This Travel Design Fee Agreement forms an agreement between Epic Travel Designer (“The Company”) and the traveller(s) (“The Client”).
By paying the Travel Design Fee, The Client confirms that they have read, understood and agreed to the terms stated in this Travel Design Fee Agreement.
The Travel Design phase is a professional travel design service undertaken by Epic Travel Designer to develop a customised trip concept based on The Client’s travel requirements, preferences, pace, interests and budget.
The service may include destination research, route planning, itinerary flow, accommodation recommendations by category, experience recommendations, supplier consultation and indicative budget guidance.
No travel bookings or reservations are made during the Travel Design phase unless expressly agreed otherwise.
Bookings and detailed trip arrangements commence only if The Client subsequently accepts the Travel Proposal, engages Epic Travel Designer to arrange the trip and pays the required Trip Deposit.
The Travel Design Fee is the professional fee quoted to The Client before commencement of the Travel Design phase.
It covers professional time and expertise involved in areas including:
Research and destination planning
Route and itinerary design
Supplier consultation and coordination
Itinerary concept development
Professional recommendations
Experience and accommodation curation
Indicative budget planning
Up to two reasonable refinement rounds
The Travel Design Fee is non-refundable once the Travel Design phase has commenced, as it represents payment for professional services performed by The Company.
If The Client accepts the Travel Proposal and subsequently engages Epic Travel Designer to arrange the proposed trip, the Travel Design Fee paid will be credited in full towards the final tour fare.
The Travel Design Fee is therefore not an additional charge on top of the final tour fare where The Client proceeds with Epic Travel Designer for the trip arrangements.
If The Client chooses not to proceed with Epic Travel Designer following the Travel Design phase, the Travel Design Fee remains non-refundable.
The credit has no cash value and is not transferable to another traveller, trip or booking unless otherwise agreed by The Company in writing.
The Travel Design phase includes:
A customised trip concept
Suggested routing and travel flow
Recommended pacing
Accommodation category recommendations, such as hotel category or accommodation type
Activity and experience recommendations
Indicative budget guidance
Up to two reasonable refinement rounds
Specific accommodation selections may not be provided during the initial Travel Design phase unless The Company considers them necessary for the proposed trip.
The final quotation may vary from the indicative budget where changes arise from availability, supplier pricing, currency movements, changes requested by The Client or other circumstances affecting the proposed arrangements.
The Travel Design Fee includes up to two reasonable refinement rounds within the original travel brief.
Material changes to the original brief, including changes to destination, travel dates, traveller count, budget, trip duration or fundamental travel requirements, may constitute a new or substantial redesign.
Additional Travel Design Fees may apply in such circumstances. The Company will inform The Client before undertaking work subject to an additional fee.
During the Travel Design phase:
Communication will generally take place via WhatsApp or email.
Calls are by appointment.
Responses are provided during normal business hours.
The service does not include continuous or immediate real-time messaging.
The Client agrees to provide reasonably timely information and feedback required for The Company to complete the Travel Design phase.
The Travel Design phase allows both The Client and Epic Travel Designer to determine whether there is a suitable working relationship for the subsequent trip planning, booking and arrangement phase.
Neither party is obliged to proceed to the trip arrangement phase solely because a Travel Design Fee has been paid.
Epic Travel Designer reserves the right to decline to proceed with subsequent trip arrangements where The Company reasonably determines that expectations, communication, behaviour, budget, travel requirements or other material circumstances are not compatible with the services provided by The Company.
Where Epic Travel Designer elects not to proceed after Travel Design work has commenced or been completed, the Travel Design Fee remains non-refundable as payment for professional services already performed.
Any completed Travel Design materials due under the agreed scope will be provided to The Client.
The Company expects communication between both parties to remain professional and respectful.
The Company reserves the right to discontinue the engagement in circumstances involving abusive, aggressive, threatening, coercive, harassing or persistently disrespectful behaviour, repeated disregard of agreed communication boundaries, or repeated demands materially outside the agreed scope of service.
Fees relating to professional services already performed remain non-refundable.
The Client agrees to:
Provide complete and accurate information relevant to the proposed trip.
Communicate travel requirements, restrictions, preferences and material changes promptly.
Review the Travel Proposal and provide reasonably clear and consolidated feedback.
Communicate professionally and respectfully.
Understand that availability, weather, supplier operations, pricing and other external circumstances may affect the final arrangements.
Understand that recommendations represent The Company’s professional judgement based on the information provided by The Client.
All original itinerary concepts, route designs, recommendations, maps, written materials and other Travel Design materials created by Epic Travel Designer remain the intellectual property of The Company.
The Client may use the completed Travel Design materials for their own personal travel planning.
Travel Design materials may not be reproduced, published, resold, commercially exploited or provided to another travel agent or travel service provider for the purpose of replicating or arranging the proposed trip without written permission from The Company.
If The Client accepts the Travel Proposal and engages Epic Travel Designer to arrange the trip:
The Travel Design Fee paid will be credited towards the final tour fare.
A 50% Trip Deposit is required before bookings commence.
Epic Travel Designer will proceed with accommodation, transport, guides, experiences and other agreed arrangements.
Reasonable refinements within the agreed trip concept are included following payment of the Trip Deposit.
WhatsApp concierge support will be provided in accordance with the agreed service, including assistance during the actual travel period.
The trip is considered confirmed only after the required Trip Deposit has been received and The Company has confirmed acceptance of the booking.
Epic Travel Designer operates on an inclusive package pricing model.
The final quotation will therefore be presented as a consolidated package price rather than an itemised breakdown of individual travel components.
The Client acknowledges and agrees that:
Itemised pricing for accommodation, transport, guides, activities, service fees or other individual components will not be provided.
Supplier invoices, contracted rates, wholesale rates, commissions and other confidential commercial information will not be disclosed.
The package price reflects the overall travel arrangements, design, planning, coordination, logistics and services provided by Epic Travel Designer.
This pricing model allows The Company to protect confidential supplier relationships and manage the trip arrangements as an integrated travel service.
If The Client subsequently engages Epic Travel Designer to arrange the trip, the booking and trip arrangements will also be subject to Epic Travel Designer’s prevailing Terms and Conditions provided or made available to The Client at the time of engagement.
Where this Travel Design Fee Agreement relates specifically to the Travel Design phase, its provisions will apply to that phase.
By paying the Travel Design Fee, The Client confirms that they have read, understood and agreed to:
The scope of the Travel Design service
The non-refundable nature of the Travel Design Fee once work commences
The limit of up to two reasonable refinement rounds
The communication and professional boundaries
The Mutual Fit provisions
The intellectual property provisions
The inclusive package pricing model
The Client further acknowledges that if they subsequently engage Epic Travel Designer to arrange the proposed trip, the Travel Design Fee paid will be credited towards the final tour fare.
Last Updated: 17 August 2026