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Terms & Conditions

The Check-In Collective
Effective Date: September 15, 2025

By requesting or using travel planning services from The Check-In Collective (“we,” “us,” “our”), you acknowledge and agree to the following Terms & Conditions on behalf of yourself and every traveler included in your booking (“you,” “client,” “traveler”). Please read this agreement carefully before approving any itinerary or making payment.

1. Relationship & Role

The Check-In Collective is an independent travel agency affiliated with Embark Beyond. We act solely as an agent for the airlines, hotels, tour operators, cruise lines, ground operators, transportation providers, insurance companies, and any other travel suppliers (collectively, “Suppliers”) involved in your itinerary.

We do not own, operate, or control the Suppliers providing your travel services. All reservations are subject to each Supplier’s terms, conditions, policies, and liability limitations. Your legal relationship for the performance of travel services is with those Suppliers, not with The Check-In Collective.

We are not responsible for a Supplier’s acts, errors, omissions, delays, schedule changes, overbookings, financial insolvency, or failure to deliver any service.

2. Review of Travel Documents

You agree to review all confirmations, invoices, itineraries, names, dates, and details immediately upon receipt.
You must notify us promptly of any discrepancies.
Names must match government-issued identification exactly, including middle names where applicable.

We are not responsible for fees incurred due to incorrect information provided by you or not corrected in a timely manner.

3. Payments, Pricing & Fees

3.1 Planning Fees & Service Fees

Planning fees, research fees, cancellation fees, change fees, concierge fees, and document fees (where applicable) are non-refundable. These fees are separate from Supplier fees and will be clearly disclosed before trip design begins.

3.2 Supplier Payments

Payments for travel arrangements may be charged directly by the Supplier. By providing a payment method, you authorize us to transmit that information to the appropriate Supplier(s) to secure your booking.

3.3 Pricing & Fluctuations

All prices are subject to change until paid in full. Price increases may occur due to currency exchange shifts, fuel surcharges, taxes, or Supplier policy changes. You agree to bear any such increases.

4. Cancellations, Changes, and Refunds

4.1 Supplier Rules Govern

Each Supplier sets its own cancellation, change, and refund policies. These policies supersede those of The Check-In Collective.

Many travel arrangements are non-refundable and non-transferable.

4.2 Agency Fees

We may charge additional change or cancellation fees that are separate from Supplier penalties. These will be communicated in advance.

4.3 Refund Timing

If a refund is approved by a Supplier, it will be released to you only after those funds are received by us from the Supplier. Processing times can vary significantly and are entirely controlled by the Supplier.

We cannot guarantee that a Supplier will issue a refund, credit, or compensation.

5. Travel Risks & Traveler Responsibility

Travel inherently carries risks. By booking travel, you acknowledge and accept the following:

  • Conditions, requirements, and restrictions (including health, entry, testing, or vaccination requirements) may change without notice.
  • Travel may be disrupted by weather, strikes, political events, natural disasters, disease, or Supplier decisions outside our control.
  • You assume full responsibility for understanding and complying with all entry, exit, transit, visa, passport, and health requirements for each destination.

We make no representations about the safety or risk level of destinations.
Resources you should consult include:

It is your decision to travel, and you do so at your own risk.

6. Passports, Visas & Entry Requirements

You are solely responsible for ensuring that all travelers:

  • Hold a valid passport with adequate remaining validity (often six months beyond travel dates).
  • Obtain required visas or entry authorizations.
  • Meet health or vaccination requirements set by airlines, governments, or destinations.

Failure to meet these requirements may result in denied boarding, entry refusal, fines, deportation, or trip interruption at your expense.

7. Air Travel Requirements

  • Airlines may alter schedules at any time. You must re-check flight times before each segment.
  • Failure to appear for any flight may result in full itinerary cancellation by the airline (“no-show” policies).
  • Minimum recommended airport arrival times:
    • Domestic: 1.5–2 hours prior
    • International: 3 hours prior

We assume no liability for missed flights, misconnections, or schedule changes.

8. Baggage & Personal Property

Baggage allowances vary by airline, fare class, and elite status.
You are responsible for verifying baggage rules and fees before travel.

We are not liable for delayed, lost, or damaged luggage; these issues must be addressed directly with the airline.

9. Supplier Overbooking, Interruptions & Insolvency

Suppliers may oversell, cancel, or modify services. Compensation, if any, is at the Supplier’s discretion.

If a Supplier becomes insolvent or ceases operations, claims for refunds must be directed to the Supplier, insurer, or other applicable protections. We cannot guarantee recovery of funds.

10. Travel Insurance (Strongly Recommended)

We strongly recommend that you purchase comprehensive travel insurance that includes:

  • Trip cancellation/interruption
  • Medical coverage
  • Emergency evacuation
  • Supplier default protection
  • Pandemic-related coverage

Declining travel insurance means you accept responsibility for all financial loss associated with travel changes, medical needs, or emergencies.

11. Health, Vaccinations & Fitness to Travel

You must consult a medical professional regarding required or recommended vaccinations and health advisories.

We are not medical professionals and do not provide medical guidance.
You are responsible for determining your fitness to travel.

12. Hazardous Materials & Restricted Items

Federal law prohibits travelers from carrying certain hazardous materials. Please consult TSA guidelines:

www.tsa.gov/travel/security-screening
www.faa.gov/hazmat

You are responsible for ensuring compliance.

13. Emergency Disclosure

If a significant emergency, natural disaster, or crisis occurs in your travel destination, you authorize The Check-In Collective to share your itinerary and contact information with governmental or consular authorities for safety purposes.

14. Limitation of Liability

To the maximum extent permitted by law:

  • The Check-In Collective is not liable for injury, loss, damage, delay, inconvenience, or expenses arising from the acts or omissions of any Supplier or third party.
  • We are not liable for events outside our control, including force majeure circumstances.
  • Our total liability, if any, shall not exceed the amount of agency fees paid directly to us for your itinerary.

You agree that your remedy lies solely with the applicable Supplier.

15. Indemnification

You agree to defend and hold harmless The Check-In Collective, its owners, employees, independent contractors, and affiliates from any claims, losses, damages, or expenses arising from:

  • Your breach of this agreement
  • Violations of Supplier policies
  • Failure to comply with travel requirements
  • Actions or negligence of any traveler in your party

16. Credit Card Authorization & Chargebacks

By providing a payment method, you authorize us to charge fees due or to transmit payment information to Suppliers.

You agree not to file a chargeback for services that were provided as agreed.
Unauthorized chargebacks may result in legal action, and you agree to repay any associated costs or fees.

17. Governing Law & Jurisdiction

These Terms & Conditions are governed by the laws of the State of [Insert State] and the United States.

Any disputes shall be resolved exclusively in the courts located in [Insert County & State], unless otherwise required by law.

18. Claims Deadline

Any claim relating to services provided by The Check-In Collective must be presented in writing within 30 days of the trip’s completion.
Legal action must be filed within one year of the incident giving rise to the claim.

19. Acceptance of Terms

By requesting a quote, making payment, or approving any itinerary prepared by The Check-In Collective, you acknowledge that you have read, understood, and agree to these Terms & Conditions for yourself and your traveling party.