Journey Design, Tour Consulting & Operator Support services are reserved for specific dates, service windows, staffing roles, preparation time, guest counts, routing needs, transportation flow, vendor timing, and live program requirements. These services may include itinerary consulting, step-on guiding, tour directing, transport coordination, airport arrival support, meet & greet, information desk support, guest assistance, contingency planning, event coordination, and on-site program execution.
Because this work often requires advance review, route planning, timing analysis, staffing commitments, calendar holds, communication with operators or planners, and preparation before guests arrive, cancellation terms are based on the amount of notice provided and the work already completed or committed.
Written cancellation notice:
Cancellations, reductions, or major schedule changes should be submitted in writing by email or confirmed written message. The cancellation date is the date BTD Tours receives and acknowledges the cancellation request.
Consulting, itinerary design, routing review, RFP support, and pre-program planning:
Once planning or consulting work has begun, completed work is non-refundable. If a planning or consulting project is canceled before completion, the client is responsible for work already performed, research completed, meetings held, documents prepared, route or timing review, administrative preparation, and any non-refundable third-party or platform costs already incurred.
Cancellations made 14 or more days before the first scheduled service date:
Eligible for a refund of any unused service balance, less completed planning time, non-refundable deposits, administrative preparation, materials, vendor charges, third-party costs, and any consulting or coordination work already performed.
Cancellations made 7 to 13 days before the first scheduled service date:
May be subject to a cancellation fee of up to 25% of the confirmed service amount, plus completed planning time, non-refundable deposits, materials, vendor charges, third-party costs, and work already performed.
Cancellations made 48 hours to 6 days before the first scheduled service date:
May be subject to a cancellation fee of up to 50% of the confirmed service amount, plus completed planning time, staffing preparation, non-refundable deposits, materials, vendor charges, third-party costs, and work already performed.
Cancellations made less than 48 hours before service, same-day cancellations, or no-shows:
May be charged up to the full confirmed service amount. This includes situations where a step-on guide, tour director, greeter, coordinator, transport-support role, information desk role, or on-site support role has already been assigned, dispatched, held on calendar, or prepared for execution.
Schedule changes, shortened programs, or reduced scope:
Date changes, shortened service windows, reduced guest counts, canceled program days, route changes, or removed service components may still be billed when staffing, planning, or calendar holds have already been committed. Major schedule changes made less than 48 hours before service may be treated as a cancellation and rebooking, depending on staff availability and operational impact.
Third-party vendors and operator-held contracts:
When the tour operator, DMC, planner, hotel, or client holds vendor contracts directly, those vendor terms remain the client’s responsibility. When BTD Tours has assisted with coordination, referrals, timing, transportation, tickets, reservations, meals, venues, or third-party services, any non-refundable vendor charges or third-party cancellation fees are passed through to the client.
Weather, road closures, emergency conditions, and force majeure:
BTD Tours will make reasonable efforts to adjust, reroute, reschedule, or support safe alternatives when weather, road closures, attraction closures, transportation disruptions, emergency conditions, or other uncontrollable circumstances affect the program. If BTD Tours must cancel a service portion due to unsafe or uncontrollable conditions, the client may receive either a refund for the canceled BTD service portion or the option to reschedule, less completed planning time and any third-party costs that cannot be recovered.
This policy applies to BTD Tours’ professional time, staffing, preparation, consulting, coordination, and on-site support. Program-specific terms may be adjusted in writing for larger groups, multi-day programs, operator contracts, special staffing commitments, or custom scope-of-work agreements.
