Group Travel Agreement

1. Parties

This Group Travel Agreement (“Agreement”) is entered into as of October 23, 2026, by and between:

2. Trip Details

3. Pricing by Occupancy & Nights

Per-person pricing below is based on double occupancy and number of nights. All prices are in U.S. dollars and include resort accommodations. Prices are estimates and subject to availability at time of booking. Children ages 13 and up are considered adults for pricing purposes. Transfers are not included.

Prices may vary based on room category, resort tier, and availability. The Agency will provide a revised pricing schedule if any supplier adjustments occur prior to final payment.

A non-refundable deposit of $___________ per person (or as agreed) is due by ___________________ to secure all group reservations. Final payment of the remaining balance is due by ___________________.

Payments may be made by credit card, check, or other methods accepted by the Agency. All prices are quoted in U.S. dollars. The Agency reserves the right to pass through any supplier-imposed price increases occurring after the deposit is received, with written notice to the Client.

Failure to remit final payment by the due date may result in cancellation of reservations and forfeiture of the deposit.

Room Minimum & Shortfall Penalty

If the group falls below 10 rooms, it would no longer be considered a group. In that case, the group would not be eligible for any concessions and depending on the hotel, the reservations could potentially be repriced since the group rate would no longer be valid.

4. Cancellation & Refund Policy

Cancellations must be submitted in writing to the Agency. The following cancellation fees apply (measured from the scheduled departure date), unless the supplier’s own policy is more restrictive, in which case the supplier’s policy governs:

The Agency strongly recommends the purchase of travel insurance to protect against unforeseen cancellations, medical emergencies, and trip interruptions.

5. Changes & Modifications

Any changes to the itinerary, traveler names, dates, or accommodations requested by the Client after confirmation may be subject to change fees imposed by suppliers, in addition to an Agency service fee of up to $50 per change. The Agency will make reasonable efforts to accommodate requested changes but cannot guarantee availability.

Name changes on airline tickets may not be permitted by the carrier and could require purchase of a new ticket at the then-current fare.

6. Room Block & Accommodation Release

The Agency will hold a room block on behalf of the Client as specified in Section 2 (Trip Details). Any rooms within the allotted block that remain unbooked must be released by ___________________ (“Room Release Date”). Rooms not claimed by the Room Release Date will be returned to the supplier’s general inventory and the Agency cannot guarantee availability or group pricing after that date.

The Client is responsible for communicating the Room Release Date to all group members and ensuring timely bookings. The Agency shall not be liable for any traveler’s inability to secure accommodations due to failure to book prior to the Room Release Date.

Any reduction in the room block below the contracted minimum prior to the Room Release Date may result in attrition fees imposed by the supplier, which shall be the sole responsibility of the Client. The Agency will provide written notice of any applicable attrition thresholds at the time of booking.

7. Travel Insurance

The Agency strongly recommends that all travelers purchase comprehensive travel insurance, including trip cancellation, trip interruption, medical evacuation, and baggage coverage. The Agency can provide an insurance quote upon request. Declining travel insurance is done at the traveler’s own risk, and the Agency shall not be liable for losses that would have been covered by such insurance.

8. Traveler Responsibilities

All travelers are responsible for ensuring their undamaged passports are valid for at least six (6) months beyond their return date. Visa requirements vary by destination and nationality. The Agency will provide general guidance but is not responsible for denied entry due to invalid or missing documentation.

Destination Considerations

Each country has its own entry requirements, and some may deny entry to individuals with certain criminal records. All travelers are responsible to check the entry regulations of the destination country before planning travel.

The Client is responsible for communicating all health, dietary, mobility, or other special needs to the Agency in writing prior to booking. The Agency will make reasonable efforts to accommodate such needs but cannot guarantee that all suppliers will be able to do so.

Travel Insurance Acknowledgment

Travel Insurance Acknowledgement Emergencies can happen when you least expect them. Relaxing Vacations highly recommends that all clients purchase a travel insurance policy to protect their investment in their vacation. Cruise lines, airlines, hotels, and tour operators all charge high penalties for cancellation, ranging from the full deposit to no refund at all. And keep in mind is that that most health insurance policies will not cover you when you are out of the country. Travel insurance can protect you in the event of Trip Cancellation, Trip Delay, Trip Interruption, Missed Connection, Baggage Loss, Theft or Damage, Baggage Delay, Emergency Medical and Dental Expenses, and Emergency Medical Transportation, among other unforeseen circumstances. Please also note that in order for you to obtain coverage for certain pre-existing conditions, your policy must be purchased at the time of booking or shortly thereafter (depending on the terms of the policy). Please understand that we are not registered insurance agents and cannot legally provide specific advice or information regarding insurance. We will gladly secure a quote for you, upon request, and if Relaxing Vacations does not, or is not legally able to secure coverage on your behalf, it is our strong recommendation that you purchase a policy on your own. I acknowledge that Relaxing Vacations has recommended or offered travel insurance protection to me. Should I choose not to purchase such a policy, I accept all responsibility for declining to secure coverage.

By signing below, I understand that declining travel insurance could result in the loss of my travel cost and/ there may be no way to recoup any losses, costs or expenses incurred or require more money to correct the situation. I also acknowledge that without insurance,

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9. Signatures

By signing below, both parties acknowledge that they have read, understood, and agree to be bound by the terms and conditions of this Group Travel Agreement. This Agreement is subject to the Agency’s Terms & Conditions at relaxingvacations.com/terms, which govern liability, dispute resolution, and the entire agreement between the parties.