Booking Terms & Conditions

The purchase of your travel booking constitutes a contractual agreement between the traveler(s), customer(s), and/or purchaser(s) (collectively as “You” and “Traveler”), and Travel Planning by Brenda pursuant to the following terms and conditions (“Terms”, “Agreement”):

EMERGENCY 24/7 SUPPORT: Travel Planning by Brenda provides 24/7 Emergency Support services to our customers. For emergencies within 48 hours of departure or while you are travelling, please call 970-261-0280. Please understand that this 24/7 support is contingent upon the operating hours of airlines, tour operators, resorts, or any other travel related company.

BAGGAGE FEES: Additional fees for baggage may apply. Please contact your airline or refer to its website for detailed information regarding its checked baggage policies.

TRAVEL AGENT: Travel Planning by Brenda acts as a travel agent only. We sell various travel-related products on behalf of numerous transport and accommodation service providers, including, but not limited to, airlines, coach, rail, cruise line operators, and hotels. Travel Planning by Brenda does not own, operate, manage, or control these independent suppliers of services and is not liable for their acts or omissions. Travel Planning by Brenda’s obligations to you are to make travel bookings on your behalf and to arrange relevant contracts between you and the travel service providers. We have no responsibility for these services, nor do we have the authority to make any warranty or representation regarding their standard. Requests cannot be guaranteed. All bookings are subject to the terms and conditions and limitations of liability imposed by these travel service providers. You understand that your legal recourse is against the specific provider, not Travel Planning by Brenda. Conditions can change rapidly in a country at any time. It is your responsibility to check the USA Government Travel advisories for your intended destination at

IMPORTANT CONDITIONS: Prices are subject to increase prior to the time you make full payment. Prices are not subject to increase after you make full payment, except for charges resulting from increases in government-imposed taxes or fees. You expressly acknowledge your acceptance of these conditions (i.e., increases before full payment and increases attributable to government-imposed taxes or fees after full payment will be your responsibility) applicable to your purchase.

CANCELLATION/CHANGES: Please be aware that most travel bookings are non-refundable and cancelled bookings will incur charges. These charges can be up to 100% of the cost of the booking, regardless of whether travel has commenced. Additionally, all booking cancellations, transfers to another Agency, no-shows, or any changes prior to travel date are subject to a non-refundable $50.00 per person fee imposed by Travel Planning by Brenda.

All cancellations or changes MUST be in writing and sent to Travel Planning by Brenda by email to Cancellations sent to any other address will not be processed. Upon making the booking, Passenger(s) hereby accept & acknowledge liability for all cancellation fees imposed by Travel Planning by Brenda and the supplier. Cancellations are posted on day that the complete cancellation documents are received by Travel Planning by Brenda so long as they are received before 5:00 p.m. Eastern Standard Time on a business day. All other cancellations will be posted on the next business day. Example: If an email is received at 6pm on Saturday, it will NOT be processed until the following Monday morning. The $50.00 per person fee will be invoiced to you prior to processing your cancellation or change, and confirmation will be sent via email when processed.

ALTERATIONS TO CONFIRMED BOOKINGS: If you decide to change any portion of your confirmed arrangements prior to departure, we will attempt to assist you at an administrative charge of $50.00 per person.

DEPOSIT AND FINAL PAYMENT: You will be required to pay a minimum deposit per person when booking. The service provider may require further deposits. All deposits are non-refundable, unless otherwise stated. Final payment is required no less than 60 days prior to departure unless otherwise stated. Some airfares or services must be paid in full at the time of booking. Travel Planning by Brenda accepts debit card, or credit cards (AMEX, Visa, MasterCard, Discover). Should you wish us to charge your credit card, we may require you to read and sign a credit card charge form set out in the receipt. Final payment will automatically be applied to your travel booking on a specified date using the credit card on file. Should you need to use a different credit card for the final payment, this will need to be given to us BEFORE that final payment date and you will be required to sign a new credit card authorization.

TRAVEL PROTECTION: Travel insurance protection is Strongly Recommended. As your travel agent, we have a professional responsibility to recommend the purchase of travel protection to protect both you and your vacation. While we do offer coverage through certain carriers, we cannot compare all the policies or companies currently in the marketplace. This responsibility rests solely with you the customer and we advise you to do your research and find coverage that best fits your individual needs. Travel Planning by Brenda is legally limited to advising you of the need for such coverage.

By declining travel protection, you acknowledge and accept liability for any cancellation penalties, damages and/or out–of-pocket expenses incurred. You also acknowledge and accept responsibility for arranging and paying for any treatment in case of a medical emergency while traveling. Please note that if you decline this type of coverage, you have waived your right to this important coverage and your confirmation will note “declined” next to the travel protection section of your confirmation. If you HAVE purchased travel protection, please remember to review your confirmation for accuracy and call us immediately if you believe you have travel protection and your confirmation indicates declined. Failure to contact us will be considered waiver of travel protection.

By declining travel protection, you acknowledge and accept the fee of $100.00 per person for any travel related help needed while in destination. This includes, but is not limited to, flight delays, flight cancellations, baggage damage, quarantine, etc.

We urge you to read your policy when it arrives as it contains important information. This information includes, but is not limited to, details on the extent of coverage and procedures for making a claim.

All requests for service under the policy must be filed directly with the travel insurance provider, in accordance with the policy terms and conditions, which you the passenger are responsible for reviewing upon receipt of your travel protection policy. Travel Planning by Brenda is not able to give advice with regard to possible cancellations and any associated claims processing. All queries regarding cancellation, penalties, coverage should be directed to your particular travel insurance provider. Please note that the travel insurance provider may not be allowed to discuss your claim with Travel Planning by Brenda due to privacy laws (e.g. HIPAA). Accordingly, you acknowledge that Travel Planning by Brenda cannot be involved in any aspect of your claim/request for service. Passenger(s) acknowledge and agree that Travel Planning by Brenda has no control over the travel insurance provider or its coverage decisions, and as a result Travel Planning by Brenda is not responsible for and shall not be liable for policy coverage, claims processing, or the denial of any claims.

ADDITIONAL FEES: Additional taxes and surcharges that cannot be pre-collected may be charged locally by car rental agencies, hotels or other suppliers. Most properties and vehicle rental/leasing companies require a credit card imprint at check-in.

PASSPORTS: All individuals departing from the United States of America must be in possession of a valid passport. Please check that your passport is valid for at least 6 months beyond your intended travel time. It is your responsibility to ensure that you have valid travel documentation, including but not limited to passports and visas, which meet the requirements of immigration and other government authorities at every destination. You are responsible for confirming with the United States Department of State or the representative government agency of the country to which you are traveling to confirm the requirements for visas and/or other requirements for admission to your destination. Any fines, penalties, payments, or expenditures incurred as a result of such documents not meeting the requirements of those authorities will be your sole responsibility.

Travel Planning by Brenda will require a photo of your valid passport upon securing your travel, or a statement that you have applied for such passport and agree to all terms and conditions should your passport not arrive in time for travel, including any cancellation or change fees.

REAL ID: Beginning May 3, 2023, if you plan to use your state-issued ID or license to fly within the U.S., it is your responsibility to make sure it is REAL ID compliant. If you are not sure if your ID complies, please check with our local state department of motor vehicles, or visit

INDIVIDUAL ENTRY AND EXIT REQUIREMENTS: Each foreign country holds different views of past criminal offenses, whether within or outside of their boundaries. If you have a current or past offense, and you are unsure how the country you are traveling to (or through) views that offense, please contact that country directly for entry and exit requirements. (See: Travel Planning by Brenda feels it is an invasion of privacy for any member of our staff to make such an inquiry. For example, if traveling to or through Canada, Americans with a Driving While Intoxicated (DWI) record should always check whether current rules exclude admission, and potential waivers. (See:

FLIGHT CONFIRMATION: We strongly suggest that clients reconfirm exact flight times with the carrier 24-48 hours prior to departure. Air travelers are required to check in at least 2 hours prior to departure time for domestic flights and 3 hours for international flights and must report to the gate at least 30 minutes prior to departure time. Failure to comply may result in the loss of the seat to another passenger.

LIMITATION OF LIABILITY: Without limitation, Passenger(s) assume the risk of, and agree that Travel Planning by Brenda is not liable for any damages arising from or related to any act of God or public enemies, arrest, restraints of any government or rulers of people, piracy, war, revolution, extortion, terrorist activity, threatened or actual rebellion, political upheaval, civil unrest, riots, fire, lockouts, explosion, collision, weather conditions, dangers incident to the sea, mechanical or construction failures or difficulties, diseases, local laws, abnormal conditions or developments, closure of airports/seaports/hotels/train stations, carrier or supplier logistical problems, computer problems stranding, food or water poisoning, illness, grounding, perils of the sea, rivers, canals, locks or other waters, perils of navigation of any kind, theft, accident to or from machinery, boilers, or latent defects even though existing at commencement of the trip, desertion or revolt of crew, or lost/damaged/delayed luggage.

Suppliers reserve the right to deviate from the direct, customary and/or scheduled route or itinerary for any reason, without limitation and without notice. Passenger(s) acknowledge and agree that Travel Planning by Brenda is not responsible for Supplier deviations, delays, cancellations, mandated overnight stays, missed connections or any other condition beyond its control. Travel Planning by Brenda is not liable for any loss due to Passenger’s gambling and is not responsible for any purchases made while on the trip. Travel Planning by Brenda is not responsible for time changes made by the airlines, bus conductor and railways. Flight times and seat assignments are solely at the discretion of the airlines. Hotel room location is the sole discretion of the hotel. Requests can be made but are not guaranteed. Baggage fees of the airlines are not included in group trip prices. If you decide to check baggage, you must pay this fee directly to the airline. The carriers, accommodations and other suppliers providing services are independent contractors and are not agents, employees of Travel Planning by Brenda.

While  Travel Planning By Brenda prides itself on selecting top quality Suppliers, no undertaking, guarantee or warranty is given or shall be implied as to the fitness or condition of the Supplier’s accommodations, transportation, or any food, drink, medicine, or provisions supplied. Passenger(s) acknowledge and agree that Travel Planning by Brenda shall not be responsible for refunding, either fully or partially, any amounts paid due to unsatisfactory services from any supplier. In no event shall Travel Planning by Brenda be liable for any accident which occurs in hotels, in resorts, on airplanes/in airports, on buses/in bus stations, on trains/in train stations, on board a cruise ship, on tenders, on shore excursions, or during any mode of transportation encountered during the trip, resulting from equipment or any other cause. The Passenger admits a full understanding of the nature and character of the mode of transport and assumes all risks of travel, transportation and handling of passengers and baggage.