These Terms and Conditions (“Terms”) govern the relationship between The Golfers Concierge (“Agency”, “We”, “Us”, “TGC”) and the client (“Client”, “You”, “Group Leader”, “Your Group”, “Your Guests”). By submitting a deposit, signing a quote, or authorizing a credit card payment, you agree to be bound by these Terms.

AGENCY DISCLOSURE: WE ACT SOLELY AS A BOOKING AGENT FOR THE THIRD-PARTY SUPPLIERS (Hotels, Golf Courses, Resorts, Transportation Companies, Third Party Activities). We do not own, manage, control, or operate any supplier. We are not liable for the willful or negligent acts and/or omissions of such suppliers, or for any personal injury, property damage, or loss associated with their services.

Use of the term ‘Concierge’ in the Company name is for branding purposes only and does not create a special or fiduciary relationship greater than that of a standard travel booking agent.

1.1. CLIENT REPRESENTATIONS AND WARRANTIES: By booking services with The Golfers Concierge, you represent and warrant that:

• 1.1(a) Legal Capacity: You are at least twenty-one (21) years of age and possess the legal authority to create a binding legal obligation
• 1.2(b) Agency for Group: If you are booking on behalf of a group (the “Travel Party”), you represent that you are authorized to accept these Terms on behalf of all participants. You agree to be financially responsible for all bookings made by you or your group.
• 1.2(c) Accuracy of Information: All information supplied by you or members of your group is true, accurate, current, and complete. The Agency is not liable for errors (e.g., incorrect names on tee time or booking resulting from inaccurate information provided by you)
• 1.2(d) Compliance: You and your group will comply with all laws of the destination and the rules of the Suppliers (e.g., dress codes, code of conduct).

1.2 Supplier Conditions Disclaimer: The Agency makes reasonable efforts to verify supplier quality but cannot guarantee that suppliers will not undertake construction, renovations, or maintenance (e.g., aeration of greens) during your travel. The Agency is not liable for any diminishing of the experience due to such supplier activities.

2. BOOKING, PAYMENT, AND PRICING

2.1. Pricing Model: The Golfers Concierge operates on a “Bundled Pricing” model. The price quoted is for the complete package. To protect our confidential vendor contracts, we are unable to provide itemized breakdowns of individual costs (e.g., separate line items for green fees, room rates, transport, etc). 

2.1a Client acknowledges that the Bundled Pricing model is solely for the convenience of a single transaction and to protect proprietary vendor rates. It does not alter the Company’s status as solely an Agent for the disclosed suppliers, nor does it constitute an assumption of liability for the Suppliers’ performance.

2.2 We reserve the right to adjust the price of any golf or lodging booking, not limited to any pricing error, and we will advise you of the current price of the golf vacation before any booking or payment. Any subsequent reduction in prices due to special offers by the supplier advertised will not apply to previously confirmed bookings.

2.3 The price of trip bundles does not include any goods, products, or services that you or your group may use or purchase while at the supplier venue other than those specifically included in the trip quote. You must pay the supplier directly for such additional services. These may include but are not limited to: Pro Shop purchases (ie: golf balls, apparel, equipment, merchandise etc), food and beverages, spa treatments, 3rd party activities and experiences, etc. 

2.4 Deposit & Payment Schedule: To secure your reservation, payments and deposits are required based on the date of booking relative to the travel start date:

• Bookings Made OUTSIDE 90 Days of Travel: A non-refundable deposit of 20% of the total trip for all players is required to confirm the reservation. The remaining balance is due 90 days prior to the arrival date. 
• Bookings Made WITHIN 90-120 Days of Travel: 100% of the total trip cost is due immediately upon receipt of invoice.

2.5 Final Payment: For bookings made outside the 90-day window, the outstanding balance is due 90-120 days prior to arrival. Final payment totals and due dates are noted on the quotes. If the balance is not paid by the due date, we reserve the right to cancel the booking and retain all deposits as liquidated damages.

2.6 Group Bookings & Payment Options: For groups of 8 or more, the “Group Leader” pays the total deposit and total balance via a single transaction/card. The Group Leader is solely responsible for collecting funds from their group.

2.7 Joint and Several Liability (for Groups): The Lead Passenger accepts these Terms on behalf of all persons detailed on the booking. By making a booking, the Lead Passenger warrants that they have the authority to accept these Terms on behalf of the entire group. While we may accept individual payments, the Lead Passenger remains our primary point of contact for all amendments and cancellations.

2.8. Credit Card Authorization & Chargebacks: By authorizing payment and providing your credit card information, you certify that you are the cardholder and authorize the Company to charge the listed amount to you and members of your party. You acknowledge that all deposits are non-refundable. You explicitly waive any right to initiate a credit card chargeback  with your credit card issuer for valid charges under this Agreement, including cancellation fees or non-refundable deposits.

2.9 Food and Beverage (F&B): Unless otherwise noted, F&B is not included in pricing packages. Client is responsible for all F&B payments directly with the supplier during respective trips or golf rounds. In some instances, The Golfers Concierge may host member-only events at private golf and country clubs where F&B charges are billed to the host-member account. In such circumstances, The Golfers Concierge reserves the right to invoice you and your guests on a per consumption basis that is equal to the total cost of the consumed food and beverage total for the group. F&B invoices must be paid upon receipt of invoice and no later than 7 days upon receipt. 

3. CANCELLATION AND REFUND POLICY

Due to the strict booking policies of high-demand golf resorts and courses, all payments are non-refundable except as expressly stated below. 

• Written Notice: All cancellations must be received in writing via email.
• No Refunds for Unused Services: No refunds will be issued for unused portions of the trip (e.g., missed tee times, leaving early, or deciding not to play) regardless of the reason.

4. GOLF-SPECIFIC POLICIES

4.1 Terms of Suppliers: The Client acknowledges that they are also subject to the separate terms and conditions, carriage contracts, and rules of the individual Suppliers (e.g., Golf Course Code of Conduct, Hotel House Rules). If a Supplier removes a Client from the premises for violation of these rules (e.g., intoxication, slow play, abuse of staff), the Agency shall have no liability for a refund or costs incurred.

4.2. Weather & “Rain Checks”: Golf is an outdoor sport played in varying weather conditions.

• Course Open: If the course is open, play is expected. No refunds will be issued for rain, heat, wind, or cold if the course remains open.
• Course Closed: If the course officially closes due to severe weather (e.g., lightning), the issuance of a “Rain Check” or credit is at the sole discretion of the golf course/supplier. The Agency will assist in requesting this, but cannot guarantee a refund.

4.3 Pace of Play: You agree to adhere to the host course’s Pace of Play policies. The Course reserves the right to remove players from the course for slow play or breach of etiquette. The Agency is not liable for such removals and no refunds will be provided.

4.4. Carts & Caddies: Unless otherwise noted, golf carts are included where standard. Caddies are independent contractors; their availability is requested but not guaranteed. Caddie fees and gratuities are often paid in cash directly to the caddie.
4.5. Pairings: For groups of fewer than 4 players, the golf course reserves the right to pair you with other golfers.

4.6. Code of Conduct: Suppliers have the right to refuse service or remove you from the premises for intoxication, abusive behavior, or failure to comply with local rules. If you are removed, no refund will be issued, and you are responsible for your own return transportation and any repercussions. 

5. PRIVACY POLICY

We respect your privacy and are committed to protecting your personal information.

5.1. Information Collection: We collect typically information necessary to book your trip, including names, contact details, and payment information. For those subscribed to an annual membership with The Golfers Concierge, we may collect additional information such as preferred shipping address and golf / travel related preferences. 

5.2. Permissible Use & Sharing: You grant us permission to share this information with Third-Party Suppliers (hotels, golf courses, transport providers) strictly for the purpose of fulfilling your reservation. We do not sell your data to outside marketing firms.

5.3. Security: We employ commercially reasonable security measures to protect your data. However, you acknowledge that no data transmission over the internet is 100% secure.

6. WAIVER OF LIABILITY AND ASSUMPTION OF RISK

6.1. VOLUNTARY ASSUMPTION OF RISK: YOU ACKNOWLEDGE THAT GOLF AND TRAVEL INVOLVE INHERENT RISKS, PHYSICAL ACTIVITY, AND DANGERS THAT CANNOT BE ELIMINATED. THESE RISKS INCLUDE, BUT ARE NOT LIMITED TO: ERRANT GOLF BALLS, UNEVEN TERRAIN, LIGHTNING, SLIP AND FALLS, INJURIES, MEDICAL EVENTS, GOLF CART ACCIDENTS, WILDLIFE ENCOUNTERS, TRAVEL DELAYS, AND THEFT. YOU VOLUNTARILY ASSUME ALL SUCH RISKS, KNOWN AND UNKNOWN, INCLUDING THOSE THAT MAY RESULT IN PERSONAL INJURY, PERMANENT DISABILITY, DEATH, OR PROPERTY DAMAGE

6.2. RELEASE OF LIABILITY: TO THE FULLEST EXTENT PERMITTED BY LAW, YOU HEREBY RELEASE, WAIVE, DISCHARGE, AND COVENANT NOT TO SUE THE GOLFERS CONCIERGE, ITS OFFICERS, AGENTS, AND EMPLOYEES (COLLECTIVELY, “RELEASEES”) FROM ANY AND ALL LIABILITY, CLAIMS, DEMANDS, ACTIONS, AND CAUSES OF ACTION WHATSOEVER ARISING OUT OF OR RELATED TO ANY LOSS, DAMAGE, OR INJURY, INCLUDING DEATH, THAT MAY BE SUSTAINED BY YOU OR YOUR PROPERTY WHILE PARTICIPATING IN THE TRIP. THIS RELEASE SPECIFICALLY INCLUDES CLAIMS CAUSED IN WHOLE OR IN PART BY THE NEGLIGENCE, ACTS, OR OMISSIONS OF THE RELEASEES.

6.3. Force Majeure: The Agency is not liable for failure to perform its obligations if prevented by “Force Majeure” (Acts of God), including hurricanes, floods, pandemics, government shutdowns, war, or supplier bankruptcies. In such events, your remedy is strictly limited to whatever future travel credits or refunds the Suppliers agree to provide, less a reasonable administrative fee for the Agency. The Agency is not responsible for any additional costs (e.g., extra hotel nights, new flights) incurred by the Client due to Force Majeure events.

6.4. Client Liability & Indemnification: You shall be financially responsible for any damage you or your group causes to golf course property, rental equipment (including carts), or hotel property. YOU AGREE TO INDEMNIFY, DEFEND, AND HOLD HARMLESS THE AGENCY FROM ANY CLAIMS, DEMANDS, OR EXPENSES (INCLUDING LEGAL FEES) ARISING FROM YOUR OR YOUR GROUPS CONDUCT, NEGLIGENCE, WILLFUL MISCONDUCT, OR DAMAGE TO THIRD-PARTY PROPERTY

6.5. Fitness to Participate: You confirm that you are physically fit to participate in golf and travel activities and have no medical condition that would endanger yourself or others. YOU ACCEPT RESPONSIBILITY FOR THE COST OF ANY MEDICAL CARE, EVACUATION, OR SUBSEQUENT MEDICAL BILLS YOU MAY REQUIRE

7. GOVERNING LAW & DISPUTE RESOLUTION

7.1. Governing Law: This Agreement shall be governed by the laws of the State of Texas.

7.2. Arbitration: Any dispute arising out of or relating to this Agreement shall be resolved exclusively by binding arbitration in Austin, Texas, in accordance with the rules of the American Arbitration Association.

7.3. WAIVER OF JURY TRIAL & CLASS ACTION: YOU KNOWINGLY AND VOLUNTARILY WAIVE YOUR RIGHT TO A TRIAL BY JURY AND AGREE TO BRING ANY CLAIMS ONLY IN YOUR INDIVIDUAL CAPACITY, NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS ACTION.

7.4. WAIVER OF CONSUMER RIGHTS: I WAIVE MY RIGHTS UNDER THE DECEPTIVE TRADE PRACTICES-CONSUMER PROTECTION ACT, SECTION 17.41 ET SEQ., BUSINESS & COMMERCE CODE, A LAW THAT GIVES CONSUMERS SPECIAL RIGHTS AND PROTECTIONS. AFTER CONSULTATION WITH AN ATTORNEY OF MY OWN SELECTION, I VOLUNTARILY CONSENT TO THIS WAIVER.

8. TRAVEL INSURANCE ACKNOWLEDGMENT/ WAIVER

Purchasing Travel Insurance to cover trip cancellation, medical emergencies, and baggage loss, and other losses is generally considered to be good practice. It is your sole responsibility to procure a travel insurance policy and to ensure that such policy meets your specific needs and requirements. The Golfers Concierge does not accept any liability or responsibility for losses you or your group may incur as a result of your failure to obtain an adequate policy. 

For travel and golf trip related insurance quotes, the following are potential options: 

https://www.travelguard.com/travel-insurance/trip-types/golf

https://golfsafe.travelsafe.com/travel-safe/golfers

https://www.allianztravelinsurance.com

8. Marketing and Media Utilization

8.1 Marketing and Media Rights: You and your group hereby grant to TGC and its affiliates, successors, licensees, and assigns a non-exclusive, perpetual, worldwide, irrevocable, and royalty-free license to capture, record, reproduce, and utilize name, likeness, image, voice, and persona (collectively, the “Media“). This grant applies to client participation in all trip and TGC related activities, specifically including, but not limited to, organized trips, excursions, and “TGC Member-Only” events. 

8.2 Media Utilization: We may use, edit, or distribute the Media for any lawful purpose, including marketing, advertising, social media promotion, and archival records, in any medium now known or hereafter developed. You and your group understand that the Media may be analyzed or processed using automated systems or artificial intelligence for purposes such as content tagging or digital replication, and you and your group hereby provide informed consent for such processing in accordance with applicable privacy laws. Member expressly waives any right to inspect or approve the finished product or the specific use of the Media and further releases us from any and all claims related to invasion of privacy, right of publicity, or defamation arising from the use of the Media as authorized herein.

9. GENERAL PROVISIONS 

9.1 Severability: If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary so that these Terms shall otherwise remain in full force and effect and enforceable. 

9.2 Merger & Integration: These Terms, along with the specific Quote/Invoice and Credit Card Authorization Form, constitute the entire agreement between the Client and The Golfers Concierge. This agreement supersedes all prior or contemporaneous communications, promises, or proposals, whether oral, written, or electronic, between you and the Agency.

10. ANNUAL MEMBERSHIP TERMS

10.1 Subscription and Billing: The TGC Membership is an annual subscription billed immediately upon signup and automatically every twelve (12) months thereafter at the then-current rate. By enrolling, you authorize the Agency to charge your provided payment method on a recurring basis until canceled. Membership fees are non-refundable once processed.

10.2 Trip Credit: Members receive a one-time $150 Trip Credit per membership year.

• Applicability: This credit may only be applied toward the “Bundled Pricing” of a TGC-curated travel package.
• Limitations: Credits are non-transferable, have no cash value, and cannot be applied to prior bookings, membership dues, or third-party charges paid directly to suppliers.
• Expiration: Credits must be used within the active membership year and do not “roll over” to subsequent years.

10.3 Welcome Gift (TGC Wedge): A custom TGC wedge is offered as a one-time welcome gift for new members.

• Condition Precedent: Eligibility for the welcome gift is strictly contingent upon the Member completing their first TGC-curated trip or participating in a TGC-sponsored outing.
• Availability: The Agency reserves the right to substitute the gift with an item of equal or greater value if the specified wedge is unavailable.

10.4 Newsletter and Partner Offers: Members will receive a newsletter containing exclusive offers and content from golf brand partners. The Agency acts solely as a facilitator for these offers; we do not guarantee the performance, quality, or availability of third-party products or services.

10.5 Cancellation: Members may cancel their subscription at any time via their account dashboard or by written notice. Cancellation prevents future billing but does not result in a pro-rated refund of the current year’s dues.

11 Changes to Terms 

11.1 The Golfers Concierge reserves the right, at our sole discretion, to change these terms and conditions at any time. If material changes are made, updated Terms will be provided to you via email and are effective immediately upon delivery/receipt to you.