Incentive Travel Colombia

Partnership Terms & Conditions

Exclusively for Professional Travel Partners | Effective Date: May 08, 2026

Thank you for choosing Incentive Travel Colombia. We value our partnership with travel professionals and are committed to providing world-class service to your clients. By confirming a booking, you (the “Agent”) agree to these professional terms, designed to ensure rate stability and seamless operational execution.

For inquiries, please contact info@incentivetravelcolombia.com before confirmation.

1. Quotations & Pricing Policy

Quote Validity: Unless otherwise stated, all program proposals and quotes are valid for 14 days from the date of dispatch. After this period, Incentive Travel Colombia reserves the right to adjust the proposal based on dynamic venue and vendor pricing.
The Deposit Requirement: To formally secure a program and initiate venue blocks, we require a deposit of 35% of all ground services and event execution costs, plus 100% of the cost of any included domestic flights or exclusive venue buyouts.
Exceptional Vendor Requirements: While our standard deposit is 35%, select premium venues and exclusive third party partners occasionally require a 50% upfront commitment to secure their services. In these specific instances, your initial deposit will be adjusted proportionally to meet these vendor requirements, ensuring your exclusive access is fully protected.
Price Adjustments: We reserve the right to alter quotations without prior notice up until the full deposit is received.
3rd Party Increases: We strive for pricing consistency, but rates are subject to changes imposed by third-party suppliers, private venues, and transportation partners.

2. Program Confirmation & Availability

Pre-blocking: Venue and accommodation availability is checked during program design, but inventory is not pre-blocked unless specifically requested and supported by a venue-specific hold fee.
The 24-Hour Window: For certain high-demand services (charter flights, full-property buyouts), rates and availability can often only be held for 24 hours without payment.
Confirmation Period: Upon receiving your confirmation, Incentive Travel Colombia requires 48 business hours to re-verify all program elements. If a venue or service is no longer available, we will immediately propose equivalent luxury alternatives before your booking is financially secured.

3. Payment Schedule

To ensure the flawless procurement of your event, payments are scheduled as follows:

Installment	Milestone	Timeline	Purpose
Deposit	Formal Booking	Upon Confirmation	35% Ground + 100% Flights/Buyouts. Secures core venues.
25%	Program Development	180 days prior	Refinement of custom logistics, AV, & gala schedules.
25%	Operational Procurement	90 days prior	Finalizes vendor contracts, CSR activities, & exclusive access.
15%	Final Logistics	30 days prior	Final touches for a seamless delegate arrival.

Accelerated Bookings:

Within 180 days: First two installments (60%) due upon confirmation.
Within 90 days: First three installments (85%) due upon confirmation.
Within 30 days: 100% payment due within 24 hours of confirmation.

4. Invoicing and Financial Integrity

Invoicing: Invoices are sent 14 days before the due date. If an invoice is dispatched late, fees are waived until 14 days after receipt.
Late Payments: A 1.5% monthly fee applies to outstanding balances.
Credit Cards: Accepted with a 5.5% processing fee.
Integrity & Impact: All funds are held exclusively for your specific program. Where applicable, carbon offset contributions are finalized prior to arrival.

5. Documentation & Tax Benefits (VAT Exemption)

Foreign delegates are eligible for a 19% VAT exemption on standard hospitality services in Colombia. To apply this corporate savings, we must receive a completed Delegate Roster Form and copies of passport photo pages for all attendees. Without these, we are legally required by Colombian tax authorities to charge the 19% VAT.

6. Cancellations & Corporate Credit Policy

We protect your corporate investment through Lifetime and Transferable Credits, while honoring the strict commitments required to secure exclusive group venues.

Timeframe before Arrival	Deposit Status	Other Payments	Re-booking Fee
> 6 Months (180+ Days)	Lifetime Credit	Full Refund*	N/A
120 Days – 6 Months	Lifetime Credit	48-Month Transferable Credit**	10% per delegate
60 Days – 120 Days	Lifetime Credit	48-Month Transferable Credit**	10% per delegate
< 60 Days	Non-Refundable	No Credit Available	N/A

*Minus documented non-refundable third-party costs (e.g., flight charters, private venue buyouts, or strict hotel group-block deposits).

**Subject to seasonal pricing at the time of the future event.

Key Terms for Corporate Partners:

Lifetime Credit: For program cancellations made more than 60 days out, the core deposit value (less non-refundable vendor costs) remains on file indefinitely for future corporate programs.
48-Month Transferable Credit: For cancellations between 60 days and 6 months, payments beyond the deposit are held as a credit valid for 48 months. This is highly flexible and can be utilized for the following year’s incentive trip or seamlessly transferred to another division within your corporation.
Administrative Re-booking Fees: These fees cover the extensive logistics and specialized hours required to re-secure custom itineraries, and are applied only at the time the credit is redeemed.
Force Majeure: In the event of verifiable Force Majeure (such as natural disasters or global travel restrictions), we issue a 100% Transferable Credit of the deposit, minus only documented, non-recoverable third-party costs, valid for 48 months.

7. Delegate Attrition & Roster Adjustments

We understand that corporate rosters can fluctuate as the event approaches. To provide maximum flexibility for your program, Incentive Travel Colombia allows for a standard guest attrition rate:

Standard Attrition Allowance: You may reduce your total number of delegates by up to 10% without any penalty or re-booking fees, provided written notice is given at least 30 days prior to arrival.
Reductions Exceeding the Allowance: If you need to reduce your roster by more than the 10% allowance, those additional dropped spots will simply be processed according to the standard Corporate Credit Policy (Section 6) based on the date of notice.
Repurposing Attrition Credits: Any financial credits generated from individual delegate cancellations prior to the 30-day window can be conveniently applied directly to your current program’s final invoice. This allows you to reinvest those funds to elevate the experience for your attending guests—such as upgrading a gala dinner, adding a premium excursion, or enhancing welcome amenities.
Late Reductions: Any individual cancellations made within 30 days of arrival, regardless of the allowance, are 100% non-refundable. At this stage, final financial guarantees with our exclusive hotel and venue partners are fully locked in.
Delegate Substitutions: We happily welcome name replacements for existing secured spots up to 14 days prior to arrival without penalty for all standard ground and hotel services. (Note: Third-party fees may apply for last-minute flight name changes or previously ordered customized amenities).

8. Program Adjustments & Liability

Adjustments: Minor itinerary adjustments may occur due to weather or safety protocols. Incentive Travel Colombia is not responsible for costs incurred due to changes made by third-party aviation carriers.
Insurance: Comprehensive corporate travel insurance, covering event cancellation and delegate medical emergencies, is highly recommended (and mandatory for specific high-adventure excursions).
Agreement: Program confirmation signifies acceptance of these terms.