Terms & Conditions

Booking Terms for Claire B. Soares — Where luxury is personal.

To ensure a seamless and elevated experience, we have outlined our comprehensive Terms & Conditions to clarify how your journey will be managed. When you book a trip with us, you are agreeing to these terms, which are designed to protect you, our team, and the unique experiences we create together.

This document represents the full agreement between the Client and Claire B. Soares. By completing a booking, you confirm that you have read, understood, and accepted these terms for yourself and all members of your traveling party.

Section 1: General Terms

1. Key Definitions

"Claire B. Soares," "we," "us," "our": Refers to Claire B. Soares and her company.
"Client," "guest," "you," "your": Designates the lead passenger making the booking and all individuals on whose behalf the booking is made.
Private Trips: Refers to travel itineraries that are custom-designed for individuals or private groups.
Group Hosted Trips: Designates pre-scheduled journeys with a fixed itinerary, guided by our team or a designated host.
Force Majeure: An extraordinary event or circumstance beyond our reasonable control. This includes, but is not limited to, acts of God, war or civil unrest, terrorism, natural disasters, epidemics or pandemics, government actions, labor strikes, or the failure of third-party suppliers.
Suppliers: Independent contractors that provide goods and services for your trip. These include airlines, hotels, cruise lines, transportation companies, local tour operators, and other third parties.

2. Booking & Identification

Reservations: Bookings can be made through our website or by contacting us directly. All reservations must be made in the full legal name that appears on the government-issued identification (e.g., passport) you will be using for travel.
Name Changes: Any corrections or changes to a name after travel documents have been issued will incur a $50 per person administrative fee, in addition to any fees imposed by suppliers.

3. Travel Documentation

Your Responsibility: You are solely responsible for obtaining and maintaining the correct travel documents for your itinerary, including any necessary visas. We urge you to check with the consulate or visa agency for each country on your itinerary.
Passport Validity: Your passport must remain valid for at least six (6) months following your scheduled return date. Many countries also require at least one completely blank "VISA" page for entry stamps.
Entry Requirements: All information we provide on travel documentation pertains to U.S. citizens. Non-U.S. citizens are responsible for verifying their own entry requirements with the appropriate consulates. Entry into any country is always at the discretion of local immigration authorities.
Delivery of Documents: Once your trip is paid in full, we will deliver your travel documents by email approximately 30 days before your departure. Should you request physical paper documents when electronic versions are available, a $75 processing fee will be charged. Paper documents are mailed 14–21 days before departure to a valid street address.

4. Travel Protection (Insurance)

The financial loss from a canceled trip can be significant. To protect your investment, we strongly recommend that every guest purchase comprehensive travel protection. You are responsible for securing your own travel insurance policy. We advise choosing a plan that includes "Cancel for Any Reason" (CFAR) coverage, along with benefits for trip interruption, baggage issues, and emergency medical expenses.

Section 2: Financial Policies

5. Pricing & Adjustments

All prices are quoted per person and are based on two people sharing a room, unless explicitly stated otherwise.
The quoted price does not cover personal expenses (like laundry or beverages), fees for passports or visas, travel insurance, or foreign port taxes, unless specifically included in your itinerary.
Prices are accurate at the time of publication but may be subject to change due to shifts in supplier costs, airfares, taxes, or currency exchange rates. For Group Hosted Trips, your price is secured once you have booked. For Private Trips, the final price is locked in when we receive your deposit.
In the event of a human or computer error in pricing, we reserve the right to issue a corrected invoice. You will have the option to pay the corrected amount or cancel your booking for a full refund, provided we receive your written cancellation within five days of the notification.

6. Payments & Deposits

Deposit: A non-refundable and non-transferable deposit is required at the time of booking to confirm your reservation. For Private Trips, a 30% deposit is needed to secure the itinerary.
Payment Forms: We welcome payments via major credit/debit cards, PayPal, bank checks, and money orders. For bookings made within 30 days of departure, payment must be by credit or debit card only.
Final Balance Due: The final payment for Group Hosted Trips is due 90 days before departure.
Late Payments: A $250 late fee will be automatically added to your invoice if the final balance is not settled by the due date. For guests on a payment plan, a $30 late fee will be applied if a scheduled payment is over 5 calendar days late. We reserve the right to treat two missed late payments as a cancellation.

7. Cancellation Policies

All cancellation requests must be sent to us in writing at hello@clairebsoares.com.

Cancellation of a Private Trip: All payments for Private Trips are non-refundable but can be transferred to anyone else with no extra fees unless the third-party supplier charges them. This includes all planning and concierge fees.
Cancellation of a Group Hosted Trip: All payments are (100%) non-refundable but you may transfer to another person and pay the administrative fee of $250.
Cancellation by Us: In the unlikely event that we must cancel a trip for reasons of low enrollment or other operational necessities, we will offer you a full refund of all money paid to us. We are not liable for any external expenses you may have incurred, such as non-refundable flights or visa fees.
Force Majeure Events: Our 'Cancellation by Us' policy does not apply in cases of Force Majeure. In such events, refunds will not be issued. We will endeavor to obtain a future travel credit or reschedule the trip with our suppliers, but this cannot be guaranteed.
Refunds: All refunds are issued within 45 calendar days.

8. Reservation Changes & Transfers

Modifications: Any change requested after booking is subject to applicable supplier charges.
Trip Transfers (Group Hosted Trips Only): Switching to a different trip is allowed when it's more than six months before the original departure date but subject to a $250 fee. You may transfer your trip to another traveler 30 days prior to the departure date with a $250 fee.

Section 3: On-Trip Policies

9. Health, Fitness & Special Requirements

Health Protocols: You are responsible for complying with all health and vaccination requirements for your destination. We recommend consulting with your physician and the Centers for Disease Control (CDC).
Travel Fitness: Our journeys are active and often include extensive walking. Guests on Group Hosted Trips should be comfortable walking up to five miles per day over varied terrain without assistance.
Travelers with Special Needs: You must inform us in writing of any physical disabilities, dietary needs, or other special requirements before booking. If you require assistance, you must be accompanied by a companion who is responsible for providing it. Facilities outside of the United States may not meet ADA standards.
Service Animals: Service animals cannot be accommodated on our international tours.
Guest Conduct: We reserve the right to accept, reject, or remove any individual whose behavior is disruptive, unsafe, or incompatible with the comfort of other guests. No refund will be provided in such cases.

10. Itineraries & Accommodations

Itinerary Flexibility: Itineraries are subject to modification. Substitutions will be of a comparable or higher standard. No refunds will be issued for such necessary changes.
Airline-Initiated Changes: We are not responsible for schedule changes, routing modifications, or cancellations implemented by an airline.
Hotel Rooms: Standard bookings are for twin-bedded rooms unless a king or double bed is specifically requested and confirmed. Hotel check-in is typically at 3:00 p.m., with check-out before 12:00 p.m.
Airport Transfers: On Group Hosted Trips, transfers are included on the official start and end dates only.

11. Luggage Policy

Your allowance is one (1) checked suitcase (up to 50 lbs / 23kg), one (1) carry-on bag, and one (1) personal item. International airlines often limit carry-on to 8kg. All airline baggage fees are your responsibility. We are not liable for luggage that is lost, stolen, or damaged.

12. General Exclusions

Unless explicitly included in your itinerary, your trip price does not cover flights, travel insurance, meals not listed, staff gratuities, passport or visa application fees, or immunizations.

Section 4: Legal & Liability Framework

13. Role as an Agent & Third-Party Suppliers

Claire B. Soares acts as an agent for independent third-party suppliers. We do not own, operate, or control any of the entities that provide goods and services for your trip. These suppliers are independent contractors, and we are not liable for their actions, omissions, or failures. By confirming your trip with us, you agree to these terms.

14. Limitation of Liability

Claire B. Soares, including shareholders, directors, officers, and employees, will not be held responsible for any injury, loss, damage, death, delay, or inconvenience arising from or related to any goods or services provided. This includes events of Force Majeure, acts of war, terrorism, strikes, government actions, overbooking, transportation failures, or any other cause beyond our direct control. By booking with us, you agree to release Claire B. Soares from liability and assume all associated risks.

15. Assumption of Risk

Travel involves inherent risks, including accidents, illness, and political instability. By booking a trip, you acknowledge and voluntarily assume all risks associated with your travels.

16. Arbitration Agreement

Any dispute arising from or related to these Terms & Conditions or your travel with Claire B. Soares shall be resolved by binding arbitration in accordance with the rules of the American Arbitration Association. By booking, you agree to waive your right to a trial by jury and to participate in a class action lawsuit.

17. Privacy & Data

Your personal information is collected for trip management and marketing. We collect personal information such as your name, email, phone number, and travel preferences when you book a trip or subscribe to our communications. This information is used solely for trip planning, customer service, and sending relevant travel updates. We do not sell or share your personal information with third parties except as necessary to fulfill your travel arrangements. Your data is stored securely and protected against unauthorized access. You may request access to, correction of, or deletion of your personal data at any time by contacting us at hello@clairebsoares.com.

For questions about these terms, please contact us at hello@clairebsoares.com.