Travel Itinerary Protocol

Travel Itinerary Protocol

This Travel Itinerary Protocol (the Protocol) is entered into by and between Client Name: and Service Provider Name: (each a Party and collectively the Parties), effective as of Effective Date: .

WHEREAS

WHEREAS, the Service Provider coordinates travel arrangements, logistics and related services for persons traveling on behalf of the Client and requires an agreed protocol to govern itinerary creation, modifications, and responsibilities;

WHEREAS, the Client requires clear procedures for notice, approval, emergency response, payment and confidentiality in connection with travel itineraries;

NOW, THEREFORE, in consideration of the mutual promises contained herein, the Parties agree to the terms set forth in this Protocol.

Scope of Work

Services provided under this Protocol include itinerary drafting, vendor coordination (air, rail, ground, lodging), procurement of travel documents where applicable, and dissemination of confirmed itineraries to designated contacts. The Provider shall exercise commercially reasonable efforts to secure reservations that meet Client instructions and to promptly notify Client of changes or cancellations.

Itinerary Details

The Parties will maintain and update an itinerary record for each trip. Below are representative fields to be completed for each itinerary segment.

Payment Terms

Client shall compensate the Service Provider as follows.

Term; Termination

This Protocol commences on Start Date: and continues until End Date: unless earlier terminated in accordance with this section.

Either Party may terminate for convenience upon written notice not less than Notice Period (days): . Either Party may terminate immediately for material breach if the breaching Party fails to cure within thirty (30) days after written notice of breach. Termination does not relieve Client of its obligation to pay for services performed and non‑refundable costs incurred prior to termination.

Confidentiality

"Confidential Information" means any nonpublic information disclosed by one Party to the other in connection with the services, including passenger manifests, travel dates, special security instructions, pricing and contact details. Recipient shall: (a) hold Confidential Information in confidence and use it only to perform obligations under this Protocol; (b) restrict disclosure to those employees, agents and subcontractors with a need to know and who are bound by confidentiality obligations no less protective than those set forth here; and (c) implement reasonable physical, technical and administrative safeguards to protect Confidential Information. Confidential Information does not include information that is or becomes publicly available through no fault of Recipient, is rightfully received from a third party without breach of obligation, or is independently developed.

The obligations in this clause shall survive termination for a period of two (2) years, except that trade secrets shall remain protected for as long as they meet the legal definition of a trade secret.

Responsibilities; Emergency Procedures

The Client shall provide accurate traveler information, required travel documentation and timely approvals. The Service Provider shall use commercially reasonable efforts to manage disruptions and notify the Client and designated emergency contacts. Emergency Contact Name: , Phone: , Relationship: .

The Service Provider will maintain a 24-hour escalation procedure for confirmed emergency incidents; material security incidents or threats will be reported immediately to the Client's designated representative.

Modifications; Approvals

All changes to itineraries that affect price, routing or traveler safety shall require prior written approval by the Client or the Client's authorized representative, except where immediate change is required for health or safety reasons. Modifications required for emergency safety shall be documented in writing promptly after the change.

Governing Law; Dispute Resolution

This Protocol shall be governed by and construed in accordance with the laws of the State of , without regard to its conflicts of law principles. The Parties shall attempt in good faith to resolve disputes by negotiation. If unresolved within thirty (30) days, either Party may seek relief in the courts of the governing state.

Indemnification; Limitation of Liability

Each Party shall indemnify and hold harmless the other Party from claims arising out of its negligent acts or omissions in the performance of this Protocol. Except for liability resulting from gross negligence or willful misconduct, neither Party shall be liable for consequential, incidental, special or punitive damages. The aggregate liability of either Party arising from this Protocol shall not exceed the total fees paid by the Client to the Service Provider under this Protocol during the twelve (12) month period preceding the claim.

Entire Agreement; Amendments

This Protocol constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, representations and understandings. Any amendment or modification must be in writing and signed by authorized representatives of both Parties.

Acknowledgement

By signing below, each Party represents that it has authority to enter this Protocol, that it has read and understands the terms herein, and that it agrees to be bound by them.

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