1. Booking and Reservations
Booking Process: Outline how customers can book trips, whether through a website, over the phone, or in person.
Payment Terms: Detail the payment process, including deposits, full payments, accepted payment methods, and deadlines.
Cancellations and Refunds: Define policies for customer cancellations, refunds, and any applicable fees. Include deadlines for cancellations (e.g., 30 days before departure).
Changes to Bookings: Provide terms for modifying itineraries or travel dates, including any fees or restrictions.

2. Pricing and Payment
Pricing Transparency: Ensure all costs (e.g., travel, accommodation, insurance) are clearly communicated to customers. Explain if taxes, fees, or gratuities are extra.
Currency and Exchange Rates: Specify the currency used for payments and how exchange rates may affect pricing for international travelers.
Deposit Requirements: Outline the amount and due date for any deposits to secure bookings.
Payment Plan Options: If applicable, explain any installment or payment plan options available.

3. Traveler Responsibilities
Travel Documents: Inform customers about necessary documentation (e.g., passports, visas) and their responsibility to have them in order before traveling.
Health and Safety: Outline traveler health responsibilities, including vaccinations, medical conditions, and travel insurance.
Travel Insurance: If the company offers insurance or recommends a third-party provider, include details about the policies and coverage.
Behavioral Expectations: State the expected conduct of travelers, including compliance with laws, respectful behavior, and adherence to local customs.
Personal Belongings: Clarify the company’s responsibility for lost or damaged personal items during travel.

4. Cancellation and Refund Policies
Client Cancellations: Outline the customer’s right to cancel and the timeframes for full or partial refunds, cancellation fees, or rescheduling options.
Company Cancellations: Define circumstances under which the company may cancel a trip (e.g., force majeure, low participation) and how customers will be notified.
Refund Process: Detail how refunds will be processed and any applicable charges or deductions.

5. Liability and Disclaimers
Travel Risks: Acknowledge that travel, especially international travel, carries inherent risks (e.g., accidents, flight delays, political instability).
Liability Waivers: Clearly state the company’s non-responsibility for situations beyond its control, such as weather conditions or third-party provider failures (e.g., airlines, hotels).
Limitations of Liability: Explain the company’s liability limits in the event of an accident or issue.

6. Terms for Special Services
Special Requests: Detail the process for special requests (e.g., dietary requirements, accessibility needs) and the company’s role in accommodating them.
Group Travel: Include specific terms for group bookings, including minimum group size, discounts, and policies for changes or cancellations.
Family Travel: If the company caters to families, include terms for children’s rates, family-specific accommodations, or activity restrictions.

7. Safety and Emergency Procedures
Emergency Contact Information: Provide clear contact details for customers in case of emergency during their trip.
Safety Guidelines: Outline any safety protocols travelers should follow, especially for adventure tours or specific destinations with higher risks.
Insurance Recommendations: Encourage or require customers to have appropriate travel insurance to cover potential emergencies.

8. Privacy and Data Protection
Customer Data: Explain how customer data is collected, stored, and protected, and the company’s commitment to privacy (compliant with regulations like GDPR if applicable).
Marketing Consent: Clarify if customer data will be used for marketing purposes and obtain necessary consent.

9. Travel Itinerary and Changes
Changes to Itinerary: Describe the company’s right to modify the itinerary due to unforeseen circumstances (e.g., weather, flight changes) and how customers will be informed.
Itinerary Delivery: State when and how customers will receive their final travel itineraries, booking confirmations, and tickets.

10. Dispute Resolution and Complaints
Complaint Process: Provide a clear process for customers to file complaints or resolve issues before, during, or after their trip.
Arbitration/Legal Disputes: Include terms about how disputes will be handled (e.g., arbitration, jurisdiction for legal matters).