FEES & PAYMENT TERMS

Currency & Payment Responsibility All fees are quoted in United States Dollars (USD). The Client is solely responsible for all transfer-related costs, including bank charges, transaction fees, and currency conversion fees. All payments under this Agreement must be made by electronic bank transfer only to Karibika’s designated account, and are only considered received once cleared. All payments must be received by Karibika in full without deduction. Any shortfalls or incomplete payments must be corrected prior to the Trip Start Date, and failure to do so may result in cancellation of the Trip at the Client’s expense.

Non-Refundable Retainer & Agreement Timeline

For bookings made more than 30 days prior to the Trip: • A non-refundable retainer of 30% of the Total Package Price, and the signed Agreement, are due within seven (7) days of the Effective Date. • The Trip is not confirmed until both the non-refundable retainer and the signed Agreement are received. • If the signed Agreement and non-refundable retainer are not received within seven (7) days of the Effective Date, the Client acknowledges that availability, room category, and pricing are subject to change, and a new invoice may be required. For bookings made 30 days or less prior to the Trip: • Full payment of the Final Balance is due immediately upon signing and is non-refundable and non-transferable. • The Trip is not confirmed until the signed Agreement and full payment of the Final Balance are received in Karibika’s bank account.

Final Balance

The Final Balance includes both the Package Price and Flight Price, and must be paid in full no later than thirty-one (31) days prior to the Trip Start Date. For bookings made 30 days or less prior to the Trip Start Date, the Final Balance is due immediately upon signing and is non-refundable and non-transferable. The Client is responsible for ensuring timely and complete payment. Any delays or incomplete payments must be promptly corrected prior to the Trip Start Date. If shortfalls are not corrected prior to the Trip Start Date, Karibika may cancel or suspend services without liability.

Default

Failure to adhere to the payment terms will render this Agreement void, and Karibika will have no further obligation to provide services. No refunds will be issued for payments already made. The Client remains responsible for any unpaid balances and third-party costs.

Late Additions

Requests for services made after the Final Balance is paid must be approved in writing and settled at least three (3) days prior to the scheduled service date. Additional service fees may apply.

Non-Refundable Flights

The Client acknowledges and agrees that all flights booked through Karibika are strictly non-refundable. In the event of cancellation or rescheduling, flight costs will not be refunded. Karibika will assist in attempting to recover any available credits from airlines. The Client remains responsible for the full flight costs regardless of cancellation or Trip changes.

CLIENT RESPONSIBILITIES

Travel Confirmations

The Client agrees to confirm and communicate all major travel preferences and decisions, including flight choices, accommodation approvals, and activity selections. Unless otherwise agreed in writing, all final decisions must be submitted no later than three (3) months prior to the Trip Start Date. For late bookings made within three (3) months of the Trip, the Client must provide confirmations immediately upon request by Karibika. Karibika shall not be liable for delays, service limitations, or reduced availability resulting from late approvals or missing information. The Client acknowledges that late approvals may also result in additional charges, which shall be the Client’s sole responsibility.

Changes to Travel Arrangements

The Client agrees to notify Karibika in writing of any requested changes to previously confirmed arrangements no later than thirty (30) days before the Trip Start Date. Changes submitted after that point may not be possible to accommodate. Karibika reserves the right, at its sole discretion, to decline any requested changes. Any additional fees, penalties, or service limitations incurred due to such late changes shall be the sole responsibility of the Client.

Travel Documents & Compliance

The Client is solely responsible for ensuring compliance with all entry, transit, and exit requirements for each destination, including obtaining and maintaining valid passports, visas, permits, vaccinations, health certificates, and any other documents required by airlines, immigration, customs, or health authorities. Karibika has no obligation to advise on specific requirements or changes to such requirements. The Client acknowledges that such requirements may change at any time and it is the Client’s responsibility to remain informed and compliant. Karibika shall not be liable for denied boarding, refusal of entry, fines, delays, quarantines, or any other penalties arising from the Client’s failure the comply. All costs, losses, or damages resulting from such failure shall be the sole responsibility of the Client. The Client is strongly encouraged to obtain comprehensive travel insurance that includes coverage for denied boarding, refusal of entry, or other disruptions arising from documentation or compliance issues.

TERM & TERMINATION

Term

This Agreement shall commence on the Effective Date and remain in force until all services have been rendered and the travel period has concluded, unless terminated earlier in accordance with this Section.

Cancellation by Client

All cancellations must be submitted in writing and sent via email to Karibika. The cancellation becomes effective on the date the written notice is received. For bookings cancelled more than 31 days before the Trip Start Date: • All payments made beyond the 30% non-refundable retainer will be refunded, minus any non-recoverable costs already incurred by Karibika. • The Client acknowledges that third-party vendors (such as airlines, hotels, or tour providers) may have their own cancellation policies, which will govern any potential refunds or penalties. Karibika is not liable for these third-party terms, forfeited deposits, or cancellation fees. For bookings cancelled 30 days or less before the Trip Start Date: • All payments made to date, including the retainer, and any amounts paid toward the Final Balance, are non-refundable and non-transferable. • The Client remains responsible and liable for all unpaid balances related to confirmed services, whether or not those services are ultimately delivered. • If any amounts remain unpaid at the time of cancellation, the Client must settle all outstanding balances within seven (7) business days of written cancellation. Flights: • The Client acknowledges that all flights booked through Karibika are strictly non-refundable and non-transferable, consistent with Section 2.7. The Client agrees these cancellation terms fairly compensate Karibika for time, planning, and lost booking opportunities.

Rescheduling

If the Client wishes to reschedule the Trip, written notice must be sent via email no later than ninety-one (91) days prior to the original Trip Start Date. • One rescheduling is permitted under this Agreement. Further rescheduling requests will be treated as a cancellation and subject to Section 4.2. • Rescheduling is subject to Karibika’s availability and approval. If approved, all payments made to date may be applied to the new dates. • If hotels or third-party vendors are unavailable or decline the new dates, the request will be treated as a cancellation. Requests to reschedule made less than ninety-one (91) days prior to the Trip Start Date shall be treated as a cancellation and subject to Section 4.2. The Client is responsible for all additional costs from rescheduling, including vendor or airline change fees, pricing changes, and third-party penalties. Rescheduling credits may only be applied to services for the same named Client(s) and are not transferable or redeemable for cash.

LIMITATION OF LIABILITY

To the fullest extent permitted by law, Karibika’s total liability to the Client for any claim arising out of or in connection with this Agreement shall be limited to the total amount actually paid by the Client to Karibika under this Agreement. Karibika shall not be liable for any indirect, incidental, or consequential damages, including but not limited to: • Loss of enjoyment, emotional distress, missed connections, or delays; • Costs caused by airline changes, weather conditions, third-party errors, or any other factors beyond Karibika's control. • Denial of boarding, refusal of entry, quarantines, fines, or other penalties resulting from the Client’s failure to obtain required documents, visas, vaccinations, or to comply with travel, health, or immigration requirements. Karibika shall not be liable for the actions or performance of third-party service providers (e.g., airlines, hotels, transport companies). The Client agrees to seek redress directly from those providers if issues arise. Karibika may assist in coordinating or booking services on the Client’s behalf, but does so strictly as an intermediary or agent, and assumes no personal liability for third-party contracts or services. The Client is strongly encouraged to purchase travel insurance to cover Trip cancellation, flight loss, medical emergencies, documentation or compliance failures, and other unforeseen events. The Client acknowledges that Karibika is not an insurer of the Trip and shall have no responsibility to provide compensation beyond the limits stated herein. Karibika is not liable for any costs due to the Client’s failure to comply with payment terms or deadlines.

FORCE MAJEURE

Karibika shall not be held liable for any delay, disruption, or failure to perform services due to circumstances beyond its reasonable control, including but not limited to natural disasters, pandemics, government restrictions, airline cancellations, acts of war, terrorism, strikes, or other force majeure events.

GOVERNING LAW

This Agreement shall be governed by and interpreted in accordance with the laws of The Republic of Barbados. Any legal dispute shall be subject to the exclusive jurisdiction of the courts of The Republic of Barbados.

ENTIRE AGREEMENT

This Agreement represents the entire understanding between the Parties and supersedes all prior discussions, representations, or agreements, whether written or oral.

LANGUAGE OF THE AGREEMENT

This Agreement may be provided in both English and German for convenience. In the event of any inconsistency, the English version shall prevail.

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