Terms and conditions

Terms & Conditions

Effective Date: April 22, 2026

By using our services, you agree to the following terms:

  1. Services Provided

BW Signature Travel acts as an independent travel advisor arranging travel services on behalf of clients.

  1. Supplier Responsibility

We work with third-party suppliers (airlines, hotels, tour operators). We are not responsible for their actions, errors, or service failures.

  1. Payments & Fees
  • Prices are subject to change until confirmed.
  • Deposits may be required.
  • Additional planning or service fees may apply.
  1. Cancellations & Refunds
  • Cancellation policies vary by supplier.
  • Refunds are subject to supplier terms.
  • We are not responsible for non-refundable expenses.
  1. Travel Documents

Clients are responsible for:

  • Valid passports
  • Visas and entry requirements
  • Health documentation
  1. Travel Insurance Acknowledgment

Client acknowledges that travel insurance has been offered and strongly recommended. Failure to purchase travel insurance constitutes acceptance of full financial risk in the event of cancellations, delays, medical emergencies, or other travel disruptions.

  1. Limitation of Liability; Errors & Omissions

BW Signature Travel acts solely as an intermediary between clients and third-party travel suppliers, including but not limited to airlines, hotels, cruise lines, tour operators, and transportation providers.

To the fullest extent permitted by law, BW Signature Travel shall not be liable for:

  • Any injury, damage, loss, accident, delay, or irregularity arising from acts or omissions of any third-party supplier
  • Errors, omissions, or inaccuracies in information provided by suppliers
  • Changes in pricing, availability, or itinerary made by suppliers
  • Personal injury, illness, property damage, or loss occurring during travel

While BW Signature Travel makes reasonable efforts to ensure accuracy in all travel arrangements, we do not warrant or guarantee the completeness, accuracy, or reliability of supplier-provided information.

Errors & Omissions:
BW Signature Travel shall not be liable for any errors or omissions resulting from:

  • Incorrect information provided by the client
  • Supplier errors, overbookings, or operational failures
  • Technical or system errors beyond our control

In no event shall BW Signature Travel’s liability exceed the total amount paid by the client for the travel services in question.

Clients acknowledge that travel involves inherent risks and agree to assume full responsibility for such risks.

  1. Indemnification

Client agrees to indemnify, defend, and hold harmless BW Signature Travel, its owners, agents, and affiliates from any claims, damages, losses, liabilities, costs, or expenses (including legal fees) arising out of:

  • Client’s breach of these Terms & Conditions
  • Client’s negligent or wrongful acts
  • Any actions taken by third-party suppliers
  1. Force Majeure

BW Signature Travel shall not be liable for failure or delay in performance of its obligations due to events beyond its reasonable control, including but not limited to:

  • Acts of God
  • Weather events (storms, hurricanes, natural disasters)
  • Pandemics, epidemics, or public health emergencies
  • War, terrorism, civil unrest, or political instability
  • Labor strikes, airline shutdowns, or transportation disruptions
  • Government actions, travel restrictions, or border closures

In such events, all cancellations, changes, refunds, or credits shall be subject solely to the terms and policies of the applicable travel supplier(s). BW Signature Travel shall not be responsible for issuing refunds beyond what is provided by suppliers.

  1. Chargebacks & Payment Disputes

By authorizing payment, client agrees not to initiate chargebacks or payment disputes without first attempting to resolve the issue directly with BW Signature Travel.

In the event of a chargeback:

  • Client agrees that all services were rendered as agreed
  • Client acknowledges that travel services are subject to supplier terms and conditions

BW Signature Travel reserves the right to provide this agreement and booking records as evidence to dispute the chargeback

Client agrees to reimburse BW Signature Travel for any costs, fees, or penalties incurred as a result of improper chargebacks, including administrative and legal fees.

  1. Planning Fees & Non-Refundable Services

Any planning, research, consultation, or service fees charged by BW Signature Travel are non-refundable, regardless of whether travel is ultimately booked or completed. These fees compensate for time, expertise, and professional services rendered and are separate from supplier payments. Planning and service fee levels are detailed under section 24 of these terms and conditions.

Client acknowledges and agrees:

  • Planning fees are earned upon receipt
  • No refunds will be issued under any circumstances, including cancellations or changes
  1. Client Responsibilities

Client is solely responsible for ensuring compliance with all travel requirements, including but not limited to:

  • Valid passports (typically with at least 6 months validity beyond travel dates)
  • Required visas and entry documentation
  • Health requirements, vaccinations, or testing
  • Compliance with customs and immigration laws

BW Signature Travel is not responsible for:

  • Denied boarding or entry due to improper documentation
  • Missed flights, connections, or departures due to client actions
  • Failure to check in on time or adhere to airline or supplier policies

Client assumes full responsibility for reviewing all travel documents and confirming accuracy prior to departure.

  1. Travel Disruptions & Missed Arrangements

BW Signature Travel shall not be liable for any losses resulting from:

  • Missed flights or connections
  • Schedule changes by airlines or suppliers
  • Delays due to weather, mechanical issues, or operational disruptions

Clients are responsible for:

  • Arriving at airports, ports, and departure points on time
  • Allowing sufficient connection time between flights or services
  • Any additional costs incurred due to missed arrangements are the sole responsibility of the client.
  1. Acknowledgment of Risk

Client acknowledges that travel involves inherent risks, including but not limited to illness, injury, delays, cancellations, and unforeseen events.

By engaging BW Signature Travel, client voluntarily assumes all such risks and agrees that BW Signature Travel shall not be held liable for any resulting losses, damages, or injuries.

  1. Custom Itineraries (FIT Travel)

BW Signature Travel specializes in customized, independent travel (FIT) itineraries tailored to client preferences.

Client acknowledges:

  • All itineraries are uniquely designed based on information provided by the client
  • Changes to confirmed itineraries may incur additional fees and supplier penalties
  • Availability, pricing, and reservations are subject to change until confirmed with payment

BW Signature Travel is not responsible for dissatisfaction arising from subjective preferences, including but not limited to:

  • Personal tastes regarding accommodations, destinations, or experiences
  • Perceived service levels of third-party providers
  1. Concierge & VIP Services

Concierge services provided by BW Signature Travel may include dining reservations, private transportation, event access, and other VIP arrangements.

Client acknowledges:

  • Concierge services are fulfilled through third-party providers
  • Requests are not guaranteed until confirmed
  • Certain experiences may be subject to availability, waitlists, or last-minute changes

BW Signature Travel shall not be liable for:

  • Changes, cancellations, or service failures by concierge providers
  • Inability to secure specific reservations or experiences
  1. Private Tours & Exclusive Experiences

Private tours, guides, and exclusive experiences are operated by independent third-party providers.

Client acknowledges:

  • These experiences may be non-refundable and subject to strict cancellation policies
  • Providers may substitute guides, adjust itineraries, or modify timing as needed
  • Cultural, environmental, or operational factors may impact the experience

BW Signature Travel is not responsible for:

  • The performance, conduct, or quality of private guides or operators
  • Changes made by providers due to safety, weather, or local conditions
  1. Supplier Status & Preferred Partnerships

BW Signature Travel may work with preferred suppliers and partners; however:

  • All suppliers operate independently
  • Supplier ratings, classifications (including “luxury”), and descriptions are based on industry standards and third-party representations

BW Signature Travel does not guarantee:

  • Specific room locations, views, bedding configurations, or amenities
  • VIP upgrades, early check-in, or late check-out unless explicitly confirmed
  1. Special Requests & VIP Amenities

Client requests such as upgrades, dietary accommodations, special occasions, or VIP amenities will be communicated to suppliers but are not guaranteed.

Client acknowledges:

  • These requests are subject to availability and supplier discretion
  • Failure to fulfill such requests does not constitute breach of contract
  1. Time-Sensitive Bookings & Exclusive Access

Luxury travel often involves limited availability and time-sensitive reservations.

Client acknowledges:

  • Delays in decision-making or payment may result in loss of availability or pricing
  • BW Signature Travel is not responsible for missed opportunities due to delayed client response
  1. On-Trip Support & Emergency Assistance

BW Signature Travel may provide support during travel; however:

  • Response times may vary depending on time zone and circumstances
  • Immediate issues during travel should first be addressed directly with the supplier (hotel, airline, tour operator)

BW Signature Travel shall not be liable for:

  • Delays in resolving issues during travel
  • Outcomes determined by third-party suppliers
  1. Luxury Travel Expectations

Client acknowledges that luxury travel is subjective and based on individual expectations.

BW Signature Travel shall not be liable for:

  • Differences in cultural standards of service
  • Variations in international hospitality norms
  • Personal dissatisfaction where services were delivered as described

Client agrees that all services are considered fulfilled if delivered in accordance with supplier standards.

  1. Professional Planning Fees & Service Packages

BW Signature Travel offers tiered service packages designed to support varying levels of travel complexity, customization, and concierge support.

All planning fees are required to initiate services and are separate from the cost of travel components (airfare, hotels, tours, etc.).

Service tiers are at the selection by the Client:

  1. Essential Planning Package
    • Designed for straightforward travel arrangements with limited customization.
    • Includes:
    • Initial consultation
    • Hotel and/or cruise recommendations
    • Basic itinerary support
    • Booking of travel components
  1. Custom Travel Design (Most Popular)
  • Designed for fully customized FIT itineraries with curated experiences.
  • Includes:
  • In-depth consultation and trip design
  • Customized day-by-day itinerary
  • Hotel, transportation, and activity coordination
  • Supplier management and booking
  • Pre-departure support
  1. Signature Concierge Experience (Luxury Tier)
  • Designed for high-touch, luxury travel with elevated service and access.
  • Comprehensive itinerary design and refinement
  • Priority access to preferred suppliers and partners
  • Dining reservations, private tours, and VIP experiences
  • Ongoing concierge support before and during travel
  • Real-time itinerary adjustments (where possible)
  1. Fee Structure & Payment Terms
  • Planning fees are quoted in advance based on scope of work
  • Full payment of the planning fee is required prior to research and itinerary development
  • Work will not commence until payment is received
  • Planning fees are non-refundable and non-transferable, regardless of booking outcome.
  1. Scope of Services

Planning fees cover professional time, expertise, research, and access to supplier networks.

Fees do not guarantee:

  • Specific pricing or availability
  • Upgrades, special requests, or exclusive access
  • Supplier performance or outcomes
  • Additional requests outside the original scope may result in supplemental fees, which will be disclosed in advance.
  1. Revisions & Changes

Each service tier includes a reasonable number of itinerary revisions.

BW Signature Travel reserves the right to charge additional fees for:

  • Excessive revisions
  • Significant changes in destination, dates, or scope
  • Restarting planning after a prolonged pause
  1. Commission & Supplier Compensation

BW Signature Travel may receive commissions or incentives from travel suppliers.

Client acknowledges:

  • Planning fees are independent of supplier commissions
  • Fees compensate for professional services regardless of supplier compensation
  1. Expedited Planning Requests

Requests requiring accelerated turnaround times may incur an additional expedited service fee, depending on urgency and complexity.

  1. Client Acknowledgment

By engaging BW Signature Travel and submitting payment, client acknowledges and agrees:

  • Planning fees are earned upon receipt
  • Services provided are professional and advisory in nature
  • Final travel decisions remain the responsibility of the client
  1. Changes to Itineraries

Travel suppliers may alter itineraries. We are not responsible for such changes.

  1. Governing Law

These terms are governed by the laws of the State of Connecticut.

  1. Acceptance

By booking travel through us, you acknowledge and accept these terms.