1. Agreement to Terms

Welcome to Quail Quest. By accessing our website, contacting our agency, or using any of our travel planning and booking services, you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, please do not use our services.

By making a booking or using our services, you confirm that:

• You are at least 18 years of age
• You have the legal authority to enter into this agreement
• If booking on behalf of others, you have the authority to accept these Terms on their behalf and are responsible for ensuring all travelers in your party are aware of and agree to these Terms
• All information you provide is accurate, current, and complete

2. About Our Agency

Quail Quest is a travel agency located in Tri-Cities, Washington. We act as an intermediary between you (the customer) and various travel service providers ("Suppliers"), including but not limited to:

• Airlines and other transportation providers
• Hotels, resorts, and other accommodation providers
• Cruise lines
• Tour operators and excursion providers
• Car rental companies
• Travel insurance providers

Important: As your travel agent, we facilitate bookings and provide travel planning services. However, the actual travel services are provided by third-party Suppliers who have their own terms and conditions. Your contract for travel services is directly with those Suppliers, and they bear responsibility for delivering the services described in your booking.

We exercise reasonable care in selecting reputable Suppliers, but we do not own, operate, or control the aircraft, hotels, cruise ships, tour buses, or other facilities used in connection with your travel arrangements.

3. Booking Process

Making a Reservation

When you request a booking through Quail Quest, we will:

• Discuss your travel preferences and requirements
• Research and present suitable options
• Provide pricing and availability information
• Process your booking upon your approval

Confirmation

A booking is not confirmed until:

• You have received written confirmation from us
• The required deposit or full payment has been received
• The Supplier has confirmed the reservation

Your Responsibilities

Upon receiving your itinerary and travel documents, you must:

• Verify accuracy immediately: Check all names, dates, times, and details
• Name matching: Ensure names on bookings match your government-issued identification exactly
• Report errors promptly: Notify us within 24 hours of any discrepancies

Failure to review your documents promptly may result in costly changes or inability to travel.

4. Pricing & Payments

Price Quotations

All prices quoted are subject to change until full payment is received and booking is confirmed. Prices may change due to:

• Currency exchange rate fluctuations
• Fuel surcharges imposed by Suppliers
• Government-imposed taxes or fees
• Supplier price adjustments

Payment Terms

Payment requirements vary depending on the type of travel and Supplier policies. Generally:

• Deposit: A deposit may be required at the time of booking to secure your reservation
• Final payment: The remaining balance is typically due before your departure date, as specified in your booking confirmation
• Last-minute bookings: Full payment may be required at the time of booking

Accepted Payment Methods

We accept major credit cards, debit cards, and checks. Payment plans may be available for larger bookings upon request.

Currency

All prices are quoted in U.S. dollars unless otherwise stated. If payment is made in a different currency, you are responsible for any exchange rate differences or fees charged by your financial institution.

5. Service Fees

In most cases, our travel planning services are provided at no additional cost to you. We earn commissions from travel Suppliers, which is a standard practice in the travel industry.

However, certain services may incur fees, including:

• Complex custom itineraries: Extensive research and planning for multi-destination or specialized trips
• Changes and modifications: Alterations to confirmed bookings may incur service fees in addition to Supplier fees
• Rush bookings: Last-minute or urgent booking requests requiring expedited service
• Consultation-only services: Travel advice without a corresponding booking

Any applicable service fees will be clearly disclosed to you before you commit to a booking or service. We believe in transparency and will always discuss fees upfront.

6. Cancellations, Changes & Refunds

Cancellation by You

If you need to cancel your booking:

• Notify us promptly: Contact us as soon as possible, in writing when feasible
• Supplier penalties apply: Each Supplier has their own cancellation policy, which may result in partial or complete forfeiture of payments
• Agency cancellation fee: A service fee of up to $100 per person may apply to cover administrative costs, in addition to any Supplier penalties
• Non-refundable components: Some travel components (e.g., certain airfares, event tickets, travel insurance) may be completely non-refundable

Changes to Your Booking

Modifications to confirmed bookings are subject to:

• Availability at the time of the request
• Supplier change fees and fare/rate differences
• An agency service fee may apply for processing changes

Cancellation by Suppliers

If a Supplier cancels your reservation (e.g., flight cancellation, hotel overbooking), we will:

• Notify you as soon as we are informed
• Assist in rebooking alternative arrangements when possible
• Help you pursue refunds or compensation as per the Supplier's policies

We are not responsible for costs or damages arising from Supplier cancellations.

Refund Processing

Refunds, when applicable, will be processed in accordance with Supplier policies. Please note:

• Refunds may take 4-12 weeks to process depending on the Supplier
• Refunds will be issued using the original payment method
• Agency fees are generally non-refundable

7. Travel Documents & Requirements

You are solely responsible for obtaining and maintaining all required travel documents, including but not limited to:

Passports

• Must be valid for at least 6 months beyond your return date (required by most countries)
• Must have sufficient blank pages for entry stamps and visas
• Must be in good condition (no damage, stains, or torn pages)

Visas and Entry Permits

• Research visa requirements for all countries you will visit, including transit countries
• Apply for visas well in advance of your departure
• We can provide guidance, but obtaining visas is your responsibility

Identification for Domestic Travel

• Valid government-issued photo ID required for all domestic flights
• REAL ID Compliance: Beginning May 7, 2025, a REAL ID-compliant driver's license (or other acceptable ID such as a passport) is required for domestic air travel in the United States

Other Requirements

• Health certificates or vaccination records as required by your destination
• International driving permits if you plan to rent a vehicle abroad
• Any documents required for specific activities (diving certifications, etc.)

Quail Quest is not responsible for denied boarding, entry refusal, or other consequences resulting from inadequate or invalid travel documents.

8. Travel Insurance

We strongly recommend purchasing comprehensive travel insurance for all trips.

Travel insurance can provide coverage for:

• Trip cancellation and interruption: Reimbursement if you must cancel or cut short your trip
• Medical emergencies: Coverage for illness or injury while traveling, including evacuation
• Baggage loss or delay: Compensation for lost, stolen, or delayed luggage
• Travel delays: Coverage for expenses due to flight delays or cancellations
• Supplier bankruptcy: Protection if a travel Supplier goes out of business

Our Role

We can provide information about travel insurance options and assist you in obtaining coverage. However:

• The decision to purchase insurance is yours
• We cannot guarantee approval of any insurance claims
• We are not licensed insurance agents and cannot provide specific insurance advice
• Claims must be filed directly with the insurance provider

If you choose not to purchase travel insurance, you assume all risks and costs associated with unforeseen circumstances affecting your travel.

9. Limitation of Liability

Please read this section carefully.

Agency as Intermediary

Quail Quest acts solely as an agent for travel Suppliers. We do not own, operate, manage, or control any transportation carrier, hotel, tour operator, cruise line, or other Supplier. As such:

• We are not responsible for any injury, death, damage, loss, accident, delay, or irregularity that may occur due to the acts, defaults, or omissions of any Supplier
• We are not liable for the failure of any Supplier to deliver services as described or contracted
• We do not assume responsibility for delays, changes in schedules, overbooking, or operational decisions made by Suppliers

Exclusion of Liability

To the fullest extent permitted by law, Quail Quest shall not be liable for:

• Personal injury, death, property damage, or other losses arising from travel
• Acts of God, terrorism, war, civil unrest, or other events beyond our control
• Epidemics, pandemics, or public health emergencies
• Government actions, travel restrictions, or regulatory changes
• Weather conditions or natural disasters
• Mechanical failures or operational issues with transportation
• Criminal acts of third parties

Limitation on Damages

In the event Quail Quest is found liable for any matter arising from our services, our liability shall be limited to the amount of fees actually paid to Quail Quest (excluding amounts paid to Suppliers).

Under no circumstances shall we be liable for any indirect, incidental, special, consequential, or punitive damages.

10. Force Majeure

Quail Quest shall not be liable for any failure or delay in performing our obligations due to circumstances beyond our reasonable control, including but not limited to:

• Natural disasters (earthquakes, hurricanes, floods, volcanic eruptions)
• Epidemics, pandemics, or quarantine restrictions
• Acts of terrorism, war, or civil disturbance
• Government actions, travel bans, or border closures
• Strikes, labor disputes, or work stoppages
• Power outages or technology failures
• Any other events that are unforeseeable or unavoidable

In the event of force majeure, we will work with you and Suppliers to find alternative arrangements or obtain refunds where possible, but we cannot guarantee any specific outcome.

11. Health, Safety & Travel Risks

Your Health

You are responsible for:

• Ensuring you are physically and mentally fit to travel
• Consulting with healthcare providers about travel vaccinations and health precautions
• Informing us of any medical conditions that may affect your travel
• Carrying necessary medications and medical documentation

Travel Advisories

We recommend checking official government travel advisories before booking and before departing:

• U.S. State Department: travel.state.gov
• CDC Travel Health: wwwnc.cdc.gov/travel

By traveling to destinations with travel advisories, you acknowledge and accept the associated risks.

Assumption of Risk

Travel inherently involves risks that cannot be eliminated. By using our services, you acknowledge that:

• Travel may expose you to potential dangers including illness, injury, or loss of property
• Standards of accommodation, transportation, and safety vary by location
• Adventure activities and excursions carry inherent risks

12. Customer Conduct

We expect all clients to conduct themselves responsibly and respectfully. Quail Quest and our Suppliers reserve the right to refuse or terminate service to anyone who:

• Engages in illegal, disruptive, or dangerous behavior
• Poses a risk to the health or safety of themselves or others
• Violates the rules and policies of Suppliers
• Treats staff, crew, or other travelers in an abusive or threatening manner
• Is under the influence of alcohol or drugs to an extent that causes disturbance

If you are removed from a trip or denied service due to your conduct, no refund will be provided and you will be responsible for any additional costs incurred.

You are also responsible for complying with all local laws and customs of your travel destinations.

13. Complaints & Disputes

During Your Trip

If you experience any problems while traveling:

• Report issues immediately to the Supplier (hotel front desk, airline representative, etc.)
• Contact Quail Quest if you need assistance resolving the issue
• Document any problems with photographs, receipts, and written notes

After Your Trip

To file a formal complaint:

• Submit your complaint in writing within 30 days of your return
• Include all relevant documentation and details
• Allow reasonable time for investigation and response

Dispute Resolution

We hope to resolve any disputes through direct communication. If a resolution cannot be reached:

• Any legal action must be brought within one (1) year of the incident
• Claims shall be governed by the laws of the State of Washington
• Exclusive jurisdiction shall be in the courts of Benton County, Washington

14. Privacy & Data

We collect and use your personal information to:

• Process your travel bookings and reservations
• Communicate with you about your travel arrangements
• Provide customer support during your trip
• Send you relevant travel information and, with your consent, promotional offers

Your personal information may be shared with Suppliers as necessary to complete your bookings. This may include international transfers of data where your travel requires.

For full details on how we collect, use, and protect your information, please see our Privacy Policy.

15. General Provisions

Entire Agreement

These Terms, together with any booking confirmation and Supplier terms, constitute the entire agreement between you and Quail Quest regarding travel services.

Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.

No Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.

Assignment

You may not assign or transfer your booking without our prior written consent.

Modifications

We reserve the right to modify these Terms at any time. Changes will be effective upon posting to our website. Your continued use of our services after any changes constitutes acceptance of the modified Terms.

Contact Information

If you have any questions about these Terms of Service, please contact us:

• Quail Quest
• Tri-Cities, WA (Kennewick, Pasco, Richland)
• Phone: (509) 555-0123
• Email: info@quailquest.com