if the Participant fails to verify and prepare their travel documents as required.
1.2 Travel Insurance Requirements: Each Participant is obligated to secure a travel insurance policy no later than fourteen (14) days after reserving a Scheduled Experience. The policy must offer a minimum coverage of $100,000 and include, at the very least, emergency transport/evacuation, trip cancellation coverage equivalent to the cost of the Planned Experience, lost luggage, round-the-clock assistance hotline, coverage for epidemics/pandemics including cancellation, and medical treatment. This includes coverage for COVID-19 infections before or during the experience. Participants must submit a digital copy of their travel insurance policy to Luxury Travel via email within fourteen (14) days of booking their Experience.
As a convenience, Luxury Travel may offer a list of suggested travel insurance providers upon request but does not endorse or guarantee the services or coverage of these providers.
Participants acknowledge that in case of inability to partake in the Scheduled Experience due to their own fault or any other related losses, their sole recourse is to file a claim with their travel insurance provider.
1.3 Booking Flights: It is the responsibility of the participant to secure their own flight tickets to and from the departure city for the Scheduled Experience unless otherwise agreed upon in writing. Luxury Travel will not be held accountable for any airline-induced delays, missed flights due to errors by the participant, or other similar issues.
Participants are expected to book their flights as early as possible, ideally 120 days before the scheduled arrival date. They must then send a digital copy of their flight booking to Luxury Travel no later than 120 days before arrival.
A week before the arrival date, participants are required to email Luxury Travel an updated digital copy of their flight itinerary.
Should a participant arrive before the set arrival date, Luxury Travel will not provide accommodation or airport transfers. However, Luxury Travel will specify a timeframe (based on local timing) within which airport transportation will be available as part of the Scheduled Experience.
1.4 Transportation Arrangements: Luxury Travel will organize transportation for the duration of the event for activities coordinated by Luxury Travel. This includes arranging for airport transfers on the arrival and departure days, which will be available in three windows: early morning, mid-morning, and mid-afternoon. If these times do not align with a participant’s travel schedule, they have the option to arrange and cover the cost of their own transportation.
1.5 Lodging Details: Luxury Travel is committed to providing accommodations for the entirety of the Planned Experience. Should participants choose to arrive earlier or extend their stay beyond the official dates of the Scheduled Experience, they will be responsible for their own lodging, meals, and any additional expenses incurred during the extended period.
Participants will typically share accommodations with other participants. Depending on the destination, there may be an option for participants to request single occupancy rooms. However, the availability of such rooms cannot be guaranteed and will incur an extra charge. These single-occupancy accommodations are allocated on a first-come, first-served basis.
Participants wishing to secure a single room should make their request at the time of booking or within any timeframe specified by Luxury Travel. Failure to request a single room within the specified period will result in the participant being placed in standard shared accommodations by default.
Should a participant opt to use room service, hotel amenities, or incur any additional charges or damages to their accommodation, they are solely responsible for settling these costs before departure. If unable to pay before leaving, the participant agrees to reimburse Luxury Travel for any damages or outstanding fees and authorizes Luxury Travel to charge any unsettled amounts to a credit card on file.
Participants will bear the costs associated with recovering any unpaid fees or damages, including legal and debt collection fees.
If a participant decides against staying in the provided accommodations at any point during the Experience and arranges alternative lodging, they will not be eligible for refunds or discounts from Luxury Travel. Furthermore, Luxury Travel assumes no responsibility for issues arising from independently arranged accommodations and will not offer transportation to or from such locations.
1.6 Prohibition of Misrepresentation: At no time should a participant claim or imply to vendors, accommodation providers, or any other entities that they represent or hold any authoritative or management position within Luxury Travel. This includes any unauthorized requests for documents, details, or information related to accommodations, bookings, or tours from such third parties, whether verbally or in writing.