Terms & Conditions

Black Coral Travel provides travel planning and reservation services through Archer Travel Service, Inc. These Terms & Conditions apply to services arranged through Black Coral Travel together with the applicable booking documents and travel supplier terms made available to the Client.

In this agreement, “Client” means the person making or managing a reservation, “Traveler” means any person included in the travel arrangements, and “Black Coral Travel” or “we” means our travel advisory business. The Client is responsible for sharing relevant booking information with the other Travelers but does not automatically have authority to accept legal obligations on behalf of other adults.

1. Booking and Payments

1.1 Booking Procedures and Required Documentation

Travel reservations are subject to the applicable supplier policies and any additional agreements or disclosures presented during the booking process. Applicable supplier terms will be provided or made available before booking and form part of the reservation agreement to the extent permitted by law.

Clients must provide all required booking information, acknowledgments, and payment authorizations before a reservation can be confirmed. Additional documentation requested after booking must be submitted promptly and by the deadline provided by Black Coral Travel or the applicable supplier.

A completed Credit Card Authorization Form is required for each booking involving a credit card payment. Certain suppliers may require additional identity verification, including photo identification, particularly for reservations made within 21 days of departure.

Required documents may include reservation details, passenger information, insurance selections or acknowledgments, payment authorizations, and other supplier-specific forms. Delays or incomplete information may prevent confirmation, change quoted availability or pricing, or result in cancellation and applicable supplier charges.

Once the required information and payments have been received, Black Coral Travel will request and coordinate reservations. All reservations remain subject to availability and supplier confirmation. The Client will receive a booking confirmation and/or invoice once arrangements are confirmed.

1.2 Reviewing Your Travel Documents

Clients are responsible for carefully reviewing booking confirmations, invoices, itineraries, and travel documents immediately upon receipt. Any errors, discrepancies, or missing information must be reported to Black Coral Travel in writing as soon as they are discovered.

Black Coral Travel will make reasonable efforts to correct reported errors. Additional costs resulting from incorrect information supplied by a Client or unreasonable delays in reporting errors may be the Client’s responsibility, subject to supplier policies and applicable law.

Black Coral Travel provides the total cost of travel arrangements, applicable payment schedules, and required pricing disclosures. Black Coral Travel may receive commissions or other compensation from suppliers for reservations arranged on behalf of Clients. Any fees charged directly by Black Coral Travel will be disclosed and agreed upon before payment.

1.3 Deposits and Payment Schedules

Deposits count toward the total cost of travel arrangements. The required deposit, payment schedule, and final payment deadline will be identified in the travel proposal, booking confirmation, or supplier documentation. Certain components, including airfare, cruises, accommodations, tours, and experiences, may require full or partial payment at booking.

Deposits and additional payments may be nonrefundable or subject to cancellation penalties under the applicable booking terms disclosed before payment. All balances must be paid by the stated deadlines. Late or missed payments may result in cancellation and forfeiture of some or all payments, subject to supplier policies and applicable law.

Black Coral Travel will make reasonable efforts to remind Clients about upcoming payments, but Clients remain responsible for paying on time. Reservations made after the applicable final payment date may require full payment at booking.

1.4 Advance Payments

Some suppliers require payments earlier than the original final payment date, including during peak travel periods or for special arrangements. Black Coral Travel will communicate the amount, deadline, and applicable refund restrictions when informed of such requirements.

Failure to pay by the specified deadline may cause cancellation or loss of the affected arrangements. Advance payments may be nonrefundable or subject to supplier penalties.

1.5 Price Changes and Surcharges

Quoted prices are subject to availability and may change until reservations are confirmed and applicable payments are processed. Changes in supplier pricing, currency rates, fuel costs, government taxes, or other costs may also affect prices.

After confirmation, price changes and surcharges are subject to the supplier’s terms and applicable law. Black Coral Travel will notify Clients of increases when informed by the supplier. Certain charges may apply automatically under those terms where permitted by law; increases requiring the Client’s consent under applicable law will not be processed without that consent.

Airfare and air-inclusive arrangements are also subject to applicable U.S. Department of Transportation rules.

1.6 Agency Service Fees

Black Coral Travel may offer certain planning, consulting, or reservation services for an additional fee.

Any fees charged directly by Black Coral Travel, including their amount, payment deadline, and applicable refund or cancellation terms, will be clearly disclosed to the client before the service is purchased.

No additional Black Coral Travel service fees will be charged without the client's prior agreement. Fees charged by travel suppliers are separate and subject to the applicable supplier policies.

1.7 Payment Processing and Authorization

Travel payments are generally processed by the applicable travel supplier using the Client’s authorized payment method. Black Coral Travel may separately process agreed-upon agency service fees.

Accepted payment methods vary by supplier and will be confirmed during booking. A completed Credit Card Authorization Form is required for each reservation involving a credit card payment. The Client must authorize payments before they are processed.

Clients should review their payment statements and promptly report any questions or discrepancies. Payment disputes, including chargebacks, will be reviewed under the applicable supplier terms, payment provider rules, and consumer protection laws. Nothing in this agreement removes a Client’s legal right to dispute an unauthorized or incorrect charge.

1.8 Client-Requested Changes

Once travel arrangements have been confirmed, any requests to modify an itinerary must be submitted to Black Coral Travel in writing. Black Coral Travel will coordinate requested changes with the applicable travel suppliers; however, changes are subject to supplier approval, availability, and applicable terms and conditions and cannot be guaranteed.

Clients are responsible for any additional costs resulting from requested changes, including supplier-imposed modification fees, cancellation penalties, fare differences, rate increases, or other applicable charges. Clients will be informed of additional costs and must authorize them before the requested changes are finalized.

Airline tickets are subject to the issuing airline's fare rules and policies. Name changes, passenger substitutions, date changes, and other modifications may be restricted, prohibited, or subject to additional charges. Certain changes may require cancellation and rebooking at the prevailing fare, potentially resulting in forfeiture of the original ticket value.

For requests made after departure, Black Coral Travel will make reasonable efforts to coordinate available changes. Unused services may be nonrefundable, and replacement travel may have additional costs. Any available refunds or credits depend on supplier terms and applicable law.

1.9 Client-Requested Cancellations

Clients wishing to cancel part or all of their arrangements must notify Black Coral Travel in writing by email or another approved written communication method. The date Black Coral Travel receives the written request will be recorded as the cancellation request date; receiving the request does not itself guarantee that the supplier has completed cancellation.

Black Coral Travel will acknowledge the request and promptly coordinate with the applicable suppliers. Supplier processing rules, business hours, and deadlines may affect the cancellation and related penalties. If a supplier requires additional steps, we will inform the Client.

Cancellation fees, penalties, and refund eligibility will be determined by the applicable supplier policies and booking terms disclosed to the client prior to booking. Depending on the travel arrangements and timing of cancellation, some or all payments may be nonrefundable.

Any applicable cancellation fees or nonrefundable amounts will be disclosed in accordance with the terms of the reservation and applicable law. Refunds, if available, will be processed in accordance with the applicable supplier policies and governing law.

1.10 Supplier-Initiated Changes and Cancellations

Travel arrangements may occasionally require modifications or cancellations before or during travel due to supplier operational changes, availability, schedule adjustments, weather conditions, unforeseen circumstances, or events beyond the reasonable control of Black Coral Travel.

Such changes may involve airlines, accommodations, transportation, excursions, cruises, or other travel services.

Black Coral Travel will make reasonable efforts to notify affected clients of material changes when informed by the applicable suppliers and, when appropriate, assist in identifying available alternatives.

Changes and cancellations initiated by travel suppliers are subject to the applicable supplier policies, contractual obligations, and governing law. Depending on the circumstances, clients may be eligible for alternative arrangements, travel credits, refunds, or other remedies.

Black Coral Travel cannot guarantee that replacement arrangements will be identical to those originally booked or available at the same price. Any additional costs for optional replacement arrangements will be disclosed to the client for authorization before booking.

2. Travel Arrangements and Responsibilities

2.1 Air Travel and Passenger Responsibilities

All flight schedules, routes, and departure times are subject to change by the airline, including after tickets have been issued. Black Coral Travel will make reasonable efforts to notify clients of changes when informed by the airline. However, travelers are responsible for checking their flight status directly with the airline before departure and throughout their trip.

Travelers must arrive at the airport with sufficient time to complete check-in, security screening, and boarding. Travelers should follow the airline's recommended arrival times and check-in requirements. Black Coral Travel is not responsible for missed flights resulting from a traveler's failure to arrive on time.

All travelers are responsible for ensuring that the names and personal information provided for airline reservations match their required travel identification documents. Errors or discrepancies may result in denied boarding, additional fees, or the need to purchase replacement tickets.

Airlines may experience delays, cancellations, diversions, or schedule changes due to weather, operational issues, or other circumstances beyond Black Coral Travel's control. Any available refunds, rebooking options, or compensation will be determined by the airline's policies and applicable law.

Travelers are responsible for safeguarding their airline tickets, boarding passes, travel documents, baggage, and personal belongings. Lost or stolen documents should be reported promptly to the appropriate airline or issuing authority.

2.2 Passports, Visas, and Entry Requirements

Travelers are responsible for ensuring they have valid passports, visas, and any other documents required for entry into, departure from, or transit through their destinations.

Many countries require passports to remain valid for at least six months beyond the travel dates and may require blank passport pages. Requirements vary by destination and nationality and may change without notice.

Black Coral Travel can assist clients with information about passport, visa, and entry requirements; however, travelers are responsible for obtaining and maintaining all necessary documents before departure.

Failure to meet travel documentation requirements may result in denied boarding, refused entry, cancellation of travel arrangements, or additional expenses. Refunds, if any, will be subject to applicable supplier policies and governing law.

Travelers should confirm requirements with the appropriate embassy, consulate, or official government travel resource for their nationality and destination. Additional government travel health and safety resources appear in Section 3.2.

2.3 Excursions and Activities

Black Coral Travel can assist clients with booking excursions, tours, activities, and other experiences both before departure and during their trip. All arrangements are subject to availability, supplier policies, and applicable booking requirements.

Excursions and activities are operated by independent third-party providers. Clients are responsible for reviewing and following the provider's requirements, including age restrictions, health and fitness requirements, safety guidelines, and cancellation policies.

Black Coral Travel will make reasonable efforts to assist clients with changes, cancellations, or concerns involving excursions arranged through our services. However, we are not responsible for the actions, operations, or performance of independent providers, except as required by applicable law.

Excursions or activities booked independently by clients are not managed by Black Coral Travel, and clients are responsible for addressing any changes, cancellations, or disputes directly with the applicable provider.

2.4 Villas and Private Accommodations

Black Coral Travel can arrange reservations for villas, vacation homes, private residences, and other private accommodations. These properties may have additional booking requirements, rental agreements, and policies established by the property owner or management company.

Some properties require refundable security deposits, cleaning fees, additional charges, or payment for utilities and other services. Clients will be informed of applicable fees and payment requirements before booking. Security deposit refunds and any deductions for damages or additional expenses will be handled according to the property's rental agreement and applicable law.

Guests are responsible for following all property rules, including occupancy limits, check-in and check-out times, permitted uses, and restrictions on pets, parties, or events. Guests may be held financially responsible for damage, missing items, or additional charges resulting from their stay.

Property descriptions, photographs, furnishings, and amenities are provided by the property owner or management company and may be subject to change. Black Coral Travel will make reasonable efforts to communicate significant changes when notified by the provider.

Any concerns or issues during the stay should be reported promptly to the property owner or management company and to Black Coral Travel so that we may assist when possible.

2.5 Accessibility and Special Accommodations

Black Coral Travel welcomes the opportunity to assist Travelers with accessibility needs, mobility concerns, dietary requirements, and other special accommodations. Clients are encouraged to share relevant requests early enough for us to communicate them to suppliers.

We will make reasonable efforts to arrange appropriate accommodations, but requests are subject to supplier arrangements and applicable legal obligations. Black Coral Travel cannot guarantee requests that depend on a provider’s facilities or services. Travelers with critical needs should confirm suitability directly with the supplier before traveling and contact us if their needs change.

2.6 Travel Information and Accuracy

Black Coral Travel makes reasonable efforts to provide accurate and up-to-date proposals, itineraries, descriptions, and other travel information. Supplier-provided details, including schedules, accommodations, amenities, and activities, may occasionally change or contain errors.

Clients should carefully review all travel arrangements and report questions or discrepancies promptly. When we become aware of significant changes or errors, we will make reasonable efforts to notify affected Clients and assist with available options, subject to supplier policies and applicable law.

2.7 Independently Arranged Travel Services

Clients may arrange transportation, accommodations, excursions, activities, or other travel services directly with a supplier or through another booking provider. These independently booked arrangements are separate from services arranged by Black Coral Travel.

Unless we expressly agree otherwise, Black Coral Travel is not responsible for managing, changing, canceling, securing refunds for, or resolving disputes concerning independently booked arrangements. Clients should contact the applicable provider directly about payments, changes, cancellations, service issues, or refund requests.

We may offer reasonable guidance when possible but cannot guarantee assistance or a particular outcome. Clients are responsible for coordinating independent arrangements with their existing itinerary, and additional expenses resulting from scheduling conflicts or missed services may be their responsibility, subject to applicable supplier terms and law.

Nothing in this section limits rights or remedies that cannot lawfully be waived.

3. Travel Safety and Protection

3.1 Travel Protection and Insurance

Black Coral Travel strongly recommends purchasing travel insurance to protect against unexpected events that may affect your trip. Coverage may include trip cancellations, travel delays, medical emergencies, lost luggage, and other travel-related expenses.

Travel insurance is optional unless required by your travel supplier or destination. If you choose not to purchase insurance, you may be responsible for expenses or losses that would otherwise have been covered.

All clients will be asked to complete a separate Travel Insurance Acceptance or Declination Form to confirm their decision. Any insurance purchased is subject to the coverage, terms, and exclusions of the selected policy.

Some insurance benefits, including certain pre-existing medical condition waivers, may be available only when coverage is purchased within a limited period following the initial trip deposit. Clients should review insurance options promptly because deadlines and benefits vary by policy.

3.2 Travel Advisories and Safety

Travelers are responsible for reviewing current travel advisories, safety warnings, and health information for their destinations before booking and throughout their trip.

Current travel information is available from the U.S. Department of State (travel.state.gov) and Centers for Disease Control and Prevention (wwwnc.cdc.gov/travel/notices). Travelers should also check destination-specific official sources.

Travel advisories and safety conditions may change at any time. Black Coral Travel will make reasonable efforts to inform clients of significant travel advisories or restrictions affecting their itinerary when we become aware of them.

Travelers who choose to visit destinations with active travel advisories acknowledge the potential risks, including travel delays, disruptions, medical emergencies, and additional expenses. Changes or cancellations resulting from travel advisories will be subject to applicable supplier policies and governing law.

3.3 Travel Risks and Personal Safety

Traveling and participating in certain activities may involve risks, including illness, injury, unexpected weather conditions, transportation difficulties, and other unforeseen circumstances.

Some destinations and activities, particularly adventure excursions and travel to remote locations, may involve additional risks or limited access to medical care and emergency services.

Travelers are responsible for understanding the risks associated with their chosen destinations and activities, following safety instructions, and considering their personal health, physical abilities, and comfort levels before participating.

Black Coral Travel works with independent travel suppliers and activity providers and does not directly control their operations or safety procedures. While we make reasonable efforts to assist our clients, we cannot guarantee that every destination, activity, or travel experience will be free from risk.

By booking travel arrangements, clients acknowledge that travel involves certain inherent risks and accept responsibility for their personal decisions and participation in activities. This acknowledgment does not limit any legal rights or protections available under applicable law.

By making travel arrangements, Clients acknowledge that participation is voluntary. Certain activities may require separate safety acknowledgments or liability waivers from the provider, which Travelers must review and complete where applicable.

3.4 Health and Infectious Diseases

Travel may involve exposure to infectious diseases and other health risks. Travelers are responsible for reviewing health recommendations and any vaccination, testing, or entry requirements for their destinations before departure.

Illness, disease outbreaks, or public health restrictions may result in travel delays, quarantine, denied boarding or entry, itinerary changes, or additional expenses.

Travelers may be responsible for medical treatment, testing, extended accommodations, transportation, or other costs arising from illness or public health restrictions, unless covered by their travel supplier, insurance policy, or applicable law.

Black Coral Travel will make reasonable efforts to assist clients affected by health-related travel disruptions. However, medical expenses, travel restrictions, and decisions made by health authorities or travel suppliers are generally outside our control.

3.5 Travel Disruptions

Unexpected events beyond Black Coral Travel’s reasonable control may affect travel, including severe weather, natural disasters, disease outbreaks, civil unrest, strikes, transportation interruptions, government restrictions, border closures, and closures of attractions or public facilities.

Black Coral Travel is not responsible for causing events or government decisions outside its control. We will make reasonable efforts to help affected Clients communicate with suppliers and explore alternatives when possible.

Additional accommodation, transportation, meals, or replacement arrangements may be the Client’s responsibility unless covered by a supplier, insurance policy, or applicable law. Refunds, credits, and cancellation penalties are subject to booking terms and applicable law. Travelers retain all applicable statutory consumer rights.

4. Client Care and Privacy

4.1 Travel Concerns and Complaints

If you experience a problem with any part of your travel arrangements, please notify the hotel, tour operator, transportation provider, or other supplier involved as soon as possible so they have an opportunity to resolve the issue.

We also encourage you to contact Black Coral Travel if you need assistance. We will make reasonable efforts to help communicate with the supplier and find an appropriate solution.

If the issue cannot be resolved during your trip, please submit your complaint to Black Coral Travel in writing as soon as reasonably possible after your return. Include a description of the problem and any supporting documentation, such as photographs, receipts, or communication with the supplier.

Refunds, compensation, or other resolutions will depend on the circumstances, applicable supplier policies, and governing law. Delays in reporting an issue may limit the options available to resolve it.

4.2 Client Assistance and Emergency Support

Black Coral Travel operates with flexible business hours and assists Clients with travel-related questions and concerns. If an urgent issue arises during a trip, please contact Black Coral Travel as soon as possible. We will make every reasonable effort to respond promptly and help explore available solutions, but we do not guarantee immediate or 24-hour availability.

For immediate assistance with flights, accommodations, cruises, or other travel services, Travelers may contact the applicable supplier directly. In a medical emergency or situation involving immediate danger, contact local emergency services.

4.3 Privacy and Personal Information

Black Coral Travel respects your privacy and is committed to handling your personal information responsibly.

To plan and book your travel arrangements, we may collect information such as your name, contact details, passport information, and travel preferences. When necessary, we may also request information about dietary restrictions, allergies, mobility needs, or other special accommodations.

Your information may be shared with airlines, hotels, cruise lines, tour operators, and other travel providers as needed to arrange and manage your trip.

If you provide information for other travelers in your party, you are responsible for informing them that their information will be used and shared for travel arrangements and for obtaining any permissions required by law.

Black Coral Travel handles passport, identification, and other Traveler information as needed to arrange reservations and coordinate with travel suppliers. Additional information about how we collect, use, store, and protect personal information is provided in our Privacy Policy.

Our Privacy Policy is available on the Black Coral Travel website and may also be provided or linked during the booking process. Any additional privacy notices or permissions required by law will be provided when applicable.

5. Legal Responsibilities and Agreement

5.1 Third-Party Travel Providers

Black Coral Travel operates as an independent travel advisory business through Archer Travel Service, Inc. We help Clients plan and reserve travel services provided by airlines, hotels, cruise lines, tour operators, and other independent suppliers.

Each supplier is responsible for operating and providing its services. Black Coral Travel will make reasonable efforts to assist Clients if problems arise, although we do not directly control supplier operations.

Supplier terms and applicable consumer protection laws govern the rights and responsibilities associated with each reservation.

Travel suppliers may experience cancellations, financial difficulties, insolvency, business closures, or other disruptions beyond Black Coral Travel’s control. We cannot guarantee a supplier’s continued operation or performance, but we will make reasonable efforts to assist affected Clients with available options. Refunds, credits, and other remedies depend on the circumstances, applicable booking terms, and governing law.

5.2 Traveler Acknowledgment and Agreement

The person making a reservation with Black Coral Travel is responsible for reviewing and accepting these Terms & Conditions and sharing relevant travel information, booking requirements, and supplier policies with all travelers included in the reservation.

Additional agreements, acknowledgments, or authorizations may be required from individual travelers or from a parent or legal guardian for minors, depending on the travel arrangements and applicable supplier requirements.

Failure to complete required documentation may delay or prevent confirmation of travel arrangements or result in cancellation, subject to applicable supplier policies and governing law.

5.3 General Agreement Terms

Entire Agreement: These Terms & Conditions, applicable travel proposals, booking confirmations, supplier terms made available to the Client, and additional accepted agreements together govern the booking, subject to applicable law.

Changes to These Terms: Changes affecting an existing booking will be communicated and agreed upon when required by law. Revised Terms & Conditions may apply to future bookings.

Severability: If a provision is found invalid or unenforceable, the remainder continues to apply to the extent permitted by law.

Electronic Communications and Signatures: Documents, confirmations, and booking-related communications may be provided electronically, and electronic signatures may be used, subject to applicable laws and any separately required consent for electronic records.

5.4 Booking Acceptance

By signing or electronically accepting this agreement, the Client confirms receiving and reviewing Black Coral Travel’s Terms & Conditions (Revision 2026) and the applicable supplier policies identified and made available before booking, and agrees to the terms applicable to the reservation.

The Client agrees to share relevant booking information and requirements with all Travelers in the reservation. Additional individual acknowledgments may be required where applicable.