Terms and Conditions

Last updated: October 8, 2026

 

Welcome to Hershawn Travels. These Terms and Conditions apply to hershawntravels.com and our travel consulting, planning, booking, and coordination services.

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Please review these terms before purchasing services or authorizing reservations. Any service-specific policies and supplier terms will be provided before payment or booking. A separately accepted written service agreement controls if it conflicts with these general terms, subject to applicable law.

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1. Our Services

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Hershawn Travels is a veteran-owned boutique travel consultancy providing personalized travel planning and coordination for individuals, couples, families, groups, retreats, celebrations, and business travelers.

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Services may include research, accommodation recommendations, reservation coordination, transportation arrangements, itinerary development, excursion planning, and concierge support. Your purchased service or written agreement defines the scope of work.

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An inquiry or consultation does not create a confirmed travel reservation.

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2. Travel Discovery Consultation

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The initial Travel Discovery Consultation is complimentary unless the booking listing expressly states otherwise. It allows us to discuss your travel goals and determine the appropriate service.

Please cancel or reschedule at least 24 hours before your appointment. A $25 late-cancellation or no-show fee applies when disclosed and accepted during booking.

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A consultation does not include a completed itinerary, supplier reservation, or ongoing planning services unless expressly stated.

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3. Service Fees and Payments

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Planning, booking, coordination, concierge, and group setup fees are separate from the cost of travel unless your offer expressly includes them.

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The applicable fee, service scope, payment schedule, and any processing charges will be disclosed before payment. Starting prices may increase based on trip complexity, traveler count, or additional services requested.

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Fees designated as nonrefundable in the accepted service description or agreement are nonrefundable once the agreed work begins, except where applicable law requires otherwise. Any changes to scope or additional charges require your approval.

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Purchasing a planning service does not pay for or confirm flights, accommodations, transportation, excursions, or other supplier services.

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4. Quotes and Reservations

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Quotes are generally valid for 24 hours, unless otherwise stated, and remain subject to supplier availability and price changes.

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Prices and availability are not secured until the supplier receives the required payment and confirms the reservation. Submitting a request, receiving a proposal, or paying a Hershawn Travels service fee does not guarantee supplier availability.

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Only items expressly listed as included form part of your package. Additional costs may include baggage, resort fees, taxes, gratuities, transfers, excursions, travel protection, and personal expenses.

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5. Traveler Responsibilities

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Travelers are responsible for providing accurate information and promptly reviewing quotes, confirmations, and travel documents.

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Please verify:

• Names match required identification.

• Travel dates, destinations, and reservation details are correct.

• Payment and cancellation deadlines are understood.

• Passport, visa, entry, transit, and health requirements are satisfied.

• Airline check-in, baggage, and arrival requirements are met.

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Notify us promptly of errors or changes. Corrections may be subject to supplier fees and availability.

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Travelers must be at least 18 years old to purchase services or have an authorized adult act on their behalf. Anyone providing information for another traveler must have permission to do so.

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6. Payment Authorization and Deadlines

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Payments must be made by the traveler or another expressly authorized payer and comply with supplier requirements. We may request verification before processing a payment.

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Missing a payment deadline may result in cancellation, loss of availability, or supplier penalties. We do not guarantee extensions or reinstatement of canceled reservations.

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7. Changes, Cancellations, and Refunds

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Submit change or cancellation requests promptly to admin@hershawntravels.com. For urgent requests, also call 405-230-0421. A request is not confirmation that a supplier has processed the change or cancellation.

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All Hershawn Travels appointments must be canceled or rescheduled at least 24 hours before the scheduled appointment. A $25 fee applies to cancellations or rescheduling within 24 hours and to missed appointments, including complimentary consultations. This fee will be disclosed and accepted during booking.

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Supplier penalties, fare differences, refund eligibility, and processing times depend on the applicable booking terms and law. Any additional Hershawn Travels change or cancellation fee will be disclosed and accepted before purchase.

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Nonrefundable planning or coordination fees are separate from supplier payments. Nothing in these terms limits refund rights required by law, including applicable airline refund rights.

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If Hershawn Travels cannot provide a purchased service, we will address any refund due under the agreement and applicable law.

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8. Group Travel and Retreats

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Group Travel Planning & Booking Setup may include host consultation, proposal preparation, booking setup, traveler communications, and launch coordination, as specified in the host’s agreement.

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Host setup fees and individual traveler coordination fees cover different services. Any separate traveler fees will be disclosed before travelers commit. Fees for uniform group arrangements will follow the specific group agreement.

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Room blocks and group contracts may require deposits, minimum participation, payment deadlines, and cancellation or attrition commitments. The party signing the supplier contract is responsible for the obligations stated in that contract.

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Paying a host planning fee does not itself secure a room block or guarantee attendance. Group experiences, benefits, and pricing remain subject to confirmed supplier arrangements and participation requirements.

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9. Travel Suppliers

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Airlines, hotels, resorts, cruise lines, transportation companies, tour operators, and other suppliers independently provide travel services. Their terms apply to their products and reservations.

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Hershawn Travels assists with planning and coordination but does not operate these suppliers or control their schedules, staffing, facilities, or performance. We may receive commissions from suppliers in connection with reservations.

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10. Travel Protection and Disruptions

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We recommend considering travel protection appropriate to your trip. Coverage, exclusions, eligibility, and claims decisions are determined by the insurer and policy.

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Weather, illness, government restrictions, strikes, supplier cancellations, and other disruptions may affect travel. We will assist within the scope of your purchased service, but alternative arrangements may involve additional costs. Refunds and other remedies remain subject to applicable law and booking terms.

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11. Accessibility and Special Requests

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Please share accessibility, mobility, dietary, and other travel requirements early so we can discuss options and coordinate requests.

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A submitted request does not guarantee an accommodation. Specific arrangements require supplier confirmation. Share only information necessary for the request and contact us for an appropriate method of submitting sensitive details.

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12. Gift of Travel

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Gift of Travel purchases are governed by the description and terms provided at purchase, including what the gift covers, how it is redeemed, and any applicable restrictions.

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A gift does not guarantee a destination, travel date, reservation, or total trip price. Amounts exceeding the included value or service scope require additional payment.

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Expiration, transferability, cancellation, and refund conditions must be disclosed at purchase and comply with applicable law.

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13. Digital Products and Website Content

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Travel guides and downloadable materials provide general educational information. They do not guarantee prices, availability, entry eligibility, safety, or a particular travel outcome.

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Readers should independently verify current requirements and supplier terms before booking.

Unless otherwise stated, purchased digital materials are licensed for personal use. They may not be copied, resold, redistributed, or republished without written permission. Any refund restrictions will be disclosed before purchase, subject to applicable law.

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14. Website Use and Privacy

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You agree to use the website lawfully and provide accurate information. Unauthorized access, fraudulent submissions, and interference with website operation are prohibited.

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Our Privacy Policy explains how we handle personal information. Links to third-party websites are provided for convenience; those websites operate under their own terms and privacy policies.

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15. Responsibility and Limitations

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To the extent permitted by law, Hershawn Travels is not responsible for losses caused by independent supplier actions, inaccurate traveler information, failure to meet travel requirements, or events beyond our reasonable control.

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Nothing in these terms excludes responsibility that cannot legally be excluded or limits mandatory consumer rights.

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16. Updates to These Terms

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We may update these terms and publish a revised date. Updates apply prospectively and do not change an existing accepted agreement without any notice or consent required by law.

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17. Questions and Concerns

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Please contact our team promptly with questions or concerns so we can review the matter and work toward a resolution.

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Hershawn Travels
Email: admin@hershawntravels.com
Phone: 405-230-0421
Mail: PO Box 322, Mustang, OK 73064