Terms and Conditions - Common Thread Travels LLC

Last Updated: September 5, 2026

By engaging the services of Common Thread Travels LLC ("the Agency"), you ("the Client") agree to be bound by the following Terms and Conditions. Please read these terms carefully before making any bookings.

Relationship to the Travel Services Agreement. These Terms and Conditions supplement, and are incorporated by reference into, the signed Travel Services Agreement between the Client and the Agency. If any provision of these Terms and Conditions conflicts with, or is inconsistent with, the Travel Services Agreement, the Travel Services Agreement shall control. These Terms and Conditions are intended to provide additional operational detail and are not intended to expand or narrow the rights and obligations set out in the signed Agreement.

1. Agency Role

Common Thread Travels LLC acts as an intermediary between the Client and various third-party suppliers, including but not limited to airlines, hotels, tour operators, cruise lines, car rental agencies, and insurance providers (collectively, "Suppliers"). The Agency facilitates bookings and arrangements for travel services but does not directly provide these services. As such, the Agency is not liable for the actions, errors, omissions, negligence, or willful misconduct of these Suppliers.

2. Client Responsibilities

Travel Documents. The Client is solely responsible for ensuring that all necessary travel documents, including passports, visas, entry/exit requirements, health certificates, and other required documentation, are valid, up to date, and comply with the regulations of the countries being visited and transited. For international travel, the Client's passport must be valid for at least six (6) months beyond the intended travel dates. For domestic travel within the United States, the Client is responsible for ensuring they possess valid, Real ID-compliant government-issued photo identification. The Agency is not responsible for any issues, delays, or denied boarding or entry resulting from the Client's failure to possess required travel documents.

Check-In Times. It is strongly suggested that the Client check in for domestic flights at least two (2) hours prior to scheduled departure, and for international flights at least three (3) hours prior to scheduled departure.

Information Accuracy. The Client is responsible for providing accurate and complete information to the Agency for all bookings, including names, dates of birth, contact details, and special requests, and for reviewing and verifying all booking confirmations and travel documents upon receipt.

Compliance with Laws. The Client is responsible for complying with all applicable laws, regulations, and customs of the countries being visited.

Travel Insurance. The Agency strongly recommends that the Client purchase comprehensive travel insurance to cover trip cancellation, interruption, medical emergencies, baggage loss, and other potential risks. The decision to purchase travel insurance is the Client's sole responsibility.

Food Allergies and Sensitivities. Common Thread Travels LLC makes every effort to inform Suppliers of any gluten sensitivity or other food allergy or sensitivity communicated by the Client, and may provide heightened dietary advocacy services under a separate Gluten-Free Safety Stitch engagement as described in the Travel Services Agreement. Regardless of any notice given by the Agency to a Supplier, the Agency is not responsible for any adverse reaction or complication the Client may experience from food consumed at any recommended facility, during any tour, or at any other point during travel. It remains the Client's sole responsibility to directly inform all necessary parties (restaurants, airlines, tour operators, hotel staff, and similar) of their specific food allergy, intolerance, or dietary restriction at the time of service.

Group Rates. Quoted group rates are based on a specific minimum number of travelers. If the number of travelers falls below that threshold, pricing is subject to increase to reflect the change in group size. The Client will be notified of any such price change.

Flight Changes/Cancellations. To change or cancel a flight itinerary, the Client must do so prior to the originally scheduled departure. No value remains after departure.

Hotel and Car Reservations. For guaranteed hotel or car reservations the Client wishes to cancel, the Client must contact the vendor directly and adhere to that vendor's specific cancellation policy. The Agency is not responsible to reimburse the Client for any loss incurred due to the Client's failure to travel or failure to follow a vendor's change or cancellation policy.

3. Fees and Payments

Planning Fees. The Client agrees to pay a non-refundable planning fee starting at $150 for the Agency's cruise package planning services (with fees for other trip types starting at the amount set out in the Client's signed Travel Services Agreement and Fee Schedule). This fee covers the Agency's time and expertise in researching, planning, and coordinating the Client's travel arrangements. The planning fee may be waived at the sole discretion of the Client's travel advisor. The specific planning fee applicable to the Client's booking will be communicated and agreed upon, and reflected in the signed Agreement's Fee Schedule, prior to the commencement of services. If the fee stated in the Client's signed Agreement differs from the starting fee described here, the signed Agreement controls.

Additional Fees. There may be additional fees associated with booking specific aspects of the agreed-upon itinerary, such as airfare, specific tours, or other services. These fees will be clearly disclosed in the invoice provided to the Client.

Payment Schedule. The Client agrees to make all payments for travel arrangements according to the schedule communicated by the Agency. Failure to make payments by agreed-upon deadlines may result in cancellation of the booking and forfeiture of prior payments.

Forfeiture of Trip. If the Client fails to make payments promptly per the agreed-upon schedule, the Agency reserves the right to cancel the trip, and the Client will forfeit the booking and any payments made to date.

Cancellation Policy. The Agency reserves the right to charge processing fees for refunds, cancellations, and other services.

Price Changes. Prices for travel arrangements are subject to change due to factors beyond the Agency's control, including fuel surcharges, currency exchange rate fluctuations, and Supplier pricing changes, up until final payment is made. Airline ticket prices are not guaranteed and may change until paid in full. The Agency will make reasonable efforts to notify the Client of any significant price change.

Changes to Itinerary. The Client is permitted three (3) major changes to the agreed-upon travel itinerary without incurring additional planning fees, consistent with Section 16 of the Travel Services Agreement. Major changes include alterations to destination, hotel choice, airline, train, or ship reservations, or prepaid tours. Restaurant reservations and other minor changes can be accommodated within a reasonable time before departure without a fee. For any major change beyond the third, the Client is responsible for additional planning fees, communicated at the time of the request, plus any Supplier change fees and price differences.

Payment Processing and Merchant of Record. Common Thread Travels LLC is the merchant of record only for its own service and planning fees. Payments for Supplier components — including airfare, cruise fare, hotel, and tour charges — are processed directly by, and payable directly to, the relevant Supplier, with that Supplier (not the Agency) as merchant of record. If a Supplier fails to provide a service or ceases operations, the Client's recourse is against that Supplier, not the Agency.

No Unauthorized Chargebacks. The Client agrees not to initiate a chargeback or an unauthorized refund request — against the Agency for its service/planning fees, or against any Supplier for a charge the Client authorized — without first contacting the Agency in writing. The Client acknowledges that a chargeback disputed directly with a Supplier can result in that Supplier seeking repayment from the Agency or withholding the Agency's earned commission, even though the Agency never received or held the disputed funds. The Client agrees to reimburse the Agency for any amount the Agency is required to repay to a Supplier, and any commission the Agency loses, as a result of the Client's improper chargeback or dispute, and to pay the Agency's reasonable attorneys' fees incurred in disputing any such claim, consistent with Section 9(c) of the Travel Services Agreement.

4. Limitation of Liability

To the fullest extent permitted by law, Common Thread Travels LLC shall not be liable for any direct, indirect, incidental, consequential, special, exemplary, or punitive damages, losses, or expenses arising out of or in any way connected with the Client's travel arrangements, including but not limited to:

• Delays or cancellations caused by airlines, hotels, tour operators, or other Suppliers.

• Weather-related cancellations or delays.

• Other travel delays or cancellations beyond the Agency's direct control, including acts of God, natural disasters, political unrest, strikes, or pandemics.

• Errors, omissions, or misrepresentations made by Suppliers.

• Personal injuries, accidents, illnesses, or death occurring during travel.

• Loss of or damage to personal property.

• Changes in itineraries or services imposed by Suppliers.

• Financial default or insolvency of Suppliers.

• Adverse reactions or complications due to food allergies or sensitivities, whether or not the Client purchased a Gluten-Free Safety Stitch engagement under the Travel Services Agreement.

The Client acknowledges that any recourse for the foregoing lies directly with the relevant Supplier. This Section is consistent with, and does not expand beyond, Section 19 (Limitation of Liability) of the Travel Services Agreement.

5. Claims

The Client must present any claim against Common Thread Travels LLC in writing within thirty (30) days of the completion of travel, consistent with Section 26 of the Travel Services Agreement.

6. Force Majeure

The Agency is not liable for any failure or delay in performing its obligations under these Terms and Conditions to the extent caused by events beyond its reasonable control, including acts of God, war, terrorism, civil unrest, strikes, natural disasters, pandemics, government regulation, or disruption of essential services.

7. Dispute Resolution; Governing Law

These Terms and Conditions are governed by the laws of the State of Georgia, without regard to conflict-of-law provisions. Any dispute, claim, or controversy arising out of or relating to these Terms and Conditions or the Travel Services Agreement shall be resolved exclusively through final and binding arbitration in Coweta County, Georgia, as set forth in Section 32 (Arbitration) of the Travel Services Agreement, which controls over any other dispute-resolution or venue provision.

8. Entire Agreement

These Terms and Conditions, together with the signed Travel Services Agreement (which controls in the event of conflict), constitute the entire agreement between the Client and Common Thread Travels LLC regarding their subject matter, and supersede all prior or contemporaneous communications and proposals, whether oral or written.

9. Severability

If any provision of these Terms and Conditions is held invalid, illegal, or unenforceable, that provision shall be struck and the remaining provisions shall continue in full force and effect.

10. Modification of Terms; Notice to Clients

The Agency reserves the right to update these Terms and Conditions from time to time. The Agency will notify current Clients with an active, unexpired Travel Services Agreement of any material changes or updates by email (sent to the address on file) or other written notice before those changes apply to that Client's existing booking. The most current version of these Terms and Conditions will also be posted at the link referenced in the Client's Travel Services Agreement, along with the "Last Updated" date above. Continued engagement of the Agency's services after receiving notice of a material change constitutes acceptance of the revised Terms and Conditions; however, no change to these Terms and Conditions will retroactively reduce a protection the Client already received in a fully signed Travel Services Agreement without the Client's separate written consent.

By proceeding with a booking through Common Thread Travels LLC, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.