Terms and Conditions

These Terms and Conditions (“Agreement”) set forth the understanding between you, the traveler or client (“you,” “your,” or “Client”), and Be Prepared Vacations, LLC, doing business as Be Prepared Vacations (“Be Prepared Vacations,” “we,” “us,” or “our”). By engaging our services to plan or book travel, you agree to be legally bound by this Agreement.

Be Prepared Vacations operates solely as an independent travel agency and acts as an intermediary between you and third-party travel suppliers, including but not limited to airlines, hotels, cruise operators, tour companies, transportation providers, and other service vendors (“Suppliers”). We do not own or operate the travel services provided by these Suppliers, nor are we responsible for their acts, omissions, or changes. Your travel bookings are also subject to the terms and policies of each individual Supplier.

This Agreement outlines important information, including limitations of liability, disclaimers, and conditions that may affect your legal rights. Please read it carefully before proceeding with your travel plans.

1. Use of Our Services and Booking Responsibilities

By using our website, contacting Be Prepared Vacations, or making travel arrangements through us, you confirm that you are at least 18 years of age and legally authorized to enter into binding agreements. You accept financial responsibility for all transactions carried out on your behalf or by members of your traveling party.

You agree that all information you provide—whether for yourself or others—is truthful and accurate, and that bookings made through Be Prepared Vacations are legitimate. Speculative, deceptive, or fraudulent reservations are strictly prohibited.

Be Prepared Vacations functions exclusively as a booking agent. All travel products and services we help arrange are provided by third-party Suppliers, and each Supplier’s terms, conditions, and policies will apply to your bookings. By confirming your travel with us, you agree to abide by both our Terms and those of any Suppliers involved.

We are not responsible for bookings made outside of Be Prepared Vacations. This includes flights, hotels, excursions, or insurance purchased independently. If you book your own airfare, we cannot assist with airline schedule changes, cancellations, or disruptions. Additionally, some loyalty programs (such as airline frequent flyer points or hotel rewards) may not apply or be redeemable through travel booked by our agency.

2. Pricing Accuracy, Availability, and Corrections

We strive to provide accurate and up-to-date pricing and information, but errors may occasionally occur. Be Prepared Vacations reserves the right to correct any mistakes, inaccuracies, or omissions and to adjust pricing accordingly, even after a booking has been confirmed.

All offers, discounts, and special promotions are subject to availability and may change or be withdrawn at any time without prior notice. We recommend confirming your travel arrangements well in advance to avoid issues with availability, rate increases, or late-booking penalties.

3. Payments, Cancellations, and Booking Changes

You are fully responsible for all costs associated with your travel bookings, including taxes, surcharges, duties, and fees. When you authorize a payment to Be Prepared Vacations, you give us permission to process payments on your behalf with our travel Suppliers.

By submitting a credit card or other payment method, you agree not to initiate a chargeback, refund request, or payment dispute unless fraud has occurred. If you reverse a valid payment, you agree to reimburse Be Prepared Vacations for any associated costs, including legal fees or administrative expenses.

Travel payments must be made in accordance with each Supplier’s specific payment schedule. Late or missed payments may lead to reservation cancellation, denial of services, or forfeiture of funds. Many bookings are non-refundable once confirmed, and cancellation penalties may apply depending on the Supplier’s policies. All cancellation requests must be submitted to us in writing.

If you choose to modify your travel plans after confirmation, we will do our best to accommodate changes. However, not all bookings can be altered, and any changes are subject to availability, additional charges, and Supplier approval. You are responsible for any fees incurred due to these changes, including those imposed by Suppliers or Be Prepared Vacations. Change requests must be made in writing.

Please note: No refunds are available for unused travel services, such as skipped hotel nights, tours, or transportation, once your trip begins.

If we are granted access to book travel using your direct Supplier accounts, you may be required to provide login credentials to complete those transactions.

4. Travel Documents and Government Identification Requirements

It is your responsibility to ensure you have the proper travel documents, including a valid passport, visas, health records, or any required entry permits. Most countries require that your passport be valid for at least six months beyond your planned return date. Passport cards are not valid for international air travel.

The Transportation Security Administration (TSA) and the Department of Homeland Security (DHS) require valid, government-issued identification for domestic air travel. For a list of approved IDs, visit www.tsa.gov.

Minors and travelers under 18 may need additional documentation to travel, especially when not accompanied by both parents. Travel consent forms may be required for children traveling with one parent or a guardian. For more information, visit U.S. Customs and Border Protection.

All traveler information (name, gender, date of birth) must exactly match the information on your booking. Any mismatch may lead to denied boarding or delays. Please verify your travel documents immediately upon receipt. If there are any errors, contact us within 24 hours of receiving your documents. Be Prepared Vacations is not responsible for costs resulting from incorrect or missing information if not reported promptly.

5. Entry, Exit, and Criminal History Requirements

Each country sets its own entry and exit requirements, which may vary depending on your nationality and personal background. It is your responsibility to confirm and comply with these rules prior to travel.

Certain criminal offenses—such as DUIs, outstanding legal judgments, or unpaid child support—can result in denial of entry to some countries. Be Prepared Vacations does not collect information about your criminal history and cannot verify your eligibility to enter or exit a destination. You are strongly encouraged to consult official resources such as the U.S. Department of State at travel.state.gov or directly contact the embassy or consulate of your destination country for the most current guidance.

For example, travelers entering Canada with a past DWI (Driving While Intoxicated) may be refused entry. Know before you go.

6. Immunizations and Health Requirements

Many destinations require proof of specific vaccinations or health screenings for entry. It is your responsibility to check and meet all health requirements before travel, including those related to COVID-19, yellow fever, or other infectious diseases.

You must carry appropriate documentation if immunizations are required. In some cases, these must be recorded by a medical professional on an official health certificate. Be Prepared Vacations does not verify or provide medical guidance and assumes no responsibility for denied boarding or entry due to missing or invalid medical documentation.

For current health information, consult:

If you have concerns about vaccinations, medications, or your ability to travel safely, consult a medical professional before booking.

7. Travel Risks and Safety Advisories

Travel to some destinations may involve health, political, or safety risks. Be Prepared Vacations strongly recommends that you stay informed about the conditions in your intended destinations before and during travel.

You can review official U.S. government advisories at:

We also recommend enrolling in the Smart Traveler Enrollment Program (STEP), which allows the U.S. government to better assist you in emergencies while abroad.

By booking travel with Be Prepared Vacations, you acknowledge that your participation in travel involves potential risks, including illness, injury, delays, or other unforeseen events. Any travel you choose to undertake is done at your own risk.

In rare cases where global events or safety concerns arise, we reserve the right to modify or cancel travel plans based on available information and our own discretion.

8. Prohibited Items and Hazardous Materials

For your safety and the safety of others, federal regulations prohibit the transport of hazardous materials in checked or carry-on luggage. This includes but is not limited to: explosives, flammable items, compressed gases, oxidizers, poisons, and radioactive materials.

Violations can result in significant fines or imprisonment. Exceptions exist for small quantities of personal toiletries or medications, but it is your responsibility to check current TSA regulations at www.tsa.gov or contact your airline for specific guidance.

9. Insecticide Disclosure

Some countries require airlines to spray insecticide in the cabin prior to landing or while passengers are onboard. For a current list of destinations with insecticide requirements, please refer to the U.S. Department of Transportation at www.transportation.gov.

10. Air Travel Policies and Responsibilities

Airline tickets are subject to the terms and conditions of the individual air carrier. Even if Be Prepared Vacations facilitates your air booking, your contract of carriage is directly with the airline.

We are not liable for airline actions, including delays, cancellations, overbooking, seat changes, or lost luggage. You must adhere to all airline policies, including baggage fees, check-in deadlines, and identification requirements. Most airlines recommend arriving at least 2 hours before domestic flights and 3 hours before international departures.

If you miss a flight or fail to show, subsequent flight segments may be canceled automatically. Frequent flyer miles are awarded at the airline’s discretion, and we cannot guarantee eligibility for mileage accrual or upgrades.

Be aware that some departure taxes are payable in cash at the airport and may not be included in your ticket.

11. Limitation of Liability and Role as Agent

Be Prepared Vacations acts only as an agent for the third-party Suppliers named in your itinerary. We do not own or operate the services provided and are not responsible for their performance, quality, or availability.

Each Supplier operates independently and may make changes to your itinerary for reasons beyond our control. These changes may include, but are not limited to weather delays, strikes, overbookings, or schedule changes.

By booking through Be Prepared Vacations, you agree that we are not responsible for personal injury, property damage, loss, delay, or any other damages caused by a Supplier or any third party. Our liability, if any, is limited to the commission or fees we received for the specific transaction in question.

You accept that all travel involves some degree of risk, and that you are booking at your own discretion.

12. Force Majeure

Be Prepared Vacations is not responsible for disruptions or cancellations due to events outside our control, including but not limited to: natural disasters, acts of war or terrorism, civil unrest, strikes, pandemics, quarantines, or failures in internet or communication services.

In such circumstances, any refunds or compensation will be subject to the individual Supplier’s policies. While we will advocate on your behalf, Be Prepared Vacations cannot guarantee reimbursement.

We strongly recommend purchasing travel insurance that offers protection against such unforeseen events.

13. Client Conduct and Responsibilities

You are responsible for your behavior throughout your trip. If you cause damage to accommodations, vehicles, or any property provided through a Supplier, you are liable for all associated costs.

Unlawful or inappropriate behavior (including the use or transport of illegal substances) may result in your removal from a trip or denial of service—without refund. You must also ensure that you comply with all local laws, including those relating to prescription medication.

Be Prepared Vacations is not responsible for your belongings at any point during your travel.

14. Travel Insurance

We highly recommend purchasing travel insurance to protect your investment. Coverage can include protection against Supplier bankruptcy, medical emergencies, trip cancellations, lost luggage, missed connections, and more.

Travel insurance is not included in your booking unless explicitly stated. Be Prepared Vacations is not an insurance provider and cannot guarantee that a claim will be approved. You are responsible for reviewing and understanding your policy’s coverage and exclusions. If you decline coverage, you may be required to sign a waiver releasing Be Prepared Vacations from liability.

15. Right to Modify Terms

We reserve the right to revise these Terms and Conditions at any time. Updated versions will be posted on our website and are effective upon posting. Continued use of our services implies acceptance of any changes.

16. Legal Jurisdiction and General Terms

These Terms and Conditions are governed by the laws of the State of Florida. You agree that any legal dispute related to travel booked through Be Prepared Vacations must be filed in a court located in Manatee County, Florida.

Claims must be brought within 12 months of the completion of your trip. You waive the right to seek punitive damages and agree to pursue claims individually, not as part of a class action.

If any portion of this Agreement is found to be unenforceable, the remainder will still apply. These Terms constitute the entire agreement between you and Be Prepared Vacations and supersede all previous communications, written or oral.