Terms & Conditions

Booking Agreement

Book Here Give Here, LLC is the travel agency that gives. The terms “we”, “us” and “our”, and “Book Here Give Here” refer to Book Here Give Here, LLC a Texas limited liability company. The terms “you” and “traveler” refer to the customer and all members or their party that book through us.

Travelers will be subject to the following terms and conditions, together with any additional documentation we give you, and any additional terms and conditions of any Supplier that are applicable to your travel arrangement (“The Agreement”).  By making a booking and paying a planning fee you are consenting to be bound by The Agreement.  These terms and conditions contain important legal obligations that you make including a waiver of liability, waiver of a class action lawsuit, choice of law, and notice provisions, so it is important that you read them carefully. If you do not agree with any of the terms of The Agreement, you should not make a booking with us or participate in a trip.

If you are making a booking as a group, the leader of the group is responsible for sharing these Terms and Conditions with all members of the group and is financially responsible for the booking.  We will not be liable for a group leader’s failure to share these Terms with all travelers in their group.

You acknowledge and agree that we may change these Terms and Conditions from time to time and that those changes become effective immediately. If we make material changes, we will provide you notice. Your continued use of our services following the notice of any changes constitutes your acceptance and agreement to be bound by such changes.  You agree to be bound by the Terms and Conditions that are in effect at the time of travel or cancellation.

You agree that any violation of any such terms and conditions may result in (a) the cancellation of your reservation or purchase, (b) your forfeiture of any monies paid for your reservation or purchase, and (c) you being denied access to the applicable travel related product or service.

You represent and warrant that (a) you are of sufficient age to use our services and website and can create binding legal obligations in connection with your use, (b) you are legally authorized to act on behalf of those you represent and accept these terms and conditions on their behalf, and (c) the information supplied by you is true and correct.

COVID 19 Release of Liability: By booking a trip at this time, you acknowledge the highly contagious nature of COVID-19 and voluntarily assume the risk for yourself and any minors traveling with you, that you or they may be exposed to or infected by COVID-19 by traveling and that such exposure or infection may result in personal injury, illness, permanent disability, and death even if such injuries or losses occur in a manner that is not foreseeable at the time you book your trip. You acknowledge that exposure to such viruses or disease is an inherent risk of traveling that cannot be controlled or eliminated by Book Here Give Here.

You acknowledge that due to the uncertainty of travel at this time, your trip may be postponed or cancelled or changes may be made to itineraries due to closures of certain sites or activities, for which there may be no refund. You may also be required to quarantine upon arrival in some locations. You understand that you may become sick before, during, or after the trip and may not be able to travel and such cancellation or interruption will be subject to our cancellation terms below, for which we will not be liable. 

You agree that due to uncertainty caused by COVID 19, Book Here Give Here has strongly encouraged the purchase of travel protection coverage including cancel for any reason coverage if and when available, and that should you fail to purchase travel protection coverage, Book Here Give Here shall not be liable to any losses howsoever arising.

You, for yourself, and any minors traveling with you, and on behalf of your and their heirs, assigns, personal representatives and next of kin, HEREBY RELEASE, AND HOLD HARMLESS Book Here Give Here, its members, officers, agents, and/or employees, suppliers, and other tour members (RELEASEES), of from and against any and all claims, damages, demands, losses, and liability arising out of or related in any way, in whole or in part  to any POSTPONEMENT, CANCELLATION, CHANGES, INJURY, DISABILITY, DEATH OR ANY OTHER LOSS you may suffer due to exposure, infection, spread, closure, and travel restrictions related to COVID- 19, WHETHER ARISING FROM THE NEGLIGENCE OF THE RELEASEES OR OTHERWISE, to the fullest extent permitted by law. The terms of this HOLD HARMLESS AND RELEASE OF ALL LIABILITY paragraph, shall survive any termination or cancellation of this Contract, whether by operation of law or otherwise.

Retainer:  Planning custom travel takes enormous time and effort.  Our travel gurus spend hours crafting the perfect vacation for you.  Therefore, we charge a non-refundable retainer fee  which covers time in consultation, research, pricing, and support before, during, and post travel.  This fee is payable whether or not you make a final booking with us. 

Booking and Payment:  We are excited to help you plan your next adventure.  To begin the process, travelers will fill out a Trip Questionnaire.  Once we receive your Trip Questionnaire one of our Travel Gurus will reach out to you.  You will then pay the retainer and planning will begin.  Once we have finalized your itinerary, we will send you an invoice for payment of the initial deposit.  Major revisions as determined by us will require a change fee of $50 per change or may require an entirely new booking for which a new retainer will be due. Your booking is confirmed upon receipt of the deposit. After booking you will receive your itinerary with an invoice with payment information and other important travel information.  Some suppliers and airlines will require a larger or payment in full to hold your booking. Traveler will be notified if a larger deposit is required. Deposits are NON-REFUNDABLE, unless stated otherwise in the Terms & Conditions of the Supplier.   

Final payment is due as indicated on the invoice, but no later than 60 days before travel. For bookings within 60 days of travel, full payment is due at the time of booking and is 100% non-refundable. If any payment is not paid by the stipulated date, Book Here Give Here reserves the right to treat the booking as canceled by you in which case the terms and conditions of cancellation become applicable. 

Once payment for your trip is processed, you will receive a link to your itinerary that has all your travel documents.  Please review documents carefully and promptly as we will not be responsible for any errors after 24 hours of sending.  It is your responsibility to review all travel documentation and alert us as soon as possible with any corrections.

Itinerary Ready Trips:  Not interested in custom travel?  We can help you with that as well.  We provide itinerary ready trips. You will fill out the Trip Questionnaire and pay an Itinerary writing fee. You can choose from the following options:

  • One destination choice with up to two revisions
  • Two destination choices with one revision
  • Three destination choices with no revisions.


Once we have finalized your itinerary, we will send you an invoice for payment or a credit card authorization form. Your booking is confirmed upon receipt of the deposit. After booking you will receive your itinerary with an invoice with payment information and other important travel information.  Some suppliers and airlines will require a larger or payment in full to hold your booking. Traveler will be notified if a larger deposit is required. Deposits are NON-REFUNDABLE, unless stated otherwise in the Terms & Conditions of the Supplier.   

Final payment is due as indicated on the invoice. For bookings within 60 days of travel, full payment is due at the time of booking and is 100% non-refundable. If any payment is not paid by the stipulated date, Book Here Give Here reserves the right to treat the booking as canceled by you in which case the terms and conditions of cancellation become applicable. 

Once payment for your trip is processed, you will receive i) a receipt and ii) a checklist of items for you to review travel documents.  Please review documents carefully and promptly as we will not be responsible for any errors. It is your responsibility to review all travel documentation and alert us as soon as possible with any corrections.

Booking Accuracy and Legal Names:  Traveler is required to immediately review all aspects of their booking to verify (but not limited to): all travelers’ names, mailing address, email address, telephone number, date of birth, pricing, airfare, arrival/departure airports, accommodations, and organized activities on your booking receipt. Please notify us immediately if any omissions and/or corrections are needed regarding the booking details. Traveler(s) voluntarily assumes full & sole responsibility for any and all risks and/or costs involved with failure to report such errors and/or omissions. Traveler is required to verify the accuracy of every traveler’s LEGAL first, middle, and last names. It is mandatory that traveler names be identical to the LEGAL first, middle, and last names and identical to the names as they appear on booking and travel documents.

Credit Card Bookings: Credit cards are welcome.  Please be aware that the charge on your bank statement will either be “Book Here Give Here” or the name of the supplier.  We will let you know this at the time of payment. While we do accept major credit cards including Visa, Mastercard, American Express and Discover, travelers must provide to us a click/signed authorization for each individual trip. Your authorization is an agreement for us to charge your card and an acknowledgement and agreement to these terms and conditions including the cancellation terms. As such you agree not to make any improper chargebacks. 

In certain cases, you have the ability to dispute charges with credit card companies (“chargebacks”). Before initiating a chargeback, we ask you first to call us to discuss any questions or concerns about our charges. We will work with you in attempting to resolve your concerns. By using our service to make a reservation, you accept and agree to our cancellation policy. Book Here Give Here retains the right to dispute any chargeback that is improper and recover any costs, including attorney’s fees related to improper chargebacks. Additionally, in the event of an improper chargeback, we retain the right to cancel any travel reservation related to that improper chargeback. The following chargeback scenarios are improper and we retain the right to investigate and rebut any such chargeback claims:

  • Chargebacks resulting from non-cancellable reservations, whether or not the reservation is used.
  • Chargebacks resulting from charges authorized by family, friends, associates or other third parties with direct access to your credit card. This does not include credit card fraud.
  • Chargebacks arising from inconsistency or inaccuracy with regard to the supplier’s product description.
  • Chargebacks resulting from force majeure or other circumstances that are beyond the control of Book Here Give Here or the Supplier.
  • Chargebacks resulting because you do not agree with the cancellation policy.


Pricing: Price quotes are applicable to the date and time at which they are requested. Quotes in foreign currency are subject to fluctuations in exchange rates and International credit card issuer fees. Book Here Give Here is not responsible for any increases due to fuel surcharges, government-imposed taxes/fees or supplier-imposed increases. 

Final payments not received prior to the due date above will incur a $300 per person late fee. All reservations are subject to cancellation and penalties as described below if payments are not received on the due date. Late fees are not covered by the travel insurance and are always non-refundable.

We reserve the right to refuse a booking without giving any reason and shall in that event return any deposit received.

Scope/Agency: Book Here Give Here does not provide, own, or control the travel services and products that are provided as part of your trip, such as flights, accommodations, rental cars, packages, or travel insurance (the “Travel Products”). The Travel Products are owned, controlled or made available by third parties (the “Suppliers”) such as airlines, hotels and tour operators. The Suppliers are responsible for the Travel Products. The Supplier’s cancellation terms and privacy policies apply to your booking so you must agree to and understand those terms. Your interaction with any Supplier is at your own risk; Book Here Give Here does not bear any responsibility should anything go wrong with your booking or during your travel. Hence, as the traveler, you agree that Book Here Give Here acts only as agent for the traveler in acquiring transportation, hotel accommodations, sightseeing and other privileges, or services for the travelers’ benefit, and on the express condition that Book Here Give Here shall not be responsible for any loss, accident, injury, delay, defect, omission or irregularity which may occur or be occasioned, whether by reason of any act, negligence or default of any company or person engaged in or responsible for carrying out any of the arrangements, or otherwise in connection therewith.

Cancellation: As described above, planning travel takes extensive time and research and Book Here Give Here is required to pay all suppliers well in advance of your vacation date. All suppliers have their own cancellation policies, which apply to your booking. All cancellations must be received by Book Here Give Here in writing.  

Upon receipt of your cancellation request, Book Here Give Here will reach out to Suppliers for any applicable refunds as outlined in the Supplier’s terms and subject to their review. If you are entitled to a refund, please note that the supplier is responsible for this refund, not Book Here Give Here.  Generally, flight tickets, hotel reservation and other items provided for the travel cannot be refunded if they are partially used. Suppliers may choose to provide a travel voucher or credit in lieu of refund.  We are not responsible for a Supplier’s failure to pay a refund or for Supplier bankruptcy or insolvency. Money will be refunded to the original payor. 

In addition to the terms and conditions of our suppliers, the following cancellation policy applies:

  • Cancellation fee of 15% of total spend will be billed to card on file


Regarding Airline tickets: If Book Here Give Here booked your tickets, they are typically 100% non- refundable and subject to individual airline penalties/fees. If you booked your tickets, they are subject to the carriers’ terms and conditions.

Because we and our Suppliers strictly adhere to our cancellation terms, we strongly recommend the purchase of a Travel Protection Plan.

Changes and Cancellation by the Supplier: We will inform you as soon as reasonably possible if a Supplier needs to make a significant change to your confirmed booking or to cancel. We will also liaise between you and the Supplier in relation to any alternative arrangements offered by the operator but we will have no further liability to you. 

During local or national holidays, certain facilities such as museums, sightseeing trips and shopping may be limited or unavailable. In such instances itinerary changes are made by Suppliers seeking to reduce inconvenience to Travelers. Such changes are deemed not to be a major change, and no compensation will be payable to Travelers. Holidays, closing days and other circumstances may necessitate a change of the day of the week for scheduled regional meals, sightseeing or other activities. If you feel your enjoyment might be diminished by any of these circumstances please check with the respective national tourist office before selecting a specific departure date.

Non-Operation of Group Tours:   All group tours are based on a minimum number of participants.  Book Here Give Here makes every effort to ensure that tours meet their minimum requirements.  However, if the tour drops below the minimum number of travelers, cancellation of the tour may occur at the sole discretion of Book Here Give Here.  In such cases, travelers will be advised as soon as possible.  Book Here Give Here reserves the right to change the departure date. We may offer alternative tour dates or other travel arrangements.  You may choose to accept these arrangements or to cancel your booking, in which case a full refund will be provided.  Any air cancellation will be in accordance with the terms of the carrier and Book Here Give Here will not be liable for the carrier’s refusal to make any refund.  In such a case Book Here Give Here will not be liable for any additional costs incurred outside of the tour prices such as visa and passport fees, travel insurance or any other purchases made by the traveler in anticipation of the tour.

Force Majeure: We cannot accept liability, provide any refund, or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected, or you otherwise suffer any loss, injury, death, inconvenience or damage as a result of circumstances amounting to “force majeure”. “Force majeure” means any event or circumstances which we or the Supplier of the services in question could not foresee or avoid. Such events and circumstances may include, acts of God, actual or threatened, war, insurrection, riots, strikes, civil action, decisions by governments or governing authority, technical or maintenance problems with transport, changes of schedules or operational decisions of air carriers, terrorist activity or the threat thereof, industrial action, natural or nuclear activity, epidemic, pandemic, illness, physical injury, quarantine, medical or customs or immigration regulation, delay, or cancellation, adverse weather conditions, fire, volcanic eruption, hurricane, earthquake, and all similar events outside our control. Furthermore, there will be no refunds due to fear of travel from actual or threatened terrorist, health, political, pandemic or other similar events.

Travel Protection/Insurance: Travel protection and insurance is strongly recommended to protect your investment, including additional Cancel for Any Reason coverage. Such a plan should cover Trip Cancellation or Interruption, Medical Expense, Emergency Evacuation/Repatriation, and Baggage. Travel protection plans can help protect you in the event of loss of non-refundable trip deposits and payments that result from cancellation or trip interruption (due to a covered reason such as injury or illness before or during the trip). It also helps with reimbursement for medical emergency costs (including very costly medical evacuation costs), missed connections and baggage loss. Travel Protection Plans including Cancel for Any Reason Coverage must be purchased in close conjunction with your travel purchase.

Unless specifically noted, travel insurance is not included in the cost of traveler’s itinerary. Information for travel insurance will be sent to you within a reasonable time frame after deposit based on trip cost and components. 

Book Here Give Here is not qualified to answer technical questions about the benefits, exclusions, and conditions of travel insurance plans. Book Here Give Here cannot evaluate the adequacy of the prospective insured’s existing insurance coverage. If you have any questions about your travel protection, call your insurer or insurance agent or broker. 

Certain countries have a requirement for foreign visitors to have valid medical insurance on entry. Book Here Give Here cannot be held responsible for denied entry if a traveler is unable to provide details to authorities of insurance or denial of entry for any reason. Declining to purchase an adequate travel protection plan could result in the loss of your travel cost and/or require more money to correct the situation. You also acknowledge that without this coverage, there may be no way to recoup any losses, costs or expenses incurred. If you choose to travel without adequate coverage, we will not be liable for any of your losses howsoever arising, for which trip protection plan coverage was available.

Changes to the Itinerary: The right is reserved to substitute hotels of similar category (if available) or change schedules without prior notice should circumstances so demand. In the event of a change in the itinerary necessitated by factors or conditions beyond the actual control of Book Here Give Here no refund can be made, nor will credit be allowed, or refund given for any services provided in the itinerary should any such services not be utilized by tour members. We reserve the right to alter any itinerary, arrangement(s), or date(s), if it becomes necessary or advisable, and each trip traveler agrees to pay additional expenses required by such alternative(s), if any.  Additional changes that within the traveler control are charged a non refundable fee of $100 per hour.  

Documentation/Destinations: Travel documentation appropriate for entry to your itinerary destinations, such as passports, visas & inoculation certificates, remain each traveler’s responsibility. It is each traveler’s responsibility to make certain that they have proper immunizations before travel – please see your health provider for advice. Valid passports are required for all international destinations. If a passport is required to travel, the expiration date must be at least six (6) months following the return date of the planned travel. Each foreign country holds different views of past criminal offenses – if you have a current or past offense, please contact that country directly for entry and exit requirements. Travelers with DWI or DUI records should check whether current rules exclude admission to foreign destinations. For further information, please visit the U.S. State Department web site: travel.state.gov. Book Here Give Here bears no responsibility for such information and will not be responsible for advising and/or obtaining required travel documentation for you, or for any delays, damages, and/or losses including missed portions of your vacation related to improper documentation or government decisions about entry.

Travel to certain destinations may involve greater risk than others. Book Here Give Here urges travelers to remain informed on a daily basis as to current news events, as well as to review travel prohibitions, warnings, announcements and advisories issued by the United States Government prior to booking travel to international destinations. Information on conditions in various countries and the level of risk associated with travel to particular international destinations can be found at http://www.state.gov.   In addition, you should consult with government websites to ensure that you are in compliance with all requirements for admittance into that country as well as understanding local laws that govern travel within a country, such as tracking. You are also responsible for obtaining any testing and providing any paperwork as required by governmental bodies due to COVID-19.  Should you choose to travel to a country that has been issued a travel warning or advisory, Book Here Give Here will not be liable for damages or losses that result from travel to such destinations.

Check-in & Departure Responsibilities: It is strongly recommended that you check in a minimum of 2 hours prior to scheduled departure for domestic flights and 3 hours prior to scheduled departure for international flights. * It is the traveler’s responsibility to reconfirm flight times at least 24-72 hours prior to scheduled flights. Book Here Give Here will not assume responsibility for any air or schedule changes. Certain countries require departure taxes that require payment in cash. 

*Recommended check in times are subject to change without notification. It is the traveler’s responsibility to remain abreast of changes in condition or airport rules that might require earlier arrival times. This information can be found when entering your confirmation number on the airline website. 

Release of Liability: Book Here Give Here, and its employees, shareholders, agents, and representatives use third party suppliers to arrange tours, transportation, sightseeing, lodging, and all other services related to this tour. Book Here Give Here is an independent contractor and is not an employee, agent, or representative of any of these suppliers. Book Here Give Here does not own, manage, operate, supervise, or control any transportation, vehicle, airplane, hotel or restaurants, or any other entity that supplies services related to your tour. All suppliers are independent contractors, and are not agents or employees or representatives of Book Here Give Here. All tickets, receipts, coupons, and vouchers are issued subject to the terms and conditions specified by each supplier, and by accepting the coupons, vouchers, and tickets, or utilizing the services, all travelers agree that neither Book Here Give Here, nor its employees, agents, or representatives are or may be liable for any loss, injury, or damage to any tour traveler or their belongings, or otherwise, in connection with any service supplied or not supplied resulting directly or indirectly from any occurrence beyond the control of Book Here Give Here. Book Here Give Here assumes no responsibility or liability for any delay, change in schedule, loss, injury or damage or loss of any traveler that may result from any act or omission on the part of others; Book Here Give Here assumes no responsibility or liability for personal property; and Book Here Give Here shall be relieved of any obligations under these terms and conditions in the event of any strike, labor dispute, act of God, or of government, fire, war, whether declared or not, terrorism, insurrection, riot, theft, pilferage, epidemic, pandemic, illness, physical injury, quarantine, medical or customs or immigration regulation, delay, or cancellation. Book Here Give Here accepts no responsibility for lost or stolen items. Book Here Give Here reserves the right to refuse any traveler or potential traveler at its sole discretion.

Assumption of Risk/Waiver:  Traveler is aware that travel such as traveler is undertaking on the trip may involve inherent risks, some in remote areas of the world. Inherent risks include, but are not limited to, risk of injury or death from: motor vehicles collisions, animals, roadway hazards, slips, and falls, consumption of alcoholic beverages, tainted food, or non-potable water; exposure to the elements, including heat, cold, sun, water, and wind; your own negligence and/or the negligence of others, including tour guides, other travelers, Book Here Give Here and its employees, agents and/or representatives; attack by or encounter with insects, reptiles, and/or animals; accidents or illness occurring in remote places where there are no available medical services; fatigue, chill, overheating, and/or dizziness,; known or unknown medical conditions, physical excursion for which you are not prepared or other such accidents; the negligence or lack of adequate training of any third-party providers who seek to assist with medical or other help either before or after injuries have occurred; accident or illness without access to means of rapid evacuation or availability of medical supplies or services; and the adequacy of medical attention once provided.

Traveler understands the description of these risks is not complete and that unknown or unanticipated risks may result in injury, illness, or death.  In order to partake of the enjoyment and excitement of this trip, traveler is willing to accept the risks and uncertainty involved as being an integral part of travel. Traveler hereby accepts and assumes full responsibility for any and all risks of illness, injury or death and of the negligence of Book Here Give Here and agrees to and shall hold harmless and fully release Book Here Give Here from any and all claims associated with the trip, including any claims of third party negligence and/or the negligence of Book Here Give Here and traveler hereby covenant not to sue Book Here Give Here for any such claims or join any lawsuit or action that is suing Book Here Give Here. This agreement also binds your heirs, legal representatives and assigns.

Indemnification: Traveler agrees to and shall indemnify and hold harmless Book Here Give Here, and each of its officers, directors, employees and agents (collectively “Book Here Give Here”), from any expenses, losses, liabilities, damages, judgments, settlements and costs (collectively, “damages”) involved with or incurred by Book Here Give Here (including, without limitation, reasonable attorneys’ fees and the advancement of same) with respect to any claims, law suits, arbitrations, or other causes of action, which result, directly or indirectly, from: (i) traveler’s breach or violation, or threatened breach or violation, of this Agreement and (ii) Any damage caused by traveler while participating in the trip.

Pre-existing Medical Conditions/Persons with Disabilities: The nature of many of the destinations we travel to means that in some cases they may be unsuitable for those who use a wheelchair or have a lack of mobility. However, we will be delighted to discuss the feasibility of your participation in any of our trips. 

It is essential that you advise us before booking if you do have any disability or pre-existing medical condition which may affect your tour, or if you have any special requirements as a result of any disability or medical condition (including any which affect the booking process) so that we can assist you in considering the suitability of the arrangements and/or in making the booking. Book Here Give Here will communicate requests to Suppliers, but cannot be responsible if ADA accommodations are not available.  Any accommodations provided will be at the sole expense of the traveler requiring the accommodation. Please note that accommodations outside of the USA may not be in compliance with the Americans with Disabilities Act and may not have wheelchair accessibility.

Our Suppliers are, unfortunately, unable to offer additional assistance to travelers with limited mobility and all such assistance will need to be provided by whoever the traveler is traveling with. Travelers with disabilities must notify Book Here Give Here at the time of booking of status and of the identity of their non-discounted, paid travel companion who will be responsible for providing all necessary assistance. We may request that you provide a letter from your doctor confirming your fitness to travel.

Governing Law/Submission to Jurisdiction/Jury Waiver/Notice of Claim: This Agreement and all attachments hereto and the rights of the parties hereunder shall be governed by and construed in accordance with the laws of the State of Texas exclusive of conflict or choice of law rules. Any claims shall be brought in a court of competent jurisdiction located in Texas. You agree that you will only bring claims against Book Here Give Here in your individual capacity and not as a plaintiff or class member in and purported class action or representative proceeding. Book Here Give Here shall not in any case be liable for other than compensatory damages, and your payment of a deposit on a trip means that you agree to these conditions of sale and expressly waive any right to punitive damages. You understand and agree that no claims will be considered and that you will not bring suit against Book Here Give Here unless you have first provided a typewritten notice of claim to Book Here Give Here within 30 days after the tour or cancellation of the trip.

Entire Agreement and Severability: This agreement, including any other documents, including invoices, we provide you, constitutes the entire agreement and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written, with respect to Book Here Give Here. If any provision of these Terms shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from these Terms and shall not affect the validity and enforceability of any remaining provisions.