Booking Terms & Conditions

SECTION 1: GENERAL TERMS

1. Key Definitions

• "Caviar in the Air," "we," "us," "our": Refers to the company, Caviar in the Air.
• "Client," "guest," "you," "your": Designates the lead passenger making the booking and all individuals on whose behalf the booking is made.
• Private Trips: Refers to travel itineraries that are custom-designed for individuals or private groups.
• Group Hosted Trips: Designates pre-scheduled journeys with a fixed itinerary, guided by our team or a designated host.
• Force Majeure: An extraordinary event or circumstance beyond our reasonable control. This includes, but is not limited to, acts of God, war or civil unrest, terrorism, natural disasters, epidemics or pandemics, government actions, labor strikes, or the failure of third-party suppliers.
• Suppliers: Independent contractors that provide goods and services for your trip. These include airlines, hotels, cruise lines, transportation companies, local tour operators, and other third parties.

2. Booking & Identification

• Reservations: Bookings can be made through our website or by contacting us directly. All reservations must be made in the full legal name that appears on the government-issued identification (e.g., passport) you will be using for travel.
• Name Changes: Any corrections or changes to a name after travel documents have been issued will incur a $50 per person administrative fee, in addition to any fees imposed by suppliers.

3. Travel Documentation

• Your Responsibility: You are solely responsible for obtaining and maintaining the correct travel documents for your itinerary, including any necessary visas. We urge you to check with the consulate or visa agency for each country on your itinerary.
• Passport Validity: Your passport must remain valid for at least six (6) months following your scheduled return date. Many countries also require at least one completely blank "VISA" page for entry stamps.
• Entry Requirements: All information we provide on travel documentation pertains to U.S. citizens. Non-U.S. citizens are responsible for verifying their own entry requirements with the appropriate consulates. Entry into any country is always at the discretion of local immigration authorities, and we advise all travelers to review entry rules, especially if there are past legal offenses to consider.
• Delivery of Documents: Once your trip is paid in full, we will deliver your travel documents by email approximately 30 days before your departure. Should you request physical paper documents when electronic versions are available, a $75 processing fee will be charged. Paper documents are mailed 14-21 days before departure to a valid street address.

4. Travel Protection (Insurance)

The financial loss from a canceled trip can be significant. To protect your investment, we strongly recommend that every guest purchase comprehensive travel protection.

• You are responsible for securing your own travel insurance policy. We advise choosing a plan that includes "Cancel for Any Reason" (CFAR) coverage, along with benefits for trip interruption, baggage issues, and emergency medical expenses.

SECTION 2: FINANCIAL POLICIES

5. Pricing & Adjustments

• All prices are quoted per person and are based on two people sharing a room, unless explicitly stated otherwise.
• The quoted price does not cover personal expenses (like laundry or beverages), fees for passports or visas, travel insurance, or foreign port taxes, unless specifically included in your itinerary.
• Prices are accurate at the time of publication but may be subject to change due to shifts in supplier costs, airfares, taxes, or currency exchange rates. For Group Hosted Trips, your price is secured once you have booked. For Private Trips, the final price is locked in when we receive your deposit. Vendors may increase pricing based on external factors such as fuel surcharges or other exceptions. Notifications regarding any additional charges will be given in writing and are extremely rare.
• In the event of a human or computer error in pricing, we reserve the right to issue a corrected invoice. Should this occur, you will have the option to pay the corrected amount or cancel your booking for a full refund, provided we receive your written cancellation within five days of the notification.

6. Payments & Deposits

• Deposit: A non-refundable and non-transferable deposit is required at the time of booking to confirm your reservation.
• For Private Trips, a 30% deposit is needed to secure the itinerary.
• Payment Forms: We welcome payments via major credit/debit cards, PayPal, bank checks, and money orders. For bookings made within 30 days of departure, payment must be by credit or debit card only.
• Final Balance Due: The final payment for Group Hosted Trips is due 90 days before departure.
• Late Payments: A $250 late fee will be automatically added to your invoice if the final balance is not settled by the due date. For guests on a payment plan, a $30 late fee will be applied if a scheduled payment is over 5 calendar days late. We reserve the right to treat two missed late payments as a cancellation, which will subject the booking to our standard cancellation penalties.

7. Cancellation Policies

All cancellation requests must be sent to us in writing at our official email address hello@caviarintheair.com.

• Cancellation of a Private Trip: All payments for Private Trips are non-refundable but can be transferred to anyone else with no extra fees unless the third supplier charges them. This includes all planning and concierge fees.
• Cancellation of a Group Hosted Trip: All payments are (100%) non-refundable but you may transfer to another person and pay the administrative fee of $250.
• Cancellation by Us: In the unlikely event that we must cancel a trip for reasons of low enrollment, or other operational necessities, we will offer you a full refund of all money paid to us. We are not liable for any external expenses you may have incurred, such as non-refundable flights or visa fees.
• Force Majeure Events: Our 'Cancellation by Us' policy does not apply in cases of Force Majeure. A Force Majeure Event refers to any event or circumstance beyond the reasonable control of a party that could not have been anticipated, prevented, or avoided, and that renders performance of contractual obligations impossible, illegal, or impracticable. Such events may include, but are not limited to, acts of God, natural disasters, pandemics or public health emergencies, war, terrorism, civil unrest, government orders or restrictions, travel bans, border closures, labor strikes, transportation disruptions, or failures of utilities or infrastructure. When a Force Majeure Event occurs, affected obligations may be suspended, modified, postponed, or terminated without penalty, in accordance with applicable law and the terms of this agreement. In such events, refunds will not be issued by Caviar in the Air. We will endeavor to obtain a future travel credit or reschedule the trip with our suppliers, but this cannot be guaranteed.
• Refunds: All refunds are issued within 45 calendar days.

8. Reservation Changes & Transfers

• Modifications to an Existing Booking: Any change requested after booking is subject to applicable supplier charges.
• Trip Transfers (Group Hosted Trips Only):
  • Switching to a different trip is allowed when it's more than six months before the original departure date but subject to a $250 fee.
  • You may transfer your trip to another traveler 30 days prior to the departure date with a $250 fee.

SECTION 3: ON-TRIP POLICIES

9. Health, Fitness & Special Requirements

• Health Protocols: You are responsible for complying with all health and vaccination requirements for your destination. We recommend consulting with your physician and the Centers for Disease Control (CDC) for the most current information.
• Travel Fitness: Our journeys are active and often include extensive walking. Guests on Group Hosted Trips should be comfortable walking up to five miles per day over varied terrain without assistance.
• Travelers with Special Needs: We strive to accommodate guests with special needs whenever feasible.
  • You must inform us in writing of any physical disabilities, dietary needs, or other special requirements before booking so we can assess our ability to accommodate you in the destination.
  • If you require assistance, you must be accompanied by a companion who is responsible for providing it. Our tour staff cannot offer personal assistance.
  • Please be aware that facilities and transport outside of the United States may not meet ADA standards. The availability of ramps, elevators, and other accessibility features cannot be guaranteed.
  • Service Animals: Service animals cannot be accommodated on our international tours.
• Guest Conduct: To maintain group harmony, we reserve the right to accept, reject, or remove any individual whose behavior is disruptive, unsafe, or incompatible with the comfort and enjoyment of other guests. In such cases, no refund will be provided for unused services, and the guest will be responsible for all costs associated with their early departure.

10. Itineraries & Accommodations

• Itinerary Flexibility: Itineraries are subject to modification. We may need to alter or substitute hotels, activities, and sightseeing arrangements due to unforeseen circumstances. Any substitutions will be of a comparable or higher standard. No refunds will be issued for such necessary changes.
• Airline-Initiated Changes: Caviar in the Air is not responsible for any schedule changes, routing modifications, or cancellations implemented by an airline. While we will endeavor to inform you of any changes, we cannot offer compensation or cover any costs incurred as a result of such actions.
• Hotel Rooms: Standard bookings are for twin-bedded rooms unless a king or double bed is specifically requested and confirmed. All room types are subject to availability at check-in. Hotel check-in is typically at 3:00 p.m., with check-out before 12:00 p.m.
• Airport Transfers: On Group Hosted Trips, transfers are included on the official start and end dates of the itinerary, where specified. If your travel dates differ, you will be responsible for arranging your transfers.

11. Luggage Policy

• Your allowance is one (1) checked suitcase (up to 50 lbs / 23kg), one (1) carry-on bag, and one (1) personal item. Certain journeys, like safaris, have more restrictive limits that will be communicated to you in advance.
• Kindly note that international airlines often limit the carry-on bag to 8kg. Your travel documents will confirm the exact weight limitations.
• All airline baggage fees are your responsibility. We are not liable for luggage that is lost, stolen, or damaged during your travels. We recommend you keep your personal belongings secure at all times.

12. General Exclusions

Unless explicitly included in your itinerary, your trip price does not cover flights, travel insurance, meals not listed, staff gratuities, passport or visa application fees, or immunizations.

SECTION 4: LEGAL & LIABILITY FRAMEWORK

13. Role as an Agent & Third-Party Suppliers

Caviar in the Air acts as an agent for independent third-party suppliers. We do not own, operate, or control any of the entities that provide goods and services for your trip, such as airlines, hotels, or local guides. These suppliers are independent contractors, and we are not liable for their actions, omissions, or failures. Their services are governed by their own terms and conditions. Your booking is also subject to the terms and conditions of our third-party suppliers. By confirming your trip with us, you agree to these terms, copies of which can be provided upon request.

14. Limitation of Liability

Caviar in the Air, including its shareholders, directors, officers, and employees, will not be held responsible for any injury, loss, damage, death, delay, or inconvenience arising from or related to any goods or services provided. This includes, but is not limited to, events of Force Majeure, acts of war, terrorism, strikes, government actions, overbooking of accommodations, defective hotel conditions, transportation failures, or any other cause beyond our direct control. By booking with us, you agree to release Caviar in the Air from its own negligence and assume all associated risks.

15. Assumption of Risk

Travel involves inherent risks, including accidents, illness, and political instability. By booking a trip, you acknowledge and voluntarily assume all risks associated with your travels.

16. Arbitration Agreement

Any dispute arising from or related to these Terms & Conditions or your travel with Caviar in the Air shall be resolved by binding arbitration in accordance with the rules of the American Arbitration Association. By booking, you agree to waive your right to a trial by jury and to participate in a class action lawsuit.

17. Privacy & Data

Your personal information is collected for trip management and marketing. We take your privacy seriously and are committed to protecting your personal data. By using our services, you consent to the collection and use of information in accordance with this policy. We collect personal information such as your name, email, phone number, and travel preferences when you book a trip or subscribe to our communications. This information is used solely for trip planning, customer service, and sending relevant travel updates. We do not sell or share your personal information with third parties except as necessary to fulfill your travel arrangements (e.g., airlines, hotels, tour operators). Your data is stored securely and protected against unauthorized access. You may request access to, correction of, or deletion of your personal data at any time by contacting us at hello@caviarintheair.com.