Group Trip Booking – Terms & Conditions

These Terms & Conditions (“Terms”) govern the booking and participation in any group trip (“Trip”) organized, coordinated, or planned by Luxury Travel by Britta Heath and Pink Poppy Travel. “Travel Planner,” “we,” “our”). By booking or participating in the Trip, the participant (“Client,” “you,” “your”) agrees to these Terms.

1. Booking & Registration

1.1 A booking is considered confirmed only after:

Submission of a completed booking form and acceptance of these terms.

Payment of the required deposit.

1.2 All participants must provide accurate personal information (legal name, date of birth, passport details, etc.). The Travel Planner is not responsible for issues arising from incorrect information.

1.3 This tour is offered to participants aged 21 or older.

2. Payments

The tour price is $3,950 per person, based on double occupancy. If you choose a private room the tour price will be $5,950 per person.

Payments accepted via Venmo or Zelle. Credit Cards will be charged a 4% fee.

2.1 Deposit: A non-refundable deposit of $1,500 is required to secure your spot.

2.2 Payment Schedule: All remaining balances must be paid by the listed due dates:

Deposit: Upon booking - $1,500

Final Due: July 15, 2026 - $2,450 (Double Sharing Room) or $4,450 (Private Room)

2.3 Reservations not paid in full by the final payment date may be canceled without refund.

2.4 All payments are non-refundable. We, the travel planners, will attempt to resell your spot if you cancel. In the case we are able to resell your spot, you will be refunded the payments made minus administrative fees.

3. Pricing

The tour price is $3,950 per person, based on double occupancy. If you choose a private room the tour price will be $5,950 per person.

3.1 Published prices are per person unless otherwise stated. 

Deposit: Upon booking - $1,500

Final Due: July 15, 2026 - $2,450 (Double Sharing Room) or $4,450 (Private Room)

3.2 Pricing may be subject to change due:

Supplier rate changes

Currency fluctuations

Government-imposed taxes or fees

In the rare instance of a price increase, clients will be notified in writing.

4. Cancellations & Refunds

4.1 Client Cancellation

If you cancel your booking, the following refund policy applies:

Payments: Non-refundable.

Cancellations must be submitted in writing. In the case we are able to resell your spot, you will be refunded the payments made minus administrative fees.

4.2 Travel Planner Cancellation

We reserve the right to cancel the Trip due to:

Insufficient Group Participation

Safety Concerns

Natural Disasters

Government Advisories

Supplier Cancellation

In the event of cancellation by the Travel Planner, clients will receive a full refund of payments made, excluding non-refundable supplier fees. This is the full extent of our liability.

5. Changes to Itinerary

5.1 The Travel Planner may adjust the itinerary as necessary due to weather, supplier availability, safety concerns, or other factors beyond our control.

5.2 No refunds will be issued for itinerary changes, delays, missed activities, or unused services resulting from circumstances outside our control.

6. Travel Documents & Requirements

6.1 Clients are responsible for obtaining and maintaining:

A Valid Passport - Current passport, valid for 6 months beyond our travel dates.

Required Visas

Vaccinations or Medical Documentation

Travel Insurance (required)

6.2 No refunds will be issued if a client cannot travel due to missing or invalid documents.

7. Health & Medical Requirements

7.1 Clients must disclose any medical conditions that may affect participation.

7.2 The Travel Planner is not responsible for medical care, emergencies, or related expenses.

7.3 Some activities may have physical requirements. Participation is at your own risk.

8. Travel Insurance

8.1 Travel insurance is required and must be provided to the travel planners 60 days prior to departure.

8.2 Insurance should cover trip cancellation, medical emergencies, evacuation, and baggage loss.

8.3 It is the client’s responsibility to purchase appropriate coverage.

9. Liability Waiver

9.1 The Travel Planner acts solely as a coordinator and is not responsible for:

Flight delays or cancellations

Tour delays or cancellations

Loss or damage of personal property

Injury, illness, or death during the trip

9.2 Clients participate in all activities at their own risk.

10. Code of Conduct

10.1 Clients must behave respectfully toward fellow travelers, staff, and suppliers.

10.2 The Travel Planner may remove any participant from the trip for disruptive, dangerous, or illegal behavior - with no refund.

11. Rooming & Group Dynamics

11.1 Room assignments are based on the selected package and availability.

11.2 If a roommate is not found for a shared room option, a single-room supplement may apply.

12. Media Release

12.1 By participating in the Trip, you consent to the use of photos or videos taken during the trip for promotional purposes unless you opt out in writing.

13. Force Majeure

The Travel Planner is not liable for any loss, delay, or cost resulting from events beyond our control, including natural disasters, political unrest, pandemics, or acts of terrorism.

14. Governing Law

These Terms are governed by the laws of Minnesota, USA. Any disputes must be resolved in that jurisdiction.

15. Acceptance of Terms

By booking the Trip, you acknowledge that you have read, understood, and agree to these Terms & Conditions.