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Trip Planning & Design Agreement

Romantics Travel Professional Travel Planning Agreement

We are so excited you reached out and are considering Romantics Travel to assist with your upcoming trip. Planning a destination experience like this is about more than booking travel. It is about creating something meaningful, seamless, and unforgettable.

This agreement outlines how we work, what you can expect from us, and how our professional services are structured. We believe in transparency, clear communication, and setting expectations upfront so the planning process feels smooth and stress free from the very beginning.

As professional travel advisors, we take a personalized approach to every trip we design. We consider your lifestyle, travel preferences, past experiences, and specific requests, then research and curate travel options that align with your vision. Through our long standing relationships with trusted suppliers, we are able to provide added value, thoughtful recommendations, and a well organized itinerary designed to support a smooth and memorable experience.

Because each trip requires a high level of attention and customization, we intentionally limit the number of clients we take on at any given time. Our recommendations are based on years of hands on experience and destination expertise, and we are deeply invested in each client we serve. In return, we ask for a shared level of commitment so we can fully advocate for you throughout the planning process. Saving time, minimizing stress, and having a trusted expert in your corner are just a few of the benefits of working with a professional travel advisor.

What We Provide

Custom, detailed travel itineraries
Professional guidance and destination expertise
24/7 support while traveling
Potential access to added perks and amenities
Activity and experience recommendations
Ongoing support throughout the planning process

Romantics Travel Agrees to Provide the Following Services

Consultation to determine budget, destination, and travel preferences
Planning travel for international destinations, cruises, and Hawaii
For all inclusive resorts, up to three resort price quotes. Additional quotes beyond three resorts incur a fee per new resort or destination. This does not apply to recommendations. For example, one resort with multiple room categories is considered a single quote
Requests for additional destinations beyond those discussed during the initial consultation may require additional planning and research fees.
Collection and processing of required deposits on your behalf
Management of travel details including payments, invoicing, and room allocations
Handling supplier changes if they occur
Delivery of detailed itineraries, destination guides, packing checklists, tipping guides, and other helpful travel information
Timely communication with the couple and their travelers throughout the planning process
Support before, during, and after travel, including 24/7 assistance while traveling

Client Responsibilities

Remain responsive to advisor communications
Review and acknowledge applicable travel advisories and warnings
Complete required travel related responsibilities in a timely manner
Ensure all travelers submit payments by stated deadlines

Supplier Pricing & Cost Breakdown

Romantics Travel serves as an intermediary between clients and third party travel suppliers, including but not limited to hotels, resorts, airlines, cruise lines, and tour operators. All pricing provided to clients is supplied directly by these vendors and reflects the total cost of the travel services at the time of booking.

Travel suppliers do not provide itemized or internal cost breakdowns of their pricing. Rates are packaged by the supplier and may include accommodations, amenities, taxes, fees, service components, and other bundled elements that are not separated or individually priced. As a result, we are unable to provide a detailed breakdown beyond what is presented in the supplier’s official quote or invoice.

Our role is to help interpret pricing, explain inclusions and exclusions, and assist in evaluating overall value based on your travel goals. Pricing, promotions, and availability are controlled by the supplier and may change without notice. Romantics Travel does not have control over how suppliers structure, bundle, or disclose their pricing.

By engaging our services, you acknowledge and accept that supplier pricing is provided as a bundled rate and that detailed internal pricing breakdowns are not available.

Professional Pricing

Planning a vacation requires extensive time and effort well before departure.

To ensure we can provide a high level of service while maintaining availability for our existing clients, our services are priced accordingly. Trip planning and design fees allow us to dedicate the necessary time, expertise, and ongoing support to your travel experience.

Your specific planning fee will be discussed during your consultation. If pricing is not provided at that time, please refer to our professional pricing page for general guidance. Professional consulting fees are due before planning begins, are nonrefundable, and nontransferable. These fees cover consultation, research, proposal development, troubleshooting, and support throughout the travel process.

Clients have 30 days from the delivery of the initial quote to place a deposit. Bookings requested after the 30 day window may require an additional fee.

Additional Destinations & Scope Changes

Our professional planning fees are based on the destination, scope, and level of research discussed during your initial consultation. If, at any point, you request planning or pricing for a new destination that was not originally discussed or agreed upon, additional planning and research fees may apply.

New destinations often require fresh research, new supplier outreach, revised logistics, and updated proposals. These services fall outside the original scope of work and may result in additional fees, which will be communicated and approved in advance before any additional work begins.

By engaging our services, you acknowledge that changes in destination, travel scope, or planning direction may require an adjustment to professional fees.

Cancellation Policy

If you choose to cancel, we will not charge an additional cancellation fee for this trip. Please note that airlines, hotels, and suppliers may impose their own penalties. Travel insurance is strongly recommended to protect against these costs.

We will also not charge an additional planning fee to re-book the same trip at the same destination and hotel.

Rights and Responsibilities

Clients retain the right to decline any quoted travel arrangements.

Romantics Travel is responsible for sourcing travel options, presenting quotes professionally, and advising on suitable packages offered by suppliers or resorts.