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Terms & Conditions

Standard Terms & Conditions

The following policies apply. Fees may be applied per person according to the Cancellation Fee Schedule below, based on the date we receive your written notification of cancellation – not when you send it or notify us by phone.

These terms and conditions constitute the entire understanding and agreement between you, the trip participant (“Participant”), and The Traveler Lens LLC (“The Traveler Lens LLC”, “we”, or “us”) with respect to any and all bookings, tours or transactions made with The Traveler Lens LLC.  By submitting a booking form, paying a deposit, or signing this agreement for yourself or a minor under your custody, care or control (“Minor”), you accept all of the terms in this agreement and direct us to perform services on your and any Minor’s behalf.

 These booking terms and conditions incorporate by reference our liability waiver, which each travel is required to sign, and any additional terms and conditions contained in the Itinerary for your specific trip. In case of conflict between these booking terms and conditions and any terms and conditions in the Itinerary, the terms and conditions in the Itinerary control.

Reservations

A deposit is required at the time of reservation. A reservation is not accepted and there is no contract between us until we confirm your reservation in writing. Upon receipt of your deposit, we will email you a confirmation letter, Itinerary, and information regarding trip insurance.

 The trip descriptions that appear on our website and in our brochures (both virtual and physical) and other marketing material are for informational purposes and the specific trip you book may have variations in the itinerary and pricing. The specific inclusions/exclusions in your trip are detailed in the Itinerary for your specific tour and/or on your itinerary.

 If a reservation is not fully paid by the final payment due date, we reserve the right to treat the reservation as cancelled and subject to the cancellation terms explained below.

 Last Minute Bookings

If you wish to reserve after the final payment date (typically within 90 days of a trip’s departure date), full payment for the trip will be due immediately if the booking is accepted.

Custom Tours and Custom Itineraries

The price for custom tours includes a custom tour Planning Fee (“Planning Fee”) of $99 for trips lasting 10 days or less and $199 for trips lasting between 10 and 30 days. Over 30 days, a bespoke price will have been quoted. For multi-country custom itineraries the planning fee is $250. This fee, payable at the end of the initial custom tour / custom itineraries consultation, is non-refundable and will be collected before any work is done. For longer, more complex trips or for subsequent changes made to the preliminary itinerary at the traveler’s request, an additional custom tour planning fee may be charged separately from the final balance of the trip.

 Airfare only: A $50 for US and $150 for international per passenger charge is added for any airfare booked through The Traveler Lens LLC. This includes a single ticket, able to be booked together as a unit (e.g., round trip, one-way, open jaw, or simple multi-city itinerary on partner airlines.) Some ticket segments are unable to be booked together. If the airlines require tickets be split up (for example, one segment on Southwest Airlines and another segment on EVA Air) separate airfare ticketing service fees will be charged. In case of questions, this will be confirmed with you before the ticket is booked.

Deposits & Payments

Payments are due as follows:

Scheduled Group Departures (includes The Traveler Lens Adventure Group) : At booking: Deposit of $250 per person based on double occupancy. Solo travelers may be subject to a higher deposit based on single supplements or vendor requirements. You will be notified during the planning process. Airfare is usually due at the time of booking with the exception of airfare purchased through a cruise or tour operator who allows for a payment plan. In this case, your airfare will be subject to a separate payment schedule that will be provided to you. Balance will be due at a specific date provided during the planning process, typically 90 days prior to Scheduled Group departure.   

Custom Tours: Planning fee of $99 or $199 (or higher depending on the length of the tour) is payable immediately after the initial travel consultation. A deposit will then be payable to reserve the custom tour on a schedule as provided by your travel advisor. In some cases, payment for the entire trip will be payable upfront. The types of payments, timing, and whether they match your payment preferences will be discussed between you and us prior to booking the trip. Group Size Pricing Adjustments: Many group trips are priced based on minimum participation. If your group size decreases in size prior to departure or the number of reservations is not above the minimum group size, we reserve the right to adjust the price accordingly as a way of avoiding cancelling the trip all together.

Exceptions: Payment schedules for some safaris, custom side trips, and certain special events vary from the above schedule. These exceptions are noted in the Itinerary details.

Cancellations by You & Refunds

To cancel your booking, you must call us immediately and then promptly send a notification in writing to us by email or mail. When providing notice to us, call our office at +1 623-810-4878 or 623-738-4448 and then send written notice to us by email at travelerlenz@gmail.com. Or you can mail us at The Traveler Lens LLC, at   7043 N 85 Lane Glendale, AZ. 85305. Cancellation fees will be applied per person according to the schedule provided in your Itinerary, based on the date we receive your written notification, not when you send it or notify us by phone/text.

 Assume all deposits and payments are non-refundable unless otherwise specified in writing or in your Trip Planner. 

Credit for unused airfare may be reduced by the airline up to and including the full value of the airfare purchased. Review cancellation and exchange possibilities with your travel advisor before purchasing. In no case is our service fee refundable nor exchangeable for other fees, services, or travel.

No refunds will be provided for any unused portion of a tour once the tour begins, including if you leave a tour for any reason, miss the tour’s departure date, or have to be removed from a tour. There are no exceptions to this cancellation and refund policy, including for reasons related to weather, civil strife, personal, family or medical emergencies or any other circumstances beyond our control. For this reason, we highly recommend that you purchase trip cancellation and interruption protection.

Changes by You

 If you request to change your dates or alter your itinerary after we confirm your booking, we will do our best to accommodate your request. If we can make such changes, a change fee may be applied. Additionally, new services fees may be payable for airfare ticketing. The type and scope of change dictates the amount of the change fee and such fees can be substantial. Our outside suppliers, including hotels, often impose additional fees or penalties for changes and cancellations.

Price Adjustments

 Quoted trip prices are set far in advance of departure based on our projections of demand, exchange rates, inflation, tariffs, government fees, airfares and other costs using available information. The price at booking is guaranteed under normal conditions. In the rare event that current costs create an unsustainable financial situation if we were to fully absorb the increases, we reserved the right to pass on these unexpected costs to you in whole or in part. We will give you advance written notice of any price increase and the reason for it. If we do so and your trip price increases by more than 10% of the original tour cost excluding any insurance premiums, you may cancel the booking within 5 days of receipt of notice of the surcharge and obtain a full refund, less any nonrefundable deposits to our suppliers. Again, we recommend trip interruption and cancellation protection plans.

 Similar Inventory & Flexibility

 We reserve the right to substitute hotels, activities, and transportation with similar alternatives should demand and/or pricing require us to make changes. All group itineraries are priced based on availability. Should that availability change, we may need to make changes to facilities. In most cases, those changes will be made prior to making the final payment on the group travel. However, in rare cases, we may make changes in order to avoid trip cancellation and/or price adjustments as described above. In all cases, we make every effort to substitute for similar quality and amenities in order to create the least amount of disruption to your trip. In addition, we reserve the right to cancel, alter or modify any tour without prior notice for any reason, including but not limited to for the safety and/or comfort of clients and for circumstances of Force Majeure, which is defined in this agreement below. This includes the right to replace or substitute guides and accommodations in the tour materials, modify the order in which places are visited, and make other changes in the itinerary. You acknowledge that the amenities, accommodations, transportation, route, schedule, and itinerary may change without prior notice due to local circumstances or events, which may include mechanical breakdown, flight cancellations, illness, strikes, political disputes, weather, border crossing problems, supplier changes, and other unforeseeable factors. If, prior to departure, we make a significant change because of a problem with a supplier (e.g., bankruptcy), we will, as soon as reasonably possible, notify you of available alternatives.

If we must cancel due to insufficient tour enrollment, all trip members will be notified a minimum of 60 days before the trip departs and will receive a full refund of payments made to The Traveler Lens LLC minus the planning fee.

Any changes may require a supplemental payment from you or result in a partial or full refund. This refund will constitute full settlement of claims you may have arising out of our cancellation. Unless doing so would create an unstable financial situation for us, we will refund any deposits already paid in the event of a cancellation due to Force Majeure less any non-refundable deposits paid to our third party suppliers. We will work with our suppliers to try and obtain any non-refundable deposits so that we can give you a refund. We cannot guarantee such a result, though.

 Credit Card Authorization for Post-Booking Charge

In most cases, you will sign a separate Credit Card Authorization Form giving The Traveler Lens LLC the right to charge your card for certain deposits, fees, and trip costs. That initial authorization exists for a limited period of time. However, for some trips where future payments are required, we will ask you to keep a “card on file”. That means you authorize The Traveler Lens LLC to charge your credit card number for any change fees, price increases, or supplemental payments that you incur post-booking. If you prefer a different payment method than the card you initially provided, you must notify us in writing at the time of booking. You also agree, as far as it is allowable by local law, not to dispute credit card charges with your credit card company. Instead, disputes will be worked out with us directly. Disputes to your credit card may cancel your booking and in some cases make you ineligible to participate in future The Traveler Lens LLC bookings.

Denial of Participation

 The Traveler Lens LLC reserves the right to deny participation in the tour to any traveler that The Traveler Lens LLC, in its sole discretion, judges to be incapable of meeting the rigors and requirements of the tour activities or whose actions or deportment it judges unsuitable for group travel. During the tour, The Traveler Lens LLC has the right in its sole discretion to remove anyone who it determines to detract from others’ enjoyment of the tour. The decision of the local guide or local supplier (including airlines) is final on all matters that may threaten the safety or interfere with the well-being of others. For avoidance of doubt, being removed from an airline or air carrier due to behavior will result in the full cancellation of your The Traveler Lens tour with no refund provided. This provision will not apply for passengers removed due to overbooking as long as behavior was not a factor in the removal.

Responsibility

Certain services reserved by The Traveler Lens LLC, including but not limited to transportation, accommodations, restaurants, sightseeing and activities may be purchased from various independent suppliers not affiliated with The Traveler Lens LLC (referred to as “Third Party Supplier(s)” or “Supplier(s)”). The Traveler Lens LLC takes reasonable care in selecting competent, reliable and qualified Suppliers based on information that is reasonably available to us. That said, we act only as an intermediary for these Third Party Suppliers and do not and cannot control the quality of their services. You acknowledge that you are aware and clearly understand that these Third Party Suppliers are independent contractors, are not managed by The Traveler Lens LLC, and are not agents or employees of The Traveler Lens LLC. In the event of an injury, damage to property, delay or any other loss, compensation must be sought from the Third Party Suppliers, not from The Traveler Lens LLC. you understand further that each of these Third Party Suppliers may be limited by their tariffs, conditions of carriage, tickets and vouchers, and international conventions and agreements.

Force Majeure

The Traveler Lens LLC will not be deemed in breach of this agreement or otherwise liable to you, by reason of delay in performance or nonperformance of any of its obligations under this agreement to the extent that any such delay or nonperformance is due to any Force Majeure. “Force Majeure” means any circumstance beyond our reasonable control, including without limitation acts of nature, terrorist activities, insurrection, explosion, flood, tempest, forceful wind, fire or accident, war or threat of war declared or undeclared, sabotage. civil disturbance, labor strikes, requisition, sickness, quarantine, government intervention, weather conditions, animal attack and unforeseen circumstances. If we and any of our Suppliers are affected by Force Majeure, we and our Suppliers shall be entitled to, and may in our sole discretion, vary or cancel any itinerary or arrangement in relation to the tour, and choose to offer future travel credits or no refunds of money paid. Regarding civil unrest, once we have investigated the prevailing situation, as we deem fit, it shall remain in our sole and absolute discretion whether to proceed with the tour.

 Travel Cancellation & Interruption Protection Plans

We highly recommend that you purchase comprehensive Trip Cancellation & Interruption Protection from a company of your choosing. Comprehensive travel protection and/or insurance should cover trip interruption and cancellation, baggage, medical, accidental/life, evacuation, repatriation and other expenses that might arise as a result of loss, damage, injury or inconvenience occurring to you. Some plans also include options for cancellation for any reason.

We also offer the protection plan that is provided by the supplier if you don’t want to purchase a comprehensive Trip Cancellation & Interruption Protection.  

 The purchase of this insurance is not required in order to purchase a trip under $3,000, but we will likely require an acknowledgement to be signed that we have recommended such protection and you have declined it. For any trip over $3,500 we require either the comprehensive Trip Cancellation & Interruption Protection or the supplier protection plan.



 Pre-Departure Documentation

It is important that you carefully read all trip-related documents that you receive from us as soon as you receive them. It is your responsibility to contact us if any information is incorrect. We cannot accept liability if you do not notify us of any inaccuracies within 5 days of receipt of those documents. This agreement, our release and waiver of liability and assumption of risk and indemnity agreement, and, if required, a medical statement or certification must be signed and submitted by you in order to travel with us. If we do not receive these signed documents from you prior to departure, we reserve the right to treat your booking as cancelled by you and impose the cancellation fees described in this agreement.

Passports & Visas

You are responsible for ensuring that all necessary travel documents are valid and effective and in your possession for the entire tour. Passports are required for all citizens traveling abroad and should be valid for at least 6 months after your date of return. For certain limited exceptions, US citizens may travel with enhanced drivers licenses to Canada and Mexico on cruises or on the road. However, this exception will be listed in your Itinerary. If not otherwise noted, you will require a passport for international travel. You assume complete and full responsibility for checking and verifying any and all travel documents and entry requirements. You are also solely responsible for any adverse consequences resulting from incomplete or defective documentation. While we may provide information or advice on matters such as visas, vaccinations, climate, clothing, baggage, and special equipment as a courtesy to you, we are not responsible for any errors or omissions as to the information provided.

 Health & Medical

 Many of our tours are physically active, with varying levels of demand and fitness requirements depending on the specific itinerary. You represent that neither you nor the Minor (if applicable) have any condition, physical or mental, that would create a hazard for you or other participants or affect other people’s enjoyment of the tour. You understand that you are solely responsible for determining your emotional and medical suitability for the tour and will consulting with your, or the Minor’s, physician and/or a travel medicine expert, regarding medical and health safety precautions appropriate for the tour. You represent and warrant that you have answered fully and truthfully any questions posed to you on the guest questionnaire regarding your and/or the Minor’s, medical history and condition, and will notify The Traveler Lens LLC immediately if those answers require amendment or supplementation. Note that we are not a medical authority. If you have a physical condition, dietary restrictions, or other conditions (pre-existing medical) that will require special attention during the tour, you must inform us in writing when the booking is made. We may require a medical certificate if you have a special condition.

We assume no responsibility for any medical care provided to you. You agree to assume all costs of medical care and related transportation that are provided to you during the tour.

 Issues or Questions During Travel

If you have any issues or questions during your tour or travel, promptly notify us or your tour leader so that we/your tour leader can attempt to address them. You must submit any unresolved concerns in writing to The Traveler Lens LLC within 30 days of the tour’s end date.

 Image Release

 If you are participating in any The Traveler Lens group,  The Traveler Lens tour, or any other group-led travel, you grant us and our Suppliers a worldwide, royalty-free, perpetual license to use, re-use, distribute, display, create derivative works of, and reproduce any images, photos, or videos that you provide to us (whether directly or through a photo sharing service) in any medium, including but not limited to print, electronic media, or Internet, free of charge and without your right to inspection, for any purpose, including to promote and publicize our travel products and services worldwide.

 Dispute Resolution

 In the unlikely event a dispute arising out of, in connection with, or relating to this agreement and/or the transactions and relationships among the parties contemplated by this agreement, you agree that the dispute shall be submitted to a neutral third-party mediator in Arizona, with both parties dividing equally the costs of such mediator. If the dispute cannot be resolved through mediation, then (a) the dispute shall be filed and resolved exclusively by binding arbitration through the American Arbitration Association in Arizona; (b) the dispute will be governed by Arizona law; and (c) any arbitration award shall be binding and judgement upon the arbitrator’s award may be entered or enforced in any court of competent jurisdiction.

Acknowledgement of Arbitration

 You understand that our agreement contains an agreement to arbitrate. You understand that after signing our agreement or becoming subject to the terms of our agreement, you will not be able to bring a lawsuit concerning any dispute that may arise which is governed by the arbitration agreement, unless it involves question of constitution or civil rights. Instead, you have agreed to submit all claims and disputes within the scope of this agreement to an impartial arbitrator or arbitrators in accordance with the arbitration procedures set forth in this agreement.

 Limitation of Remedies

You agree that the sole remedy for any default by The Traveler Lens LLC arising under this agreement shall be the return of the paid tour or travel cost, to the extent consistent with applicable law. To the maximum extent permitted under applicable law, The Traveler Lens LLC shall not be liable for any special, consequential, indirect, incidental or other damages arising out of or in any way connected to this agreement, including lost profits, whether such damages arise in contract, negligence, tort, under statute, in equity, at law, or otherwise, even if The Traveler Lens LLC has been advised of the possibility of such damages. You expressly waive any right you may have to recover such damages.

 Severability and Successors and Assigns

 If any provision of this agreement shall be unenforceable or invalid under any applicable law, such unenforceability or invalidity shall not render the agreement unenforceable or invalid as a whole. Such an unenforceable provision will be replaced with one that is valid and enforceable and which achieves, to the extent possible, the original objectives and intent of the original provision. This agreement shall inure to the benefit of and be binding upon The Traveler Lens LLC and the Participant and their respective heirs, legal and personal representatives, successors and assigns.

 Merger

This agreement is the final, complete and exclusive statement of the parties’ agreement on the matters contained in this agreement. It supersedes all previous negotiations and agreements unless otherwise explicitly outlined in this agreement. The Traveler Lens LLC reserves the right to update and/or alter the terms and conditions at any time. It is your responsibility to be familiar with these terms and conditions.