Craft Travel
Planning Terms & Conditions

Last Updated: September 2026

Welcome to Craft Travel. These Terms & Conditions ("Agreement") govern the preliminary relationship between Craft Travel ("Company," "we," "us," or "our") and the client ("Client," "you," or "your"). By submitting a Trip Design Form, engaging in a Discovery Call, paying a Planning Fee, or engaging our trip design services, you agree to be bound by the terms outlined below.

Please review our investment guidelines, service workflow, and pricing structure below to ensure our approach aligns with your expectations before beginning your brief.

1. Scope Of Services & Workflow Overview

Craft Travel provides high-touch, bespoke travel design, itinerary customization, and concierge services. Our overall service workflow spans two phases:

Phase I: Vision, Planning & Design (Covered Under This Agreement)

  1. Initial Inquiry: Services begin upon completion of our Trip Design Form or detailed email briefing outlining initial travel goals.

  2. Discovery Call: We conduct a complimentary 30–45 minute consultation (typically via Zoom) to discuss your travel style, vision, initial budget estimates, and questions.

  3. Planning Fee Engagement: Should you choose to design a trip with us following our discovery call, an initial planning fee/deposit is required prior to itinerary creation to confirm our shared commitment.

  4. Proposal Delivery & Customization: Upon receipt of the Planning Fee, we deliver a custom digital lookbook conceptualizing your journey. We work closely with you to refine the detailed itinerary and quote, providing revisions until you are confident in the final design.

Phase II: Contract Execution, Booking & Journey Support (Subject to Separate Booking Contract)

  1. Booking Contract & Deposit: The Planning Fee covers Phase I initial planning and design services only. To proceed with booking supplier arrangements, you must execute our separate, formal Travel Booking Agreement and remit the required deposit (typically 30% of total trip cost).

  2. Concierge Services: Approximately two to three months prior to departure, our team fine-tunes secondary bookings (e.g., dining reservations, spa appointments, and custom local experiences) for confirmed trips.

  3. Pre-Departure Review & Travel App: Two weeks before departure, we conduct a pre-departure review call to walk through your final documents—accessible via our dedicated travel mobile app—and clarify operational details.

  4. On-Trip & Post-Trip Support: Dedicated support is available during your travel. Following your return, an optional debrief call ("The Retrospective") is offered to evaluate your experience.

2. Planning Deposits & Fees

Depending on the scope and destination of your journey, Craft Travel requires either a non-refundable Planning Deposit or a non-refundable Planning Fee prior to itinerary creation. These initial payments represent service retainers for our team's extensive research, custom design time, supplier vetting, and logistical oversight during the initial planning phase. Neither a deposit nor a fee guarantees third-party vendor availability or rates prior to formal booking contract execution.

Planning Deposits (Applied to Trip Balance)

For fully comprehensive itineraries to most destinations that exceed our minimum trip spend, we require a non-refundable Planning Deposit. This deposit will be applied directly toward the final balance of your trip arrangements and is not a fee in addition to the cost of your travel.  Craft Advisory Team: Deposits start at $350.  Principal Planning (Working with Julia): Deposits start at $500.

Planning Fees (Not Applied to Trip Balance)

For smaller trips, certain destinations that demand intensive time and resources, or last-minute requests, a one-time, non-refundable Planning Fee is required. Planning fees cover design services only and do not apply toward the cost of travel.

  • Africa, South America, Antarctica, Australia & Asia (excl. Japan): Base fee from $350

  • North America & Caribbean: Base fee from $500

  • Europe & Japan: Base fee from $1,000

Variable Adjustments & Surcharges

  • Last-Minute Requests: Expedited bookings requested six (6) weeks or fewer prior to departure incur an additional $500 surcharge in addition to the destination-specific deposit or fee

  • Complex & Group Itineraries: Group travel, comparative multi-destination design (e.g., evaluating South Africa vs. Italy concurrently), or highly complex multi-leg routes may require an increased deposit or fee beyond the stated base amount.

  • Principal Planning Threshold: Direct engagement with Principal Advisor Julia carries a minimum planning fee threshold of $500.

3. Minimum Investment & Comprehensive Pricing Structure

To dedicate our full creative energy, ground partner protections, and operational care to every journey, Craft Travel enforces minimum trip expenditure thresholds and package pricing policies:

Minimum Trip Investment

(Excludes flights and initial planning fees)

  • Craft Advisory Team: $15,000 USD minimum total trip spend.

  • Principal Planning (Working with Julia): $25,000 USD minimum total trip spend.

  • Hotel Booking Only (No Ground Services): $10,000 USD minimum total spend.

Comprehensive Package Pricing

We curate seamless, end-to-end itineraries presented strictly as comprehensive package pricing, and do not offer itemized cost breakdowns. Individual supplier rates, wholesale commissions, and partner fees are bundled into the overall journey quotation.

4. Deposits, Payments & Confirmation Terms

  1. Formal Booking Agreement: Upon approval of an itinerary proposal, confirmation of reservations requires signing our separate, formal Travel Booking Agreement and fulfilling all payment schedules specified therein.

  2. Deposit Requirement: Bookings are secured upon payment of a non-refundable deposit—typically 30% of total itinerary costs—along with execution of the separate booking contract.

  3. Non-Refundability of Service Fees: All Planning Fees and Craft Travel service retainers are 100% non-refundable under all circumstances once paid.

5. Non-Proceeding Itineraries & Intellectual Property

  1. Deciding Not to Proceed (Pre-Booking Phase):

  • If you choose not to proceed with booking a journey after receiving our custom proposal and itinerary design, your Planning Fee remains 100% non-refundable, as it covers the research, labor, and expertise already delivered by Craft Travel.

  • You will have no further financial obligation to Craft Travel for the proposed trip expenditure.

  1. Intellectual Property Rights: Custom proposals, curated itineraries, bespoke concepts, and supplier recommendations created by Craft Travel remain our exclusive intellectual property and may not be reproduced, shared, or booked independently without our prior written authorization.

6. Travel Insurance

Travel insurance is strongly recommended for all travelers to safeguard against unexpected cancellations, medical emergencies, flight disruptions, lost baggage, or unforeseen interruptions.

  • Craft Travel will assist in quoting and coordinating third-party travel protection policies upon request.

  • Final insurance coverage decisions, policy selection, claim submissions, and adherence to policy terms remain the sole responsibility of the Client.

7. Documentation, Passports & Visas

  1. Traveler Responsibility: Clients are solely responsible for obtaining and maintaining valid travel documentation, including passports (typically requiring 6 months validity past travel end date), entry visas, vaccination records, and health clearances.

  2. Review of Documents: Clients must review all travel vouchers, tickets, and confirmations provided in the travel app prior to departure to verify accuracy.

8. Limitation Of Liability & Third-Party Suppliers

  1. Independent Contractors: Craft Travel acts strictly as an intermediary between the Client and independent travel suppliers (including air carriers, hotels, ground transport operators, cruise lines, and local guides). Craft Travel does not own, manage, or operate these third-party businesses.

  2. Liability Exclusions: Craft Travel shall not be held liable for any injury, loss, damage, delay, accident, property damage, or financial loss caused by the act, omission, negligence, or default of any third-party supplier.

  3. Force Majeure: Craft Travel is not liable for failures or delays in performance resulting from acts of God, weather events, natural disasters, wars, civil unrest, government restrictions, strikes, epidemics, pandemics, or other events beyond our reasonable control.

9. Data Privacy, Confidentiality & Use Of Information

  1. Collection of Personal Data: To design, manage, and execute your travel itinerary, Craft Travel collects relevant personal details, including full legal names, dates of birth, passport information, contact details, payment information, TSA Known Traveler numbers, dietary preferences, and relevant health/mobility considerations.

  2. Sharing with Authorized Third Parties: You authorize Craft Travel to share necessary personal information with third-party travel suppliers (e.g., airlines, hotels, ground operators, tour guides, and dedicated travel app technology partners) strictly as required to confirm and deliver your travel arrangements.

  3. Data Protection & Storage: Craft Travel maintains reasonable administrative, physical, and digital security measures to safeguard client data. Third-party platforms and mobile travel applications utilized by Craft Travel maintain their own independent privacy and security policies.

  4. Marketing & Photography: Craft Travel will never sell client data to third parties. Any photos, reviews, or feedback provided during or after your trip will only be featured on Craft Travel channels with your express permission.

10. Governing Law & Acceptance

These Terms & Conditions constitute the preliminary service agreement governing your interaction with Craft Travel during the planning phase. Payment of any Planning Fee signifies full acceptance of all provisions contained in this document.

  • Governing Law: This agreement shall be governed by and construed in accordance with applicable local and state laws governing Craft Travel operations.

  • Severability: If any provision of this agreement is determined to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

For questions regarding these Terms & Conditions, pricing structures, or booking policies, please contact your dedicated Craft Travel advisor.

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