Pink Rhino Travel Group LLC – Booking Terms & Conditions
Last Updated: [Insert Date]
These Booking Terms & Conditions (“Terms”) apply to all travel bookings made with Pink Rhino Travel Group LLC (“we,” “us,” “our”) on or after [Insert Date]. By booking a trip with us, you agree to these Terms, along with any specific Trip Information and Special Conditions that apply to your booking.
We strongly recommend that you review all Important Trip Information before booking to ensure you understand the itinerary, style, and requirements of your trip.
1. Our Contract & Validity
All bookings are made with Pink Rhino Travel Group LLC. By booking a trip with us, you agree to be bound by:
- These Booking Terms & Conditions
- Trip Information specific to your booking
- Any Special Conditions that may apply
Your booking is considered accepted only when we issue a confirmation email or invoice. Our trips and itineraries are valid until December 31, 2027. Any itineraries beyond this date are indicative only and subject to change.
2. Booking on Behalf of Others
If you book a trip on behalf of others, you represent that you have the authority to accept these Terms for all participants. You are responsible for:
- Securing all required consents
- Ensuring all payments are made
- Providing accurate information for all travelers
- Communicating all trip details to the participants
Pink Rhino Travel Group LLC is not responsible for any errors or omissions in the information provided by you on behalf of other travelers.
3. Deposit Requirement
A non-refundable deposit is required for all trips:
- Group Tours & Retreats: [Insert Deposit Amount] per person
- Private & Custom Trips: 50% of the total trip cost
If your booking is made after the final payment deadline, the full trip cost is due at the time of booking. Special deposit requirements may apply to specific trips.
4. Final Payments & Acceptance of Booking
Your booking is only confirmed once we issue written acceptance. The balance of your trip price is due 90 days before departure, unless otherwise stated. If full payment is not received by the deadline, your booking may be canceled, and cancellation fees will apply as per Clause 7.
5. Pricing & Surcharges
Trip prices are subject to variable and seasonal pricing based on demand, availability, and market conditions. We reserve the right to impose surcharges up to 21 days before departure for factors including but not limited to:
- Currency fluctuations
- Increased transportation or supplier costs
- Government-imposed taxes and fees
If a surcharge results in an increase of more than 10% of the total trip price, you may cancel within 14 days of notification for a full refund. Discounts or price reductions applied after your booking will not apply retroactively.
A late booking fee of up to $250 may apply for reservations made within 30 days of departure.
6. Traveler Information
To confirm your booking, we require:
- Full legal name (as per passport)
- Date of birth & nationality
- Passport details (for international trips)
- Travel insurance information
- Emergency contact details
- Any dietary restrictions, medical conditions, or accessibility needs
For physically demanding trips or travelers over 70 years old, a medical self-assessment may be required.
Failure to provide required details before the final payment deadline may result in cancellation without refund.
7. Cancellation by You
If you cancel your booking, the following terms apply:
- 90+ days before departure: Deposit held as credit (minus unrecoverable costs and $250 processing fee per traveler). Any payments beyond the deposit will be refunded.
- 89 to 60 days before departure: 50% of total trip price retained as a cancellation fee; 50% credited for future travel.
- 59 to 30 days before departure: 75% of total trip price retained as a cancellation fee; 25% credited for future travel.
- Less than 30 days before departure: No refund or credit.
Credits do not expire and can be used on any available trip but cannot be transferred or redeemed for cash. Flights, accommodations, and third-party services are subject to their own cancellation policies.
8. Cancellation by Us
Trips are confirmed once they meet the required minimum group size. If we cancel a trip:
- You may transfer your payment to another departure or receive a full refund (minus unrecoverable costs).
- If cancellation is due to a Force Majeure Event (natural disasters, pandemics, political unrest, etc.), we will issue either:
- A 100% trip credit (minus unrecoverable costs)
- A refund minus unrecoverable costs
Pink Rhino Travel is not responsible for incidental expenses, including visa fees, non-refundable flights, vaccinations, or insurance excess costs.
9. Changes & Amendments
- Before the final payment deadline: Deposits can be transferred to another trip (minus a $250 processing fee).
- After the final payment deadline: Cancellation fees apply (per Clause 7).
10. Conduct & Behavior
We have a zero-tolerance policy for:
- Harassment, discrimination, or abusive behavior
- Racism, homophobia, transphobia, or physical/verbal aggression
- Illegal drug use
Travelers violating these policies will be removed from the trip without refund.
11. Travel Insurance
All travelers must have travel insurance covering:
- Emergency medical expenses ($50,000 minimum)
- Medical evacuation ($200,000 minimum)
- COVID-19, cancellation, and baggage loss (recommended)
You must provide proof of coverage before departure.
12. Governing Law & Disputes
These Terms are governed by the laws of California, USA. Any disputes must be resolved in Los Angeles County, California.
13. Marketing & Media Release
By participating in our trips, you grant Pink Rhino Travel permission to use photos/videos of you for marketing. If you do not consent, notify us in writing before the trip.
By booking a trip with Pink Rhino Travel Group LLC, you acknowledge that you have read, understood, and agree to abide by these Booking Terms & Conditions.
