Last updated: September 6, 2025 — 6:00 PM Central Time (U.S.)
Traveler Agreement
(Terms and Conditions)
Solace Travel Group LLC
Important Notice to Travelers
These Terms and Conditions (the “Traveler Agreement”) govern your booking and participation in any tour package arranged by Solace Travel Group LLC, a limited liability company organized under the laws of the State of Texas.
By checking the box or otherwise indicating acceptance during the booking process, you represent and warrant that:
You are at least 18 years of age and have full legal authority to enter into this agreement on your own behalf and, if applicable, on behalf of all other individuals included in your booking (collectively, the “Participants”).
All Participants are 18 years of age or older.
You have read, understood, and agree to be bound by all terms of this Traveler Agreement.
You have informed all Participants of these terms, and each Participant has accepted and agreed to comply with them.
This Traveler Agreement becomes effective and legally binding at the time of booking, regardless of how payment is made or who completes the payment on behalf of the Participants.
1. Booking, Payment, and Cancellation Policy
Tour packages offered by Solace Travel Group LLC, a Texas limited liability company, generally include double-occupancy hotel accommodations unless otherwise specified. Solo travelers are welcome; please contact us directly to inquire about single-occupancy options and our inclusivity policy.
A) Payment Terms
Full payment is due at the time of booking. Reservations are not confirmed until full payment has been received and processed. All payments must be made in U.S. Dollars and may be submitted via ACH transfer or major credit cards, including Visa, MasterCard, Discover, and American Express. Due to limited group size and high demand, early booking is strongly encouraged. Solace Travel Group LLC reserves the right to decline any booking at its sole discretion, consistent with applicable law.
B) Cancellation and Refund Policy
To cancel your reservation, you must send written notice to info@solacetravelgroup.com. Refund eligibility depends on the date we receive your cancellation request.
48-Hour Grace Period (Applies to All Bookings)
You have 48 hours from the time your booking is confirmed to cancel and receive a full refund. This applies to all bookings, regardless of when your trip starts.
Refund Schedule After Grace Period
If you cancel after the 48-hour grace period, refunds will be provided based on how far in advance you cancel, as outlined below:
120+ days before trip: 100% refund (minus any non-recoverable credit card processing fees)
90–119 days before trip: 75% refund
60–89 days before trip: 50% refund
30–59 days before trip: 25% refund
Less than 30 days before trip: No refund
Cancellations made fewer than 30 days prior to the trip start date are non-refundable regardless of the reason. There are no exceptions to this policy, including but not limited to cancellations due to illness, injury, family emergencies, natural disasters, civil unrest, pandemics, government travel advisories, flight cancellations, or delays. Solace Travel Group LLC strongly encourages all participants to obtain comprehensive travel insurance, including trip cancellation, medical coverage, and emergency evacuation protection.
C) No Refunds for Unused Services
No refunds or credits will be provided for any unused portion of the tour once the trip begins. This includes, but is not limited to, voluntary early departures, late arrival to the destination, removal from the tour due to misconduct or violation of terms, or any other reason.
D) Promotional Pricing and Discounts
Solace Travel Group LLC may occasionally offer discounts or promotional pricing. Such promotions are not retroactive, and the price paid at the time of booking is final. Solace Travel Group LLC does not offer price matching. You may wish to consult your credit card provider for any applicable price protection benefits.
E) Cancellations by Solace Travel Group LLC
In the unlikely event Solace Travel Group LLC cancels a tour, all amounts paid by you for that tour will be refunded in full. This refund shall constitute the full extent of our liability. We are not responsible for any additional expenses incurred by Participants, such as airfare, hotel accommodations, visa fees, or other travel costs. Participants are responsible for confirming that a tour has met its minimum participant threshold before purchasing non-refundable airline tickets or making other travel arrangements.
F) Itinerary Adjustments
Solace Travel Group LLC reserves the right to adjust the itinerary as necessary due to weather, transportation delays, operational conditions, or other factors outside our control. We are not responsible for additional costs resulting from such changes.
G) Health and Travel Documentation
It is the Participant’s responsibility to ensure that their passport is valid for at least 60 days beyond the tour end date. Participants are encouraged to consult with their physician about recommended vaccinations and other health precautions for international travel.
H) Pricing, Inclusions, and Exclusions
All trip prices are listed in U.S. Dollars and are based on double occupancy accommodations unless otherwise noted. Solo travelers are welcome; please contact Solace Travel Group LLC to inquire about our inclusivity policy and single occupancy options. Your trip price includes only those services and amenities explicitly listed in the trip itinerary. These typically include lodging accommodations, guided activities and excursions, specified meals, entrance or admission fees as stated, and ground transportation within the tour itinerary. Your trip price does not include airfare or other transportation to and from the designated trip start and end points; meals and beverages not specifically mentioned in the itinerary; personal expenses during leisure time; passport or visa fees; gratuities for guides, drivers, hotel staff, or others; airport arrival or departure fees, international taxes, or country-specific entry/exit fees; travel insurance, medical insurance, or emergency evacuation services; or any item or service not expressly listed as included in the trip itinerary.
I) Pricing Adjustments and Foreign Transaction Fees
The final value of your booking may be subject to additional charges or adjustments, including taxes, duties, or surcharges imposed by local or international authorities; foreign transaction fees, currency exchange fees, or conversion rate discrepancies applied by your credit or debit card provider. Solace Travel Group LLC charges in U.S. Dollars. Your card issuer may convert the transaction into your local currency and apply additional fees. These costs are not controlled or reimbursed by Solace Travel Group LLC. If you have questions regarding currency conversion, exchange rates, or international processing fees, please contact your bank or card issuer directly.
J) Credit Card Authorization for Post-Booking Charges
By providing your credit card information and completing your booking with Solace Travel Group LLC, you expressly authorize us to charge your credit card for any applicable fees incurred after booking, including cancellation fees, additional payments required due to booking changes, or fees for optional services or upgrades requested after booking. Such charges may be processed without additional consent when due. It is your responsibility to ensure your credit card information is valid and has sufficient credit or funds to cover these charges. If your card is declined or payment is not received for post-booking charges, Solace Travel Group LLC reserves the right to cancel your reservation in accordance with this agreement.
K) Pre-Departure Documentation
You must carefully review all trip-related documents sent to you by email, including the Information Packet, as soon as you receive them. Notify Solace Travel Group LLC promptly of any errors or inaccuracies within thirty (30) days of receipt. Failure to notify us of inaccuracies within this timeframe releases Solace Travel Group LLC from related liability. You must provide accurate travel information, including dietary restrictions, medical conditions, arrival and departure dates and times, and promptly update Solace Travel Group LLC regarding any changes.
L) Trip Start Date
You are responsible for being prepared to begin the trip at the time and place specified in the itinerary. Solace Travel Group LLC is not liable for any losses, expenses, or inconveniences arising from missed or cancelled flights, altered flight schedules, late arrivals, or early departures.
M) Trip Safety and Trip Etiquette
All Participants must comply with applicable local laws and regulations, respect local customs and cultures, honestly assess their physical abilities, respect the privacy of other Participants, and follow the instructions of any assigned guides, trip leaders, or representatives of Solace Travel Group LLC. Decisions made by Solace Travel Group LLC, local guides, or local service providers regarding Participant safety or group well-being are final. At their sole discretion, Solace Travel Group LLC or local representatives may remove any Participant who is deemed incapable of safely participating in tour activities or judged to detract from the enjoyment or safety of other Participants.
N) Traveler Code
By booking a tour with Solace Travel Group LLC, you agree that you have selected a trip appropriate for your physical fitness, abilities, and health status; do not have any physical or medical conditions that would pose a hazard to yourself or others during the tour; possess a valid passport and all necessary visas, permits, certificates, and vaccinations required for international travel; will communicate any special requests including dietary restrictions, medical requirements, and accommodation preferences at least thirty (30) days prior to departure, understanding that reasonable efforts will be made to accommodate but no guarantees are made; will respect laws, customs, cultures, and the rights and privacy of fellow Participants; acknowledge that Solace reserves the right to refuse or withdraw service to any Participant whose health or behavior may negatively impact themselves or others, including removal from the tour if necessary for group welfare; and understand that access to medical facilities and emergency evacuation services may be limited or delayed during the tour.
O) Your Liability
You agree to defend, indemnify, and hold harmless Solace Travel Group LLC, including its owners, members, officers, directors, employees, agents, guides, trip leaders, contractors, successors, and assigns, from any and all claims, demands, causes of action, suits, losses, damages, fines, penalties, fees, expenses, costs, and liabilities, including reasonable attorneys’ and accountants’ fees, arising out of or related to your breach of this agreement, violation of laws, infringement of third-party rights, use of Solace’s services or website, or your negligence or willful misconduct.
P) Image Release
You agree that Solace Travel Group LLC, along with its contractors, suppliers, and representatives, may use, reproduce, and publish any photographs, images, or videos taken of you individually or in a group during the tour in any medium, including print, electronic, or internet, without compensation or prior approval. If you do not wish your images to be used, you must notify Solace Travel Group LLC or your trip leader in writing at the beginning of the tour.
Q) Complaint Procedure
If you have any complaint or concern during your trip, you must promptly notify Solace Travel Group LLC or your trip leader or host so that we may attempt to resolve the issue and help ensure your continued enjoyment of the trip. Notification does not constitute admission of liability by Solace Travel Group LLC. Failure to raise concerns during the trip may limit or waive your ability to seek remedy after the trip. Attempts to resolve issues independently without notifying us assume full responsibility for any additional costs and waive any claim to compensation.
2. Relationship with Tour Operators
Solace Travel Group LLC (“Solace”) acts solely as an intermediary between you and third-party tour operators who provide the actual tour services. Solace does not operate, control, or supervise the tour operators and does not assume responsibility for the acts or omissions of these third parties. The tour operators are independent contractors, and their employees, agents, or representatives are not agents or employees of Solace. Your contract for the tour services is directly with Solace, but the fulfillment of the services is performed by the designated tour operator.
3. Limitation of Liability
A) Limitation of Remedies
Your sole and exclusive remedy for any failure, default, or breach by Solace Travel Group LLC (“Solace”) under this Traveler Contract shall be a refund of the amount you have paid for the tour. To the fullest extent permitted by applicable law, Solace shall not be liable for any special, consequential, indirect, incidental, punitive, or other damages, including but not limited to lost profits, loss of use, or loss of opportunity, whether arising under contract, tort (including negligence), statute, equity, or otherwise—even if Solace has been advised of the possibility of such damages. To the extent permitted by law, you expressly waive any right to recover such damages.
B) Scope of Defenses and Limitations
For purposes of the defenses, limitations of liability, and rights set forth herein, “Solace” shall include any vehicle or mode of transportation used in connection with your tour, whether owned or operated by Solace, its affiliates, or subcontractors, as well as their respective officers, crew, drivers, agents, guides, hotel staff, trip leaders, and employees.
C) Force Majeure and Other Uncontrollable Events
Solace shall not be responsible for any injury, loss, damage, death, delay, disappointment, or inconvenience arising from or relating to the provision or failure to provide any goods or services caused by, including but not limited to: natural disasters or acts of God; force majeure events; acts of war, terrorism, insurrection, civil unrest, or revolt; strikes, labor disputes, or other industrial actions; criminal acts of any kind; mechanical failures of airplanes, vehicles, or other means of transportation; failure of transportation to arrive, depart, or operate on schedule; or any other event beyond Solace’s direct control. Solace reserves the right to cancel, reschedule, or modify tours in such events.
D) Loss or Damage to Personal Property
Solace shall not be liable for loss, theft, or damage to baggage or personal property. You are strongly advised to keep valuables, irreplaceable items, medications, and essential personal effects in your possession at all times and not to pack such items in checked or handled baggage. Solace is not responsible for any loss, theft, or damage to valuables left unattended in hotel rooms, on buses or other transportation, or at any other location during the trip. For purposes of this section, valuables include but are not limited to cash, jewelry, cameras, laptops, tablets, cellular phones, medical devices, eyewear, and medications. You are encouraged to carry appropriate insurance to cover such losses.
E) Medical and Personal Services
All health, medical, wellness, or personal services provided in connection with your trip—including but not limited to massages, spa treatments, or alternative therapies—are offered solely for your convenience and benefit. You accept and use any medications, treatments, or services at your own risk and expense. Solace assumes no liability or responsibility for any such services. Medical and wellness personnel, including doctors, nurses, therapists, and practitioners, operate independently and are not agents or employees of Solace. Solace makes no guarantees regarding the availability, quality, or outcomes of any medical, wellness, or personal services.
F) Emotional Distress and Psychological Injury
Solace shall not be liable under any circumstances for damages related to emotional distress, mental suffering, or psychological injury.
G) Statutory and International Limitations
In addition to all other limitations and exemptions set forth in this Traveler Contract, Solace shall benefit from all applicable laws and statutes of the United States and any other relevant jurisdictions that provide for limitation or exoneration from liability. This includes, but is not limited to, the protections afforded under Title 46 of the United States Code, Sections 30501 through 30509, and Section 30511. Nothing in this Traveler Contract shall be construed to limit or waive Solace’s rights to invoke applicable statutory or international conventions that provide for release from or limitation of liability.
H) Severability and Headings
If any provision of this Traveler Contract is held to be invalid, illegal, or unenforceable under any applicable law, that provision shall be deemed modified to the minimum extent necessary to make it valid and enforceable, or if that is not possible, it shall be severed from this agreement. The remainder of this Traveler Contract shall remain in full force and effect and shall not be affected or invalidated by such severance. Headings and titles contained in this Traveler Contract are for convenience only and shall not affect the interpretation or construction of any provisions.
I) Successors and Assigns
This Traveler Contract shall bind and inure to the benefit of Solace and the Participant, as well as their respective heirs, legal representatives, successors, and assigns.
4. Notice Concerning Safety and Security
A) You acknowledge and agree that you assume full responsibility for your own safety throughout the trip. Local conditions, including but not limited to infrastructure, road quality, availability and standard of medical care, and overall safety and security, may differ significantly from those you may be accustomed to in the United States of America or any other country. You agree to exercise due care and caution during your participation in the trip.
5. Health; Medical Care; Travel Protection
Travel involves inherent health risks, including but not limited to exposure to illnesses such as COVID-19 and other infectious diseases. You accept full responsibility for your health and agree to comply with all health and safety protocols issued by Solace Travel Group LLC or local authorities, including mask-wearing or social distancing where applicable. Failure to follow such protocols may result in your removal from the tour without refund.
Solace Travel Group LLC is not a provider of medical services and does not operate medical facilities. Accordingly, we are not responsible for the provision, quality, or adequacy of any medical care during your trip. You are responsible for all medical expenses incurred during your travels.
For your protection, Solace Travel Group LLC strongly recommends that you purchase comprehensive travel protection insurance. This should include coverage for baggage and personal property loss, trip cancellation or interruption, emergency evacuation, accidental injury, illness (including COVID-19), and medical expenses incurred during the trip.
6. Passports and Visas
A valid passport is required for all Participants traveling internationally, unless you are a citizen of the destination country. It is your sole responsibility to verify and obtain all required travel documents, including passports, visas, permits, and vaccination certificates for entry to your travel destination(s). Solace Travel Group LLC does not provide assistance in securing these documents.
Failure to obtain proper documentation may result in denied boarding, removal from the tour, or additional fines, penalties, or travel disruptions, without any refund or compensation from Solace Travel Group LLC. You will be held responsible for any costs incurred by Solace Travel Group LLC due to your non-compliance with documentation requirements.
7. Air Arrangements
Air transportation to and from the tour destination is your sole responsibility and is not included in the tour price. Solace Travel Group LLC is not liable for any loss, delay, or disruption resulting from airline cancellations, schedule changes, or missed connections.
If your flight is canceled or delayed, you must work directly with the airline to rebook and arrange your travel. Solace Travel Group LLC is not responsible for any additional expenses resulting from flight changes or missed portions of the tour. No refunds or credits will be issued for missed trip components due to airline delays or cancellations.
If you alter your return flight after the trip has started, you are solely responsible for any change fees, penalties, or additional travel expenses incurred.
8. Medical Issues and Special Needs
If you have a disability, medical condition, or require special accommodations, you are encouraged to inform Solace Travel Group LLC at the time of booking. While we will make reasonable efforts to accommodate special needs, please understand that the Americans with Disabilities Act (ADA) does not apply outside the United States. Facilities and services for disabled individuals may be limited or unavailable in certain destinations.
By participating in the tour, you acknowledge that you do so at your own risk. Solace Travel Group LLC is not liable for any loss, injury, or hardship you may experience due to your medical condition, including the unavailability of specialized equipment, accommodations, or medical care.
9. Time Limitation; Arbitration; Choice of Forum and Law; Class Action Waiver
A) Time Limits for Legal Action
Any claim or legal action against Solace Travel Group LLC, whether based on contract, tort, statutory, constitutional, or other legal rights—including but not limited to bodily injury, illness, death, alleged civil rights violations, discrimination, consumer protection, privacy laws, or other claims arising out of or related to this Traveler Contract or your trip—must be commenced within six (6) months from the date of the incident giving rise to the claim. Failure to initiate a claim within this period shall result in irrevocable waiver of the claim, notwithstanding any law or international convention to the contrary.
B) Agreement to Arbitrate; Forum
Except for claims filed in small claims court, you agree that any disputes or claims related to this Traveler Contract or your trip shall be resolved exclusively through binding arbitration administered by the American Arbitration Association (AAA). Arbitration shall be conducted by one mutually agreed-upon arbitrator under the AAA rules in effect at the time. Arbitration costs will be shared equally between you and Solace Travel Group LLC.
The arbitrator shall have exclusive authority to decide any dispute regarding the enforceability, interpretation, applicability, or formation of this Traveler Contract and arbitration agreement, including any claim that all or part of the agreement is void or voidable. If the arbitration provision is found unenforceable by a competent arbitrator or court, then and only then shall the forum provision below apply.
You waive the right to a jury trial, pre-arbitration discovery beyond that permitted by the AAA rules, and litigation in any court. The arbitrator’s decision shall be final and binding.
Both you and Solace Travel Group LLC agree to permit depositions under oath of the Participant(s) asserting the claim as part of arbitration proceedings.
C) Forum for All Other Claims
Any claims not subject to arbitration shall be litigated exclusively in the state courts located in Texas, USA, to the exclusion of courts in any other jurisdiction. Claims against suppliers or third-party vessel owners/operators shall be brought in venues with proper jurisdiction over those entities.
D) Choice of Law
All claims, disputes, or issues relating to your trip or this contract shall be governed by the laws of the State of Texas, without regard to conflict-of-law principles.
E) Waiver of Class Action
This Traveler Contract requires disputes to be resolved through individual legal action or arbitration and prohibits class or representative actions. You expressly waive the right to participate as a plaintiff or class member in any class or representative proceeding against Solace Travel Group LLC. The arbitrator is prohibited from conducting class arbitration. This waiver is not severable from the arbitration agreement; if it is found unenforceable for any claim, then that claim shall not be subject to arbitration.
10. Indemnification
You agree to indemnify, defend, and hold harmless Solace, its officers, employees, agents, and affiliates from and against any and all claims, damages, liabilities, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or related to your participation in the tours, including but not limited to claims related to personal injury, property damage, or death caused by the negligence or willful misconduct of the tour operators or any third parties.
11. Force Majeure
Solace and its contracted tour operators shall not be liable or responsible for any failure or delay in performing their obligations due to causes beyond their reasonable control, including but not limited to acts of God, natural disasters, pandemics, government actions, war, terrorism, civil unrest, strikes, or other labor disputes. In such events, Solace reserves the right to cancel, reschedule, or modify the tours and will make reasonable efforts to notify you promptly. Refunds, if any, shall be governed by the terms of the Booking, Payment, and Cancellation Policy.
12. Dispute Resolution and Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict of laws principles. Any dispute, controversy, or claim arising out of or relating to this Agreement shall first be attempted to be resolved through good faith negotiations between the parties. If unresolved within thirty (30) days, the parties agree to submit the dispute to binding arbitration administered by the American Arbitration Association in accordance with its Commercial Arbitration Rules. The arbitration shall take place in [City], Texas. Judgment on the arbitration award may be entered in any court having jurisdiction.
13. Data Privacy
Solace is committed to protecting your personal information. Any personal data collected in connection with the booking and fulfillment of tours will be used solely for providing the requested services and in accordance with applicable data protection laws. Solace will not sell or share your personal information with unauthorized third parties. By entering into this Agreement, you consent to the collection and use of your data as described herein.
Questions?
Please contact us at info@solacetravelgroup.com with any questions before booking.
Governing Law:
This Traveler Agreement is governed by the laws of the State of Texas.
Acknowledgment:
By booking a tour with Solace Travel Group LLC, you acknowledge that you have read, understood, and agree to be bound by the terms of this Traveler Agreement.