The Wistful Wayfarer — Terms & Conditions of Booking
Last updated: September 18, 2025
These Terms & Conditions (“Agreement”) govern all travel planning and booking services provided by The Wistful Wayfarer, LLC (“Agency,” “we,” or “us”) to the client (“Client,” “you,” or “your”). By booking travel services with The Wistful Wayfarer, you acknowledge and agree to the following terms:
I. Services Provided
The Wistful Wayfarer acts as a professional travel advisor and booking agent. Our services may include:
Consultation, research, and personalized travel recommendations
Preparation of quotes and itineraries
Booking of accommodations, flights, transfers, tours, and activities as requested and approved by the Client
Recommendations for comprehensive travel insurance and facilitation of quotes (when available)
Support from booking through post-trip follow-up with suppliers
We do not own, operate, or control the independent suppliers (airlines, hotels, tour operators, cruise lines, etc.) whose services we book on your behalf.
II. Payments & Fees
Professional Services Fee: A consultation and planning fee of $100–$775, depending on trip complexity, is due prior to proposal delivery. This fee is non-refundable and separate from supplier costs.
Supplier Payments: Deposits, final payments, and deadlines are set by suppliers and will be communicated at the time of booking. You are responsible for meeting supplier deadlines; failure to do so may result in cancellation without refund.
Additional Agency Fees: Rebooking/change requests after final itinerary approval: $100 per request. Emergency concierge assistance (within 72 hours of travel): $150.
Currency: All payments are in U.S. Dollars unless otherwise specified. The Client acknowledges that currency exchange rates fluctuate and may affect final pricing. The Agency is not responsible for changes due to exchange rates, taxes, or supplier surcharges.
III. Cancellations & Refunds
Agency Fees: The Professional Services Fee and any Agency administrative fees are non-refundable.
Supplier Policies: All cancellations and refunds are subject to the terms and conditions of the suppliers involved. Refunds, if any, are processed by the supplier.
Chargebacks: By authorizing payment, you agree to these Terms & Conditions, including cancellation and refund policies. In the event of a chargeback dispute, your signed acknowledgment will be used as proof of acceptance.
IV. Client Responsibilities
You agree to:
Provide accurate and complete information (including legal names, passport details, loyalty numbers, preferences).
Review all documents (invoices, itineraries, confirmations) and notify the Agency of any errors within 24 hours of receipt.
Obtain all required travel documents (passports, visas, vaccinations, health requirements).
Comply with all laws, regulations, and supplier rules during travel.
Acknowledge that all bookings are subject to supplier terms; review and accept the supplier’s terms, cancellation/refund policies. The Agency is not responsible for Client’s failure to understand those terms.
V. Travel Insurance
The Wistful Wayfarer strongly recommends comprehensive travel protection to safeguard your investment. Travel protection may cover trip cancellation, delay/interruption, missed connections, baggage loss/theft/delay, emergency medical/dental, and evacuation. If you decline coverage, you accept full responsibility for any financial loss.
We are not licensed insurance agents and cannot provide coverage advice. Upon request, we can provide a quote or referral to a trusted provider.
VI. Changes & Amendments
Client-requested changes are subject to supplier availability, pricing, and terms.
The Agency may charge a $100 administrative fee per change request after itinerary approval.
Any additional supplier fees or increased costs are the responsibility of the Client.
VII. Limitation of Liability
The Agency serves as an advisor and booking agent only—it does not operate or control suppliers. The Agency is not liable for supplier defaults, acts, accidents, delays, weather, pandemics, political instability, or other force majeure events. Your remedies, if any, are limited to those provided by your travel supplier.
Limitation of Damages: In no event shall the Agency’s liability exceed the amount of Agency fees paid by Client for the specific services giving rise to the claim. The Agency shall not be liable for indirect, incidental, or consequential damages.
Force Majeure: The Agency shall not be liable for any failure or delay in performance due to circumstances beyond its reasonable control, including but not limited to acts of God, natural disasters, pandemics, government actions, strikes, civil unrest, terrorism, war (declared or not), quarantine, defects in machinery, wildlife, or other unforeseeable events.
Independent Contractor Status: The Agency is an independent contractor and not a fiduciary of the Client. No partnership, joint venture, or employer-employee relationship shall be deemed created other than as expressly set forth herein.
VIII. Governing Law & Dispute Resolution
This Agreement is governed by the laws of the State of Missouri.
Governing Law. This Agreement is governed by the laws of the State of Missouri.
Mediation & Court. All disputes shall first be submitted to good-faith mediation in St. Louis, Missouri. If mediation does not resolve the matter, disputes shall be resolved exclusively in the state or federal courts located in St. Louis, Missouri. To the fullest extent permitted by law, both Client and Agency waive the right to a jury trial.
Venue & Timeframe. Any claim or dispute must be filed within one (1) year after trip completion. Client expressly agrees that venue and jurisdiction shall lie exclusively in St. Louis City, Missouri, and waives any objection to inconvenient forum.
Enforcement. These provisions are binding regardless of Client’s residence, and Client agrees not to initiate proceedings in any other jurisdiction.
IX. Marketing & Communications
Client Likeness & Testimonials: Client grants Agency permission to use written feedback, reviews, or voluntarily shared photographs for marketing purposes, provided no sensitive personal information is disclosed without prior consent.
Electronic Communications: Client agrees that electronic communications, including email approvals and electronic signatures, shall constitute valid authorization for purposes of these Terms & Conditions.
X. Compliance with Travel Regulations
Agency is not a licensed Seller of Travel except as required by applicable law. Client acknowledges that certain bookings may be subject to additional regulatory protections depending on their state of residence.
XI. Additional Legal Provisions
Severability: If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
Updates to These Terms. We may update these Terms from time to time to keep them accurate and clear. When we do, we’ll provide notice (for example, by email and/or posting the updated Terms with a “last updated” date). Updates apply to new services and bookings made after the effective date. For trips already booked when changes go live, the version you agreed to at the time of booking continues to apply, unless we both agree otherwise.
Entire Agreement. These Terms, together with the Client Agreement Form and any applicable supplier confirmations, constitute the entire agreement between Client and Agency.
Assignment: Client may not assign or transfer this Agreement or any rights or obligations hereunder without Agency’s prior written consent.
Attorney’s Fees: In any action arising out of or relating to this Agreement, the prevailing party shall be entitled to recover its reasonable attorney’s fees and costs.
Headings: Headings are for convenience only and shall not affect interpretation of this Agreement.
Survival: Sections relating to limitation of liability, dispute resolution, governing law, and entire agreement shall survive termination or completion of services.
Right to Refuse Service: Agency reserves the right to decline service to any Client who engages in abusive, threatening, or unlawful behavior.
Travel Risks Acknowledgment: Client acknowledges that travel may involve inherent risks, including but not limited to accident, illness, political instability, crime, natural disasters, and changes in government regulations. Client assumes all such risks.
XII. Entire Agreement
This Agreement, together with the Client Agreement and supplier confirmations, constitutes the entire agreement between The Wistful Wayfarer and the Client. It supersedes all prior or contemporaneous discussions, negotiations, promises, representations, or agreements, whether oral, written, or implied. No statement, promise, or representation by any party or its agents shall be binding unless expressly included in this Agreement.
XIII. Acknowledgment
By submitting payment, signing a Client Agreement, or otherwise authorizing bookings, you acknowledge that you have read, understood, and accept these Terms & Conditions.