TERMS & CONDITIONS for travel

This agreement explains the services Hibiscus Travel, LLC provides, the responsibilities each traveler retains, and the payment and supplier rules that apply when we plan or arrange travel. Please read it before authorizing a booking. The booking confirmation, applicable supplier terms, and any separately disclosed planning fee form part of the terms for the particular trip.

1  Our services and supplier arrangements

Hibiscus Travel, LLC (“Hibiscus Travel,” “we,” or “us”) researches, advises on, coordinates, and makes reservations for travel services requested by the client (“you”). Airlines, cruise lines, hotels, resorts, tour operators, insurers, transportation companies, and other providers (“suppliers”) deliver their own services under their own contracts and policies. We will use reasonable care in transmitting booking requests and information, explaining material terms supplied to us, and assisting with issues brought to our attention. We do not control a supplier’s operations, schedules, availability, staffing, or decisions.

A proposal is an invitation to book, not a confirmed reservation. Prices, taxes, fees, promotions, cabin or room categories, and availability can change until a supplier accepts and confirms the reservation and required payment is processed. Supplier terms, including fare rules, waivers, and conditions of carriage, also apply. We will provide or identify the applicable terms when available; please review them before payment.

2  Information and review of confirmations

Provide each traveler’s complete legal name exactly as it appears on the travel document to be used, along with accurate birth date, citizenship, contact details, and any other information the supplier requires. Tell us promptly about relevant accessibility, mobility, dietary, medical, or assistance needs so we can relay requests to suppliers; a request is not guaranteed until the supplier confirms it. Do not send sensitive medical or payment information through an unsecured channel.

Review every proposal, invoice, ticket, voucher, itinerary, and confirmation immediately. Check names, dates, airports, ports, destinations, accommodations, room or cabin type, inclusions, and deadlines. Notify us promptly in writing of any error. Corrections may be limited or subject to supplier fees, fare differences, or availability, particularly after ticketing.

3  Passports, visas, entry and health requirements

Each traveler must obtain, verify, and carry the documents required for every destination and transit point, including passports, visas, identification, entry or transit authorizations, vaccination or other health documentation, and documents for minors. Requirements depend on citizenship, residence, itinerary, and individual circumstances and can change. Check passport validity and blank-page requirements early and again before departure. Travelers who are not U.S. citizens should also consult their own government and the relevant destination authorities.

Review official destination guidance and travel advisories from the U.S. Department of State and destination-specific health guidance from the CDC. Consult a qualified health professional for personal medical advice. We may share general reminders, but we cannot determine your eligibility or guarantee that information remains current. Verify requirements directly with the relevant government, consulate, airline, cruise line, and health authority before travel. The traveler bears the costs of missing documents, denied boarding or entry, and resulting changes, subject to applicable law and supplier rules.

U.S. Department of State International Travel: https://travel.state.gov/en/international-travel.html

CDC Travelers Health: https://wwwnc.cdc.gov/travel/

4  STEP enrollment

For international travel, we strongly recommend that U.S. citizens enroll in the free Smart Traveler Enrollment Program (STEP) to receive embassy or consulate alerts and facilitate contact in an emergency. Enrollment is the traveler’s choice and responsibility; it does not replace travel insurance, destination research, or emergency planning.

Smart Traveler Enrollment Program: https://step.state.gov/

5  Legal restrictions and child support

Each traveler must determine whether a prior conviction, pending matter, probation or parole condition, warrant, court order, tax or child-support issue, or other personal legal circumstance affects passport eligibility, departure, entry, transit, or participation in a trip. A criminal history does not automatically bar travel everywhere; rules vary. If any issue may apply, consult a qualified attorney and the relevant government, embassy, or consulate before paying for travel. Hibiscus Travel does not provide legal advice or decide individual eligibility.

Past-due child support can affect a U.S. passport. The State Department currently states that it cannot issue a passport, and may revoke an existing passport, when the person owes more than $2,500 in child support. A traveler with a possible obligation must confirm current status with the appropriate agencies and obtain legal advice as needed before booking. Any resulting inability to travel is subject to the supplier’s cancellation terms; Hibiscus Travel cannot override them.

6  Travel with minor children

The parent, guardian, grandparent, relative, or other adult arranging a minor’s travel must verify the child’s passport, visa, entry, exit, cruise, and airline requirements for every country visited or transited. Requirements may differ when the child travels with one parent, neither parent, an adult with a different surname, or a guardian. Carry proof of relationship, such as a birth certificate or appropriate legal record. Depending on the route and circumstances, a country or supplier may also require a signed or notarized consent letter, custody order, guardianship papers, or a death certificate. There is no single rule that applies to every different-surname family.

Check the destination and transit country requirements with their embassy or consulate, and consult an attorney about custody or consent questions. We may relay general information but cannot evaluate a family’s legal authority to travel. The accompanying adult is responsible for obtaining the required documents and any resulting costs if travel is disrupted.

State Department Travel with Minors: https://travel.state.gov/en/international-travel/planning/personal-needs/minors.html

7  Research and Design Fees

We may charge a professional Research and Design Fee for complex, customized itineraries, especially multi-destination independent travel that requires substantial research, itinerary development, and supplier coordination. We do not routinely charge this fee for Caribbean vacations or cruises, although an unusually complex request may warrant one. We will state the amount, scope, payment timing, and any specific exceptions in writing before fee-bearing planning begins. No fee is owed merely because this agreement mentions the possibility of one.

A disclosed Research and Design Fee pays for our professional work and is separate from supplier travel costs. Unless the separate fee disclosure says otherwise, it becomes nonrefundable once research or itinerary development begins, even if you later change, postpone, cancel, or do not book the trip. Any mandatory rights under applicable law still apply.

8  Payments, changes and cancellations

We will identify supplier deposit and final-payment deadlines available to us. You must authorize and provide funds in time for us to transmit payment before those deadlines; a reservation may be released if payment is late. A quoted price is not protected until the supplier confirms its applicable payment requirements. You authorize only charges expressly approved for the trip, including disclosed Hibiscus Travel fees and supplier charges. Report an incorrect charge promptly so we can investigate; nothing here limits a lawful card dispute right.

Requests to cancel or change travel should be sent to us in writing as soon as possible. Supplier penalties, nonrefundable components, fare differences, and change fees may apply from the time a reservation is made; a missed departure or no-show can forfeit additional amounts. Any refund depends on the supplier’s terms and processing, applicable law, and the payment method. Hibiscus Travel will assist in submitting a permitted request but does not promise a supplier refund or a particular processing date.

9  Air, cruise, group and destination arrangements

Airlines may change flights, aircraft, schedules, seats, baggage rules, and connections. Check flight status and check-in instructions directly with the carrier; allow adequate connection and embarkation time. Tickets may have separate restrictions, including for independently booked air connected to a cruise or tour. Cruise, resort, tour, and group suppliers may change itineraries, ports, activities, venues, or amenities under their terms. For weddings, groups, world cruises, and grand voyages, review all event, guest-count, installment, and cancellation provisions in the applicable supplier or group contract; those specific terms control the supplier services.

10  Insurance and events affecting travel

We strongly recommend considering travel protection that addresses cancellation, interruption, medical care, evacuation, delay, and supplier default as appropriate to your trip. Policies have exclusions, eligibility rules, and time-sensitive purchase conditions. Read the policy and ask the insurer about coverage; Hibiscus Travel does not decide claims. If you decline coverage, you remain responsible for uncovered losses and supplier penalties. A separate insurance offer or declination record may be used for a particular booking.

Weather, natural disasters, disease outbreaks, strikes, government measures, security events, and other circumstances can disrupt travel. We will make reasonable efforts to help with available alternatives, but options, costs, credits, and refunds depend on suppliers, insurers, and applicable law. Keep emergency contact details current and monitor supplier notices and government advisories throughout the trip.

11  Responsibility, disputes and general terms

Hibiscus Travel, LLC is responsible for its own services and for losses to the extent caused by its own breach, negligence, or misconduct under applicable law. Suppliers are responsible for their own services. To the extent permitted by law, we are not responsible for an independent supplier’s acts or omissions or for a traveler’s failure to meet the responsibilities in this agreement. Nothing in this agreement waives rights or remedies that cannot legally be waived, or limits liability that cannot legally be limited.

Please give us prompt written notice of a concern, with relevant records, so we can investigate and seek a practical resolution. Florida law governs this agreement to the extent permitted by applicable law; any mandatory consumer protection or jurisdictional rule still applies. If one provision is unenforceable, the rest remains effective to the extent possible. Changes to this agreement must be agreed in writing. Electronic records and signatures may be used where law permits. We will provide a copy of the accepted version for your records.