Booking Policy

Checkmate Path Booking Policy
Effective Date: July 16, 2025
Contact: experience@checkmatepath.com

1. Reservation & Confirmation

1.1 Reservation Methods

Signature Experiences
Book directly through the dedicated form on each experience page.
Custom & Concierge Services
Submit an initial inquiry via email or through an encrypted messaging platform (WhatsApp, Telegram, WeChat, Line, or similar).
Third‑Party Bookings
Personal assistants, concierge teams, and institutional partners may submit bookings on behalf of clients.

1.2 Booking Confirmation

Initial Request
The booking process begins when a client (or their representative) submits a booking form or inquiry through any accepted channel.
Quote Delivery
A detailed quote and invoice will be issued within 24 hours of receiving the request, or once all essential experience specifications have been provided by the client.
Contract Confirmation
A binding agreement is confirmed upon receipt of payment, whether in full or as a 50% deposit.
By submitting payment, the client confirms their acceptance of all applicable terms and conditions.
Final Coordination
Experience details — including location, timing, guest structure, and logistical arrangements — must be finalized no later than 72 hours before the scheduled experience.
Failure to provide the necessary information by this deadline may result in postponement or cancellation, at the discretion of Checkmate Path.

1.3 Partner & Third‑Party Bookings

Institutional partners (such as hotels, agencies, or private estates) may book services on behalf of their clients.
Commission structures for partners are handled independently from client agreements.
White‑label services are available to qualified institutional partners upon request.
All third-party bookings are subject to the same terms and conditions as direct client bookings.

2. Pricing & Payments

2.1 Pricing Structure

Base Price
Covers chess experience curation and delivery only.
Additional Costs
Travel, accommodation, venue fees, and related expenses are quoted separately.
Optional Services
Recording of the experience is available as a premium add-on (not included by default).

2.2 Payment Schedule & Terms

Deposit
A 50% deposit is required to confirm the booking. This deposit must be paid within 3 days of receiving the invoice, unless otherwise agreed.
Final Payment
The remaining 50% is due no later than 7 days before the scheduled experience.
Late Bookings
For bookings made less than 7 days in advance, 100% payment is required immediately upon confirmation.
Accepted Method
Bank transfer only.
Accepted Currencies
EUR (€), USD ($), GBP (£), HUF (Ft), PLN (zł), RON (lei), AUD ($), CAD ($), NZD ($), SGD ($), TRY (₺)
VAT
Services are not subject to VAT under Georgian tax legislation.

2.3 Currency & Financial Conditions

Exchange Rates
Currency exchange rates are fixed at the time of invoice issuance.
Bank Fees
All transfer and conversion fees are the responsibility of the client.
Late Payment
May result in postponement or cancellation of the experience. Interest of 1% per month may apply to overdue balances.
Refunds
Refunds are processed within 14 business days to the original payment method, in accordance with the applicable cancellation policy.
Insurance
Travel insurance is required for all international experiences and is the sole responsibility of the client.

2.4 Chess Concierge Payment Terms

Billing & Payment
Chess Concierge services are invoiced monthly, quarterly, or as agreed in advance. Payment is due within 7 days of invoice issuance unless otherwise specified in writing.
Ongoing Basis
The service continues on a rolling basis until terminated with 30 days’ written notice by either party.
Non-Payment
Failure to make timely payment may result in suspension or termination of services.
Refunds
Any unused portion of prepaid Concierge services will be refunded pro-rata, based on the number of unused full days remaining at the time of termination.

3. Cancellation & Modifications

This section outlines the conditions under which experiences may be cancelled, rescheduled, or modified by the client or by Checkmate Path.

3.1 Cancellation by Client

More than 7 days before the experience:
Full refund, minus a 10% administration fee
3 to 7 days before the experience:
50% refund of the total amount paid
Within 48 hours of the experience:
No refund available

3.2 Cancellation by Checkmate Path

Checkmate Path reserves the right to cancel any experience in the event of:

Force majeure (e.g., natural disasters, political instability, transportation disruptions)
Illness or incapacity of the curator
Other circumstances beyond our reasonable control

In such cases, the client will receive a full refund of all amounts paid.

3.3 Rescheduling

One rescheduling is permitted free of charge, provided the request is made at least 48 hours before the scheduled experience.
Additional rescheduling requests are subject to approval and may incur a fee.
Requests made within 48 hours are subject to availability and additional charges.
Any non-refundable costs already incurred by Checkmate Path on behalf of the client — including but not limited to confirmed travel, accommodation, venue hire, or third-party logistics — must be reimbursed in full, regardless of when the rescheduling request is made.
All other aspects of the rescheduling follow the standard terms outlined above.

3.4 Weather & External Factors

If an outdoor experience cannot proceed due to weather or other unforeseen external circumstances, an alternative format or indoor location will be arranged within a reasonable timeframe.

If the curator has already travelled to the destination and the experience cannot be delivered due to force majeure (e.g. severe weather, government restrictions), the following applies:

50% of the curator’s fee will be retained to cover preparation, travel, and on-site presence.
The core experience remains valid and transferable within the following 60 days, subject to mutual coordination.
The client is responsible for all curator travel-related expenses already incurred, including but not limited to accommodation, airfare, local transfers, and venue-related costs.
No refunds are issued, as the experience will be delivered in an adjusted form within a feasible timeframe.

3.5 Termination of Ongoing Services

For Chess Concierge and other ongoing or recurring service arrangements:

Either party may terminate the agreement with 30 days written notice, sent via email to experience@checkmatepath.com.
Services will continue to be provided as scheduled during the 30-day notice period unless both parties agree otherwise.
Any unused portion of prepaid services beyond the 30-day notice period will be refunded pro-rata, based on the number of unused full days remaining after the termination takes effect.
Refunds, if applicable, will be processed to the original payment method within 14 business days.
In case of early termination due to a material breach of terms by either party, the agreement may be terminated with immediate effect, and any refund will be assessed on a case-by-case basis.
All intellectual property, confidentiality, and data protection clauses shall remain in effect after termination.