General Terms & Conditions 

Effective 11.29.22

Important: The below general terms and conditions govern your group tour booking with and/or travel consulting services provided by Detailed Journeys LLC. If there are any departure-specific terms and conditions they will be posted as an addendum to the tour details. You must accept the general terms and conditions and the departure-specific terms (if applicable) when booking. Please see section 19 for terms & conditions specific only to travel consulting services.

Read them carefully before accepting or booking your tour as they constitute a legally binding contract between you and the Company. Once this contract is accepted you cannot reject it. Only those age 18 and above with full legal authority may enter into this contract for themselves and any accompanying minors on your reservation. 


See definitions at the bottom of the document.

  1. Tour Operator 

  2. Reservations, Payments, and Pricing

  3. Changes, Overbookings, and Cancellations

  4. Solo Travelers

  5. Required Documentation

  6. Travel Insurance

  7. Health Risks and Medical Care

  8. Covid-19 and Mpox Policy 

  9. ADA Standards

  10. Smoking, Drug Usage, and Alcohol Policy

  11.  Participant Responsibilities and Conduct Policy

  12.  Ability to Remove

  13.  Liability Limitation 

  14.  Media

  15.  Certificates

  16.  Claims

  17.  Modifications of Terms and Conditions

  18.  Definitions 

  19. Travel Consulting Services 

1. Tour Operator​

Detailed Journeys LLC is a tour operator, which means we organize group tours that may consist of certain travel services provided by independent third parties. All travel activities and services that involve, but are not limited to, guides, drivers, food providers, hotels, restaurants, or any mode of transportation that are employed, provided, owned, and/or operated by an independent third party that we contract with are not subject to our control or supervision. 

 

We may provide options for add-on tours, transportation, or services during your group tour that are not a part of the base price. We do this as a service to benefit our passengers and are entitled to charge and earn a profit from the sale of such add-ons, transportation, and services, but do not control or supervise the independent third parties that we contract with that provide, own, and/or operate them. 

2. Reservations, Payments, and Pricing
Reservations for Detailed Journeys LLC group tours are taken via the YouLi booking platform.

The price of your group tour is based on the posted price on your registration date. If Detailed Journeys LLC offers a sale price or reduces the price for last minute bookings, your price does not change. 

Your deposit is due when registering. Payment schedules will be posted for each individual group tour in the trip details and must be adhered to by all participants. Failure to pay for your tour on schedule may result in your registration being canceled and cancellation fees will apply.

Payments can be made via credit card (Visa, MasterCard, Discover, or American Express) or PayPal. If these payments systems are inaccessible to you, please email us to discuss the possibility of a direct bank transfer prior to registering. We do not accept cash or checks.

If you have any questions about your invoice or charges from Detailed Journeys LLC, please email us. Do not initiate a credit card chargeback without first discussing your question or concern with us. If you do a credit card chargeback for a group tour you attended, or pre-trip when cancellation fees are applicable, you will not be able to travel with Detailed Journeys LLC again in the future.

Full effort has been paid to accurately price our group trips. The Company reserves the right to correct any pricing errors at any time, including details on promotions. The Company also reserves the right to increase the group trip price due to any reason, including, but not limited to: currency fluctuations, entry fee increases, tax increases, fuel increases, guide cost increases, and internal travel cost increases.


3. Changes, Overbookings, and Cancellations
Changes

  • By you - 

    • The change allowance schedule will be posted for each individual group tour in the trip details and are binding for anyone who registers. You are responsible to review this information prior to paying your deposit as it can be different for different trips. 

    • The Company does not guarantee that there will be any other group tour available for you to change to and in this event will provide you with a certificate good for two years worth the amount you have paid so far to use towards another Detailed Journeys LLC group tour. 

  • By the Company - 

    • Due to, but not limited to, instances such as world events, weather, natural disasters, conflict in the region, unexpected closure or issues at booked accommodations, unexpected transportation cancellations or issues, illness/injury/death by the Tour Leader or Guide, or any other situation that the Company cannot control the Company made need to change the itinerary prior to or during the trip. 

    • If this occurs prior to the trip and there is a substantial change in price in order to accommodate said event(s) that cost increase may be passed on to you. Detailed Journeys LLC will do their best to prevent this whenever possible. 

    • If this occurs during the trip, Detailed Journeys LLC will do their best to keep changes as minimal as possible. As long as the trip is the same amount of days as it was originally it will count as a change and not a trip interruption. 

    • Accommodations & included activities can change due to unforeseen and unexpected circumstances at any moment prior to or during the trip. The Company will strive to inform participants as soon as possible when this occurs, as well as strive to find comparable alternatives. 


Cancellations

  • By you - 

    • The cancellation fee schedule will be posted for each individual group tour in the trip details and are binding for anyone who registers. You are responsible to review this information prior to paying your deposit as it can be different for different trips.  

    • Your deposit for all Detailed Journeys LLC group tours is a processing fee and is non-refundable at any time. 

  • By the Company - 

    • Due to, but not limited to, instances such as world events, weather, natural disasters, conflict in the region, unexpected closure or issues at booked accommodations, unexpected transportation cancellations or issues, illness/injury/death by the Tour Leader or Guide, or any other situation that the Company cannot control the Company made need to cancel the itinerary prior to the trip or cancel the rest of the trip if it has already begun. 

    • If this occurs pre-trip the company will work with all group tour participants to change them to another Detailed Journeys LLC group tour or provide you with a certificate to use within two years. 

    • If this occurs during the trip it is considered a trip interruption, the company will provide you with a certificate good for two years towards another Detailed Journeys LLC group tour worth the daily prorated portion of the trip that was canceled. This prorated amount will be calculated once any potential emergency accommodations or transportation arranged for you by Detailed Journeys LLC are taken into consideration. 
       

Overbookings can occur due to the nature of booking group tour participants. In the event of an overbooking we will contact you as soon as we are aware and work with you to change to another Detailed Journeys LLC trip. If there are no other trips you’d like to go on that are currently announced we will refund you any amount you have already paid. If you have already made any other arrangements yourself regarding the group tour that was overbooked, such as purchasing plane tickets, you are responsible for handling any changes or cancellations and Detailed Journeys LLC is not responsible to cover any costs associated. 

 

4. Solo Travelers
The Company encourages solo travelers to join our group tours and will assist with pairing you with another solo traveler for a roommate, this encourages the building of community and connections, which is part of our mission. If there is no one available to pair with you, you are not subject to pay any applicable single-supplement fees. There may be limited single-occupancy rooms available on some departures. If there is any single-supplement fee, you will be advised upon booking.

5. Required Documentation

All group tour participants are required to obtain their own necessary visas, vaccines, or other entry-requirements to a country/region.

If you are traveling on a group tour that requires the use of your passport, you must also verify that its expiration date meets the entry-requirement for the country/region.

All entry-requirement costs are at the expense of the group tour participant and are not included in the cost of your trip.

The Company requires the following be provided prior to departure of all group tours: 

  • Copy of Covid-19 vaccine record*

  • Copy of negative Covid-19 test*

  • Your arrival and departure details


The Company requires the following be provided prior to departure of any group tours you attend where you will travel internationally:  

  • Copy of any entry-requirement documentation, including, but not limited to, visas 

  • Passport number and expiration date if 

  • Proof of comprehensive travel insurance 

The Company requires the following be provided to departure of any group tours you attend where you will travel domestically: 

  • If you do not purchase travel insurance, a notice that you do not have coverage.
     

*See full details about the Covid-19 vaccine and testing requirements for Detailed Journeys LLC group tours in the “Covid-19 and Mpox Policy” section of the General Terms and Conditions.
 

6. Travel Insurance 

The Company requires that a comprehensive travel insurance plan be purchased by group tour participants if you are traveling abroad for any of tours, this includes participants that live outside of the United States traveling to the United States for a group tour. You will submit proof of this insurance prior to departure.

Please keep in mind that if you have any pre-existing conditions or want to be eligible for “cancelation for any reason” coverage that you may need to purchase this plan within a limited time frame after making your first payment for your group tour due to insurance company policies.

We also heavily recommend that all our group tour participants that are not traveling abroad also purchase travel insurance. If you choose to not purchase coverage, we will ask that you notify us so we are aware.


7. Health Risks and Medical Care

It is advised to discuss your mental and physical ability to travel with your doctor before registering for a group tour. If you have any disabilities, illnesses, or conditions that may make the tour difficult for you, make it so you may not be able to participate in all activities, or you may need additional support, assistance, or provisions prior to or during a group tour, please contact us via email before registering to discuss if the itinerary and experience is right for you.
 

During our tours there may be times when medical facilities or services are not readily available due to distance or regional capacity and could be delayed and/or unavailable entirely. 
 

If you become injured, ill, or are struggling with mental health during the tour, please speak to your Tour Leader or Guide right away so they can do their best to help you connect with a professional. No Tour Leader, Guide, employee, or contracted independent third party employee or staff can provide professional, licensed medical care.
 

If you take prescription medicine, you must ensure you have enough for the length of your group tour.

If you have any known allergies, you must disclose them prior to the group tour to the Company so that your Tour Leader and/or Guide are aware of your medical safety. 

If you require the support of another person in order to participate in the tour, you need to travel with someone who is willing and able to provide that care and support. 

 

8. Covid-19 & Mpox Policy

There is an inherent risk of infection from all in-person interactions these days and our group tours are not an exception. It is highly recommended that when deciding on travel insurance you purchase a policy that covers Covid-19 related trip cancellations, interruptions, and medical/quarantine needs.

Currently to attend our group tours, it is

Required per the Company: 

  • To be fully vaccinated 14 days in advance of the trip against Covid-19, including at least the most recent booster shot available to everyone in your country prior to departure. You will submit a copy of your vaccination card prior to the trip. Please contact us via email if these vaccinations have not been accessible in your country to discuss an exception. 

  • To take a Covid-19 test prior to the tour. A PCR test can be no more than 72 hours old and a rapid-test can be no more than 24 hours old. You will submit a copy of your negative result prior to the trip. 

  • If entry-requirements involving Covid-19 vaccinations, testing, or quarantines to gain access to a region or country visited on your group tour are stricter than the Company requirements, then they will be followed and trump the Company requirements. If they are less strict, the Company's policies will be followed. 

  • Let your Tour Leader or Guide know if you are experiencing any Covid-19 or Mpox symptoms right away.   


Highly Recommended by the Company: 

  • Reduce exposure to large groups both indoors and out 14 days prior to the group tour when possible. 

  • Mask indoors during the group tour when possible and when in-transit to the tour. 

  • Receive the Mpox vaccine if your health care provider recommends it to you and you have equitable access to it. 

  • Avoid close skin-to-skin contact with anyone who is exhibiting a potential or diagnosed Mpox rash or anything that they have used.

  • Wash your hands often with soap and water. The Company will ensure access to restroom facilities throughout the tour for this purpose.   


During the tour: 

  • If you develop symptoms of Covid-19 or Mpox and test positive for either, you are responsible for organizing the required quarantine stay prior to going home and/or safety measures to return home. The Company cannot provide monetary assistance, but dependent on capacity will attempt to support you in finding the services you need. 

  • If a fellow participant on a group tour tests positive for Covid-19, the Tour Leader and/or Guide will either provide tests or help participants with scheduling them ASAP. There is potential for this to disrupt the planned itinerary as it is responsible for all to wait for test results to return before returning to the pre-planned schedule. 

  • If you need to leave the tour early due to Covid-19 or Mpox symptoms/diagnosis you will not receive a prorated refund for the portion of the itinerary that you missed. 
     

Prior to the trip: 

  • If you are experiencing symptoms of or are diagnosed with Covid-19 or Mpox, do not attend the group tour if you are within the period of transmission. If you need to cancel your tour, you will be subject to the cancellation penalty fees depending on how far you are prior to departure. 

  • If you develop long-Covid symptoms and no longer feel like it is a good idea for you to attend the tour, you will be subject to the cancellation penalty fees depending on how far you are prior to departure. 

  • If you would like to change your group tour to another available Detailed Journeys LLC offering due to Covid-19 or Mpox - whether symptoms, diagnosed, long-Covid, or concerns for transmission; you may do so if your purchased group tour allows for changes and you’re within the timeline. 
     

Detailed Journeys LLC reserves the right to amend or update their Covid-19 and Mpox Policy at any time, including while a group tour is taking place, due to the changing nature and rates of both diseases. If this occurs prior to your group tour departure, the Company will notify you immediately. If this occurs during your group tour, your Tour Leader/Guide will inform you.
 

9. ADA Standards 

Detailed Journeys LLC will try to accommodate any person who requires ADA accommodations to the best of their ability for group tours that take place in the United States. This may not always be possible due to the nature of transportation, activities, or accommodations. Please contact us prior to registering for any tour to discuss the possibility of accommodations.
 

Most Detailed Journeys LLC group tours that take place outside of the United States will unfortunately not be accessible. Again, please contact us prior to registering to discuss details in case we are able to accommodate you. We are also happy to provide a free travel consultation to research other group tour companies that cater to people who require your kind of accomodation(s) for you. 
 

10. Smoking, Drug Usage, and Alcohol Policy 

All Detailed Journeys LLC group tours require that local laws and policies governing the use of tobacco, marijuana, scheduled drugs, and alcohol be followed.

The Company does not allow the use of tobacco, marijuana, vape products, or other products that create second hand smoke or strong smells when being used in shared spaces including transportation or accommodations whether local laws and policies allow it or not. The Company does not allow the consumption of alcohol while in-transit during a group tour when transportation occurs in a road vehicle even if local laws and policies allow it for those not driving.

 

11. Participant Responsibilities and Conduct Policy 

All group tour participants are required to follow safety policies governed by local law, as well as Tour Leader and Guide instructions throughout the tour.

All group tour participants will provide any pre-trip documentation required in order to travel on a Detailed Journeys LLC tour and/or due to entry-requirements or activity requirements during the tour. Failure to do so can lead to your not being able to attend the trip, enter the country/region, or be able to participate in all included activities. If this occurs pre-trip you are responsible for any cancellation fees if applicable. If this occurs during the trip there will be no prorated refund for days/activities missed.

Some Detailed Journeys LLC group tours may include activities or transportation that require disclosure of a participant's weight. This is for safety purposes only and will not be made public. This can include, but is not limited to, flights on small planes and activities that involve safety harnesses or riding an animal. If this is a requirement of participation, it will be disclosed in trip details so you are aware prior to registration.

Some activities via independent third parties may require a signature waiving inherent risks. 

When alcohol is included or accessible as a part of your group tour pricing and/or itinerary you are responsible for not becoming overly intoxicated. High levels of intoxication are health risks and can also impact the experience of your fellow participants.

Group participants that are sharing rooms, whether with someone you know or an assigned roommate, need to try and resolve any issues that arise between each other first before bringing them to a Tour Leader and/or Guide. If the situation involves a safety risk such as a danger to your roommate, yourself, or others, please bring it forward to a Tour Leader and/or Guide right away.

Guests of group participants are not allowed to go to the rooms they are staying in as part of group tour accommodations. Group participants may meet up with guests during their free time, but guests may not join for any part of the included activities/meals/transportation.

Group participants are required to be on time for transportation departures, internal flights, luggage loading, and any other timed activity during the itinerary. Failure to be on time will result in your responsibility to get yourself and/or your luggage to the next destination at your own expense.  This also applies to group tours that allow for participants to carpool in personal vehicles as those arrangements are made by the participants themselves. 

 

Any participant providing a carpool ride to, from, and/or during a group tour must have a valid driver’s license and be insured. 

Respect for those with lived experiences including, but not limited to, fellow group participants or anyone the group tour comes into contact with is required by all participants. Some group tour itineraries may include education and discussion of difficult, nuanced, and controversial topics and/or locations with difficult, nuanced, and controversial histories/presents. Group tour participants must be respectful during these times. Review all itineraries prior to registration and do not register for any group tours if you feel they include aspects where you can not do this. 

 

12. Ability to Remove 
The Company reserves the right to remove any person registered for a group tour prior to departure or during the trip, as well as to not allow them to travel with the Company in the future, due to: 

  • Not following policies outlined in the general terms and conditions

  • Disrespectful and/or disruptive behavior directed towards or that impacts fellow participants, employees, Tour Leaders, Guides, or any independent third party contractors. 

  • Refusal to follow accepted terms and conditions. 

  • Unsafe behavior that puts them or fellow participants, employees, Tour Leaders, Guides, or any independent third party contractors in harm's way. 

  • Refusal to abide by local laws and regulations. 

  • Not disclosing a mental or physical health diagnosis or condition, disability, or injury prior to departure that impacts their ability to participate in the trip due to the Company being unable to try and prepare for reasonable  accommodations. 

  • Needing consistent additional support that the Company does not provide. 


Resolution of the issue will be attempted before the removal of a registered participant from a group tour or being told they can no longer travel with the Company. 


Cancellation penalties apply prior to departure. No prorated refund will be provided for any portion of a trip that is missed. 


13. Liability Limitation 

We are not responsible or liable for any loss, inconvenience, damage, delay, disappointment, injury, or death to any person while they are involved in any activities provided on a group tour with the Company.

There is no warranty regarding the safety, suitability, insurance or other aspects of any independent third party that we contract with, either express or implied. We are not responsible or liable for any loss, inconvenience, damage, delay, disappointment, injury, or death to any person due to negligent, willful act, or failure to act by any independent third party we contract with.

The Company is not responsible for any loss, inconvenience, damage, delay, disappointment, injury, or death that is caused by, but not limited to, force majeure, acts of war, civil unrest, revolt, strikes, criminal activity, terrorist activity, communicable disease outbreaks, mechanical failure of means of transport, or any other grounds outside of the direct control of The Company.

The Company is not liable or responsible for arrangements you make and pay for yourself that are associated with your registration and/or participation on a Detailed Journeys LLC group tour in the event of a departure and/or return date change, cancellation of a group tour, or overbooking. These may include, but are not limited to, visa applications, additional accommodations, and pre or post trip transportation. 

 

If an itinerary includes visits and/or recommendations to shops, merchants, or markets the Company is not responsible for any purchases during your group tour. 
 

All transportation to and from the tour is to be booked/handled by you, whether air, boat, train, bus, or car. The Company is not responsible for any portions of the group tour that you miss due to a delay or cancellation by the third party provider of your booked transportation or traffic. You will not be refunded for missed portions of the tour due to delayed or canceled arrival transportation.

 

Some Group Tours provided by The Company may allow for you to use your personal vehicle while on the trip and/or carpool with other participants driving their personal vehicles due to the nature of the itinerary. In these instances all participants are fully responsible while driving a personal vehicle and while providing rides to other participants to, from, and/or during the trip. If you accept a carpool ride from another participant driving their personal vehicle to, from, and/or during, The Company is not responsible. Responsibility to organize carpool arrangements falls solely on the participants. 

 

The Company is not responsible for any luggage or personal items lost, stolen, or damaged during the duration of your group tour unless it strictly occurs when your Tour Leader or contracted Guide is handling it for you. This includes, but is not limited to, luggage or personal items that you entrust to, leave in the presence of (including in shared spaces such as hotel rooms and transportation), or loan to another group tour participant or when being handling by an independent third party (aside from the Tour Leader or contracted Guide as mentioned above) we contract with or you use during our group tours. The maximum compensation for a lost or damaged bag or personal property is $250 total. The Company encourages you to leave precious items, heirlooms, jewelry, expensive devices, and valuables at home. You are encouraged to keep any valuables, medications, or important items with you at all times. 

The Company shall have the benefit of this agreed upon contract and limited liability in addition to statues of the United States of America as a registered limited liability company in the state of Maine.

 

14. Media 
The Company will take photos and videos that show your likeness and potentially capture your voice that will be used for marketing purposes on our website and social media. We also reserve the right to submit this content to third parties such as the news media, publications, etc. 
 

If you do not want your image used, please email us prior to the departure of your tour to notify us by email AND inform your Tour Leader and/or Guide upon arrival. If this is your preference, we ask that you do not pose in every group photo so that there are usable images from the tour. 


15. Certificates
The Company issues certificates for multiple purposes and the individual terms and conditions for each are provided. Certificates can be applied to eligible group tour costs based on those terms and conditions.

If you use a Certificate to pay for a group tour and there is a balance leftover, that amount will be issued as a new certificate with the same terms and conditions, including expiration date, as the original.

 

16. Claims and Disputes 

For any claim or disputes you bring against Detailed Journeys LLC it is required that proceedings begin with a mediation/arbitration process either in the state of Maine or virtually. The Company will hire a neutral and fully-licensed mediator or arbitrator.

Any claims or disputes you bring against Detailed Journeys LLC must happen within one year from the date of the incident and/or the end date of your scheduled group tour.

Any claim or dispute that arises from your participation on a Detailed Journeys LLC group tour or pre-trip service shall be governed by the laws of the State of Maine. 


17. Modification of Terms & Conditions

Detailed Journeys LLC reserves the right to update or modify the terms and conditions for their group tours at any time. The effective date will be edited at the top of this document whenever that takes place. For each group tour you register for, we ask that you read the terms and conditions each time as they may have changed. The terms and conditions that were in effect when you registered for a tour and accepted them, are the ones that govern your departure. 

 

If there are any material changes that create a policy change all registered participants will be notified and required to accept the change. If you do not accept the change(s) you will be allowed to cancel your reservation without penalty. The only exception to this is, as specified in the section related to it, our Covid-19 and Mpox Policy. 

18. Definitions
 

  • The word “you” or “passenger” refers to each passenger booking, purchasing, or traveling on a tour, including any minors that may be accompanying you, as well as for any travel consulting services.
     

  • “Company” or the term “we” or “us” refers to Detailed Journeys LLC, a Maine limited liability company, including our owners, shareholders, directors, officers and employees.

 

  • “Covid-19 and Mpox Policies” means the requirements and terms that the Company has adopted to reduce the risk of Covid-19 and Mpox on our tours. The Company reserves the right to update its Covid-19 and Mpox Policies at any time using its sole discretion. 

 

  • “Fully Vaccinated” means having received a complete effective vaccination course of the vaccines required by the Company to attend their tours based on Covid 19 Policies and the vaccination requirements of a country being visited on a tour, including, but not limited to Covid-19, yellow fever, Hepatitis A, Hepatitis B, etc.
     

  • “Group Tour” and “Trip” both mean the tour package you have booked with us.
     

  • “Independent Third Party” means any individual, organization, or company that Detailed Journeys LLC is working with in order to provide you services pre, during, or post group tour and/or for any travel consulting services.
     

  • “Internal Travel” means any transportation provided by land, sea, or air as part of the package price or an optional add-on to the package price.
     

  • “Travel Consulting Services” means any travel planning service provided outside of group tour packages by Detailed Journeys LLC. 

 


19. Travel Consulting Services 

The Company also provides travel consulting services in addition to its group tours. Below are the terms & conditions that specifically govern any travel consulting service that is provided, in addition to any above sections that apply. 

 

  • Prices may vary depending on the nature of the service you have requested. Please refer to the quote provided for the estimated price. If the price will be more than that, the Company will contact you prior to doing additional work. 

  • The Company does not book anything for you. Rates quoted in final provision of information to you can fluctuate without warning as they are set by Independent Third Party suppliers, including but not limited to airlines and hotels, and the Company has no control over them. 

  • Travel consulting services are non-refundable whether you choose to book the trip or cancel/change your travel plans as they have already been provided. If you purchase travel insurance and would like to include our services on your claim, we will provide a letter to you upon request. The company has no control over whether your travel insurer will cover the cost. 

  • Entry requirements to countries/regions you are traveling to on a trip planned by the Company can change without warning. The Company has no control over this and unless a service has been purchased to watch these changes prior to departure, will not provide updates.

  • The Company is not responsible or liable for any poor or negative experience you may have during a trip where they provided travel consulting services. 

  • If you receive and/or earn a Detailed Journeys LLC certificate that covers travel consulting services, the terms and conditions attached to that certificate govern its usage. 

  • Payments can be made via paypal.me and issued invoices. 

  • The Company may require that you sign a contract prior to providing travel consulting services. 

  • You will be required to accept these terms and conditions prior to the Company providing travel consulting services.