Booking Terms and Conditions

These Terms and Conditions form the agreement between Epic Travel Designer (“The Company”) and the traveller(s) (“The Client”). By engaging our services, paying the Travel Proposal Fee, or placing a Trip Deposit, The Client is deemed to have read, understood and agreed to all Terms and Conditions stated herein.

1. Proposal Fee, Reservations & Payments

1.1 Travel Proposal Fee (Non-Refundable)

  • Non-refundable Proposal Fee (SGD 450–750) unless explicitly stated in writing.
  • Covers research, supplier coordination, itinerary concept design, recommendations, two refinement rounds, and indicative budget guidance.

1.2 Acceptance & Trip Deposit

  • 50% Trip Deposit required before any bookings are made.
  • Trip is considered confirmed once the Trip Deposit is received.

1.3 Final Payment

  • Full payment due 8 weeks before departure.
  • Failure to pay is treated as cancellation by The Client.

2. Inclusive Package Pricing

  • Epic Travel Designer operates on an inclusive package model.
  • No itemised price breakdowns for hotels, guides, transport, meals, or supplier invoices.
  • Unused or amended services are reflected as a consolidated adjustment based on supplier confirmation.

3. Scope of Services

  • Accommodation bookings.
  • Transport arrangements (private transfers, car rentals, trains, ferries, etc.).
  • Experience and activity bookings.
  • Unlimited reasonable refinements after Trip Deposit.
  • On-trip WhatsApp concierge support.
  • Flights, visa applications, insurance purchase, tax refund assistance, parcel shipment, babysitting, and personal errands are not included.

4. Communication & Support Framework

  • Communication via WhatsApp and email.
  • Calls strictly by appointment.
  • Responses within business hours except for true travel emergencies.
  • Zero-tolerance policy for disrespect, manipulation, harassment, or boundary-pushing.
  • Right to discontinue engagement if expectations or behaviour are misaligned.

5. Design Revision Guidelines

  • Two refinement rounds during the proposal stage.
  • Major changes (destination, dates, budget, traveller count) may incur additional design fees.
  • After Trip Deposit, unlimited reasonable refinements are included.
  • Complete redesigns or destination swaps may incur administrative charges.

6. Cancellation & Amendment Policies

6.1 Deposits

  • Trip Deposits are non-refundable but non-expiring.
  • Deposits are non-transferable to other individuals.

6.2 Changes After Final Payment

  • Additional Proposal Fee applies for new destinations.
  • Administrative fee of SGD 750 per group.
  • Supplier penalties and fare differences are borne by The Client.

6.3 Itinerary Amendments After Final Payment

  • Administrative fee of SGD 750 per group.
  • Any penalties imposed by suppliers will be borne by The Client.

6.4 Cancellations After Final Payment

  • Supplier non-refundable amounts will be deducted.
  • Epic Travel Designer charges SGD 750 administrative fee.
  • Refunds (if any) follow supplier timelines.

7. Refund Policies

  • No refunds for unused services or voluntary changes after commencement of the trip.
  • Force majeure adjustments may be made at The Company’s discretion.
  • Additional costs are borne by The Client; savings are refunded.

8. Insurance & Documentation

  • Client is responsible for purchasing adequate travel insurance.
  • Administrative fee of SGD 180 per request for insurance claim documentation.
  • Epic Travel Designer does not submit or negotiate insurance claims.

9. Travel Documents & Visas

  • Client is responsible for passports, visas, permits, and health requirements.
  • The Company is not liable for refusal of entry or deportation due to incomplete or inaccurate documentation.

10. Supplier Availability & Price Fluctuation Disclaimer

  • All hotels, transport, and experience bookings are subject to availability at the time of confirmation.
  • Rates are not guaranteed until booked and may increase due to seasonality, demand, or currency fluctuations.
  • The Client agrees to absorb any supplier price increases before final confirmation.

11. Accuracy of Information (Misrepresentation Clause)

  • The Client must provide accurate information regarding traveller details, mobility, diet, allergies, preferences, and restrictions.
  • The Company is not liable for disruptions caused by withheld, incomplete, or inaccurate information.

12. Fitness & Activity Suitability

  • Activities are recommended based on self-declared fitness levels.
  • The Company is not responsible for suitability or safety if inaccurate fitness information is provided.
  • Clients must assess their own capability before participating in any activity.

13. Weather & Seasonal Limitations

  • Weather is beyond the control of The Company.
  • No refunds for weather-related changes or cancellations.
  • Adjustments may be required for safety; alternatives will be arranged where possible.

14. Shopping, Tax Refunds & Personal Purchases

  • The Company is not responsible for tax refund procedures, shopping decisions, or parcel shipments.
  • Shopping is at the sole discretion and risk of The Client.

15. Supplier Communication Boundary

  • Clients should not contact hotels, drivers, or guides directly unless instructed.
  • Direct client communication with suppliers may cause errors or conflicts.
  • The Company is not liable for disruptions caused by such contact.

16. Emotional & Behavioural Boundary Clause

  • The Company may terminate services immediately if The Client engages in abusive, coercive, threatening, or emotionally unsafe behaviour.
  • All completed work will be provided; no refunds apply.

17. Digital Communication & Confirmation Clause

  • All important instructions must be provided in writing (WhatsApp or email).
  • Verbal or phone discussions are not considered confirmed unless documented in writing.

18. No Guarantee of Specific Guides or Drivers

  • Guides or drivers may change due to operational reasons.
  • The Company is not responsible for personnel changes beyond its control.

19. Special Requests

  • All requests such as high floors, connecting rooms, or specific bedding are subject to availability.
  • Restaurant reservation requests incur SGD 100 per booking.

20. Feedback & Complaints

21. Privacy & Use of Media

  • The Company complies with PDPA.
  • Photos, videos, or positive reviews may be used unless the client opts out in writing.

22. Liability, Indemnity & Disclaimers

  • The Company is not liable for third-party actions, force majeure, theft, delays, or independent activities.
  • Clients indemnify The Company from damages arising from breach of terms.
  • The Company is not responsible for losses from inaccurate client information.

23. Intellectual Property

  • All itinerary designs, layouts, maps, and visual assets are the intellectual property of Epic Travel Designer.
  • Content may not be reproduced, shared with other agents, or resold.

24. Amendments to Terms

  • Terms may be amended without prior notice.
  • The latest version shall apply.

Last Updated On 19 Nov 2025