Travel Agency Terms and Conditions Agreement
This Travel Agency Terms and Conditions Agreement (“Agreement”) is entered into as of [Date], by and between Sun and Fun, operated under Gaia Club Ltd., a registered travel agency with its principal business office in Bulgaria and operations based in the Maldives ("Agent"), and [Client Name], with a principal address at [Client Address] ("Client").
RECITALS
WHEREAS, the Agent is engaged in the business of providing comprehensive travel-related services, including but not limited to tour packages, accommodations, local excursions, and personalized travel planning;
WHEREAS, the Client wishes to engage the Agent to plan and coordinate travel arrangements in the Maldives, including accommodations and activities, according to the Client’s specifications;
WHEREAS, the Parties desire to establish the terms and conditions under which these services will be rendered;
NOW, THEREFORE, in consideration of the mutual covenants contained herein, the Parties agree as follows:
1. Scope of Services
1.1 The Agent agrees to provide customized travel services to the Client, including:
Arranging accommodations through local hotels;
Organizing daily tours and excursions in collaboration with local tour providers;
Offering travel advice and itinerary planning.
1.2 The Agent shall exercise reasonable care in selecting reputable third-party service providers and shall ensure that arrangements meet the Client’s stated preferences and requirements.
2. Responsibilities of the Client
2.1 The Client agrees to provide accurate personal and travel-related information necessary for booking (e.g. full names, travel dates, passport details, preferences, allergies).
2.2 The Client shall review all booking details and travel documents provided by the Agent and must report any discrepancies immediately.
2.3 The Client shall comply with the terms and conditions of any third-party providers (hotels, airlines, transport companies, etc.) involved in the travel arrangements.
3. Payment Terms
3.1 The total cost of the travel package is payable as follows:
30% deposit is due upon booking, payable securely online;
The remaining 70% balance shall be paid in cash (USD) upon arrival in the Maldives.
3.2 Upon receiving the deposit, the Agent will issue a booking voucher through Gaia Club Ltd.
3.3 Any additional costs arising from last-minute changes requested by the Client are the responsibility of the Client.
3.4 The Agent is currently working on enabling card payments, which will be introduced in the near future.
4. Cancellation and Refund Policy
4.1 Cancellations made 30 days or more prior to the scheduled arrival date are eligible for a full refund of the deposit.
4.2 Cancellations made less than 30 days and up to 14 days before arrival are non-refundable.
4.3 In the case of force majeure events (e.g., natural disasters, flight cancellations), refund eligibility will depend on the terms of the third-party service providers.
4.4 No-shows or early departures are not eligible for any refund.
5. Activity Flexibility
The Agent offers flexibility in the itinerary. If the Client wishes to swap or adjust activities, the Agent will accommodate changes when possible, based on availability and feasibility with local partners.
6. Limitation of Liability
6.1 The Agent shall not be held responsible for the performance, delays, or service quality of third-party providers.
6.2 The Agent’s total liability under this Agreement is limited to the amount of service fees retained by the Agent.
6.3 The Client agrees that all third-party service-related issues shall be resolved directly with the respective provider.
7. Termination
7.1 Either party may terminate this Agreement by giving 40 days’ written notice.
7.2 In the event of termination, the Client remains liable for any non-refundable services or expenses already incurred by the Agent.
8. Force Majeure
8.1 Neither party shall be considered in breach of this Agreement for failing to perform due to acts of God, war, natural disasters, government restrictions, pandemic-related disruptions, or other events beyond their control.
9. Governing Law
9.1 This Agreement shall be governed by and construed under the laws of the Republic of Maldives, without regard to its conflict of law rules.
10. Signatures