Bespoke Travel Terms
Our Bespoke Travel Terms explain booking policies, payments, cancellations, group size requirements, and responsibilities, ensuring smooth, hassle-free trips.
INTRODUCTION
Effective Date: February 12, 2025
Last Updated: September 7, 2025
Welcome to Ember & Co’s personalized travel experience. LuxNomad Travels, LLC, doing business as Ember & Co (“we,” “us,” “our,” or “Ember & Co”) creates fully customized travel journeys tailored specifically for you, your group, team, or organization.
These terms and conditions govern all Bespoke Travel services, which include personalized itinerary creation, comprehensive trip planning, and full-service travel management, including flight bookings through our IATA certification.
By engaging our Bespoke Travel services, you’re agreeing to these terms.
BESPOKE TRAVEL PROCESS
Consultation & Planning:
Our Bespoke service begins with understanding your vision, preferences, and travel goals. We then craft a personalized itinerary and provide a detailed cost estimate based on your specifications.
Draft Approval:
Once we present your draft itinerary and estimate, you have the opportunity to review and request modifications. Your approval of the draft itinerary and cost estimate moves us to the booking phase.
Final Booking:
After approval, we begin securing accommodations, activities, flights, and other travel components. Pricing is locked at this stage, though minor adjustments may occur due to supplier availability or rate changes.
PAYMENT STRUCTURE
Curation Fees:
- 1-5 travelers: $175 non-refundable curation fee
- 6-19 travelers: $300 non-refundable curation fee
- 20+ travelers/Corporate/Teams: $500 non-refundable curation fee
Note: Corporate groups and teams of 20+ may have customized payment terms communicated separately based on trip scope and requirements.
The curation fee covers initial research, planning, and itinerary development. This fee will be applied toward your final trip balance once booking is confirmed.
Deposits:
Once you approve your draft itinerary and estimate, a 25% deposit of the total trip cost is required within 7 days to secure all bookings. This deposit is non-refundable and ensures we can confirm accommodations, activities, flights, and other essential trip components.
Important: After the 7-day deposit deadline, pricing is subject to change based on supplier availability and rate fluctuations.
Payment Plans:
The remaining balance after your deposit can be paid in full or through monthly installments beginning 30 days after your deposit. All payments operate on 30-day rolling periods, with the final balance due 60 days before departure.
Payment Methods:
We accept Visa, Mastercard, American Express, and Discover from anywhere in the world. All transactions are processed in US Dollars. International customers’ banks will handle currency conversion.
Payment Authorization & Responsibilities:
By agreeing to these terms and conditions, you confirm that:
- Your card should be in your name, or you are authorized to use the Debit/Credit card for payment
- You will not initiate chargebacks, disputes, or reverse any payments
- You understand that violation of these payment terms may result in account termination
Late Payment Policy:
If payments are not received within 30 days of the due date, the following applies:
Single Payment Coordinator: If one person is handling payment for the entire group and fails to make payment within 30 days, the entire group trip will be canceled.
Individual Payment Responsibility: If each traveler is responsible for their own payments, and an individual fails to make payment within 30 days, that person will be removed from the trip without affecting the remaining group’s arrangements.
WHAT'S INCLUDED
Comprehensive Service:
Our Bespoke Travel service can include complete trip management: accommodations, activities, ground transportation, meals (as specified), and flight bookings. All components are integrated into your total trip cost.
Personalized Support:
You’ll receive dedicated support throughout the planning process and 24/7 assistance during your trip for any travel-related needs.
REFUND & CANCELLATION POLICY
Curation Fee:
The curation fee is non-refundable in all circumstances, as it covers the time and resources invested in creating your personalized itinerary. This fee will be applied to your final trip balance once booking is confirmed.
Trip Cancellations:
All payments made toward your Bespoke travel experience are non-refundable once the initial booking process (24 hours after deposit) begins. Unlike our group travel offerings, Bespoke trips require immediate commitment to secure personalized arrangements with our suppliers and partners.
Please note that Bespoke bookings include:
- All payments are non-refundable
- Bookings cannot be transferred to another person or trip
- Travel dates cannot be modified once confirmed
We understand that unexpected situations arise, which is why we encourage protecting your investment with appropriate travel coverage. Any exceptional requests will be reviewed individually, though modifications cannot be guaranteed.
No-Shows & Documentation Issues:
No refunds will be issued for failure to travel due to missing documentation, no-shows, or early departure from the trip.
Travel Insurance:
We strongly recommend purchasing “cancel for any reason” travel insurance to protect your investment. We’ve partnered with Faye Travel Insurance to offer comprehensive coverage options. Visit our travel insurance page for complete details.
When We Cancel:
If we must cancel your trip, we’ll provide at least 60 days’ notice and issue a full refund minus processing fees. This is why we recommend waiting for our confirmation before making any additional travel arrangements.
ITINERARY CHANGES & PRICING
Post-Approval Changes:
Once you approve your draft itinerary, we begin finalizing bookings. Final costs may vary based on real-time availability and vendor rates. We’ll inform you of any changes and secure your approval before proceeding with updated costs.
During Travel:
While we craft each itinerary carefully, travel requires flexibility. Local conditions, weather, or other factors may necessitate adjustments. We’ll always maintain the quality and spirit of your experience while adapting to circumstances beyond our control.
SHARED POLICIES
The following policies from our Group Travel Terms & Conditions apply to Bespoke Travel:
- Conduct & Behavior (Section 9)
- Health Information & Medical Disclosure (Section 8)
- Travel Documentation Requirements (Section 8)
- Third-Party Supplier Liability (Section 12)
- Dispute Resolution & Arbitration (Section 14)
- Photography & Video Usage (Section 10)
Please reference our complete Group Travel Terms & Conditions document for full details on these shared policies.
SPECIAL CONSIDERATIONS FOR BESPOKE TRAVEL
Group Size & Pricing:
Larger groups may affect overall pricing and available options. Corporate and team bookings of 21+ travelers may have customized terms communicated separately.
Special Requests:
Dietary restrictions, accessibility needs, or other special requirements must be submitted during the planning phase to ensure proper accommodation.
Accessibility & Medical Needs: We can design Bespoke trips specifically tailored around accessibility requirements, mobility needs, or medical considerations when these are the foundation of your travel planning. However, please note that Ember & Co does not provide personal care assistance, medical supervision, or hands-on support services during your trip. Our role is creating the customized itinerary and coordinating with suppliers – you’re responsible for managing your personal needs during travel.
If you have accessibility or medical requirements for a standard itinerary, we’ll work to accommodate where possible, but we cannot guarantee all activities or locations will be suitable for your specific needs.
Medical Disclosure:
If you disclose any medical condition or physical limitation during the planning process, we reserve the right to request physician clearance letters and specialized liability waivers before confirming your trip. All medical clearance requirements must be satisfied at least 60 days prior to departure.
CORPORATE & TEAM TRAVEL
For corporate clients, team retreats, and groups of 21 or more, customized payment terms and additional considerations may apply. These will be communicated separately based on your specific requirements and trip scope.
FINAL CONFIRMATION
Your Bespoke trip is confirmed once we receive your deposit and begin booking. Without final payment 60 days prior to departure, reservations may be canceled, and you’ll be subject to our standard refund policy.
These terms represent the complete agreement between you and Ember & Co for bespoke travel services. They replace any previous agreements and can only be modified in writing.
If any part of these terms is found to be unenforceable, the rest remain in full effect.
Questions? We’re here to help. Contact us at info@embercurated.com
Thank you for choosing Ember & Co to craft your perfect travel experience. We’re honored to be part of your journey.