ROSÉ & RUNWAYS, LLC
TRAVEL SERVICES TERMS & CONDITIONS
EFFECTIVE DATE & ACCEPTANCE
These Terms and Conditions (“Terms”) govern the relationship between Hannah Scherle, dba Rosé & Runways, LLC (“Agency,” “Advisor,” “we,” “us,” or “our”), its host agency World Via Travel Network, and you, the client (“Traveler,” “you,” or “your”).
By engaging Rosé & Runways, LLC for travel planning or booking services, you acknowledge that you have read, understand, and agree to these Terms in full.
These Terms become effective and binding upon the earlier of:
Your written, digital, or electronic acceptance, including clickwrap or electronic signature; or
Your request for Agency to perform or book Travel Services after receiving these Terms.
These Terms remain in effect until terminated in writing by either party, subject to all provisions intended to survive termination.
1. DEFINITIONS
Agency: Rosé & Runways, LLC, owned by Hannah Scherle.
Booking: Any reservation, confirmation, or arrangement made by Agency on behalf of Traveler.
Supplier: Any independent third party providing Travel Services, including but not limited to airlines, hotels, resorts, cruise lines, tour operators, transportation providers, insurance providers, excursion operators, and other travel-related vendors.
Traveler: The client engaging Agency and any individual included on the same Booking.
Travel Services: Travel-related products or services provided by Suppliers.
Trip: The collective Travel Services associated with Traveler's planned travel.
Trip Documentation: Confirmations, invoices, itineraries, travel portfolios, and other communications issued or provided by Agency.
2. ROLE OF AGENCY & THIRD-PARTY SUPPLIERS
Agency acts as an independent travel advisor and booking agent and does not own, operate, manage, or control any Supplier.
Suppliers are independent entities that operate under their own terms, conditions, policies, schedules, and procedures. Traveler agrees to review and comply with all applicable Supplier terms and conditions.
Agency is not responsible for the acts, omissions, errors, representations, warranties, breaches, negligence, delays, cancellations, schedule changes, service failures, financial failures, or other conduct of any Supplier.
Violation of Supplier terms may result in denied services, cancellation, penalties, or forfeiture of funds for which Agency bears no responsibility.
3. COMPLIMENTARY CONSULTATION
Each prospective Traveler is entitled to one (1) complimentary initial consultation prior to engagement.
The consultation is intended for discovery purposes and may include discussion of destinations, travel style, dates, budget, priorities, and general travel preferences.
Detailed research, pricing, proposal development, itinerary design, reservations, and other custom planning services do not begin until the applicable planning fee has been received.
4. PLANNING & DESIGN SERVICES
Upon receipt of the applicable planning fee, Agency may provide the following services, as applicable to the scope and nature of the Trip:
Custom travel research and recommendations based upon Traveler's stated preferences, budget, priorities, and travel goals;
One (1) initial custom travel proposal;
Up to two (2) reasonable rounds of revisions to the initial proposal;
Itinerary development and organization;
Booking assistance for accommodations, airfare, cruises, transportation, tours, excursions, and other Travel Services available through Agency's professional Supplier network;
Destination guidance and recommendations, which may include dining, activities, attractions, wellness experiences, entertainment, and other points of interest;
Pre-departure documentation and itinerary organization for Travel Services booked through Agency; and
Reasonable planning support and communication during Agency's published business hours.
The exact services provided depend upon the Trip, Traveler's requests, Supplier availability, and the scope agreed upon between Agency and Traveler.
Agency does not guarantee that every requested destination, accommodation, activity, amenity, or Travel Service will be available or appropriate within Traveler's stated budget or travel parameters.
5. PROPOSALS & REVISIONS
The applicable planning fee includes one (1) initial custom proposal and up to two (2) reasonable rounds of revisions based upon the scope, preferences, budget, dates, destinations, and other parameters established during the consultation.
A revision means a reasonable modification to the existing proposal.
Material changes to the original planning scope—including, but not limited to, changes to destination, travel dates, trip duration, number of Travelers, departure city, overall budget, or fundamental travel style—may constitute a new planning request and may require an additional planning fee.
Additional revisions beyond those included may also be subject to additional professional service fees.
Agency will advise Traveler before undertaking work requiring an additional planning fee.
6. PLANNING FEE POLICY
Planning fees compensate Agency for professional expertise, consultation, research, itinerary design, proposal preparation, administrative services, and time devoted to Traveler's Trip.
All planning fees are non-refundable regardless of trip type, booking outcome, cancellation, changes, Supplier actions, or Traveler's decision not to proceed.
Payment of a planning fee initiates Agency's professional planning services and does not constitute a deposit toward the cost of Travel Services.
Payment of the planning fee does not guarantee that Traveler will ultimately book a Trip through Agency or that desired pricing or availability will remain available.
7. PROPOSAL TIMELINES
Custom proposals will generally be delivered within thirty (30) days after Agency has received the applicable planning fee and all information reasonably necessary to begin research.
Estimated delivery dates communicated by Agency are provided in good faith but may vary depending upon Trip complexity, Supplier response times, destination, seasonality, and Traveler responsiveness.
Pricing and availability may change at any time prior to booking and confirmation.
8. BOOKING, PRICING & AVAILABILITY
Prices are based solely upon the inclusions identified in Trip Documentation.
All pricing and availability are dynamic and subject to change until the applicable deposit or full payment has been successfully processed and the reservation has been confirmed by the Supplier.
Unless expressly stated otherwise, pricing may exclude taxes, resort or destination fees, gratuities, insurance, baggage fees, seat assignments, excursions, meals, transportation, and incidental expenses.
Agency reserves the right to correct inadvertent pricing, calculation, or clerical errors and to provide updated pricing when necessary.
Traveler understands that receiving a proposal does not hold or guarantee any price, room, flight, cruise cabin, tour, or other inventory.
9. TRAVELER INFORMATION & BOOKING RESPONSIBILITIES
Traveler is responsible for providing complete and accurate information necessary to make reservations.
Prior to booking, Agency may require passport copies, legal names, dates of birth, contact information, and other information required by Suppliers.
Traveler agrees to:
Provide accurate Traveler information;
Review all Trip Documentation immediately upon receipt;
Notify Agency of any errors or discrepancies within twenty-four (24) hours;
Make all required payments by applicable deadlines;
Monitor applicable government travel and health advisories;
Comply with all Supplier rules and applicable laws; and
Promptly communicate any changes that may affect the Trip.
Traveler represents that they are at least eighteen (18) years old and are authorized to accept these Terms on behalf of all Travelers included on the Booking.
10. PAYMENTS & PAYMENT DEADLINES
Deposits, final payments, cancellation schedules, and other payment requirements are determined by the applicable Suppliers and will vary by Booking.
Certain components—including airfare, insurance, tours, or other Travel Services—may require full payment at the time of booking.
Traveler is solely responsible for making payments by the communicated deadlines.
Failure to make timely payment may result in cancellation, loss of availability, price increases, penalties, or forfeiture of previously paid amounts.
Agency may provide payment reminders as a professional courtesy; however, Traveler remains ultimately responsible for all payment deadlines whether or not a reminder is received.
11. ADVISOR SERVICE FEES FOR POST-BOOKING CHANGES & CANCELLATIONS
In addition to any penalties or fees imposed by Suppliers, Agency charges a non-refundable $25 Advisor service fee per Booking for changes or cancellations requested after booking confirmation, including but not limited to:
Name corrections or changes;
Guest substitutions;
Date changes;
Property, room, cabin, or category changes;
Partial or full cancellations;
Airline schedule changes requiring manual handling;
Traveler-requested rebooking; and
Supplier-initiated changes requiring substantial Agency assistance.
Fees are due at the time of request and compensate Agency for professional services and administrative time.
Complex changes or services outside the original scope may require additional fees, which will be disclosed before such work is performed.
12. CANCELLATIONS, REFUNDS & NO-SHOWS
All Travel Service cancellations, penalties, credits, and refunds are governed by the applicable Supplier's terms and conditions.
Many Travel Services are partially or entirely non-refundable.
Failure to travel or appear for a confirmed Travel Service (“no-show”) may result in total forfeiture of amounts paid.
Agency cannot guarantee that any Supplier will approve a refund, credit, waiver, or exception to its stated policies.
Agency is not responsible for unused Travel Services or Traveler's voluntary decision not to participate in booked components.
Agency planning and professional service fees remain non-refundable regardless of any Supplier refund or cancellation.
13. TRAVEL INSURANCE
Agency strongly recommends purchasing comprehensive travel protection appropriate to Traveler's Trip and circumstances.
Agency is not an insurance provider and does not determine coverage, eligibility, claim approval, or benefit payments.
Travel insurance premiums may be non-refundable according to the applicable policy.
If Traveler declines offered travel protection or obtains insurance independently, Traveler knowingly assumes the financial risks associated with cancellation, interruption, delay, medical emergencies, lost baggage, Supplier failure, and other circumstances that may affect travel.
If insurance is obtained independently, Agency may request documentation for Traveler's file.
Traveler is responsible for reviewing and understanding all policy terms, exclusions, limitations, and coverage requirements.
Agency is not responsible for denied claims or Traveler's decision to purchase, decline, or select particular insurance coverage.
14. AIRFARE & FLIGHTS
Agency may provide and book airfare when appropriate and available.
Airline schedules, aircraft, seat assignments, routes, connection times, and fares are controlled by the applicable airline and are subject to change.
Traveler is responsible for reviewing flight information and monitoring airline communications and flight status.
When Traveler elects to purchase airfare independently—including airfare booked using points, miles, loyalty rewards, companion certificates, or other third-party benefits—Traveler is responsible for booking and managing that reservation.
Agency may, as a courtesy, review an independently booked flight itinerary for general scheduling or connection considerations. Such review does not constitute Agency's booking or management of the airfare and does not transfer responsibility for that reservation to Agency.
Agency is not responsible for Travel Services booked independently by Traveler or another party.
15. DESTINATION RECOMMENDATIONS & ANCILLARY SERVICES
Depending upon the Trip and agreed scope, Agency may provide recommendations or assistance relating to:
Ground transportation;
Trains and rental vehicles;
Tours and excursions;
Dining;
Wellness and spa experiences;
Entertainment, shows, attractions, and sporting events;
Celebrations and special occasions;
Airport services and lounges;
Destination activities; and
Other travel experiences.
A recommendation does not constitute a reservation or guarantee availability, pricing, quality, safety, suitability, or Supplier performance.
Unless Agency expressly confirms in writing that a particular ancillary service has been booked, Traveler remains responsible for making that reservation.
16. SERVICES NOT INCLUDED
Unless expressly agreed to in writing, Agency services do not include:
Visa, passport, or entry-document procurement;
Legal, medical, immigration, or health advice;
Travel insurance claims administration;
International dining reservations;
Babysitting or childcare sourcing, vetting, or reservations;
Reservations for dining, spa services, activities, event tickets, wellness services, or other ancillary services unless specifically arranged by Agency in advance;
In-destination personal concierge services;
Continuous or real-time monitoring of Traveler throughout the Trip;
Management of Travel Services booked independently by Traveler or another party; or
Unlimited post-booking revisions, research, or rebooking.
Services outside the agreed scope may require additional fees.
17. PRE-DEPARTURE PLANNING DEADLINE
Requests for additional transfers, excursions, tours, activities, itinerary additions, dining recommendations, or other ancillary planning should be submitted to Agency no later than twenty-one (21) days prior to departure.
Requests received after this deadline are subject to Agency availability, Supplier availability, and the complexity of the request and are not guaranteed.
Agency reserves the right to decline late planning requests or charge an additional professional service fee when appropriate.
18. TRAVEL PORTFOLIO & PRE-DEPARTURE MATERIALS
For Trips booked through Agency, Traveler will generally receive a curated Travel Portfolio approximately two (2) to three (3) weeks prior to departure, provided applicable Supplier documentation has been made available.
Depending upon the Trip, materials may include:
Supplier confirmations;
Key travel details and timelines;
Transportation information;
Confirmation numbers and contact information;
A detailed or suggested itinerary;
Destination guidance;
Recommended activities, restaurants, or points of interest;
Relevant customs or immigration resources;
Suggested travel applications;
Emergency Supplier contact information; and
Other information reasonably relevant to Traveler's Trip.
Agency may also offer a pre-departure review call when appropriate.
Information contained within the Travel Portfolio is based upon information available at the time it is prepared and remains subject to Supplier changes.
19. IN-TRAVEL SUPPORT
Agency provides reasonable assistance for urgent travel-related issues involving Travel Services booked through Agency.
Agency does not provide continuous monitoring of Traveler, guarantee twenty-four-hour immediate availability, or operate as an emergency response service.
Traveler remains responsible for monitoring flight status, Supplier communications, itinerary times, local conditions, and other information affecting the Trip.
For emergencies or time-sensitive matters when Agency is unavailable, Traveler should contact the applicable Supplier, airline, hotel, insurance emergency assistance provider, local emergency services, or other appropriate party directly using the contact information provided.
If Agency anticipates being unavailable during Traveler's Trip, Agency will make reasonable efforts to provide relevant Supplier and emergency contact information in advance.
20. TRAVELER-BOOKED & THIRD-PARTY SERVICES
Agency is not responsible for reservations, Travel Services, tours, airfare, accommodations, transportation, tickets, activities, or other arrangements booked directly by Traveler or through another person, company, website, credit-card portal, loyalty program, or third party.
Agency's inclusion of independently booked information within an itinerary or Travel Portfolio does not constitute Agency's endorsement, management, confirmation, or assumption of responsibility for that Travel Service.
Traveler is responsible for communicating directly with the applicable provider regarding independently booked services.
21. PASSPORTS, VISAS & ENTRY REQUIREMENTS
Traveler is solely responsible for obtaining and maintaining all passports, visas, identification, health documentation, authorizations, permits, and other documents required for travel.
Passport validity and entry requirements vary by destination and Traveler circumstances and may change without notice.
Traveler is responsible for verifying current requirements with the appropriate governmental authorities.
Agency may provide general informational resources as a courtesy but does not guarantee Traveler's eligibility to enter or transit any destination.
Agency is not responsible for denied boarding, denied entry, deportation, missed travel, penalties, or financial losses resulting from inadequate, incorrect, expired, or missing documentation.
No refund from Agency will be provided for Travel Services lost due to Traveler's failure to satisfy applicable documentation or entry requirements.
22. CONDUCT, ACCESSIBILITY, ALLERGIES, MEDICAL NEEDS & RISK ACTIVITIES
Traveler is responsible for communicating relevant accessibility needs, allergies, dietary restrictions, medical considerations, or other special requirements before booking.
Agency will make reasonable efforts to communicate disclosed requirements to applicable Suppliers but cannot guarantee that any Supplier can or will accommodate them.
Travelers are responsible for determining whether activities, accommodations, transportation, and destinations are appropriate for their individual physical abilities, health conditions, and risk tolerance.
Agency is not responsible for injury, illness, removal, denied service, allergic reaction, or other consequences resulting from Traveler's conduct, medical needs, or participation in activities.
23. ASSUMPTION OF TRAVEL RISK
Travel involves inherent and sometimes unpredictable risks, including but not limited to illness, injury, accidents, crime, weather, natural disasters, transportation disruptions, strikes, political or civil unrest, government actions, pandemics, Supplier failures, and other circumstances beyond Agency's control.
Traveler voluntarily assumes the ordinary and inherent risks associated with travel and is responsible for exercising appropriate judgment and precautions while traveling.
24. FORCE MAJEURE
Agency shall not be responsible for delay, cancellation, interruption, failure to perform, or other loss caused by circumstances beyond Agency's reasonable control, including but not limited to natural disasters, severe weather, fire, flood, war, terrorism, civil unrest, epidemics or pandemics, government actions, border closures, labor disputes, strikes, transportation disruptions, Supplier insolvency, technological failures, or other force majeure events.
Any refunds, credits, rebooking rights, or other remedies resulting from such circumstances remain subject to applicable Supplier terms.
25. LIMITATION OF LIABILITY
To the fullest extent permitted by applicable law, Agency shall not be liable for indirect, incidental, consequential, punitive, exemplary, or special damages arising from or related to Travel Services or these Terms.
Agency does not assume liability for the acts, omissions, negligence, financial default, service failures, or other conduct of independent Suppliers.
To the fullest extent permitted by applicable law, if Agency is found liable for a claim arising from a particular Booking, Agency's aggregate liability shall not exceed the total commission actually received by Agency for the Booking giving rise to the claim.
Nothing in these Terms is intended to waive or limit liability that cannot lawfully be waived or limited.
26. INDEMNIFICATION
To the fullest extent permitted by law, Traveler agrees to indemnify and hold harmless Agency and its owners, officers, contractors, affiliates, and representatives from claims, damages, losses, costs, and reasonable legal fees arising from Traveler's acts or omissions, violation of these Terms, violation of Supplier requirements, or claims brought by another Traveler for whom Traveler accepted these Terms.
This provision survives termination of these Terms and completion of travel.
27. CHARGEBACKS & PAYMENT DISPUTES
Traveler agrees to contact Agency promptly regarding any legitimate billing dispute so that Agency has an opportunity to investigate and assist in resolving the matter.
Traveler agrees not to initiate a chargeback for properly authorized charges solely because Traveler disagrees with a Supplier's cancellation, refund, credit, or other contractual policy.
Nothing in this section prohibits Traveler from exercising rights available under applicable law in cases of unauthorized or fraudulent charges.
Traveler may be responsible for reasonable costs incurred by Agency in responding to or recovering funds from an improper chargeback, to the extent permitted by law.
28. PERSONAL INFORMATION & PRIVACY
Traveler authorizes Agency to collect, use, and transmit personal information reasonably necessary to research, arrange, book, and manage Travel Services.
Traveler authorizes Agency to share necessary information with Suppliers, host agency partners, technology providers, and other third parties involved in fulfilling Travel Services.
Agency will exercise reasonable care when handling Traveler information but is not responsible for data breaches, cybersecurity incidents, or privacy failures caused by independent third parties outside Agency's reasonable control.
29. SOCIAL MEDIA & MARKETING CONSENT
Traveler grants Agency permission to use photographs, video, testimonials, or other content voluntarily provided to Agency for lawful marketing purposes unless Traveler revokes such permission in writing.
Traveler may notify Agency in writing prior to travel if Traveler does not consent to use of their image or likeness for Agency marketing.
Agency will not intentionally publish sensitive personal travel documentation, passport information, payment information, or other confidential booking data for marketing purposes.
30. CLIENT RESPONSIVENESS & DELAYS
Agency's ability to provide timely services depends upon Traveler's responsiveness, approvals, accurate information, and compliance with communicated deadlines.
Agency is not responsible for delays, increased pricing, lost inventory, reduced availability, or altered deliverables resulting from:
Incomplete or inaccurate Traveler information;
Delayed Traveler responses or approvals;
Missed payment deadlines;
Supplier processing delays;
Changes requested after proposal delivery;
Material changes to the original planning scope; or
Requests submitted close to departure.
Failure to meet deadlines may affect pricing, availability, and Agency's ability to complete requested services.
31. RIGHT TO DECLINE OR TERMINATE SERVICES
Agency reserves the right, to the extent permitted by law, to decline or discontinue professional services when the working relationship becomes impracticable, including due to abusive or threatening conduct, repeated failure to meet deadlines, nonpayment of Agency fees, requests for unlawful or unethical conduct, or material violation of these Terms.
Termination of Agency's professional services does not automatically cancel Travel Services already booked with independent Suppliers.
Traveler remains responsible for Supplier payments, cancellation policies, and other contractual obligations associated with existing reservations.
Previously earned or paid Agency planning and service fees remain non-refundable.
32. HOST AGENCY & INDEPENDENT CONTRACTOR STATUS
Rosé & Runways, LLC operates as an independent contractor affiliated with World Via Travel Network.
Travel Services are provided subject to applicable host agency requirements, Supplier terms, and industry regulations.
Nothing in these Terms creates a partnership, employment relationship, fiduciary relationship, or joint venture between Traveler and Agency.
33. GOVERNING LAW & VENUE
These Terms are governed by the laws of the State of Indiana, without regard to conflict-of-law principles.
To the extent permitted by applicable law, disputes arising from these Terms or Agency's services shall be brought in the appropriate state or federal court having jurisdiction in Hamilton County, Indiana.
34. GENERAL PROVISIONS
Severability. If any provision of these Terms is determined to be invalid or unenforceable, the remaining provisions shall remain in effect to the fullest extent permitted by law.
Entire Agreement. These Terms, together with applicable invoices, proposals, Trip Documentation, Supplier terms, and any written service agreement between Agency and Traveler, constitute the agreement governing Agency's services.
No Waiver. Agency's failure to enforce any provision on one occasion does not constitute a waiver of that provision or Agency's right to enforce it in the future.
Electronic Communications. Traveler agrees that electronic communications, electronic signatures, clickwrap acceptance, and electronic records may be used in connection with Agency's services.
Survival. Provisions concerning fees, liability, indemnification, payment disputes, governing law, and other provisions that by their nature are intended to survive shall remain effective after completion or termination of services.
Acceptance. Electronic acceptance of these Terms is intended to be legally binding.