Travel Proposal Fee Agreement

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

1. Purpose of the Travel Proposal

The Travel Proposal is a professional travel design service covering research, route planning, curated experience suggestions, and overall travel flow recommendations. Bookings and logistics only begin after acceptance of the proposal and payment of the Trip Deposit.

2. Travel Proposal Fee (Non-Refundable)

The Travel Proposal Fee is a professional design fee and is strictly non-refundable. It covers:

  • Research and destination studies
  • Supplier coordination
  • Itinerary concept development
  • Expert recommendations
  • Premium-level curation

3. Scope of the Travel Proposal

The proposal includes:

  • A customised trip concept
  • Suggested routing and pacing
  • Accommodation category indication (e.g., 3–5 stars, hotel, boutique hotel, farm stay, ryokan, hot spring resort, B&B; no specific hotel list at this stage)
  • Activity and experience recommendations
  • Indicative budget guidance (final quotation follows the indicative budget unless changes occur; differences will be adjusted via top-up or refund)
  • Up to two refinement rounds

4. Revision Limits

The proposal includes up to two refinement rounds. Significant changes in destination, date, budget, or scope may incur additional design fees.

5. Communication & Working Style

Communication during the proposal phase follows these guidelines:

  • All communication via WhatsApp or email
  • Calls strictly by appointment
  • No real-time back-and-forth messaging
  • Responses provided during working hours

6. Behaviour & Conduct Policy

We maintain a zero‑tolerance policy for:

  • Disrespectful or aggressive communication
  • Manipulative or emotionally unsafe behaviour
  • Boundary-pushing
  • Demands outside the agreed scope

7. Mutual Fit Policy (Right to Discontinue)

If working styles or expectations are misaligned, Epic Travel Designer may discontinue the engagement. All completed materials will be provided. The proposal fee remains non-refundable as it covers time and expertise invested.

8. Client Responsibilities

Clients agree to:

  • Provide accurate travel information
  • Communicate respectfully
  • Understand the role of a travel designer vs. a travel agent
  • Accept that weather, availability, and external factors are beyond control
  • Avoid micromanagement
  • Trust the professional expertise of Epic Travel Designer

9. Intellectual Property

All proposal materials remain the intellectual property of Epic Travel Designer. They may be used for personal planning but may not be copied, distributed, or resold.

10. Transition to Full Trip Planning

Upon proceeding to the next stage:

  • A 50% Trip Deposit is required
  • We begin booking accommodations, guides, transport, and experiences
  • Unlimited reasonable refinements apply after deposit
  • WhatsApp concierge support begins after the Trip Deposit (this includes on-trip assistance, urgent travel support, and real-time guidance during the actual travel period)

11. Pricing Transparency and Confidentiality of Supplier Contracts

Epic Travel Designer provides a premium, all-inclusive planning model. To protect our confidential commercial arrangements with hotels, guides, transport providers and experience partners, the final quotation will be presented as a consolidated package price without itemised breakdowns.

This approach protects our exclusive contracted rates, maintains the integrity of our supplier relationships, and allows us to curate the itinerary with flexibility and professionalism.

By engaging our services, The Client acknowledges and agrees that:

  • Itemised cost breakdowns for accommodations, transport, activities, service fees or any other components will not be provided.

  • All pricing is presented as a total package reflecting the full scope of planning, logistics, expertise and arrangements delivered by Epic Travel Designer.

  • Requests for individual line-item pricing, wholesale rates or supplier invoices will not be accommodated.

This ensures that the itinerary remains a protected design asset and that all partner contracts are respected.

12. Acceptance of Terms

By paying the Travel Proposal Fee, you agree to the non-refundable nature of the fee, the defined scope, communication boundaries, behaviour expectations, and the mutual‑fit clause.