Hawaii Destination Wedding Agreement

This letter follows my phone meeting during which we discussed your destination wedding and our professional role in helping you plan it. It is our understanding that, you will retain Romantics Travel as your Destination Wedding or Vow Renewal Travel Specialist.

Due to our exclusivity, availability, and the amount of personalization each trip requires, Romantics Travel only takes on a limited number of couples for destination wedding planning. Our recommendations are based on years of personal experience and professional expertise. All we ask is that you have a mutual level of commitment to us that we have for you. Saving time and stress is just one of the many reasons you have chosen to consult with a professional Destination Wedding Specialist.

Description of Services:

Our role includes:

24/7 assistance while traveling.
Consult with you initially about your plans for the destination wedding
Assistance in the choice of destination/resort. Romantics Travel will research and present up to 3 resorts and their wedding package inclusions based on our initial discussion and our expertise. There is an additional charge of $50 per resort for research of additional resorts beyond the three previously mentioned.
Obtain on your behalf price quotes from travel suppliers
Securing any available group perks and amenities based on room nights and resort offerings.
Research and discuss with you any legal marriage requirements if applicable (though you will be ultimately responsible for completing any required steps or paperwork such as document shipping fees, translations, and notarizations)
Initiate contact for you with any on-site or local wedding coordinators and serve as a liaison between you through the wedding date
Arrangement of all travel plans: hotel accommodations, transfers to and from airport/hotel, travel insurance, optional excursions, and payment plans for the wedding party, and guests.
Role as point of contact for all wedding guests booked through Romantics Travel.
Maintain the guests list and details of all guests booked in to the room block, and notification of guests booked
Coordinate special events for the wedding party and wedding guests as needed (e.g.excursion bookings)
Wedding registry setup. *Available upon request
Coordination of honeymoon plans
Communicate promptly with you via telephone, email, or other means to answer questions and handle issues that arise
Plan and book the honeymoon

Conditions:

You acknowledge that our role will be that of advisors and consultants. You will make the final decisions about your travel dates, trip components, and payments with us. In this instance we are serving as a travel agency and not wedding coordinators, so we will focus specifically on making travel arrangements for you and your guests, booking on your behalf your accommodations, and securing a ceremony venue. Then, we will introduce you to the destination's wedding coordinator at the resort or destination or on the ship who will assist you with planning the ceremony details.

You will be responsible for confirming that the details shown on your travel documents are correct and for alerting us immediately if you find errors or discrepancies.

Romantics Travel will make every reasonable effort to communicate with the wedding couple provided phone numbers, mailing addresses and electronic communication means are kept current.You will make all travel payments directly to Romantics Travel.

It is your responsibility to notify Romantics Travel of any changes in a timely manner. We shall not be held liable for any changes made by you that are not communicated to us. It is also the responsibility of the bride/groom to complete all necessary paperwork and provide payment means in a timely manner.

We will use our professional judgment when taking action in regard to changes, weather, tardiness, non-performance, etc. based on the situation, time limitations and/or your wishes. We will work with you and the resort wedding coordinator as needed.

Charge for Services:

To perform the professional services required to plan and manage your destination wedding, we charge a NON-REFUNDABLE planning fee for our services. (the “Planning Fee”). The Planning Fee is due at the time you sign this agreement so that we may research and plan your destination wedding and give you proposed itinerary information. We invest a great deal of time, effort, and expertise into planning your wedding and being available to you throughout the process, so if you decide ultimately to book your destination wedding without us or you choose not to go, you agree that we will retain the Planning Fee as liquidated damages on account of our losses in order to compensate us for the efforts we have made on your behalf. You also acknowledge that the Planning Fee will NOT be applied as a credit toward your trip payments.

If additional services are required, including our presence at the resort during the time of the wedding, as well as all duties not mentioned in this contract, additional fees will be discussed beforehand. In this case we will add the fees by an addendum.

All payments must be made by credit card. We require a credit card authorization form signed by you and each guest that pays us directly showing the account number, the amount to be charged, the full name as it appears on the card, the billing address, and the expiration date.

Romantics Travel reserves the right to charge each guest a minimum of $50 per person change/cancellation fee that will be described in the credit card authorization form for any cancellations and/or changes. This fee is separate from any supplier/hotel cancellation fees or charges.

Your Additional Responsibilities:

You agree that you are old enough to use the booked travel and wedding services.
Travel Documents:You agree to be fully responsible for reviewing your travel documents and confirming that the details are correct and for alerting us immediately if you find errors or discrepancies.
International Travel: You agree to be fully responsible for complying with any passport, visa, and immigration requirements that apply to your destination wedding plans. For all international destinations, a U.S passport is required for U.S citizens, and many countries require that your passport be valid for at least six months after you return home. You should confirm any visa requirements with the relevant government sources (e.g., embassies or consulates; travel.state.gov for U.S. citizens). We accept no responsibility if you or your guests are unable to travel due to failing to comply with these requirements. Also, we recommend that you review any governmental alerts, advisories, warnings, and prohibitions that apply to your destinations; by offering travel to a destination, we do not represent or guarantee that travel to that place is safe or without risk. If your chosen itinerary requires specific immunizations, it is your responsibility to arrange those vaccinations for your trip. As you are aware, living standards and practices at your destination and the standards and conditions there with respect to the provision of utilities, services, and accommodations may differ from those found at home.
Your Change of Plans: You acknowledge that last-minute or unexpected changes can affect the quality of your ceremony or the entire trip, and you agree that we are not responsible if you are ultimately unhappy due to these changes. If you change plans and we cannot provide destination wedding services in the end, then you agree to release us from all contract obligations and hold us in no way responsible for any nonperformance. Many suppliers such as airlines do not allow changes such as new or corrected names, and they may treat those requests as cancellations subject to their own policies. We are not responsible if you or your guests or companions cannot take the trip due to illness, hospitalization, accident, transportation problems, acts of God, or any other cause.
Flights: If you cannot take a flight as booked, you must contact us as soon as possible so that we may review your options. If you fail to check in on time for a confirmed flight reservation, or you fail to take flights in the order they are shown in your travel documents, the affected airline may list you as a "no show" and in turn you may be charged additional fees or your entire remaining air itinerary may be canceled. After you have begun your trip, it is your responsibility to confirm all onward flights and to check flight schedules (we recommend contacting airlines at least 72 hours before any scheduled departure during your trip).
Travel and Wedding Insurance: We recommend - in the strongest possible terms - that you purchase travel and wedding insurance that includes coverage for trip delay/interruption/cancellation, baggage loss/delay, and medical expenses (including medical evacuation).
If the actions of your destination wedding guests result in any claims, causes of action, damages, demands, losses, or other costs during the trip, you agree to indemnify us and hold us harmless.

Other Terms and Conditions:

If unexpected last-minute issues arise, we will work with you and the on-site personnel at the resort or on the ship to take action due to unforeseen changes, inclement weather, vendor nonperformance or non-arrivals, errors or omissions, or other factors that may negatively affect your ceremony. However, you agree that we are not responsible for the nonperformance of any wedding-related services due to these factors.

We shall not be responsible for any failure to perform any obligation under this agreement due to unforeseen circumstances or causes beyond our reasonable control, including but not limited to acts of God, war, riot, acts of civil/military authorities, fire, floods, or labor strikes. Should your trip or event be canceled due to a force majeure event, we will work diligently with the affected suppliers to reschedule, revise, or cancel your itinerary. However, we cannot guarantee that you will receive a refund or avoid additional costs from such suppliers or vendors.

We act only in the capacity of agent for the suppliers providing the travel services in connection with your trip, including but not limited to airlines, hotels and resorts, cruise lines, wholesalers, packagers, tour operators, transfer operators, sightseeing/excursion operators, bus lines, car rental companies, and providers of entertainment and wedding-related services. We assume no responsibility for any personal injury, property damage, or other loss, accident, delay, inconvenience, or irregularity that may be occasioned either by (a) any act or omission of any of the suppliers or (b) any matter beyond our exclusive control involving them, including but not limited to a delay or cancellation of a flight that causes you to miss any portion of the trip.

We have no special knowledge regarding the financial condition of the suppliers, unsafe conditions, health hazards, weather hazards, or climate extremes at locations to which you may travel.

Travel information and alerts:

https://travel.state.gov/content/travel/en/ (U.S.A.)

Health and immunization information:

https://wwwnc.cdc.gov/travel (U.S.A.)

You agree to waive all claims for special, indirect, or consequential damages. You agree to indemnify and hold us harmless from and against our liability to third parties (including your guests) arising from you or your guests' actions or omissions. YOU AGREE THAT OUR MAXIMUM LIABILITY TO YOU WILL NOT EXCEED THE AMOUNT YOU HAVE PAID US. Romantics Travel also reserves the right to terminate this agreement at any time.

Once we have completed the services described herein, this agreement will terminate automatically, except with respect to limitations on our liability and with respect to your indemnity.

Any dispute related to this agreement shall be governed by Texas law without regard to conflict of laws or principles. The federal or state courts in Texas shall be the exclusive forum for any lawsuit related to this agreement, and you consent to the personal jurisdiction by said courts. You agree to present any claims against us within 30 days after the trip ends and to file within one year of the incident, and you acknowledge that this expressly limits the applicable statute of limitations to one year. If we are successful in an action to enforce payment or other rights hereunder, you agree to pay all of the expenses we may incur including reasonable attorney’s fees.

Please sign this letter of agreement below and we will send you an invoice via Paypal for the Service Fee. Once received, we will begin the planning process.