Terms and Conditions

Updated September 18, 2025

Terms and Conditions

 Scope of Agreement

These Terms & Conditions govern both the working relationship between you and Trips By Us, LLC (including planning fees and communication policies) as well as your rights and responsibilities when booking and participating in travel. By submitting payment, completing intake forms, or traveling with us, you agree to the terms outlined below.

Trips By Us, LLC is honored to assist you with your travel planning. By booking with us, you agree to these Terms & Conditions and those of the suppliers listed in your itinerary. The lead traveler is responsible for sharing these terms with all other participants. It is each traveler’s responsibility to read these Terms & Conditions in full.

1. Planning Fees, Deposits, Payments & Cancellations

A planning fee is required for all individual bookings. This fee is separate from your travel deposit and is refundable on the day of departure, provided the client completes the trip as originally booked. If the client cancels, reschedules, or fails to travel, the planning fee is non-refundable.

All package pricing also includes a non-refundable professional services fee, which compensates Trips By Us, LLC for time, itinerary design, supplier coordination, and administrative support. This fee remains non-refundable even if the trip is canceled, altered, or disrupted due to circumstances outside the client’s or Trips By Us, LLC’s control, including but not limited to force majeure events, government mandates, or supplier cancellations.

Trips By Us, LLC acts solely as a travel advisor and intermediary. We do not own, manage, or control the airlines, cruise lines, hotels, tour companies, ground transportation providers, or any other vendors used in your travel arrangements. As such, we are not responsible for their acts, omissions, changes, cancellations, or failures to perform. 

Trips By Us, LLC is not liable in the event a supplier, vendor, airline, or hotel files for bankruptcy, becomes insolvent, or ceases operations. All funds remitted to suppliers become their property as required by law. If a supplier fails to provide services due to bankruptcy or closure, refunds (if applicable) are subject to the supplier’s legal process. We cannot issue any refund for supplier nonperformance until, and unless, funds are returned to us.

Deposits are non-refundable, whether for individual or group bookings. For group bookings, all payments are non-refundable and non-transferable unless otherwise stated.

All payments must follow the provided schedule. Late payments incur a fee and do not reduce your balance. Declined payments will be retried after 3 days. Changes to your payment plan must be requested at least 5 business days before the due date.

Changes such as name corrections or rebooking may be considered cancellations by suppliers and may be subject to penalties. All invoices may include administrative fees for changes or cancellations.

By making payment, you agree not to initiate a chargeback for services properly rendered. Unauthorized reversals or chargebacks may result in the recovery of associated costs, including attorney fees, to the fullest extent permitted by law.

2. Travel Documents & Contact Information

Travel documents are sent via email approximately 30 days prior to departure, after full payment is received.

It is your responsibility to review and verify all details, including names, birthdates, and passport numbers, within 24 hours of receiving booking confirmation. Trips By Us, LLC is not responsible for errors not reported in writing within this timeframe.

You must provide your full legal name, date of birth, gender, phone, and email. By booking, you agree to receive email or text communication related to your travel.

All personal information submitted to Trips By Us, LLC is collected and processed in accordance with our Privacy Policy. By providing your information and booking travel, you acknowledge and agree to the terms outlined in our Privacy Policy, which is available in the footer of our website.

Trips By Us, LLC is not responsible for missed communication due to email delivery errors, spam filters, or incorrect contact information provided by the traveler. It is the traveler’s responsibility to follow up if they do not receive booking materials or responses within a reasonable time.

3. Passport, Real ID & Travel Entry Requirements

U.S. citizens traveling internationally must present a valid passport, valid at least 3–6 months beyond your return. You are responsible for securing necessary visas, vaccinations, and travel documents.

For U.S. domestic flights after May 7, 2025, a REAL ID-compliant license or passport is required. Visit www.dhs.gov/real-id for more information.

Trips By Us, LLC is not liable for denial of boarding, fines, or trip disruption due to lack of required documentation.

4. Group Bookings & Roommate Policies

Unless otherwise stated, all group payments are non-refundable and non-transferable.

If the minimum number of group travelers is not met, pricing may be adjusted to individual rates. Travelers may cancel within 5 days of notification of any price increase.

You are responsible for ensuring your roommate makes timely payments. If they cancel, you must pay:

• The full room rate (domestic), or

• The single occupancy supplement (international). Roommate replacements must be submitted in writing no later than 30  days before final payment due date to allow for proper rebooking.

 Roommate summaries are available upon request. Some suppliers treat passenger changes as cancellations.

5. Itinerary Changes & Supplier Modifications

Trips By Us, LLC reserves the right to make changes to your itinerary for comfort, safety, or operational needs. Changes may include:

• Flights

• Cruises or vessels

• Ground transportation

• Excursions or tours

• Hotels or venues

 Trips By Us, LLC is not responsible for losses or additional costs due to changes made by suppliers. Refunds will follow supplier terms.

6. Accommodations

Bed type, non-smoking status, and room location are requested but not guaranteed. Room assignments are based on availability at check-in and hotel policy.

Hotel substitutions may occur due to availability. Check-in is typically 3 PM; check-out is 11 AM.

7. Airfare & Transportation

Trips By Us, LLC is not responsible for airline changes, seat assignments, baggage fees, or delays.

Even minor name changes may require full ticket rebooking. You are responsible for name accuracy and change fees.

Fuel surcharges and taxes may increase before ticketing. Once issued, airline tickets are non-refundable. Local air taxes in some countries must be paid upon arrival.

If you arrive or depart outside of the scheduled itinerary or are delayed, you are responsible for your own transportation and related expenses.

8. Sightseeing & Activities

Itineraries and excursions may change due to weather, holidays, or unforeseen conditions. Refunds will not be issued for missed or modified activities.

Optional excursions listed are suggestions and not endorsements. Participation is voluntary and at your own risk.

9. Accessibility & Disabilities

Trips By Us, LLC will make reasonable efforts to accommodate disabilities but is not responsible for denial of service by suppliers.

The ADA applies only within the U.S. Travelers needing personal assistance must travel with a capable companion. Tour staff cannot provide medical or mobility aid.

10. Medical Treatment

Trips By Us, LLC is not responsible for the availability, cost, or quality of medical services during travel. All medical treatment, including on cruises or abroad, is at the traveler’s expense.

11. COVID-19 Waiver

You acknowledge the risks of COVID-19, including exposure, denied entry, schedule changes, quarantine, and illness. Trips By Us, LLC is not liable for any COVID-19-related issues or disruptions. You assume full responsibility for complying with all related travel requirements.

12. Travel Insurance & Waiver

Travel insurance is strongly recommended to protect your trip investment. Trips By Us, LLC does not provide legal advice regarding policies and is not liable for any denied claims.

If purchased through Travel Guard, Faye or any other insurance company, all claims and cancellations are subject to their terms. You acknowledge receipt of a travel insurance waiver and accept or decline coverage at your own discretion.

13. Hotel & Resort Fees 

Some hotels or resorts may require additional fees upon check-in, such as resort fees or incidental holds. These are the responsibility of the traveler and cannot be waived by Trips By Us, LLC.

14. Group Harmony Policy

Trips By Us, LLC and any designated group leaders or hosts are committed to fostering a respectful, enjoyable, and safe travel environment. Travelers are expected to behave in a manner that promotes group harmony and comfort.

Disruptive, aggressive, intoxicated, or otherwise inappropriate behavior may result in immediate removal from the trip. In such cases, no refund will be provided, and the traveler will be responsible for any additional expenses incurred.

15. Photo and Video Release

By participating in a trip, tour, or event organized by Trips By Us, LLC, you may be photographed or recorded in video during the experience.

Trips By Us, LLC uses an intake form that includes a required checkbox asking if you consent to the use of your likeness for promotional purposes. This includes use on websites, social media, advertising, and other marketing platforms.

If you select “Yes,” you grant permission for Trips By Us, LLC to use your image and likeness in any promotional media, without compensation. If you select “No,” we will make reasonable efforts to exclude you from marketing images or blur your likeness where practical, though complete exclusion from group settings cannot be guaranteed.

All rights, title, and interest in any media collected remain the sole property of Trips By Us, LLC.

16. Pricing, Currency & Tipping

All prices are per person based on double occupancy unless stated otherwise. In the event of supplier price increases due to fuel surcharges, taxes, currency fluctuation, or other factors beyond our control, travelers are responsible for the additional cost unless full payment has been received.

Tipping is not included unless noted. Suggested guidelines start at $5 per day per service provider, though customs vary by destination.

17. Liability Disclaimer

Trips By Us, LLC does not operate the airlines, hotels, tour companies, or other third-party providers used in your booking. We are not liable for any personal injury, property damage, death, delays, or disruptions caused by:

• Supplier negligence

• Acts of God or nature

• War, terrorism, civil unrest

• Illness, epidemic, or pandemic

• Mechanical failures or transportation delays

 Trips By Us, LLC is not liable for emotional distress, disappointment, or inconvenience resulting from travel delays, itinerary changes, or service interruptions. 

18. Assumption of Risk

By booking travel, you acknowledge that travel involves risk and you voluntarily accept these risks. You release Trips By Us, LLC from all liability for injury, illness, death, loss, or disruption associated with your trip.

You authorize emergency medical treatment if needed and are responsible for all costs.

19. Electronic Signature & Agreement Acknowledgment

By checking the acknowledgment box, completing the Travel/Cruise Questionnaire, signing electronically, or submitting payment, you agree to these Terms & Conditions.

This agreement is enforceable under the Electronic Signatures in Global and National Commerce Act (15 U.S.C. § 7001 et seq.) and Michigan’s Uniform Electronic Transactions Act (MCL § 450.831 et seq.).

20. Binding Arbitration Clause

Any claim or dispute related to these Terms & Conditions or your travel will be resolved exclusively through binding arbitration by the American Arbitration Association.

• Arbitration will be conducted in Wayne County, Michigan.

• Each party is responsible for its legal fees unless awarded by the arbitrator.
  
  

Class Action Waiver: To the maximum extent permitted by law, you agree to waive any right to participate in class actions or class-wide arbitration against Trips By Us, LLC. All disputes must be brought individually. 

21. Governing Law & Jurisdiction

This agreement is governed by the laws of the State of Michigan. Any legal proceedings not resolved through arbitration will be filed in Wayne County, Michigan.

22. Travel/Cruise Questionnaire Requirement

All travelers must complete a Travel/Cruise Questionnaire prior to travel. By submitting this form, you accept these Terms & Conditions, including the Release of Liability, Assumption of Risk, and Arbitration Clause.

Trips By Us, LLC reserves the right to cancel your booking and return any refundable deposit if the form is not completed.

23. Knowing and Voluntary Execution

I have read and fully understand these Terms & Conditions. I acknowledge this is a binding legal agreement and includes a release of liability and arbitration clause.

By submitting payment, completing the Travel/Cruise Questionnaire, or signing electronically, I agree to all terms on behalf of myself, my traveling party, and any minor children accompanying me.

24. Force Majeure 

Trips By Us, LLC shall not be liable for failure to perform any obligation or provide services when such failure is caused by events beyond our control, including but not limited to acts of God, natural disasters, pandemics, government restrictions, war, terrorism, labor disputes, transportation issues, or weather. In such cases, refunds (if any) will be at the sole discretion of suppliers and subject to their policies. 

25. Important Reminders – Please Read Before Booking

• A planning fee is required and may be refundable after travel if noted.

• Deposits and group payments are non-refundable and non-transferable unless stated otherwise.

• If your roommate cancels, you must pay the full room cost (domestic) or single supplement (international), unless replaced before final payment.

• A valid passport is required for international travel and must be valid 3–6 months beyond return.

• Travel insurance is strongly recommended.

• Supplier changes may affect your itinerary without notice or refund.

• You agree to receive email/text updates from Trips By Us, LLC.

• Photos/videos may be used for marketing unless you opt out in writing.

• **Waiver of Chargebacks and Arbitration Agreement**

  • By submitting payment and agreeing to these Terms & Conditions, you waive your right to dispute charges (chargebacks) for                   properly rendered services. All disputes must be resolved through binding arbitration.