TERMS AND CONDITIONS

1. Scope of Services

Hugg Travel Co ("we," "us," "our") provides travel advisory and booking services including, but not limited to, hotel and resort reservations, private homes and villas, safari bookings, cruises, yacht charters, air travel coordination, ground transportation, activities, dining reservations, and travel insurance coordination. We act as an intermediary between clients and travel service providers and are not the direct supplier of travel services.

2. Service Tiers

We offer four levels of service to meet different client needs:

Tier 1: The Stay (Complimentary)

  • Hotel, resort, or villa booking assistance when the client has already selected the property

  • Access to exclusive preferred partnership perks and amenities (room upgrades, daily breakfast, spa/dining/resort credits, early check-in/late checkout where available)

  • Airport transfers where applicable

  • Direct coordination with hotel concierge

  • No planning fee charged

  • Scope is limited to property selected by the client; if the client wants curated options or comparisons, the engagement upgrades to The Edit

Tier 2: The Edit ($350 per week of travel)

  • Initial consultation and travel style assessment

  • Hotel and villa options (booked with preferred partner perks)

  • Flight options

  • 1–2 anchor experiences (commissionable)

  • Curated recommendations for restaurants, wineries, and things to do

  • Does not include day-by-day itinerary or on-trip support (except emergencies)

Tier 3: The Journey ($700 per week of travel)

  • Complete end-to-end trip planning and booking

  • All services in The Edit, plus:

  • DMC (Destination Management Company) and local partner coordination

  • Tours, drivers, private experiences, transfers

  • Restaurant reservations and winery visits

  • Day-by-day itinerary

  • 24/7 on-trip concierge support (via WhatsApp with local partners)

  • Unlimited revisions during planning phase

  • Minimum trip length: 5 days. Trips shorter than 5 days will be redirected to The Edit.

  • Minimum spend: $10,000 per week across accommodations, activities, and transfers (excluding flights).

Tier 4: The Gathering (Custom Pricing)

  • Trip planning and coordination for groups of 10 or more travelers (corporate retreats, family reunions, weddings, corporate offsites)

  • Scope, deliverables, and planning fee are quoted per engagement based on group size, complexity, and required coordination

  • All other terms in this agreement apply unless explicitly modified in the group engagement letter

Rush Planning Fee

Trip requests with a departure date less than 30 days from the date of engagement will incur a rush planning fee of $150 in addition to the applicable planning fee for The Edit, The Journey, or The Gathering. This reflects the accelerated coordination, limited supplier availability, and after-hours work often required for short-lead bookings. The rush fee is non-refundable and due at the time of invoicing, before planning begins.

3. Exclusive Booking Authority

For The Edit, The Journey, and The Gathering engagements, the client agrees that all travel bookings discussed during the planning process will be made through Hugg Travel Co. If the client independently books accommodations, activities, or services that were part of the agreed scope of work, the planning fee remains non-refundable and no adjustment or credit will be provided.

4. Pre-Booking Disclosure and Approval

Before confirming any booking on your behalf, Hugg Travel Co will provide: - A summary of what is being booked - The total cost (or estimated cost, if final pricing is pending) - The cancellation and refund policy specific to that booking - Any deposit requirements and payment deadlines

No booking will be confirmed until the designated point of contact provides written approval (via email or text message). A response of "yes," "confirmed," "go ahead," or similar affirmative language constitutes written approval and authorization to proceed with the booking under the terms disclosed.

Once written approval is received and a booking is confirmed, the client is bound by the supplier's cancellation and refund terms as disclosed at the time of approval. Hugg Travel Co is not responsible for costs arising from cancellations or changes to bookings that were confirmed with the client's written consent.

5. Rate Accuracy and Availability

Quoted rates are subject to change until confirmed and paid. Hotel and supplier rates may fluctuate based on demand, availability, and seasonal pricing. A quoted rate is not guaranteed until a deposit or full payment has been received and a confirmation number has been issued. We will always communicate rate changes promptly, but cannot be held responsible for price increases that occur before a booking is secured.

6. Group and Multi-Party Bookings

For trips involving two or more travelers who are not members of the same immediate household, or any booking involving multiple rooms or properties coordinated together, the following applies:

Designated Decision-Maker: One individual must be identified as the primary point of contact and sole decision-maker for the booking. This person is responsible for communicating group preferences, approving all bookings, and authorizing payments. Hugg Travel Co will take booking direction only from the designated decision-maker. We are not responsible for miscommunications, conflicting instructions, or disputes arising from input provided by other members of the travel party.

Group Communication: All booking confirmations, invoices, and itinerary details will be sent to the designated decision-maker. It is their responsibility to share relevant information with other travelers in the group.

Group Cancellations and Changes: Changes or cancellations to group bookings require written approval from the designated decision-maker. Individual group members cannot independently modify or cancel shared bookings through Hugg Travel Co.

7. Loyalty Points and Award Bookings

Hugg Travel Co does not book accommodations, flights, or other travel services using client loyalty points, credit card reward points, or award night certificates (including but not limited to Amex Membership Rewards, Chase Ultimate Rewards, Marriott Bonvoy points, Hilton Honors points, or airline miles). Clients who wish to redeem points for any portion of their trip are responsible for completing those bookings independently.

Please note that accommodations booked using loyalty points or award nights are not eligible for our preferred partnership perks (upgrades, credits, breakfast, etc.), as these benefits require booking through our partner channels. We are happy to advise on whether a points redemption or a booking through our partnerships offers better overall value.

Clients who wish to earn loyalty points on bookings made through Hugg Travel Co should be aware that point accrual depends on the specific hotel, booking channel, and loyalty program terms, and is not guaranteed.

8. Client Responsibilities

8.1 Documentation: Clients are solely responsible for ensuring they possess valid passports, visas, and all necessary travel documents for their destinations. Please verify entry requirements well in advance of travel.

8.2 Health and Safety Compliance: Clients must ensure they meet all health and safety requirements of their travel destinations, including mandatory vaccinations or health screenings. We recommend consulting local regulations and health advisories before departure.

8.3 Check-In: Clients are responsible for checking in for flights, accommodations, and other reservations unless explicitly arranged otherwise in the itinerary.

8.4 Baggage: Additional baggage arrangements and fees must be managed directly by the client during airline check-in, unless otherwise specified. We advise confirming baggage policies with your airline prior to travel.

8.5 Timely Communication: Clients must respond to requests for information, decisions, and confirmations within the timeframes specified to ensure availability and pricing. Specifically: - Respond to planning questions within 3 business days - Provide decision on itinerary proposals within 7 days - Provide all necessary traveler information in a timely manner - Notify us immediately of any changes to travel plans

Failure to provide timely responses may result in loss of availability, price increases, or extension of planning timelines. If a client is unresponsive for more than 14 calendar days during active planning, we reserve the right to pause the engagement. Resuming planning may require a new consultation and may be subject to an additional fee if significant replanning is needed due to lost availability.

9. Changes and Modifications

Modifications to confirmed travel arrangements requested within 30 days of departure or during the trip will incur an administrative fee starting at $75 per change request, plus any applicable charges from airlines, hotels, or other service providers. The specific administrative fee will be disclosed at the time of the change request and will vary based on complexity and time required.

Changes requested more than 30 days prior to departure will incur a minimum administrative fee of $50 per change request, plus any supplier fees.

Rush changes requested within 72 hours of departure may incur a higher administrative fee of up to $150 per change request, reflecting the urgency and coordination required.

A "change request" is defined as a single request to modify one or more related elements of the itinerary. Unrelated changes (e.g., rebooking a hotel and changing a separate activity) constitute separate change requests.

10. Payment Terms for Travel Bookings

10.1 Provider Payment Terms: Payment terms, deposit requirements, payment schedules, and cancellation policies for all travel services (accommodations, activities, transportation, tours, etc.) are determined by each individual service provider and will vary by supplier. You will receive detailed payment terms, deposit amounts, and payment deadlines specific to each booking at the time of reservation.

10.2 Payment Processing: All payments for travel services (accommodations, activities, transportation, etc.) are processed directly through our booking platforms, hotel partners, or travel service providers. You will receive secure payment links from these partners to complete transactions.

10.3 Hotel and Restaurant Payments: Unless otherwise specified, clients pay hotels and restaurants directly or through the booking platform provided. Payment instructions and secure links will be provided for each reservation.

10.4 Late Payment: Failure to complete payment to service providers within the designated timeframe may result in cancellation of reservations and forfeiture of deposits paid.

10.5 Planning Fees: Planning fees (for The Edit, The Journey, and The Gathering) and rush planning fees are the only fees paid directly to Hugg Travel Co. No planning work begins until the planning fee invoice has been paid.

11. Cancellations and Refunds

11.1 Planning Fee Policy

All planning fees for The Edit, The Journey, and The Gathering, including rush planning fees, are 100% non-refundable once paid, regardless of: - Changes in client's personal circumstances - Client's decision not to travel or to cancel the trip - Client's decision not to book accommodations through us - Client's decision to book independently, use loyalty points, or engage another advisor for services within the agreed scope of work - Client's decision to use AI tools, online resources, or other services to plan their trip independently - Dissatisfaction with supplier services (hotels, tour operators, etc.) - Supplier cancellations or changes (we will assist in rebooking at no additional planning fee if within 90 days of original trip) - Trip cancellation for any reason

Planning fees compensate us for the time, expertise, and resources invested in creating your customized travel plans. Once planning work begins, this fee is earned and non-refundable.

11.2 Travel Service Cancellation Policies

Each hotel, tour operator, airline, and service provider sets their own cancellation and refund policies, which vary significantly by supplier, booking type, rate, and season. Some bookings may be fully refundable, partially refundable, or non-refundable depending on the supplier's terms. We will provide you with the specific cancellation terms, refund conditions, and deadlines for each booking at the time of reservation — and will always obtain your written approval before confirming. Any refunds for travel services are processed according to the individual provider's policies and timelines. Hugg Travel Co does not control or guarantee refunds from suppliers.

11.3 Modification Fees

Changes to confirmed bookings may incur fees as outlined in Section 9 (Changes and Modifications), in addition to any change fees imposed by service providers.

12. Service Fees and Commissions

In addition to client-paid planning fees, we may receive commissions from hotels, tour operators, and other travel suppliers when bookings are made through our partnerships. These commissions do not increase the cost to you — in most cases, booking through us provides additional benefits and amenities not available when booking directly. Our recommendations are always based on what we believe is the best fit for your trip, regardless of commission structure.

13. Preferred Partnership Benefits

When booking through our preferred hotel partnerships (Virtuoso, Rosewood Elite, Four Seasons Preferred Partner, Belmond Bellini Club, and others), clients receive exclusive amenities which may include room upgrades (subject to availability), spa or dining credits, complimentary breakfast, priority check-in/checkout, and other value-added benefits. These benefits are not guaranteed and are subject to the hotel's discretion and availability. Preferred partnership perks are only available when bookings are made through our partner channels — they do not apply to bookings made independently, through loyalty point redemptions, or through other booking platforms.

14. Restaurant Reservations

When restaurant reservations are included in your itinerary, we will provide all necessary details including reservation times, contact information, and cancellation policies. While we can assist with modifications subject to availability and time zone considerations, we recommend contacting restaurants directly for any last-minute changes. Clients are responsible for any no-show fees or cancellation penalties imposed by restaurants.

15. Travel Insurance

We strongly recommend purchasing comprehensive travel insurance to protect against unforeseen cancellations, medical emergencies, travel delays, and other risks. Our team can suggest reputable providers upon request. Travel insurance is the client's responsibility to purchase and maintain.

Please note that travel insurance typically does not cover cancellation due to change of mind, schedule conflicts, or personal preference. Coverage is generally limited to specific covered causes of loss such as illness, injury, or other qualifying events as defined by the insurance policy. We strongly recommend clients review their policy terms carefully and understand what is and is not covered before travel.

16. Currency Fluctuations

Prices quoted in foreign currencies are subject to exchange rate fluctuations. Clients are responsible for any additional costs resulting from currency changes between the time of quote and the time of payment. Final pricing will be adjusted to reflect current exchange rates at the time of payment.

17. Communication and Response Times

We strive to respond to all inquiries within 1–2 business days during normal business hours (Monday–Friday, 9 AM – 5 PM CT). During your trip, The Journey clients have access to 24/7 concierge support through designated WhatsApp groups. For urgent matters outside business hours before your trip, please mark communications as "urgent."

18. Use of Technology and AI Tools

Hugg Travel Co uses a combination of professional expertise, industry relationships, and technology tools — including artificial intelligence — to research destinations, draft itinerary recommendations, and support trip planning. All AI-assisted work is reviewed, refined, and approved by Julia Hugg personally before being shared with clients. Final travel recommendations, supplier selection, and booking decisions are always made by a human advisor with direct destination knowledge and vetted partner relationships. AI tools are not used to make booking or financial decisions on your behalf.

Information shared with technology tools is processed in accordance with the tool providers' data handling and privacy policies. We do not upload sensitive financial information (credit card numbers, bank details) to AI platforms. Client names and travel details shared during planning are handled with care and used solely to facilitate your travel arrangements.

19. Limitation of Liability

19.1 Supplier Relationship: Hugg Travel Co acts solely as an intermediary between clients and independent travel service providers. We are not responsible for the acts, errors, omissions, representations, warranties, breaches, or negligence of any such suppliers or for any personal injuries, death, property damage, or other damages or expenses resulting therefrom.

19.2 Liability Cap: Our total liability for any claims arising from our services shall not exceed the greater of (a) the total fees paid directly to Hugg Travel Co for the specific booking in question, or (b) $500.

19.3 Waiver of Claims: Hugg Travel Co and its agents are not liable for any loss, injury, damage, delay, or expense arising from events outside our control, including but not limited to travel delays, airline schedule changes, natural disasters, pandemics, government actions, strikes, acts of terrorism, or supplier failures.

20. Force Majeure

We are not liable for any failure to perform or delay in performing our obligations where such failure or delay is due to circumstances beyond our reasonable control, including but not limited to acts of God, government restrictions, pandemics, natural disasters, strikes, war, terrorism, or other extraordinary events.

21. Privacy and Data Protection

We respect your privacy and handle personal information in accordance with our Privacy Policy, which is available separately. Your information is shared with third parties only when necessary to secure travel arrangements and fulfill our services. We do not sell or rent your personal information to third parties. For information on how technology tools are used in our planning process, see Section 18.

22. Independent Contractors

We may engage independent contractors, destination management companies, or other agents to fulfill certain aspects of your travel arrangements. All such parties are held to our standards of service and professionalism.

23. Intellectual Property

All itineraries, recommendations, and planning materials created by Hugg Travel Co remain our intellectual property. Clients may not reproduce, share, or use these materials for commercial purposes. Materials are provided for the client's personal use for the specific trip only. Sharing itineraries, supplier contacts, or planning materials with other travel advisors or for the purpose of rebooking independently is expressly prohibited.

24. Amendments to Terms

We reserve the right to modify these Terms and Conditions at any time. Changes will be effective immediately upon posting to our website or upon notification to clients with active bookings. Continued use of our services after changes constitutes acceptance of the modified terms. Any bookings in progress at the time of changes will be governed by the terms in effect at the time of booking.

25. Governing Law

These Terms and Conditions shall be governed by and construed in accordance with the laws of the State of Tennessee. Any disputes arising under these terms shall be resolved in the courts of Davidson County, Tennessee.

26. Entire Agreement

These Terms and Conditions, together with any service-specific agreements and our Privacy Policy, constitute the entire agreement between you and Hugg Travel Co and supersede all prior agreements, representations, and understandings.

27. Severability

If any provision of these Terms and Conditions is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary so that these Terms and Conditions shall otherwise remain in full force and effect.

28. Acknowledgment and Acceptance

By engaging our services, or paying any deposits or fees, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.

Hugg Travel Co
Affiliate of FORA Travel
julia.hugg@fora.travel
925-451-0506