PARADISE COAST TRAVEL, LLC
Cancellation Policy
Adventures for Everyone. Memories That Last.
Effective Date: [Insert Effective Date] | Applies to all planning services and bookings made through Paradise Coast Travel, LLC
Paradise Coast Travel, LLC (“the Agency,” “we,” or “us”) understands that plans can change. This Cancellation Policy explains how cancellations of professional planning services are handled, and how supplier-side trip cancellations (resorts, cruise lines, airlines, and tour operators) are addressed. Because trip components are governed by each individual supplier's own terms, this policy works alongside — not in place of — those supplier policies.
1. Cancellation of Professional Planning Services
Planning fees compensate the Agency for time and expertise already invested and are non-refundable once work has begun, per the Planning Fee & Payment Policy. The tiered schedule below applies if a client formally cancels their planning engagement before a trip is booked:
Timing of Cancellation
Planning Fee Refund
Before research/itinerary work has begun (within 24 hours of payment)
50% refund
After research or itinerary drafting has begun
Non-refundable
After a formal proposal or quote has been delivered
Non-refundable
After any deposit has been placed with a supplier
Non-refundable; supplier cancellation terms also apply
[Assumption flagged for review: this schedule is a suggested starting framework based on your tiered service structure. Please confirm the specific refund percentages, the length of any grace period, and whether VIP White Glove or Concierge-tier engagements should follow a different schedule given their higher planning-fee investment.]
2. Cancellation of Trip Bookings (Suppliers)
Once a reservation is confirmed with a resort, cruise line, airline, tour operator, or other supplier, that supplier's individual cancellation policy — including any penalty schedule based on days prior to departure — governs deposits and payments made toward the trip itself. These terms vary widely by supplier and will be provided in writing at the time of booking.
• Cancellation penalties assessed by a supplier are separate from, and in addition to, the Agency's non-refundable planning fee.
• Some fare types, promotional rates, and all-inclusive packages carry stricter or fully non-refundable cancellation terms; these will be disclosed prior to booking.
• Airline tickets are generally non-refundable and non-transferable once purchased, subject to individual airline policy.
• Refunds, when available, are processed by the supplier directly and timing is outside the Agency's control.
3. The Role of Travel Insurance
Because supplier cancellation penalties can be significant, Paradise Coast Travel, LLC strongly recommends every client purchase travel insurance at the time of deposit. Travel insurance can reimburse pre-paid, non-refundable trip costs in the event of a covered cancellation, interruption, medical emergency, or other qualifying event. Clients who decline coverage acknowledge this recommendation in writing via a separate Travel Insurance Waiver and accept responsibility for any resulting financial loss.
4. Date Changes & Rescheduling
Requests to change travel dates or itineraries after booking are treated as a modification, not a cancellation, and are subject to the supplier's change fees and fare/rate differences. A change-service fee of [insert amount] may apply for the Agency's time in processing a rebooking, at the Agency's discretion, in addition to any supplier fees.
[Assumption flagged for review: please confirm whether a flat change fee applies and, if so, the amount.]
5. Circumstances Beyond Our Control
Paradise Coast Travel, LLC is not responsible for cancellations, delays, or itinerary changes caused by events beyond its reasonable control, including but not limited to severe weather, natural disasters, government travel restrictions, health emergencies, labor disputes, or supplier insolvency. In such cases, any refund or credit is governed by the applicable supplier's policy.
Acknowledgment: By engaging Paradise Coast Travel, LLC for planning services and/or confirming a booking, the client acknowledges having read, understood, and agreed to this Cancellation Policy in full, including the tiered planning fee schedule and applicable supplier terms.
This document is provided as a business policy summary and does not constitute legal advice. Paradise Coast Travel, LLC recommends review by a Florida-licensed attorney prior to distribution to clients, particularly regarding liability, accessibility, and enforceability provisions under Collier County jurisdiction.