Terms & Conditions

Effective Date: Dec 17, 2025

Parties These Terms & Conditions (“Terms”) are between Jamie Stapleton, sole proprietor, doing business as Staple Trips (“Staple Trips,” “we,” or “us”), and the person(s) or entity booking services (“Client,” “you,” or “your”).

Business contact: info@stapletrips.com

  1. Definitions

  • “Services” means travel advisory, itinerary planning, booking assistance, and related services as described in Section 1.

  • “Supplier” means third-party providers of travel products or services (airlines, cruise lines, hotels, ground operators, tour operators, transfers, restaurants, ticketed events, etc.).

  • “Fora” means Fora Travel or any related booking/payment platform used by Staple Trips to facilitate bookings and payments.

  • Other defined terms appear in context.

  1. Role and Scope of Services 2.1 Role. Staple Trips operates as an independent travel advisor under Fora Travel Seller of Travel registration 2151995-50. Staple Trips is not a Supplier, carrier, tour operator, insurer, or medical or legal advisor. Staple Trips provides advisory and planning services for a fee and may, at Client’s request, enter bookings on Client’s behalf with Suppliers using Fora or other booking platforms.

2.2 Scope. Services may include research, recommendations, booking assistance (where authorized), itinerary development, dining and activity recommendations, Lightning Lane booking where available, and other concierge services as agreed in writing. Services do not include visa processing, medical or legal advice, passport validation, travel insurance procurement, in-destination support, or guarantees of Supplier performance unless expressly agreed in writing.

2.3 Engagement Start and End. Staple Trips’ engagement commences on Client’s payment of the agreed planning fee or deposit (or other written agreement) and continues until delivery of the final itinerary and any agreed post-travel deliverables unless otherwise agreed in writing.

  1. Client Responsibilities 3.1 Information Accuracy. Client must provide accurate and complete traveler information (full legal names as shown on travel documents, dates of birth, passport numbers and expiration dates, visa information, and contact details). Client is responsible for verifying that all information is correct prior to booking.

3.2 Documents and Entry Requirements. Client is solely responsible for securing and carrying valid passports, visas, travel documents, and any required vaccination or medical documentation. Staple Trips may provide recommendations, but Client must confirm requirements with applicable embassies, carriers, or government agencies.

3.3 Timelines and Changes. Client must meet deadlines for name corrections, passenger data, payments, and supplier requirements. Unless otherwise agreed, changes requested within supplier change windows or within 14 days of travel may be subject to Supplier change or cancellation fees, and Staple Trips’ administrative change fees where applicable.

3.4 Cooperation. Client will provide emergency contact information and any material health or accessibility information necessary to arrange travel services. Client will cooperate promptly with Staple Trips and Suppliers in the event of schedule changes or other issues.

  1. Fees, Payment, and Refunds 4.1 Fees. Planning, concierge, and white-glove fees are quoted in the proposal or invoice and are based on project complexity. Fees are fully earned when paid and are non-refundable except as expressly provided in these Terms.

4.2 Payment Terms. All fees are due in advance of performance unless otherwise agreed in writing. Staple Trips accepts payment through Fora’s processing platform or other methods as agreed. Client authorizes Staple Trips to charge the credit card on file for amounts due under these Terms (fees, Supplier costs where authorized, administrative fees, chargeback remediation, late fees, and collection costs).

4.3 Supplier Payments; No Custody of Funds. Unless otherwise agreed, Staple Trips does not hold Client funds for Suppliers. Supplier charges, deposits, and refunds are subject to each Supplier’s terms and Fora’s payment processing rules. Client acknowledges that certain transactions may be processed through Fora under Fora’s Seller of Travel registration and platform.

4.4 Supplier Refunds and Credits. If a Supplier issues a refund to Staple Trips, Staple Trips will remit cash refunds to Client within 14 business days of receipt, less any non-refundable planning fees retained by Staple Trips and any pre-disclosed administrative fees. If a Supplier issues a credit or voucher, Staple Trips will notify Client and Client may accept the credit or seek a refund directly from the Supplier per the Supplier’s policies.

4.5 Non-Refundable Fees and Administrative Fees. Planning and advisory fees are non-refundable once paid. Staple Trips may charge administrative fees for changes after delivery of final documents or for reissuance of Supplier vouchers/tickets; such fees will be disclosed prior to performing work.

4.6 Disputed Charges. Client must notify Staple Trips in writing of any disputed invoice or charge within 30 days of the invoice date. Failure to timely dispute an invoice constitutes acceptance of the charges.

  1. Payment Processing, Fora, and Chargebacks 5.1 Fora Platform. Payments and certain bookings may be processed through Fora’s platform under Fora’s Seller of Travel registration. Client acknowledges that Fora and Suppliers maintain their own policies regarding payment processing, chargebacks, refunds, and dispute resolution.

5.2 Client Cooperation; Chargeback Liability. Client agrees to cooperate with Staple Trips and Fora in any payment dispute or chargeback proceeding and to provide documentation reasonably requested to contest a chargeback (including but not limited to signed agreements, itineraries, Supplier confirmations, and communications). Client understands and agrees that Staple Trips may be held responsible by Fora or card processors for chargebacks arising from transactions processed through Fora. If Staple Trips is assessed any chargeback amount, processing fees, fines, or related costs because of a chargeback attributable to Client’s actions or failure to cooperate, Client will reimburse Staple Trips for the full amount plus a $50 chargeback administration fee, interest, and collection costs.

5.3 Card-on-File Authorization. By entering into these Terms or any Fee Agreement, Client authorizes Staple Trips to maintain a credit card on file and to charge that card for amounts due under these Terms, including fees, Supplier charges where authorized, administrative fees, chargeback remediation, late fees, and costs of collection.

5.4 Suspension for Nonpayment/Chargebacks. Staple Trips may suspend services, withhold deliverables, or refuse to make further bookings if payment or chargeback remediation is outstanding, or if a chargeback is initiated without Client cooperation.

  1. Supplier Relationships and Bookings 6.1 Supplier Terms. Suppliers are independent contractors and are solely responsible for performance of their products and services. Client’s contract for travel services is directly with Suppliers and is governed by each Supplier’s terms and conditions. Staple Trips does not assume Supplier obligations.

6.2 Agency Role. When authorized by Client, Staple Trips will act as Client’s agent in making bookings with Suppliers and may enter reservations on Client’s behalf using Fora or other booking platforms. Client authorizes Staple Trips to accept Supplier terms and conditions on Client’s behalf where necessary to book travel.

6.3 No Guarantee. Staple Trips does not guarantee Supplier availability, specific room categories, upgrades, or fulfillment of special requests. Staple Trips is not liable for Supplier acts or omissions including delays, overbookings, cancellations, or changes.

  1. Limitation of Liability and Indemnity 7.1 Limitation of Liability. Staple Trips’ aggregate liability for any claim arising from or related to these Terms or the services provided shall not exceed the total fees paid by Client to Staple Trips for the specific trip giving rise to the claim. Except for liability arising from Staple Trips’ gross negligence or willful misconduct (to the extent not disallowed by law), in no event shall Staple Trips be liable for indirect, incidental, consequential, special, punitive, or exemplary damages, including loss of profits, loss of enjoyment, or emotional distress.

7.2 Indemnity. Client shall indemnify, defend and hold harmless Staple Trips and its owners, officers, employees, contractors, and agents from and against any and all losses, liabilities, claims, damages, costs, and expenses (including reasonable attorneys’ fees) arising from (a) Client’s breach of these Terms; (b) Client’s negligent or willful acts or omissions; (c) inaccurate or incomplete information provided by Client; or (d) Client’s failure to obtain required travel documents or insurance. Staple Trips will give Client prompt written notice of any claim for which indemnity is sought; Client will assume control of the defense and settlement, provided that Staple Trips may participate with counsel of its choice at its own expense.

  1. Travel Insurance 8.1 Recommendation. Travel insurance is strongly recommended for all trips and should be purchased promptly after booking. Insurance should include trip cancellation and interruption, emergency medical and evacuation, and baggage coverage.

8.2 Declination. If Client declines travel insurance, Client will sign an Insurance Declination/Waiver acknowledging the risks and waiving certain claims against Staple Trips to the extent covered by insurance. Client remains responsible for all Supplier cancellation penalties and non-refundable Supplier amounts.

  1. Communications and Emergency Support 9.1 Response Time. Staple Trips aims to respond to client communications within 24 hours during business days. Response times may vary on weekends, holidays, or during travel periods. Staple Trips does not provide emergency after-hours support.

9.2 Electronic Communications. Client consents to receiving electronic communications, including emails and text messages, about bookings and travel updates. Client may opt out of marketing communications by following the instructions in the messages.

  1. Privacy and Data Use 10.1 Privacy Policy. Staple Trips collects personal information necessary to provide Services. Staple Trips does not sell Client data. Limited data may be shared with Fora, Suppliers, booking assistants, or other service providers as necessary to complete bookings. These parties are not permitted to use Client data for unrelated marketing. Clients may request deletion of personal data; Staple Trips will take reasonable steps to comply subject to legal or contractual retention requirements.

10.2 Data Requests. For California residents, Client may exercise rights under applicable privacy laws (e.g., access, deletion, opt-out); Staple Trips will provide instructions for submitting such requests in the Privacy Policy.

  1. Intellectual Property All itineraries, proposals, planning documents, templates, and related materials created by Staple Trips remain Staple Trips’ intellectual property. Client is granted a non-exclusive, non-transferable license to use these materials for personal travel only. Client may post screenshots or reviews with attribution to Staple Trips but may not resell or commercially exploit materials.

  2. Force Majeure Neither party shall be liable for failure to perform due to causes beyond its reasonable control (including acts of God, natural disaster, pandemic, government action, labor disputes, or civil unrest). Parties will use commercially reasonable efforts to mitigate impacts. Fees paid are non-refundable unless Supplier refunds are received and remitted in accordance with these Terms.

  3. Groups Group travel may be subject to a separate Group Terms & Conditions and addendum. Staple Trips may require additional deposits, payment schedules, attrition rules, and behavior standards for group bookings. The lead organizer warrants authority to bind group members and will be responsible for collecting all required information and payments.

  4. Arbitration; Governing Law; Small Claims 14.1 Arbitration. Any dispute arising out of or relating to these Terms or the Services shall be resolved by binding arbitration in Sonoma County, California, under the rules of the arbitrator selected by the parties. The parties waive any right to trial by jury and to participate in a class action.

14.2 Small Claims. Either party may bring individual claims in small claims court for disputes within the jurisdictional limit of the small claims court without first submitting to arbitration.

14.3 Governing Law. These Terms are governed by the laws of the State of California without regard to conflicts of law principles.

  1. Assignment; Amendment; Severability; Entire Agreement 15.1 Assignment. Client may not assign these Terms without Staple Trips’ prior written consent. Staple Trips may assign to a successor entity upon notice.

15.2 Amendment. Staple Trips may amend these Terms by posting updated terms and providing notice; continued use of Services after notice constitutes acceptance.

15.3 Severability. If a provision is held invalid, the remaining provisions remain in effect to the fullest extent permitted by law.

15.4 Entire Agreement. These Terms and any Fee Agreement or addenda constitute the entire agreement between the parties regarding the Services and supersede prior communications.

  1. Notices All notices shall be sent to the addresses provided in the relevant Fee Agreement or booking documents.

  2. Contact For questions about these Terms or to request Fora’s payment/chargeback policy, contact: info@stapletrips.com