Design Your Dream Vacation

All experiences begin with a personalized itinerary design process.

• No payment is required to submit an Experience Planner Form. 

• Pricing is provided only after your custom itinerary has been developed. 

• Payment is requested only after you review and approve your itinerary. 

• Submission of an intake form does not guarantee availability or confirm a reservation. 

This process ensures your experience is thoughtfully designed around your interests, travel style, budget, and goals before any financial commitment is required.

For the purposes of these policies, a group booking is defined as:

• Eight (8) or more travelers; or 

• Any custom retreat, celebration, corporate event, destination gathering, wedding group, family reunion, or multi-room booking requiring special coordination. 

Because group experiences require additional planning and vendor commitments:

• Group deposits are non-refundable once confirmed. 

• Payment schedules may include milestone payments. 

• Group organizers are responsible for coordinating participant payments unless otherwise agreed in writing. 

• Pricing is based on agreed-upon participant numbers; changes in group size may affect final pricing and availability. 

All pricing is subject to availability and supplier confirmation at the time of booking.

Please note:

• Quotes are valid only for the period specified in your proposal. 

• Pricing may change due to supplier adjustments, seasonal demand, currency fluctuations, taxes, fuel surcharges, or availability changes prior to deposit. 

• Once a deposit has been received and reservations have been confirmed, pricing for confirmed services will be secured whenever possible. 

Deposit Requirement

Once your itinerary is approved, a deposit is required to confirm and secure your booking.

• Standard deposit: 50% of the total itinerary cost 

• Deposits are generally non-refundable unless otherwise stated in writing. 

Why Deposits Are Required

Your deposit allows us to:

✔ Reserve accommodations, activities, and experiences

✔ Secure licensed transportation and excursion partners

✔ Lock in pricing and availability

✔ Coordinate logistics and itinerary management on your behalf

✔ Confirm services with local suppliers and vendors

Final Payment

• The remaining balance is due 14 days prior to your first scheduled experience. 

• Bookings made within 7 days of travel may require full payment at the time of confirmation. 

• Final payment deadlines will be clearly stated in your booking confirmation. 

Failure to submit final payment by the stated deadline may result in cancellation of reservations and forfeiture of deposits already paid.

Your payment covers the confirmed services outlined in your approved itinerary, which may include:

• Travel planning and itinerary design 

• Reservation coordination and booking management 

• Accommodations, transportation, excursions, and activities included in your itinerary 

• Supplier payments where applicable 

• On-the-ground logistics coordination 

• Ongoing travel support related to your booked experience 

Nomadic | Twelve Tribes designs, coordinates, and manages travel experiences through independent third-party suppliers, accommodations, transportation providers, guides, and excursion operators. While we carefully vet our partners, services are ultimately delivered by those providers and remain subject to their individual terms, conditions, licensing, and operational requirements.

We understand that plans can change. Our cancellation policy balances traveler flexibility with commitments made to our local partners and suppliers.

More than 14 days prior to travel

• Deposits may be partially refundable at our discretion, less any non-refundable supplier fees, reservation costs, or administrative expenses already incurred. 

7–14 days prior to travel

• Deposits are non-refundable. 

• No additional balance is due if final payment has not yet been collected. 

Less than 7 days prior to travel

• All payments are non-refundable, as services and supplier commitments have been finalized. 

Any approved refunds will be processed using the original payment method and may take additional time depending on the payment provider.

We understand that plans can evolve.

Reasonable modifications may be accommodated based on availability and supplier policies.

Please note:

• Changes to travel dates, accommodations, transportation, or activities may result in additional costs. 

• Supplier-imposed change fees may apply. 

• Significant itinerary revisions after confirmation may require repricing. 

• Requested changes cannot be guaranteed and remain subject to availability. 

Your safety and overall experience are always our top priorities.

Weather conditions, safety concerns, supplier availability, transportation disruptions, government actions, or other unforeseen circumstances may require modifications to your itinerary.

When possible, we will:

• Reschedule affected experiences 

• Offer comparable alternative experiences 

• Work with our partners to minimize disruptions 

• Provide guidance regarding available insurance claims or supplier remedies 

Travel insurance is included in package pricing where available and applicable.

Refunds for covered events, including certain weather-related disruptions and force majeure events, are subject to the terms, conditions, coverage limits, and exclusions of the applicable travel insurance policy.

Expenses that are not covered under the travel insurance policy and have already been paid to suppliers, partners, accommodations, transportation providers, or service providers are generally non-refundable.

We strongly encourage travelers to review their travel insurance coverage details prior to departure to understand applicable benefits, exclusions, and claims procedures.

Nomadic | Twelve Tribes shall not be liable for cancellations, delays, interruptions, losses, injuries, damages, or itinerary changes resulting from circumstances beyond our reasonable control, including but not limited to:

• Severe weather events 

• Natural disasters 

• Government actions or travel restrictions 

• Public health emergencies 

• Labor disputes or transportation disruptions 

• Civil unrest 

• Supplier failures 

• Acts of God or other extraordinary events 

Nomadic | Twelve Tribes coordinates travel experiences through independent hotels, transportation providers, guides, excursion operators, restaurants, activity providers, and other travel suppliers.

While we carefully select our partners, we are not responsible for the acts, omissions, negligence, injuries, losses, delays, property damage, service interruptions, or operational decisions of independent suppliers.

By confirming a booking, travelers acknowledge that these suppliers operate independently and may have separate terms and conditions governing their services.

Travelers are responsible for:

• Maintaining valid passports, visas, travel documents, and entry requirements 

• Obtaining any required vaccinations, permits, or travel authorizations 

• Reviewing itinerary details and notifying us promptly of any discrepancies 

• Arriving on time for scheduled activities, transfers, and departures 

• Complying with local laws, regulations, and supplier requirements 

• Ensuring they are physically able to participate in selected activities 

Nomadic | Twelve Tribes is not responsible for costs arising from incomplete documentation, denied entry, missed departures, or failure to meet destination requirements.

Submitting an Experience Planner Form:

• Does not require payment 

• Does not confirm a booking 

• Does not guarantee pricing or availability 

• Indicates interest in a custom-designed travel experience only 

Payment is requested only after itinerary approval and cost confirmation.

All payments are processed through secure third-party payment platforms.

Payment confirmations, receipts, and next steps will be provided once funds have been successfully received and verified.

Why Travelers Choose Nomadic | Twelve Tribes

✔ Licensed travel advisor and experience curator

✔ Save hours of research and planning

✔ Access trusted local knowledge and insider recommendations

✔ Travel with licensed, vetted partners

✔ Enjoy culturally immersive experiences rooted in local communities

✔ Receive a customized itinerary designed around your interests—not a template

✔ Experience destinations more deeply, meaningfully, and authentically