Terms and Conditions
TE Incentives DMC quotes net non commissionable rates either per person or per service, as shown in our chart of costs. Prices are always calculated in good faith and our quotations are based on the specific characteristics of every program, number of participants, date of trip, and other special considerations. Local taxes are always included. FIT rates do not apply for incentives and meetings. Our prices are subject to alteration due to governmental legislation such as increase of VAT and also in case of change in travel dates, or in number of participants or in number of rooms.
Once the client requests TE Incentives DMC to proceed with firm reservations, a contract will be prepared and send to client for revision and signage.
Rooming list and participant’s list
The client must send the final rooming list to the DMC (a list with the distribution of participants per room including names and occupancy, such as single – double or triple) 30 days prior to date of first service to be provided by the DMC.
Additionally, the client must send a list of participants showing the following information: address, telephone, passport number, gender, food restrictions, weight, and any detail considered important that the DMC must take into consideration concerning the participants (special health conditions, medications, etc). This participant’s list will be used to coordinate the express check in, to buy the Costa Rica departure tax (if requested by the client), and will also be sent to each supplier for their own knowledge about the participants profile with the only purpose to provide them a high quality service.
In case of car rentals (4X4 adventures or rallys), as part of the itinerary for the whole journey or for specific routes, this participants’ list must include the driver’s license number and the expiration date.
Important remark: the DMC will not be responsible for mistakes in participants’ name or passport numbers, when buying the Costa Rica departure tax, as it will be bought based on the participants’ list sent by the client. In case of wrong names or passport numbers in the departure tax forms, the migration office at the international airport will ask participants to pay the departure tax again.
Date to send these documents will be determined based on the policies of the different suppliers providing services and in our policies as well and faithfully should be obeyed, otherwise would affect the proper planning of the program.
Reduction of participants and rooms
Considering each supplier has its own policy in regards to the maximum quantity of participants/rooms that can be reduced without penalty, the DMC will include in the contract, detailed information regarding the deadlines and maximum number of participants/rooms to be reduced without penalty. If the quantity reduced by the client exceeds the given limits, a 100% cancellation charge will apply.
If the contract is signed with 30 days or less before date of first service to be provided by the DMC, the client will not be able to reduce the number of participants/rooms booked and if this occurs, a charge of the 100% will apply due to late cancellation.
Letters, Instructions, Texts, Logos, Gifts and Other Materials
The client must send all kind of materials such as: letters, instructions, texts, logos or gifts needed during the execution of the program, at least 30 days before date of first service to be provided by the DMC and must report any important details regarding these to the DMC.
Cancellation Policy
The cancellation policy is based on the policies of the suppliers included in the program and will be included in the contract with indications about deadlines and penalties.
Payment of participants’ additional expenses/services
The client must inform the DMC in advance, the payment procedure regarding additional expenses of the participants throughout the program. If TE Incentives DMC is asked to pay for the additional expenses/services, a 15% handling fee will be added to the total to be paid.
Confidentiality Agreement
The rates of the different services offered to the client have been especially negotiated for every particular program, and therefore they are confidential and should not be divulged by the client nor by any of the parts involved.
Payment Method
All the services offered by the DMC to the client must be prepaid in a 100% before date of the first service to be provided by the DMC. This prepayment can be done by check in US dollars, banking wire transfer or credit card, in this last case a surcharge will be made by the DMC according to the percentage charged by the local bank.
If the prepayment is not received according to what is stipulated in the contract, the DMC has the right to cancel the services hired by the client.
The partial deposits or total prepayments to the local suppliers of the DMC are non refundable once the contract is signed by the client.
The payment dates and amounts are determined based on the payment policies of the suppliers included in the program and based on the DMC payment policies as well.
Payment Instructions
Please send payments by check in US dollars to the following postal address in the United States:
Travel Excellence
7805 NW 15th Street, Suite 506-108
Miami, FL 33126-1109
USA
If you prefer to send a bank transfer, follow the next steps:
1. Wire transfer charges must be paid by the client sending the money to the DMC. When calculating the amount to be paid, the client must add the local bank transfer fee.
2. Client must select one of the following banks and provide complete information when sending the bank transfer. Please note Banco Nacional de Costa Rica provides SWIFT code, while Chase Bank an ABA/Routing number instead.
Transfer to: Banco Nacional de Costa Rica
Address: Avenida 3, calle 1, San Jose, Costa Rica
Telephone: + (506) 2212 2000
SWIFT: BNCRCRSJ
Beneficiary: Travel Excellence, S.A.
Account number: 100-02-087-600402-8
Address: Avenue 1, Streets 28 & 30, #2845
San Jose, Costa Rica
PHONE + (506) 2523 9100
FAX + (506) 2523 9199
Transfer to: CHASE BANK
Address: 8111 Preston Rd. Suite 225 Dallas, TX 75225
USA
Telephone: (214) 360-3908
ABA/Routing: 021000021
Account#: 712932334
Account Name: Travel Excellence, S. A.
3. Client must provide the bank with the company name (as known by the DMC sales staff), program name and/or the invoice(s) number(s).
4. To send a transfer from abroad in an efficient manner, it is important that this information be given exact and complete to you bank, otherwise the funds may be sent elsewhere and their arrival to our account in Costa Rica will be delayed.
5. Finally, please confirm payment by sending a copy of the deposit slip from your bank to our fax + (506) 2523-9199. Please make sure you make all payments in the name of Travel Excellence, S.A.
Operational Considerations
The operation of the services will always be subject to change due to weather conditions or nature, and the DMC can make any necessary changes in the daily schedule before arrival of participants or during their stay in country in order to guarantee safety and enjoyment. Look for specific information on this in our Chart of costs.
