Great Plains Travel LLC Terms and Conditions

1. Agreement and scope

These Terms and Conditions form an agreement between Great Plains Travel LLC, a South Dakota limited liability company ("Agency," "we," "us"), and the person requesting or purchasing our services ("Client," "you"). They apply to services provided through the Agency and its authorized affiliated travel advisors. Each advisor uses these same terms; the services and fees applicable to your trip may differ and will be disclosed in writing.

We will provide these terms before you approve services or a booking. By electronically acknowledging or signing these terms, or approving services or a booking after receiving these terms and notice that your approval signifies acceptance, you agree to them. A request for information alone does not authorize a purchase. Keep a copy of the terms and your booking documents.

2. Agency role and third-party suppliers

We arrange travel as an intermediary for independent airlines, cruise lines, hotels, resorts, tour operators, transportation providers, insurers, and other service providers ("Suppliers"). We do not own, operate, or control their services. Suppliers are responsible for delivering the travel products they sell. Their applicable booking conditions, cancellation rules, passenger contracts, and restrictions apply in addition to these terms and will be supplied or linked before booking when available.

Our responsibility is to perform the agreed agency services with reasonable care. We do not guarantee a Supplier's performance, financial condition, safety, or ability to fulfill every request. Nothing in these terms eliminates an obligation imposed on us by applicable law.

3. Booking authority and traveler information

You must be at least 18 and have authority to enter this agreement. If you arrange travel for others, you represent that you are authorized to provide their information and approve the arrangements you request. You must share these terms, Supplier conditions, documents, and communications with each traveler and obtain any required individual consent. You are responsible for amounts you personally agree to pay; these terms do not automatically make every traveler responsible for another person's debts.

Provide accurate legal names matching required identification, dates of birth, contact details, citizenship information when requested, and other booking information. Tell us promptly about changes. Do not assume a nickname, married name, or previous name is acceptable for ticketing. We may request written confirmation before making a reservation. Approval authorizes us to book the specific arrangements and charges disclosed, subject to availability.

4. Proposals, pricing, and inclusions

Quotes and proposals are subject to availability and price changes until the Supplier confirms the reservation and all required payment or ticketing conditions are satisfied. A proposal, payment authorization, or temporary hold alone does not guarantee confirmation. Holds expire at the deadline stated, and some prices remain subject to lawful Supplier adjustments after deposit.

Only items expressly identified as included in your confirmed booking are included. Optional hotels, flights, transfers, excursions, insurance, upgrades, and other selections shown in a proposal are not purchased unless selected, approved, and confirmed. Estimates are not final charges. Gratuities, baggage fees, resort or destination fees, local taxes, parking, meals, drinks, visas, and other expenses may be payable separately as disclosed or imposed lawfully by the Supplier or destination. Currency conversions are estimates unless a rate is expressly fixed; bank and card conversion charges are your responsibility.

We do not promise the lowest possible price or automatic repricing. Promotions, eligibility requirements, inventory, and Supplier rules may differ between offers. Price monitoring, applying a later promotion, or rebooking is included only if agreed in writing. A lower fare may require loss of benefits, a new deposit, penalties, or cancellation of the original reservation; we will obtain approval before making that change.

5. Agency service fees and advisor-specific fee disclosures

Not every Client or vacation is charged an Agency service fee. Fees may vary by advisor, trip type, complexity, scope, and requested services. A fee charged for one trip or waived for another does not establish a permanent fee policy for you or other Clients.

When a fee applies, we will disclose its amount or calculation, covered services, payment deadline, when it is earned, and refund terms in a written proposal, fee agreement, invoice, or other written communication before you authorize the fee or the work it covers. Fees may include planning, research, booking, group management, changes, cancellation processing, rebooking, or expedited assistance. No unspecified Agency fee is automatically authorized by these terms. Additional work outside the agreed scope requires a new fee disclosure and your approval before that work begins.

Unless the written fee disclosure states otherwise, an approved planning or professional service fee is earned when the agreed work begins and is nonrefundable once that work begins, to the extent permitted by law. A booking fee is earned when the booking service is performed; a change, cancellation-processing, or other administrative fee is earned when that approved service is performed. Earned fees compensate Agency services and generally remain payable if you cancel, change plans, do not book, or receive a Supplier refund. Fees for unperformed services are subject to the written agreement and applicable law. No fee is retained where a refund is legally required.

Agency fees are separate from Supplier deposits, fares, penalties, and other charges. A fee is not credited toward travel unless expressly stated. Suppliers may also pay commissions or other compensation to the Agency. Paying a planning fee does not guarantee availability or a particular outcome.

6. Payments and deadlines

You are responsible for approved charges and timely deposits, balances, and required authorizations. We may set an Agency submission deadline earlier than the Supplier deadline to allow processing; the deadline communicated to you applies. A payment is complete only when accepted by the appropriate payee. Declined payments or incomplete authorizations may lead to lost space, price changes, or cancellation under Supplier rules.

We process only charges you authorize, including installments specifically authorized in writing. These terms alone are not blanket permission to charge your card for future fees or penalties. You represent that you have permission to use the payment method. Some charges appear under the Supplier's or payment processor's name. Provide payment details through the designated secure method and promptly report suspected unauthorized activity.

We are not required to advance our funds, extend credit, or make payment without authorization. Reminder messages are a courtesy and do not replace your duty to meet deadlines already communicated. A payment schedule does not postpone a Supplier's cancellation penalties.

7. Required review of confirmations, tickets, and vouchers

Review each proposal before approval and each confirmation, invoice, airline ticket, itinerary, voucher, insurance confirmation, and other travel document immediately when made available to you. Check all travelers' legal names and birth dates, travel dates, airports, routing, destinations, times, room or stateroom category, occupancy, included services, total charges, and payment and cancellation deadlines.

Report any discrepancy to your advisor in writing within 24 hours after booking when the confirmation is available at booking. If a confirmation or other document is provided later, report discrepancies within 24 hours after it is made available. If departure or a Supplier correction deadline is sooner, notify us immediately. If an urgent message is not acknowledged, call your advisor or the designated contact. Do not wait until the end of the review period.

If you do not receive an expected confirmation, cannot open a document, or cannot access your itinerary, contact us promptly. A revised document must also be reviewed. The 24-hour review requirement is not a guarantee of free changes, a cooling-off period, or an extension of a Supplier's deadlines; some corrections incur charges immediately.

If incorrect information you supplied, an arrangement you approved, or an avoidable delay in reporting a discrepancy causes additional correction costs, you are responsible for the resulting Supplier penalties, fare differences, and any separately disclosed and approved Agency correction fee, to the extent permitted by law. A Supplier may be unable to correct an error. This provision does not excuse an Agency error, transfer responsibility for our own legally actionable conduct, or waive rights that cannot lawfully be waived.

8. Client communications and responses

Provide a working email address and telephone number and promptly update them. Email and the designated itinerary or booking platform are our primary written communication methods unless we agree otherwise. Check email, attachments, spam or junk folders, and platform messages regularly throughout planning and before departure, and during travel when needed for time-sensitive updates. Read each communication fully, including instructions, links, deadlines, and documents.

Tell us promptly if messages are missing, links do not work, or you cannot access your email or platform. Ask for clarification before a deadline if an instruction is unclear. You are responsible for conveying relevant information to other travelers and for timely completion of requested approvals, payments, forms, check-in, and document submissions. Opening an email without reviewing its contents does not satisfy this responsibility.

To the extent permitted by law, we are not responsible for additional costs or missed opportunities caused by your failure to read communications properly sent to the contact details you provided, respond, or follow communicated instructions. This does not excuse our failure to send required information or address a delivery problem known to us. If no deadline is stated, respond promptly enough to allow the requested service; silence is not authorization to book, change, cancel, or charge.

Social media messages, comments, and informal conversations are not reliable channels for urgent booking instructions. Send change or cancellation requests to your advisor through the designated written channel and obtain acknowledgment. For emergencies, call and follow the emergency instructions provided.

9. Changes, cancellations, no-shows, and rebooking

All changes and cancellations are subject to Supplier rules, availability, penalties, and fare differences. Some reservations are entirely nonrefundable or cannot be changed. A deposit amount is not necessarily the maximum cancellation penalty. Missing departure, check-in, or a flight segment can cancel remaining services and result in additional costs.

Submit requests in writing and seek acknowledgment promptly. A request does not mean a Supplier has completed a cancellation or change. We will communicate the applicable terms and obtain any needed authorization. If a Supplier deadline is imminent and you cannot reach us, contact the Supplier directly where permitted and promptly tell us what you did. Keep evidence of the request and confirmation.

Agency change, cancellation-processing, and rebooking fees apply only when separately disclosed and approved under Section 5. An initial fee waiver does not waive fees for later approved services. Rebooking may be a new transaction. We will not charge an Agency fee solely to correct our own error.

Refund eligibility, credits, and processing generally follow Supplier terms and applicable law. We will perform any refund duties legally assigned to us. Supplier refunds do not automatically include earned Agency fees. Credits may have expiration dates, transfer restrictions, fare differences, and booking or travel deadlines. You must review and comply with those conditions. No refund is promised for unused services unless required by law or Supplier terms.

10. Images, descriptions, accommodations, and special requests

Photos, videos, renderings, maps, and descriptions in proposals, itineraries, Supplier websites, or other materials are illustrative. They may show a representative room or stateroom, another unit in the category, a staged setting, or planned facilities. Actual layout, size, furnishings, decor, views, and appearance may vary. An image is not a promise that you will receive the exact accommodation pictured.

Your confirmed room or stateroom category and expressly confirmed inclusions govern the booking. A representative image does not remove a Supplier's obligation to provide the category and services purchased. If an exact feature is essential, identify it before booking and obtain written confirmation of whether it is guaranteed.

Bed type, connecting or adjoining rooms, location, early check-in, late checkout, seating, dining times, dietary requests, upgrades, and similar preferences are requests unless expressly confirmed as guaranteed. Supplier discretion and availability apply. Ratings and labels such as luxury or family-friendly may be subjective. Renovations, construction, seasonal schedules, maintenance, weather, and operational decisions may affect facilities and activities; we do not guarantee conditions we cannot control.

11. Air travel and independently arranged components

Airlines control schedules, aircraft, seating, baggage rules, check-in requirements, and operations. Seat assignments may change even after selection or payment. You must review baggage allowances and fees, monitor flight status, complete check-in, and arrive within the airline's required times. Flights marketed together may have different operating carriers or rules.

Separate tickets and separately booked cruise, tour, hotel, or transfer components may not protect connections. Delays can cause missed embarkation or other reservations, with costs subject to Supplier rules and any applicable insurance. Discuss arrival buffers and connection risks before approval. If you book a component independently, give us the details necessary for coordination; we do not manage or monitor that component unless agreed in writing.

Do not assume that an airline's 24-hour cancellation policy applies to a ticket purchased through an Agency or other third party. The applicable ticket rules and law govern. Airline cancellations or significant changes may create refund rights. Responsibility for issuing a refund depends on the transaction and applicable law, including merchant-of-record obligations; these terms do not require you to waive those rights. Contact us about tickets we arranged so we can identify the proper refund process.

12. Identification, entry requirements, and eligibility to travel

Each traveler is responsible for obtaining and carrying valid passports, identification, visas, transit permissions, electronic travel authorizations, required health documentation, and any minor-travel consent or custody documents. Verify requirements for every destination and transit point with the relevant government authorities and Suppliers. Requirements can depend on citizenship, residence, age, routing, prior travel, or legal history and can change.

Agency information is general assistance and is not a government determination of eligibility. Do not assume a passport valid on departure satisfies all validity or blank-page requirements, or that a cruise exception permits entry or emergency air travel. Tell us before booking about known eligibility concerns. Denied boarding or entry may result in loss of travel costs; we do not guarantee admission or approval of any document.

13. Health, accessibility, and travel risks

Before booking, disclose needs that affect the suitability or delivery of travel services, including mobility or accessibility requirements, equipment, serious dietary needs, or pregnancy-related restrictions. Share only information needed to arrange services. Obtain medical advice when appropriate and verify Supplier age, pregnancy, fitness, assistance, and medical-clearance rules. A request sent to a Supplier is not confirmation that it can be accommodated.

Travel may involve injury, illness, crime, severe weather, unfamiliar conditions, and limited emergency resources. Review relevant government travel advisories and destination conditions. You decide whether to travel and participate in optional activities. This acknowledgment does not release anyone from duties or liabilities that cannot lawfully be waived.

14. Travel insurance

Travel insurance is strongly recommended and is not included unless expressly confirmed. Coverage exists only after purchase and acceptance under the applicable policy. Review the policy, covered trip costs, limits, exclusions, deductibles, pre-existing-condition provisions, purchase deadlines, and claim requirements. Insurance is not a guarantee that every cancellation, delay, medical event, or Supplier failure is covered. Cancel-for-any-reason benefits, when offered, have eligibility rules and generally do not reimburse all costs.

If you decline insurance, you remain responsible for losses not recoverable under Supplier terms or applicable law. Declining insurance does not waive a claim against the Agency for its own actionable conduct. If you purchase elsewhere, you are responsible for arranging appropriate coverage for the components you want insured. Notify the insurer about changes as required. Insurers decide claims; we do not guarantee coverage or claim approval and provide insurance assistance only within our lawful authority. We may request a separate written acceptance or declination.

15. Supplier changes, force majeure, and Supplier failure

Suppliers may change routes, ports, schedules, equipment, hotels, amenities, or other services as allowed by their contracts and law. Events beyond reasonable control may disrupt travel, including severe weather, disasters, epidemics, government restrictions, labor disputes, war, or terrorism. Supplier insolvency or cessation of operations may also cause loss.

We cannot guarantee replacement services, recovery of payments, or compensation for these events. Available remedies follow applicable law, Supplier conditions, and any insurance policy. Additional Agency work to arrange alternatives may require a separately approved fee. Previously earned Agency fees generally remain earned, subject to applicable law. We remain responsible for our own required duties and will not treat these events as permission to disregard a legally required refund.

16. Groups and special events

Group travel, weddings, and events may have separate agreements covering deposits, room blocks, minimum participation, attrition, deadlines, and organizer obligations. Those written agreements govern the specific group arrangements. An organizer is not automatically liable for every participant's payment or cancellation unless the organizer expressly agrees to that obligation.

The designated organizer must distribute relevant group information and coordinate responsibilities assigned in the group agreement. Each participant must review their own reservation and meet their own deadlines. Group benefits and pricing may change if participation requirements are not met. Agency group-management fees apply only as disclosed and approved. We do not resolve private disputes between participants or guarantee attendance or event outcomes.

17. Assistance during travel and service issues

Follow the contact and emergency instructions provided. We are not an emergency service and do not promise continuous or immediate availability. For immediate danger or a medical emergency, contact local emergency services. For a missed flight, check-in problem, or on-site service issue, contact the operating Supplier promptly and notify us when practical.

Report accommodation or service problems while they can reasonably be addressed. Allow the Supplier an opportunity to remedy them where appropriate, retain receipts and supporting records, and follow any applicable claim deadlines. Do not assume that a refund or reimbursement for an independently purchased replacement has been approved. Additional after-hours or expedited Agency services require a disclosed and approved fee where applicable.

18. Client conduct and suspension of Agency services

Travelers must follow applicable laws and Supplier conduct rules. Suppliers may deny or discontinue services under their policies. You are responsible for costs and damage caused by your own unlawful or prohibited conduct.

We may decline new work or suspend or end Agency services for nonpayment of agreed fees, material breach, fraud, threats, harassment, or abusive conduct. Where practicable, we will give written notice and an opportunity to address a remediable issue. Ending Agency services does not itself cancel a confirmed Supplier reservation or authorize us to confiscate your travel funds. We will communicate the status of existing reservations and a reasonable contact or handoff process, consistent with applicable obligations.

19. Payment disputes

Contact us promptly about a suspected billing error so we can investigate. We request the opportunity to resolve concerns, but this request does not postpone card-issuer deadlines or require you to contact us before exercising a legal right. You retain all rights under applicable consumer and payment laws.

Do not knowingly misrepresent an authorized transaction as unauthorized or make a false claim to avoid valid contractual charges. We may submit booking approvals, fee disclosures, service records, and other relevant evidence in response to a dispute. A chargeback does not itself determine whether a contractual debt is owed. Any recovery of valid unpaid amounts or collection costs must be supported by the agreement and applicable law; no automatic punitive chargeback fee applies.

20. Privacy, electronic records, and affiliated advisors

We use and share traveler information as reasonably necessary to quote, book, administer, and support requested services, subject to our privacy policy and applicable law. Suppliers and service platforms have their own privacy practices. You authorize necessary sharing of information you are authorized to provide. Do not send full card information or sensitive documents through an insecure channel.

You consent to electronic delivery of booking communications and to electronic signatures or acknowledgments for this transaction. Keep accessible copies and notify us of delivery problems. Marketing consent and permission to publish your name, image, or testimonial are separate; these terms do not grant blanket promotional permission.

Authorized affiliated advisors provide services under this agreement. The Agency may reassign your booking or provide another advisor for continuity. Reassignment does not change approved travel arrangements or fees without applicable authorization. An advisor cannot waive Supplier rules or promise a Supplier outcome beyond that advisor's authority.

21. Allocation of responsibility and liability

To the extent permitted by law, the Agency and its owner, personnel, and affiliated advisors are not responsible for injury, loss, delay, cancellation, expense, or service failure caused by an independent Supplier, your acts or omissions, or events beyond their reasonable control, except to the extent their own legally actionable conduct causes or contributes to the loss.

TO THE EXTENT PERMITTED BY LAW, THE AGENCY AND ITS OWNER, PERSONNEL, AND AFFILIATED ADVISORS WILL NOT BE LIABLE FOR INDIRECT, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES ARISING FROM AGENCY SERVICES, INCLUDING LOST PROFITS OR LOST BUSINESS OPPORTUNITIES. THIS EXCLUSION DOES NOT APPLY TO FRAUD, WILLFUL MISCONDUCT, GROSS NEGLIGENCE, OR LIABILITY THAT APPLICABLE LAW DOES NOT ALLOW TO BE EXCLUDED. IT DOES NOT LIMIT REQUIRED REFUNDS OR OTHER NONWAIVABLE REMEDIES.

These terms do not impose a fixed dollar cap on claims for the Agency's own conduct. No provision releases responsibility for fraud, willful injury, violation of law, or other liability that cannot lawfully be excluded. The Agency does not provide a general indemnity for a Supplier's acts. You remain responsible for loss caused by your own breach or unlawful conduct as determined under applicable law.

22. Governing law and disputes

South Dakota law governs this agreement to the extent permitted by law, without displacing mandatory consumer protections that apply to you. Before litigation, the parties are encouraged to attempt a good-faith written resolution; this does not delay a statutory deadline or prevent urgent relief.

Subject to applicable jurisdiction rules and nonwaivable rights, disputes under this agreement will be brought in a state court in Minnehaha County, South Dakota, or the federal court serving that county if federal jurisdiction exists. This provision does not prevent an action in another forum where applicable law requires or protects that forum. These terms do not impose mandatory arbitration or waive class-action rights.

23. Entire agreement, priority, and updates

These terms, the approved proposal or booking confirmation, written fee disclosures, and any applicable separate service or group agreement constitute the agreement for our services. Supplier contracts govern the Supplier's services. A specific, expressly accepted written agreement controls over a conflicting general Agency provision for the matter it addresses. Nothing supersedes mandatory law or authorizes misleading representations.

Changes to your Agency agreement require written notice and acceptance; a later website update alone does not retroactively change an existing agreement. New trips or newly agreed services may use a newer version provided before approval. If a provision is unenforceable, the remaining provisions continue to the extent legally permitted. Failure to enforce a provision once is not a continuing waiver.

1. Supplier Booking and Reservation Errors

Great Plains Travel LLC acts as an intermediary and does not control Suppliers’ reservation systems or fulfillment of travel services. To the extent permitted by law, Great Plains Travel LLC and its affiliated advisors are not responsible for a Supplier’s failure to create, confirm, maintain, or honor a reservation, or for a Supplier’s booking errors or omissions, provided the Agency properly submitted the authorized booking information and performed its own required duties with reasonable care. Any resulting refund, replacement service, or compensation is subject to applicable law and the Supplier’s obligations. The Agency will provide reasonable assistance in seeking a resolution but does not guarantee the outcome or assume responsibility for the Supplier’s costs.

Client acknowledgment

I acknowledge receiving and having the opportunity to read these Terms and Conditions and the applicable booking and Supplier conditions before approval. I understand my duties to review documents immediately and report discrepancies within the stated review period; read communications and meet deadlines; verify travel eligibility; and accept or decline insurance. I understand that Agency fees apply only as separately disclosed and approved and that Supplier charges and penalties are separate. I confirm my authority for the approvals I provide on behalf of other travelers.