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AWAKEN TRAVELS LLC

Vacation Travel Services Agreement

Terms & Conditions for Individual & Family Travel

Version 2026.3 — Effective June 1, 2026

These Terms and Conditions (“Terms”) constitute a legally binding agreement between you (“Client,” “Traveler,” “you,” or “your”) and Awaken Travels LLC (“Agency,” “we,” or “us”), a travel agency headquartered in Tennessee. Throughout this agreement, the term “Agency” shall include Awaken Travels, LLC, its members, managers, employees, and its affiliated Independent Contractor agents, and all rights, protections, and limitations of liability afforded to the Agency shall extend equally to these parties. These Terms govern all bookings, payment authorizations, travel planning services, and interactions with the Agency or its agents and are enforceable under the laws of the State of Tennessee and the United States.

1. AGENCY ROLE & RESPONSIBILITIES

Awaken Travels LLC acts solely as an intermediary between you and various travel suppliers (airlines, hotels, cruise lines, tour operators, and other service providers). By booking travel through us, you acknowledge and agree that:

  • We will use reasonable efforts to secure travel arrangements that meet your preferences, budget, and travel style.
  • We rely on information provided by suppliers regarding rates, availability, and services. We are not responsible for errors or omissions by suppliers.
  • We do not own, operate, or control any of the travel services we arrange. All services are provided by independent third parties.
  • We provide personalized travel planning, concierge services, and 24/7 emergency support for travelers.
  • Suppliers are independent entities and not employees or affiliates of Awaken Travels. Your booking with any Supplier is subject to that Supplier’s own terms and conditions.

To be clear: Awaken Travels provides travel planning, research, booking coordination, and concierge services. We do NOT own, operate, manage, or control any airline, hotel, resort, cruise line, tour company, or other travel service provider. We are not the provider of any travel service — we are your advocate and booking agent. Any claims regarding the quality, safety, or delivery of travel services must be directed to the applicable supplier.

Awaken Travels is not responsible for:

  • Supplier service failures, errors, or omissions;
  • Changes or cancellations caused by suppliers;
  • Losses due to supplier insolvency or bankruptcy;
  • Delays, injuries, or damages caused by suppliers.

2. CLIENT RESPONSIBILITIES

Travelers are solely responsible for:

  • Providing accurate and complete information for all travelers, including legal names exactly as they appear on government-issued identification.
  • Securing valid passports (with at least 6 months validity beyond return date for international travel), visas, and other required travel documents for all destinations.
  • Reviewing and complying with all entry, transit, and exit requirements of each country, including criminal admissibility requirements (e.g., prior convictions such as DUIs that may result in entry denial).
  • Monitoring and understanding public health requirements, including vaccinations, testing, and quarantine mandates.
  • Understanding airline and supplier terms and restrictions (including minimum check-in times, baggage limits, and ticket conditions).
  • Reviewing all documentation issued by suppliers (e.g., tickets, hotel vouchers, cruise itineraries) and immediately reporting errors.
  • Arriving at airports, ports, and other departure points with adequate time as specified by suppliers.
  • Informing us of any medical conditions, dietary restrictions, or special needs that may affect travel.
  • Making contingency plans for missed connections or travel disruptions.

Awaken Travels is not liable for denied boarding, entry refusal, or financial loss due to incomplete or inaccurate documentation, ineligibility for entry due to legal or criminal history, or failure to meet destination-specific regulations.

3. BOOKING VERIFICATION & CONFIRMATION REVIEW

Client must review all booking confirmations, itineraries, and travel documents within 48 hours of receipt and verify the following:

  • Legal name spelling matches government-issued ID exactly;
  • Dates of birth and gender markers are correct;
  • Seat assignments are as requested or acceptable;
  • Frequent flyer, loyalty program, Global Entry, TSA PreCheck, and Known Traveler Numbers are correctly recorded;
  • Special requests including dietary needs, accessibility accommodations, and room preferences are noted;
  • All flight times, hotel dates, connection details, and transfer arrangements are accurate;
  • Travel dates, destination details, and room/cabin categories match expectations.

While Awaken Travels advisors exercise professional diligence in entering traveler information, it is ultimately the passenger’s responsibility to verify that all details are correct. Errors not reported within 48 hours of receipt may incur supplier correction fees, which are the Client’s responsibility. The Agency is not liable for denied boarding, missed loyalty benefits, incorrect seat assignments, or additional costs resulting from information the Client failed to verify or failed to provide accurately.

4. COMMUNICATION & RESPONSE OBLIGATIONS

Client agrees to respond to time-sensitive communications — including payment deadlines, document requests, itinerary confirmations, and booking approval requests — within the timeframe specified in each communication. Awaken Travels is not responsible for missed deadlines, price increases, loss of availability, or booking cancellations resulting from delayed or non-responsive client communication. If a response is not received within the specified timeframe, Awaken Travels may proceed with the most reasonable course of action to protect the Client’s booking, which may include processing payments or accepting terms on the Client’s behalf as authorized in writing.

5. PAYMENT AUTHORIZATION & PROCESSING

By submitting a credit or debit card or any form of payment, you:

  • Authorize Awaken Travels to charge such payment method for all services agreed upon.
  • Acknowledge that all payments are manually processed and may take up to 5–7 business days to complete.
  • Accept that the final charge may differ slightly from the original quote due to supplier adjustments, real-time currency exchange fluctuations, service fees, or payment processor rounding errors.

You are responsible for all charges and any associated collection or legal costs if:

  • You dispute an authorized charge;
  • You provide invalid or expired payment information;
  • You attempt to reverse a legitimate payment;
  • Or you close the payment account before the charge is complete.

In any such case, Awaken Travels reserves the right to withhold all services and documentation until full resolution. Planning, cancellation, and change fees are non-refundable.

6. PAYMENT PROCESSING & STATEMENT CLARITY

Credit card charges may appear on your statement as “AWAKEN TRAVELS,” “TRAVELEDGE,” or the name of the applicable travel supplier. When refunds and new charges occur simultaneously (e.g., due to itinerary changes or rebookings), they process independently and may not appear on the same billing cycle. The invoice balance shown reflects the net amount due, but individual transactions may appear as separate line items on your card statement. Clients are responsible for reviewing their invoices and raising any discrepancies within 14 days of the charge appearing on their statement.

7. THIRD-PARTY PAYMENT AUTHORIZATION

If someone other than the traveler provides payment (including gift trips, parents paying for adult children, or corporate sponsors), the payer must acknowledge these Terms and authorize all charges. Both the payer and the traveler are jointly and severally liable for all charges, fees, and penalties associated with the booking. The Agency is not responsible for disputes between the payer and the traveler. The payer’s authorization of payment constitutes acceptance of these Terms on behalf of the payer.

8. CHARGEBACK PROTECTION

Client acknowledges that eligibility for refunds for payments made to travel Suppliers is governed exclusively by the terms and conditions of the respective Supplier, and that Awaken Travels acts solely as an agent. Client agrees to follow the dispute resolution procedure in Section 25 of this Agreement before initiating any chargeback or payment dispute with a financial institution.

If a chargeback is filed in violation of this section, Client agrees to pay all costs incurred by the Agency, including but not limited to chargeback fees, administrative costs, and attorney’s fees, in addition to the full original payment amount. Filing a chargeback for an authorized charge constitutes a breach of this Agreement.

9. PRICING & RATE CHANGES

Travel pricing is dynamic and changes frequently. You understand and agree that:

  • Quoted Prices Are Estimates: All pricing provided in proposals, quotes, and preliminary communications are estimates based on current supplier rates and availability at the time of quoting. These prices are not guaranteed until your deposit is received and bookings are confirmed with suppliers.
  • Prices May Change Before Booking: Supplier rates can change at any time — sometimes within hours — due to demand, seasonality, currency fluctuations, or supplier pricing updates.
  • Deposit Locks Current Pricing: Once your deposit is received and supplier bookings are confirmed, the pricing for those specific bookings is locked. However, any unbooked components remain subject to price changes.
  • Price Increases After Deposit: In rare cases, suppliers may impose surcharges, fuel supplements, tax changes, or mandatory fee increases after booking. You will be notified of any such changes, but you are responsible for any supplier-imposed price increases that occur after initial booking.
  • Currency Fluctuations: For international bookings priced in foreign currencies, the final cost in USD may vary due to exchange rate changes.
  • Final Invoice Is Binding: The amounts shown on your formal invoice represent the confirmed, binding prices for your trip.

Unless expressly listed in your itinerary, prices do not include passports, visas, vaccinations, baggage fees, meals, drinks, seat assignments, personal expenses, travel insurance, tips, or service charges.

10. PROPOSAL ACCURACY & PRELIMINARY INFORMATION

All proposals, quotes, and itinerary suggestions provided by Awaken Travels are based on information supplied by third-party vendors at the time of research. Resort amenities, inclusions, room categories, and services described in proposals are subject to change by the supplier without notice. Final confirmed inclusions and services are those specified in the supplier’s booking confirmation, not in preliminary proposals. Awaken Travels makes reasonable efforts to verify information accuracy but cannot guarantee that all supplier-provided details are current or complete at the time of proposal delivery.

11. RESORT & PROPERTY FEE DISCLOSURE

Hotels, resorts, and rental properties may charge additional mandatory fees (including but not limited to resort fees, destination fees, amenity fees, cleaning fees, parking fees, and tourism taxes) that are not included in the quoted room rate. The Agency will make reasonable efforts to disclose known fees at the time of booking, but such fees are set and collected directly by the property and may change without notice. Client is responsible for all property-imposed fees. The Agency is not liable for undisclosed or changed property fees.

12. CANCELLATION & REFUND POLICY

All cancellation requests must be submitted in writing via email. Refunds, if available, are governed by the Supplier’s terms — not Awaken Travels. You may be subject to:

  • A non-refundable Agency planning fee;
  • Supplier cancellation penalties;
  • Forfeiture of deposits or full payments depending on timing.

No refunds are issued for:

  • Unused, partially used, or non-cancelled services;
  • No-shows;
  • Cancellations within 14 days of departure (typically 100% forfeiture);
  • Cancellations due to force majeure, political unrest, pandemics, or personal reasons unless covered by travel insurance.

Client agrees to adhere to the dispute resolution process detailed in Section 25 of this Agreement to resolve any disagreements with the Agency prior to initiating a chargeback.

13. CHANGES AND MODIFICATIONS

  • Changes to confirmed bookings may incur fees from suppliers and/or the Agency.
  • Some bookings cannot be changed after confirmation.
  • We will communicate any supplier-initiated changes to your itinerary as soon as we are notified.
  • Name changes are often not permitted by suppliers or incur significant fees.

14. TRAVEL INSURANCE

We strongly recommend that all clients purchase comprehensive travel insurance covering:

  • Trip cancellation and interruption;
  • Medical emergencies and evacuation;
  • Baggage loss, theft, or delay;
  • Travel delays and missed connections;
  • Pre-existing medical condition waivers (if purchased within required timeframe).

If you decline insurance, you assume all personal and financial risk for losses that would have been covered by insurance. Awaken Travels is not responsible for denied insurance claims or losses incurred without proper coverage.

15. INSURANCE DECLINATION ACKNOWLEDGMENT

If Client declines travel insurance after being advised of its availability, Client expressly acknowledges and agrees that:

  • The Agency recommended the purchase of comprehensive travel insurance;
  • Client was informed of the types of coverage available and the risks of traveling without insurance;
  • Client voluntarily declines coverage and assumes all financial risk for trip cancellation, interruption, medical emergencies, evacuation, baggage loss, and any other losses that would have been covered by insurance;
  • The Agency, its agents, and affiliates are held harmless from any claims arising from the Client’s decision to decline insurance.

Client will be required to complete a Travel Insurance Waiver Form as part of their trip preparation, documenting this decision.

16. EXCURSIONS, ACTIVITIES & ASSUMPTION OF RISK

Excursions, tours, and activities arranged through the Agency are operated by independent third-party providers. The Agency does not own, operate, supervise, or control these activities and makes no representations regarding their safety or quality.

Client expressly and voluntarily assumes all risks associated with travel activities, including but not limited to water sports, snorkeling, diving, zip-lining, ATV riding, horseback riding, hiking, parasailing, jet skiing, and other adventure or recreational activities. Client acknowledges that:

  • Some activities involve inherent risks of injury, illness, or death;
  • Some destinations may have limited medical facilities;
  • Safety standards may differ from those in the United States;
  • Activity providers may require separate waivers or releases.

Claims related to excursion injuries, damages, or dissatisfaction must be directed to the activity provider. The Agency is not liable for any injury, death, property damage, or loss arising from Client’s participation in any excursion or activity.

17. MINOR & CHILD TRAVEL

Parents and legal guardians are solely responsible for ensuring proper documentation for minor travelers, including but not limited to:

  • Notarized consent letters when a child travels with one parent, a non-parent guardian, or unaccompanied;
  • Birth certificates or other proof of relationship as required by airlines, cruise lines, or immigration authorities;
  • Compliance with destination-specific requirements for minor travelers;
  • Understanding and compliance with airline unaccompanied minor policies and fees.

Client acknowledges that minor travel documentation requirements vary by destination, airline, cruise line, and immigration authority and may change without notice. The Agency is not liable for denied boarding, entry denial, or detention of minor travelers due to missing, incomplete, or incorrect documentation. All unaccompanied minor service fees are the Client’s responsibility.

18. HEALTH AND SAFETY

  • You are responsible for consulting with healthcare providers regarding vaccinations, medications, and health precautions for your destination(s).
  • You must inform us of any medical conditions that may affect your travel.
  • You agree to follow all health and safety guidelines at destinations and from travel suppliers.
  • The Agency is not a medical authority and does not provide health advice. Any health-related information provided is for general reference only.

19. LIMITATION OF LIABILITY

To the maximum extent permitted by law:

  • Awaken Travels LLC acts solely as an agent for travel suppliers and assumes no liability for injury, damage, loss, accident, delay, or irregularity caused by the defect of any vehicle, the negligence or default of any company or person engaged in providing services, or from any cause beyond our control.
  • Awaken Travels’ total liability is limited to the amount of commission or agency fees earned for the affected booking, not to exceed $500.
  • We are not liable for acts, omissions, or errors of any third party, supplier, or traveler.
  • We are not liable for indirect, incidental, consequential, special, or punitive damages of any kind.
  • We are not responsible for any personal injury, death, property damage, delay, or inconvenience arising from travel services.
  • We are not liable for any loss of enjoyment or disappointment resulting from circumstances beyond our control.

Nothing in this section shall be construed as limiting or excluding the Agency’s liability for claims arising from its own gross negligence, willful or fraudulent misconduct, or criminal acts.

20. INDEMNIFICATION

Client agrees to indemnify, defend, and hold harmless Awaken Travels LLC, its members, managers, employees, independent contractor agents, and affiliates (including Travel Edge and Travel Leaders Network) from any and all claims, damages, losses, costs, and expenses (including reasonable attorney’s fees) arising from:

  • Client’s breach of these Terms;
  • Inaccurate, incomplete, or untimely information provided by Client;
  • Client’s failure to obtain or maintain proper travel documents;
  • Client’s failure to verify booking details as required by Section 3;
  • Unauthorized chargebacks or payment disputes filed in violation of Section 8;
  • Claims brought by other travelers on the booking for whom Client accepted these Terms;
  • Client’s participation in travel activities, excursions, or adventures;
  • Client’s violation of any law, regulation, or destination-specific requirement.

21. RELEASE AND WAIVER

I RELEASE, DISCHARGE, AND HOLD HARMLESS Awaken Travels LLC, its owners, members, managers, officers, agents, employees, and independent contractor agents from any and all claims, damages, costs, and expenses arising from or related to my travel, including but not limited to claims arising from:

  • Acts, omissions, or defaults of any travel supplier;
  • Delays, cancellations, or overbookings;
  • Loss or damage to luggage or personal property;
  • Injury, illness, or death;
  • Weather, natural disasters, or force majeure events;
  • Third-party excursion or activity incidents;
  • Supplier insolvency, bankruptcy, or cessation of operations.

22. ASSUMPTION OF RISK

Travel involves inherent risks including, but not limited to, illness, injury, political instability, terrorism, crime, natural disasters, transportation failures, and service disruptions. By booking travel, you acknowledge these risks and voluntarily assume them. You understand that conditions at your destination may differ significantly from those at home, including medical care availability, safety standards, infrastructure, and legal protections.

23. FORCE MAJEURE

Awaken Travels is not liable for delays, changes, or cancellations due to “force majeure” events beyond our control. These include, but are not limited to:

  • Natural disasters (earthquakes, hurricanes, floods, wildfires);
  • Terrorism, civil unrest, or acts of war;
  • Pandemics, epidemics, or governmental health restrictions;
  • Strikes, labor disputes, or work stoppages;
  • Supplier insolvency or bankruptcy;
  • Government actions, travel bans, or border closures;
  • Severe weather events or volcanic activity.

No refunds or alternate compensation will be due from the Agency if travel is interrupted by a force majeure event. Clients are strongly encouraged to purchase travel insurance to protect against such events.

24. TECHNOLOGY & AI TOOLS DISCLOSURE

The Agency may use technology tools, including artificial intelligence, automated systems, and third-party booking platforms, to assist with travel research, pricing comparison, itinerary development, and client communication. All recommendations and bookings are reviewed by qualified human travel advisors before being finalized. Client acknowledges that:

  • Booking platforms operated by third parties (including host agency systems) are subject to their own terms;
  • The Agency is not responsible for platform errors, outages, or data processing issues;
  • AI-assisted communications are supplementary to, not a replacement for, human advisor oversight;
  • Technology tools may be used to process and organize Client information for trip planning purposes.

25. BINDING ARBITRATION & DISPUTE RESOLUTION

Any disputes arising under these Terms shall be resolved exclusively via binding arbitration in Hamilton County, Tennessee, administered by the American Arbitration Association (AAA) under its Consumer Arbitration Rules.

CLASS ACTION WAIVER: YOU WAIVE ANY RIGHT TO PARTICIPATE IN A CLASS ACTION LAWSUIT, CLASS-WIDE ARBITRATION, OR ANY OTHER REPRESENTATIVE PROCEEDING.

The arbitrator, and not any court, shall have exclusive authority to resolve any dispute related to the interpretation, enforceability, or formation of this Agreement. Each party bears its own legal fees unless the arbitrator determines otherwise. The arbitrator shall not vary these Terms.

Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the State of Tennessee.

Waiver of Jury Trial: Both parties waive their right to a jury trial for any dispute arising from this Agreement.

26. LIMITATION PERIOD

Any claim or cause of action arising from or related to these Terms, the Client’s travel, or the Agency’s services must be brought within one (1) year of the date the cause of action arose, regardless of any longer statutory limitation period that might otherwise apply. Claims not brought within this one-year period are permanently barred.

27. SOCIAL MEDIA & MARKETING

Client grants the Agency a non-exclusive, royalty-free license to use photos, testimonials, reviews, and travel stories voluntarily shared by Client for marketing purposes, including website, social media, email marketing, and promotional materials. Client may revoke this consent in writing at any time for future use. The Agency will not use photos or likenesses of minor children without explicit written parental consent.

28. COMMUNICATION CONSENT

By providing your contact information, you consent to receive communications from Awaken Travels via email, phone, and text message regarding your travel bookings, important updates, and promotional offers. You may opt out of promotional communications at any time by contacting us in writing.

29. DATA PRIVACY & SECURITY

The Agency collects and uses Client’s personal information (e.g., names, contact details, passport numbers, payment information) solely to research, plan, and book your travel. This information may be shared with:

  • Travel suppliers as necessary to complete bookings;
  • Our host agency, Travel Edge, for booking processing and support;
  • Travel Leaders Network (our consortium) for industry programs and benefits;
  • Payment processors for transaction processing;
  • Government authorities as required by law.

The Agency does not sell personal data. We maintain reasonable security measures to protect Client information, including PCI-compliant payment processing. In the event of a data breach affecting Client personal information, we will notify affected clients in accordance with applicable state and federal law. Please refer to our Privacy Policy for complete details.

30. INDEPENDENT CONTRACTOR AGENTS

Awaken Travels engages Independent Contractor (IC) travel agents who operate under the Agency’s brand and are authorized to plan and book travel on behalf of the Agency. IC agents are not employees of Awaken Travels but are bound by the Agency’s policies, procedures, and quality standards. All protections, limitations of liability, and terms afforded to the Agency under this Agreement extend equally to IC agents. Claims against an IC agent shall be subject to the same arbitration and limitation provisions as claims against the Agency.

30A. GEOGRAPHIC SERVICE LIMITATIONS & SELLER OF TRAVEL

Awaken Travels LLC is headquartered in the State of Tennessee, which does not require a Seller of Travel license. Certain states, including California, Florida, Hawaii, and Washington, require travel agencies to hold a Seller of Travel license or registration to sell travel to residents of those states. The Agency’s ability to service clients in those states may depend on applicable licensing requirements, exemptions, and the Agency’s current host agency affiliation.

If you reside in a state that requires Seller of Travel registration, the Agency will verify its current licensing status before processing your booking. If the Agency is unable to service clients in your state due to licensing requirements, we will inform you before any booking is confirmed. The Agency is not liable for any delays or inability to provide services resulting from state licensing requirements.

For clients in unregulated states (the majority of U.S. states), no Seller of Travel license is required and services are available without restriction.

31. ELECTRONIC TRANSACTIONS

By signing this Agreement electronically, you consent to conduct this transaction electronically pursuant to the federal Electronic Signatures in Global and National Commerce Act (ESIGN Act) and the Tennessee Uniform Electronic Transactions Act (UETA). Your electronic signature is legally binding and has the same force and effect as a handwritten signature.

32. RECORDS RETENTION

Awaken Travels will retain this signed Agreement and related booking records for a minimum of seven (7) years as required for tax, legal, and business purposes.

33. AUTHORIZED REPRESENTATIVE

By signing this Agreement, I represent that I am authorized to make travel arrangements and accept these terms on behalf of all travelers included in this booking. I agree to inform all travelers of these Terms and Conditions and confirm that I have the authority to bind them to these Terms.

34. WAIVER

The Agency’s failure to enforce any provision of these Terms at any time shall not constitute a waiver of that provision or the right to enforce it in the future. No waiver of any term or condition shall be effective unless made in writing and signed by an authorized representative of the Agency.

35. ENTIRE AGREEMENT

This Agreement, together with any booking confirmations, supplier terms, and addenda (including the Air Transportation Addendum where applicable), constitutes the entire agreement between you and Awaken Travels LLC regarding the subject matter hereof. Any modifications must be in writing and signed by both parties.

36. SEVERABILITY

If any provision of this Agreement is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable.

FINAL ACKNOWLEDGMENT

BY MY SIGNATURE BELOW, I ACKNOWLEDGE AND AGREE TO THE FOLLOWING KEY TERMS:

  • I understand that Awaken Travels acts solely as an agent for third-party Suppliers, and I agree to the limitations on the Agency’s liability as described in Sections 1 and 19.
  • I have reviewed and agree to the Cancellation & Refund Policy in Section 12, and I understand that planning, change, and cancellation fees are non-refundable.
  • I agree to resolve any and all disputes exclusively through the Binding Arbitration process detailed in Section 25 and hereby waive my right to a trial by jury or to participate in a class action.
  • I acknowledge that I have been advised of the importance of travel insurance and have either accepted it or will complete a waiver declining it.
  • I understand that it is my responsibility to verify all booking details, including name spelling, dates, seat assignments, loyalty numbers, and travel documents, as described in Section 3.
  • I am authorized to accept these Terms on behalf of all travelers in this booking.

Affiliations: Awaken Travels is an independent travel agency affiliated with Travel Edge (host agency), a member of the Travel Leaders Network (consortium), and a member of CLIA (Cruise Lines International Association).

By signing below, you acknowledge that you have read, understand, and agree to all terms and conditions set forth in this Agreement.

Awaken Travels LLC
Tennessee, USA
Email: [email protected]
Phone: (423) 504-3020