1. Booking & Payments

1.1 Booking Confirmation

All travel reservations are subject to availability and are not guaranteed until confirmed by the travel supplier.

1.2 Deposits & Payments

A deposit or full payment may be required at the time of booking based on supplier requirements.

1.3 Pricing

All quoted prices are subject to change until reservations have been confirmed and ticketed by the supplier.

1.4 Payment Methods

Payments must be made using approved payment methods, including major credit cards, debit cards, electronic payment services, or other approved methods.

1.5 Service Fees

Hershawn Travels charges professional service fees for travel planning and reservation management. Service fees are separate from supplier charges and are disclosed prior to booking.

2. Cancellations, Changes & Refunds

2.1 Supplier Policies

Cancellation, change, and refund policies vary by airlines, hotels, cruise lines, tour operators, vacation package providers, and other travel suppliers. Travelers are responsible for reviewing and accepting supplier terms prior to booking.

2.2 Hershawn Travels Cancellation Fee

Client-requested cancellations made after a reservation has been confirmed are subject to a $100 Hershawn Travels Cancellation Fee, in addition to any supplier penalties or cancellation fees.

2.3 Reservation Modification Fee

Changes requested after confirmation are subject to a $50 Reservation Modification Fee, plus any applicable supplier fees, fare differences, or rate changes.

Examples include:

• Flight changes

• Hotel changes

• Traveler information updates

• Date changes

• Transportation changes

• Cruise cabin changes

2.4 Professional Travel Planning Fee

Requests requiring Hershawn Travels to redesign, rebuild, or substantially modify an existing itinerary are considered new travel planning services.

Examples include:

• Researching multiple replacement hotels

• Re-shopping flights after booking

• Building a new itinerary after confirmation

• Preparing multiple travel proposals or quotes

• Researching alternative destinations or resorts

• Creating replacement vacation packages

A Professional Travel Planning Fee starting at $150 applies based on the complexity of the request.

2.5 Cancellation to Create a New Reservation

If a traveler requests cancellation of a confirmed itinerary for the purpose of creating a new reservation, the following Hershawn Travels service fees may apply:

• $100 Cancellation Fee

• $50 Reservation Modification Fee

• Professional Travel Planning Fee starting at $150

These fees are separate from any supplier-imposed penalties.

2.6 Refunds & Travel Credits

Refund eligibility is determined solely by the travel supplier.

Many airlines issue travel credits rather than cash refunds for eligible cancellations or itinerary changes. Airline-issued travel credits remain subject to the airline's fare rules, expiration dates, and traveler eligibility requirements.

Hershawn Travels does not control supplier refund decisions and cannot guarantee refund eligibility.

2.7 Gift of Travel Certificates

Gift of Travel Certificates are prepaid toward Hershawn Travels' professional travel planning services and confirmed travel reservations.

Gift of Travel Certificates:

• Have no cash value.

• Cannot be redeemed for cash.

• May be subject to supplier-issued travel credits when applicable.

• Do not eliminate Hershawn Travels service fees for requested cancellations or modifications.

2.8 Travel Consultation Fee

Travel consultation fees are non-refundable. When advertised, the consultation fee will be credited toward a confirmed booking.

2.9 Exclusive Rate Retainers

Retainers paid for exclusive pricing, negotiated rates, or custom travel research are non-refundable.

2.10 Missed Appointments

A $25 No-Show Fee will be charged if a client fails to attend a scheduled consultation or arrives more than three (3) minutes after the scheduled appointment without prior notice.

2.11 Written Authorization Required

Hershawn Travels will not cancel, modify, or rebook any reservation without written authorization from the traveler responsible for the booking.

3. Travel Documentation

3.1 Travelers are responsible for obtaining valid passports, visas, REAL ID-compliant identification, health documentation, and any entry requirements for their destination.

3.2 Hershawn Travels is not responsible for denied boarding, denied entry, or additional expenses resulting from missing, expired, or incorrect documentation.

4. Travel Insurance

4.1. Travel insurance is strongly recommended to protect against cancellations, medical emergencies, travel delays, lost baggage, and other unforeseen events.

4.2. Hershawn Travels is not responsible for losses that could have been covered by travel insurance.

5. Liability & Responsibility

5.1. Hershawn Travels acts solely as an independent travel consultant and intermediary between travelers and third-party travel suppliers.

5.2. We are not responsible for acts, omissions, delays, cancellations, schedule changes, bankruptcy, overbooking, weather events, mechanical failures, strikes, or other disruptions caused by suppliers.

5.3. Travelers assume all risks associated with travel, including natural disasters, political unrest, public health concerns, and medical emergencies.

6. Conduct & Behavior

6.1. Travelers must comply with all applicable laws, regulations, and customs of their destinations.

6.2. Hershawn Travels reserves the right to refuse service to anyone engaging in abusive, threatening, fraudulent, or unlawful behavior.

7. Itinerary Changes

7.1

Travel itineraries may change due to weather, supplier schedule adjustments, government regulations, or unforeseen circumstances.

7.2. Hershawn Travels will make reasonable efforts to notify travelers of supplier-initiated changes as quickly as possible.

7.3. Client-requested itinerary changes after confirmation are subject to the Reservation Modification Fee, Professional Travel Planning Fee, and applicable supplier charges.

7.4. No reservation will be canceled or modified without written authorization from the traveler responsible for the booking.

8. Intellectual Property

8.1. All content on the Hershawn Travels website, including logos, branding, itineraries, travel guides, documents, graphics, photographs, videos, and written materials, is protected by copyright and may not be copied, reproduced, distributed, or used without written permission.

9. Privacy Policy

9.1. Hershawn Travels respects your privacy and handles personal information in accordance with our Privacy Policy.

9.2. By using our services, you consent to the collection, storage, and use of your information as necessary to provide travel planning services.

10. Governing Law & Disputes

10.1. These Terms & Conditions are governed by the laws of the State of Oklahoma.

10.2. Venue for any dispute shall be Canadian County, Oklahoma.

10.3. The parties agree to attempt mediation before pursuing litigation unless otherwise required by law.

11. Acknowledgment

11.1. By booking travel through Hershawn Travels, you acknowledge that you have read, understood, and agree to these Terms & Conditions.

12. Self-Service Booking Policy

12.1 Responsibility

Reservations completed through self-service booking platforms remain the responsibility of the traveler.

12.2 Payment

Travelers are responsible for complying with all payment requirements of the supplier.

12.3 Pricing

Pricing and availability displayed through third-party providers may change without notice.

12.4 Cancellations

Cancellations and refunds are governed by the supplier's policies.

12.5 Support

Hershawn Travels provides guidance and recommendations. Reservation management is available only through our Full-Service Travel Planning option.

12.6 Self-Service Planning Fee

If requested, Hershawn Travels may charge a non-refundable planning fee for itinerary research, travel recommendations, or supplier referrals.

13. Full-Service Booking Policy

13.1 Booking Responsibility

Hershawn Travels will coordinate reservations on behalf of the traveler. The traveler authorizing payment is responsible for all charges associated with the reservation.

13.2 Payment

A valid payment method is required before reservations can be confirmed.

13.3 Pricing & Availability

All pricing and availability remain subject to supplier confirmation until reservations are ticketed or confirmed.

13.4 Supplier Policies

Supplier cancellation policies, refund rules, fare restrictions, baggage policies, and change fees remain the responsibility of the traveler.

13.5 Itineraries

Travelers are responsible for reviewing all confirmations and notifying Hershawn Travels immediately of any errors before travel.

13.6 Non-Refundable Service Fees

Professional travel planning, consultation, itinerary design, booking, reservation management, and service fees earned by Hershawn Travels are non-refundable once work has begun.

13.7  Written Authorization

No confirmed reservation will be canceled, modified, or rebooked without written authorization from the traveler responsible for the booking. Additional Hershawn Travels service fees and supplier penalties may apply.