Terms & Conditions

AGREEMENT as 04/2/2022

Acceptance: A deposit for a booking constitutes Customer’s acceptance of these Terms & Conditions.

Land Deposit: Effective September 1, 2020, bookings require a US$300 per person land deposit to hold reservations for land services. The Customer will be notified if a larger deposit is required should a Service Provider require additional deposits above the specified amount. Additional deposits are disbursed to suppliers upon receipt and cannot be recovered from Valencia Travel. Deposits are 100% non-refundable, no exceptions. Travel protection will cover deposits in most instances and Valencia Travel recommends Customers purchase travel protection to cover their deposit.

Customers will be notified if a larger deposit is required at time of quoting. In addition to the land services deposit, airline reservations (where requested) must be paid for in full and ticketed to confirm space and guarantee airfare rate. Airfare payment due dates and ticketing due dates are separate, and in addition to the initial deposit and final payment for land services.

Air Payment: In addition to the land services deposit, airline reservations (where requested) must be paid for in full and ticketed to confirm space and guarantee airfare rate. Airfare payment due dates and ticketing due dates are separate, and in addition to the initial deposit and final payment for land services. Airline regulations require the full name, date of birth and gender for all passengers as it appears on their passports. Customers must provide a copy of each passenger’s passport photo page. A US$250 per ticket change fee, plus any applicable airline fees, will apply for incorrect information should the Customer fail to provide a copy of the passport photo page. Airfares are not guaranteed until full payment has been received and processed. Valencia Travel acts only as an intermediary and helps with the purchase of the air ticket without any responsibility, the client accepts and makes his purchase under the terms and conditions of the airline.. Airfares have different terms and conditions, and you will be advised of these at time of booking.

Airline Seats: Seats will be assigned at airport check-in at no charge. Check in for international flights starts about 3 hours prior to departure, for domestic flights about 2 hours prior to departure. Most airlines charge an additional fee for seat requests ranging from $10 & up per flight. Valencia Travel can help with pre-assigned chargeable seats or Customers may book directly via Airline’s website once tickets are issued.

Changes: Once a deposit has been received, a US$100 per booking change fee will apply. Other fees are at the discretion of the hotels, tour operators, rental car agencies and other Service Providers.

Payment: Before final payment, you will receive a final invoice that has been updated to reflect any currency fluctuations. Prices are not guaranteed until full payment has been made.  In some cases, prices may be adjusted as described elsewhere in these Terms and Conditions.

Final Payment: Final payment is due 60 days prior to departure unless early booking discounts or advance purchase rules apply.

Cancellations: Cancellation penalties may vary depending on the products booked. Cancellation fees are as follows:

  •       Prior to final payment: loss of deposit.
  •       After final payment: 100% of total booking cost.

Final payments are disbursed to Service Providers upon receipt and cannot be recovered from Valencia Travel. Final payment is non-refundable under any circumstance and travel protection is recommended to cover cancellation covering unforeseen circumstances.  Hotels and services arranged by Valencia Travel may have their own cancellation fees.  Such fees are in addition to any cancellation fees imposed by Valencia Travel and may not always be disclosed by the hotel or service provider until the time of cancellation.  All cancellation fees are the sole responsibility of the Customer.

Air Cancellation/Change Penalties: Airline tickets are non-refundable once issued. Changes may be made depending on the fare purchased and fees will apply. Any fees will be advised when the changes are requested and can vary by Airline. It is the passenger’s responsibility to provide Valencia Travel with the correct passport name for airline tickets. Some fares may permit changes upon payment of change fees, penalties, and possible additional fare collection. In addition to these fees, Valencia Travel reserves the right to assess a US$250 ticket reissue for changes such as, but not limited to, name change, date or flight change and cancellation.

Hotels/Accommodations:  Hotel rates may not include local taxes in some cities and resorts and shall be paid locally by the Customer. Valencia Travel does not guarantee specific bed types, air conditioning standards or availability, the absence of unexpected hotel repair or construction activity, or assignment of rooms which are the choice of the hotel management.

Mobility Requirements: Requests for special accommodations and services to meet specific physical requirements must be made at the time of booking specifying the limits of mobility and description of mobility assistance equipment.  Such accommodations are subject to availability and cannot be guaranteed.

Car Rental:  Car rental rules apply, including the requirement that drivers are at least 25 years of age (which may vary from country to country), rates exclusive of tolls, gas, overtime, or VAT.

Travel Protection: We recommend that you purchase a travel protection plan to help protect you and your travel investment against the unexpected. Travel protection plans include coverage for Trip Cancellation, Trip Interruption, Emergency Medical and Emergency Evacuation/Repatriation, Trip Delay, Baggage Delay and more. Without Travel Protection, all hospital and medical expenses are the Customer’s/Traveler’s responsibility and Customers/Travelers will not receive any refund (total or partial) for money paid. Travel Protection is available through Valencia Travel.  

Late Bookings: Any bookings made within 30 days of departure, regardless of value, will iincur up to $300 late booking fee. This fee is to cover the cost of expediting the confirmation of your booking, covering price variations in airlines, hotels, service providers and processing final e-documents.

Documents: Provided booking is paid in full 60 days prior to departure, documents will be sent electronically and expected to arrive via email within 4 weeks of departure.  Customer is responsible to ensure that all arrangements are booked as requested and that the itinerary contains no errors.  Valencia Travel, its agents, and representatives act as agents only for the purchaser of the packages in making arrangements for transportation, hotels and other services based solely on the information provided by Valencia Travel provided by Customer to Valencia Travel.

Prices: Valencia Travel quotes prices in US currency based on the exchange rates for the respective foreign currency under, as of the date of the quote. Customer’s exchange rate is only guaranteed when full payment is made, unless otherwise noted on Customer’s itinerary. Any price that Valencia Travel quotes is subject to change without notice until full payment is made. The prices are per person and are quoted in a standard double room. For a person staying in a single room, there will be a surcharge that Valencia Travel will let the client know at the time of booking. For more than 2 people in a double room there will also be a surcharge that Valencia Travel will let the client know at the time of booking.

Children: Please note that some travel products do not allow children below a certain age. If Customer plans to travel with children, Customer must notify Valencia Travel when booking and provide a clear copy of the passport photo page for each traveling child so Valencia Travel can verify ages.

Passports/Visas: A passport valid for six months beyond the date of return travel is required for entry into Asian countries. Customers/Travelers should request information regarding any necessary visa requirements from the destination countries’ consulates or their travel agents.  Valencia Travel is not responsible for lost or stolen documents, and reissuance of documents may be assessed at their full-face value with a possible increase in cost.

Limitation of Liability: Valencia Travel shall not be liable for any claims, losses, damages, costs, expenses, delays, sickness, injury, or loss of enjoyment, of any nature or kind whatsoever, resulting from events beyond Valencia Travel’ or a Service Provider’s reasonable control. In no event will Valencia Travel’ liability exceed the total amounts Customer paid Valencia Travel for Customer’s travel. Valencia Travel assumes no responsibility for lost tickets, documents, passes, or coupons.  Further, Valencia Travel shall not be liable for any injury, loss, claim, damage or any special, punitive, indirect, consequential, incidental damages of any kind, whether based on contract, tort, strict liability or otherwise, which may arise as a result of the use of Valencia Travel Travel Related Services and those of its Service Providers.

In the case of Force Majeure, an event beyond the control of the Customer and Service Provider, including: 

  1.     Act of God (including, but not limited to, fires, explosions, earthquakes, drought, tidal waves, and floods, riots, war, civil disturbance, strikes including strikes by Service Providers);
  2.     Plague, epidemic, pandemic, outbreaks of infectious disease or any other public health crisis, including quarantine or other employee restrictions; or
  3.     Government acts such as quarantine restrictions, travel bans, denial of entry, or personal history (e.g., court records or travel restrictions).

Acting with the laws governing the travel industry in the state of Washington, in the case of a Force Majeure, Valencia Travel shall not be liable for any claims nor be responsible for retrieving funds from the Service Provider on behalf of the Customer. Valencia Travel may, in its sole discretion, advocate on behalf of the Customer for the return of amounts paid and reserves the right to take any action that Valencia Travel deems appropriate under the circumstances.

In a Force Majeure event, if the Service Provider is prevented from carrying out its obligations, Valencia Travel will not be held accountable for retrieving funds and is entitled to keep no less than the deposit. In no circumstance will Valencia Travel’ liability exceed the total amounts the Customer paid.

Valencia Travel is deemed an independent contractor for all purposes under these Terms & Conditions. Valencia Travel acts solely for the facilitation and reservation of travel services and is not responsible for any fees held by the Supplier. If cancellation of travel falls within the non-refundable dates, Valencia Travel may not be held responsible to retrieve those funds.

Valencia Travel quotes in US currency. In the event of a refund due to a Force Majeure, the Customer will be responsible for any difference in rates due to currency fluctuations.

Valencia Travel is, and has always been, committed to providing the best and most transparent services to our agents and customers. Our perseverance and dedication to our clients and agents during this time of global pandemic reflects our commitment to be one of the strongest client advocates within the travel industry. All current and future relationships with Valencia Travel should be undertaken with the utmost confidence that we will continuously work on behalf of our agents and clients to provide the most fulfilling experiences within the industry.

Relationship of the Parties: Valencia Travel shall be deemed to be an independent contractor for all purposes under these Terms & Conditions. Valencia Travel is acting solely to facilitate the reservation and purchase of Travel Related Services and is not acting in any other capacity with either the Customers or the Service Providers, including, but not limited to, any partnership, joint venture, co-ownership, travel service provider or agency relationship of any kind with any Customer or Service Provider. Valencia Travel does not have any control over the quality, timing, safety, or legality of any Travel Related Service reserved or purchased by or for a Customer. Valencia Travel does not and cannot control whether a Service Provider represents its products accurately or fulfills any agreement or obligation with any Customer.

Disputes and Indemnity: As Valencia Travel is not involved in providing the Travel Related Services for the Customer, any and all disputes between a Customer and Service Provider are solely between that Customer and that Service Provider, and the Customer and Service Provider should handle all such disputes directly with that Customer or Service Provider. If the Service Provider or Customer contacts Valencia Travel relating to any dispute between the Customer or Service Provider, Valencia Travel may, in its sole discretion, facilitate dispute resolution and reserves the right to take any action that Valencia Travel deems appropriate under the circumstances. Customer agrees to release Valencia Travel and its agents and employees from claims, demands and damages (actual and consequential) of every kind and nature, known and unknown, suspected and unsuspected, disclosed and undisclosed, arising out of or in any way connected with such disputes. Furthermore, Customer agrees to indemnify, defend, and hold harmless Valencia Travel from any liability, loss, claim and expense, including reasonable attorney’s fees, arising out of or in any way connected with such disputes including on any appeal. Any dispute or claim shall be resolved exclusively by binding arbitration before a single arbitrator using the rules of the Judicial Arbitration & Mediation Service sitting in Orange County, Florida. The laws of Florida USA shall apply to these Terms and Conditions.  The prevailing party in any such arbitration or legal suit shall be entitled to all costs and reasonable attorneys’ fees.

Validity: These Terms & Conditions are valid until further notice in writing from Valencia Travel.