Terms Of Service
Last Updated: December 24, 2025
Welcome to The Virtual Facilitator! Please read these Terms and Conditions carefully before using The Virtual Facilitator website and booking services operated by The Virtual Facilitator.
As used in these Terms of Service, “we”, “us”, “our” and “The Virtual Facilitator” means The Virtual Facilitator Contracting Party, and “you” means The Virtual Facilitator User (if registering for or using The Virtual Facilitator Service as an individual), or the business employing The Virtual Facilitator User (if registering for or using a The Virtual Facilitator Service as a business) and any of its affiliates.
By accessing or using our Service, you agree to be bound by these Terms. If you disagree with any part of the terms, then you may not access the Service.
1. Services Provided
The Virtual Facilitator provides specialized coordination and logistical support services, including, but not limited to:
- Travel planning, itinerary creation, and flight/accommodation booking.
- Visa support and application assistance.
- Professional driver arrangement and tour logistics.
- Event planning, hosting, and coordination.
- Corporate meeting/conference coordination.
2. Bookings, Payments, and Confirmation
2.1 Service Quotation and Acceptance
All prices and service scopes quoted are valid for 20 days unless otherwise stated. A booking is considered confirmed only upon our receipt of a written acceptance of the quote and payment of the required deposit or full fee, as specified in the service agreement.
2.2 Payment
Payment terms (including deposits, installment schedules, and final payment due dates) will be specified in the individual service agreement or booking confirmation. Failure to adhere to the payment schedule may result in the cancellation of your booking.
2.3 Third-Party Vendors
We often book services (flights, hotels, venues, drivers) on your behalf through third-party suppliers. We act only as an agent for these suppliers. Your use of these third-party services is subject to the supplier’s terms and conditions, and their rules and restrictions (e.g., airline cancellation policies) apply.
3. Cancellations and Refunds
3.1 Service Fee Cancellations
Our service fees for coordination, planning, and management are non-refundable once the work has commenced, as our time and resources are committed immediately upon engagement.
3.2 Third-Party Cancellation
Cancellations of services booked through third-party vendors (e.g., flights, hotels) are subject to the individual vendor’s terms, rules, and penalties. We will inform you of these policies at the time of booking. While we will assist in processing cancellation requests, we are not responsible for vendor-imposed penalties or for securing refunds beyond what the vendor provides.
3.3 Visa Applications
Fees paid for visa assistance services are non-refundable once the application process has begun, regardless of the visa outcome, as our fee covers the professional labor and preparation involved.
4. Client Responsibilities
The client is responsible for:
- Providing accurate, complete, and timely personal information (passports, dates, preferences) necessary for booking and planning.
- Reviewing and verifying all booking confirmations, itineraries, and documentation immediately upon receipt.
- Adhering to all payment schedules as outlined in the service agreement.
- For travel and visa services, ensuring all travel documents (passports, visas, health certificates) are valid and sufficient for international travel.
5. Limitation of Liability
5.1 Coordination Services
The Virtual Facilitator is responsible for the execution of the contracted coordination and planning services. We are not liable for:
- Loss, injury, damage, or delay caused by the negligent or willful acts or omissions of third-party suppliers (e.g., airline delays, hotel issues, venue malfunctions).
- Any costs, damages, or injuries arising from the client’s failure to comply with passport, visa, or health requirements of the countries being visited.
- Losses or expenses due to acts of God, force majeure, natural disasters, war, political instability, or other circumstances beyond our reasonable control.
5.2 Maximum Liability
Our liability to you for any claim arising out of or relating to these Terms and the Services shall, in all circumstances, be limited to the total amount paid by you to The Virtual Facilitator for the specific service from which the claim arose.
6. Intellectual Property
The website, its original content, features, and functionality are and will remain the exclusive property of The Virtual Facilitator and its licensors. Our trademarks and trade dress may not be used in connection with any product or service without the prior written consent of The Virtual Facilitator.
7. Governing Law
These Terms shall be governed and construed in accordance with the laws of Ghana, without regard to its conflict of law provisions.
8. Changes to Terms
We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material, we will provide at least 30 days notice prior to any new terms taking effect. By continuing to access or use our Service after those revisions become effective, you agree to be bound by the revised terms.
9. Contact Information
If you have any questions about these Terms, please contact us using the details provided on our Contact Us page.