TERMS & CONDITIONS FOR TRAVEL PROFESSIONALS ONLY
For travel professionals, A-France Hotels can arrange hotel accommodations, private transfers, local guides and other services in addition to making suggestions for sightseeing, dining, & out-of-the-way excursions. At the beginning to offer the highest levels of service, we must address the question of your client’s budget, establishing realistic figures that will meet the comfort expectations of your clients while on their vacation.
Please have in mind prices that will cover the highs and the lows – we know you want value for money; however we have to be realistic in the planning stages. If your clients have champagne taste and table wine budget, that’s OK! We must address this issue as honestly as possible to give you the vacation your clients want.
Also, we are very aware that this is your client’s vacation, not ours, and we want them to enjoy it to the fullest. To assist us to that end, we need to know the following:
- Your Client’s Budget
- Hotel style (traditional, charming, contemporary, American style, etc.)
- Accommodations Preferred (Standard, Superior, Deluxe, Jr. Suite, Balcony, View, Amenities, etc.)
- Length of Stay
- Your Clients Interests (Most Important!)
- Any other pertinent information that would be helpful for planning purposes.
The more details you can give us, the better we can do our job for you. If you do not have an itinerary put together, don’t worry; just tell us what your client(s) would like to do! We can help point you in the right direction.
BOOKING CONDITIONS
RATES & RESERVATIONS:
1. All accommodations’ rates are per room, including taxes, services, and breakfast* and are subject to availability. (*= Some properties require an additional charge.)
2. All services are quoted per service. (Example $X for a private mini bus.) Services from A-France Hotels will require a $500 non-refundable deposit per person before booking can be made.
3. Our Net Rates, unless otherwise stated in these Terms & Conditions are quoted in Euros or US Dollars. Euro net rate bookings do not require immediate payment. US Dollar quotes do require immediate payment. Also note we quote our properties official Rack Rates in Local Currency. (Remember to convert the Rack Rate into USD + 6% for an accurate comparison. The 6% takes into account the fees that would be charged by Credit Card Companies & Currency Exchange Banks.)
4. For last minute bookings (45 – 14 days prior to check-in date), a one time $200 non-refundable charge per booking will be added to the reservation because of the extra work, and expenses, involved in dropping our current work and focusing on your booking.
5. Booking requested within 14 days of check-in date will be accepted on a case by case basis only.
Your reservations may be subject to cancellation without notice if:
- Full payment is not received by A-France Hotels 45 days prior to check-in date;
- Full payment is not received within 48 hours of confirmation for reservations made less than 45 days prior to the check-in date.
Rates quoted apply to individual clients only. Quotations for groups of 10 or more persons are provided on request.
PAYMENT:
8. A 30% deposit of the total invoice or a minimum $500 non-refundable deposit per person, whichever is greater, is required within 8 days of booking for a confirmed reservation. Thereafter, the remaining balance is due no later than 45 days prior to departure. Any remaining balance, after the initial payment, will be determined by rates of exchange at the time of payment.
9. We require payment of the net amount due by company check or the Client’s American Express/Discover/MasterCard/Visa Card with an additional charge of 4% (Authorization form required). Please include your commission on the Authorization form & we will mail you a check with the travel documents of the client.
10. Once reservations are confirmed, an invoice will be sent to you. The price quoted will be valid for 7 business days from date of invoice being sent to you via fax.
11. Upon verification of full payment being received, vouchers will be mailed to you within one business week.
12. For expedited delivery of your vouchers, we will offer to fax or send them via USPS Priority Mail. If wanting FedEx shipments, 7 days or less prior to departure from the USA, will be done at your own expense.
13. Reservation changes: Once payment has been received, and vouchers mailed, one change, to the entire reservation (i.e.: change of arrival & departure date at ONE hotel, or for ONE service, etc.) will be allowed plus the difference in price, if applicable, more than 30 days before departure. Additional changes can be made for a $100 fee per change plus any price changes we might incur. There is no guarantee the change can, or will, be made.
14. Cancellations:
Individual Client Bookings
For a Booking totaling less than $5,000:
You shall be subject to the following cancellation fees:•More than 30 days = Full refund less $500 non-refundable fee.•30-14 days = 50% non-refundable or a $500 fee whichever is more.•14 days or less = No Refund.•We strongly recommend Trip Cancellation Insurance.There will be a non-refundable $500 fee applied to all bookings regardless of time of cancellation. Cancellation must be received IN WRITING by certified mail, overnight courier, or e-mail to info@a-francehotels.com (with confirmation of receipt from us) during normal business hours (8 AM – 4 PM Pacific Time).
For a Booking totaling between $5,000 and $9,999.99:
You shall be subject to the following cancellation fees:•More than 30 days = 90% refundable.•30-14 days = 50% non-refundable.•14 days or less = No Refund.•We strongly recommend Trip Cancellation Insurance.Cancellation must be received IN WRITING by certified mail, overnight courier, or e-mail to
info@a-francehotels.com (with confirmation of receipt from us) during normal business hours (8 AM – 4 PM Pacific Time).
For a Booking totaling $10,000 or more:
You shall be subject to the following cancellation fees:•More than 30 days = 80% refundable.•30-14 days = 50% non-refundable.•14 days or less = No Refund.•We strongly recommend Trip Cancellation Insurance.Cancellation must be received IN WRITING by certified mail, overnight courier, or e-mail to
info@a-francehotels.com (with confirmation of receipt from us) during normal business hours (8 AM – 4 PM Pacific Time).
Group Client Bookings
Cancellations are unique to each group. We will inform you of the cancellation policies for your particular group. Cancellation must be received IN WRITING by certified mail, overnight courier, or e-mail to
info@a-francehotels.com (with confirmation of receipt from us) during normal business hours (8 AM – 4 PM Pacific Time).
15. There is NO refund on any unused hotels, services, or transfers once the itinerary has commenced, or No-Shows. We highly recommend travel insurance.
DISPUTES: The Fine Print
16. Any agreement between A-France Hotels and the travel professional shall be construed by and governed under the laws of the State of California, and the parties irrevocably agree to submit to the jurisdiction and venue of the courts of the State of California, County of Los Angeles, Southwest District, to resolve any dispute arising under or relating to these terms and conditions.
17. In any litigation, arbitration, or other proceeding, except mediation, by which one party either seeks to enforce its rights under this agreement (whether in contract, tort, or both) or seeks a declaration of any rights or obligations under these terms and conditions, the prevailing party shall be awarded reasonable attorney fees, together with any costs and expenses, to resolve the dispute and to enforce the final judgment.
18. This agreement may be supplemented, amended, or modified only by the mutual agreement of the parties. No supplement, amendment, or modification of this agreement shall be binding unless it is in writing and signed by both parties.
19. Nothing in this agreement, whether expressed or implied, is intended to confer any rights or remedies under or by reason of this agreement on any persons other than the parties to it and their respective successors and assigns, nor is anything in this agreement intended to relieve or discharge the obligation or liability of any third persons to any party to this agreement, nor shall any provision give any third persons any right of subrogation or action over any party to this agreement.
20. The waiver by A-France Hotels of any term or condition of this agreement is effective for that condition only and does not waive any other term and condition in the agreement.
