Terms of Service
PLEASE REVIEW THIS POLICY CAREFULLY
The following describes Vosant Meetings & Travel, LLC terms of service.
The following describes Vosant Meetings & Travel, LLC terms of service.
- Fees: In an effort to cover the cost of our time, we may charge fees. Types of fees may include, but are not limited, to Service Fees, Pre-Planning Fees, Booking Fees, Registration Fees, Ticketing Fees and/or Cancellation Fees, etc. Most fees are pre-paid and collected prior to the execution of planning, confirming or cancelling an experience. All fees are non-refundable, priced per experience and often times priced per person. It is our goal to provide clear and fair pricing upfront, ensuring our opportunity to exceed your expectations.
- Travel Documents: Please review all travel documents when you receive them. Contact us immediately if you have any questions.
- Checking-In: Minimum check-in for domestic flights is 1 to1 ½ hours & for international flights is 2 to 3 hours. Due to potential security measures, it is advised to allow for extra time before scheduled departure. Failure to arrive within your airline's specified time could result in denied boarding.
- Identification: All passengers must present accepted photo identification such as a passport or other state or government--issued photo.
- To review the latest required documents, please visit: www.tsa.gov/travelers/airtravel/acceptable_documents.shtm. International destinations often have additional requirements such as a visa that you must obtain prior to departure.
- If you are a non US citizen, different immigration requirements apply. You are responsible for contacting the necessary consulate(s) . Without proper identification, or passport and necessary visas, you will not be permitted to depart.
- Confirmations: Reconfirm the location and time of flights at least 24 hours for domestic and 72 hours for international. Failure to use any reservations may result in automatic cancellation of all continuing & return reservations.
- Promotional or Reduced Fares: Most discount fares involve certain restrictions. A change in carrier(s) flight(s), time(s) or routing(s) could result in a carrier demanding a full fare. Obtain agency or airline assistance before making changes.
- Prohibited Reservations: You agree to make only legitimate travel restrictions with and through our company. You agree not to make or attempt to make any reservation with the intent to cancel after benefiting from a promotion, any speculative, false or fraudulent reservation or any reservation in anticipation of benefiting from demand, without intent to use the reserved travel.
- Details: Times, Flights & Fares are based on current tariffs that are subject to change without notice.
- Changes in your Plans: If while you are in transit, you have a change of plans, please check with your travel agent or airline carrier for charges, changes and applicable fees.
- Change in Travel Plans: Changes in itinerary may be made for any number of reasons, including but not limited to weather or other Force Majeure, at the discretion of Agency and suppliers. Changes may include, but are not limited to making a reasonably comparable replacement to any property, supplier, activity or area or other aspect of the travel.
- Overbooking: Airlines, Hotels and Rental car companies may overbook. A person denied boarding on a flight may be entitled to a compensatory payment. The rules for denied boarding compensation are available at all ticket counters.
- Cancellations and Refunds: Please expect a cancelling or rescheduling fee. All cancellation requests must be sent in writing to Agency. Agency and third-party supplier cancellation charges may apply. These are typically stated in either the travel documentation or online. If you have any questions, or any cancellation charges are unclear, please contact us directly.
- Cancellation charges will be charged to the credit card you authorized to pay for travel services, or in the case of a supplier refund, may be deduced from the refund.
- Processing fees may apply to rescheduling, refunds, cancellations and other services. In the event the initial purchase was made by credit card, please expect a minimum of a 3% credit card processing fee on any returned funds.
- To change or cancel your flight itinerary, you must do so prior to originally scheduled departure. No value remains after departure. If you are holding guaranteed hotel or car reservations you wish to cancel, you must contact the vendor directly adhering to their cancellation policy. We are not responsible to pay you for any loss you incur due to your failure to travel or your failure to follow the change or cancel policies of any travel vendor.
- Tickets: Most tickets have value. Any unused flight coupons must be returned in order to determine refund value. Lost, stolen or destroyed tickets must be paid for until refund is received from the issuing carrier, subject to an airline imposed service charge.
- Accommodations: Hotels, Resorts and other overnight accommodations are usually confirmed on a guaranteed payment basis. If you cancel or change plans, please notify your hotel(s)/resort(s)/accommodation(s) within the time period specified by that property. Rules may vary by property.
- Quoted Pricing: Tour, Cruise and Package Prices are subject to change without notice due to currency fluctuations, tariff changes or increase in operational costs. In addition, group tours/packages are based on a minimum number of passengers traveling; if the number of passengers dips below the minimum required, a surcharge may be imposed on all passengers. Further, there is no refund for any unused portion of a travel booking.
- E-Tickets: E-tickets typically expire one year from issue date unless the carrier specifies otherwise in the passenger itinerary. There is no refund for an expired e-ticket.
- Travel Insurance: Agency makes available access to various optional services and products seeking to enhance your travel experience and reduce risks of loss.
- It is strongly advised to secure Travel Insurance, even if Trip Insurance is offered by your Credit Card company.
- Options such as travel insurance help reduce risks of loss of investment for some or all of such risks as supplier default or bankruptcy, delay, interruption, missed connection, cancellation, medical emergency, evacuation, lost baggage & personal effects, illness, job loss, change of plans, accidental death and disability, travel accident or sickness, and medical expenses. Unless specifically noted, travel insurance is not included in the price of the itinerary. Travel insurance may provide some protection to you from financial loss in some of the above circumstances.
- You acknowledge there is no refund from Agency or suppliers if you cancel or interrupt your travel for any reason and, moreover, Agency’s and travel supplier cancellation charges will apply, resulting in loss of monies up to the full cost of your travel booking and related costs. Purchase of travel insurance is not required. Additional charges apply for travel insurance.
- Agency personnel are not authorized to answer technical questions about benefits, exclusions, and conditions of any insurance, nor evaluate adequacy of insurance.
- If selecting Arch/Roam Right Travel Insurance, please note the following Disclosures.
- Airline Bankruptcy: If an airline declares bankruptcy, it is not obligated to carry you or to refund tickets issued before the bankruptcy. Travel agents are not allowed to refund tickets on airlines which have declared bankruptcy. Money given to a travel agent immediately becomes the property of the airlines, and we are required by laws to comply with airlines' orders.
- If an airline declares bankruptcy, it might continue service, limit service, or stop completely. Other airlines might accept passengers under limited circumstances or may refuse to accept any passengers from the defaulted carrier. Meanwhile there are fine travel insurance plans available for passengers to protect themselves in case of airline bankruptcies.
- Americans with Disabilities Act; The Americans with Disabilities Act (“ADA”) and other laws and practices that assist persons with specific needs and disabilities apply within the United States. Tour providers and service providers outside the United States may or may not comply with the ADA and other practices common in the United States. In many places outside the United States, facilities for disabled persons are limited compared to within the United States. Agency welcomes customers with special needs and disabilities and seeks to provide enjoyable, and memorable travel experiences for all customers. To assist us to do so, please note the following:
- Please advise your Agency representative at time of booking of any physical, medical, or other special needs that require accommodation. After the time of booking, if you or a member of your group develops a physical or medical condition that requires accommodation, please advise our representative as soon as possible.
- All guests must ensure they are medically and physically fit for travel. Tour and service providers may impose safety requirements necessary for safe operation of their tour and facilities. They may exclude an individual from participating in a tour or an activity if the individual’s participation poses a threat to health or safety.
- Many tour providers and service providers do not provide personal devices (such as wheelchairs, motorized scooters, hearing aids or prescription eye glasses) or services of a personal nature (such as pushing a wheelchair or assistance in eating, toileting or dressing). A companion capable of providing this assistance may be required to accompany a passenger who needs services of a personal nature.
- Many tour providers and service providers do not employ medical personnel. Needed medical attention may have to be obtained at local facilities, at your expense. Facilities may not always be available. Agency is not responsible or liable for losses or costs incurred as a result of medical services obtained while traveling or for the quality of care or services received.
- Some tours and travel involve rough terrain, walking over cobblestone streets, uneven pavement, steps and locations which may not be easily accessible or accessible by wheelchair or motorized device.
- Travel involves arrangements with carriers, hotels and other independent suppliers to provide travel services. These parties are independent entities over which Agency has no control. Accommodations outside the United States may differ from those in the United States. Agency cannot assure disability access or accommodations outside the United States.
- Disclaimer of Liability: Vosant Meetings and Travel is affiliated with Magma Global, a Virtuoso Agency. We are acting as an agent for suppliers in selling travel-related services, or in accepting reservations or bookings for services that are not directly supplied by our travel agency ( such as air and ground transportation, hotel accommodations, meals, tours, cruises, etc.). This agency, therefore, shall not be responsible for breach of contract or any intentional or careless actions or omissions on part of such suppliers, which result in any loss, damage, delay, or injury to you or your travel companions or group members. Unless the term "guaranteed" is specifically stated in writing on your tickets, invoice, or reservation itinerary, we do not guarantee any of such suppliers' rates, bookings, reservations, connections, scheduling, or handling of personal effects. Travel agent shall not be responsible for any injuries, damages, or losses caused to any traveler in connection with any terrorist activities, social or labor unrest, mechanical or construction failures or difficulties, diseases, local laws, climatic conditions, criminal acts or abnormal conditions or developments, or any other actions, omissions, or conditions outside the travel agent's control. Traveler assumes complete and full responsibility for, and hereby releases the agent from any duty of, checking and verifying any and all passport, visa, vaccination, or other entry requirements of each destination, and all safety or security conditions at such destinations, during the length of the proposed travel. For information concerning possible dangers at International destinations, contact the Travel Advisory Section of the U.S. State Department (202) 647-5225. For medical information, call the Public Health Service (404) 332-4559. By embarking upon his/her travel, the traveler voluntarily assumes all risks involved in such travel, whether expected or unexpected. Traveler is hereby warned of such risks, and is advised to obtain appropriate insurance coverage against them. Traveler's retention of tickets, reservations, or bookings after issuance shall constitute a consent to the above, and an agreement on his/her part to convey the contents hereto to his/her travel companions or group members.
- Indemnity: You agree to defend, indemnify and hold harmless Vosant Meetings and Travel., its representatives, officers, directors, and employees from all liabilities, claims, costs, and expenses, including attorneys’ fees, that arise from your use of the Site, your posting, downloading or transmission of communications or material on this Site or from your violation of applicable law.
- Hazardous Materials: Federal law prohibits the carriage of certain hazardous materials, such as aerosols, fireworks, and flammable liquids, aboard the aircraft. If you do not understand these restrictions, contact your airline or go online to www.faa.gov/about/initiatives/hazmat_safety/.
- Insecticide Spraying: International law allows airlines to spray insecticide inside the cabin to protect public health, agriculture and the environment. This may involve spraying the cabin or inside surfaces with insecticide prior to or while you are on the aircraft. Some countries require airlines to treat the cabin with insecticides while passengers are on board. You can see a list of these countries and other information about insecticide treatment of aircraft at the Department of Transportation website at https://www.transportation.gov/office-policy/aviation-policy/aircraft-disinfection-requirements
- Force Majeure: Agency shall be deemed not to be in breach of these Terms and Conditions and not to be liable to you, by reason of delay in performance, or non-performance, of any of Agency’s obligations to the extent delay or non-performance is due to any circumstance beyond Agency’s control, including, but without limitation, act of God, explosion, flood, tempest, wind, fire or accident, war or threat of war declared or undeclared, terrorism, sabotage, embargo, shortage of labor, labor strike or other labor strife, change in law or regulation, insurrection, riot, strike, civil disturbance, requisition, sickness, quarantine, pandemic, government intervention, pattern of crime in an area, disease, weather condition, defect in machinery or vehicle, delay, wildlife, or other occurrence, condition or circumstance beyond Agency’s control (collectively, “Force Majeure”).
- Agency or any supplier affected by Force Majeure shall be entitled to, and may in its discretion, vary, adjust, modify or cancel any itinerary or arrangement or part thereof in relation to your trip. Agency shall have no obligation to make any full or partial refund, and whether or not to voluntarily do so, despite absence of obligation, shall be at Agency’s discretion.
- Photos/Video: Agency reserves the right to make any use whatsoever of photos and videos that include you and/or your group, made at any event or travel activity, without compensation. You are deemed to consent to appearance of you and members of your group in the photo and/or video and use thereof by Agency. Uses may include but are not limited to brochures, invitations, books, newspapers, magazines, television, websites, videos, documentaries, social media, and any other forms of advertising, marketing, publicity, reporting and literature. Any person desiring not to have their photo or video taken or distributed must notify Agency in writing at info@vosantmeetings.com, prior to the start of travel and/or prior to the making of the photograph and/or video, include a photograph of such person, and receive a written reply acknowledging the person’s request. The request is not valid unless/until Agency has replied.
- Access to our Website: Access to our website is permitted to you only on a temporary basis. We reserve the right to modify any content or functionality at any time, without notice. We will not be liable if for any reason our website is unavailable for any period, whether or not the unavailability was in our control. From time to time, we may restrict access to parts of our website, or our entire website.
- You must use our Website only according to these Terms of Use, including the below Acceptable Use Provisions.
- You are responsible to make any arrangements needed for you to access our Website and to ensure that all persons who access our Website through your internet connection are aware of these terms, and comply with them.
- The right to use the Website is personal to you and is not transferable to any other person or entity.
- Acceptable Use: You may use our Website only for lawful purposes. You must not use our Website: any way that violates federal, state or local law or regulation; any way that has unlawful or fraudulent purpose or effect; to harm or try to harm us or any person or entity; any way that could disable, overburden, damage, or impair our Website or interfere with anyone else’s use of our Website. You agree not to reproduce, duplicate, copy, re-sell or purport to re-sell any part of our Website, or any service available through our Website and not to access without authority, interfere with, damage or disrupt any part of our Website or any software used in our Website or equipment or network or software owned or used by any third party.
- If we determine a breach of these Acceptable Use Provisions may have occurred through your use of our Website, we may take whatever action we deem appropriate.
- Violating these provisions is a breach of these terms and may result in us blocking your access to our site, legal action and exercise of all available rights and remedies.
- Ownership: All or substantially all content in our Website is owned by, licensed to or has been permitted for us to use and is protected by United States and international copyright laws, except for any works of the United States government. This includes text, images, artwork, any sound, and all other content, elements and aspects of our Website. We retain all rights to the contents of our Website. The contents of our Website may not be reproduced, transmitted, displayed or distributed, in any form or by any means, including, without limitation, electronic, mechanical, photocopying, recording, or otherwise, without prior written consent from us, except as follows: Permission is granted to view and print materials from our Website for the non-commercial purpose of personal viewing, reading and retaining for reference. Any other copying, distribution, re-transmission or modification of information or materials on our Website, whether in electronic or hard copy, without our express prior written consent is prohibited.
- You must not infringe any intellectual property rights or use any part of the content on our Website for any commercial purpose without getting a license or permission in writing from us. You must not use any of our trademarks or trade names without our written consent.
- If you print, copy or download any part of our Website in breach of these terms of use, your right to use our Website will end immediately and you must, at our option, return or destroy any copies of materials you made.
- Trademarks: Agency’s name and trademark and other trademarks and service marks (including logos and designs) on our Website are trademarks or service marks of specified organizations and the goods or services of the organizations. These marks may not be used without the organization’s prior written consent.
- Links to Third-Party websites: If at any time our Website provides any link(s) to any third party(s) sites, the link(s) are for information and convenience only. We do not control contents of those sites and accept no responsibility for them or for loss or damage that may arise from your use of or accessing them. You agree that Agency will have no liability arising from content, use of or any other matter or event arising from or relating to any link(s) to or use of another website.
- Waiver and Severance: No failure or delay by us to exercise any right or remedy provided under these terms of use or by law shall waive that or any other right or remedy, nor preclude or restrict our further exercise of that or any other right or remedy.
- If any provision of these terms of use (or part of any provision) is held to be void, invalid, illegal or unenforceable, that provision or part-provision shall, to the extent required, be deemed to be deleted and severed, and the validity and enforceability of the other provisions of these terms of use shall not be affected.
- The headings are not to be used to interpret these terms. These terms are to be interpreted according to their fair meanings, and not strictly in favor of or strictly against either you or us. Waiver of any term or condition on one occasion is not a waiver as to other occasions.
- Law and Forum: These terms of use will be interpreted and construed according to the laws of the State of New York applicable to agreements entered into and to be performed entirely within this state and thus excluding and without regard for conflict of law provisions. You agree you shall not be entitled to join or consolidate claims or bring any claim as a representative or class action.
- Time Limit to Bring Claims: Any cause of action or claim you may have arising out of or relating to these terms of use or the website or our service must be commenced within one (1) year after the claim or cause of action accrues, otherwise, the claim or cause of action is permanently barred. The parties agree that neither party shall be entitled to join or consolidate claims or arbitrate any claim as a representative or class action
- Waiver: Our failure or delay of enforcing any of these terms of use shall not be a waiver of our right later to enforce each and every term of these terms of use. Any waiver by us on any one or more occasions will not be construed to be a waiver of any succeeding or other breach.
- Third Party Beneficiaries: Our affiliates at any time are intended to be third party beneficiaries of the provisions of these terms of use, each with the right to enforce these terms of use. Otherwise, these terms are not for the benefit of any other person or entity. The terms we enter into with other persons or entities (even if the same as these terms) are not for your benefit. We do not promise you that we will or can enforce our restrictions or prohibitions or any terms, against any other person or entity. You assume the risk that other persons will violate our terms which may offend, damage and/or injure you.
Vosant Meetings and Travel affiliated with Magma Global. and its agents have worked to secure the best possible fare, suitable for your travel requirements, based on space available at the time of booking, accessible sources of information, and knowledge of agents involved. This agency cannot guarantee, in view of the deregulation of airline fares, that the fare indicated on the ticket will be the lowest possible fare at departure date. Please contact this travel agency before departure if you wish to recheck any newly introduced fare that may correspond with your specific travel requirements.
Please note: Retention of tickets, reservations or bookings after issuance shall constitute acceptance of all the provisions in the conditions listed hereto, as well as those terms and conditions set forth in the announcements and circulars of the tour/package, cruise or service.
Please note: Retention of tickets, reservations or bookings after issuance shall constitute acceptance of all the provisions in the conditions listed hereto, as well as those terms and conditions set forth in the announcements and circulars of the tour/package, cruise or service.
- Viruses, Hacking and Other Offenses: You must not misuse our Website by introducing any virus, trojan horse, worm, time-bomb, logic bomb, keystroke logger, spyware, adware or other material which is malicious or harmful. You must not try to gain or actually gain unauthorized access to our Website, any server or other facility on which our Website or its elements are stored or any server, computer, database or other facility connected to our Website. You must not attack our Website by a denial-of-service attack or distributed denial-of service attack or similar kind of activity.
- We are not liable for loss or damage caused by a distributed denial-of-service attack, virus or other harmful material that may infect your device, equipment, program, data or other proprietary material due to your use of our Website or to your downloading any material posted on our Website, or on any website linked to our Website.
- Linking to our site: You may link to our home page, provided you do so in a way that is legal and does not damage our reputation or make unauthorized or unlawful use of our property and/or content. Your link must not suggest or imply any association, approval or endorsement by us.
- You must not establish a link from any website not owned by you. You must not frame our Website on another site. You must not create a link to any part of our Website other than the home page. We reserve the right to withdraw linking permission without notice. You must comply with any request by us to remove the link or delink. The website from which you link must comply with and not violate these terms of use.
- If you wish to use material on our site other than stated in these terms, please address your inquiry to us at info@vosantmeetings.com.
- Content or Copyright Complaints: We seek to respect intellectual property of others. If you believe any content in our Website may infringe your copyright or other rights, please provide our copyright agent the following information:
- (i) electronic or physical signature of person authorized to act on behalf of owner of claimed copyright;
- (ii) description of copyrighted work you claim is infringed;
- (iii) location and description in our site where the material is located that you claim is infringing;
- (iv) your name, address, phone number and e-mail address;
- (v) statement that you have a good-faith belief that the disputed use is not authorized by the copyright owner, its agent or law; and
- (vi) statement by you, under penalty of perjury, that the above information in your notice is accurate and you are the copyright owner or authorized to act on the copyright owner’s behalf.
- Email: info@vosantmeetings.com.
- (i) electronic or physical signature of person authorized to act on behalf of owner of claimed copyright;
- You must not establish a link from any website not owned by you. You must not frame our Website on another site. You must not create a link to any part of our Website other than the home page. We reserve the right to withdraw linking permission without notice. You must comply with any request by us to remove the link or delink. The website from which you link must comply with and not violate these terms of use.
- Changes: We may edit, update, add to, remove and otherwise change content or functionality of our Website at any times. We may suspend access to all or parts of our Website. We are not obligated to take these actions. So any content on our Website could be out of date at any time. We may revise these terms of use at any time. You should check this page from time to time to note any changes we made, as they are binding on you. Some provisions in these terms may be superseded by provisions or notices published elsewhere on our Website.
Contacting Us
You may contact us by sending an e-mail to info@vosantmeetings.com for all questions. If you have any concern about the Website or these terms, please send an e-mail at the address mentioned. We’ll make a reasonable effort to address your concerns and try to remedy a problem you bring to our attention. We do not assure that we will be able to do so.