Privacy Policy

Terms and Conditions

These Terms and Conditions ("Terms") govern the relationship between Liberty Oak Travel Studio, LLC ("Liberty Oak," "we," "us," "our") and you, the purchaser or traveler ("Client," "you," "your"). By engaging Liberty Oak for travel planning services, paying a planning fee, or authorizing a booking, you agree to these Terms and to the terms and conditions of every supplier on your itinerary, which are incorporated into these Terms.

Please read these Terms carefully. They include limits on our liability (Section 14) and an arbitration provision with a class action waiver (Sections 20 and 21).

1. Suppliers

All travel services on your itinerary are provided by third parties, including airlines, hotels and resorts, villa owners, cruise lines, tour operators, destination management companies, ground transportation providers, wedding venues and event vendors ("Suppliers"). Liberty Oak does not own, operate or control any Supplier and is not the source or provider of any travel service.

Suppliers are independent contractors. They are not employees, agents or partners of Liberty Oak. Your contract for each travel service is with the Supplier that provides it, and any claim about the quality, safety or delivery of that service is a claim against that Supplier.

2. Our relationship with you

Liberty Oak acts as an intermediary between you and Suppliers. We research options, design custom itineraries, make recommendations and place bookings at your direction. No joint venture, partnership, employment or fiduciary relationship is created between you and Liberty Oak by your use of our services.

Our recommendations draw on professional judgment, Supplier availability and the preferences you share with us. They are suggestions only. You make the final decision on every destination, Supplier and service on your itinerary, and we do not guarantee that any recommendation will meet your expectations.

3. Your responsibilities and our affiliation

You confirm that you are at least 18 years old and have legal authority to make travel bookings under these Terms. You are financially responsible for every booking you authorize, whether for yourself or for others in your travel party.

You confirm that all information you give us about yourself and your travel party is true, complete and accurate. If you book for other people, you agree to share these Terms and all applicable Supplier terms with them, and you confirm that you have authority to accept those terms on their behalf. Speculative, false or fraudulent reservations are prohibited.

Liberty Oak is not responsible for arrangements you make independently of us, or for any cost you incur from those arrangements, including air, lodging, excursions and travel protection.

Liberty Oak Travel Studio is an independent affiliate of PTN Travel (IATA/IATAN 45769253; CLIA 00032299). Bookings may be processed through PTN Travel under its Supplier agreements and seller of travel registrations: [PTN TRAVEL SELLER OF TRAVEL NUMBERS FOR CA, FL, WA AND HI, AS APPLICABLE].

4. Professional fees

Liberty Oak may charge a professional planning fee for research, itinerary design, event coordination and booking services. The fee that applies to your trip is stated in [your proposal / our fee schedule] and is due before planning begins unless we agree otherwise in writing.

Planning fees pay for our time and expertise. They are earned when paid, are separate from the cost of travel, and are non-refundable even if you decide not to book or later cancel. Additional fees may apply for substantial revisions, changes after booking, or cancellations, and we will tell you the amount before the work is done.

Liberty Oak may also receive commissions or other compensation from Suppliers for bookings made on your behalf.

5. Errors and availability

We reserve the right to correct errors, including pricing errors and omissions, in any proposal, quote or confirmation. All rates, offers, amenities and Supplier promotions are subject to availability and may change without notice until your booking is confirmed and paid as the Supplier requires.

6. Payments, cancellations and changes

Supplier terms control. Deposits, final payments, cancellations, changes and refunds are governed by the terms of each Supplier you select. You are responsible for reading those terms, paying all amounts when due, and paying all charges, fees, taxes and assessments on your bookings. Suppliers may change prices before you book and may change their policies before or after you book.

Failure to comply. If you miss a payment deadline or violate a Supplier's terms, the Supplier may cancel your reservation, deny you service, and keep the money you have paid. An insurer may also deny coverage. Some Suppliers require a signed liability waiver or similar form, and declining to sign may have the same result.

Bookings may be non-refundable. Many reservations cannot be cancelled or refunded once made. If cancellation is permitted, Supplier cancellation fees will apply. If your trip involves several Suppliers and only some permit cancellation, you will not be refunded for the portions that do not. Unused portions of a tour, cruise or package are not refundable.

Charges to your card. By submitting a credit card authorization form, you authorize Liberty Oak and its host agency to use your payment method to purchase travel from Suppliers on your behalf, and you confirm that you have read and understood these Terms and the applicable Supplier terms. Charges will usually appear under the Supplier's name. Resort fees, incidentals, local taxes and gratuities not included in your booking are payable directly to the property.

Air tickets. A flight is not confirmed until ticketed. Once ticketed, names cannot be changed and tickets are non-transferable. Baggage, seat selection and similar extras may carry additional airline fees. Airline credits and vouchers are governed by the airline's rules.

Cancellations and changes must be in writing. All cancellation and change requests must be sent in writing, with the date, to megan@libertyoaktravelstudio.com. A request takes effect when we confirm receipt during business hours. We will make reasonable efforts to help with changes before or during your trip, but some bookings cannot be changed, and you are responsible for any Supplier price increase, Supplier fee and Liberty Oak fee that results.

Refunds and credits. Refunds and future travel credits are issued by the Supplier, on the Supplier's timeline and terms. Liberty Oak does not control whether, when or in what form a Supplier issues a refund or credit.

Review your documents. You are responsible for promptly reviewing every proposal, invoice, confirmation and itinerary we send, and for telling us immediately about any error.

Chargebacks. Except in cases of fraud, you agree not to dispute a charge with your bank or card issuer in order to avoid these Terms or a Supplier's terms, including cancellation terms and changes made for reasons outside the control of Liberty Oak or the Supplier. If you initiate a chargeback of a validly authorized payment, you agree to reimburse Liberty Oak for the resulting costs, including reasonable attorney fees.

7. Travel documents and identification

Each traveler is responsible for obtaining and carrying every document required for the trip, including a REAL ID-compliant license or other TSA-accepted identification for domestic flights, a valid passport book for international travel, and any visas, electronic travel authorizations or permits. Passport cards are not accepted for most international air travel. Current identification rules are published at tsa.gov.

Many countries refuse entry if a passport expires within six months of the return date or lacks blank pages. Travelers who are not United States citizens may need additional documents and must tell us before booking which passport they will travel on. Liberty Oak does not control or guarantee the issuance of any visa or travel authorization and is not responsible for payments lost if one is denied. Entry and exit rules can change at any time.

Children and infants need their own travel documents. A minor traveling with one parent, or without both parents, may be refused boarding or entry without notarized consent from the absent parent or guardian. See help.cbp.gov for current guidance.

The name, date of birth and gender on each traveler's identification must exactly match the booking. Any mismatch can result in denied boarding, missed flights and missed cruise or tour departures.

You must review your travel documents when you receive them. If you do not notify Liberty Oak of a needed correction within twenty-four (24) hours of receipt, Liberty Oak is not responsible for the cost of making that correction.

For cruises, each traveler must carry the government-issued photo identification and proof of citizenship the cruise line requires, in the same name as the reservation. Boarding will be denied without them. When air is purchased through a cruise line or as part of a package, the cruise line or package Supplier controls the airline, routing and schedule, and flight details may not be issued until two to three weeks before departure.

8. Individual entry and exit requirements

Countries treat past criminal offenses differently and may refuse entry because of them. Canada, for example, may refuse entry to travelers with an impaired driving record. Out of respect for your privacy, we do not ask about criminal history. If this applies to anyone in your travel party, contact the destination country's embassy or consulate before booking and review travel.state.gov.

9. Health, immunizations and accessibility

You are responsible for meeting all health, vaccination and testing requirements for your destinations and for carrying the required proof. Liberty Oak does not guarantee the accuracy of health or documentation requirements, which change frequently. Consult your physician before booking if you have concerns about required medications or vaccinations, and review travel.state.gov and cdc.gov/travel.

Please tell us before booking about any medical condition, mobility need, dietary restriction or pregnancy that could affect travel so that we can raise it with Suppliers. We cannot guarantee that any Supplier will accommodate a particular need.

10. Risks and safety

Travel involves risk, and some destinations and activities involve more risk than others. You are responsible for staying informed about conditions at your destination and for reviewing the advisories published by the U.S. Department of State at travel.state.gov and the CDC at cdc.gov before booking and before departure. We recommend enrolling in the Smart Traveler Enrollment Program at step.state.gov.

By arranging travel to a destination, Liberty Oak does not represent that travel there is advisable or free of risk. You choose to travel, and to take part in any activity, at your own risk.

For any departure that Liberty Oak hosts or escorts, we may, after reviewing a health or safety concern, decide in our reasonable discretion whether to proceed with, alter or cancel the departure.

11. Air travel

Your airline ticket is a contract between you and the airline, whether you buy it yourself or through a Supplier. Liberty Oak has no control over airline operations and is not responsible for schedule changes, delays, cancellations, rebooking or refund policies, baggage fees, fuel surcharges, or an airline's bankruptcy or cessation of operations.

Using your ticket. Skipping any flight segment may cause the airline to cancel all remaining flights without refund. Most e-tickets expire one year from issue unless the fare rules say otherwise.
Check-in and reconfirmation. Arrive at least two hours before domestic departures and three hours before international departures. Reconfirm flight times 24 hours before domestic flights and 72 hours before international flights.
Seats, miles and upgrades. Seat assignments are never guaranteed, and most airlines charge to reserve one. Mileage accrual and upgrades are at the airline's discretion. Hotel and airline points generally cannot be redeemed toward arrangements booked through Liberty Oak.
Departure taxes. Some countries collect a departure tax in cash at the airport.
Air you book yourself. If you arrange your own flights, Liberty Oak is not responsible for losses caused by changes to those flights and may be unable to assist with them. Send us your flight details as soon as you book so that transfers and arrivals can be coordinated.

12. Hazardous materials and aircraft disinsection

Federal law prohibits carrying hazardous materials aboard aircraft in your luggage or on your person. Violations can result in five years' imprisonment and penalties of $250,000 or more (49 U.S.C. 5124). Hazardous materials include explosives, compressed gases, flammable liquids and solids, oxidizers, poisons, corrosives and radioactive materials. Limited exceptions apply to small quantities of medicinal and toilet articles and certain smoking materials. See tsa.gov for the current list of prohibited items, and ask your airline about anything you are unsure of.

Some countries require that aircraft cabins be treated with insecticide before or during a flight. The U.S. Department of Transportation publishes the list of those countries at transportation.gov.

13. Destination weddings and group travel

This section applies to destination weddings, room blocks and other group bookings, in addition to the rest of these Terms.

Group contracts. A room block or group contract is an agreement with the Supplier. Its deposit schedule, cutoff dates, attrition and minimum-night requirements, and cancellation terms control. The person who signs the contract is responsible for its commitments, including any shortfall charges if fewer guests book than contracted.
Guests. Each guest who books through Liberty Oak is a Client under these Terms and is individually responsible for their own payments, documents and insurance. Liberty Oak is not responsible for a guest's failure to book, pay or travel.
Rates and availability. Group rates and room categories are guaranteed only as stated in the group contract and only until its cutoff date. Rooms booked outside the block may not receive group rates, perks or proximity to the group.
Venues and event vendors. Wedding venues, planners, officiants, photographers, florists and similar vendors are Suppliers. Liberty Oak is not responsible for their performance or for venue changes, weather, or resort construction and renovation.
Legal requirements for marriage. You are responsible for meeting the legal requirements for marriage at your destination, including residency periods and documents. Liberty Oak does not guarantee that a ceremony will be legally recognized.
Sharing booking information. You authorize us to share guest names and booking status with the hosting couple or group organizer so that the event can be coordinated.

14. Limitation of liability

Supplier acts. Liberty Oak acts solely as a booking agent for Suppliers, each of which is an independent business that Liberty Oak does not control. The Suppliers named in your travel documents are responsible for providing the services you purchased, and you consent to their use. A Supplier may alter your itinerary for reasons that include weather and safety, and those decisions are the Supplier's alone.

LIBERTY OAK IS NOT LIABLE FOR ANY ACT, ERROR, OMISSION, MISREPRESENTATION, BREACH OR FAULT OF ANY SUPPLIER OR ANY OTHER THIRD PARTY, OR FOR ANY INJURY, DEATH, PROPERTY DAMAGE, LOSS, ACCIDENT, DELAY, IRREGULARITY, ADDITIONAL EXPENSE OR DISAPPOINTMENT THAT RESULTS, WHETHER THE CLAIM IS BASED IN CONTRACT, TORT, STRICT LIABILITY OR OTHERWISE. THIS INCLUDES A SUPPLIER'S FAILURE TO DELIVER SERVICES, PARTIAL OR INADEQUATE SERVICES, OVERBOOKING, SCHEDULE CHANGES, CANCELLATION AND REFUND POLICIES, PRICE INCREASES, BANKRUPTCY AND CESSATION OF OPERATIONS.

Types of damages. To the fullest extent permitted by law, Liberty Oak is not liable for indirect, incidental, special, consequential, punitive or exemplary damages arising from your booking or these Terms.

Cap on recovery. Liberty Oak receives only planning fees and commissions on travel transactions. To the fullest extent permitted by law, any recovery from Liberty Oak for any claim is limited to the planning fees and commissions Liberty Oak actually received for the booking that gave rise to the claim.

What this section does not limit. As required by Louisiana Civil Code article 2004, nothing in these Terms excludes or limits Liberty Oak's liability for its own intentional or gross fault, or for physical injury caused by Liberty Oak's own fault. Nothing in these Terms limits any right you have under a consumer protection law that cannot be waived by contract.

15. Indemnification

To the extent permitted by law, you agree to defend, indemnify and hold harmless Liberty Oak, its host agency, and their owners, officers, employees, contractors and agents from any third-party claim, loss, damage, liability or expense, including reasonable attorney and accounting fees, that arises from:

your acts or omissions, or those of anyone in your travel party;
inaccurate or incomplete information you provided; or
your breach of these Terms or of any Supplier's terms.

This section does not require you to indemnify Liberty Oak for loss caused by Liberty Oak's own fault.

16. Force majeure

Liberty Oak is not in breach of these Terms and is not liable for any failure or delay in performance caused by events beyond its reasonable control. These include acts of God, hurricanes, tropical storms, floods and other severe weather, natural disasters, epidemics and pandemics, quarantine, war, terrorism, civil unrest, strikes and labor disputes, government acts, orders and travel restrictions, changes in law, fire, explosion, and failures of power, communications or internet service.

Each Supplier's terms contain their own force majeure provisions. When such an event occurs, a Supplier may change, postpone or cancel your arrangements, and whether any refund or credit is issued is decided by the Supplier under its policies. Liberty Oak will make reasonable efforts to help you obtain any refund or credit available, but planning fees are not refundable. We strongly recommend travel insurance for every trip.

17. Client conduct

You are responsible for any damage or loss caused by you or anyone in your travel party. Payment for that damage is due directly to the Supplier or property when requested, and you will reimburse Liberty Oak for any claim made against us for it, including legal costs.

Suppliers may remove a traveler whose conduct is unlawful, unsafe or disruptive. Liberty Oak is not responsible for any cost that results, and no refund is due for services missed.

Your baggage and personal effects are your responsibility at all times.

Possession, use or transport of illegal drugs may end your trip immediately and lead to prosecution. You are responsible for knowing the laws of every state and country you visit, including laws on prescription and over-the-counter medications. Some destinations require that you carry a physician's prescription.

18. Travel insurance

Travel insurance is not included in the cost of your trip unless your invoice specifically says so. Liberty Oak offers access to travel insurance through third-party providers and strongly recommends that you buy a policy that covers trip cancellation and interruption, travel delay and missed connections, Supplier default, medical expenses, emergency evacuation and repatriation, and baggage loss and delay.

If you travel without adequate insurance and cancel or interrupt your trip for any reason, Supplier cancellation penalties and Liberty Oak fees will apply, and you may lose up to the full cost of your trip.

Insurance is not required in order to book. If you decline it, we will ask you to sign a travel insurance waiver.

Liberty Oak is not a licensed insurance producer. We cannot answer technical questions about a policy's benefits, exclusions or conditions, and we cannot evaluate whether your existing coverage is adequate. Please direct those questions to the insurer. You are responsible for understanding what your policy covers. Liberty Oak does not guarantee that an insurer will pay any claim and makes no representation about the extent of coverage under any policy.

19. Changes to these Terms

We may update these Terms from time to time. The current version will be posted on our website and provided on request. The version in effect when you authorize a booking applies to that booking. Updated Terms apply to bookings and services you authorize after the update is posted.

20. Governing law, venue and claims

Governing law. These Terms are governed by the laws of the State of Louisiana, without regard to its conflict of laws rules.

Venue. Subject to Section 21, you consent to the exclusive jurisdiction and venue of the state courts sitting in East Baton Rouge Parish, Louisiana, and the United States District Court for the Middle District of Louisiana, for any dispute arising out of or relating to these Terms or your bookings with Liberty Oak.

Notice of claims. You must give Liberty Oak written notice of any claim within twelve (12) months after the scheduled end date of the trip. To the extent permitted by law, a claim not noticed within that period is waived.

Damages. Liberty Oak is not liable for damages other than compensatory damages. To the extent permitted by law, you waive any right to punitive or exemplary damages.

Class action waiver. You may bring claims only in your individual capacity, and not as a plaintiff or class member in any class, collective or representative proceeding.

21. Arbitration

Please read this section carefully. It affects your right to go to court.

Either you or Liberty Oak may elect to resolve any claim arising from these Terms or your bookings by individual, binding arbitration administered by the American Arbitration Association (AAA) under its Consumer Arbitration Rules. If either party elects arbitration, neither party may litigate that claim in court or have a jury trial on it, and neither may take part in a class or representative proceeding on it. Either party may instead bring an individual claim in small claims court if it qualifies.

Any in-person hearing will take place in East Baton Rouge Parish, Louisiana, unless the parties agree otherwise or the AAA rules require a different location. Hearings may be held by video or telephone where the rules allow.

Arbitration fees and costs are allocated as the AAA Consumer Arbitration Rules provide. Each party pays its own attorney fees unless the arbitrator awards them under applicable law.

The arbitration, including all filings, testimony and the award, is confidential, except as needed to enforce the award or as required by law. Evidence that is otherwise admissible or discoverable does not become protected because it was used in arbitration. This section is governed by the Federal Arbitration Act and, where it applies, the Louisiana Binding Arbitration Law.

22. General

Severability. If any part of these Terms is found invalid or unenforceable, that part will be replaced by a valid provision that most closely matches its intent, and the rest of these Terms will remain in effect.

Entire agreement. These Terms, together with your proposal or invoice, any signed authorization or waiver, and the Supplier terms referenced in them, are the entire agreement between you and Liberty Oak for your travel bookings. They replace all earlier communications and proposals on the same subject, whether oral, written or electronic.

Electronic acceptance. You agree that these Terms may be accepted electronically, including by checking a box, signing electronically, submitting a payment authorization, or replying by email to approve a booking. An electronic acceptance has the same effect as a handwritten signature, and electronic or printed copies of these Terms and of any notice are admissible to the same extent as other business records.

No waiver. If Liberty Oak does not enforce a provision of these Terms on one occasion, it may still enforce that provision later.

Contact. Liberty Oak Travel Studio, megan@libertyoaktravelstudio.com