Free Travel Agency Payment Contract Template
Travel Agency Payment Contract
This Travel Agency Payment Contract ("Contract") is entered into as of [Insert Date], by and between [Your Company Name], a corporation duly organized and existing under the laws of [State/Country], with its principal office located at [Your Company Address] ("Agency"), and [Client Name], residing at [Insert Address] ("Client").
Preamble
The Agency specializes in curating and organizing travel arrangements and related services. The Client wishes to engage the Agency to provide travel-related services under the terms and conditions set forth in this Contract.
1. Services
1.1 Scope of Services: The Agency shall provide comprehensive travel-related services as requested by the Client, including but not limited to, flight bookings, hotel reservations, car rentals, activity bookings, travel insurance, and visa processing services.
1.2 Customization of Services: All travel services will be tailored to the preferences and specifications provided by the Client. The Client is expected to provide all necessary information required to customize the travel arrangements at least [number] days prior to the anticipated travel date.
1.3 Service Providers: The Agency will book services only with reputable service providers. However, the Agency is not responsible for the actual provision of services by these third parties.
2. Payment Terms
2.1 Fees and Payment Schedule: The Client agrees to pay the Agency a non-refundable service fee of $[amount] upon signing this Contract. Additional costs for booked travel arrangements will be communicated to the Client for approval and are payable as follows:
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50% upon confirmation of the itinerary,
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50% no later than [number] days before the departure date.
2.2 Mode of Payment: Payments shall be made through bank transfer, check, credit card, or cash.
2.3 Late Payments: Payments not received within the stipulated timeframe will incur a late payment fee of [specify percentage] per month on the overdue amount.
3. Responsibilities of the Client
3.1 Information Accuracy: The Client is responsible for providing accurate and complete information necessary for booking travel services, including but not limited to personal information, travel preferences, and special requirements.
3.2 Compliance with Itinerary: The Client agrees to adhere to the itinerary prepared by the Agency unless any changes are mutually agreed upon in writing.
3.3 Travel Documents: The Client is solely responsible for obtaining all necessary travel documents, including passports, visas, and vaccination certificates, prior to the travel date.
4. Changes and Cancellations
4.1 Changes by the Client: Requests for changes by the Client to any confirmed itinerary must be made in writing and may incur additional charges.
4.2 Cancellation Policy: If the Client cancels the travel arrangements, the following cancellation fees will apply:
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More than [number] days before departure: [percentage] of the total cost,
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[Number] to [number] days before departure: [percentage] of the total cost,
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Less than [number] days before departure: 100% of the total cost.
4.3 Changes by the Agency: In the rare event that significant changes are required to the travel arrangements due to circumstances beyond the control of the Agency, the Agency will notify the Client at the earliest possible time and offer alternative arrangements.
5. Liability and Indemnification
5.1 Limitation of Liability: The Agency will not be liable for any failure or delay in performing its obligations where such failure or delay results from any cause that is beyond the reasonable control of the Agency. The Agency’s total liability under this Contract shall not exceed the total amount of fees paid by the Client.
5.2 Indemnification: The Client agrees to indemnify and hold the Agency harmless from any claims, damages, losses, or costs (including reasonable attorney's fees) arising from the Client's negligence, misrepresentation, or breach of this Contract.
6. Force Majeure
6.1 Definition: A Force Majeure event refers to any event beyond the control of the parties, including but not limited to natural disasters (earthquakes, hurricanes, floods), war, terrorism, fire, epidemic, pandemic, governmental acts or omissions, changes in laws or regulations, national or regional emergency, strikes and other labor disputes (not involving the party claiming force majeure), and other acts of God.
6.2 Notification: In the occurrence of a Force Majeure event, the affected party must notify the other party promptly, detailing the nature of the event, its expected duration, and any actions being taken to minimize the impact on the fulfillment of this Contract.
6.3 Suspension of Obligations: Both parties will be excused from performing their contractual obligations for the duration of the Force Majeure event. However, the duty to make timely payments under this Contract by the Client shall not be suspended.
6.4 Right to Terminate: If the Force Majeure event continues for a period longer than 30 days, either party may terminate this Contract upon written notice to the other party, without any further liability.
7. Confidentiality
7.1 Confidential Information: Confidential Information includes all non-public information disclosed by either party, whether orally or in writing, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure.
7.2 Protection of Confidential Information: Each party agrees to protect the other party's Confidential Information with the same degree of care as it uses to protect its own confidential information of similar nature but in no event using less than a reasonable degree of care.
7.3 Exclusions from Confidential Information: Confidential Information does not include information that:
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is or becomes publicly known through no breach of this Contract by the receiving party;
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is received from a third party without breach of any obligation of confidentiality;
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is independently developed by a party without the use of or reference to the other party's Confidential Information.
7.4 Compelled Disclosure: If either party is compelled by law to disclose Confidential Information of the other party, it must provide the other party with prior notice of such compelled disclosure (to the extent legally permitted) and reasonable assistance, at the other party's cost, if the other party wishes to contest the disclosure.
8. Termination
8.1 Termination for Convenience: Either party may terminate this Contract for any reason on 60 days written notice to the other party. The Client is responsible for any cancellation fees or costs incurred up to the effective date of termination.
8.2 Termination for Cause: In addition to any other rights a party may have under law or equity, either party may terminate this Contract if the other party breaches any of its material obligations under this Contract and does not cure such breach within 30 days after receiving written notice of such breach.
8.3 Effects of Termination: Upon termination of this Contract, all rights and obligations of the parties under this Contract will immediately cease, except:
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The obligations of the parties under Sections 5 (Liability and Indemnification), 6 (Force Majeure), 7 (Confidentiality), and 9 (Miscellaneous) will survive termination of this Contract;
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Any obligation of the Client to pay for travel services rendered before termination;
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Any other obligation that, by its nature, is intended to survive termination of the Contract.
8.4 Return of Materials: Upon termination, each party shall return or, at the disclosing party's request, destroy, all of the other party's property or materials containing Confidential Information.
9. Miscellaneous
9.1 Governing Law: This Contract shall be governed by the laws of [Specify State/Country].
9.2 Dispute Resolution: Any disputes arising out of or related to this Contract shall be resolved through binding arbitration in accordance with the rules of [Specify Arbitration Association].
9.3 Entire Agreement: This Contract constitutes the entire agreement between the parties and supersedes all prior agreements and understandings, both written and oral, concerning its subject matter.
IN WITNESS WHEREOF, the parties hereto have executed this Travel Agency Payment Contract as of the day and year first above written.
[Your Company Name]
[Your Name]
[Job Title]
Client
[Client Name]
