By booking your travel arrangements with Trailblazers Hospitality Services LLC (“Trailblazers,” “we,” “us,” or “the Agency”), you (“the Client”) agree to be bound by these Terms & Conditions, as well as any additional terms and conditions imposed by third-party suppliers associated with your booking. The lead traveler is responsible for sharing these terms with all members of their party and for ensuring the accuracy of all booking and payment information provided.
Trailblazers Hospitality Services LLC acts solely as a sales agent for travel suppliers, including but not limited to airlines, hotels, cruise lines, tour operators, transportation providers, and destination management companies. We are not responsible for personal injury, delays, cancellations, losses, or damages caused by third-party suppliers or events beyond our control.
All reservations must be made in the traveler’s full legal name as it appears on the passport that will be used for travel. Name changes after booking or after documents are issued may incur additional fees, which are the sole responsibility of the client.
Reservations may be made online using major credit cards and approved electronic payment methods. All pricing, deposits, payment schedules, and final payment dates are outlined on the client invoice.
All payments made to Trailblazers Hospitality Services LLC are non-refundable and non-transferable, unless otherwise expressly stated in writing. This policy exists due to contractual obligations with third-party suppliers that do not allow refunds once payments are made.
Clients are solely responsible for ensuring they meet all passport, visa, vaccination, and entry requirements for their destination(s). Passports must be valid for at least six (6) months beyond the return date of travel, and some destinations require at least one blank visa page. Entry requirements vary by nationality; information provided by Trailblazers applies to U.S. citizens only unless otherwise stated.
Trailblazers Hospitality Services LLC strongly recommends that all travelers purchase comprehensive travel insurance to protect their investment. While we may assist with insurance options, the responsibility to obtain and understand coverage rests entirely with the traveler. Trailblazers is not an insurance provider and assumes no liability for losses incurred when insurance is declined or insufficient.
Provided full payment is received by the final payment deadline, travel documents and final instructions will be delivered electronically approximately 14 days prior to departure.
All travelers under the age of 18 must be accompanied by a responsible adult. Certain tours may have minimum age requirements. When traveling with minors who are not accompanied by both parents, notarized consent documentation may be required.
All prices are per person based on double occupancy unless otherwise specified. Prices do not include personal expenses such as laundry, beverages, gratuities (unless stated), passport/visa fees, or travel insurance. Prices are subject to change due to supplier rate adjustments or errors.
Clients are automatically enrolled in an automatic monthly billing plan unless they opt out in writing. Payments are processed according to the schedule listed on the invoice. Failure to remain current may result in cancellation.
Deposits: Required at booking and are non-refundable.
Final Payment: Due by the date listed on the invoice.
Late Payments: Balances unpaid after the final due date may incur a $200 late fee.
Accounts more than three (3) months delinquent may be automatically canceled without refund. Clients waive the right to initiate credit card chargebacks except in cases of proven fraud.
Group travel requires consistent participation and timely payments. Travelers may not fall more than two
(2) months behind on payments. Failure to remain current may result in cancellation and forfeiture of all funds paid.
All cancellations must be submitted in writing via email. A $50 per person administrative cancellation fee
applies in addition to supplier penalties.
For trips canceled after three (3) months of planning services, a $60 per person non-refundable cancellation fee applies.
Clients must review confirmations within 48 hours. Changes after this period may incur a $35 per person change fee, plus supplier penalties.
• Flight-only bookings: 5% service fee
• Vacation home bookings: 12% service fee
Booking fees vary based on total trip cost and will be disclosed prior to booking.
Trailblazers HS shall not be held liable for delays, cancellations, or disruptions caused by events beyond our control, including but not limited to natural disasters, pandemics, acts of government, labor strikes, or civil unrest. Supplier policies will govern refunds or credits.
Airlines control seat assignments and frequent flyer eligibility. Travelers with disabilities or special needs must notify Trailblazers HS prior to booking to determine feasibility and accommodations.
Room configurations and amenities vary by destination and supplier. Bed type requests are not guaranteed. Trailblazers HS reserves the right to substitute accommodations of equal or higher standard.
Trailblazers HS reserves the right to remove any traveler whose behavior disrupts the group experience. No refunds will be issued in such cases.
Travel involves inherent risks. By booking with Trailblazers Hospitality Services LLC, clients voluntarily assume all risks associated with travel and agree to release and hold harmless Trailblazers from any liability arising from third-party acts, negligence, or unforeseen events.
Clients grant Trailblazers Hospitality Services LLC permission to use photographs or video taken during trips for marketing and promotional purposes without compensation.
For questions, please contact:
Trailblazers Hospitality Services LLC
📩 admin@trailblazershs.com
🌍 www.trailblazershs.com
Last Updated: 2025
