Terms and Conditions

Effective August 21, 2023

We here at Trips By Us, LLC are very excited to help you with your travel arrangements. Below you will find our Terms & Conditions. By booking with us, you are agreeing to these Terms & Conditions and those of the suppliers that are included in your proposal/booking page. The lead passenger assumes the responsibility of sharing these Terms and Conditions with each passenger included in their booking. It is the responsibility of each passenger to read our Terms & Conditions in its entirety. 

Bookings, Deposit, Payments, Late Fees, Reservation Change Fees, Cancellation and Verification: Trips By Us, LLC requires a planning fee for individual and group bookings in addition to all other quoted payments unless stated in writing. The planning fee will be paid separately from any quoted travel itineraries after which all travel planning services will begin. A non-refundable deposit is required to secure a quoted itinerary and is calculated according to terms set forth by the supplier along with a completed travel questionnaire form and credit card authorization form. Your authorization is a binding agreement for us to charge your card and as such, waive any right to a chargeback in the case of cancellation for any cause, including a force majeure event. In the event a client attempts to chargeback, reverse or recollect a trip payment already made without our authorization, we reserve the right to collect all additional costs, fees and expenses associated with such chargeback, reversal or recollection, including, without limitation, attorney fees. Payments must be made per the payment schedule unless other arrangements are made in writing. Payment changes will need to be requested at least 5 business days before the payment due date. All late payments will be assessed a late fee. The late fee is not applied to your reservation and does not reduce the amount of your balance. Declined payments will be attempted again in 3 days. Changes to a reservation such as name change will incur a change fee and any additional fees that the supplier may impose. Any changes that require rebooking will be considered a cancellation and will be subject to cancellation penalties. The cancellation schedule will be provided at the time of the proposal. All invoices are subject to a processing fee of 3.5% +.30, which will be added to the total amount of the trip, tour, or event. This fee is non refundable. Please check all attached information, identification, passport numbers and itineraries upon receipt and verify all information is correct. Trips By Us, LLC will not be responsible for omissions or errors if not brought to the attention of Trips By Us, LLC in writing and within 24 hours of booking info being sent to client.

Group Bookings: Unless otherwise noted in the proposal, in order to maintain our package pricing with our vendors, all payments are non-refundable and non-transferrable when booking within a group. Please purchase travel insurance to protect your investment. If the minimum number of participants is not met, reservations will be repriced as an individual booking. A full refund will be made to passengers who choose not to pay an increase if applicable, provided we receive a written cancellation within five days of the price increase notification.

Roommates: Please know it is your responsibility to be sure that whoever you select as your roommate is also making their monthly payments. If they cancel, you will be responsible for the balance as a single occupant or find a replacement before final payment (additional fees may apply). We can provide roommate account summaries upon request. the cancellation policy will apply for a full room cancellation. Some suppliers may consider the changing of a passenger as a cancellation so cancellation and rebooking fees may apply.

Travel Documents: Provided after full payment is received.  Travel documents will be emailed at least 30 days prior to travel. 

Passports, Real ID Compliant and Immunizations: US citizens traveling to any destination outside of the United States will be required to present a valid U.S. Passport to the airline gate. Passports must be valid for 3-6 months past the return date. Please refer and adhere to the country of arrival/departure of specific rules regarding passports. Some countries may require a visa for transit or entry. Passengers are responsible to ensure that they have all the proper documents for entry including a valid passport and visa. All names on documents must match the legal name on your photo I.D. and travel document information must match tickets. Please check the State Department website at www.travel.state.gov for further information. Real ID compliant driver’s licenses will be required starting May 7, 2025 for domestic flights. Your driver’s license must have the gold star in the upper portion of the card. The new rule applies to every traveler who is 18 years or older traveling without a passport. Please check the Department of Homeland Security at www.dhs.gov/rea-id to see if your state is compliant and further information. Immunizations may also be required. Travelers must be up-to-date on vaccinations recommended by the U.S. Centers for Disease Control and Prevention (www.cdc.gov or www.who.int/en/). Failure to comply with these regulations may result in denied boarding, denied entry, and/or government-imposed fines. Travelers will not be permitted to depart without the proper identification. It is the traveler's responsibility to verify and obtain any required identification prior to travel commencing. Please note: Trips By Us, LLC will not be held responsible for clients who fail to comply with any of the above requirements.

Legal Requirements: It is the responsibility of ALL Travelers to ensure they meet all legal requirements to travel. A criminal history, not limited to but including DUI’s, overdue child support, and certain felonies, MAY create a denial of entry or refusal of boarding or cancellation of services by a supplier.

Contact Information: Pursuant to TSA Secure Flight requirements, passengers are responsible to provide Trips By Us, LLC with their name as it appears on their passport (or other government-issued identification when traveling), date of birth, gender, address, phone number, and email for all passengers. Passengers must ensure that names are correctly listed on their invoice. Trips By Us, LLC will not be responsible for passengers who do not receive an invoice or documents or are denied boarding due to inaccurate information.

Participant Code of Conduct: Trips By Us, LLC’s goal is for every client to enjoy each experience and create lasting memories during travel. We encourage each person to be aware of alcohol intoxication levels and regulate their own behavior. Please note: when traveling as a group, Trips By Us, LLC and event hosts such as co-planners, group leaders, bartenders, suppliers, hotels, etc reserve the right to request no further alcohol be served to you if it appears you are intoxicated, under the influence of drugs (including lingering aromas) leading to a negative experience for the remainder of the group. Trips By Us, LLC reserves the right to accept, reject or expel any person as a tour participant in accordance to corporate/suppler policies regarding behavior and performance. If any participant is removed from a trip or event no further responsibility of safety or transportation will be assumed. In this event, no refunds for the trip/event will be issued to the removed participants or involved parties. All unused services are non-refundable.

Itinerary Changes: Trips By Us, LLC reserves the right to make any and all changes and substitutions in any itinerary of its group travel as it deems necessary for the comfort, safety, or the convenience of the group travel participants. Trips By Us, LLC also reserves the right for the proper carrying out of any event, and to withdraw or cancel any and all tours should conditions warrant. If a tour is cancelled by Trips By Us, LLC, a full refund of all monies less any fees submitted by the participant will be returned to the participant according to supplier policy. Cruise itineraries and ships are subject to change without notice. Furthermore, cruise ships may be chartered and/or departure dates canceled, in which case all monies will be refunded less any fees. Trips By Us, LLC takes no responsibility for ship substitutions or itinerary changes imposed by a cruise line and is not responsible for any losses you may incur including the issuance and/or cancellation of airline tickets or visa fees.

Medical Attention: Many ships do have a medical center onboard if medical attention is needed for a customary fee that will be billed to the passenger’s onboard account. The customary fee does NOT include medication, tests or treatment. All charges will be the responsibility of the passenger. Trips By Us, LLC is not responsible for the services provided. Please refer to cruise line terms and conditions for more info and/or restrictions. 

Reasonable Accommodation of Disabilities: We want all of our clients to fully enjoy events and tours with Trips By Us, LLC. In order to satisfy your expectations, we recommend that you select a trip that is suitable to your physical capabilities. Please report any disabilities or special accommodations requiring special attention to Trips By Us, LLC at the time the reservation is made. Trips By Us, LLC will make reasonable attempts to accommodate the special needs of disabled travelers, but is not responsible for any denial of service by carriers, hotels, restaurants, or other independent suppliers nor are we responsible for accommodations not met. The Americans with Disabilities Act is only applicable within the United States and facilities for disabled individuals are limited outside its borders. Most transportation services, including motor coach are not equipped with wheelchair ramps. We regret that we cannot provide individual assistance to a vacation participant for walking, dining, entering or exiting the motor coaches, other vehicles, hotel and airline or any other personal needs. All passengers are solely responsible for all medical needs. Additionally, the tour participant must be accompanied by an individual responsible for providing those services. Tour managers, guides, drivers or other tour, hotel, ship personnel are not able to provide such assistance. In order to participate in escorted tours, passengers must be able to understand and follow instructions given by the Tour Director at all times, both for the successful operation of the tour as well as for their personal safety. Trips By Us, LLC reserves the right to reject participation or remove any individual from a tour if notification was not provided and/or when, in our sole judgment, continued participation would significantly hinder the services to be provided to all guests. Expenses, including cancellation fees and/or costs for alternate travel plans or to return home, will be the sole responsibility of the passenger. Escorted tours are fast-paced, often requiring lengthy walks over uneven terrain. In the interests of group harmony, clients should be able to maintain the pace of the tour. The passenger assumes the full risk of the use of any prohibitions imposed by suppliers. Generally motorized scooters are not suitable on international tours.

Group accommodations listed with group packages intended to be used for each tour: If a change is necessary, the new accommodations will be equivalent in standard to those shown. Please note: Changing of rooms, names or any other part of booked itinerary may incur a change fee imposed by the supplier. You are responsible for this fee unless otherwise stated in writing. All rooms booked are non-smoking, unless requested otherwise, according to the availability of the hotel. Please note: Hotels cannot always guarantee non-smoking rooms especially in areas where smoking is not prohibited. Bedding type is requested at the time of booking, but is not a guarantee and subject to availability at the time of check-in.

General Airline Policies: Trips By Us, LLC is not responsible for any changes made by transportation companies. Flight times and seat assignments are solely at the discretion of the airlines and can be changed at any time at their discretion. Please note: Baggage fees of the airline carrier are not included in quoted packages. All baggage fees must be submitted directly to the airline carrier.

The carriers, accommodations, and other suppliers providing service are independent contractors and are not agents or employees of Trips By Us, LLC. Trips By Us, LLC assumes no responsibility and will not be held liable for any personal injury, property damage, or other loss, accident, delay, inconvenience, or irregularity by reason of (1) any wrongful or negligent acts of omissions on the part of its suppliers, (2) any wrongful, negligent, or unauthorized acts or omissions on the part of any employee of these suppliers, (3), any defect in or the failure of any vehicle, equipment or instrumentality owned, operated, or used by any of these suppliers, or (4) any wrongful or negligent acts or omissions on the part of any other party not under the control, direct or otherwise, of Trips By Us, LLC, or (5) acts of God, epidemics, pandemics, restraints of any government, terrorist activity, weather conditions, political upheaval or the threat thereof for any other cause beyond the direct control of Trips By Us, LLC.

In the event an airline, hotel or travel vendor declares bankruptcy, Trips By Us, LLC it is not obligated to carry you or to provide a refund of funds. Money submitted to the vendor by Trips By Us, LLC immediately becomes the property of the airline or travel vendor as required by law. Trips By Us, LLC is not allowed to provide refunds for vendors who have declared bankruptcy. If an airline or travel vendor declares bankruptcy, it might continue services or stop completely. Other airlines or travel vendors might provide alternative services under limited circumstances. It is strongly recommended that you purchase travel insurance to cover any interruptions in your travel plans.

Airline Name Changes: Any name change including minor spelling corrections may require airline reservations to be canceled and rebooked. Reservations are subject to current availability and pricing at the time of rebooking. Once airline tickets are issued, subsequent name corrections will be subject to an airline rebooking fee which may be as much as the full value of the airline ticket plus a revision fee per change. Trips By Us, LLC will not be held responsible for the denial of services by a carrier due to any name discrepancy. Name changes must be advised in writing at info@tripsbyus.com.

Airline Taxes & Fuel Surcharges: If you purchased airfare, airline taxes and fuel surcharges are included. Prior to completion of full payment there is a potential for a price increase(s) due to increases in government-levied taxes and fees and/or fuel surcharges. To avoid potential increases, you may choose to accelerate your final payment in order that your tickets may be issued. Once issued, airline tickets are no longer subject to potential increases but are fully non-refundable. Certain overseas domestic flights are subject to air taxes which can only be paid locally; in these cases, the specific flights and amounts of those taxes are indicated in our package presentation and pre-departure documentation.

Hotel Accommodations and General Hotel Policies: Hotel room selections and locations are at the sole discretion of the hotel. Requests may be made by Trips By Us, LLC, but are not guaranteed. Please understand although we will make a bed type request on your behalf, bed types are subject to availability at the time of check-in. Room selection in all cases is strictly at the discretion of the hotel's management on a run-of-house basis. Triple and quad occupancy rooms consist of two beds for cruises, where triple and quad rooms will consist a twin bed for each person. Some single rooms are smaller than a standard room size. The number of persons accommodated does not dictate the room size. Although available at most 4- and 5-star hotels, use of air-conditioning abroad differs greatly from the United States and may not be available or have limited availability. Trips By Us, LLC takes great care to choose hotels that reflect the comfort level of our clients, but we cannot be held liable for any personal preferences or perceived inadequacies. All hotel rates are based on Trips By Us, LLC agreements with its suppliers and are not negotiable. Hotel check-in time is generally not before 3:00 p.m. and check-out time is prior to noon. Please be sure that adequate arrangements for accommodations have been taken into consideration when a late-night flight is being used. We reserve the right to make substitutions with hotels of equal standard. There will be no refunds for any difference in the cost of those accommodations.

Ground Transportation: Ground transportation may be provided as indicated in your proposal. If you deviate from the arrival and/or departure dates as stated in the itinerary, you will have the responsibility to purchase your own ground transportation to the hotel. In case of a delay, whether due to flight delay, immigration and customs, or time spent reporting baggage damage or loss, it will be your responsibility to make other ground transportation arrangements such as a taxi. Ground transportation costs are not refundable and any additional expenses will be your responsibility. Often the places of call (airports, seaports, hotels) demand entrance and parking fees, where drivers may have to wait for up to an hour. 

Sightseeing & Itinerary: Trips By Us, LLC tours will be operated by motor-vehicle, its size dictated by the number of participants but there are times when an itinerary will call for walking. Tours have been designed to accommodate individuals as well as groups. Times listed on the itineraries are approximate and meant only as guidelines. Some itineraries may have early morning start times for sightseeing in order to complete the tour(s) during daylight hours or avoid afternoon heat in tropical and desert climates. It is your responsibility to arrive on time for all scheduled flights, cruises, and package components. Arriving late and missing transportation will be considered a “no-show" in which case you will not be eligible for refund for the unused service(s). We cannot guarantee the number of passengers who will be on any given tour. You may find that you are traveling with a size-able group or only with your own companions. Services, however, will remain constant no matter the number of tour participants. Persons requiring any assistance or who have any form of disability should refer to section "Travelers With Disabilities". On dates including, but not limited to religious holidays and national celebrations, some monuments and sites may be closed. On these occasions, touring itineraries may be amended to reflect these closures. Occasionally, during holidays and certain periods, and/or due to unforeseen circumstances including weather conditions there may be last-minute changes, sometimes after arrival, in affecting the sequence of the tour, locations visited and/or hotels. Therefore, we reserve the right to adjust the sequence and/or substitute any hotels with others of a similar category. In such cases there will be no cost adjustment. National monuments and tourist sites regularly undergo renovations, which can obscure the monument's view. No tour will be canceled due to renovations. Trips By Us, LLC itineraries may contain suggestions for activities for your leisure time; these suggestions do not constitute an endorsement of any specific service provider and the decision to participate in any such activities should be made independently and with due consideration.

COVID-19 Waiver of Liability: In Spring 2020, the World Health Organization (WHO) declared the Novel Coronavirus (COVID-19) a worldwide pandemic. The Center for Disease Control (CDC) issued several preventative measures to combat the virus, such as frequent hand washing, wearing a mask or face covering and keeping at least 6 feet away from others. If contracted, this virus has the ability to cause the traveler serious and severe illness. For more information on the COVID-19 virus, please visit the CDC webpage at www.cdc.gov.

I understand and agree to the following:

1. COVID-19 is a highly contagious virus that can be spread via person to       person contact;

2. After reasonable inquiry, Trips By Us, LLC provided me with the best available information regarding the pandemic-protective policies and practices of the vendors and suppliers in my travel itinerary.

3. Supplier(s) of Trips By Us, LLC may have policies in place to help prevent the spread of COVID-19. Trips By Us, LLC is not the drafter or holder of those policies and I understand that these policies can change at any time;

4. I understand that the supplier(s) may not apply those policies as diligently as the policies suggest and even if the supplier makes a good faith effort to enforce its good practices, some travelers may simply refuse to cooperate;

5. I understand that each state/country institutes their own pandemic-protective policies and regulations. I further understand that I am responsible for knowing, understanding and abiding by the pandemic-protective policies and procedures regarding COVID-19 of all state(s)/country(ies) listed in my travel itinerary, including any policy updates. I also understand that I may be denied entry into the country for reasons within or outside of my control;

6. I understand that by traveling, I can be subject to voluntary or involuntary quarantine either at home or in the traveled location(s); 

7. I am responsible for knowing, understanding and abiding by the pandemic-protective policies and procedures regarding COVID-19 of all vendors used in my travel itinerary, including any policy updates;

8. With full awareness and appreciation of the risks involved, I, for myself, and on behalf of my traveling companions, including, but not limited to, my family, spouse, estate, heirs, executors, administrators, assigns, and personal representatives, assume all risks of travel and hereby forever hold harmless, waive, discharge, and release Trips By Us, LLC its officers, agents, independent contractors, affiliates, employees, successors, and assigns (collectively the “Released Parties”) from any and all liability, claims, demands, actions, and causes of action, directly or indirectly arising out of or related to any loss, damage, or injury, including death, that may be sustained by me related to COVID-19 whether caused by the negligence of the Released Parties or any third-party vendor or supplier partnering with Trips By Us, LLC. 

9. I agree to indemnify, defend, and hold harmless the Released Parties from and against any and all costs, expenses, damages, claims, lawsuits, judgments, losses, and/or liabilities (including attorney fees) arising either directly or indirectly from or related to any and all claims made by or against any of the Released Parties due to bodily injury or harm, death, loss of use, monetary loss, or any other injury from or related to my use of Trips By Us, LLC services, or the services of Trips By Us, LLC’s suppliers or vendors, specifically related to COVID-19. 

Travel Insurance: Travel insurance is strongly recommended and is at the sole discretion of the client to purchase. It helps provide coverage for trip cancellation, interruption, baggage loss or delay, medical expenses and more. Travel insurance may be purchased up to travel dates in some instances, but in that event, the terms and conditions of the coverage may be more restricted. To compare policies and to make a purchase click here.  If you need assistance with selecting the best policy for your investment, you can contact Travel Guard at 800.454.7107 to speak with an insurance agent. If you have purchased Travel Insurance through Travel Guard, refunds will be processed according to the travel insurance company’s terms. After a final payment date and there is a request for a refund, there may be a vendor cancellation fee assessed due to the cancellation of confirmed reservations and accommodations.

Travel Insurance Waiver: Trips By Us, LLC will provide a Travel Insurance Waiver for you to accept or decline travel insurance. By agreeing to the Terms & Conditions you acknowledge that you received the waiver whether you return it or not.

Prices: All prices listed are per person based on double occupancy unless otherwise clearly specified. Prices do not include items of a personal nature such as laundry, wines, water, beverages, food (other than at all-inclusive resorts or where clearly specified), passport and visa fees, insurance, and foreign port taxes unless specifically indicated in the package inclusions. Prices are correct at the time of publication; however, as airfares continually fluctuate, and classes of service may have limited capacity, tour package prices and availability will change accordingly. In case of human or computer error, Trips By Us, LLC reserves the right to re-invoice for the correct price or service. A full refund will be made to passengers who choose not to pay an increase, provided we receive a written cancellation within five days of the price increase notification.

Currency and Pricing Fluctuations: For International travel, proposals are based on the current exchange rate(s). Should there be considerable currency fluctuations, Trips By Us, LLC reserve the right to apply any necessary surcharges. In the event of any additional fuel surcharges by the Land Suppliers and/or airlines we reserve the right to add these to the costs of the land package and/or airfare. Any applicable increases will be advised in writing prior to final payment. Prices are guaranteed once final payment has been made.

Tipping: Trips By Us supports the art of tipping the excellent service of others. Gratuity is not included in the cost of the excursion, tour or for the assistance and service of tour guides and tour drivers. Tipping varies per country/ hotel but is generally approved at $5 dollars each day of service in hotels.

Release From Liability: Trips By Us, LLC does not own or operate any entity which is to or does provide goods or services for your trip including, for example, ownership or control over hotels or other lodging facilities, airline, vessel, bus, van or other transportation companies, local ground operators, providers or organizers of optional excursions or equipment used thereon, food service or entertainment providers, etc. All such persons and entities are independent contractors. As a result, Trips By Us, LLC is not liable for any negligent or willful act or failure to act of any such person or entity, or of any other third party. Without limitation, Trips By Us, LLC is not responsible for any injury, loss, or damage to person or property, death, delay or inconvenience in connection with the provision of any goods or services occasioned by or resulting from, but not limited to, acts of God, acts of government, force majeure, acts of war or civil unrest, insurrection or revolt, strikes or other labor activities, criminal or terrorist activities of any kind, or the threat thereof, overbooking or downgrading of accommodations, structural or other defective conditions in hotels or other lodging facilities, mechanical or other failure of airplanes or other means of transportation or for any failure of any transportation mechanism to arrive or depart timely or safely, dangers associated with or bites from animals, pests or insects, marine life or vegetation of any sort, dangers incident to recreational activities such as swimming, kayaking, sailing, canoeing, rafting, hiking, walking, bicycling, etc., sanitation problems, food poisoning, lack of access to or quality of medical care, difficulty in evacuation in case of a medical or other emergency, illness, epidemics, pandemics or the threat thereof for any other cause beyond the direct control of Trips By Us, LLC.

Assumption of Risk: I am aware that travel such as that I am undertaking may involve hazardous activities, with a risk of illness, injury or death which may be caused by forces of nature, animals, insects or flora, the negligence of Trips By Us, LLC or other persons and companies known or unknown, or of willful or criminal conduct of third parties. I am aware that weather conditions may be severe, adverse and/or unpleasant. I am also aware that medical services or facilities may not be readily available or accessible during some or all of the time during which I am participating on the trip. In order to partake of the enjoyment and excitement of this trip I am willing to accept the risks and uncertainty involved as being an integral part of my adventure. I hereby accept and assume full responsibility for any and all risks of illness, injury or death and of the negligence of Trips By Us, LLC and agree to hold harmless and release Trips By Us, LLC from claims of third party negligence. I understand the physical requirements of the activity in which I will be participating, and I currently have no known physical, medical or mental condition which would impair my ability to participate in this tour or my safety in this activity, and I am willing to assume all risks that may be created, directly or indirectly, by any such condition. I hereby authorize Trips By Us, LLC or my local groundhandler or others to arrange for any emergency medical treatment and hospitalization as may be necessary for me because of participation in this activity without my further consent. 

Knowing and Voluntary Execution: I have carefully read these Terms and Conditions and the booking information sections of this document, and fully understand its contents. I am aware that this is a release of liability and a contract between myself and Trips By Us, LLC and agree of my own free will. By depositing, I agree to these Travel Terms & Conditions and Trips By Us, LLC's Release from Liability, Assumption of Risk and Binding Arbitration Clause for myself, each member of my traveling party and any minor children accompanying me.

Liability Disclaimer: The information, products, and services published on this website may include inaccuracies or typographical errors. Changes are periodically made to the information which appears here. The content of this site is not guaranteed to be complete, accurate, or available and may be changed at any time without notice. Trips By Us, LLC may make improvements or changes on this website at any time. In no event shall Trips By Us, LLC be liable for any direct, indirect, punitive, incidental, special, or consequential damages arising out of, or in any way connected with, the use of this web site, or for any information, products, and services obtained through this web site, or otherwise arising out of the use of this web site.

Travel/Cruise Questionnaire: All passengers are required to complete a Travel/Cruise Questionnaire prior to travel and, by so doing, formally accept Trips By Us, LLC’s Terms & Conditions. Trips By Us, LLC reserves the right to cancel bookings and return deposits without a completed Travel/Cruise Questionnaire. The Passenger Agreement incorporates these Terms & Conditions including the following Release from Liability, Assumption of Risk and Binding Arbitration Clauses. Completion of the Passenger Agreement constitutes agreement to these Travel Terms & Conditions and Trips By Us, LLC’s Release from Liability, Assumption of Risk and Binding Arbitration Clause.