Travel services and client booking conditions
These Travel Services & Booking Terms and Conditions ("Booking Terms") govern travel-advisor, planning, reservation, and related services provided by Copper Lantern LLC d/b/a Copper Lantern Travel ("Copper Lantern Travel," "we," "us," or "our") to the person accepting them and each traveler included in a request or booking (collectively, "you" or "traveler").
Acceptance. You accept these Booking Terms when you sign or electronically accept them, authorize a payment, approve a booking in writing, or instruct us to proceed after receiving them. The person acting for a group represents that they are authorized to accept these Booking Terms and communicate material information for all travelers, but each adult traveler remains responsible for reviewing the terms and supplier documents.
1. Our role and independent suppliers
We provide research, recommendations, coordination, reservation assistance, and customer service. Unless a document expressly says otherwise, we act as an independent travel advisor and intermediary for independent suppliers, such as cruise lines, hotels, airlines, tour and excursion operators, destination-management companies, ground-transportation providers, rental companies, insurers, and booking platforms. We do not own, operate, manage, or control those suppliers and are not their agent for operational performance merely because we facilitate a reservation.
2. Supplier terms
Each supplier's tariff, ticket contract, conditions of carriage, guest terms, cancellation policy, privacy policy, and other rules are part of your transaction. If these Booking Terms conflict with a supplier's terms on a matter the supplier controls, the supplier's terms govern that supplier service. Mandatory legal rights prevail over both.
3. Scope, fees, and compensation
The agreed scope may be stated in a consultation summary, proposal, invoice, itinerary, or written service summary. Services outside that scope may require a separate written agreement. Copper Lantern Travel will disclose and obtain your agreement before introducing any future agency fee.
- Copper Lantern Travel does not currently charge planning, consultation, booking, ticketing, change, cancellation, rush, concierge, or other service fees. Independent suppliers, the host agency, payment processors, or other travel providers may charge deposits, cancellation penalties, change fees, fare differences, nonrefundable amounts, or other charges under their own terms.
- We may receive commissions, overrides, marketing support, or other compensation from suppliers or industry partners. Compensation can vary by supplier. You may ask about compensation relevant to a recommendation.
4. Traveler information and authority
You are responsible for providing complete, current, and accurate information for every traveler. Names must match the government identification that will be used for travel. You must review confirmations immediately and report any discrepancy by the deadline we provide. Corrections may be unavailable or may require cancellation, rebooking, or supplier fees.
5. Information sharing
You authorize us to share necessary traveler information and instructions with suppliers, our host agency, booking and itinerary platforms, payment processors, insurers, and other parties needed to research, reserve, pay for, or service the trip. You represent that you have permission to provide information about other travelers, including children and emergency contacts.
6. Quotes, pricing, and availability
A quote is an estimate based on information available when issued. Unless the quote expressly states a valid hold, price and inventory are not guaranteed until the supplier confirms the reservation and receives required payment. Currency movements, supplier repricing, occupancy changes, eligibility, schedule changes, taxes, fuel supplements, port charges, resort or destination fees, gratuities, local charges, and optional services can affect price.
- For short-term lodging price displays we control, mandatory charges known and calculable at the time will be included in the displayed total price; government charges and optional items may be disclosed separately as allowed by law.
- For cruises, excursions, packages, transportation, and other services, the proposal or supplier checkout will identify known inclusions and exclusions. Local or destination charges that cannot reasonably be calculated in advance will be described when known.
- A pricing, inventory, or description error may be corrected before booking. After confirmation, applicable supplier rules and law determine whether the reservation may be corrected, canceled, or repriced.
7. Payments and payment authority
You must pay each deposit, installment, final payment, and fee by the stated deadline. Suppliers may cancel space automatically if payment is late, and reinstatement may be unavailable or more expensive. We are not responsible for a missed deadline when you did not provide valid payment authority or funds in time.
By providing a payment method or authorization, you represent that you are authorized to use it and authorize the identified supplier, host agency, processor, or Copper Lantern Travel, as disclosed, to charge the approved amounts. Charges may appear under the supplier's, host agency's, processor's, or agency's name. Do not send card details through ordinary email unless we direct you to an approved secure process.
8. Traveler funds
If we receive traveler funds, we will handle them as required by applicable law and our host-agency arrangements. A payment is not final until received and accepted by the party entitled to it.
9. Changes, cancellations, refunds, and credits
Supplier cancellation and change penalties can begin at booking and may reach 100% of the trip cost. Air tickets, promotional fares, cruise deposits, group space, insurance, and special-event inventory may be nonrefundable. You authorize us to carry out a cancellation or change only after we receive clear instructions from an authorized traveler or group contact.
- All supplier penalties, fare differences, and nonrefundable amounts disclosed under supplier terms are your responsibility.
- Refund timing and form are controlled by the merchant of record, supplier terms, and applicable law. We may assist with a request but cannot promise that a supplier will approve it or dictate when the supplier or bank posts funds.
- Airline refunds required by U.S. Department of Transportation rules remain available. When an airline or ticket agent is responsible for a refund, nothing in these Booking Terms waives the traveler's nonwaivable rights. The entity shown as merchant of record may determine who must issue the refund.
- Supplier credits or vouchers may have expiration dates, blackout dates, name restrictions, fare differences, and other conditions. You are responsible for using them before expiration unless we expressly agree to monitor them.
- If you initiate a chargeback without first allowing a reasonable opportunity to address a valid billing concern, you remain responsible for amounts properly charged, supplier penalties, and reasonable recovery costs. This does not limit any right under the Fair Credit Billing Act or other applicable law to dispute an unauthorized or incorrect charge.
10. Travel insurance
Travel involves financial and personal risk. We strongly recommend that every traveler consider comprehensive travel insurance promptly after the first trip payment, including appropriate trip cancellation/interruption, medical, evacuation, delay, baggage, and supplier-default coverage. Time-sensitive benefits and pre-existing-condition waivers may require purchase within a specified period.
Insurance is a separate contract with the insurer. Coverage, exclusions, claim decisions, and benefits are controlled by the policy, not by Copper Lantern Travel. Unless properly licensed and expressly acting in that capacity, we do not provide insurance, legal, or medical advice and cannot guarantee coverage. You are responsible for reviewing the policy and asking the insurer or a licensed insurance professional questions. If you decline recommended coverage, you accept the risk of otherwise uninsured losses and should document the decision where requested.
11. Passports, entry rules, health, and accessibility
Each traveler is solely responsible for determining and satisfying passport validity, visa, transit, vaccination, health, customs, immigration, consent-to-travel, criminal-history, and other entry or exit requirements for every destination and transit point. Requirements can vary by nationality, residency, age, itinerary, and personal circumstances and can change without notice.
- Use official government sources and consult the relevant embassy, consulate, health authority, or qualified professional. Information we provide is general assistance and must be independently verified before travel.
- A traveler denied boarding or entry bears resulting costs and losses unless applicable law places responsibility elsewhere.
- Adults traveling with minors should carry all required custody, consent, identification, and relationship documents. The traveler is responsible for checking supplier and border requirements.
- If a disability, mobility need, allergy, medical condition, pregnancy, dietary restriction, or other circumstance may affect travel, notify us before booking and verify arrangements directly in final supplier documents. Suppliers determine whether and how an accommodation can be provided.
12. Air travel
Airline schedules, routes, aircraft, seats, baggage rules, and fares can change. Reconfirm flights and check in by the airline's deadline. Arrive with sufficient time and review the airline's conditions of carriage. Separate tickets may not be protected if a delay causes a missed connection. Seat and meal requests are requests, not guarantees.
When a carrier cancels or significantly changes covered air transportation and the traveler rejects alternatives, U.S. law may require a prompt refund. We will not require a traveler to accept a credit instead of a refund when the traveler has a legal right to a refund. Operational responsibility and refund duty depend on the carrier, ticket agent, merchant of record, and governing rules.
13. Cruises, hotels, tours, and excursions
Cruise lines may change ports, routes, schedules, ships, cabins, and onboard offerings. Hotels may change room assignments, amenities, or operating conditions. Tour and excursion operators may change or cancel activities because of weather, minimum participation, safety, or local conditions. Supplier remedies are governed by their terms and applicable law.
14. Activities and traveler conduct
Some activities involve inherent risks and may require fitness, age, height, weight, skill, or waiver requirements. Review the operator's description and disclose relevant limitations. Copper Lantern Travel does not supervise activities and does not guarantee the safety or suitability of a supplier's service.
Travelers must comply with laws, security rules, supplier policies, and reasonable instructions. A supplier or authority may remove or refuse a traveler whose conduct is unsafe, disruptive, unlawful, or noncompliant, without refund where permitted.
15. Destination conditions and risk
You are responsible for evaluating destination conditions and personal risk tolerance. Review U.S. Department of State travel advisories, Centers for Disease Control and Prevention guidance, weather and emergency information, and equivalent sources for non-U.S. travelers. Conditions such as crime, political unrest, disease, natural disaster, strikes, or infrastructure limitations may affect travel.
16. Independent suppliers and events outside our control
We are not liable for the acts, omissions, insolvency, default, negligence, schedule changes, substitutions, or service failures of independent suppliers, or for events outside our reasonable control, including severe weather, natural disaster, epidemic or pandemic, war, terrorism, civil unrest, labor action, government order, border closure, mechanical failure, utility or technology outage, or transportation disruption. We will provide reasonable assistance within the agreed scope, but additional work or out-of-pocket costs may require payment.
17. Copper Lantern Travel’s responsibility
This allocation does not excuse Copper Lantern Travel from liability for its own fraud, willful misconduct, negligence, breach of an express promise, mishandling of funds, or violation of law to the extent such liability cannot lawfully be waived or limited.
18. Problems and claims
Report a problem promptly while the supplier still has an opportunity to correct it, and preserve receipts, photographs, correspondence, and other evidence. Send a written claim to us within 30 days after the trip ends or the issue arises, whichever is later, unless a longer period is required by law or supplier terms. Supplier claim deadlines may be shorter.
19. Limitation of liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, COPPER LANTERN TRAVEL WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, PUNITIVE, OR CONSEQUENTIAL DAMAGES. OUR AGGREGATE LIABILITY ARISING FROM OUR TRAVEL-ADVISOR SERVICES WILL NOT EXCEED THE GREATER OF $100 OR THE SERVICE FEES, IF ANY, YOU PAID DIRECTLY TO COPPER LANTERN TRAVEL FOR THE AFFECTED BOOKING. THIS LIMIT DOES NOT APPLY TO FRAUD, WILLFUL MISCONDUCT, GROSS NEGLIGENCE WHERE IT CANNOT BE LIMITED, MISHANDLED CLIENT FUNDS, BODILY INJURY CAUSED BY OUR OWN ACTIONS, OR OTHER LIABILITY THAT LAW DOES NOT ALLOW US TO LIMIT.
20. Traveler responsibility
To the extent permitted by law, you agree to reimburse Copper Lantern Travel for reasonable losses and costs resulting from materially false traveler information, your unauthorized payment instruction, your unlawful or disruptive conduct, or your material breach of these Booking Terms. This obligation does not apply to losses caused by our own negligence, willful misconduct, or violation of law.
21. Host-agency affiliation and registrations
Copper Lantern Travel is affiliated with Atlas Coast Ventures LLC d/b/a Atlas Coast Travel Group. Host-agency registrations: Fla. Seller of Travel Ref. No. ST46588; Washington UBI No. 606214170-001-0001; California CST 2172267-70; Hawaii TAR-7632-0. Registration as a seller of travel does not constitute approval by the State of California.
22. Privacy and electronic records
Our Privacy Policy describes business-wide data practices. Travel fulfillment may require transfers to suppliers and authorities in other states or countries. You consent to electronic records and transaction communications. Marketing consent is optional and may be withdrawn without affecting necessary service communications.
23. Governing law and disputes
These Booking Terms are governed by the laws of the State of Indiana, without regard to conflict-of-law principles, except that nonwaivable consumer protections of another jurisdiction remain available. Before filing a claim, each party should provide written notice and 30 days for good-faith informal resolution. This does not prevent urgent injunctive relief, small-claims proceedings where eligible, a regulator complaint, or exercise of statutory chargeback or refund rights. Any court proceeding that is not eligible for small-claims court should be brought in a court with lawful jurisdiction in Indiana, unless applicable law requires another forum.
24. General provisions
If a provision is unenforceable, it will be enforced to the maximum lawful extent and the remainder will continue. A failure to enforce a provision is not a waiver. These Booking Terms, the accepted proposal or invoice, payment authorization, supplier terms, Privacy Policy, and any signed trip-specific document form the agreement for the booking. A trip-specific written term controls over these Booking Terms only to the extent it expressly conflicts.
25. Contact us
26. Address notice
No residential address is published in these Booking Terms. A business postal address and registration information may be supplied privately or displayed where a specific law requires it.