Booking Policies

Client Agreement & Booking Policies

Updated: January 1, 2026

Welcome, I’m so glad you’re here. These policies are designed to protect you and A WanderLuxe Experience by keeping expectations clear and preventing surprises. Travel suppliers (airlines, hotels, resorts, tour operators, etc.) set many of the rules that govern your reservation, so this page summarizes the most important ones in plain language.

Quick Summary 

  • Travel prices can change until your trip is booked and confirmed (and airfare until ticketed).
  • Traveler names and dates of birth must match government ID exactly (especially for flights).
  • Changes/cancellations are governed by supplier rules, which can include penalties or non-refundable fares.
  • Travel insurance is strongly recommended to protect your investment.
  • We are your advocate and organizer, but we don’t control airlines, hotels, or third-party providers.

Our Role

A WanderLuxe Experience (“we,” “us,” “the Agency”) acts as an intermediary/agent between you and third-party travel suppliers (“Suppliers”), such as airlines, hotels, resorts, cruise lines, tour operators, and transportation providers. Suppliers are responsible for delivering their services. We are not responsible for Supplier errors, delays, cancellations, overbooking, schedule changes, or service failures.

Quotes, Pricing & Availability

Travel availability and pricing can change quickly. Quotes are not guaranteed until booked/confirmed; airfare is not guaranteed until ticketed.

Pricing may change due to inventory, supplier promotions ending, taxes/fees, exchange rates, or supplier adjustments. If a quote expires or sells out, we will re-quote at the current rate.

Traveler Information & Document Requirements

You are responsible for providing accurate traveler details. This includes:

  • Full legal names (matching ID exactly)
  • Dates of birth
  • Passport details (if applicable)
  • Redress/KTN (if applicable)

Please review all confirmations immediately. If something is incorrect, notify us right away. Corrections can be limited or costly, especially for flights.

You are also responsible for meeting destination requirements, which may include passport validity rules, visas, vaccination/health requirements, and entry/exit documentation. Requirements can change without notice.

Payments, Deadlines & Booking Authorization

Many suppliers require deposits or full payment by specific deadlines. Missed deadlines can result in automatic cancellation or price increases.

When you authorize us to book, you are authorizing the Agency to:

  • submit reservations with the Supplier(s) based on the details you provided, and
  • process approved payment(s) according to supplier deadlines and your confirmed selection(s).

Airfare & Airline Rules (Please Read)

Airlines control fares, ticket rules, seating, and operational decisions. This means:

  • Seat assignments and special requests are not guaranteed.
  • Baggage fees, seat upgrades, and add-ons may be separate.
  • Airlines may change schedules, aircraft, or routes at any time.
  • Name corrections may be limited, expensive, or not permitted depending on the fare type.

Once tickets are issued, changes and cancellations are subject to the airline’s fare rules, which may include penalties, fare differences, and/or non-refundable tickets.

Changes, Cancellations & Refunds

All changes and cancellations are subject to Supplier terms and may include penalties, non-refundable deposits, and restrictions.

If refunds are permitted, they are issued at the Supplier’s discretion and processed on the Supplier’s timeline (which can take several weeks or longer). We will support you through the process, but we cannot override Supplier policies.

Service Fees 

At this time, we do not charge a general trip planning fee.

However, certain services may carry a service fee, such as:

  • airline ticket reissue support
  • change/cancellation management
  • complex revisions beyond the original scope
  • urgent or same-day requests (when possible)

Any service fee will always be disclosed before work is performed and must be approved by you.

Travel Insurance (Strongly Recommended)

We strongly recommend travel insurance to protect your trip investment, especially coverage for:

  • trip cancellation/interruption
  • medical expenses and medical evacuation
  • travel delays and missed connections
  • supplier default protections (when available)

If you decline travel insurance, you accept financial responsibility for losses due to illness, weather, airline changes, supplier actions, delays, or other disruptions.

Special Requests & Accessibility

We can request preferences such as bedding type, celebrations, dietary needs, accessibility accommodations, and seating requests. We will advocate for you, but fulfillment is at the Supplier’s discretion and cannot be guaranteed.

Force Majeure (Unforeseen Events)

We are not responsible for disruptions caused by events outside our control, including weather, natural disasters, strikes, civil unrest, government actions, epidemics/pandemics, or supplier shutdowns. In these circumstances, Supplier policies will apply.

Chargebacks & Payment Disputes

If you have a billing concern, please contact us first so we can resolve it quickly. Chargebacks can lead to Supplier cancellations and may reduce or eliminate refund options. If a chargeback is found to be improper, you may be responsible for associated administrative costs.

Communication

We communicate primarily via email/text/calls from 10am-9pm CST. During travel, the fastest solution is often directly with the airline/hotel/tour operator first; we will support you as able once you’ve contacted the Supplier.

Limitation of Liability

To the maximum extent permitted by law, the Agency is not liable for Supplier acts/omissions or for indirect or consequential damages. If the Agency is found liable for any reason, liability is limited to the amount of Agency service fees paid for the specific matter.

Governing Law

These policies are governed by the laws of Louisiana. Any disputes will be handled in Louisiana.

Acceptance

By submitting a travel request, authorizing booking, or approving payment, you acknowledge you have reviewed and agree to these Booking Policies.

A WanderLuxe Experience

Contact: vasti@wanderluxe-exp.com| 225-255-2526