Travel Terms & Conditions

By using our services, you are signifying your agreement with the following terms and conditions, on behalf of yourself and all members of your traveling party, and your respective heirs, successors, in their entirety and without modification, and representatives

Agent for Suppliers. Cap City Travel, LLC (hereinafter “CCT”) and our travel agents (hereinafter “TAs”) act as sales agents for any airline, hotel, car-rental company, tour operator, cruise line, or other service provider named in your itinerary or confirmation (hereinafter “Suppliers”). CCT and our TAs are not responsible should any of these Suppliers not provide the travel services you have purchased; fail to comply with any applicable law; or engage in any negligent act or omission that causes you injury, damage, delay, or inconvenience. 

1. Travel Documents. Please carefully check all your travel documents. 

a. You agree to review your itinerary and travel documents for accuracy and to inform your TA promptly of any issues. The names on your documents must match your government-issued ID. Let your TA know right away if you have questions or notice a problem. 

b. If you are flying in the United States, new regulations will soon be in effect. On May 3, 2023, the Federal Real ID Act will mandate stricter security standards for state-issued driver’s licenses and other forms of identification. It will also prohibit Federal agencies from accepting for official purposes identification that does not meet these standards. To fly domestically, you will have to have a Real ID-compliant identification. If you only have a non-compliant driver’s license, you will need to present an acceptable alternate form of identification, such as a valid U.S. passport. You should check with the Department of Homeland Security (www.dhs.gov/real-id) to determine whether your state-issued identification is Real ID-compliant and, if not, what alternate forms of identification will be accepted at the airport.

c. When travelling internationally, you must obtain and carry a valid passport, visa(s), and all other documents required by applicable government regulations. Certain countries will not admit a passenger if their passport expires within six months of the date of entry. Additionally, children and infants require travel documents. Minors traveling with one parent, and/or without both parents, may not be admitted, unless authenticated and verified consent forms are provided to the authorities. Non-United States citizens may require additional documentation.  

2. International Entry and Exit Requirements. Each foreign country holds different views of past criminal offenses, whether within or outside of their boundaries. If you have a current or past offense, and you are unsure how the country you are traveling to (or through) views that offense, please contact that country directly for entry and exit requirements. 

3. Health and Security Requirements. Some destinations require proper immunizations and documentation of such before travel. Prior to travel, required inoculations, if any, must be recorded by customer’s health practitioner on a valid vaccination certificate, which you must carry for proof of inoculation where required. If you are concerned about taking any medications or receiving certain inoculations, check with your health practitioner before booking. Visit www.tsa.gov for travel information.
 

4. Terms & Conditions for Suppliers. Separate Supplier terms and conditions will apply to your reservation and purchase of travel-related goods and services that you select. You agree to these terms and conditions of purchase imposed by Cap City Travel, LLC and any Supplier with whom you elect to deal, including, but not limited to, payment of all amounts when due and compliance with the Supplier’s rules and restrictions regarding availability and use of fares, products, or services. You understand that any violation of any such Supplier’s conditions of purchase may result in cancellation of your reservation(s) or purchase, in your being denied access to any flights, hotels, cruises, or automobiles, and in your forfeiting any monies paid for such reservation(s) or purchase. If you fail to abide by the terms and conditions set out by a Supplier, you will be completely responsible for any additional charges, fees, and payments. All cancellations or no-shows are subject to penalties imposed by the Supplier. If you require a copy of these terms, please contact your TA.
 

5. Travelling with Additional Needs. CCT wants everyone in your travel party to have the best possible experience. 

a. Infants. Please bring necessary food and supplies. You may not be able to find what you need at your destination. Inform your TA right away of any special requests such as playpens or minifridges. 

b. Pregnancy. CCT advises pregnant women to consult their doctors before traveling and/or making any reservations. The safety of you and your baby are our first priority. We will not be liable for any damages arising from inability to participate in the trip due to pregnancy or related illness or injury to your or your child(ren) and no compensation will be payable under such circumstances.

c. Special Needs. If someone in your party has special needs or disabilities please inform your TA who will then speak with the Supplier to verify that your accommodations can be met. You should bring any necessary medical devices, such as wheelchairs, walkers, and canes, when you travel. Please carry with you all necessary medication in the original prescription bottles. Suppliers reserve the right to reject passengers whose mental or physical condition may interfere with the itinerary. CCT and our TAs cannot be held responsible for claims relating to Supplier rejection relating to such conditions.

 

6. Risk of Travel. CCT and our TAs assume no responsibility for and will not be liable for the acts or omissions on the part of any other party not under our control or any acts of God, unsafe conditions, terrorism, health hazards including pandemics, illness, weather hazards, or the suitability for a disabled person of any portion of any trip. We have no special knowledge of dangers during travel or at destinations. For information related to such dangers, we recommend going to the State Department travel website at www.travel.state.gov. You need to make the decisions whether or not you are comfortable traveling with regards to your medical needs and safety concerns. Additionally, you are responsible for understanding and abiding by all requirements and restrictions when traveling. This may include the following: health affidavit forms; health screenings prior to departure and/or upon arrival; temperature screenings prior to departure and/or upon arrival; travel reason affidavit forms; online travel authorizations; airline safety & health requirements, such as health forms, screenings, face coverings; in-country requirements, such as periodic temperature checks, quarantine, face coverings; visas. Failure to meet the requirements and/or restrictions puts you at risk for fines, quarantine, or deportation at your expense.
 

7. General Travel Notes. While your TA has taken care to plan a trip that is special just for you, here are some general reminders.

a. Excursion And Promotional Fares. Most discount fares involve certain restrictions. A change in carrier(s) flight(s), time(s) or routing(s) could result in a carrier demanding a full fare. You should obtain agency or airline assistance before making changes. Your TA will you aware of any price changes.

b. Times, Flights, and Fares. Times, flights, and fares are subject to change without notice.

c. Price Increases. Travel arrangements involving airline and cruise components are subject to Suppliers’ supplemental price increases that may be imposed by the Supplier and/or government, even after you have completed your purchase. In rare instances, port taxes can change. Suppliers have their own contracts covering cancellation penalties and other terms and conditions, and you may be bound by those contracts regardless of whether you receive notice of their terms. 

d. Price Drops & Lowest Fares. If a Supplier drops the price of a trip after booking, your TA will try to assist you with rebooking if the Supplier allows it, and a fee may apply. CCT cannot not guarantee any refunds or successful rebooking. Your TA has endeavored to secure the lowest possible airline fare, suitable for your travel requirements, based on space available at the time of booking, accessible sources of information, and knowledge of agents involved. However, CCT and our TAs cannot guarantee, in view of the deregulation of airline fares, that the fare indicated on the ticket will be the lowest possible fare at departure date. 

e. Tour, Cruise, and Package Prices. Tour, cruise, and package prices are subject to change without notice due to currency fluctuations, tariff changes or increase in operational costs. In addition, group tours/packages are based on a minimum number of passengers traveling; if the number of passengers falls below the minimum required, a surcharge may be imposed on all passengers.

f. Reservation Rule Violations. You agree not to purchase a ticket or tickets containing flight segments that you will not be using, such as a "point-beyond", "hidden-city", or "back-to-back tickets". You further agree not to purchase a round-trip ticket that you plan to use only for one-way travel. You acknowledge that the airlines generally prohibit all such tickets, and therefore CCT does not guarantee that the airline will honor your ticket or tickets. If you do not use one of the flights in your reservation, the airline will cancel your remaining itinerary, and it may confiscate your frequent flyer points. You agree to indemnify CCT and our TAsagainst airline claims for the difference between the full fare of your actual itinerary and the value of the ticket or tickets that you purchased.

g. Credit Card Transactions. CCT will only be the merchant on your credit card statement if your TA requires a trip planning fee. Your TA will inform you of such fees ahead of time. Beyond these fees, the Supplier will always be the merchant on your credit card statement. If a Supplier does not provide the service or ceases operations, your recourse is against the Supplier, not CCT. You agree not to initiate a chargeback against CCT or our TAs or a refund request that is not authorized by this Agreement and to pay any and all legal fees incurred by CCT in disputing any such claim for refund. 

h. Changed Plans. If your plans change enroute, please contact your TA or the airline carrier for charges, changes, and applicable fees.

i. Overbooking. Airline flights may be overbooked. A person denied boarding on a flight may be entitled to a compensatory payment. The rules for denied boarding compensation are available at all ticket counters.

j. Hotels. Hotels are usually confirmed on a guaranteed payment basis. If you cancel or change plans, please notify your hotel(s) within the time period specified by that hotel. Rules vary by property.

k. Cancellations and Refunds. Your TA reserves the right to charge processing fees in the event of refunds, cancellations, and other services. To change or cancel your flight itinerary, you must do so prior to originally scheduled departure. No value remains after departure. If you are holding guaranteed hotel or car reservations you wish to cancel, you must contact the vendor directly adhering to their cancellation policy. CCT and your TA are not responsible to pay you for any loss you incur due to your failure to travel or your failure to follow the change or cancel policies of any travel vendor. 

l. Supplier Bankruptcies. If a Supplier declares bankruptcy, it is not obligated to honor your reservation made before bankruptcy or to refund tickets issued before the bankruptcy. A bankrupted Supplier might continue service, limit service, or stop completely. Your TA will work with you to assist if this occurs while you travel.
 

8. FACTOR OF HUMAN ERROR. You acknowledge that CCT’s TAs are human and could possibly make a mistake. In the rare instance that happens, you agree to allow your TA the chance to fix the error. Additionally, CCT and your TA know that you may leave important information out. Your TA will be happy to go back and adjust your plans as needed. Prices are not guaranteed until the Supplier has been booked and a deposit has been made. 

9. LIMITATION OF LIABILITY.  In consideration of CCT’s undertaking to render any services for You in connection with your travel and this Agreement, to the fullest extent of the law You agree that the maximum aggregate liability of CCT and any of its TAs under or relating to this Agreement and any services provided hereunder, whether in contract or tort (including without limitation negligence) or for any other cause of action and including indemnification obligations, is limited to the greater of either (a) the fee You paid to CCT for the services rendered giving rise to claimed liability, or (b) $1.00, irrespective of the number of separate discrete events, separate causations, and separate actions or breaches alleged to give rise to liability. 

10. CAP CITY TRAVEL STRONGLY RECOMMENDS TRAVEL INSURANCE. CCT and our TAs will provide you with travel insurance information, quotes, and description, but we cannot provide advice since we are not insurance agents. If you elect to purchase travel insurance, the terms of the policy will dictate whether, and to what extent, coverage for any financial loss may exist under the circumstances of a pandemic, pre-existing medical conditions, and other policy exclusions. Consult the insurance carriers directly for details. Trip insurance or waivers provided by the Supplier may not offer insolvency coverage. You agree to hold CCT and our TAs harmless for your election not to purchase travel insurance or for any denial of claim by travel insurer as it relates to Covid-19 or any other claim under the policy.
 

11. The Laws of the State of Ohio govern the rights and obligations of the parties to this Agreement and the interpretation, construction, and enforceability thereof. In the unlikely event that you bring legal action against us, you agree to do so solely in the courts of Ohio located in Franklin County. If you bring legal action against CCT or any of our TAs for any claim arising out of or relating to this agreement or any services provided hereafter, you agree to pay our costs and reasonable attorney fees associated with defending such action or proceeding. 

Most of all, we want to thank you for trusting your dream vacation to our team at Cap City Travel, LLC!