Terms & Conditions

updated 08/18/22

 

Making reservations and registering for special events with Clar’ Escapes Travel signifies your acceptance of our Terms and Conditions.

Payment Policies

All guests must make reservations in the name that is on your government-issued identification you will use to check-in at the hotel. Travel insurance is strongly recommended to protect your trip. Some restrictions apply to travel insurance for covered reasons, so it is your responsibility to contact the travel insurance company and determine the right plan for your needs. (Certain restrictions apply, and it is recommended to purchase travel insurance within 7- 14 days of making your reservation).

All Deposits and Payments are Non-refundable due to contractual obligations with our Vendors.

If interested in travel insurance, please feel free to contact these companies for a no-obligation quote. You can also use the insurance company of your choice.

All Payments are Non-refundable and Non-transferable.

Clar’ Escapes Travel, LLC has contractual agreements with hotels, airlines, and other special event vendors that will not allow us to obtain any refunds. If monthly and final payments are more than ten days late, Clar’ Escapes Travel has the right to cancel the reservation, and all monies paid to date will be forfeited.

For our Special Event Packages such as Essence Festival and Seabreeze Jazz Festival, you may resell your package to another person; however, you CANNOT TRANSFER MONEY to someone else within your group or any other group. It is your responsibility to resell your package and provide this notification in writing with the replacement name. Payments must continue to be made monthly to keep the reservation secured.

Please Note: For the Seabreeze Jazz Festival-Your ticket does not include the Promotix Ticket Refund Protection. In order to purchase this protection, you have to purchase your ticket directly from the Seabreeze Jazz Festival website, directly in your name. Thus, this is the reason that we recommend you purchase Travel Insurance on your own to include all of the expenses of your trip, including your package, flights, excursions, etc.

For Our Special Event Packages- The Package Bundle Price will include what we have advertised in the Package and this includes all of the events listed, along with a travel management/ servicing fee that allows you the flexibility of a payment plan. Your individual invoice will include what is listed in your package. Our Packages do not include Transportation to the events. Parking is not included in your Package Price.

Itinerary for the Essence Festival 2024 will be emailed to our guests around the 1st or 2nd week of June. This itinerary will include all the events, times and locations of where to pick up your package at Registration on Friday, July 5th, 2024.

Very Important: For Essence Festival 2024- Hotel will require a credit card from at least one person in the party for incidentals. Depending on your hotel booked, an authorization of $25 to $50 per night will be held on the guest credit card at check in to cover anticipated incidental charges and or damage and security deposit. If using a debit card, it may take 5-7 business days for this deposit to be returned. If possible, it is best to use a credit card, where there will be an authorization of the card.

Cancellation
Once a reservation or deposit has been made, cancellations or changes will only be accepted in writing. Email your cancellation request to info@clarescapestravel.com. Even though you are canceling, your deposits and payments made are still non-refundable, for we have contractual obligations with our vendors. Clar’ Escapes Travel reserves the right to not honor a Travel Package if a cancellation has been made.

You must include your invoice number, full name, event, and date of travel.

Due to the high demand for our Special Event packages payment plans are strictly enforced.

Group Leaders are required to complete the registration form and list everyone’s email address and phone number accurately for our Special Event Packages. Each member is required to read the terms and conditions and then the group leader can either make his or her initial deposit and then remaining roommates will be sent instructions to make their initial deposit and sign the Terms and Agreement Policy. Example: If the group leader registers four guests, and only three members make their deposit, the package price will be revised to Triple Occupancy. If deposits from all parties are not made within 48 hours of each other, we reserve the right to cancel the reservation.

If cancellation occurs where one or more travelers alters the room occupancy requirements, the remaining travelers will be required to pay a revised occupancy rate. We regret that we cannot make exceptions to this policy for personal emergencies or any reason, including weather, acts of God, terrorism, civil unrest, or government action (deployment).

CHANGES TO GROUP

You can make up to 2 revisions to your group (No Charge). After the 2nd change, we reserve the right to charge a $25.00 change fee.

METHOD OF PAYMENTS

Payments for Special Event Packages can be made online via PayPal on our website, paid via our business Zelle account, or mailed directly to us. Paying online with your credit card is the most convenient method of payment. You do not have to have a PayPal account to register for a package and make payments. Just click on the section that says, “Pay with a Credit or Debit Card”. This payment option is made available through a secured gateway, and your credit card is not stored on our website. The PayPal processing fee has already been added in your package along with an administrative service fee that has been added to your package. price. After browsing our site for packages, you wish to purchase, just place your order online. This information is completely confidential and will not be disclosed. Receipts are issued through PayPal and Clar’ Escapes Travel.

PRICES: All prices listed are per person based upon shared King or double room occupancy unless otherwise clearly specified. Prices do not include items of a personal nature such as laundry, wines, water, beverages, food (other than at all-inclusive resorts or where clearly specified), passport and visa fees, insurance, and foreign port taxes unless specifically indicated in the package inclusions. Prices are correct at time of publication; however, as airfares continually fluctuate and classes of service may have limited capacity, tour package prices and availability will change accordingly. In case of human or computer error, Clar’ Escapes Travel reserves the right to re-invoice for the correct price or service.

Mail-In Payments
If you choose to mail in your initial deposit or monthly payment, please make all money orders, and cashier checks payable to Clar’ Escapes Travel. If requesting to mail-in payments, please contact us at (407) 917-2030 or email us at info@clarescapestravel.com for a mail in payment form.

Clar’ Escapes Travel, LLC
P. O. Box 898
Windermere, Florida 34786

Final Payment Policy
To grant an extension on your final payment, you cannot be behind on your monthly payments. NO EXCEPTIONS.

All final payments are due on the date specified for the event package. Payments that are being mailed in must be postmarked by the payment deadline date. Any payments received after the deadline date will incur a $25-$50 late fee and will need to be paid no later than 10 days after the payment deadline date or you are at risk of your room being forfeited.

For Essence Festival 2024 packages, payments must be made monthly to keep your reservation secure. We reserve the right to cancel your group’s package if monthly payment agreement is not met.

Late Fees of $50.00 will apply for payments not made by the Final Due Date of your Booked Event!

Final Payment for the Essence Festival 2024- Special Event is April 15th for packages booked starting August, 2023.

If your final payment that is being mailed in is not postmarked by the Due Date of your package, you will incur a late fee. No Exceptions! Late fees will be automatically added to final payment balance.

PAYMENTS & CANCELLATION

Deposit: A deposit is due at the time of reservation. All deposits are non-refundable and non-transferrable. All reservations (except where specified) will require a deposit and will be clearly noted the amount due and monthly payment plan.

Full Payment: All reservations can be paid in full at time of booking as long as the tour or special event package still has available space.

Late Payment: If there is any outstanding balance by the Final Payment date listed on your invoice, a late fee will automatically be added to your invoice one day after your final payment date. Late fees vary. Please see each individual tour description for late fee cost. For the Essence Festival 2024 packages, the late fee is $50.00 for payments not made by the final due date of your order.

Make all money orders and cashier checks payable to Clar’ Escapes Travel, LLC

If you have questions regarding any of our payment policies, call us at (407) 917-2030

Deposits and payments are non-refundable due to contractual obligations with vendor.

HOTEL ACCOMMODATIONS

Hotel room assignments are at the discretion of the selected hotel and not Clar’ Escapes Travel. All Rooms are Standard Rooms, and either has 1 King Bed or 2 Queen Beds unless specified in your package description. Room selection in all cases is strictly at the discretion of the hotel’s management on a run-of-house basis. We cannot guarantee that your group will be on the same floor. The number of persons accommodated does not dictate the room size.

For our special event packages, there is an Early Departure Penalty if you choose to depart from your hotel before your designated check-out date.

Hotel check-in time is generally not before 3:00 p.m. and check-out time is prior to noon.

You can check with the hotel to see their policy of storing luggage in the event that you need to pick a late-night flight.

Daily Parking for the Hotel is not included in the Package Price of any of our Events. You are responsible for paying for any parking fees when checking in at the hotel.

When booking our Special Event Packages, such as Essence Festival or Seabreeze Jazz Festival, Transportation from Airport to Hotel is not included in the Package Price. Shuttles are not provided by the hotel.

CREDIT CARD POLICY

Each Hotel will require at least one person in the party to present a credit card or debit card at check-in for incidentals. Please note, if using a debit card, the hotel will deduct a certain amount per day, and it may take 5-7 business days for the amount to be returned. If possible, it is best to use a major credit card where they will just authorize the card.

Hotel confirmation numbers will be given to all Registered Paid Guests approx. 1 week before each event. If the final payment is not paid by 11:59 PM of the due date that is specified, a late fee will be applied immediately in the amount of $25-$50.

Clar’ Escapes Travel LLC, also reserves the right to increase the late fee if the final payment is not made within a reasonable period of time. We will notify you by email, the late fee increase charge.

Concert and Event Tickets All Concert and Event Tickets will be picked up at Registration directly at the Hotel on the date specified. There will be no tickets mailed directly to you.

The tickets are purchased as a group block and the location of your ticket is to be determined. Please contact us if you need additional information about this policy.

LIMITED TERMS AND CONDITIONS

Disclaimer

Clar’ Escapes Travel LLC and any sponsoring institution, is acting only as an intermediary and agent for suppliers in selling services, or in accepting reservations or bookings for services which are not directly supplied by Clar’ Escapes Travel LLC such as hotel accommodations, ground transportation, meals, tours, event and concert tickets and cruises. Clar’ Escapes Travel LLC and any sponsoring institution, therefore, shall not be responsible for breach of contract or any intentional or careless actions or omissions on the part of such suppliers, which result in any cancellation, loss, damage, delays as a result of weather or any conditions or injury to you or your travel companions or group members.

The terms Essence Music Festival or Seabreeze Jazz Festival, as well as all associated graphics and/or logos, are registered trademarks of their respective owners and are used herein for factual description purposes only. We are in no way associated with or authorized by Essence Music Festival or Seabreeze Jazz Festival and neither this production nor its affiliates have licensed or endorsed us to sell goods and/or services in conjunction with any Essence Music Festival or Seabreeze Jazz Festival productions.

The use of any logos, words, trademarks, or photos have been used for Descriptive Purposes only and not to show endorsement or permission to use, to promote the sale of any tickets.

We are not affiliated with, nor do we have any licenses or strategic alliances with, nor are we authorized by any box office, promoter, venue, theatre, stadium, hotel, sporting team or sporting association. All and any copyrights, trademarks, trade names used within this website are for descriptive purposes only. We are not acting on the authority of or by the permission of any of the entities mentioned above. We can provide access to tickets for events through our contacts and various sources.

We reserve the right to change times, locations, event packages and venues of any event listed. We reserve the right to exchange any option listed without notice. We have the right to refuse service to anyone and Clar’ Escapes Travel LLC will exercise that right.

Updated versions of the Terms will be posted on our website and are effective immediately on posting. Use of the website after any changes to the Terms constitutes your consent to the changes.

The 2019 Novel Coronavirus* (COVID-19, “Coronavirus”) is a known and rapidly evolving pandemic that is affecting travel worldwide, with continued spread and impacts expected. Client is fully aware of the current global Coronavirus COVID-19 virus outbreak, the current travel restrictions, and inherent risks involved if choosing to travel.

Client understands that it is his/her responsibility to check the latest travel information regarding this virus outbreak with the CDC. https://wwwnc.cdc.gov/travel/notices

Client understands that it is his/her responsibility to have travel insurance to ensure they have coverage for all medical needs and trip cancellation but understands that concerns or fear of travel is not a covered reason for cancellation relating to the Coronavirus/ Covid-19 and will be denied.

Client holds Clar’ Escapes Travel, LLC harmless for his election to not purchase travel insurance or any denial of claim by travel insurer as it relates to Covid-19 or any other claim under the policy. Travel insurance generally only covers unforeseen events.

Most insurers classified COVID-19 as a known event as of late January 2020. Please note that most policies have a specific clause stating they do not cover epidemics and pandemics, especially when travel warnings are in place. Client understands that he/she is bound by the terms of the insurance policy they choose as it relates to Coronavirus/Covid-19. Client is aware the travel warnings, travel restrictions and rules and understands the risks, is accepting of these and knows that Clar’ Escapes Travel, LLC holds agency harmless for any travel restrictions, death, illness, cancellations by suppliers, hotels, airlines, cruise lines, tour agencies or any other travel provider, financial loss, quarantining rules or measures put in place at airports or destinations you are traveling through.

Client further agrees to hold Clar’ Escapes Travel, LLC harmless for any financial penalties or fees imposed by the by our music festival promoters, suppliers, hotels, airlines, cruise lines, tour agencies or any other travel provider due to special event cancellations or postponements or because you have changed your mind about going on the trip and agrees not to institute a credit card dispute with your banking institution or “charge back” to Clar’ Escapes Travel for said penalties or fees.

Client is aware that additional screening procedures and restrictions may take place at airports and in public areas. Client is aware that these restrictions may include mandatory face coverings and/or temperature checks in airports, hotels, cruise ships, trains or other means of transport.

Client is aware that Immigration restrictions may be put in place before or during your travels that may impede your ability to enter or exit your destination as planned. Self-quarantine of a minimum of 14 days may be required by some destinations upon arrival.

Client is aware that it is his/her personal decision to travel and is doing so with full knowledge of current travel recommendations and travel restrictions with regards to the Coronavirus COVID-19 and takes full responsibility for his/her actions with regards to this.

I understand and agree to the following:

1. COVID-19 is a highly contagious virus that can be spread via person-to-person contact.

2. Supplier(s) of Clar’ Escapes Travel may have policies in place to help prevent the spread of COVID-19. For our Special Event Packages, cities may require covid policies such as being fully vaccinated or require a covid test prior to arrival. It is your responsibility to be aware of the policies to enter each event and establishment Clar’ Escapes Travel is not the drafter or holder of those policies and I understand that these policies can change at any time.

3. I understand that the supplier(s) may not apply those policies as diligently as the policies suggest and even if the supplier makes a good faith effort to enforce its good practices, some travelers may simply refuse to cooperate.

4. I understand that each state/country institutes their own pandemic protective policies and regulations. I further understand that I am responsible for knowing, understanding and abiding by the pandemic protective policies and procedures regarding COVID-19 of all state(s)/ country(ies) listed in my travel itinerary, including any policy updates.

5. I also understand that I may be denied entry into the country for reasons within or outside of my control.

6. I understand that by traveling, I can be subject to voluntary or involuntary quarantine either at home or in the traveled location(s).

7. I am responsible for knowing, understanding and abiding by the pandemic protective

policies and procedures regarding COVID-19 of all vendors used in my travel itinerary, including any policy updates.

8. With full awareness and appreciation of the risks involved, I, for myself, and on behalf of my traveling companions, including, but not limited to, my family, spouse, estate, heirs, executors, administrators, assigns, and personal representatives, assume all risks of travel and hereby forever hold harmless, waive, discharge, and release Clar’ Escapes Travel, and its officers, agents, independent contractors, affiliates, employees, successors, and assigns (collectively the “Released Parties”) from any and all liability, claims, demands, actions, and causes of action, directly or indirectly arising out of or related to any loss, damage, or injury, including death, that may be sustained by me related to COVID-19 whether caused by the negligence of the Released Parties or any third-party vendor or supplier partnering with Clar’ Escapes Travel.

9. I agree to indemnify, defend, and hold harmless the Released Parties from and against any and all costs, expenses, damages, claims, lawsuits, judgments, losses, and/or liabilities (including attorney fees) arising either directly or indirectly from or related to any and all claims made by or against any of the Released Parties due to bodily injury or harm, death, loss of use, monetary loss, or any other injury from or related to my use of Clar’ Escapes Travel services, or the services of Clar’ Escapes Travel, specifically related to COVID-19.

FORCE MAJEURE There may be times when either party are unable to perform, or complete performance, under the travel contract for reasons out of each other’s control. These are called force majeure events and if occurs, make performing under the contract inadvisable, commercially impracticable, illegal, or impossible. Events that may trigger this provision include, but are not limited to, acts of God, acts of government, acts of war or civil unrest, insurrection or revolts, military action, strikes or other labor activities, criminal or terrorist activities of any kind, or the threat thereof, pandemics, epidemics, illnesses or health conditions prevalent in the area of travel, earthquakes, hurricanes, lightning, and explosions, unexpected legislation, or any other event outside the reasonable control of either party.

In the event that a force majeure event occurs, the parties will look to and follow the guidelines and cancellation policies of the suppliers, what is stated in the travel proposal and these terms & conditions.

Any changes to those policies are at the sole discretion of the supplier (if applicable) and this Travel Agency. By booking with Clar’ Escapes Travel, you are in agreement with our policies and agree not to file a credit card dispute against your credit card banking institution or file a claim with our payment vendor such as PayPal, Zelle, Stripe or Venmo.

For our Special Event Packages for Essence Festival and Seabreeze Jazz Festival, by booking a package with us, you are in agreement that that there will be no refunds given if the event is officially cancelled, postponed or has to reduce its capacity of attendees. In the event of a force majeure, or the event has to reduce its capacity of attendees, Clar’ Escapes Travel will issue a Travel Voucher minus the initial deposit of $75.00 per person, so that you can rebook for a future special event. By booking a package on our website, you are fully aware that there will absolutely no Refunds given. It has been recommended that you purchase Travel Insurance in the event that you have an emergency for a Covered Reason.

You agree that if YOU decide to Cancel your Package, there are NO Refunds Given or you cannot transfer your funds to another event.

TRAVELERS WITH DISABILITIES

In order to fully enjoy your Clar’ Escapes Travel package or tour, we recommend that you select a trip that is suitable to your physical capabilities. Tour managers, guides, drivers or other tour, hotel, ship personnel are not able to provide such assistance.

In order to participate in escorted tours, passengers must be able to understand and follow instructions given by the Tour Director at all times, both for the successful operation of the tour as well as for their personal safety. Clar’ Escapes Travel reserves the right to reject participation or remove any individual from a tour if notification was not provided and/or when, in our sole judgment, continued participation would significantly hinder the services to be provided to all guests. Expenses, including cancellation fees and/or costs for alternate travel plans or to return home, will be the sole responsibility of the passenger. Escorted tours are fast-paced, often requiring lengthy walks over uneven terrain. In the interests of group harmony, clients should be able to maintain the pace of the tour. Clients with special needs may be better served independently. Clar’ Escapes Travel can suggest touring options based upon specific requirements.

AIRLINES:

Clar’ Escapes Travel is not responsible for the services and policies imposed by the airlines that you book with us or that you book on your own to attend one of our special events. Airline schedules and flights are subject to change without notice. Clar’ Escapes Travel is not responsible for penalties incurred for tickets, international or domestic, not issued by Clar’ Escapes Travel due to schedule and/or flight changes Airlines reserve the right to demand immediate issuance of tickets whenever they determine that specific flights are heavily booked even when normal ticketing rules do not require tickets to be issued until a later date. In this instance, Clar’ Escapes Travel will require immediate and full payment of the airfare. This situation overrides invoice terms and conditions and payment due dates. If full payment is not received, seats will be cancelled by the airline and may not be available to be rebooked on the same flights or at the same airfare. Any replacement air arrangements and airfare will be the sole responsibility of the passenger.

Airline Tickets: For your personal trips booked by us that involve flight packages, once full payment is received; Clar’ Escapes Travel airline tickets will be issued and are fully non- refundable. Should airline tickets require to be issued earlier than the Final Payment due date, you may be required to pay a larger non-refundable deposit and/or complete full payment. Airline Seat Assignments: The airlines bear sole authority of assigning seats on group flights. All Clar’ Escapes Travel airline contracts are for economy class seats only. If you require another class of service, you may consider purchasing your own flights purchasing your land only package from Clar’ Escapes Travel. Airline Frequent Flier Programs: Passengers are responsible to contact their airline directly regarding mileage eligibility and accrual. Airline frequent flier programs determine whether to award miles in part or total based on their own rules which are updated frequently. Some discounted or promotional airfares as well as some codeshare flights are not eligible for mileage accrual. Some private airfares, for Clar’ Escapes Travel bookings with our suppliers and quotes are not eligible for mileage or may qualify for reduced mileage, even if the same airline class of service is eligible for full mileage when sold as a published airfare.

Not all published airfares are eligible for mileage. Clar’ Escapes Travel will record frequent flier numbers when provided by the passenger prior to travel documents being issued. However, the addition of frequent flier numbers to airline records does not guarantee mileage eligibility which is at the sole discretion of each airline. Airline schedule changes may result in flights which were originally eligible for mileage accrual no longer being eligible. We highly recommend passengers to provide their frequent flier account information whenever checking in online and/or at the airport check-in desk. After travel has commenced, it is often not possible to apply for frequent mileage credit. Passengers are also responsible to determine whether previously earned mileage may be applied to flights to secure upgrades. Contact Information: Pursuant to TSA Secure

Flight requirements, passengers are responsible to provide Clar’ Escapes Travel with their name as it appears on their passport (or other government-issued I.D. when traveling), date of birth, gender, address, phone number, email and fax data for all passengers. Passengers must ensure that names are correctly listed on their invoice.

Clar’ Escapes Travel will not be responsible for passengers who do not receive an invoice or documents or are denied boarding due to inaccurate information.

Airline Name Changes: Any name change including minor spelling corrections may require airline reservations to be canceled and rebooked. Reservations are subject to current availability and pricing at the time of rebooking. Once airline tickets are issued, subsequent name corrections will be subject to an airline rebooking fee which may be as much as the full value of the airline ticket plus a $50 revision fee per change. Clar’ Escapes Travel will not be held responsible for the denial of services by a carrier due to any name discrepancy.

Name changes must be advised in writing at info@clarescapestravel.com

If you purchased airfare, airline taxes and fuel surcharges are included. Prior to completion of full payment there is a potential for a price increase(s) due to increases in government-levied taxes and fees and/or fuel surcharges. To avoid potential increases, you may choose to accelerate your final payment in order that your tickets may be issued. Once issued, airline tickets are no longer subject to potential increases but are fully non-refundable. Certain overseas domestic flights are subject to air taxes which can only be paid locally; in these cases, the specific flights and amounts of those taxes are indicated in our package presentation and pre-departure documentation.

Schedule Changes: In the event of an airline schedule change on a flight that we book for you, Clar’ Escapes Travel will make every effort to inform passengers of the schedule change and new flight schedule prior to departure.

Clar’ Escapes Travel is not responsible for schedule changes including, when applicable, changes in routing and/or the number of stops in the itinerary. Clar’ Escapes Travel is unable to provide compensation for schedule changes, seat assignment modifications, or cancellations implemented by an airline. In the event of any change in flight itinerary made directly between passengers and their airline, it is the passengers' responsibility to advise Clar’ Escapes Travel of amended flight details in writing at info@clarescapestravel.com. Clar’ Escapes Travel cannot be held responsible for land services, including arrival and/or departure transfers, if flights are changed without its knowledge.

KNOWING AND VOLUNTARY EXECUTION:

I have carefully read these Terms and Conditions and the booking information sections of this document, and fully understand its contents. I am aware that this is a release of liability and a contract between myself and Clar’ Escapes Travel and agree of my own free will. By booking my Travel Package, I agree to these Travel Terms & Conditions of Clar’ Escapes Travel, LLC. Release from Liability, Assumption of Risk and Binding Arbitration Clause for myself, each member of my traveling party and any minor children accompanying me.

PHOTOGRAPHIC RELEASE: Clar’ Escapes Travel, LLC may take photographs or video of its trips and trip participants grant Clar’ Escapes Travel permission to do so and for it to use same for promotional or commercial use without payment of any compensation to participant.

Agreement between Customer and Clar’ Escapes Travel, LLC: Your use of www.clarescapetravel.com constitutes your agreement to all such terms, conditions, and notices.

Liability Disclaimer: The information, products, and services published on this website may include inaccuracies or typographical errors. Changes are periodically made to the information which appears here. The content of this site is not guaranteed to be complete, accurate, or available and may be changed at any time without notice. Clar’ Escapes Travel may make improvements or changes or changes on this website at any time.

In no event shall Clar’ Escapes Trave; be liable for any direct, indirect, punitive, incidental, special, or consequential damages arising out of, or in any way connected with, the use of this website, or for any information, products, and services obtained through this website, or otherwise arising out of the use of this website.

Links to Other Web Sites: www.clarescapestravel.com may contain hyperlinks to web sites operated by parties other than Clar’ Escapes Travel. Such hyperlinks are provided for your reference only. Clar’ Escapes Travel does not control such Web sites and is not responsible for their contents.

Updated 8/18/22

 

 
 
Click for the BBB Business Review of this Travel Agencies & Bureaus in Windermere FL
 
 

Any copyrights, trademarks, trade names used within this website are for descriptive purposes only. We are not acting on the authority of or the permission of the Essence Festival or Seabreeze Jazz Festival. We are a travel agency providing access to various national events.