Booking Terms & Conditions

By using our services, you are signifying your agreement with the following terms and conditions, on behalf of yourself and all members of your traveling party.

The terms “we,” “us,” “our,” and “RTR” refer to Research, Travel, Repeat. The terms “you,” “your,” “the Traveler,” and “the Client” refers to the customer visiting our website and/or booking a custom-crafted itinerary with us.

1. Payment and Fees

Our travel planning services are based on the time, effort, and expertise we dedicate to creating a personalized and seamless travel experience for you. Our planning fee is:

Due in full before planning begins.
Non-refundable, regardless of whether you cancel your trip or choose not to proceed with booking.

This fee compensates for our time, research, and the unique value we bring to your travel experience. The fee paid to us covers only the custom itinerary planning service. It does not include the cost of travel components such as accommodations, transportation, activities, meals, or other third-party bookings.

2. Prices and Booking

Any prices quoted for accommodations, transportation, activities, meals, or other third-party bookings are estimates provided for your reference.
These estimates are based on current publicly available pricing and exchange rates at the time the itinerary is created.
All third-party prices are subject to change at any time until confirmed by the supplier.
We do not guarantee the availability or final cost of any quoted service. It is your responsibility to confirm pricing and availability when making reservations.

You (the Client) are solely responsible for making your own bookings and reservations.

You understand and accept that to book accommodations, transportation, activities, and meals, you must do so through third-party websites or platforms.
You understand and accept that, if referred to third-party sites by Research, Travel, Repeat ("RTR"), the legal relationship exists solely between you and the third-party provider, and you shall have no claim against RTR for issues arising from such bookings.
You further understand and accept that any reservations, modifications, or cancellations of accommodations, transportation, activities, or meals must be handled directly with the third party through which the reservation was made.
RTR is not responsible for managing, securing, or modifying such reservations, as they are not part of RTR's Services.
Availability for accommodations, transportation, activities, and meals is not guaranteed, and options may fill up quickly. Once we provide recommendations, we strongly suggest booking as early as possible to ensure the best selection and availability.

3. Planner Responsibilities and Limitations of Liability

While we strive to curate exceptional travel experiences, it’s important to understand the scope of our responsibility:

We act solely as a travel planning consultant and do not operate or control airlines, hotels, tour companies, transportation providers, restaurants, or other third-party suppliers.
We are not liable for any loss, injury, damage, delay, or expense resulting from acts of God, government actions, pandemics, weather events, labor strikes, civil unrest, or any events beyond our control.
We are not responsible for changes made by third-party providers, including flight cancellations, hotel overbookings, or schedule changes.

4. Package Terms and Limitations

While we are committed to delivering exceptional value and tailored travel design, please note the following support limitations associated with all packages:

Support does not include managing or changing reservations, contacting third parties, or providing real-time troubleshooting while you are traveling.

Zoom Consultation Guidelines:

Zoom meetings must be scheduled at least 48 hours in advance, based on availability.
Unused Zoom sessions do not carry over or reduce the cost of the package.
Additional calls are not included with this package but may be requested for an added fee.

Itinerary Revision Guidelines:

Revision requests must be submitted within 7 days of receiving your initial itinerary. After this window, the itinerary will be considered final.

Revisions include changes to activities or the pacing of the itinerary. They do not include full itinerary overhauls or complete destination changes, which would require the purchase of a new package.

Once accommodations have been approved by the client, any accommodation changes will incur a $100 change fee (per accommodation). This is due to the additional planning time required to reassess transportation logistics, walking distances, activity timing, and overall flow of the itinerary. Please review and confirm your accommodations carefully before final approval to avoid unnecessary delays or fees.

Minor adjustments (ex. swapping restaurants or changing an activity time) are included. Major changes (ex. switching destinations or trip themes) may require a new planning fee.

No itinerary changes will be accepted within 10 days of the trip start date, except for emergencies. Changes requested within 10 business days of the trip start may incur a $150 rush adjustment fee, subject to availability.

Additionally, the following support limitations associated with the named packages:

Weekend Escape:

Your itinerary includes one round of revisions to ensure it’s just right for you. Please submit any revision requests within 7 days of receiving your initial itinerary. Additional revisions will incur a fee of $100 per round.

Signature Week:

Email support is provided for trip-related questions, such as itinerary clarification or simple adjustments. Response time is typically within 1–2 business days.

Your itinerary includes one round of revisions to ensure it’s just right for you. Please submit any revision requests within 7 days of receiving your initial itinerary. Additional revisions will incur a fee of $100 per round.

Ultimate Escape:

Text support is provided for trip-related questions, such as itinerary clarification or simple adjustments
Text support is available Monday–Friday, 9 AM to 4 PM [Pacific Standard Time], with limited availability on weekends. Messages sent outside of those hours will be answered the next business day. Response time is typically within 3-4 hours, but may take up to 24 hours.

Your itinerary includes two rounds of revisions to ensure it’s just right for you. Please submit any revision requests within 10 days of receiving your initial itinerary. Additional revisions will incur a fee of $100 per round.

5. Assumption of Risk/Waiver

You acknowledge that travel involves inherent risks, which may result in illness, injury, or death. These risks include, but are not limited to:

Motor vehicle collisions
Roadway hazards, slips, and falls
Encounter with wildlife or insects
Criminal or terrorist acts
Government actions
Illness from food, beverages, or water
Exposure to weather conditions including heat, cold, sun, wind, or water
Accidents in remote areas without accessible medical care
Physical exertion, fatigue, and pre-existing health conditions
Use or consumption of alcohol

You understand that this list is not exhaustive, and unanticipated risks may arise during the trip.

By engaging our services, the Traveler voluntarily assumes all risks associated with travel, including the risk of infection, illness, or death, and agrees to release and hold harmless RTR and its representatives from any and all liability, including claims of negligence by third parties.

This assumption of risk and release of liability shall extend to and bind the Traveler’s heirs, legal representatives, and assigns, and shall survive the termination or cancellation of this Agreement.

6. Passports, Visas, and Other Entry Requirements

Travelers are solely responsible for ensuring that they meet all passport, visa, vaccination, and other entry or exit requirements for their chosen destinations and any transit points.

A valid passport is required for international travel.
Many countries require your passport to be valid for at least six (6) months beyond your date of entry.
Some countries may not admit travelers with criminal convictions, even for minor offenses.
Certain destinations may require pre-approved visas, return/onward tickets, proof of sufficient funds, or proof of accommodation.
Minors traveling without both parents may be required to present a notarized letter of consent or other legal documentation to enter or exit a country.

You assume full and complete responsibility for:

Researching and verifying all entry, transit, health, and safety requirements related to your travel
Ensuring compliance with government laws and regulations at all travel destinations
Acquiring any necessary visas, permissions, vaccinations, or medical documentation

RTR is not responsible for denied entry, missed flights, or other travel disruptions resulting from your failure to meet applicable entry requirements.

7. Travel Insurance

WE STRONGLY RECOMMEND TRAVEL INSURANCE.

Travel insurance can provide financial protection for unforeseen circumstances such as trip cancellations, delays, lost luggage, medical emergencies, or other disruptions to your travel plans.

If you choose to purchase travel insurance, you are responsible for understanding the specific terms and coverage of your policy.
Coverage may vary depending on the insurer, including exclusions for pandemics, pre-existing medical conditions, or supplier insolvency.
Policies offered directly by travel suppliers may not offer comprehensive coverage or cover third-party failures.
Research, Travel, Repeat does not sell or underwrite travel insurance and makes no guarantees or representations regarding what will or will not be covered under any specific policy.

You agree to:

Consult the insurance provider directly for a full explanation of benefits and coverage terms.
Hold Research, Travel, Repeat harmless for your decision not to purchase travel insurance.
Release Research, Travel, Repeat from liability for any denial of coverage, delays in claim processing, or decisions made by the insurance carrier.

8. Pre-existing Medical Conditions and Disabilities

It is essential that you notify us prior to the start of our itinerary planning if you have any disability, mobility limitation, dietary restrictions, or pre-existing medical condition that may affect your travel plans or that requires special accommodations (including during the booking process).

This allows us to assist you in determining whether the suggested trip will suit your needs and to recommend appropriate options where possible.
RTR will make reasonable efforts to help accommodate your needs but cannot guarantee the availability or adequacy of disability accommodations.
RTR will not be responsible if ADA-compliant accommodations are not available.
Any special accommodations required are the sole financial responsibility of the traveler requesting them.
Please note that accommodations and infrastructure outside of the United States may not comply with the Americans with Disabilities Act and may lack wheelchair access or other services.

9. Descriptions and Imagery

Photographs, videos, imagery, and descriptions used by RTR are intended to present an example of the types of sights, experiences, and scenery you may encounter in your travel destination. However, circumstances such as weather, seasonal changes, construction/renovation, or environmental conditions may cause certain places or attractions to look or feel different upon your arrival.

RTR cannot guarantee sightings of wild animals or marine life.
RTR is also not responsible for inclement or undesirable weather or the overall appearance or condition of destinations at the time of your visit.

10. Image Release

You grant RTR a worldwide, royalty-free, perpetual license to use, reuse, distribute, display, create derivative works of, and reproduce any images, photos, or videos that you provide to us (whether directly, through a photo-sharing service, or social media), in any format or medium, including but not limited to print, digital, or online platforms.

This license is granted free of charge and without your right to prior inspection or approval.
The images may be used for any lawful purpose, including marketing, advertising, and promotion of our services globally.

11. Data Privacy

We respect your privacy and are committed to protecting your personal data. When you engage our services, we may collect and store information such as:

Name, contact details, travel preferences, passport details (if required), and payment information.

We use this information to:

Personalize your travel plans
Communicate with you
Fulfill your requested services

Your data is stored securely and will never be sold or shared with third parties except as necessary to provide the services you’ve requested.

12. Intellectual Property

All custom itineraries, travel plans, visual materials, and written content created by us remain the intellectual property of RTR.

These materials are provided for the Client’s personal use only and may not be copied, distributed, sold, or used for commercial purposes without prior written consent.
Unauthorized use or reproduction of our designs or itineraries constitutes a violation of our intellectual property rights and may result in legal action.

If you have questions about these Terms and Conditions, please contact us at info@researchtravelrepeat.com.

Last Updated: May 25, 2025