Nine to Fly Travel, LLC Terms and Conditions

By choosing Nine to Fly Travel, LLC to plan your vacation, you signify your agreement with the following terms and conditions:

1. Travel Documents: You, the client, are responsible for ensuring the accuracy and validity of your legal travel documents, including but not limited to passports, visas, and government-issued identification (such as driver's license or "Real ID"). The name on all travel documents must exactly match your government-issued ID. It is your responsibility to verify that these documents are sufficient for travel, including "Real ID," that they are current, and will remain valid for at least six (6) months beyond your return date. Neither Nine to Fly Travel, LLC ("Nine to Fly Travel") nor its agents are liable for booking errors, delays, cancellations, or other interruptions resulting from expired, invalid, or incorrectly submitted documentation. We will make every effort to assist in correcting errors resulting from client-provided information, but cannot guarantee that changes will be possible, especially if restricted by the travel supplier.
2. Itineraries, Tickets, Vouchers, and Confirmations: You agree to carefully review all travel documents provided by Nine to Fly Travel, including but not limited to itineraries, airline tickets, hotel confirmations, transportation vouchers, tour tickets, and any other reservations or confirmations. You must notify Nine to Fly Travel immediately of any discrepancies or errors. Failure to report discrepancies at least 72 hours prior to the start date & time of the booking in question will result in the client assuming full responsibility - financial or otherwise - for any issues, interruptions, or denied services that may arise.
3. Accommodation Issues & Resolution Process: Upon arrival at your accommodations, you agree to promptly notify Nine to Fly Travel of any issues or concerns related to the property, including but not limited to room condition, cleanliness, amenities, or check-in complications. You must allow Nine to Fly Travel a reasonable opportunity to resolve the matter, which may involve working with the property directly, any suppliers involved, or securing alternate accommodations. If you choose to independently book alternate accommodations without first contacting Nine to Fly Travel or without allowing sufficient time for us to respond, you will be solely responsible for any additional costs incurred. Neither Nine to Fly Travel nor its agents are liable for any financial differences, penalties, or losses resulting from client-initiated changes or rebookings outside of this process. Note that bedding configurations (such as king or two double beds) are requests only and cannot be guaranteed. While we will communicate your preferences to the hotel, resort, or cruise line, room assignments are subject to availability at check-in.
4. Agent for Suppliers: Nine to Fly Travel acts as a sales agent for any airline, hotel, car-rental company, tour operator, cruise line, or other service provider named in your itinerary or confirmation ("Suppliers"). We are not responsible for the acts or omissions of the Suppliers or their failure to adhere to their own schedules, provide services or refunds, financial default, or failure to honor future trip credits. We have no special knowledge regarding the financial condition of the Suppliers and no liability for recommending a trip credit in lieu of a refund. We are not responsible for incremental charges presented to you by Suppliers upon arrival. It is your responsibility to read the fine print before signing any agreements. Should you have any questions regarding any incremental charges presented to you by Suppliers, please contact Nine to Fly Travel.
5. Availability: While Nine to Fly Travel will make every reasonable effort to assist you in the event you encounter any issues during your trip, there may be occasions where we are unavailable. We will endeavor to notify you in advance of any planned absences; however, we cannot guarantee our immediate availability at all times. We highly recommend that, whenever possible, you work directly with suppliers such as airlines or hotels as a primary course of action to resolve any issues that may arise.
6. Lead-Times: I, Sarah Adams, owner and lead advisor of Nine to Fly Travel, work a full-time day job Monday-Friday, 8am to 5pm in addition to operating my travel business. As such, my capacity to to research, plan, and book trips is limited to evenings and weekends at this time. As such, Nine to Fly Travel requires a minimum of three (3) business days to research and provide proposals for US, Mexico, Canada, or Caribbean itinerary requests consisting of flights, hotels, rental cars, cruises, or some combination thereof. This excludes cruise excursions, which will require at least two (2) additional business days for research. For all other international or otherwise customized trips up to fourteen (14) days in length, we require a minimum of ten (10) business days to research and deliver your proposal. For custom trips exceeding fourteen (14) days, the turnaround time will be determined and mutually agreed upon in writing, based on the duration and complexity of the trip. Lead times are subject to change. If delays arise, clients will be notified and a new timeline agreed upon.
7. Communication: Nine to Fly Travel is committed to maintaining clear and open communication with our clients throughout the planning and booking process, and we expect the same level of communication in return. There may be instances during the planning process, or during your trip, when we need to reach you for any pertinent reason. Please make every effort to reply to any inquiries or notifications before 11:59pm the same day. Delayed responses may result in changes to pricing or availability, for which Nine to Fly Travel and its agents cannot be held responsible.
8. Pricing: Pricing and availability are subject to change until deposit or payment-in-full is received, dependent up on the policies of the Supplier(s). The client acknowledges that some bookings allow deposits to secure pricing and availability, while other bookings require payment in full upon booking. While we make every effort to secure quoted rates, prices cannot be guaranteed for any booking until the booking is confirmed. If a client approves a quote after the rate has changed, any price difference will be reflected in the final charge. By engaging Nine to Fly Travel, you authorize us to proceed with booking the approved option at the best available rate, not to exceed a 10% increase (unless otherwise discussed). By providing your credit card, you authorize Nine to Fly Travel to charge for the approved itinerary, including any minor price variations (up to 10%) due to dynamic pricing. You will be notified if pricing changes exceed this amount prior to booking.
9. Proposal Review and Approval Timeline: Clients agree to review and approve, deny, or request changes to any trip proposal within three (3) business days of receipt. This timeframe ensures that pricing and availability can be maintained as closely as possible. Failure to respond within this window may result in significant changes to quoted rates, availability, or itinerary components. Nine to Fly Travel and its agents and affiliates are not responsible for any price increases or loss of availability due to delayed responses.
10. Cancellations: All cancellations must be submitted in writing. In the event of a cancellation, a $75 per person cancellation fee will be charged by Nine to Fly Travel, in addition to any penalties, fees, or non-refundable amounts imposed by the travel supplier(s), including but not limited to airlines, hotels, cruise lines, and tour operators. These supplier penalties vary depending on the provider and the timing of the cancellation. Clients are responsible for reviewing and understanding all applicable cancellation policies prior to booking.
11. Risks of Travel and Release: Nine to Fly Travel and its affiliates and agents assume no responsibility for and shall not be liable for the acts or omissions on the part of any other party not under our control or any acts of God, unsafe conditions, terrorism, health hazards including pandemics, illness, weather hazards, injuries, deaths, or the suitability for a disabled person of any portion of any trip. We have no special knowledge of dangers during travel or at destinations. For information related to such dangers, we recommend going to the State Department travel website at travel.state.gov, click on "Find International travel Information" then click on "Country Information", and fill in the name of the destination country. For medical and health information, we recommend going to the Centers for Disease Control website at cdc.gov/travel, then click on "Destinations" and scroll to the name of the destination country. It is your personal decision to travel, and you are doing so with full knowledge and understanding of current travel recommendations, restrictions, and risks. YOU HEREBY EXPRESSLY ASSUME ALL OF THESE RISKS AND DANGERS, INCLUDING THE RISK OF INJURY OR DEATH, AND YOU HEREBY EXPRESSLY AGREE TO FOREVER RELEASE, DISCHARGE AND HOLD US (NINE TO FLY TRAVEL), AND OUR AGENTS, EMPLOYEES, OFFICERS, DIRECTORS, ASSOCIATES, AFFILIATED COMPANIES, GUIDES, GROUP LEADERS, AND SUBCONTRACTORS HARMLESS AGAINST ANY AND ALL LIABILITY, ACTIONS, CAUSES OF ACTIONS, SUITS, CLAIMS, AND DEMANDS OF ANY AND EVERY KIND AND NATURE WHATSOEVER WHICH YOU NOW HAVE OR WHICH MAY HEREAFTER ARISE OUT OF OR IN CONNECTION WITH THESE RISKS AND DANGERS.
12. Entry & Re-entry Rules: It is the client’s sole responsibility to ensure they meet all entry requirements for their chosen destination(s), including but not limited to possessing valid travel documents, visas, and compliance with any restrictions related to past criminal convictions. Clients are responsible for confirming these requirements with the appropriate government authorities prior to booking and travel. Nine to Fly Travel, LLC, and its agents or affiliates, are not responsible for, and will not issue refunds or provide compensation in the event a client is denied boarding, entry, or re-entry into any country for any reason, including (but not limited to) prior criminal history, incomplete travel documentation, or failure to comply with health or immigration regulations.
13. Fees and Price Drops: You agree to pay any travel planning, change, and other fees via the secure, PCI-compliant forms provided to you by Nine to Fly Travel. If a Supplier drops the price of a trip after booking, we will try to assist you with rebooking if the Supplier allows it, and a fee may apply. We do not guarantee any refunds or successful rebooking.
14. Price Increases: Travel arrangements are subject to Suppliers' supplemental price increases that may be imposed by the supplier and/or government, even after you have completed your purchase. You hereby consent to any such price increases and authorize your credit or debit card to be used for them. Suppliers have their own contracts covering cancellation penalties and other terms and conditions, and you may be bound by those contracts regardless of whether you receive notice of their terms.
15. Two-Factor Authentication: If you, the client, have enabled two-factor authentication on your credit card, you will need to either agree to be available to provide authentication codes while your client is actively booking your trip, or temporarily deactivate the two-factor authentication settings. Should you choose the latter, Nine to Fly Travel and its agents and affiliates are not liable for any fraudulent charges made by third parties during the time 2FA is turned off.
16. Reservation Rule Violations: You agree not to purchase a ticket or tickets containing flight segments that you will not be using, such as a "point-beyond", "hidden-city", or "back-to-back tickets". You further agree not to purchase a round-trip ticket that you plan to use only for one-way travel. You acknowledge that the airlines generally prohibit all such tickets, and therefore we do not guarantee that the airline will honor your ticket or tickets. If you do not use one of the flights in your reservation, the airline will cancel your remaining itinerary, and it may confiscate your frequent flyer points. You agree to indemnify us against airline claims for the difference between the full fare of your actual itinerary and the value of the ticket or tickets that you purchased.
17. Insurance: Nine to Fly Travel strongly recommends that you purchase trip cancellation and travel accident insurance to protect against unforeseen circumstances, including but not limited to illness, injury, or death. Please note that most policies have a specific clause stating they do not cover epidemics and pandemics, especially when travel warnings are in place. No representation or description of the insurance made by our staff constitutes a binding assurance or promise about the insurance. You agree to hold us harmless for your election not to purchase travel insurance or for any denial of claim by travel insurer as it relates to COVID-19 or any other claim under the policy. If insurance is offered to you by a Supplier upon arrival at any of your bookings (i.e. rental cars), it is your responsibility to review the terms and conditions and accept or decline any insurance that is offered. Nine to Fly Travel and its agents shall not be held liable for any additional insurance fees incurred and agreed upon by the client at the destination, whether such agreement was entered into by the client knowingly or inadvertently. You agree to hold Nine to Fly Travel, LLC and its agents harmless should you choose to forego travel insurance.
18. Credit Card Merchant: We also strongly recommend that you use a credit card instead of a debit card for your purchase, so that you can exercise your rights under the Fair Credit Billing Act if you do not receive the services you purchased. However, if we, Nine to Fly Travel, are the credit card merchant, our role is to facilitate the sale, collect funds on your behalf, and remit those funds to the Suppliers. If the Suppliers do not provide the services, your only recourse would be against the Suppliers, and you agree not to initiate a chargeback against Nine to Fly Travel or its agents.
19. Claims Deadline and Exclusive Jurisdiction: You agree to present any claims against Nine to Fly Travel within 30 days after your trip ends and to file suit within one year of the incident, and you acknowledge that this expressly limits the applicable statute of limitations to one year. You agree that the courts in Sumner County, Tennessee, USA will be the exclusive jurisdiction for all claims brought by you or us, and you hereby submit to the personal jurisdiction of those courts.
20. Visa and Customs Compliance Clause: The client acknowledges and agrees that it is their sole responsibility to be informed of and comply with all visa and customs requirements relevant to their travel itinerary. Nine to Fly Travel and its agents shall not be held liable for any issues arising from the client's failure to secure necessary documentation or comply with applicable regulations. The client agrees to indemnify and hold Nine to Fly Travel and its agents harmless from any claims, damages, or expenses related to visa or customs non-compliance.
21. Right to Terminate Relationship: Nine to Fly Travel, LLC and its agents reserve the right to terminate our working relationship with the client at any time, at our sole discretion, should circumstances arise that prevent us from effectively serving your travel needs. In the event of termination, you will be notified promptly, and any applicable refunds or fees will be handled in accordance with the policies of suppliers and service providers. This termination does not waive any outstanding obligations or payments owed for services rendered.
22. Planning Fees: At Nine to Fly Travel, we offer expert travel planning services to ensure you get the best accommodations, flights, and experiences tailored to your needs. As such, we charge a trip design fee to compensate for our time researching, booking, and managing your travel arrangements. This fee covers an initial proposal and up to two revisions. Any revisions thereafter will incur a $25 charge per revision. Our fee is non-refundable, and is payable before initial trip research can begin. Fee schedule is outlined below.

Customized Trips 

Applies to air/land vacation packages, land-only vacation packages, hotel-only bookings, rail bookings, transfers, cruises, excursions, rental cars, and insurance bookings, or any combination thereof for up to 5 travelers

• North America, Caribbean, & Ocean Cruises: $75 per traveler
• Europe (land-based or river cruise): $150 per traveler

Airfare-Only Bookings

• Airfare-Only Bookings – $50 per person, per reservation
• Includes research and selection of the best flight options for your schedule and budget, booking and confirmation management, and guidance on airline policies, baggage rules, and seat selection.

Group Travel Planning – All Destinations

• Applicable to all bookings for groups of 6+ travelers

  • Inquire for group pricing

Rev. Aug 7, 2025