Agency Terms for reservations confirmed before September 1, 2020

On September 1, 2020 our Agency Terms and conditions changed. The following terms and conditions apply to reservations made prior to September 1, 2020.

Vouchers redeemed where the original reservation was made prior to September 1, 2020 fall under these terms and conditions even if the new reservation is made after September 2, 2020.

Contact your advisor with any questions.


By asking your agent to purchase the reservation on your behalf, you authorize the credit card used to be on file for future payments. Sometimes charges will be made in international currency. Foreign purchase fees from credit card companies may apply. Client assumes all risk and responsibilities associated with using debit cards for payments. 

By asking your agent to purchase the reservation on your behalf, you acknowledge you have read and accept the terms and conditions of the reservation and its associated fees as described below and have discussed any questions about the information with your agent.

By asking your agent to purchase the reservation you accept that you have reviewed the proposed itinerary to be sure all information including but not limited to pricing, name spelling, departure cities, arrival cities, carriers, times and dates are correct, and that you would like the proposed schedule to be charged to the credit card provided. 

Acknowledgement of Price Fluctuation: Prices are subject to change until the travel service provider has applied payment. The request for payment to be applied or the submission of payment to the agency does not constitute the travel service provider’s application of payment. With some travel service providers requests are processed through a first come, first serve queue. KaliKosmos Travel is not liable for price fluctuations from the time the payment request is submitted to when the request can be processed through the queue.

Tours and cruises are subject to supplemental price increases that may be imposed by the supplier or government after the date of purchase. Clients acknowledge that they may be charged additional sums by the agency to offset increased costs. 

Errors and Corrections: The completed reservation will arrive by email. When it does, please review the reservation for accuracy of dates, times, and passenger names and alert your agent immediately to any errors.   Errors must be reported with the first 24 hours of when has been applied.

Secure Flight Privacy Notice: The Transportation Security Administration (TSA) requires you to provide your full name, date of birth, and gender for the purpose of watch list screening, under the authority of 49 U.S.C. section 114, the Intelligence Reform and Terrorism Prevention Act of 2004 and 49 C.F.R parts 1540 and 1560. You may also provide your Redress Number, if available. Failure to provide your full name, date of birth, and gender may result in denial of transport or denial of authority to enter the boarding area. TSA may share information you provide with law enforcement or intelligence agencies or others under its published system of records notice. For more on TSA privacy policies, or to review the system of records notice and the privacy impact assessment, please see the TSA Web site at www.tsa.gov

Agency Fee Information: Agency fees are charged per person and per transaction for all original bookings. Agency fees are in addition to carrier fees or fees charged by third party ticketing agencies agents may use. Fees are processed through the host agency (Travel Leaders/Leone Travel Corp), are posted as separate transactions, and are non-refundable. Agency fees will be no less than:

Domestic Tickets$40.00 pp
International Tickets$50.00 pp
Domestic Award Tickets$50.00 pp
International Award Tickets$75.00 pp
Package Reservations$40.00 pp

Agency fees for changes, cancellations and/or refunds will be no less than:

Domestic Tickets$45.00 pp
International Tickets$55.00 pp
Domestic Award Tickets$55.00 pp
International Award Tickets$80.00 pp
Package Reservations$50.00 pp

Airlines and third party ticketing companies also charge fees for changes and cancellation of tickets.  Their fees are in addition to the agency fees listed above and may be processed through the agency in some cases.

Once booked, the agency will assess additional fees for changes made to a booking.  If a package is cancelled after deposit, a 10% service fee will be assessed on the total package price.  If a package is cancelled after final payment, a 20% service fee will be assessed on the the total package price.  These fees are in addition to any charges/cancellation fees incurred by the supplier and will be automatically charged to the credit card on file when the client approves the change or cancellation in writing. 

The agency will automatically charge fees listed above to the card on file for all reservation changes, cancellations, or refunds made by the agency or when notification of passenger-directed changes cancellations, or refunds is received by the agency from the supplier

Non-negotiated Hotels And Rentals : In the event that your desired hotel or vacation rental does not offer negotiated travel agency rates, a minimum 10% service fee will be assessed on the total price.

Travel Insurance: The agency strongly recommends clients purchase insurance for the protection of health, property (baggage), trip cost and cancellation fees. Various combinations of coverage are available from many sources (for instance, the insurance offered by tour/cruise operators cover cancellation but not bankruptcy).  Clients acknowledge the importance of purchasing this type of insurance and have been advised that travel insurance is available. The agency makes no representations about what conditions or occurrences the insurance will cover.

Clients understand that while agents are here to serve them to the best of their ability, should a travel emergency arise and should agents be unavailable, clients should call Travelguard’s 24 hour concierge service number. However, this service is only available should clients choose to add Travelguard protection to the purchase.  Should client opt to not purchase Travelguard and should agents be unavailable during a travel emergency, clients understand that an agent will contact them as soon as possible and in the meantime it is their responsibility to resolve the emergency.

Travelguard may not be available in all cases. For US Citizens living abroad with US residency addresses, travel insurance cannot be purchased through Travelguard. Please seek other options for coverage.

Travel insurance, such as that offered by Travelguard, helps cover for the “unexpected” in travel and is required for entry into some countries. To have the most coverage policies should purchase this within 14 days of when the first payment is made. Please visit Travelguard.com to explore which travel insurance option works best for you.  Please let your agent know if you would like to add travel insurance to your reservation.

Conditions of Travel Disclaimer: KaliKosmos Travel, its members, and its host agency Travel Leaders/Leone Travel Corp (together hereafter called “the travel agency”) are neither the owner nor operator of the carrier used for this booking nor the third party ticketing company used. Clients consent to and request the use of these suppliers and agree not to hold the travel agency responsible should any of these suppliers fail for any reason, including bankruptcy, to provide the travel services purchased. clients understand that carriers and third party ticketing companies charge penalties for changes, cancellations, and refunds once ticketing has occurred and that these fees are in addition to fees assessed by the travel agency that are listed above.

Clients understand that carriers reserve the right to change schedules and equipment. The travel agency will make every effort to work with the carrier to keep the schedule as close to the original times and routings as possible, but some changes are out of the travel agency’s control.  Since schedules can change clients understand it is best to reconfirm schedules prior to departure. 

Clients understand the some conditions and unforeseen circumstances beyond the control of the supplier or the agency deem changes on the itinerary necessary. The supplier reserves the right to change and make necessary variations as needed. The agency will work with the supplier on alternate options when changes are needed.

Clients understand that most airlines assess fees for checked baggage and clients should confirm with the airlines what the fees are as well as each airline’s baggage limits and how excess baggage is handled.

Clients understand that the travel agency has no special knowledge regarding the financial condition of the suppliers, unsafe conditions, health hazards, weather hazards, or climate extremes at locations of travel. For information concerning possible dangers at destinations, the travel agency recommends contacting the travel warnings section of the U. S. State Department at (202) 647-5225 or www.travel.state.gov. For medical information, the agency recommends contacting the Centers for Disease Control at (877) fyi-trip or www.cdc.gov/travel. Clients assume full and complete responsibility for checking and verifying any and all passport, visa, vaccination, or other entry requirements of my destination(s), and all conditions regarding health, safety, security, political stability, and labor or civil unrest at such destination(s). Clients hereby release the travel agency from all claims arising out of any problem covered in these paragraphs and agree that the courts in Shelby County, Tennessee, will be the exclusive jurisdiction for all claims, and hereby submit to the personal jurisdiction of those courts.

Supplemental COVID19 Agency Terms: As the worldwide COVID-19 coronavirus pandemic remains ongoing, clients acknowledge that for this reason, and other reasons not reasonably foreseeable at this time, travel plans may be interrupted or cancelled by the supplier that is providing them, a government entity or other third party over which The Agency has no control. Clients further acknowledge that the supplier’s own cancellation, rebooking and refund policies, subject to any applicable law that is now or may later be in effect, will govern the client’s rights and remedies, including the client’s right to receive a refund, in such an event. Moreover, clients understand that should they elect to purchase travel insurance, the terms of the policy will dictate whether, and to what extent, coverage for any financial loss may exist under the circumstances.

Clients also acknowledge their understanding that agency fees will accompany all changes and cancellations, even those made as a result of COVID closures. Agency fees will be charged even if clients choose to make the changes/cancellations directly with the supplier. These fees will be automatically charged to the most recent card authorized by the client for this reservation. Clients agree to hold The Agency harmless and release it from any and all liability for any damages, including but not limited to monetary losses, that may be incurred as a result of such interruption or cancellation of these travel plans.

Travel Documentation: 

Domestic Air Travel: Adults are required to show identification when checking in and at TSA checkpoints. Acceptable forms of ID include any state, federal, or tribal identification card, including a passport, military ID card, permanent resident card, border-crossing card, state ID card or driver’s license.(A picture ID is required) 

International Air Travel: Clients have been advised that each passengers needs a VALID passport book and that the ticket name matches the name on the passport. Any changes to reservation names given will result in a change fee and/or airfare difference.  *It is the traveler’s responsibility to verify the validity of the passport. Passports must be valid for 6 months after your return date of travel.*

Cruise Document Requirements: For cruises that begin and/or end in a U.S port (aka “closed loop cruises”), the following *WHTI- (Western Hemisphere Travel Initiative) Compliant Documents are acceptable for cruise travel. If a picture I.D. is not affixed to the *WHTI-compliant document, a picture I.D. is required (a valid, unexpired government-issued photo I.D. for all guests 16 years of age or older). If the cruise includes air travel to or from Canada or another country, a valid, unexpired U.S. passport is required. Acceptable forms of identification: 

  • Valid U.S. Passport 
  • Valid Passport Card 
  • Valid State Enhanced Driver’s License 
  • Valid Certificate of U.S. Naturalization

Also acceptable for cruise travel (for cruises that begin and end in a U.S. port, aka “closed loop cruises”), U.S. citizens can show proof of citizenship, such as a birth certificate issued by a government agency and accompanied by a government- issued photo I.D. 

  • An original or copy of a birth certificate issued by a government agency (state/county/city) or the Department of Health and Vital Statistics. 
  • Internationally adopted children (under the age of 18): If the adoptive parent was not issued a birth certificate, cruises lines will accept as proof of citizenship, a Certificate of Citizenship by the U.S. and adoption paperwork. A Certificate of Citizenship is issued by the U.S. once the adoption is finalized.  

Be aware that some ports of call on closed loop cruises may still require a passport book. Without a passport book clients will not be able to disembark in these ports.

Please note

  • Puerto Rico Birth Certificates: Birth certificates from Puerto Rico issued prior to July 1, 2010 are not valid forms of proof of citizenship and are not accepted by U.S. Customs and Border Protection. Guests from Puerto Rico either need to present a *WHTI-compliant document or a government-issued photo I.D. with a validated birth certificate issued after July 1, 2010. 
  • Traveling with a Minor: When traveling out of the country with a minor where one or both parents or legal guardians are not present, we strongly recommend bringing an original signed letter from the absent parent(s) or legal guardians authorizing the minor to travel with you. A notarized letter is recommended. 
  • Canada Travel: Beware that countries can deny foreigners entry if they have been charged or convicted of a serious crime such as a DWI/DUI as well as insufficient health insurance coverage. For more information on entry requirements review the information on www.travel.state.gov or contact the consulate for the destinations you’re traveling to. 
  • Real ID Identification Requirements: Beginning October 1, 2020, every traveler must present a REAL ID-compliant driver’s license, or another acceptable form of identification, to fly within the United States. For more information, go to: https://www.tsa.gov/real-id