Suitcases & Sunshine Terms and Conditions

Terms and Conditions

Thank you for choosing to work with Suitcases & Sunshine. My goal is to help you plan and enjoy a seamless, stress-free vacation. Please read the following Terms and Conditions carefully, as they outline important information about your travel services and legal rights. By requesting or booking travel services through me, you agree to these terms. Clients must read, understand, and agree to the following before any monetary or reservation/booking transactions occur.

Seller of Travel Information

Suitcases & Sunshine is an Independent Agent of registered sellers of travel, where applicable, and comply with all state regulations.

• California Seller of Travel No. 2090937-50
• Florida Seller of Travel No. ST15578
• Washington UBID No. 603189022

You may verify seller of travel registration with each respective state.

Understanding the Role of Suitcases & Sunshine

As a Travel Agent, Suitcases & Sunshine acts as a booking intermediary between the client and the travel supplier (cruise line, resort, airline, etc.):

• Suitcases & Sunshine does not control availability, pricing, or policies.
• Suitcases & Sunshine cannot offer discounts beyond what suppliers provide.
• Suitcases & Sunshine must follow all supplier rules, pricing structures, and policies.

As a Travel Advisor, Suitcases & Sunshine offers personalized service:

• Suitcases & Sunshine researches and recommends the best travel options based on the client's needs and preferences.
• Suitcases & Sunshine uses industry expertise to advise the client on destinations, safety, travel insurance, documents, and more.
• Suitcases & Sunshine advocates for the client when issues arise, but final decisions are always the discretion of the travel suppliers.
• The final decision on which trip components (hotels, airlines, cruises, tours, attractions, etc.) to book is ultimately up to the client, and Suitcases & Sunshine will assume no liability for the client's dissatisfaction with the travel suppliers chosen.

The client authorizes Suitcases & Sunshine to act on client's behalf to make travel arrangements with third-party suppliers.

Identification, Passports, Visas, Immunization Requirements, and Safety 

Beginning May 7, 2025, all travelers flying within the United States will be required to present a REAL ID-compliant driver’s license or another acceptable form of identification (such as a passport) at airport security.

Travelers are solely responsible for checking their passport expiration dates, verifying the entry requirements for their destination, and obtaining any necessary visas. Valid passports are required for travelers of all ages for all international destinations.

Please note that many destinations require your passport to be valid 6 months after the date of your return. 

Failure to have the correct documents may result in denial of boarding or entry.

It is each traveler’s responsibility to make certain that they have proper immunizations before travel – please see your health provider for advice. The CDC website has a list of required immunizations and/or other health notes for each country. Please see https://wwwnc.cdc.gov/travel.

Each foreign country holds different views of past criminal offenses. If you have a current or past offense, please contact the destination country directly for entry and exit requirements. Travelers with DWI or DUI records should check whether current rules exclude admission to foreign destinations. As an example, Canada often denies entry to travelers with a DUI conviction. In the United States, you are not eligible to receive a U.S. passport if you owe more than $2500 in child support arrears. Even if you already have a passport, you may be flagged and prevented from traveling to some foreign destinations or on cruises. Suitcases & Sunshine feels it is an invasion of privacy to make any inquiry regarding these stipulations, and these requirements remain the traveler’s responsibility. For further information, please visit the U.S. State Department website: https://travel.state.gov.

Travel may involve certain risks. It is the client's responsibility to:

• Check the U.S. Department of State for travel advisories: https://travel.state.gov
• Review CDC health advisories and vaccination recommendations: https://wwwnc.cdc.gov/travel

The client assumes all risks associated with travel, including political unrest, illness, and weather disruptions.

Airline Ticket Policies

If the travel package client purchases includes air travel:

• Airline tickets are subject to the carrier’s fare rules and restrictions. Most are non-refundable and non-transferable, and many carry penalties for changes.
• Unused tickets may expire—usually within 12 months of issue. It is the client's responsibility to understand the validity and restrictions of your ticket.
• Airline schedules are subject to change without notice.

Hazardous Materials Disclosure

Federal law prohibits passengers from bringing hazardous materials aboard aircraft. Prohibited items include explosives, compressed gases, flammable liquids and solids, oxidizers, poisons, and radioactive materials. For a complete list and more information, visit: https://www.faa.gov/hazmat/packsafe

Prohibited Items

The Client is fully responsible for knowing and complying with all customs, TSA, and destination country laws. Violation of these laws may result in serious legal consequences. Examples include, but are not limited to:

• Traveling with medications and medical devices
• CBD products or marijuana (even if legal in your state)
• Weapons, ammunition, or other restricted items

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. Suitcases & Sunshine does not assume responsibility for any air or schedule changes. *Recommended check-in times are subject to change without notice. It is the traveler’s responsibility to remain abreast of changes in conditions or airport rules that might require earlier arrival times. This information can be found when entering your confirmation number on the airline website.

Certain countries require departure taxes that must be paid in cash.

Financial Terms

• Clients are responsible for ascertaining any foreign transaction fees on their debit or credit cards. Suitcases & Sunshine is not responsible for any foreign transaction fees incurred when making payments to vendors located overseas. 
• Quotes given in Euros or other foreign currency will have an estimate of the USD equivalent, which will be accurate on the day of the quote. Suitcases & Sunshine is not responsible for any fluctuations in the exchange rate between quoting and charging the transaction. 

It is the traveler’s responsibility to note the final payment dates and plan accordingly. Suitcases & Sunshine will make every effort to contact the traveler with reminders;  however, Suitcases & Sunshine is not responsible for missed payment dates when the traveler is unresponsive. *Suppliers may have deadlines of 5pm, 9pm, or midnight for their cutoff dates. It is the traveler’s responsibility to take this into account and not assume that their payment meets the deadline.  Any cancellations that result from the traveler's missing final payment are the traveler's responsibility, and reinstatement may have additional costs. 

Special Notice:  COVID19 Travel 

In consideration of the travel opportunity afforded to you, the Client and travelers in Client's party, by applying payment on travel considered herein, acknowledges and agrees to the following: 

The 2019 Novel Coronavirus* (“COVID-19” “Coronavirus” “Pandemic”) is a known and rapidly evolving pandemic that is affecting travel worldwide, with continued spread and impacts expected. Client is fully aware of the current global Coronavirus COVID-19 virus outbreak, the current travel restrictions, and inherent risks involved if choosing to travel. Client understands that it is his/her responsibility to check, understand, and comply with the latest travel information regarding this virus outbreak with the CDC, domestic governing bodies,, destination governing bodies, and all vendors associated with Clients travel. Client is aware that it is his/her personal decision to travel and is doing so with full knowledge of current travel recommendations, restrictions, and requirements with regards to the Coronavirus COVID-19 and takes full responsibility for his/her actions with regards to this. Client understands and confirms that travel advisor, after reasonable inquiry, has made available to client, by reference, referral, or other conveyance, the best available information known to travel advisor regarding pandemic policies provided by travel suppliers and governing bodies, including but not limited to airlines, hotels, cruises lines, tour agencies, insurance provider, transfer agencies or any other entity involved in clients booking. Client is aware the travel warnings, travel restrictions and rules including screening and use of masks, travel insurance restrictions, and restrictions that may impede Clients ability to enter or exit a destination as planned, related to Covid-19 and understands the risks, is accepting of these and holds the travel advisor harmless for any travel restrictions, death, illness, cancellations by suppliers, hotels, airlines, cruise lines, tour agencies or any other travel provider, financial loss, quarantining rules or measures put in place at airports or destinations Client is traveling through. Client further agrees to hold the travel advisor harmless for any financial penalties or fees imposed by the by suppliers, hotels, airlines, cruise lines, tour agencies or any other travel provider due to cancellations or postponements due to Covid-19 and agrees not to sue or institute a credit card dispute or “charge back” to travel advisor or its partners for said penalties, fees, or real or alleged damages.

Client further acknowledges that the supplier’s own cancellation, rebooking and refund policies, subject to any applicable law that is now or may later be in effect, will govern their rights and remedies, including their right to receive a refund, in such an event. Moreover, they understand that should they 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.

Group Bookings

• When travelers do not live at the same address, Suitcases & Sunshine will correspond with the initial group leader (the person who made the first contact) throughout the quote process. 
• The group leader will be responsible for communicating the details of the quote and/or any agent questions to the rest of the group. 
• Suitcases & Sunshine is not responsible for any dissatisfaction with the itinerary by group members: the group leader accepts responsibility for checking the itinerary. By agreeing to move forward with the deposits, the group leader acknowledges that all parties have been informed of the necessary details. 
• All quotes assume that travelers will arrive at destinations together. If travelers arrive separately on different flights, they will be responsible for the additional cost of airport transfers. 

Trip Documents

Travelers will receive their travel vouchers through email or through the postal service, depending on the trip type. Trips booked within 30 days of departure may be limited to email documents only.  Please check your travel documents when you receive them. You agree to review your itinerary and other travel documents for accuracy and to inform Suitcases & Sunshine promptly of any issues. The name and birthdate on your documents must match your government-issued ID.  

Limited Liability 

Suitcases & Sunshine is not responsible or liable for any error, omission, injury, property loss, accident, act of terrorism, disappointment, or any other unforeseeable event. Suitcases & Sunshine is not responsible for missed connections, schedule changes, aircraft changes, or trip interruptions. It is the traveler’s responsibility to have proper travel documents for all trips, including but not limited to vouchers, passports, visas, marriage licenses, or birth certificates. Change and cancel fees may apply. Hotel and tour operator fees may apply at the time of a change or cancellation of the existing schedule. PLEASE NOTE: All rates are subject to change without notice until the trip is paid in full.

Suitcases & Sunshine is not responsible for the acts or omissions of the Suppliers (cruise line, hotel, tour operator, transportation provider, car-rental company, etc.) or their failure to adhere to their own schedules, provide services or refunds, financial default, or failure to honor future trip credits. The client acknowledges that their travel plans may be interrupted or canceled by the Supplier, a government entity, or other third party over which Suitcases & Sunshine has no control. The client further acknowledges that the Supplier's own cancellation, rebooking, and refund policies, subject to any applicable law that is now or may later be in effect, will govern their rights and remedies, including the right to receive a refund. Suitcases & Sunshine has no special knowledge regarding the financial condition of the Suppliers and no liability for recommending a trip credit in place of a refund.

Travel Insurance 

• Travel protection and insurance is strongly recommended to protect your investment. Unless specifically noted, travel insurance is not included in the cost of the client’s itinerary.
• Please note many "adventure destinations" such as the Galapagos and/or African safaris may require a minimum level of travel insurance. 
• A waiver will be required to refuse travel protection. 
• Suitcases & Sunshine may add travel insurance/protection to the booking and send the Description of Coverage to the client. Suitcases & Sunshine is not authorized to answer specific questions about coverage. It is the client’s responsibility to contact the insurance provider if they wish to clarify the coverage before or after purchasing. 

Cancellation Fees and Non Refundable Payments

• All cancellation fees/penalties are from the supplier/vendor/hotel. It is the traveler’s responsibility to review the terms and conditions of each Supplier on their invoice. Each travel supplier (hotel, cruise line, airline, etc.) has its own cancellation and refund policy. These may include penalties for changes or cancellations, no refunds for missed flights or "no-shows," or non-refundable promotional rates.  
• The traveler agrees that the term “non-refundable” in any quotes, bookings, or invoices means that the booking cannot be refunded under any circumstances, including for reasons of pandemic, war, force majeure, or other unforeseeable events. The traveler waives their right to sue or institute a credit card dispute or “charge back” to the travel advisor or its partners for said penalties, fees, or real or alleged damage related to non-refundable deposits/payments or any other transaction. EXCEPT IN CASES OF LEGITIMATE FRAUD, CLIENT AGREES NOT TO FILE ANY DISPUTE WITH CLIENT’S BANK OR CREDIT CARD COMPANY TO AVOID OR VIOLATE ANY BOOKING TERMS AND CONDITIONS OF COMPANY OR ITS SUPPLIERS, INCLUDING CANCELLATIONS OR CHANGES OF ITINERARY OR ARRANGEMENTS FOR REASONS BEYOND THE CONTROL OF COMPANY OR ITS SUPPLIERS. IF CLIENT ATTEMPTS TO CHARGEBACK, REVERSE, OR RECOLLECT A PREVIOUSLY AUTHORIZED TRIP PAYMENT, SUITCASES & SUNSHINE RESERVES THE RIGHT TO COLLECT ALL ADDITIONAL COSTS, FEES, AND EXPENSES ASSOCIATED WITH SUCH CHARGEBACK, REVERSAL, OR RECOLLECTION, INCLUDING, WITHOUT LIMITATION, ATTORNEY FEES.
• All trip planning and consultation fees are non-refundable, regardless of whether the client books a trip. These fees are compensation for time, research, and professional services provided by Suitcases & Sunshine and do not apply toward the final trip cost.
• All refund requests must be submitted in writing and will be processed according to the supplier’s terms. Suitcases & Sunshine cannot guarantee any refunds for non-refundable fares, packages, or fees.
• By booking through Suitcases & Sunshine, the client agrees not to initiate a credit card chargeback for services rendered. Disputes should be resolved through supplier channels and/or with Suitcases & Sunshine's assistance where possible.

Payments

Suitcases & Sunshine does not “keep” payments on behalf of clients. When a traveler submits a credit card authorization, Suitcases & Sunshine makes the payment directly to the hotel, cruise, tour, or activity vendor. Suitcases & Sunshine never receives monies directly from the client unless a planning fee applies.

Travelers’ Responsibility to Communicate:

Suitcases & Sunshine is not liable for any errors or omissions arising from travelers’ significant delay in responding to requests for necessary information including but not limited to:

• Airline schedule needed to book appropriate transfers
• Payment deadlines
• Customized suggestions for excursions or inquiries if services are needed​

Suitcases & Sunshine reserves the right to decline to book optional services when information is not received in a timely manner. 

Suitcases & Sunshine will make its best effort to communicate any special requests (e.g., dietary needs, mobility access) to suppliers, but cannot guarantee they will be honored. It is the client's responsibility to confirm these requests directly with the travel suppliers.

Limitations for Concierge and Optional Services

Suitcases & Sunshine is not liable/responsible for any reservations the client has made directly with the resort/hotel/tour company/ship, such as dining reservations, concierge requests, upgraded rooms/airline seats, independently booked tours, private guides, and so on. In certain circumstances, Suitcases & Sunshine may assist with restaurant recommendations and/or limited reservations for special events. In the event that the traveler cannot attend these events once their trip has begun, the traveler is responsible for contacting the supplier partner to cancel or change the reservation themselves. Suitcases & Sunshine will do its best to assist, but is not liable for any cancellation fees or delay in processing changes/cancellations. 

Gratuities and additional fees 

Wherever possible, Suitcases & Sunshine will attempt to inform the client of any additional costs, such as hotel taxes payable upon check-in or resort fees. Hotel taxes may appear on travel vouchers at the time of confirmation, and are not always able to be shown during the initial quote.   

Suitcases & Sunshine is not responsible for any omissions of additional fees during the quote process. These types of fees include:

• Gratuities to guides, hotel staff, or drivers 
• Mandatory onboard service charges/gratuities for cruises 
• City taxes payable directly at the hotel (very common in Europe)
• Costs for transport to/from the airport if traveler did not include transfers in quote 
• Breakfasts or other meals at hotels unless they are specifically included in quote 

Suitcases & Sunshine is not responsible for any increases due to fuel surcharges, government imposed taxes/fees or supplier-imposed increases.

Privacy Policy / Use of Personal Information 

In this section, “you” refers to the traveler/client and “I” refers to Suitcases & Sunshine. 

If you do choose to provide your personal information, I will not willingly share your information with companies outside my organization, except as described in this Privacy Policy. You may at times receive communications from me related to products and services that I believe might interest you. While I believe these services may enhance your time spent at the Sites, you will at all times have the option and ability to opt out from receiving these communications by specifically choosing to do so via a link which will be provided within emails that I send to you. I may disclose total aggregated user statistics in order to describe my services to potential advertisers, other third parties, affiliate companies, and for other lawful purposes. The information I gather from you may be used in several ways, either now or in the future, to gain a better understanding of my Sites’ users and their usage pattern as a whole, for site administration and troubleshooting, to process transactions, contest entries and other matters you initiate, to identify preferences in content and advertising, to target editorial, advertising or other content (such as promotions, special offers or other content) I think might be of interest to you. I may also use information I gather from you to communicate changes and improvements to my website or any registration you have made.

Suitcases & Sunshine does not give away, sell, rent, or lease any users’ personally identifiable information to any merchant, advertiser, or web publisher. 

I reserve the right to disclose personal information when needed to comply with the law or a legal process, cooperate with investigations of purported unlawful activities, identify persons violating the law, or enforce the Terms of Use. You are responsible for reviewing the privacy statements and policies of other websites you choose to link to or from my website, so that you may understand how those sites collect, use, and store your information. I am not responsible for the privacy statements, policies, or content of any other websites. Websites containing co-branding (referencing my name and a third party’s name) contain content delivered by the third party and not me.

I may use third-party applications to manage your information.  Each third-party service provider’s use of your personal information is dictated by their respective privacy policies. I currently use the following third-party service providers

• TESS Client Management System
• Tern for creating and sending emails, quotes, itineraries, credit card authorization forms, documents, and contracts, and for collecting traveler information.
• Cruise and tour companies’ direct booking software (examples include, but are not limited to: OneSource with Princess Cruises, CruisingPower with Royal Caribbean, etc). 
• I must give the tour provider/travel partners your private information, such as your name, date of birth, and state of residency to complete your bookings. Your email and/or telephone number may also be required by certain travel providers

At this time, your personal information is not shared with any other third-party applications. This list may be amended from time to time. 

Additional Disclosures: 

Suitcases & Sunshine is not the source or supplier of the travel services requested and acts solely as a booking agent for disclosed principal supplier cruise lines, hotels, airlines, ground transportation, and other companies providing accommodations, transportation, and/or other services. Each of these suppliers is an independent entity with its own management and is not subject to Suitcases & Sunshine. 

Suitcases & Sunshine shall not be liable for any accident, injury, property damage, or personal loss to the client or those traveling with the client in connection with any travel services booked, including but not limited to acts of God, weather conditions, natural disasters, acts of governments or other authorities, wars, civil disturbances, riots, strikes, epidemics, acts of terrorism, breakdown in equipment, theft, delay, fuel increases, or cancellation or change in itinerary or schedules. No refunds or credits will be issued due to force majeure circumstances unless provided by the supplier.

Client acknowledges and accepts that there are cancellation policies, change fees, and penalties that apply to travel plans and services as set by travel suppliers. If, for any reason, the client's credit card charges are later declined, reversed, or Suitcases & Sunshine is unable to receive payment for the travel plans and services, the client acknowledges that this is a binding contract and Suitcases & Sunshine will be entitled to recovery, including reasonable attorneys' fees in connection with collection.

Suitcases & Sunshine's total liability, if any, for any claim arising from the client's trip shall not exceed the amount of commission or fees earned for the client's travel booking. Suitcases & Sunshine is not liable for consequential or punitive damages.

By signing this form, I acknowledge that I have read and accept these Terms & Conditions for myself and anyone in my party.