Engaging Venture & Gain Travel’s Services

Getting Started

Once you have had a chance to get to know us, and have decided to work with us, simply let us know! Upon providing a Retainer Fee or Cruise Retainer (see description below), we can start creating your trip.

Planning / Retainer Fees

Planning fees are based on number of travelers, destination(s), length of trip, and complexity of travel. Fees start at $250/person for land-based travels and $350 for cruises. This fee entitles clients to a wide range of specialized benefits. You are not required to know your final destination at the start of planning; we will establish your overall fee when you’ve comfortably decided on your ideal plan.  Please note, service fees for group travel will vary by case. Please contact us directly to obtain an estimate for your particular program. Please see an estimated retainer fee structure at the end.

Should you choose to work with Venture & Gain Travel, and then later cancel your trip or choose not to work with Venture & Gain Travel for any reason, the retainer will be forfeited, and cancellation fees may apply depending on the nature of the of the cancellation and the point at which it happens.

Price Quotes

Price quotes are applicable to the date and time at which they are requested. Quotes in foreign currency are subject to fluctuations in exchange rates and International credit card issuer fees. Venture & Gain Travel is not responsible for any increases due to fuel surcharges, government-imposed taxes/fees or supplier-imposed increases. Please note that per our supplier contracts, we cannot offer a breakdown of pricing.

When Payments are Due

• Retainer Fee or Cruise Retainer: upon agreeing to work with Venture & Gain Travel, prior to your itinerary development.
• Supplements: At the initiation of the program and/or at the time of service.
• Additions to Retainer Fee:  If the program turns out to be longer than anticipated resulting in a higher Retainer Fee category, the additional amount will be charged at time of booking. 
• Rebates to the Retainer Fee:  If the program turns out to be shorter or if you switch destinations resulting in a lower Retainer Fee category, then two situations may apply:
  • If there has been no significant itinerary development done prior to the point of change, then a rebate can be offered just prior to the start of the trip.
  • If significant work has been done and the destination changes to a lower fee category, the original fee will be retained.  This determination will be made by us, based on the amount of work, personalization, and time spent.
• Other Travel Charges: Depending on the type of trip, other deposits may be required at specific times prior to travel. Your Luxury Travel Advisor will notify you when charges arise.

Pre-payment for some hotels and other services (such as sightseeing tours) is common throughout the travel industry. Some properties will request payment be made to Venture & Gain Travel, and Venture & Gain Travel then remit to them directly. In this case, Venture & Gain Travel can accept your credit card for such pre-payments but note that an additional 4% fee will be charged to cover the credit card processor’s transaction cost. There is no additional charge if you choose to pay via personal check. Wire transfers may entail an inbound and/or outbound bank fee, depending on the situation. Venture & Gain Travel reserves the right to request pre-payment for very large charges solely via check or wire transfer. Venture & Gain Travel will notify you of any payments required before they are due.

Payment Methods

Venture & Gain Travel and our partners, Cerulean World and Andavo Travel, through whom payments may be processed, accept Visa, MasterCard, Discover, American Express, personal checks and wire transfers.

Shipping & Charges

While most of our documents are digital, should document shipping be required, Venture & Gain Travel’s standard method for shipping travel-related documents, unless otherwise stated in our policies, is via UPS Second Day Air (or equivalent). Shipping and handling charges are based on the destination of the shipment and are billed back to the client’s account at cost. 

Refunds

The Retainer Fee and the Cruise Retainer are nonrefundable but may be transferable to a future trip if valid grounds are provided. In the event of a trip cancellation, refunds of pre-paid trip items will be determined by the individual vendor cancellation policies (i.e., ground operators, wholesalers, hotels, tour companies, airlines, etc.). In some cases, a vendor may not have accepted a pre-payment but still has the right to charge a penalty (directly to the client’s credit card) if the booking is cancelled within the specified cancellation period.

Cancellation Fee

Venture & Gain Travel is a small company that invests many hours in the creation, planning and execution of our clients’ travels.  As the majority of our compensation is based upon the arrangements booked for and ultimately traveled by clients, cancellations affect us greatly.  For trips that are largely complete then cancelled on a voluntary basis, Venture & Gain Travel reserves the right to charge a cancellation fee of $250/person in recognition of the hours of effort expended.

Miles, Hotel Points, Travel Arrangements

With the continuing popularity of loyalty programs, we understand the desire to utilize them for travel. We strongly recommend using points for air, rather than hotels or activities. Usage of miles and points for air transportation is allowed and, if desired, we can research available options and facilitate bookings for a nominal surcharge (see fee page). Please note that the surcharge applies regardless of whether or not suitable options are found. In addition, when flights are booked using miles (or directly by the client), Venture & Gain Travel will not be listed as the booking agent, and thus can only provide limited assistance in the event of flight-related problems (i.e., schedule changes, delays, cancellations, etc.).

Because we are compensated based on a mix of planning fees and commissions based on what we arrange for you, Venture & Gain Travel must handle all on-the-ground travel arrangements, including hotel bookings, car rentals, transfers, rail tickets and tours.

In the event you wish to use miles or points for hotel bookings, this is possible.  However, since Venture & Gain Travel cannot be compensated by hotel companies for free bookings, we will charge an additional Concierge Fee (see table above) on a per night basis to account for the work we do on your behalf during your stay (e.g. the actual reservation, transportation and any activities we may plan for you). 

Travel Insurance

Venture & Gain Travel highly recommends the separate purchase of travel insurance to protect your investment. Travel insurance helps protect your investment in your travels in the event of illness or death in your family, loss of job prior to travel, sickness / injury while traveling, financial default of a travel service provider, or delays in your transportation. If you are renting a car during your trip, the cost of collision/loss damage insurance normally offered by rental car companies is also covered.

To obtain the best coverage, it is important to purchase travel insurance within 14 days of initial trip payments (pre-existing health condition limitations are waived if purchased early in the process). Venture & Gain Travel, through its travel insurance providers, is able to offer this kind of coverage to our clients at exclusive rates. The cost will depend on age, length of stay, coverage desired, and value of trip.

In addition to conventional travel insurance, we can also provide access to Medical Evacuation coverage on a yearly or short-term basis through industry-leading providers.

Regular travel insurance generally does not cover the costs related to cancellations due to pandemics.  Clients can add on Cancel For Any Reason insurance (CFAR) to cover up to 75% of out of pocket costs for any cancellation, including pandemics.

If you choose NOT to purchase Travel Insurance, you will be required to submit a waiver. For additional information on any of these travel insurance options or specialized services, please contact us.

Support While Traveling

Venture & Gain Travel is here to help during your travels.  Emergency requests will be responded to during our regular business hours (9AM – 8PM EST Mon-Fri) as well as after hours, without charge.  Emergency requests are those outside your control and can include cancelled flights, strikes, or issues with a current transfer or tour.  Voluntary (non-emergency) requests, including but not limited to requests to change a previously scheduled flight, hotel, or activity, or add something to your itinerary, will be acted upon during regular hours, which may be the next business day, again without charge.  If you wish us to take immediate action on a voluntary request after hours or on a holiday, we can do so, at an additional charge of $100 per request.

Documentation & Visas

Travel documentation appropriate for entry to your itinerary destinations, such as passports, visas & inoculation certificates, remain each traveler’s responsibility. It is each traveler’s responsibility to make certain that they have proper immunizations before travel – please see your health provider for advice. Venture & Gain Travel will advise on required documentation but travelers who do not meet advised requirements will be denied boarding.

Valid passports are required for all international destinations. If a passport is required to travel, the expiration date must be at least six (6) months following the return date of the planned travel. Venture & Gain Travel will require passport copies upon submitting the initial deposit for verification and booking purposes. If you need to apply for a passport, we strongly recommend you apply as soon as possible and can advise you accordingly.

Each foreign country holds different views of past criminal offenses – if you have a current or past offense, please contact that country directly for entry and exit requirements. Travelers with DWI or DUI records should check whether current rules exclude admission to foreign destinations. Venture & Gain Travel feels it is an invasion of privacy to make such an inquiry and these requirements remain the traveler’s responsibility. For further information, please visit the U.S. State Department website: travel.state.gov.

Responsibility & Additional Disclosure

Venture & Gain Travel purchases transportation, accommodations, tours, tickets and other services from various independent suppliers that are not subject to its control.  Venture & Gain Travel cannot, therefore, be held liable for any personal injury or property damage that may occur due to (1) a wrongful, negligent, or arbitrary act by others not under the direct control of Venture & Gain Travel, or (2) defects in or failures of any aircraft, vessel, automotive vehicle, or other means of transportation not under its control.

Venture & Gain Travel 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, transportations, and/or other services. Each of these suppliers is an independent entity with its own management and is not subject to the control of Venture & Gain Travel. Venture & Gain Travel shall not be liable for any accident, injury, property damage or personal loss to client or to those traveling with Client in connection with any travel services we have 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.

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

In addition, it is solely the responsibility of the client to meet all necessary travel requirements prior to departure, including but not limited to obtaining passports, proper entry visas, medical vaccinations or proof of other negative disease or pandemic tests.  We can provide contact information for relevant embassies and agencies if requested.