Traveler T&Cs

Luxury Concierge Travel (“LCT”) General Terms & Conditions

1. Introduction and Agreement:

These terms and conditions (hereinafter “Terms”) govern all use of the Luxury Concierge Travel award (the “Award”) given to you (“Traveler” or “You”) by your sponsoring company (hereinafter “Sponsor”).

PLEASE READ THESE TERMS BEFORE USING OUR SERVICES.

By accepting the Award and LCT’s services, you acknowledge and agree to be bound by these Terms. No alterations to these Terms may be made by any of our employees, representatives or agents, unless in writing, signed by an officer of LCT and explicitly referring to these terms and conditions and the manner in which they are altered.

2. Award Value and Travel Concierge Services:

The total value of the Award from Sponsor (the “Award Value”) shall not exceed Sponsor’s package investment. As part of the Award Value, you will have access to a Travel Concierge who will provide one-on-one consultation during the trip planning process, including:

  • Availability to answer general program questions during working hours of 9 am–5 pm ET
  • Assistance in identifying the best options that align with the Traveler’s requests
  • Guidance for award budget allotment related to the options selected
  • Recommendations for activities and approved vendor options at the chosen destination
  • Securing/booking and confirming reservations for the finalized itinerary, including but not limited to hotel accommodation, airfare, transportation, and/or excursion reservations, as well as additionally agreed-upon travel-related arrangements as stated on the signed finalized itinerary prior to travel
  • Creating and providing Traveler access to a downloadable version of their itinerary in the form of a customized travel app, which will contain all necessary travel confirmation information and documents for the trip, as well as an in-app communication tool for communicating with the Travel Concierge during travel. Any trip components arranged by Traveler will not be added nor managed during travel.
  • Providing on-call services related to confirmed itinerary components after business hours and during travel emergencies. Once the Traveler has selected her or his trip of choice via the digital catalog, the Travel Concierge can be reached at bookings@luxuryconciergetravel.com to discuss their choice or answer questions.

3. Redemption Process:

Invitation to the Explore Destination Options in the Website Catalog:

You will receive a congratulatory email and an invitation to log in and access the Luxury Concierge Travel website catalog, which provides instructions on how to begin the redemption process. When ready to redeem the award, you should process your selection decision via the website catalog. If a destination has multiple city options, Travelers can let their concierge advisor know their single preferred city selection during their planning call. Any additional cities requested may not be covered by the award value.

Contact Initiated by an LCT Travel Concierge:

After making a selection, you will receive an email confirming their submission and will be contacted by a Travel Concierge to schedule an initial call to discuss your selection and answer any questions. If you are uncertain about your redemption selection, you can indicate the selections you are considering during the initial call with your Travel Concierge, and these options can be further discussed and explored.

Itinerary Preparation and Confirmation:

Once all details have been agreed upon, you will be sent a finalized itinerary agreement document outlining your selection(s) to review and digitally sign. Travel will only be presented, booked, and confirmed at a minimum of 45 days prior to departure date. This document must be reviewed and confirmation of details signed within 24 hours for all selected details in the Selection Agreement/Itinerary document to remain valid. Availability and options presented in a finalized itinerary are not guaranteed until booked and may be subject to change.

  • All Travelers will be required to confirm the name and date of birth for themselves and their guests and that it matches the identification documentation being used for travel. Traveler will also confirm accuracy of all outlined travel details on the finalized Itinerary before digitally signing the document.
  • Frequent flyer information, KTN or Global Entry may be added to flight reservations when provided to the Travel Concierge before signing the finalized itinerary document.
  • All special requirements and considerations are to be disclosed to the Travel Concierge before signing the final travel itinerary.
  • Documents not signed within the 24-hour timeframe may be voided, and all itinerary details will be subject to market pricing and availability.
  • If an itinerary must be voided, a research fee of $100 may be added to create a new final itinerary document.

Receipt of the final signed Agreement/Itinerary document is binding and indicates your confirmation for the Concierge to book/arrange/purchase all details as they appear in the document.

  • Any material changes to a Travel Itinerary document after it is signed are subject to applicable vendor change fees and may be subject to a $500 cancellation and rebooking fee.

Access to Itinerary and Travel Support:

A digital Travel App will be created and customized for all travelers to download. The Travel App will contain all associated travel itinerary information, including any documents related to reservations/bookings. An email invite to download and access the app will be sent to the Traveler no later than 30 days prior to travel. Travelers needing earlier access to flight or other confirmations can reach out to the concierge team. Trip components arranged directly by the Traveler will not be added nor managed during travel. Additionally, support will be available 24/7 for travel-related issues while you and your guests are traveling.

4. Financial Responsibilities:

You are responsible for paying any costs exceeding the Award Value.

Upgrades and Additional Costs:

You may add your own funds to an Award to cover upgraded experiences. At your election, these may include but are not limited to:

  • Additional travelers or airline flight legs
  • Class of airline seat; more advantageous flight times; specific airline preferences resulting in an increased cost; airline baggage fees; airline lounge fees
  • Class of hotel room; Number of rooms; Hotel fees for extra guests; WiFi fees; Resort Fees
  • Traveler will be required to provide a personal credit card for a security deposit to cover hotel incidentals at the time of check in
  • Peak travel timeframes
  • Extended insurance coverage beyond coverage provided
  • Requesting a specialized vehicle for transfers; requesting additional transfers or extra stops
  • Tips and Gratuities

Any amount due over the Award Value will be collected via a PayPal invoice (with a 4% credit card processing fee added) or by wire transfer request (no fee) sent to you by email. No trip element on the finalized itinerary document will be secured/booked or confirmed until all outstanding payments due have been received.

Change Fees:

Once a finalized Agreement/Itinerary document has been signed, the ability to switch any element of the trip is subject to reimbursement of costs assessed by third parties and other incremental fees. For example,

  • Meaningful changes that require additional research after the Itinerary has been prepared and presented will incur a fee of $100 per instance.
  • Meaningful changes which require cancellation, research and rebooking after Itinerary has been signed will incur a fee of $500 per instance.

Tax Considerations:

The Award Value may be considered additional income. You acknowledge and agree that you are solely responsible for understanding and complying with any tax liabilities associated with your award, and you may consult with the Sponsor or a tax advisor for clarification. LCT is not providing tax advice.

5. Other Redemption Terms and Conditions:

General Redemption Rules:

The Award Value must be redeemed in a single transaction and cannot be split for multiple redemptions. The Award Value is non-transferable and non-redeemable for cash or gift cards. Any unused portion of the Award Value will be forfeited. The Award must be redeemed (i.e., trip booking and confirmation complete) within 12 months of receiving access to the LCT Website Catalog. The trip must be completed in its entirety within a maximum of 18 months from receiving access to the LCT Website Catalog.

Pricing Assumptions:

Destination inclusions within Award Value are based on pricing for two adults or two adults and 2 minor children unless otherwise stated. Additional guests may incur additional costs.

Traveler Responsibilities:

It is the traveler’s responsibility to provide proof of valid identification 14 days prior to travel and ensure all travel and identification documentation is valid, current and in their and all guest travelers’ possession for the travel timeframe.

  • Traveler is responsible for being on time for all scheduled events.
  • Traveler is expected to act in a responsible manner.
  • Traveler is responsible for any and all damages they cause.
  • Traveler is responsible to read and understand all terms and conditions supplied by third-party vendors.
  • Traveler is responsible for checking and verifying any and all passport, visa, or other entry requirements of their destination and their connecting points, and all conditions regarding health, safety, security, political stability, and labor or civil unrest at such destination.

Travel Catalog:

  • Trip destinations and resort selections may be substituted or discontinued at any time without notice. If a trip destination becomes unavailable or discontinued, you will be advised and may make an alternate selection.
  • Travel options available for selection are subject to the use of Concierge-approved vendors.
  • Available dates of travel are subject to the availability of airfare, hotel accommodation and excursion seasonality. Confirming reservations at least 90 days in advance is suggested for peak holiday travel dates for optimal availability and pricing. Additional fees or blackout dates may apply to peak travel dates. Holiday or peak destination seasons may be subject to vendor specifications relating to required minimum length of stay; holiday or peak destination season reservations may incur a surcharge.
  • Access to all destinations is subject to applicable governmental health and safety policies, guidelines, and restrictions. Travel may not be available to certain destinations during the redemption period.

6. Travel Insurance:

LCT will provide options for comprehensive travel insurance to protect against unforeseen events. LCT is not an insurance expert, and any insurance decisions made by Travelers are their own. You agree to hold LCT harmless for your decision to not purchase insurance, or for any denial of claim by a travel insurer. Unless you request otherwise in writing, insurance will be purchased on behalf of you and your guests based on minimum coverage requirements.

LCT will return any insurance reimbursements to you in the event of a trip cancellation or disruption that results in reimbursement from your travel insurance provider. However, as a condition of receiving the reimbursement, you hereby agree that any trip rebooking must be made through Luxury Concierge Travel and any reimbursed funds shall be applied toward such rebooking. If you choose not to rebook through Luxury Concierge Travel, we reserve the right to seek reimbursement for any funds advanced or services rendered in connection with the original booking.

Other Important Terms Relating to LCT’s Services:

7. No Responsibility for Third Parties:

LCT acts as an agent and intermediary between Traveler and third-party suppliers. You understand that we do not own or operate any airline, hotel or rental property, car-rental company, tour operator, ground transportation company or similar service provider. We are not responsible for any acts or omissions of any supplier third parties, and we have no special knowledge regarding their financial condition. Third-party suppliers have their own terms and conditions relating to your travel, which are in addition to these terms; failure by you or your travel companions to observe those terms may impact the third parties’ obligations to provide you with accommodations or services.

8. Travel Documentation and Country Requirements:

It is Traveler’s and their guests’ responsibility to know and comply with all stated governmental restrictions for entry into a foreign or US destinations. Requirements may be changed by the United States government on short notice, and it is advised to check the CDC and Sherpa websites often and especially the week prior to your intended travel to ensure you are following the most recent travel mandates. Additional information can be found via the following links:

9. Data Privacy:

LCT will collect, store and use any personal information provided to the company in accordance with its privacy policy.

10. Assumption of Risk:

You understand that LCT acts solely as an agent in booking travel arrangements and is not responsible for the acts or omissions of any third-party suppliers, including but not limited to airlines, hotels, and tour operators. You acknowledge that travel involves inherent risks, including but not limited to, flight delays, cancellations, lost luggage, illness, injury, and unforeseen events and assume all such risks. TRAVELER HEREBY EXPRESSLY ASSUMES ALL RISKS ASSOCIATED WITH TRAVEL, INCLUDING BUT NOT LIMITED TO DELAYS, CANCELLATIONS, INJURIES, AND LOSSES.

11. Liability Waiver, Indemnity and Release:

TRAVELER, FOR THEMSELVES AND THEIR HEIRS, HEREBY EXPRESSLY RELEASES, DISCHARGES, AND AGREES TO HOLD HARMLESS LCT/XCELERATION PARTNERS, LLC, ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS FROM ANY AND ALL CLAIMS, LIABILITIES, DAMAGES, OR EXPENSES ARISING OUT OF OR IN ANY WAY RELATED TO YOUR TRAVEL ARRANGEMENTS, EXCEPT FOR THOSE DIRECTLY CAUSED BY THE GROSS NEGLIGENCE OR WILLFUL MISCONDUCT OF LCT. Traveler understands that this liability waiver includes, but is not limited to, risks associated with pandemics, health hazards, and acts of god. Traveler agrees to indemnify and hold harmless LCT from any damages, lawsuits, or actions asserted against LCT to the extent they result from Traveler’s own acts or omissions.

12. Limitation of Liability; No Consequential Damages:

TRAVELER, ON BEHALF OF THEMSELVES AND THEIR GUEST(S), HEREBY EXPRESSLY DISCLAIM, AND LCT WILL NOT BE HELD LIABLE FOR, ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES RELATING TO THE USE OF LCT’S TRAVEL CONCIERGE SERVICES, USE OF LCT’S WEBSITE, AND/OR ANY TRAVEL TO/FROM ANY DESTINATION, REGARDLESS OF WHETHER A CLAIM IS BROUGHT AS A BREACH OF CONTRACT, TORT CLAIM, OR ANY OTHER LEGAL THEORY. FURTHER, TRAVELER EXPRESSLY AGREES THAT ANY CLAIM OR CAUSE OF ACTION ARISING OUT OF OR RELATED TO THESE TERMS IS LIMITED TO THE AMOUNT OF COMMISSIONS AND/OR FEES LCT HAS RECEIVED IN CONNECTION WITH THE SERVICES GIVING RISE TO ANY SUCH CLAIM.

13. Claims Deadline, Governing Law & Exclusive Jurisdiction:

Claims Deadline:

You agree to present any claims against LCT within 30 days after your trip ends and to file suit within one year of any incident. You acknowledge that this expressly limits the applicable statute of limitations to one year.

Governing Law and Exclusive Jurisdiction:

These Terms shall be governed by and construed in accordance with the laws of North Carolina, and North Carolina will be the exclusive jurisdiction for all claims brought by You or LCT, and you hereby submit to the personal jurisdiction of North Carolina courts for all disputes to the extent that the following arbitration provisions are deemed inapplicable.

14. Binding Arbitration & Class Action Waiver:

NOTE: THESE TERMS CONTAIN AN ARBITRATION CLAUSE AND CLASS ACTION WAIVER.

Arbitration Clause:

You and LCT agree that all disputes or claims between us, including but not limited to those arising from (i) our relationship, (ii) interpretation, applicability, enforceability of these terms and conditions, including this arbitration agreement, and (iii) your purchase or use of our Travel Concierge Service, will be resolved by binding individual arbitration administered by the American Arbitration Association (AAA) under its Consumer Arbitration Rules, available at www.adr.org. This means a neutral arbitrator, instead of a judge or jury, will decide the dispute. Arbitration has different rules than court, and court review of an arbitration award is very limited. The Federal Arbitration Act governs this agreement. The arbitration will be conducted in your county of residence, or by phone or written submissions if you prefer. To begin an arbitration, send a demand to the AAA and a copy to LCT attn: Legal Department.

Small Claims:

You may choose to pursue your claim in small claims court in your county of residence if your claim qualifies.

Class Action Waiver:

You and LCT both agree that each may bring claims against the other only in an individual capacity, and not as a plaintiff or class member in any purported class or representative proceeding.

15. Force Majeure:

LCT will not be liable for any failure or delay in performance caused by circumstances beyond its reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, civil unrest, labor disputes, and pandemics.

16. Changes to Terms; Entire Agreement:

LCT reserves the right to modify these Terms in its sole discretion at any time by posting updated versions of these Terms to our public website viewable at https://luxuryconciergetravel.com/privacy-policy/. Use of LCT services after any changes are posted to these Terms will constitute your consent to the revised Terms. Except as modified in a separate written agreement signed by an officer of LCT, or supplemented by a booking confirmation prepared by LCT and signed by You, these Terms constitute the entire agreement between You and LCT relating to your Award and any services to be performed for You or your guest travelers by LCT.