Group Travel Terms
Our Group Travel Terms explain booking policies, payments, cancellations, group size requirements, and responsibilities, ensuring smooth, hassle-free trips.
INTRODUCTION
Effective Date: January 1, 20221
Last Updated: October 16, 2025
Thank you for choosing to travel with us. LuxNomad Travels, LLC, doing business as Ember & Co. (“we,” “us,” “our,” or “Ember & Co”) creates curated group travel experiences, and we’re honored you’re considering joining one of our journeys.
These terms and conditions cover all group travel products and services you purchase through Ember & Co. We know legal documents aren’t the most exciting read, but they contain important information about your travel experience with us.
By booking any group trip with Ember & Co., you’re agreeing to these terms.
HOW THESE TERMS WORK
Travel is unpredictable, and so are we, in the best way possible. As our company grows and evolves, our policies may change too. While we might send you updates about major changes, it’s ultimately your responsibility to check our website for the most current version of these terms.
We reserve the right to update these terms at any time. Your continued use of our services means you accept any changes we make.
BOOKING YOUR TRIP
When you book a group trip with Ember & Co, you’re telling us you’ve read these terms, understand them, and agree to follow them. Your reservation isn’t confirmed until we receive your deposit and completed registration form.
Important: You have 24 hours after booking to complete your registration form. If you don’t submit it within this timeframe, your booking may be subject to cancellation. While we’ll send email and/or text reminders, completing your registration on time is ultimately your responsibility.
Important: Our group trips are designed for travelers 21 years and older unless specifically noted otherwise.
For our personalized Bespoke Travel services, different terms apply, and we’ll share those separately here when relevant.
PAYMENT
What We Accept:
We accept Visa, Mastercard, American Express, and Discover from anywhere in the world. Your card should be in your name, and all transactions are processed in US Dollars. If you’re paying with an international card, your bank will handle the 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
Trip Costs:
All rates are per person, based on double occupancy unless you’ve chosen a single room. The price you see at booking is what you’ll pay, though we reserve the right to pass along unexpected increases in fuel surcharges, government taxes, or supplier fees. If this happens, we’ll let you know before your final payment is due.
Your rate is locked in once we receive your initial payment. Until then, prices may change.
What’s Not Included:
Group trip prices do not include flights; you’ll book those separately. Rates also don’t cover visas, travel insurance, gratuities for local guides, or personal expenses. Each trip page will specify what’s included and what’s not.
PAYMENT PLANS
Every destination is different, so each trip offers its own payment schedule. Can’t pay the full amount upfront? We offer monthly payment plans to make your dream trip more manageable. Just pay your deposit to secure your spot, and monthly payments begin the following month.
Payment plans aren’t available within 60 days of departure; you’ll need to pay in full at that point.
Missed Payment Policy
Standard Payment Plans (Early Enrollment): For guests who enroll more than 4 months before departure:
- We allow one missed monthly payment.
- The missed payment must be made up in the following month by completing two payments to bring the account current.
- If two consecutive monthly payments are missed (after a 5-day grace period), the reservation will be automatically canceled, and the booking will be subject to our standard refund and cancellation policy.
Late Enrollment & Short-Term Trips: For guests who enroll within 120 days of departure:
- All payment schedules are accelerated.
- All balances must be paid in full no later than 45 days before departure, regardless of enrollment date.
- Because of the shortened timeline, missed payments cannot be rolled forward.
- A missed payment that is not resolved within 5 days of the due date may result in immediate cancellation of the reservation, in accordance with our cancellation policy.
Reinstatement Opportunity: If your trip has been canceled due to missed payments, you have one opportunity to reinstate your booking (if available). You must bring your account fully current instantly, and agree that all future payments will be made on time without exception. Please note that reinstated bookings are not eligible for grace periods or payment flexibility.
Final Payment:
All trip balances must be paid 45 days before departure. Any late payments are subject to a $75 fee.
REFUNDS & CANCELLATIONS
Life happens, and sometimes plans change. All cancellation requests must be submitted in writing via email to info@embercurated.com and acknowledged by Ember & Co in writing. To avoid any miscommunication, your reservation will not be considered canceled until we receive and confirm receipt of your email request.
Important: Once we acknowledge your cancellation request in writing, your booking will be officially canceled and subject to our refund policy. If you change your mind after we’ve processed your cancellation and wish to reinstate your booking, a reinstatement fee may apply, subject to trip availability. We cannot guarantee your spot will still be available once a cancellation has been processed.
Here’s how our cancellation policy works:
Number of Days Prior to Trip
Days 2 – 90 after booking
Day 91+ after booking
Within 200 Days of Departure
Trip Cancellation Fee
50% Refundable
100% Non-Refundable
100% Non-Refundable
Special Promotions:
If you booked during a $99 deposit or half-off deposit promotion, all payments made toward your trip are final—no refunds or transfers at any time. The standard refund policy timelines (200+ days, 0-199 days) do not apply to promotional bookings. This allows us to secure your experience with our vendors at a discounted rate. If you booked during a $99 deposit or half-off deposit promotion, all payments made toward your trip are final—no refunds or transfers at any time. The standard refund policy timelines (200+ days, 0-199 days) do not apply to promotional bookings. This allows us to secure your experience with our vendors at a discounted rate. Exception: If you paid for your trip in full within one month of booking during a promotional period, you will be eligible for our standard refund policy (200+ days: 50% refundable, 0-199 days: non-refundable).
Processing Fee:
All refunds are subject to a 3% processing fee.
Trip Transfers:
All trip transfers are subject to the conditions below, require written approval from Ember & Co., and include a non-refundable $75 administrative transfer fee.
Eligibility Requirements (apply to all transfers):
- Your original trip must be 200+ days from departure
- The new trip must be more than 3 months from departure
- The new trip must have confirmed availability
- One (1) transfer per person per calendar year
Person-to-Person Transfer
If you are unable to travel, you may transfer your reservation to another person. The new traveler must meet all trip requirements, including age and documentation, and must complete our registration process. Your deposit will transfer to the new traveler. If the trip includes flights or services already booked in your name, you or the new traveler will be responsible for any non-refundable costs, name change fees, or rebooking fees required by the airline or supplier.
Trip-to-Trip Transfer
You may request to transfer from one Ember & Co trip to another within one (1) calendar year, provided all eligibility requirements above are met. Your original deposit is non-refundable and does not transfer to the new trip. Any difference in trip pricing will be charged or credited accordingly.
No-Shows & Early Departures: No refunds will be issued for failure to appear at departure, early departure from the trip, or inability to travel due to insufficient or improper documentation (including but not limited to passport, visa, or vaccination requirements).
When We Cancel: In the event that we must cancel your trip, we will provide at least 60 days’ advance notice and issue a full refund minus processing fees. This is why we recommend waiting for our confirmation before booking your flights independently. If circumstances beyond our control require us to cancel or modify your travel dates and you are unable to travel on the revised dates, we will provide a credit toward an alternative trip of your choice.
Our Recommendation: We strongly recommend purchasing “cancel for any reason” travel insurance at the time of booking to protect your travel investment. We’ve partnered with Faye Travel Insurance to offer comprehensive coverage options specifically designed for our travelers. For detailed information about travel insurance benefits and coverage options, please visit our Travel Insurance Page.
SOLO TRAVELERS & ROOMMATE MATCHING
Traveling solo? We’ve got you covered. If you choose double occupancy, we’ll pair you with another traveler based on your preferences. Rooms are single-gender unless you specify otherwise.
You’ll be matched with a roommate once you’ve paid more than 50% of your trip balance. If we can’t find you a roommate 60 to 90 days before departure, you’ll need to pay the single occupancy supplement. We’ll work out a payment plan for this, which is due within 30 days of departure.
Male Travelers:
We welcome everyone on our trips, though our groups typically have more female travelers. Solo male guests are required to book single occupancy to ensure everyone’s comfort. If you’re traveling with a friend and want to room together, double occupancy is absolutely fine, just let us know when you register.
TRAVEL PROTECTION
We strongly recommend travel insurance, though it’s not required. Travel involves inherent risks and unexpected situations that are beyond anyone’s control. Airlines, hotels, and other suppliers charge fees for cancellations regardless of the reason—weather, illness, job loss, family emergencies, natural disasters, or global events. Without insurance, you’re responsible for these costs, which can be substantial.
Travel insurance can also provide coverage for medical emergencies abroad, trip interruption, lost luggage, and evacuation expenses. Given the investment you’re making in your travel experience, insurance offers valuable protection and peace of mind.
You have been recommended by Ember & Co to obtain travel insurance for your trip. We’ve partnered with Faye Travel Insurance to offer comprehensive coverage options specifically designed for travelers like you.
For complete details about coverage options, benefits, and pricing, please visit our dedicated travel insurance page at Travel Insurance. Protect your investment and travel with confidence.
HEALTH INFORMATION & MEDICAL DISCLOSURE
Being Prepared: You are responsible for selecting a trip that is appropriate for your physical abilities, interests, and limitations. You must thoroughly review the trip itinerary and prepare accordingly. It is your obligation to ensure you are physically and mentally capable of participating in all planned activities.
Documentation: You are solely responsible for obtaining and maintaining all required travel documents, including but not limited to: a valid passport (must be valid 6 months beyond your return date), visas, vaccination certificates, and any other permits required by destination countries. Ember & Co is not responsible for any costs, delays, or issues arising from missing, incorrect, or insufficient documentation.
Punctuality: All travelers are expected to adhere to scheduled departure times and activity timelines. Failure to appear at designated times may result in missed activities or transportation. You will be responsible for any additional costs incurred to rejoin the group, and no refunds will be provided for missed portions of the trip.
Health Information & Medical Disclosure: You must complete all medical questionnaires accurately and disclose any health conditions, medications, or physical limitations that may affect your ability to participate safely in trip activities. This includes any conditions that may develop between booking and departure.
Important: If you disclose any medical condition or physical limitation after booking, Ember & Co reserves the right to request additional documentation, including but not limited to physician clearance letters and specialized liability waivers, before confirming your continued participation. Our trips could involve physically demanding activities, extended travel days, uneven terrain, stairs, and locations that may not have accessible accommodations or medical facilities readily available.
Please note that Ember & Co is not currently equipped to provide specialized assistance or accommodations for travelers requiring wheelchair accessibility, mobility support, continuous medical supervision, or other specialized care needs. Our group travel experiences are designed for independent travelers who can participate fully in all planned activities without additional assistance.
We reserve the right to remove any traveler from a trip if we determine their health condition poses a risk to themselves, other travelers, or trip operations. No refunds will be issued in such circumstances. All medical clearance requirements must be satisfied at least 60 days prior to departure.
CONDUCT & BEHAVIOR
You are required to comply with all applicable local laws and regulations, as well as all safety guidelines provided by Ember & Co and our partners. We reserve the right to remove any traveler from the trip, without refund or compensation, for any of the following reasons: illegal activity, disrespectful or disruptive behavior toward fellow travelers or staff, inability to meet the physical demands of the trip, or any conduct that we determine may compromise the safety or enjoyment of other participants.
You are expected to treat fellow travelers, local guides, staff, and the destinations we visit with respect and consideration. Our group experiences are designed to foster positive connections and memorable experiences for all participants. Behavior that detracts from this goal will not be tolerated.
No refunds, credits, or compensation will be provided if you are removed from a trip due to misconduct or behavioral issues.
PHOTOS & VIDEOS
We love capturing the magic of our trips and sharing those moments after we return. By joining our group, you’re giving us permission to use photos and videos of you for marketing purposes. We won’t use your full name in our marketing materials without your separate written consent.
WHAT WE'RE NOT RESPONSIBLE FOR
Travel involves inherent risks, and we want you to understand them upfront. We’re not liable for issues caused by:
- Weather, natural disasters, or acts of God
- Government actions, political unrest, or terrorism
- Strikes or labor disputes
- Flight delays, cancellations, or mechanical issues
- Hotel overbooking or facility problems
- Illness, injury, or accidents during activities
- Third-party supplier problems
- Your failure to obtain proper documentation
- Criminal acts by others
- Exposure to illness, including COVID-19
Adventure Activities:
Our trips may include activities like hiking, water sports, cultural tours, and other adventures. These activities carry inherent risks. By participating, you acknowledge these risks and agree that you’re joining at your own discretion.
Medical Care:
Healthcare standards vary worldwide and may not match what you’re used to at home. Emergency evacuation can be difficult, expensive, and time-consuming. We’ve partnered with Faye Travel Insurance to offer comprehensive coverage options specifically designed for travelers like you.
THIRD-PARTY SUPPLIERS
We work with carefully selected hotels, restaurants, activity providers, and other suppliers. While we choose our partners thoughtfully, we cannot control their actions, services, or operations.
By booking with Ember & Co, you acknowledge and agree that we are not liable for any acts, omissions, negligence, or service failures of third-party suppliers. You release Ember & Co from any claims, damages, injuries, or losses arising from services provided by hotels, restaurants, transportation companies, activity operators, or any other independent contractors we may utilize during your trip.
All third-party services are subject to the terms and conditions of those individual suppliers, and any issues with their services must be addressed directly with them.
FLEXIBILITY & CHANGES
Every itinerary is crafted with care, but travel requires flexibility. Weather, local conditions, and other factors may require changes to activities, accommodations, or timing. We’ll always do our best to maintain the spirit and quality of your experience while adapting to circumstances beyond our control.
DISPUTE RESOLUTION
We encourage open communication and will make every effort to resolve any concerns through direct dialogue. However, if formal dispute resolution becomes necessary, you agree that any claims, disputes, or controversies arising from or relating to these terms, your trip, or our services shall be resolved exclusively through binding arbitration conducted in the state of Indiana in accordance with the rules of the American Arbitration Association.
By agreeing to these terms, you are waiving your right to a jury trial and your right to participate in class action litigation. All disputes must be pursued on an individual basis only. The arbitrator’s decision will be final and binding, and judgment may be entered in any court of competent jurisdiction.
FINAL NOTES
These terms represent the complete agreement between you and Ember & Co for group 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
Safe travels, and thank you for choosing Ember & Co for your next adventure.