Terms and Conditions

Hats On Travel, LLC

Travel Advisor Terms & Conditions

Last updated: November 15, 2025

These Terms & Conditions (“Terms”) govern the relationship between you (“Client,” “you,” or “your”) and Hats On Travel, LLC (“Company,” “we,” “us,” or “our”) in connection with travel planning, booking, and advisory services (the “Services”). By engaging our Services, you agree to these Terms.

1. Role of the Travel Advisor

1.1 We act as an independent travel advisor and arrange travel services on your behalf with third-party suppliers, including but not limited to airlines, cruise lines, tour operators, hotels, ground transportation providers, and activity providers (“Suppliers”).

1.2 We do not own, operate, or control the Suppliers. Each Supplier is an independent entity responsible for its own products, services, and operations.

1.3 Your travel bookings are subject to the terms & conditions, contracts, waivers, and privacy policies of each Supplier, which may be different from and in addition to ours. It is your responsibility to review them.

2. Quotes, Proposals & Itineraries

2.1 Any quotes or proposals we provide are estimates only and are subject to change until a reservation is paid in full and confirmed by the Supplier.

2.2 Availability, pricing, promotions, and special offers are dynamic and not guaranteed until payment is processed and written confirmation is issued.

2.3 You are responsible for reviewing your itinerary, names, dates, times, and destinations carefully. Notify us of any discrepancies immediately. Changes requested after confirmation may result in additional fees.

3. Fees & Payments

3.1 Service Fees
We may charge professional fees for planning, research, booking, and management of your travel. These may include, but are not limited to:

  • Trip planning or consultation fees
  • Change, cancellation, or rebooking fees
  • After-hours or emergency support fees

All fees will be disclosed before you agree to proceed and are non-refundable, unless otherwise stated in writing.

3.2 Payment Terms

  • We accept payment methods as communicated to you (e.g., credit card authorization, bank transfer, etc.).
  • You authorize us to charge your chosen payment method for agreed-upon deposits, balances, fees, and any changes you request.
  • Payment deadlines are determined by Suppliers; failure to pay on time may result in cancellation of your booking and loss of funds.

3.3 Currency & Pricing

  • Prices may be listed in different currencies depending on the Supplier.
  • You are responsible for any foreign transaction fees, exchange rate differences, or bank charges.

4. Cancellations, Changes & Refunds

4.1 Supplier Policies
All cancellations, changes, and refunds are subject to the policies of the Suppliers. Many travel arrangements are non-refundable and/or non-changeable once booked.

4.2 Client-Initiated Changes or Cancellations

  • Requests must be submitted to us in writing (e.g., email).
  • We will assist with communicating your request to Suppliers, but we cannot guarantee that changes or refunds will be granted.
  • Our service fees are not refundable even if the Supplier issues a partial or full refund.

4.3 Supplier or Third-Party Changes
Suppliers may modify or cancel bookings due to reasons such as schedule changes, overbooking, operational issues, or force majeure events. We will make reasonable efforts to assist you, but:

  • We are not responsible for Supplier decisions, changes, or cancellations.
  • Any recourse for refunds or compensation must be pursued with the Supplier, subject to their policies.

5. Travel Documents & Requirements

5.1 Identification & Entry Requirements
You are solely responsible for having valid:

  • Passports (with sufficient validity)
  • Visas
  • Vaccination certificates or health documentation
  • Any other entry, exit, or transit documentation required by the countries you visit or transit through

5.2 Accuracy of Information
The names, dates of birth, and other information provided must match your travel documents exactly. Incorrect information may lead to denied boarding, additional fees, or cancellation.

5.3 Government & Health Requirements
Travel requirements such as visas, vaccinations, COVID or other health regulations, customs rules, and entry restrictions can change at any time. You are responsible for verifying the most current requirements with official government sources before and during travel.

6. Travel Insurance

6.1 We strongly recommend that you purchase comprehensive travel insurance, which may include coverage for trip cancellation, interruption, delay, medical expenses, evacuation, baggage, and Supplier default.

6.2 We may offer insurance options through third-party providers, but the decision to purchase insurance and the coverage terms are solely your responsibility.

6.3 You acknowledge that if you choose not to purchase travel insurance, you are fully responsible for any losses, expenses, or damages resulting from events that insurance might have covered.

7. Assumption of Risk

7.1 Travel involves inherent risks, including but not limited to:

  • Illness, injury, or accidents
  • Political instability, terrorism, crime, or civil unrest
  • Natural disasters, weather, or environmental conditions
  • Delays, cancellations, missed connections, or lost baggage

7.2 By booking travel, you voluntarily assume all such risks and agree that you are responsible for your own safety and decisions while traveling.

7.3 We encourage you to review travel advisories and guidance from relevant government authorities (e.g., U.S. Department of State, CDC, or your home country equivalent).

8. Limitation of Liability

8.1 To the fullest extent permitted by law, Hats On Travel, LLC and its owners, employees, agents, and representatives shall not be liable for:

  • Any act, error, omission, or negligence by Suppliers
  • Personal injury, illness, death, property damage, or other loss
  • Financial losses from delays, cancellations, or schedule changes
  • Any indirect, incidental, consequential, or punitive damages

8.2 Our maximum liability, if any, shall not exceed the amount of service fees you have paid directly to us for the specific Services in question.

9. Client Responsibilities

By using our Services, you agree to:

  • Provide accurate and complete information (including names, dates, preferences, and payment details).
  • Comply with Supplier rules, policies, and instructions.
  • Check your travel documents, confirmations, and itineraries promptly and report any errors.
  • Arrive on time for flights, tours, and activities, and follow all check-in and boarding procedures.
  • Behave respectfully and lawfully during travel.

10. Force Majeure

We shall not be liable for any failure to perform or delay in performance of our obligations due to events beyond our reasonable control, including but not limited to:

  • Natural disasters, pandemics, or public health emergencies
  • War, terrorism, civil unrest, or government actions
  • Strikes, labor disputes, or closures
  • Technical failures or disruptions in transportation

In such cases, our obligations may be suspended or adjusted, and any remedies or refunds will be subject to Supplier policies.

11. Privacy & Data Protection

11.1 We collect and use personal information necessary to provide our Services, including passing required details to Suppliers.

11.2 By engaging our Services, you consent to our use of your personal data in accordance with our Privacy Policy(available upon request or on our website, if applicable).

11.3 You are responsible for reviewing any privacy policies of Suppliers with whom we book on your behalf.

12. Intellectual Property

12.1 All content we create or provide, including but not limited to itineraries, trip designs, recommendations, custom maps, and documents, is the intellectual property of Hats On Travel, LLC, unless otherwise stated.

12.2 You may use such materials for your personal travel purposes only and may not reproduce, share, or resell them without our written consent.

13. Dispute Resolution & Governing Law

13.1 These Terms shall be governed by and construed in accordance with the laws of the State of Texas, without regard to conflict-of-law principles.

13.2 Any disputes arising out of or related to these Terms or our Services shall first be addressed through good faith negotiation between the parties.

13.3 If a resolution cannot be reached, disputes shall be resolved in the courts of Lamar County, Texas, and you agree to the jurisdiction of those courts.

14. Amendments to These Terms

We may update or modify these Terms from time to time. The most current version will be indicated by the “Last updated” date above and will apply to all new bookings and Services after that date.

15. Acceptance of Terms

By:

  • Paying any invoice or deposit,
  • Providing payment information,
  • Or otherwise confirming a booking through us,

you acknowledge that you have read, understood, and agree to these Terms & Conditions.