Client Responsibilities Policy

These Client Responsibilities Policy (“Policy”) govern the relationship between KCR Travel (“KCR” and/or “we/us/our”) and you, the client engaging our services (“Client” and/or “you/your”), as well as any travelers included in travel arrangements made through KCR by the Client (“Travelers”). By engaging with KCR for travel planning, booking, or related services, you acknowledge and agree that KCR acts solely as an independent travel advisor and booking agent for disclosed principal suppliers, including but not limited to tour operators, cruise lines, hotels, airlines, air charters, bus companies, ground transportation providers, boat operators, and other independent contractors (“Supplier(s)”), and is not the provider of the travel services themselves. You further acknowledge that KCR does not control or operate any Supplier and is not responsible for any acts, omissions, errors, delays, or failures of any Supplier, including but not limited to cancellations, schedule changes, service failures, or other travel-related issues.

This Policy establishes the binding responsibilities of the Client and all Travelers included in arrangements made through KCR, including but not limited to obligations relating to communications, inquiries, consultations, financial matters, documentation, professional conduct, compliance with Supplier policies, and travel preparedness. By agreeing to this Policy, the Client acknowledges and accepts that they are fully responsible for ensuring that all Travelers comply with the terms and conditions herein. The Client further acknowledges that failure of any Traveler to comply with this Policy may result in delays, cancellation of bookings, additional fees, denial of service, or termination of KCR’s obligations, at KCR’s sole discretion.

1. Purpose

The purpose of this Policy is to clearly define the responsibilities and obligations of Clients and associated Travelers in the planning, booking, and execution of travel arrangements through KCR. This Policy is intended to ensure clear, effective, and timely communication; proper submission of documentation; full financial compliance; appropriate professional conduct; and overall preparedness to participate in travel services. The Policy also establishes limitations of liability, remedies, and enforcement procedures designed to protect both KCR and Clients and to minimize misunderstandings or disputes.

2. Scope

This Policy applies to all Clients and all Travelers included in arrangements made through KCR for any services, including but not limited to initial inquiries, consultations, itinerary development, bookings, accommodations, transportation, guided tours, ground and air transfers, cruises, or any additional services facilitated by KCR or its Suppliers. The Policy governs all interactions between Clients, Travelers, and KCR, including communications, document submission, payments, behavior, compliance with Supplier terms, and any matters arising before, during, or after travel.

3. Client and Traveler Responsibilities

3.1 Communication Responsibilities

All official communications between Clients, Travelers, and KCR must occur via email by replying to an existing KCR email thread or through scheduling calls using the official link: https://www.calendly.com/kcrtravel/client. Any communications outside these official channels, including text messages, personal emails, personal phone calls, and social media messages, are not recognized as official communications and may result in delays, incomplete actions, or failure to fulfill requests. KCR is not liable for any damages, costs, losses, or missed opportunities arising from communications sent via unapproved channels.

Voicemails left on the business line (775-424-8319) are checked once weekly and are not monitored for urgent or time-sensitive matters. Clients and Travelers should not rely on voicemail for immediate assistance. A dedicated VIP phone line exists solely for Clients and Travelers actively traveling who require urgent support. Misuse of the VIP line, including non-emergency inquiries, may result in additional fees, service delays, or suspension of services.

Clients and Travelers acknowledge that adherence to official communication channels is essential for timely delivery of travel services and that bypassing these channels may result in delayed responses, service disruptions, or additional charges.

3.2 Trip Inquiry and Consultation Responsibilities

All Clients must submit the official Trip Inquiry Form (https://www.kcradventures.com/trip-inquiry) before any travel planning or bookings will commence. No other forms of inquiry, including phone calls, text messages, social media messages, or personal emails, will be accepted.

Clients must schedule and attend a consultation to discuss travel needs, preferences, service requirements, and any special considerations before KCR begins itinerary development. Clients are responsible for providing complete, accurate, and timely information regarding Travelers’ personal details, preferences, health conditions, dietary restrictions, and other information necessary for travel planning. Clients must promptly review, confirm, and approve all documents, proposals, or communications provided by KCR.

Clients acknowledge that failure to provide complete or accurate information may result in delays, additional fees, or service denials. The Client is responsible for ensuring that all Travelers comply with these requirements, and any failure by Travelers may be treated as a failure by the Client.

3.3 Financial and Documentation Responsibilities

Clients are responsible for the timely payment of all invoices, deposits, and service fees in accordance with the service agreement and applicable deadlines. Failure to pay may result in suspension of planning services, cancellation of bookings, forfeiture of deposits and fees, and collection of any outstanding amounts, including associated costs for collection.

All planning fees, deposits, and service charges are non-refundable once planning services have begun. Payments for travel arrangements facilitated by KCR, including airline tickets, hotel bookings, tours, or transportation, are due in accordance with the Supplier and KCR policies. Clients are responsible for reimbursing KCR for any non-refundable Supplier fees or deposits paid on their behalf.

Clients and Travelers are responsible for obtaining and maintaining valid passports, visas, vaccinations, and any other documentation or certifications required by the destinations, Suppliers, or applicable law. KCR is not responsible for any travel delays, cancellations, denied boarding, entry refusals, or other costs arising from missing, expired, or invalid documentation.

3.4 Conduct Responsibilities

Clients and all associated Travelers must conduct themselves in a professional, courteous, and respectful manner in all interactions with KCR staff, contractors, and Suppliers. Harassment, threats, discriminatory language, abusive behavior, or any conduct that endangers others may result in immediate suspension or termination of services, denial of access to travel arrangements, and forfeiture of fees without refund.

Clients acknowledge that they are fully responsible for the conduct of all Travelers included in their arrangements. Any attempt to bypass procedures, exploit unauthorized communication channels, misrepresent information, or otherwise circumvent responsibilities may result in delays, additional fees, suspension, or refusal of service at KCR’s sole discretion.

4. Enforcement

KCR reserves the right, in its sole discretion, to enforce this Policy and take action against Clients or Travelers who fail to comply. Enforcement measures may include, but are not limited to:

  1. Suspension of planning or travel services;

  2. Refusal of future services;

  3. Cancellation of bookings;

  4. Forfeiture of deposits, planning fees, and any payments made;

  5. Legal collection of outstanding fees and associated costs.

All enforcement decisions by KCR are final and binding. Clients expressly acknowledge that these remedies are cumulative and non-exclusive and may be exercised individually or collectively.

5. Reservation of Rights and Changes to This Policy

KCR reserves the right, in its sole discretion, to amend, modify, or update this Policy at any time. Updated versions will be provided to Clients, posted on the KCR Travel website, and are effective immediately upon posting. Clients are responsible for reviewing the most current version of this Policy and acknowledge that continued engagement with KCR constitutes acceptance of any updates.

6. Governing Law, Legal Limitations, and Dispute Resolution

This Policy, all services provided by KCR, and any related agreements are governed by the laws of the State of Nevada. Clients consent to the exclusive jurisdiction and venue of courts located in Washoe County, Nevada, for all disputes arising from or relating to KCR’s services.

Any claim against KCR must be brought within twelve (12) months after the completion of the trip. Clients acknowledge that KCR shall only be liable for compensatory damages and expressly waive any right to claim punitive, exemplary, incidental, consequential, or indirect damages.

Clients agree that all claims must be pursued individually and may not be brought as part of any class action, collective action, representative action, or derivative proceeding. Clients expressly waive and relinquish any right to participate in any such class, representative, or collective claims.

If any provision of this Policy is determined to be invalid, illegal, or unenforceable under applicable law, including warranty disclaimers, limitations of liability, or any other provisions, the invalid or unenforceable provision shall be replaced with a valid and enforceable provision that most closely reflects the original intent. All remaining provisions shall continue in full force and effect.