Terms and Conditions for Youth Baseball Trips to the Caribbean

These Terms and Conditions govern participation in youth baseball travel programs organized by IST. By registering for a trip, making any payment, or participating in any trip-related activity, the participant and, if the participant is under 18 years of age, the participant’s parent or legal guardian agree to be bound by these Terms and Conditions.

1. Reservations and Payments

➜ A completed reservation or registration form must be submitted with a non-refundable deposit of USD $200.00 per person, unless a different deposit amount is stated in writing for a specific trip.

➜ Payments must be made by credit card or any other payment method approved by IST. Full payment is due no later than 30 days before departure, unless IST provides a different payment schedule in writing.

➜ Any pre-trip or post-trip arrangements not finalized at least 60 days before departure may be subject to an additional service fee.

➜ IST reserves the right to withhold travel documents, confirmations, or final trip materials until all required payments have been received in full.

2. Client Funds and Escrow Protection

➜ IST deposits client payments into a separate Client Trust Account and maintains those funds separate from operating funds until such time as payments must be made for trip-related expenses.

➜ By submitting payment, the traveler acknowledges and agrees that IST may disburse funds from the trust account as necessary to pay suppliers, vendors, carriers, hotels, activity providers, and other trip-related expenses.

3. Cancellations and Refunds

➜ All cancellation requests must be submitted in writing and are effective only when received by IST.

Land arrangements cancellation terms:

➜ Cancellation received 90 or more days before departure: full refund less an administrative fee of $200.00 per person.

➜ Cancellation received 60 to 89 days before departure: full refund less an administrative fee of $500.00 per person.

➜ Cancellation received 30 to 59 days before departure: refund of 50% of the total land cost per person.

➜ Cancellation received fewer than 30 days before departure: no refund.

➜ No refund will be made for any unused portion of the trip, including missed transportation, missed activities, voluntary non-participation, early departure, or removal from the trip.

➜ If IST cancels a trip before departure due to insufficient registration, operational necessity, safety concerns, supplier issues, or other reasons deemed appropriate by IST, IST will refund amounts paid to IST for the unused land portion of the trip. This refund shall be the participant’s sole remedy.

4. Airfare and Baggage

➜ Unless expressly stated otherwise in writing, airfare is not included in the trip price.

➜ IST is not responsible for any non-refundable airfare, airfare change fees, missed flights, schedule changes, denied boarding, baggage fees, excess baggage charges, baggage delays, lost baggage, or other airline-imposed costs or restrictions.

➜ Baggage fees and related charges vary by carrier and are the sole responsibility of the traveler.

5. Included Services

➜ The trip price includes only those services specifically listed in the applicable trip itinerary, proposal, or quote issued by IST.

6. Items Not Included

➜ Unless specifically stated otherwise in writing, the trip price does not include: passport fees; visa fees; baggage fees; travel insurance; medical insurance; personal items and expenses; laundry; telephone or internet charges; special meal requests; optional activities; sightseeing not specifically listed in the itinerary; tips or gratuities; airport taxes or departure taxes; costs arising from delays or interruptions; and any other item not expressly listed as included.

7. Travel Insurance

➜ Trip cancellation, baggage, accident, and medical insurance are strongly recommended for all travelers.

➜ IST may provide information about available travel insurance options, but the purchase and selection of insurance are the sole responsibility of the traveler and parent or legal guardian.

➜ IST is not an insurer and makes no representation that any insurance policy will cover any particular loss.

8. Responsibility and Limitation of Liability

➜ IST acts only as an intermediary and agent for third-party providers of travel-related services.

➜ IST does not own, operate, manage, or control these third-party suppliers and is not responsible for any personal injury, death, property damage, loss, accident, delay, inconvenience, irregularity, omission, or other damage arising from or related to any act or failure to act by any third-party supplier.

IST shall not be liable for losses or damages arising from:

➜ Acts, omissions, negligence, or misconduct of any third-party supplier or their employees/contractors.

➜ Defects or failures of vehicles, vessels, aircraft, hotels, facilities, or equipment operated by third parties.

➜ Acts or omissions of other participants, spectators, coaches, chaperones, sponsors, or third parties.

➜ Schedule changes, overbooking, cancellations, delays, strikes, labor disputes, or service interruptions.

➜ Any event beyond the reasonable control of IST.

➜ IST disclaims liability for any indirect, incidental, consequential, special, exemplary, or punitive damages.

9. Participant Fitness, Conduct, and Removal

➜ Participants (or their parents/guardians) are responsible for ensuring the participant is physically, emotionally, and medically able to safely participate.

➜ IST reserves the right to remove any participant if their health, behavior, conduct, or condition creates a risk or disrupts the trip.

➜ No refund is required in such circumstances, and additional costs are the responsibility of the participant/parent.

10. Sponsors and Third Parties

➜ Sponsors, partners, affiliates, or supporters are entitled to the benefits of disclaimers, limitations, and protections described herein.

11. Pricing Changes

➜ Trip prices are based on tariffs, taxes, exchange rates, supplier charges, transportation costs, and other expenses.

➜ Prices are subject to change prior to final payment due to cost increases, currency fluctuations, government actions, or other circumstances beyond IST’s control.

12. Itinerary Changes

➜ IST reserves the right to alter, modify, substitute, postpone, or cancel any itinerary, hotel, activity, transportation, game, venue, meal, or other trip component.

➜ Additional costs from itinerary changes, delays, disruptions, or substitutions may be the responsibility of the traveler.

13. Transportation Providers

➜ Airlines, railroads, cruise lines, boat operators, motor coach companies, and other transportation providers are not responsible for any act, omission, injury, loss, damage, delay, or event occurring while participants are not on board.

➜ All transportation is subject to the terms and conditions of the applicable carrier.

14. Room Occupancy and Accommodations

➜ IST will make reasonable efforts to honor rooming requests, but all room assignments are subject to availability and accommodation provider policies.

➜ Participants will be charged based on the actual room arrangement confirmed.

➜ IST is not responsible for conditions beyond its control (odors, smoke residue, maintenance issues, mold, etc.).

15. Optional Activities

➜ Optional activities may involve risks including injury, illness, property loss, or death.

➜ Participation is voluntary and at the participant’s own risk.

➜ IST assumes no responsibility or liability for such activities.

16. Force Majeure

➜ IST is not liable for any cancellation, delay, loss, injury, damage, or failure in performance due to events beyond its reasonable control, including natural disasters, epidemics, terrorism, government action, labor disputes, or other unforeseen events.

17. Traveler Representations

➜ All information provided is true and accurate.

➜ Participant is physically and medically able to travel and participate, or limitations have been disclosed.

➜ Participant has all required travel documents.

➜ They have read, understood, and accepted these Terms and Conditions.

➜ They understand that travel and athletic activities involve risks.

18. Assumption of Risk

➜ Participation involves risks from sports, travel, weather, food, lodging, local conditions, illness, optional excursions, and other circumstances.

➜ Participants (and parents/guardians) knowingly assume all risks, except as limited by law.

19. Photo, Video, and Promotional Media Release

➜ Participants grant IST the right to photograph, film, record, and use their name, image, likeness, voice, appearance, and statements for lawful promotional purposes.

➜ Use may occur without further notice or compensation.

➜ Parents/guardians authorize this consent for minor participants.

20. Parent or Legal Guardian Consent for Minor Participants

➜ Participants under 18 must be registered by a parent or guardian.

➜ Parent/guardian acknowledges and agrees to the Terms and Conditions and is responsible for minor participant’s compliance and any costs/damages caused.

21. Electronic Acceptance

➜ Online registration, checking acceptance boxes, or submitting payment constitutes a legally binding electronic signature of these Terms and Conditions.

22. Governing Law and Arbitration

➜ Governed by the laws of the State of Florida.

➜ Any disputes will be resolved by final and binding arbitration in Orange County, Florida, unless required otherwise by law.

23. Severability

➜ If any provision is found invalid or unenforceable, remaining provisions remain in full force.

24. Entire Agreement

➜ These Terms, together with itinerary, proposal, quote, confirmation, invoice, and trip-specific written terms, constitute the entire agreement and supersede prior discussions.

25. Contact Information

Orlando Travel Advisors LLC DBA Island Sports Travel

➜ Address: 8807 Villa View Cir. #105, Orlando, FL 32821

➜ Phone: 888-225-6439