This Written Itinerary Planning Agreement (“Agreement”) sets out the conditions for Osaviva’s $75 USD written itinerary planning service. Our Booking Terms and Conditions also apply when you book travel with us. This Agreement is:
BETWEEN: ROAM Wild Travel Ltd., doing business as Osaviva Travel (“Agency,” “our,” “us,” or “we”)
AND: You (“you” or “your”)
(each a “Party” and, together, the “Parties”).
This Agreement becomes effective upon: (1) your written, digital, or electronic signature; (2) your delivery of payment authorization to us; or (3) your payment of Planning Retainer. This Agreement will terminate upon completion of your trip or until terminated earlier in writing by you or us.
Planning fee and booking credit
The planning fee is USD $75, payable before planning begins. It includes up to two (2) initial itinerary options for the trip described in your completed extended inquiry form, and up to three (3) modification requests in total across those options.
The planning fee is NON-REFUNDABLE, but will be applied to your travel balance when you book a full-service Osaviva trip with typical inclusions, including transportation, accommodations, and activities. All applicable federal, provincial, state, and local taxes are included in pricing unless noted on the planning fee invoice.
Travel planning services provided
We will research and prepare up to two (2) draft itinerary options based on your destinations, dates, budget, traveler information, and the comparison requested in your extended inquiry form. If you ask us to recommend the comparison, we will use your answers to choose how the options differ.
Your initial draft itinerary options will be provided within seven (7) business days after we have received both your planning fee payment and your completed extended inquiry form. Business days exclude weekends and statutory holidays observed by the Agency. This timeframe applies to the initial drafts; the timing of subsequent modifications will be communicated separately.
This service provides itinerary proposals. Payment of the planning fee does not confirm a travel booking or reserve hotels, flights, activities, or other travel services.
Package inclusions and minimum spend
Packages include accommodation, in-country transportation, activities, and meals as indicated in your itinerary proposal. The minimum trip spend is US$2,500 per person.
International flights are not included in this itinerary planning service or package pricing. We can assist with flight booking if required.
Itinerary proposal & rates
Proposals may be presented as a single packaged rate without itemized pricing. Quoted prices reflect availability at the time the proposal is prepared. Prices and availability may change before booking, and inclusions are limited to those specifically indicated in the proposal.
Room holds, pricing & availability
When available and confirmed by the supplier, rooms are usually held for 48–72 hours. During the confirmed hold period, the room availability and accommodation price covered by that hold are secured, subject to the supplier’s stated conditions. For peak holiday periods, including Christmas and Easter, room holds are usually limited to 24 hours.
The specific hold deadline and conditions will be communicated with your proposal. A hold is temporary and does not constitute a confirmed booking. If the required booking confirmation and payment are not received by the stated deadline, rooms may be released. Once rooms are released, prices and availability may change, and we may need to obtain a new quote or recommend alternatives.
Room holds do not automatically secure other trip components. Any components not expressly covered by a confirmed hold remain subject to availability and price changes before booking.
Modifications to your itinerary options
The service includes up to three (3) modification requests in total across both itinerary options, not three per option. A modification request is one consolidated request to change one or both existing itinerary options. Please send the changes you would like together so we can address them in the same revision.
Additional modification requests beyond the included three (3) are charged at USD $50 per request. This fee is not credited toward your trip balance and must be paid before the additional work begins.
Requests for additional itinerary options, a new trip, or a substantially different planning brief fall outside this package. We will confirm any additional scope and fee with you before beginning that work.
Limitation on itinerary proposal revisions
You acknowledge that excessive changes to the travel components may result in delays and other complications in the planning and execution of the itinerary proposal. The Agency reserves the right to limit the number of revisions to ensure the quality and feasibility of the travel plans described in the itinerary proposal.
Prompt communication
Prompt communication is crucial between you and the Agency. If you fail to respond to communications for five (5) or more days, the itinerary proposal will expire. Pricing quoted or outlined within any itinerary proposal may change at any time without notice prior to booking as outlined in our terms (/policies/tac).
Expired itinerary proposals
Most proposals will have an expiry date listed on the document. If an itinerary proposal expiry date passes, the first Re-Quote of the initial itinerary is complimentary. However, if you fail to respond to communications from the Agency for five (5) or more days, the itinerary proposal shall expire. If a quote expires due to delayed communication from you, you must pay a Re-Quote fee of USD $50 to restore the itinerary proposal subject to availability. This fee is NON-REFUNDABLE. Itinerary proposals cannot be reinstated if expired for more than fifteen (15) days.
Traveler information
Before approving your itinerary proposal, it is your responsibility to ensure that all information provided to the Agency is accurate and truthful. Traveler information includes, but is not limited to, name, address, phone number, sex, date of birth, nationality, disability status, and passport number. Any errors in this information may result in additional fees and changes in the pricing of your booking by the supplier. Any corrections requested after your itinerary is booked will incur a NON-REFUNDABLE Traveler Information Correction Penalty of USD $100 per error.
Fee schedule
- Itinerary Proposal Revision Fee: USD $50 per modification request after the three requests included across both itinerary options.
- Itinerary Re-Quote or Proposal Reinstatement Fee: USD $50 per reinstatement.
- Traveler Information Correction Penalty: USD $100 per change.
- Travel Research and Planning Retainer: USD $75 for up to two itinerary options and up to three modification requests total across those options.