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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