Terms & conditions
Effective Date: 12/16/2025
Thank you for choosing The Unpacked Suitcase. Our team of travel advisors is dedicated to curating impressive and seamless travel experiences. Please read these Terms & Conditions carefully, as they outline how we operate, your responsibilities as a traveler, and what you can expect throughout the planning process.
1. Agency role
The Unpacked Suitcase is an independent travel agency. We arrange travel services through airlines, hotels, cruise lines, tour operators, transportation providers, and other independent suppliers. All travel services are provided by third-party suppliers, who are responsible for their own performance and quality. By booking through us, you acknowledge and agree to the terms and conditions of each supplier.
2. Planning fees
Our planning fees cover the time, research, and expertise required to create and confirm your travel itinerary. Planning fees are required before we begin custom planning and are non-refundable and non-transferable, regardless of changes or cancellations.
Additional fees may apply for major itinerary revisions, last-minute changes, or group travel. Each advisor’s fee structure will be disclosed before planning begins. Planning fees are separate from the cost of travel services.
Additional fees may apply for major itinerary revisions, last-minute changes, or group travel. Each advisor’s fee structure will be disclosed before planning begins. Planning fees are separate from the cost of travel services.
3. Payments
All payments for flights, hotels, cruises, tours, transfers, and other travel components once made to the supplier and are subject to their terms, schedules, and policies. Prices are not guaranteed until payment is confirmed. By approving a booking, you authorize The Unpacked Suitcase to process payments with suppliers on your behalf.
4. Cancellation & Change Policies
Cancellation and change policies vary by supplier. Travelers are responsible for reviewing all terms before confirming travel. Any refunds or credits are issued directly by the supplier. Our planning fees and support fees are not refundable. Significant changes or new itineraries may require an additional planning fee.
5. Travel Insurance
We strongly recommend purchasing travel insurance to protect your trip investment. If you decline coverage, you accept full responsibility for any financial loss due to cancellations, delays, illness, or other unforeseen circumstances.
6. Travel Requirements & Traveler Responsibility
To ensure a smooth travel experience, travelers are responsible for:
Passports & Entry Documents
Travelers must hold valid passports with at least six months’ validity beyond the return date and obtain any required visas, permits, or entry authorizations.
Health & Safety
Travelers are responsible for complying with all health, vaccination, and testing requirements imposed by destinations or suppliers. Requirements may change, and travelers are responsible for staying informed prior to travel. Travelers should notify our team of any medical conditions that may affect trip planning or participation.
Insecticide Notice
Some destinations or airlines require aircraft cabins or accommodations to be treated with insecticides. Travelers acknowledge that this may occur and agree to review any applicable notices provided by the airline or governing authorities.
Accuracy of Traveler Information
Travelers must provide accurate legal names, dates of birth, passport information, and other required details exactly as they appear on travel documents. Any resulting fees due to incorrect information are the responsibility of the traveler.
Passports & Entry Documents
Travelers must hold valid passports with at least six months’ validity beyond the return date and obtain any required visas, permits, or entry authorizations.
Health & Safety
Travelers are responsible for complying with all health, vaccination, and testing requirements imposed by destinations or suppliers. Requirements may change, and travelers are responsible for staying informed prior to travel. Travelers should notify our team of any medical conditions that may affect trip planning or participation.
Insecticide Notice
Some destinations or airlines require aircraft cabins or accommodations to be treated with insecticides. Travelers acknowledge that this may occur and agree to review any applicable notices provided by the airline or governing authorities.
Accuracy of Traveler Information
Travelers must provide accurate legal names, dates of birth, passport information, and other required details exactly as they appear on travel documents. Any resulting fees due to incorrect information are the responsibility of the traveler.
7. Air Travel
Airline schedules, seat assignments, aircraft types, and routing are controlled solely by the airline and may change without notice. The Unpacked Suitcase is not responsible for delays, cancellations, missed connections, lost luggage, or other changes.
8. Responsibility During Travel
Travel inherently carries risks. Travelers agree to act responsibly and safely. The Unpacked Suitcase is not liable for injury, loss, damage, or additional expenses resulting from acts of nature, strikes, government actions, health events, travel advisories, or other circumstances beyond our control.
9. Itinerary Modifications
Suppliers may modify or substitute services due to weather, availability, or operational reasons. These changes are beyond our control and are subject to supplier policies.
10. Communications
All official communications regarding your trip will occur via email unless otherwise agreed. Travelers are responsible for reviewing all confirmations, documents, and updates.
11. Kentucky Notice of Travel Supplier Liability
In accordance with consumer-protection expectations in the Commonwealth of Kentucky, travelers understand that The Unpacked Suitcase is not the provider of travel services and cannot guarantee the performance of any third-party supplier. Claims regarding service quality, delays, cancellations, or financial reimbursement must be directed to the supplier. While we are happy to assist with communication, we are not responsible for penalties, losses, or damages imposed by the supplier.
12. Acceptance of Terms
Payment of any planning fee, invoice, or travel deposit constitutes acknowledgment that the traveler has read, understood, and agrees to these Terms & Conditions.
