Terms and Conditions
1. Introduction:
Thank you for choosing to travel with Gilded Travel, LLC (herein known as the "Agency"). These Terms and Conditions (herein known as the "Terms") govern the engagement of our personalized travel and small group trip services (herein known as "Trips"). By engaging with us, you (herein known as the "Client") agree to be bound by these Terms and Conditions. The Agency will customize Trip itineraries to suit Client needs and preferences. In developing each Trip, the Agency will also identify third-party suppliers of Trip components (herein known as “Venues/Vendors”) on behalf of the Client.
2. Definitions:
"Client": Any individual booking or participating in a Trip with the Agency.
"Force Majeure”: Unforeseen circumstances beyond the Agency's reasonable control, including natural disasters, pandemics, political instability, strikes, war, piracy, acts of terrorism, etc.
"Agency”: Gilded Travel LLC.
"Trips”: Personalized travel experiences and small group tours offered by the Agency.
"Venues/Vendors”: Third-party suppliers involved in delivering Trip components (e.g., lodging, event sites, activities, guides, restaurants, tours, entertainment, etc.).
“Small Group Trip”: A trip that has between 3 and 10 individual participating Clients. The Agency sends 1 or 2 Trip leaders for a total maximum of 12 travelers.
3. Booking Requirements:
Payment - Small Group Trips: The Agency accepts all major credit cards and ACH bank transfer payments. The following payment schedule will be applied for all Small Group Trips:
$250, non-refundable fee is required to reserve your spot on a small group trip. This deposit will be applied to the total cost of your Trip.
If the Trip is contracted 6 months or more from Trip departure date: a 25% deposit of the total Trip cost or total estimated Trip cost is due upon signing. Payment in full is due 90 days prior to the Trip departure date.
If the Trip is contracted less than 6 months from Trip departure date: a 50% deposit of the total Trip cost or total estimated Trip cost is due upon signing. Payment in full is due 90 days prior to the Trip departure date.
Payment - Custom Itineraries, Solo or Duo: The agency accepts all major credit cards and ACH bank transfer payments. The following payment schedule will be applied for Custom Itineraries, Solo or Duo:
Consultation: a $50/$100 (Solo/Duo), non-refundable fee is required to book a Trip consultation session. If you subsequently engage us for full service Trip planning, this consultation fee will NOT be applied to the total cost of your Trip.
Custom Itineraries are priced at $100 for up to 7 planned Trip days. Quotes for longer Custom Itineraries will be provided upon request.
Payment - Custom Itineraries, Group (Squad): The agency accepts all major credit cards and ACH bank transfer payments. The following payment schedule will be applied for Custom Itineraries, Group (Squad):
Consultation: a $100, non-refundable fee is required to book a Trip consultation session. If you subsequently engage us for full service Trip planning, this consultation fee will NOT be applied to the total cost of your Trip.
Custom Itineraries, Group (Squad) are priced at $200 for up to 7 days planned. Quotes for longer Custom Itineraries will be provided upon request.
Payment - Full Service Trip Planning: The agency accepts all major credit cards and ACH bank transfer payments. The following payment schedule will be applied for Full Service Trip Planning :
Consultation: a $100, non-refundable fee is required to book a Trip consultation session. This consultation fee will NOT be applied to the total cost of your Trip.
Client agrees to a minimum Trip budget of $2,000. Client agrees to a minimum Trip length of 4 days. If the Trip is contracted 6 months or more from Trip departure date: a 25% deposit of the total Trip cost or total estimated Trip cost is due upon signing. Payment in full is due 90 days prior to the Trip departure date.
If the Trip is contracted less than 6 months from Trip departure date: a 50% deposit of the total Trip cost or total estimated Trip cost is due upon signing. Payment in full is due 90 days prior to the Trip departure date.
The Agency charges a planning and coordination fee of 5% of the total Trip cost.
Credit Card Authorization: Agency utilizes Stripe for credit card processing. Client agrees to complete the online Stripe credit card authorization, allowing the Agency use of the provided credit card for agreed charges for services rendered. Stripe’s Privacy Policy can be viewed by clicking the link.
Travel Information: Upon engagement of services, Client agrees to provide accurate personal information including full names, contact information, dietary restrictions, allergies and accessibility needs. Additional information may be requested from the client to secure bookings, such as DOB, Passport information, as requested by Venues or Vendors to ensure bookings. Agency will request only the information that is needed to secure bookings. The Agency will not share your personal data with external parties other than the Venues and Vendors that we identify for your Trip.
Passports and VISAs: Clients are solely responsible for obtaining valid passports (valid for at least 6 months beyond the travel dates) and necessary VISAs for their chosen location(s). Failure to do so may result in trip denial or delays, with associated costs borne by the Client. The Agency is not responsible if the client fails to hold a valid passport/obtain necessary VISAs and is not able to travel, therefore forfeiting costs of the Trip.
Travel Insurance: Comprehensive travel insurance coverage is mandatory for all Clients participating in Trips organized by the Agency. This insurance must cover, at a minimum, medical emergencies, Trip cancellation, loss or damage to personal belongings, and any specific risks associated with the chosen Trip destination or activities. This includes special provisions for adventure travel or other high risk activities. Client agrees to procure travel insurance no less than 120 days in advance of the Trip departure date. Upon Client request, the Agency may assist with the securing of travel insurance through our partner agencies.
Vaccinations: Clients are solely responsible for obtaining any required vaccinations for their chosen location(s). The Agency will provide information on how to determine required and/or recommended vaccinations at time of booking. The Agency is not responsible if the client fails to obtain any required vaccinations and is not able to travel, therefore forfeiting costs of the Trip.
4. Cancellation and Changes:
Client Cancellations or Modifications, Custom Itineraries
Custom Itineraries, Solo and Duo: Solo and Duo itineraries require a $50, non-refundable consultation fee. If the Trip is subsequently booked, the Client agrees to pay the total quoted cost for the Trip itinerary provided.
Custom Itineraries, Groups (Squad): Group (Squad) itineraries require a $100, non-refundable consultation fee. If the Trip is subsequently booked, the Client agrees to pay the total quoted cost for the Trip itinerary provided.
All Custom Itineraries: All Custom Itineraries include up to 3 modifications after an initial proposal is provided by the Agency. Clients who request any additional modifications will incur additional fees to be determined based on the amount of rework involved. An hourly rate of $50 will be used as a basis for these additional fees.
Trip Modifications and Cancellations, Full Service Trip Planning:
Modifications to trip itineraries after booking will incur additional fees, depending on availability and Vendor/Venue policies.
Modifications to activities such as date/time after booking will depend on the availability of the Vendors/Venues and Vendor/Venue policies.
No modifications can be made within 5 business days of the Trip departure date.
Cancellation 120+ days before departure: Full refund of activities or accommodations that are refundable per the Vendor/Venue minus a $100 processing fee, unless otherwise specified. Some activities or accommodations may be non-refundable. All cancellation and modification policies will be communicated to the Client prior to booking, and are pursuant to the Terms and Conditions specified by the Venue/Vendor.
Cancellation 90 to 119 days before departure: 50% refund of refundable Trip costs minus a $300 processing fee, unless otherwise specified. Some activities or accommodations may be non-refundable. All cancellation and modification policies will be communicated to the Client prior to booking, and are pursuant to the Terms and Conditions specified by the Venue/Vendor.
Cancellation 60 to 89 days before departure: Refund amount will be determined on a case by case basis minus a $500 processing fee. All cancellation and modification policies will be communicated to the Client prior to booking, and are pursuant to the Terms and Conditions specified by the Venue/Vendor.
Cancellation less than 60 days before departure: Refund amount will be determined on a case by case basis minus a $750 processing fee. All cancellation and modification policies will be communicated to the Client prior to booking, and are pursuant to the Terms and Conditions specified by the Venue/Vendor.
Medical emergencies (with documented proof): Costs incurred from medical emergencies or other Trip disruptions are the sole responsibility of the Client. All Small Group Trips require Trip Insurance in a sufficient amount to cover any potential Trip delays or disruptions. The Agency will provide guidance to the Client on adequate Trip Insurance.
All Trip modifications and cancellations must be confirmed by the Client in writing.
Client Cancellations, Small Group Trips:
Cancellation 120+ days before departure: Full refund of activities or accommodations that are refundable per the Vendor/Venue minus a $100 processing fee, unless otherwise specified. Some activities or accommodations may be non-refundable. All cancellation and modification policies will be communicated to the Client prior to booking, and are pursuant to the Terms and Conditions specified by the Venue/Vendor.
Cancellation 90 to 119 days before departure: 50% refund of refundable Trip costs minus a $300 processing fee, unless otherwise specified. Some activities or accommodations may be non-refundable. All cancellation and modification policies will be communicated to the Client prior to booking, and are pursuant to the Terms and Conditions specified by the Venue/Vendor.
Cancellation 60 to 89 days before departure: Refund amount will be determined on a case by case basis minus a $500 processing fee. All cancellation and modification policies will be communicated to the Client prior to booking, and are pursuant to the Terms and Conditions specified by the Venue/Vendor.
Cancellation less than 60 days before departure: Refund amount will be determined on a case by case basis minus a $750 processing fee. All cancellation and modification policies will be communicated to the Client prior to booking, and are pursuant to the Terms and Conditions specified by the Venue/Vendor.
Medical emergencies (with documented proof): Costs incurred from medical emergencies or other trip disruptions are the sole responsibility of the Client. All Small Group Trips require Trip Insurance in a sufficient amount to cover any potential Trip delays or disruptions. The Agency will provide guidance to the Client on adequate Trip Insurance.
All Trip modifications and cancellations must be confirmed by the Client in writing.
Client Cancellations, Booking Only:
Modifications made to trip itineraries after booking may incur additional fees, depending on availability and Vendor/Venue policies.
Modifications to activities such as date/time after booking will depend on the availability of the Vendors/Venues and Vendor/Venue policies.
No modifications can be made within 5 business days of the trip.
All Trip modifications and cancellations must be confirmed by the Client in writing.
Agency Cancellations:
In rare cases of Force Majeure or unforeseen circumstances, we may need to cancel a booked Trip. Affected Clients will be offered alternative Trips (if available) or Trip refund based upon the accepted cancellation or modification policy.
5. Pricing and Fees:
Quotes: Quoted prices are subject to change due to currency fluctuations, supplier availability, supplier errors, or supplier price changes.
Additional Costs: Listed prices may not include local taxes, gratuities, or optional activities. These additional costs are the Client's responsibility. The Agency will identify any local taxes, gratuities, or activities that are included in the listed prices, and will make a best effort to identify potential additional costs in advance of booking.
Price Changes: Agency reserves the right to adjust prices due to unforeseen circumstances, notifying Clients beforehand in writing.
6. Liability and Responsibility:
Service Level Expectation:
The Agency strives, whenever possible, to respond to booking inquiries within 2 business days.
Upon engagement of services and after initial consultation call with the Client, the Agency agrees to provide an initial Proposal to the Client within 5 - 7 business days.
Custom Itinerary Revisions: Agency agrees to provide up to 3 revisions for Custom Itineraries (Solo, Duo, and Squad). Revisions include small changes such as order of activities in a particular destination, or changes to the type of accommodation. Requested revisions will be provided to the Client within 2 business days.
Client acknowledges that a full itinerary re-working is not considered to be a Revision, and will be assessed at an additional charge. An hourly rate of $50 will be used as a basis for a full itinerary re-working.
Full Booking Services Agreement: All booking services require Client signature. Prior to booking, the Agency will provide a form listing all services to be booked for the Client to initial.
Limitation of Liability: Liability is limited to clear negligence of the Agency and its employees. Agency is not responsible for acts or omissions of Venues/Vendors or for personal loss, injury, or damage during travel. Agency is not responsible for Trip disturbances resulting from the actions of Venues/Vendors, airlines, or other actors or persons the Client might encounter while on a Trip.
Client Conduct: Clients are expected to adhere to local laws and regulations, respect fellow travelers, and behave responsibly throughout the Trip. Failure to do so may result in removal from the Trip without refund. Failure to comply with local laws and regulations may result in criminal prosecution or jail time. Agency will provide the Client with relevant laws and regulations applicable to their personal conduct prior to the Trip.
Force Majeure: In case of Force Majeure, the Agency is not liable for any cancellations, changes, or disruptions to the Trip. We will strive to offer alternative solutions or refunds where possible. "Force Majeure" refers to any unforeseeable event or circumstance beyond Agency’s reasonable control that renders the performance of its obligations under these Terms impossible or impracticable, including but not limited to:
Natural disasters like earthquake, fire, flood, landslide, hurricane, tornado, monsoon, avalanche, pandemic or local health concern, etc.
Acts of war, terrorism, piracy, or political unrest.
Labor strikes, civil unrest, or governmental actions.
Severe weather conditions (such as snow, rain, hail, heat wave, etc.) or unforeseen transportation disruptions.
Venue closures or restrictions due to health and safety concerns.
Changes in applicable laws or regulations.
7. Dispute Resolution:
Any dispute arising under these Terms will be resolved through binding mediation in Pennsylvania, governed by Pennsylvania law.
8. Amendments:
We reserve the right to modify these Terms at any time. Updated Terms will be posted on our website and communicated to Clients.
9. Contact Information:
For any questions or concerns, please contact us at travelgilded@gmail.com.