Group Travel Terms & Conditions

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These Group Travel Terms & Conditions ("Group Terms") apply to all travelers participating in a group arranged, booked, or managed by Sea & Sun Travel Agency, LLC ("Sea & Sun Travel," "Agency," "we," "us," or "our").

These Group Terms are supplemental to the Sea & Sun Travel Agency Client Terms & Conditions, which apply to every reservation made through our Agency. By registering for, making a payment toward, or participating in a group, each traveler acknowledges and agrees to both the Client Terms & Conditions and these Group Travel Terms & Conditions.

Where these Group Terms establish a group-specific policy, fee, deadline, or requirement that differs from our general Client Terms & Conditions, the applicable provision of these Group Terms will govern the group reservation.

Individual travel suppliers, including cruise lines, tour operators, hotels, airlines, transportation providers, and other travel providers ("Suppliers"), maintain their own terms, conditions, payment schedules, change policies, and cancellation penalties. Supplier terms apply separately and in addition to Sea & Sun Travel Agency's terms and fees.

1. Group Registration & Commitment

Participation in a group represents a commitment to travel and should not be considered a tentative reservation or placeholder.

Certain groups may require a non-refundable Group Registration Fee in addition to any deposit required by the travel Supplier. The applicable Group Registration Fee, if any, will be disclosed before registration or booking.

Group Registration Fees are paid directly to Sea & Sun Travel Agency for professional and administrative services associated with establishing and managing the group and are separate from payments made toward the travel package.

Payment of a Group Registration Fee does not guarantee a particular stateroom, room category, rate, itinerary, or other travel component until the required Supplier deposit has been processed and the reservation has been confirmed.

Group Registration Fees are non-refundable and non-transferable unless otherwise stated in writing by Sea & Sun Travel Agency.

2. Group Pricing, Inventory & Availability

Group pricing, promotional offers, amenities, staterooms, hotel rooms, and other inventory are subject to availability and may change until a reservation has been confirmed and all required payments have been processed.

Space displayed or advertised as part of a group does not constitute a guarantee of availability.

Suppliers may establish deadlines for Sea & Sun Travel Agency to return unsold group inventory. Accordingly, previously advertised accommodations or pricing may no longer be available even when the group's overall registration period remains open.

Any additional traveler joining an existing reservation or group is subject to current Supplier pricing, availability, occupancy requirements, and applicable fees.

3. Deposits & Payments

Each traveler is responsible for making all required deposits and payments by the deadlines established by Sea & Sun Travel Agency and displayed on the traveler's invoice, booking confirmation, payment authorization, or other written communication.

Sea & Sun Travel Agency's payment deadline may be earlier than the Supplier's payment deadline.

These earlier deadlines are intentionally established to provide sufficient time to process payments, resolve declined transactions, correct reservation discrepancies, address Supplier or technology issues, and protect group reservations before the Supplier's contractual deadline.

The deadline provided by Sea & Sun Travel Agency is the deadline applicable to the traveler.

Travelers should not rely upon a Supplier's published or contractual final-payment date as an extension of the payment deadline established by Sea & Sun Travel Agency.

Failure to make payment by the Agency's stated deadline may result in cancellation of the reservation and application of applicable Agency and Supplier cancellation fees.

4. Declined or Failed Payments

Travelers are responsible for ensuring that sufficient funds or available credit are available when a payment has been authorized.

If a credit or debit card is declined, Sea & Sun Travel Agency will make reasonable efforts to notify the traveler. A declined transaction does not automatically extend any payment deadline.

If alternate payment is not received within the timeframe provided by Sea & Sun Travel Agency, the reservation may be subject to cancellation, loss of group pricing or amenities, Supplier penalties, or other consequences.

Sea & Sun Travel Agency is not responsible for losses, penalties, fare increases, or cancellation resulting from a traveler's declined payment or failure to provide an acceptable form of payment within the required timeframe.

5. Traveler-Requested Changes

Sea & Sun Travel Agency charges a $50 Change Fee for each Significant Change requested by a traveler after a reservation has been confirmed.

Significant Changes may include, but are not limited to:

• Adding or removing a traveler from an existing reservation;
• Traveler-requested name changes or substitutions where permitted by the Supplier;
• Changing travel dates, sailing dates, accommodations, staterooms, or room categories;
• Reducing the length of a trip;
• Changes requiring cancellation and rebooking of existing travel components;
• Significant changes to airfare, excursions, transfers, or other confirmed arrangements; or
• Other substantial traveler-requested modifications requiring significant administrative work by Sea & Sun Travel Agency.

An inquiry about a possible change does not itself incur a Change Fee.

The Change Fee applies once the traveler has requested the change in writing, Sea & Sun Travel Agency has confirmed the applicable terms and availability, and the traveler has provided written authorization to proceed.

The $50 Change Fee is an Agency fee and is separate from and in addition to any fare difference, penalty, change fee, or other amount charged by a Supplier.

Changes initiated by Sea & Sun Travel Agency or required solely because of a Supplier schedule change, cancellation, operational decision, or Agency/Supplier error are not considered traveler-requested changes and will not incur the Agency Change Fee.

6. Group Cancellation Fees

Once a group reservation has been confirmed, cancellation will result in a Sea & Sun Travel Agency Group Cancellation Fee assessed per traveler cancelling from the reservation.

The applicable fee is determined by the original per-person trip cost associated with the cancelling traveler:

For purposes of determining the applicable fee, the original trip cost per person means the travel package price attributable to that traveler at the time the reservation was confirmed, before optional travel protection, separately purchased airfare, optional excursions, or other optional add-ons unless specifically included as part of the group package.

The Group Cancellation Fee is:

• Assessed per cancelling traveler, not per reservation or stateroom;
• Separate from any non-refundable Group Registration Fee;
• Separate from and in addition to any Supplier cancellation penalties;
• Applicable regardless of whether the Supplier provides the traveler with a full or partial refund or Future Travel/Cruise Credit, except where otherwise required by law; and
• Non-refundable once the cancellation has been processed.

For group reservations, this Group Cancellation Fee schedule replaces the standard Sea & Sun Travel Agency cancellation fee otherwise applicable under our general Client Terms & Conditions.

7. How to Cancel A Group Reservation

All cancellation requests must be submitted in writing by the traveler to Sea & Sun Travel Agency.

A telephone call, voicemail, social media message, communication through another group member, or notification solely to the Group Leader will not constitute an official cancellation request.

Upon receiving a written cancellation request, Sea & Sun Travel Agency will determine the applicable Supplier cancellation terms and penalties and communicate that information to the traveler when reasonably possible.

The traveler must then provide written confirmation instructing Sea & Sun Travel Agency to proceed with the cancellation.

Once written confirmation to cancel has been received, the applicable Sea & Sun Travel Agency Group Cancellation Fee will be charged to the authorized card on file, and Sea & Sun Travel Agency will proceed with the Supplier cancellation.

Cancellation is not complete until Sea & Sun Travel Agency has confirmed the cancellation in writing.

The effective cancellation date for determining Supplier penalties is subject to the Supplier's policies and the date on which the Supplier processes or recognizes the cancellation.

8. Credit Card Authorization for Agency Fees

By submitting a credit card authorization for the group reservation, the traveler acknowledges that they have reviewed and agree to:

• Sea & Sun Travel Agency's Client Terms & Conditions;
• These Group Travel Terms & Conditions;
• The payment, change, and cancellation terms disclosed on their invoice or booking documents; and
• Any applicable Supplier terms and conditions.

The traveler expressly authorizes Sea & Sun Travel Agency to charge the applicable Agency Change Fee or Group Cancellation Fee to the authorized card on file after the traveler has requested and confirmed the applicable change or cancellation in writing.

The traveler understands that these Agency fees are separate from any amounts charged, retained, or refunded by the travel Supplier.

If the original payment card is no longer valid, the traveler remains responsible for paying all applicable Agency fees and must provide an alternate form of payment.

9. Roommates & Changes in Occupancy

Travelers sharing a stateroom, hotel room, or other accommodation are financially independent participants in the group unless otherwise stated.

If one traveler cancels, the remaining traveler(s) may experience a change in occupancy, pricing, taxes, fees, or accommodations.

For example, when one traveler cancels from a double-occupancy reservation, the remaining traveler may become responsible for a single supplement or revised Supplier pricing.

Sea & Sun Travel Agency is not responsible for additional costs resulting from another traveler's cancellation, withdrawal, failure to pay, or inability to travel.

The cancelling traveler remains responsible for the applicable Group Cancellation Fee regardless of any additional amount owed by the remaining traveler.

10. Group Leader

The Group Leader may assist with promoting the group, communicating general information, encouraging participation, or coordinating social activities.

Unless specifically authorized in writing by Sea & Sun Travel Agency, the Group Leader is not an employee, agent, or representative of Sea & Sun Travel Agency and may not modify Agency or Supplier terms, guarantee pricing or availability, waive fees, approve refunds, or make binding commitments on behalf of the Agency.

Travelers remain responsible for reviewing official communications, invoices, payment deadlines, and travel documents provided directly by Sea & Sun Travel Agency.

Payment, cancellation, reservation, and other booking-related matters should be handled directly with Sea & Sun Travel Agency rather than through the Group Leader.

11. Group Amenities, Credits & Promotional Benefits

Group amenities, onboard credits, complimentary accommodations, Tour Conductor credits, group discounts, promotional benefits, and similar incentives are subject to Supplier requirements and may depend upon the group's final number of travelers, qualifying reservations, staterooms, rooms, or other criteria.

Unless expressly stated otherwise in writing, these benefits are not guaranteed until the Supplier confirms that all applicable requirements have been satisfied.

If group participation decreases because of cancellations, nonpayment, or other circumstances, group amenities or benefits may be reduced or eliminated by the Supplier.

Certain group benefits may be designated for the Group Leader, group host, or used for group-related expenses at the discretion of Sea & Sun Travel Agency and/or the Group Leader, subject to Supplier rules.

12. Unused Group Inventory

Sea & Sun Travel Agency may release unsold staterooms, hotel rooms, or other group inventory at any time necessary to comply with Supplier requirements or effectively manage the group.

Once inventory has been released, Sea & Sun Travel Agency cannot guarantee that it can be recovered at the previous group rate or under the previous group terms.

Travelers who register after inventory has been released may be booked at then-current pricing and availability.

13. Traveler Responsibility & Communication

Each traveler is responsible for:

• Reviewing invoices, confirmations, and communications from Sea & Sun Travel Agency;
• Responding to requests for information by stated deadlines;
• Providing accurate legal names, dates of birth, passport information, and other required traveler information;
• Maintaining valid travel documents;
• Monitoring payment deadlines;
• Informing Sea & Sun Travel Agency promptly of requested changes or cancellations; and
• Ensuring that contact and payment information remains current.

Failure to read an email, invoice, booking confirmation, or other communication does not waive a deadline, fee, Supplier requirement, or other obligation.

14. Removal From a Group

Sea & Sun Travel Agency reserves the right, to the extent permitted by applicable Supplier terms and law, to terminate its professional relationship with a traveler or remove a traveler from Agency-managed group participation for reasons including:

• Failure to make required payments;
• Repeated failure to respond to required communications;
• Fraudulent or disputed payments;
• Abusive, threatening, discriminatory, harassing, or inappropriate behavior toward Agency staff, Suppliers, the Group Leader, or other travelers;
• Repeated unreasonable servicing demands;
• Conduct that materially interferes with the operation or enjoyment of the group; or
• Material violation of Sea & Sun Travel Agency's Terms & Conditions or these Group Terms.

Any refunds following removal remain subject to applicable Supplier terms and contractual requirements.

15. Travel Protection

Travel cancellations can result in significant financial loss.

Sea & Sun Travel Agency strongly recommends comprehensive travel protection for every group traveler. Certain hosted or specialty groups may require proof of travel protection as a condition of participation.

Travel protection is subject to the terms, exclusions, eligibility requirements, and claims procedures of the insurance or protection provider.

Agency cancellation fees may not be reimbursable under every travel protection policy. Travelers should review their policy or contact the applicable insurance provider regarding coverage.

16. Acknowledgment & Acceptance

By registering for a group, submitting a payment authorization, paying a Group Registration Fee, making a deposit, or otherwise confirming participation, the traveler acknowledges that they have been provided access to and agree to:

• Sea & Sun Travel Agency Client Terms & Conditions
• Sea & Sun Travel Agency Group Travel Terms & Conditions
• Applicable Supplier Terms & Conditions
• The payment schedule and fees disclosed for their group

The traveler specifically acknowledges the $50 Agency Change Fee and the per-person Group Cancellation Fee schedule contained in these Group Terms.

By submitting a credit card authorization, the traveler expressly authorizes Sea & Sun Travel Agency to charge applicable Agency change or cancellation fees to the authorized payment card in accordance with these terms following the traveler's written request and confirmation to proceed.

These Group Travel Terms & Conditions are incorporated into the traveler's reservation and remain applicable throughout the life of the group booking.