I. Planning Fee

A non-refundable planning fee ranging from $99-$299 is required before any quotes or proposals are provided. This fee covers the time, research, and expertise involved in curating a personalized travel experience.  Group trip planning starts at $499.

II. Payments & Deposits

All trip payments are processed directly by Brittany Gatewood to the vendor on the client’s behalf. A credit card authorization form is required for each payment. Payment schedules vary based on the vendor and type of trip:

• Some vendors require full payment at the time of booking.

• Others may allow a deposit, followed by a scheduled “pay in full” date.

• These details will be clearly communicated to the client upon booking.

III. Itinerary Changes

Change deadlines vary depending on the vendor and specific booking terms. Any applicable dates and policies will be communicated to the client after booking. Late changes or cancellations may result in vendor-imposed fees, which are the responsibility of the client.

IV. Role of the Travel Agent

Gatewood Travel acts solely as an intermediary between the client and third-party travel vendors (such as resorts, cruise lines, and tour companies). We are not responsible for vendor cancellations, schedule changes, service interruptions, or dissatisfaction with vendor services.

V. Travel Insurance

While not required, travel insurance is highly recommended. Insurance can help protect against unforeseen events such as cancellations, delays, lost baggage, or medical emergencies. Clients who decline travel insurance assume all responsibility for fees or losses resulting from cancellations or interruptions.

VI. Client Responsibilities

Clients are responsible for:

• Providing accurate personal and payment information.

• Making timely payments based on the vendor's schedule.

• Reviewing all documents and itineraries prior to travel.

Failure to meet payment deadlines may result in the vendor canceling your trip, and Gatewood Travel is not liable for any associated fees or losses.

VII. Communication & Office Hours

Gatewood Travel is available Monday through Friday from 8:00 AM – 4:00 PM CST. Clients traveling during off hours may reach out via the Trip App Messenger for urgent in-travel concerns.

VIII. Trip App Access

All booked clients receive access to a user-friendly itinerary app, where they can find essential travel documents, real-time updates, and direct messaging support. This service is included in the planning fee.