The Travel Club, LLC Terms & Conditions
Last updated: April 2, 2025
These Terms and Conditions ("Terms") govern your relationship with The Travel Club, LLC ("we," "us," "our") and your use of our travel services and website (www.the-travel-club.co, the "Service"). Please read them carefully, as they contain important information regarding your legal rights, remedies, and obligations. These Terms and Conditions, the Invoice(s) and the Itinerary (collectively, the "Documents") constitute the contractual relationship between you and us, which relationship commences when we receive your planning fee (or any payment from you).
1. Agreement to Terms
Your payment of a planning fee or use of our website or travel services constitutes acceptance of these Terms. These Terms apply to all travelers listed in the booking, and by confirming a reservation, the booking party affirms they have the authority to accept these Terms on behalf of all travelers.
2. Reservations and Payments
Reservations will be confirmed, based upon availability, upon notice in writing from us to you of the number of travelers in your party and upon your payment of a deposit to us. The deposit can be paid by major credit card or by cheque made out to "The Travel Club, LLC." The balance payment is due as set forth in the Invoice(s).
3. Cancellations and Refunds
By You:
Planning fee payments are non-refundable.
Refunds depend on third-party vendor policies (hotels, airlines, etc.) and may be limited.
We strongly recommend comprehensive travel insurance covering cancellations.
By Us:
If we cancel prior to departure, a full refund will be issued, excluding independent arrangements, visa costs, and airfare.
If cancellation occurs after departure due to events beyond our control, we will not reimburse related expenses.
4. Itinerary Changes
By You:
We will make every effort to assist you if you wish to make changes to the Itinerary after departure, but it may not be possible. You must pay us the cost of any such changes, and these costs and payments are non-refundable.
By Us:
Every reasonable effort will be made to maintain the Itinerary as planned; however, accommodations, transportation and arranged sightseeing are subject to change at any time due to unforeseen circumstances or circumstances beyond our control including, without limitation, transportation cancellations, delays, hotel issues/problems and other schedule changes. We are not responsible for such unanticipated and uncontrollable changes, and any expenses resulting from such changes (e.g. additional hotel, transportation, or guide fees, etc.) will be paid by you. You may be eligible to recoup such costs from your travel insurance carrier. We reserve the right to modify or change the Itinerary in the best interests and the safety of the group, in our sole discretion. We also reserve the right to withdraw a program or any part of it, to make such alterations to the Itinerary or the program inclusions as we deem necessary or desirable, and to pass on to you any expenditures or losses caused by delays or events beyond our control.
5. Travel Documents
You are responsible for securing valid passports, visas, and other entry permits unless otherwise specified in the Invoice(s) or Itinerary. Failure to obtain these does not entitle you to a refund. Failure to obtain visas or entry permits does not negate these Terms and Conditions. You are responsible for any costs incurred (e.g., for rerouting) because you do not have the required visas or entry permits. We cannot provide a refund if you are unable to proceed with the trip because of incorrect or missing personal documents, or any other failure to meet passport, visa or immigration requirements. Please note that passports must be valid for six months after the return of the trip and should also have sufficient blank pages for visas and immigration stamps. You must have a government-issued photo ID prior to your initial departure.
6. Health and Wellness Requirements
You should consult a physician prior to travel. You must disclose any medical or physical conditions requiring special attention. By making payment, you confirm that you are in adequate health to participate in the trip.
7. Assumption of Risk
You acknowledge the risks of traveling, particularly in remote or developing areas. These include, but are not limited to, injury, illness, theft, war, terrorism, weather, or civil unrest. You assume full responsibility for any injury or loss sustained and for your belongings.
You assume all risks associated with altitude, illness, physical injuries sustained, disease, alcohol consumption, physical exertion and sporting activities, knowing that access to evacuation and/or suitable medical supplies and support may not be available. You assume full responsibility for any injury, loss or damage suffered by you or caused by you and are responsible for personal baggage and personal possessions and effects.
8. Travel Insurance
You are responsible for securing travel insurance covering trip cancellation, health, accidents, evacuation, lost belongings, and other liabilities. We can provide recommendations for international trip insurers on request. We strongly recommend comprehensive travel insurance that provides for your needs, including personal injury, death, personal liability, property damage or other loss, accident, delay, curtailment, trip cancellation, medical and evacuation coverage, lost belongings, missed departure, legal expenses, and inconvenience or irregularity that may be occasioned by reason of (1) any wrongful, negligent, willful or unauthorized acts or omissions on the part of any service provider including airlines, hotels and restaurants, or their employees or agents or any other third party, (2) any defect or failure of any vehicle, equipment, aircraft or instrument owned by any service provider or (3) any wrongful, negligent, willful or unauthorized acts or omissions on the part of any third party. Please keep your insurance details with you during the trip.
9. Limitation of Liability
The Travel Club, LLC acts as an agent for third-party travel service providers and is not responsible for their acts or omissions. Our liability is limited to the amount you paid us for the services, to the extent permitted by law.
We act only in the capacity of agent for the suppliers of the travel services named in your confirmation or itinerary or otherwise providing services or goods in connection with the Trip (the “Suppliers”), such as airlines, hotels and other lodging providers, local hosts, sightseeing tour operators, bus lines, car rental companies, driving services, restaurants, and providers of entertainment. We assume no responsibility for any personal injury, property damage, or other loss, accident, delay, inconvenience, overbooking, default, strikes, or irregularity which may be occasioned by reason of any act or omission of any of the Suppliers or airlines providing flights to or from your Trip. You assume full and complete responsibility for all risks of travel and for complying with all laws of the country in the itinerary.
Certain providers or operators of certain activities will ask you to sign an indemnity waiver form. Broadly speaking, these explain the risks to you and indemnify them against claims by you. If you are not willing to comply they will in certain circumstances not allow you to stay or take part in the activity.
In no event shall The Travel Club, LLC, nor its directors, employees, partners, agents, suppliers, or affiliates, be liable for any indirect, incidental, special, consequential or punitive damages, including without limitation, loss of profits, data, use, goodwill, or other intangible losses, resulting from (i) your access to or use of or inability to access or use the Service; (ii) any conduct or content of any third party on the Service; (iii) any content obtained from the Service; and (iv) unauthorized access, use or alteration of your transmissions or content, whether based on warranty, contract, tort (including negligence) or any other legal theory, whether or not we have been informed of the possibility of such damage, and even if a remedy set forth herein is found to have failed of its essential purpose. In no event shall our aggregate liability, or that of our providers or distributors, exceed the total charges set forth in the itinerary giving rise to any such liability. Any claim or cause of action arising from, or relating to, your access and use of, or purchase of products and/or services from, the website must be brought within one year from the date on which such claim or action arose or accrued or purchase was completed.
10. Arbitration and Governing Law
All disputes will be resolved via binding arbitration in Oregon under the rules of the American Arbitration Association. The laws of the State of Oregon shall govern these Terms.
11. Website Terms of Use
Your use of www.the-travel-club.co is for personal, non-commercial use. Unauthorized use including data scraping, framing, or reverse engineering is prohibited. You must be 18 or older to use the site and must provide accurate and truthful information.
12. Purchases
You represent that you have legal rights to use payment methods provided. We reserve the right to refuse or cancel orders for any reason, including suspected fraud or errors.
13. Errors and Inaccuracies
We are constantly updating our offerings of products and services on the Service. The products or services available on our Service may be mispriced, described inaccurately, or unavailable, and we may experience delays in updating information on the Service and in our advertising on other websites.
We cannot and do not guarantee the accuracy or completeness of any information, including prices, product images, specifications, availability, and services as prices may be subject to change. We reserve the right to change or update information and to correct errors, inaccuracies, or omissions at any time without prior notice.
14. Intellectual Property
All content on the website is owned by The Travel Club, LLC or its licensors and is protected by intellectual property laws.
15. Third-Party Links
We are not responsible for content or practices of third-party websites linked on our site. Use them at your own risk. We strongly advise you to read the terms and conditions and privacy policies of any third-party websites or services that you visit.
16. Termination
We may terminate your access to the site or services at any time without notice if you violate these Terms.
17. Disclaimer and Indemnification
The Service is provided "as is" without warranties. You agree to indemnify and hold harmless The Travel Club, LLC against claims arising from your use of the Service or travel arrangements. You agree to defend and indemnify The Travel Club, LLC and any of its officers, directors, employees and agents from and against any claims, causes of action, demands, recoveries, losses, damages, fines, penalties or other costs or expenses of any kind or nature including but not limited to reasonable legal and accounting fees, brought by third parties as a result of:
your breach of these Terms or the documents referenced herein;
any damage caused by you while using the Travel Services;
your violation of any law or the rights of a third party; or
your use of the Service.
The Travel Club, LLC its subsidiaries, affiliates, and its licensors do not warrant that a) the Service will function uninterrupted, secure or available at any particular time or location; b) any errors or defects will be corrected; c) the Service is free of viruses or other harmful components; or d) the results of using the Service will meet your requirements.
18. Severability and Non-Waiver
If any provision is deemed invalid, the remaining Terms remain enforceable. Our failure to enforce any provision does not waive our right to enforce it later.
19. Changes to Terms
We reserve the right to modify these Terms at any time. Continued use of our services after changes indicates acceptance.
20. Contact
If you have any questions about these Terms, please contact us.