Trip Requests

We are a full-service travel agency with a vast range of knowledge and expertise. We have preferred partnerships all around the world that enable us to prepare unique and memorable vacations to just about any destination. Trip requests can be as detailed or minimal as you would like. We generally turn over an initial proposal within 24 hours for hotel requests and within a week for custom, multi destination programs or group travel. We generally do not accept air only requests, unless they are for roundtrip, business class or higher fares, unless completed as part of contract. 

Requests for minor revisions to your program are encouraged and welcomed. We will make every effort to make the necessary revisions to your program for as long as needed. We will accept 1 major revision request per program. A major revision is a complete change in destination, itinerary, or significant date change after trip planning has begun. Additional revisions may be subject to special handling fees. We are happy to assist with villa, home, and boat rentals through one of our preferred partners, and work on a limited basis with Airbnb, VRBO, and other ‘people to people’ home rental sites.

Planning Fees

Checklist Travel Team reserves the right to charge a planning fee at our discretion. This fee will be communicated and agreed upon prior to the start of trip planning.  A typical fee structure looks as follows: 

  •  $100 initial planning fee for domestic trips, single family
  •  $150 initial planning fee for domestic group trip requests
  •  $100 initial planning fee for international trips, single family
  •  $250 initial planning fee for international group trip requests
  •  $50 per domestic flight booked and $100 per international flight booked not booked within a package.
  • Groups of eight or more will be assessed a $50 per person planning fee, unless group is comprised of immediate family members (IE two parents, six children).

Deposit & Final Payment

Quote/option pricing is not guaranteed until Checklist Travel Team receives credit card guarantee. Certain products may have additional deposit requirements. Deposits may be refundable, partially refundable, or non-refundable, your Travel Advisor will notify you of the policy at the time of the quotation or on your balance due invoice. The deposit is applied to your final payment, which is due at least 45 days prior to departure. If we do not receive final payment by the specified date, we reserve the right to cancel the reservation. In the case of billing errors, we reserve the right to re-invoice with correct pricing. Third party charge cards are not accepted without written authorization.

Cancellations & Cancellation Fees

All cancellations must be advised in writing. At the time of booking your Travel Advisor will advise you of the cancellation policy of your hotel and/or program. If a cancellation policy has not been provided to you, you are to assume the booking is non-refundable. Cancellation policies vary and are implemented by the supplier. Please verify with your Travel Advisor if you have any questions on the cancellation policy. While you may feel some circumstances warrant leniency on cancellation penalties, it is not for your Travel Advisor to make this decision. We always recommend travel insurance for this reason. Your Travel Advisors requires the following cancellation fees, unless otherwise noted:
• $25 per hotel cancellation
• $25 per person, cancellation fee for a custom trip that has been deposited but not paid in full
• $50 per person, cancellation fee for a custom trip that has been paid in full

Passports & Visas

A valid passport is required of all international travelers. Your passport must be valid at least six months after your date of return to the U.S. The name on your reservation must match the name on your passport. Non-U.S. citizens must consult with the appropriate consulates to determine if any additional visas are needed. It is suggested that all passengers, regardless of the passport they hold, check with the appropriate consulates of the countries being visited to determine if any visas are needed. Securing any needed visas is the responsibility of the passenger, although your Travel Advisor will assist when possible.


Airfare quoted by your Travel Advisor or one of our air affiliates is only confirmed at the time of payment and when an E-Ticket number has been generated. If you do not have an E-Ticket number on your reservation, your ticket is not confirmed. Once an air ticket has been issued and a confirmation has been generated, any airline-imposed changes to seat assignments, departure and arrival locations/times, etc. are not a result of any actions by your Travel Advisor. However, we will make every effort to remedy the situation if you are not happy with the change. Checklist Travel Team does not work for any airline nor is it directly affiliated with any one airline. Therefore, Checklist Travel Team cannot be held liable for any changes or complications caused by an airline. It is the passenger’s responsibility to confirm that all airline reservations are correct and include proper spelling of legal names at the time of confirmation. We understand that air travel can be frustrating at times. A benefit to booking your air travel through Checklist Travel Team is that we are available to advocate on your behalf if you incur airline changes, cancellations and other disruptions. Please remember that we only offer flight bookings as an additional service that supports your travel program. We will do the best we can within our capacity to make things right for our valued clients.


Travel Insurance

Travel insurance is always recommended to protect you and your trip investment. There are a variety of policies available, depending on your needs and trip costs. Your Travel Advisor can advise on the basics of every policy as well as send you a policy quote. Keep in mind there are numerous inclusions and omissions to travel insurance policies, it is the traveler’s responsibility to ensure their needs are met. If you have specific questions regarding your policy, please contact the insurance provider, your Travel Advisor can provide you with their contact details. Pre-existing condition clauses and supplier financial default clauses vary by policy and typically require you to purchase your insurance soon after deposit. Please notify your Travel Advisor as soon as possible if you have any pre-existing conditions (please note, pregnancy also is considered a pre-existing condition.) Checklist Travel Team is not liable in cases of supplier, financial default but we will rely on our professional knowledge to recommend companies who we believe to be financially stable. We cannot vouch for suppliers outside of our preferred partner network when specifically requested by the traveler. Some insurance policies are eligible for “Cancel For Any Reason” insurance, which must be purchased within 7 - 14 days of the base policy. Inquire with your Travel Advisor if you are interested in this type of policy. Some insurance providers also offer medical only policy options. Travel insurance policies are typically limited in emergency evacuation coverage. Therefore, medical evacuation policies are also recommended.


If documents are required, they will be emailed within 14 days prior to departure. Documents will not be released until full payment and all guest details have been received.



The suppliers providing transportation, sightseeing arrangements, tours, shore excursions, and hotel/cruise accommodations are independent contractors and are not agents, affiliates, representatives or employees of Checklist Travel Team, or any of its subsidiaries, related companies, or parents. Checklist Travel Team has no ownership interest in any Supplier. Any use of the Checklist Travel Team name by a Supplier is for identification purposes only and does not constitute ownership, agency, supervision, or control by Checklist Travel Team. All documentation, receipts and tickets are issued subject to the terms and conditions specified by the Supplier. By utilizing the services of the Suppliers, you agree that neither Checklist Travel Team nor any of the Checklist Travel Team Parties shall be liable for (1) any accident, loss, injury or damage to you or to those traveling with you in connection with any accommodations, transportation, or other services (2) loss or damage to property or injury to persons, caused by reason of any act or omission, intentional, negligent or otherwise by such third party Suppliers. For any service issue disputes, please contact us in writing within 30 days of your return. We will do everything in our power to resolve these issues.