Client Agreement

Client Agreement EMCO Travel LLC dba Sophia’s Travel

When you retain Sophia’s Travel to help plan your travel, you’re hiring a professional travel advisor to ensure that your trip is tailored to your taste, preferences, and budget.

You get the benefit of our skill, experience and training, our professional relationships, and our industry connections.

We feel that the package price we quote to you represents the full value that you will receive from this unique and enjoyable way to experience the destination. We have found that travelers who are looking for a budget trip are usually better served by working through other channels.

This is the way we work.

Our Professional Services Fee Structure

Initial consultation of 30 mins is free of charge. We will give initial guideline estimates and provide sample skeleton itineraries. Your exact costing can only be determined as we fine tune your custom itinerary and may differ based on individual requirements.

If you like what you see in our proposal, and wish to proceed with planning an itinerary, we require an upfront $500 nonrefundable planning fee, not applicable to the balance, for trips up to 10 days for up to four passengers. For trips longer than 10 days or more passengers, the design fee is determined by the further requirements of the trip.

Our Professional Services Fee covers your consultation, our research and recommendations, preparation of quotes and itineraries, reserving and booking each element of your trip, securing quotes for comprehensive travel insurance, administration of your booking from deposit to departure, and follow-up post-trip with suppliers (as needed).

Upon receiving the fee, we begin to customize your itinerary further. We will work with you on your trip until you are satisfied.

Upon your approval of the trip, we begin working with the suppliers to book your trip.  Once the hotels and services are confirmed, we will finalize the cost and provide a proposal, again for your approval.

A nonrefundable deposit is due upon acceptance of proposal. Deposits vary by supplier, in no case are deposits less than 20%.

Final payment is usually due 90-60 days prior to departure and must be received before the fully detailed itinerary and final tour documents can be sent. Without full payment tour arrangements will be canceled and applicable cancellation costs will be charged.

Airline ticket fee is $100 per person per ticket.

Train ticket fee is $100 per reservation, including rail and seat reservation.

Additional planning and consulting service fees may apply when special arrangements, theater reservations, archives search, etc. are requested. Such fees may be a separate charge or included in the total purchase price of your trip. No charges will be made without your consent to obtain such services. Contact us for details and rates.

Our prices are competitive because we provide total trip design and management.  However, if you wish to use our expertise and ask for research only, we would be happy to provide it at a rate of $100 per hour, for a minimum of 4 hours.


We do not provide breakdown per item because our negotiated rates are confidential and by contractual agreement with our local suppliers.  We will be happy to recalculate your itinerary with fewer services or different hotels to accommodate your budget. Thank you for understanding.

__ I agree

Trip Cancellations 

Cancellation penalties vary by supplier, in general they are:

  • After booking, the deposit is non-refundable
  • 60-30 days before departure, 50% of total
  • 30-0 days – no refund

Some Promotional bookings are non-refundable, and some of our suppliers have stricter cancellation penalties, we will advise in each proposal.

Cancellation after deposit or final payment is subject to cancellation penalties levied by suppliers.
Your exact cancellation penalties will be specified in your booking.

All cancellations must be received in writing.

If you booked air tickets with us, air cancellation fees will be in accordance with airlines rules and regulation. Many airlines have implemented charges for checked baggage. These fees are payable directly to the airline upon check-in. Please contact your airline for specific details. Airline Prices are subject to increase prior to the time you make full payment for your air-inclusive tour. Prices are not subject to increase after you make full payment, except for charges resulting from increased government-imposed taxes or fees.

Proof of Citizenship and other documentation

All travelers must have a valid passport. To obtain a passport, please see.…

Passports valid for at least 6 months beyond completion of your visit will be accepted. We also suggest bringing additional identification such as driver’s license or other type of government-issued photo ID. We urge non-US citizens to contact the appropriate embassy or consulate of the destination you are visiting to determine what travel documents are required.


Other Foreign Entry Rules: You assume full and complete responsibility for checking and verifying all passport, visa, or other entry requirements of your destination and your connecting points, and all conditions regarding health, safety, security, political stability, and labor or civil unrest at such destination. Some countries will not admit persons convicted of a crime. Some countries require both parents’ consent for minors to travel.

It is the client’s responsibility to obtain proper documentation for boarding, and we will not be liable for the client being denied or delayed in boarding due to incorrect or missing documents.

Travel Insurance Acknowledgement

Emergencies can happen when you least expect them.

EMCO Travel LLC DBA Sophia’s Travel,  highly recommends that all clients purchase a travel insurance policy to protect their investment in their travel.

Cruise lines, airlines, hotels, and tour operators all charge high penalties for cancellation, ranging from the full deposit to no refund at all. And keep in mind that most health insurance policies will not cover you when you are out of the country.

Travel insurance can protect you in the event of Trip Cancellation, Trip Delay, Trip Interruption, Missed Connection, Baggage Loss, Theft or Damage, Baggage Delay, Emergency Medical and Dental Expenses, and Emergency Medical Transportation, among other unforeseen circumstances.

Please also note that in order for you to obtain coverage for certain pre-existing conditions, or for supplier default, your policy must be purchased at the time of booking or shortly thereafter (depending on the terms of the policy).

Please understand that we are not registered insurance agents and cannot legally provide specific advice or information regarding insurance. We will gladly secure a quote for you, upon request, and if EMCO Travel LLC DBA Sophia’s Travel does not, or is not legally able to secure coverage on your behalf, it is our strong recommendation that you purchase a policy on your own.

___ I acknowledge that EMCO Travel LLC DBA Sophia’s Travel has recommended or offered travel insurance protection to me. Should I choose not to purchase such a policy, I accept all responsibility for declining to secure coverage.

Credit Card Authorization Form

___ I authorize EMCO Travel LLC DBA Sophia’s Travel to charge my card ending in the amount in this invoice and by authorizing this charge, I am agreeing to the EMCO Travel LLC DBA Sophia’s Travel  Terms and Conditions of Booking, which are located at including the agency’s and principal supplier policies cancelation and refund policies, which may limit my right to a refund in the event that I choose to cancel or change my plans.

________________________ Signature