Terms, conditions & disclosures

We are a full-service travel agency with a broad range of knowledge and preferred partnerships worldwide. Trip requests can be as detailed or minimal as you like. We typically deliver an initial proposal within 48 hours for hotel requests and within a week for custom, multi-destination itineraries. We generally do not accept air-only requests unless they are round-trip business class or higher.

Minor revisions to your itinerary are always welcomed. We will accommodate one major revision per itinerary — a complete change in destination, a significant date shift, or a full restructure after planning has begun. Additional revisions may be subject to special handling fees. We do not work with Airbnb, VRBO, or similar peer-to-peer rental platforms.

Bookings made directly through our website do not incur planning or service fees.

When booking directly, you are responsible for reviewing and understanding the applicable terms and conditions before completing your reservation, including whether the booking is refundable or changeable. Some reservations are non-refundable or non-changeable once booked.

If you are unsure about a reservation's terms, please contact us. We will be happy to book it for you.

Talk to your Travel Advisor about fees at the start of your planning process.

Simple hotel requests — generally, a request for two options in one destination — typically do not require a planning fee.

For custom trips, we may charge a planning fee for the time and expertise involved in researching, designing, and coordinating your trip. The applicable fee will be explained and agreed upon before planning begins. Air research and recommendations are included with your planning fee.

Once planning begins, the planning fee becomes non-refundable upon the earliest of:

• presentation of the first draft of your itinerary;
• presentation of the first set of travel options or price quotes; or
• the date of departure for your trip.

A significant change to the trip, including a change to the destination, travel dates, trip length, or overall scope of the trip, may be considered a new trip and may require a new planning fee.

For purposes of calculating a planning fee based on travel days, a travel day means each day of the trip other than the day of departure. Full days spent aboard qualifying luxury cruise lines or luxury catalog tours are excluded from the travel-day calculation.

Planning fees compensate us for our professional time and expertise and are separate from supplier deposits, fares, rates, and other travel costs.

If you ask us to arrange airfare through our Air Team, a ticketing fee of $100 per round-trip domestic itinerary or $150 per round-trip international itinerary applies. The fee applies to all travelers booked together on the same flights and itinerary.

Air Team fees are separate from the airline's fare and any applicable airline taxes, fees, or charges. Air Team fees are non-refundable once the ticket has been issued.

Your Travel Advisor can assist with changes and other airline-related issues during normal business hours. Day-of-travel assistance may be available for emergencies, but airline policies and fees continue to apply.

Bookings within 45 days of departure or complex multi-request itineraries may incur fees up to $500 per person. Non-refundable but may be covered by insurance.

Cancellations may incur a Blackhawk Vacations cancellation fee of 10% of the cancelled travel arrangements, subject to a minimum of $500. This fee is non-refundable but may be covered by travel insurance, subject to the terms of the applicable policy. The Blackhawk Vacations cancellation fee is separate from any cancellation, change, or other penalties imposed by travel suppliers. Planning fees, special handling fees, and other service fees already incurred may also remain payable and are not refundable unless otherwise stated.

Prices, availability, and other travel arrangements are not guaranteed until the applicable supplier has received payment or a valid credit card guarantee and the reservation is confirmed.

Most travel arrangements require a deposit when you book. Deposit amounts, payment deadlines, cancellation terms, and refund rules are set by the travel supplier and vary by trip and type of travel.

Unless otherwise stated, deposits may be non-refundable or subject to cancellation penalties immediately after payment.

We will provide the applicable deposit and payment terms before you authorize a booking. By authorizing us to proceed, you agree to the supplier's terms and conditions.

If a supplier requires additional or final payments, you are responsible for making those payments by the stated deadlines. Missing a payment deadline may result in cancellation of your reservation, loss of your deposit, or other penalties imposed by the supplier.

We may send payment reminders as a courtesy, but you are responsible for tracking payment deadlines and making required payments on time.

We reserve the right to correct billing errors and issue a corrected invoice if a charge, credit, or other amount was entered incorrectly.

If someone other than a traveler is paying for travel with their credit card, we may require written authorization from the cardholder before processing the payment.

Changes and cancellations must be submitted in writing. Changes, cancellations, and refunds are subject to the terms of the applicable travel supplier.

Some reservations may be non-refundable or carry penalties for changes or cancellation. If a supplier has not provided a specific cancellation policy, the reservation should be treated as non-refundable.

If you ask us to make a change or cancellation, supplier penalties and any applicable fees may apply.

We will pass along any refund or credit we receive from the supplier, less any applicable fees or amounts owed. Cancellation policies are set and enforced by the supplier — not by us.

Group trips, private charters, special events, holiday periods, and other high-demand travel may have different deposit, payment, cancellation, and change terms than standard bookings.

These terms are set by the travel supplier and will be provided before you authorize the booking.

Additional planning fees or other charges may apply to these reservations.

We reserve the right to modify your itinerary or substitute comparable arrangements when circumstances beyond our control make it necessary.

Travel suppliers may also change itineraries, schedules, accommodations, transportation, activities, or other arrangements after booking, independent of us. We will pass along material changes when we are notified by the supplier and will assist with available alternatives when possible. Any refunds, credits, or other remedies are subject to the supplier's terms and policies.

Travel prices are based on the pricing structure of the applicable travel supplier. For example, cruise fares are generally quoted per person based on double occupancy, while hotels are generally quoted per room.

When travel is priced or paid in a foreign currency, you are responsible for any change in the exchange rate between the time of booking and the time payment is processed.

Travel prices may also be affected by fuel costs, government taxes, supplier surcharges, or other required fees.

We will disclose known non-optional fees, such as resort fees, required seat assignments, and departure taxes, when they are known at the time of booking. Additional fees may apply if required by the travel supplier.

A valid passport is required for all travelers, valid at least six months beyond your final return flight. The name on your reservation must match your passport exactly.

You are responsible for meeting all passport, visa, entry, transit, health, and customs requirements for your trip.

These requirements apply to every country and location on your itinerary, including transit points, cruise ports, and intermediate airports. Depending on your circumstances, you may need an e-Visa, ETA, transit visa, proof of onward travel or sufficient funds, vaccination records, medication documentation, or other documents.

Some countries restrict entry based on criminal records or other personal circumstances. A visa does not guarantee entry — border agents retain final authority over admission. Customs rules may also limit cash, alcohol, tobacco, medications, food, electronics, and other items you bring into a country.

Minors traveling without both parents or legal guardians may need additional documentation, such as a notarized consent letter from the parent or guardian who is not traveling. Requirements vary by destination and airline. Please advise your Travel Advisor at the start of planning for any bookings involving unaccompanied minors, as requirements and fees vary by supplier.

Requirements vary by nationality, destination, itinerary, and circumstances and can change at any time. We may provide information from government and supplier sources, but you are responsible for confirming current requirements with the appropriate government authorities before travel. US travelers should consult travel.state.gov and consider enrolling in the State Department's STEP program at step.state.gov.

We are not responsible for denied boarding, denied entry, fines, confiscation, or other costs resulting from failure to meet applicable requirements.

When applicable, we will provide your final travel documents and itinerary before departure. Timing may vary depending on when suppliers issue the documents and when your trip is finalized.

Final travel documents will not be provided until full payment has been received and all required traveler information has been provided.

You are responsible for reviewing your documents and notifying us of any errors before departure.

Electronic documents may be provided when available, and you should keep copies of important travel documents with you while traveling.

You are responsible for providing accurate passenger information when booking airfare, including each traveler's full legal name, date of birth, and other information required by the airline. Please review your reservation and notify us promptly of any errors.

Airfare is not confirmed until payment has been received and the airline has issued the e-ticket. Until then, fares, seats, and other flight details may change or become unavailable.

Airline tickets are subject to the airline's rules, including its policies regarding changes, cancellations, name corrections, baggage, seat assignments, fare class, and ticket validity.

Airlines may charge additional fees for checked baggage, seat assignments, meals, upgrades, lounge access, and other services. These fees vary by airline, fare, route, and traveler and may not all be included in the airfare we quote or disclosed before booking.

Not all fares qualify for airline loyalty program miles, points, status credits, upgrades, or other benefits. You are responsible for confirming that the fare you select qualifies for the benefits you want.

Blackhawk Vacations is an independent travel agency and is not affiliated with or employed by any airline. Airlines are responsible for their flights, schedules, fares, policies, and operations.

When an airline disruption occurs, we will do our best to assist and advocate for you, but the airline's policies and decisions ultimately control.

Most airline tickets expire one year from the date of issue. Expired tickets are not refundable and cannot be reissued without purchasing a new ticket at the current fare.

It is the traveler's responsibility to review and comply with TSA and FAA guidelines before travel (tsa.gov). On certain international routes, government regulations may permit in-cabin insecticide spraying (dot.gov).

Exposure to communicable diseases is an inherent risk of travel. Blackhawk Vacations does not control the risk of illness or the policies and requirements imposed by airlines, hotels, cruise lines, governments, or other travel suppliers in response to illness or outbreaks.

You are responsible for understanding and following applicable health requirements and for determining whether you are fit to travel. Illness or exposure may result in missed connections, quarantine, denied boarding, changes to your itinerary, or trip interruption. Blackhawk Vacations is not responsible for losses or expenses arising from illness or exposure except to the extent caused by our own acts or omissions.

We are not liable for delays, changes, or cancellations caused by events beyond our reasonable control — including acts of God, severe weather, natural disasters, pandemics, government actions, war, civil unrest, terrorism, strikes, labor disputes, or mechanical failures. Refunds are subject to each supplier's policies. This is precisely why we always recommend travel insurance.

We strongly recommend travel insurance for most trips. Coverage, exclusions, limits, eligibility requirements, and purchase deadlines vary by policy.

Please review our Travel Insurance page for more information about coverage and available options. Any insurance claim is determined by the applicable insurance company under the terms of its policy, not by Blackhawk Vacations.

If you have a problem with a travel service during your trip, please contact us as soon as possible so we can assist.

If an issue is not resolved during your trip, please notify us promptly after you return, preferably within 30 days. Any refund or compensation is subject to the applicable supplier's terms and policies and, where applicable, Blackhawk Vacations' terms.

Blackhawk Vacations and its subsidiaries act as your travel advisor and booking agent. We do not own, operate, supervise, or control the travel services we arrange, and have no ownership interest in the businesses of the airlines, hotels, cruise lines, tour operators, transportation providers, and other suppliers involved. These suppliers are not employees, agents, or affiliates of Blackhawk Vacations.

Our role is to arrange travel on your behalf and assist you before and during your trip. We are not responsible for the acts, errors, omissions, or negligence of travel suppliers — including cancellation, delay, service failure, insolvency, bankruptcy, or other financial default — or for personal injury, death, property damage, or financial loss caused by a travel supplier, except to the extent caused by our own acts or omissions. See our Limitation of Liability section for more information.

When we organize or accompany a group trip, we act as the booking agent for each traveler. We are not the tour operator, chaperone, or guarantor of the group's safety, conduct, or experience. Each traveler remains responsible for their own conduct and decisions during the trip.

To the fullest extent permitted by law, Blackhawk Vacations' total liability for any claim arising from your travel arrangements is limited to the amount of fees you paid to Blackhawk Vacations in the twelve months preceding the claim. This limitation does not apply to claims arising from our gross negligence or willful misconduct.

Blackhawk Vacations is not liable for indirect, incidental, special, or consequential damages, including lost vacation time, emotional distress, or loss of enjoyment of your trip, arising from your travel arrangements.

Blackhawk Vacations, Inc. is registered with the State of California as a Seller of Travel, Registration No. CST 2130475. Registration as a seller of travel does not constitute the State's approval.

Blackhawk Vacations, Inc. participates in the California Travel Consumer Restitution Fund (TCRF). Client funds are held in a trust account until they are forwarded to travel suppliers or otherwise disbursed as required by law.

Most client payments are made directly to suppliers by credit card. Any payments made directly to Blackhawk Vacations are held in trust separately from company operating funds until forwarded to the supplier or departure occurs.

All content on this site is owned by or licensed to Blackhawk Vacations, Inc. and its subsidiaries and is protected by applicable intellectual property laws. You may not copy, reproduce, or distribute any content for commercial purposes without prior written consent. You may not use automated tools to access or monitor this site, or introduce harmful code of any kind. Links to third-party sites are provided as a convenience — we are not responsible for their content. We reserve the right to modify or discontinue any part of this site at any time.

These terms are governed by the laws of the State of California. Any dispute must be filed within one year of the date the claim arose, exclusively in the state or federal courts of Orange County, California. Class-action lawsuits and class-wide arbitration are not permitted. If you have a concern, we'd genuinely prefer you call us first — most things are easier to fix with a conversation.

If you provide your mobile phone number, you consent to receive text messages from us related to your bookings, travel updates, and occasional relevant offers. Message and data rates may apply. You may opt out at any time by replying STOP.