Booking Terms

How these terms work

These booking terms apply to every trip arranged by Gay Up Travel LLC (“we”, “us”). When you pay your deposit, you confirm that you have read and accepted them, together with the details in your written trip confirmation, which lists your services, your price and your payment schedule.

From 2021 the business was operated by Gay Up Travel Ltd, a company registered in England and Wales. Since February 2024 it has been operated by Gay Up Travel LLC, a Wyoming limited liability company. Gay Up Travel Ltd was voluntarily dissolved in December 2024.

Every trip we design is tailor-made, so some details differ from one journey to the next. Where your confirmation says something different from these terms, your confirmation prevails.

Booking for other travelers

If you book for a partner, friends or family, you confirm that you have their permission to accept these terms on their behalf. You become the lead traveler: the person we talk to, who makes payments and passes on the information we send.

Please check that names and details are exactly as they appear on each passport. We are not responsible for costs caused by incorrect information given to us.

Your proposal and deposit

After we talk, I send you a written proposal with the itinerary, the properties and the price in US dollars. The price is held until the date shown on the proposal; after that, it depends on availability with the hotels and partners involved.

To confirm your trip, we ask for a deposit of 30% of the total trip price. Your booking is confirmed once the deposit is received and we have sent you the written confirmation.

If you book less than 90 days before departure, the full trip price is due at the time of booking.

Balance and payment schedule

The balance is due 90 days before departure, unless your confirmation shows a different date. Some hotels or services ask for earlier payments; when that happens, the dates are shown on your confirmation before you book.

You can pay by credit card or bank transfer. If you prefer to split the balance into installments before the due date, we agree the amounts and dates in writing. By agreeing to an installment plan, you authorize us to charge each installment to the payment method you saved with us, on the dates listed in your confirmation.

If the balance is not received by the due date, we may treat the booking as cancelled by you, and the cancellation charges below apply. We will always contact you before doing so.

Prices after confirmation

Once your trip is confirmed, your price is fixed. The only exceptions are changes we do not control that are imposed after confirmation, such as new government taxes, airline fuel surcharges or significant currency movements.

We absorb any such increase up to 2% of the trip price. Above that, we pass on the difference and show you where it comes from, and no increase is made in the last 21 days before departure. If the increase is more than 10% of the trip price, you may cancel within 14 days of our notice and receive a full refund of what you paid, minus non-refundable costs already incurred.

Changes you make

Small adjustments are part of the service. If a change involves hotels, airlines or other suppliers, any cost they charge is passed on to you. If you ask for a substantial redesign after confirmation, I may charge a planning fee, which we agree in writing before any work starts. Changing dates or destinations may count as a cancellation of the original arrangements.

Cancellation by you

To cancel, send us a written notice by email; the cancellation takes effect on the day we receive it. Charges are calculated on the total trip price:

• More than 90 days before departure: we keep your deposit
• 61 to 90 days: 50% of the trip price
• 31 to 60 days: 75% of the trip price
• 30 days or less: 100% of the trip price

Some hotels, flights and services have stricter conditions than ours, such as non-refundable rates. When they do, those conditions are shown on your confirmation and apply instead. If you leave a trip early or do not use part of it, unused services are not refunded.

Changes or cancellation by us

Sometimes a hotel, route or service has to change. If we need to make a significant change before departure, we tell you as soon as possible and you can accept it, choose an alternative of similar standard, or cancel with a full refund of what you paid, minus non-refundable costs already incurred.

If a trip cannot go ahead because of events beyond anyone’s control, such as natural disasters, war, epidemics, strikes or government orders, we offer you a credit for future travel or a refund, in both cases minus costs we cannot recover. We are not responsible for related expenses such as visas, vaccinations or flights booked separately.

What your price includes

Your price includes exactly what is listed in your confirmation: typically accommodation, private transfers, guided experiences and meals where stated, plus my planning and support before and during your trip.

Unless your confirmation says otherwise, it does not include international flights, travel insurance, passport and visa fees, tips, meals and drinks not listed, and personal expenses.

Travel insurance

Travel insurance is required for every traveler. As a minimum, your policy must cover emergency medical expenses of at least US$50,000 and emergency evacuation and repatriation of at least US$200,000. We strongly recommend that it also covers trip cancellation, interruption, delays and baggage.

Please buy it when you pay your deposit, so cancellation cover starts right away, and send us the insurer’s name, policy number and emergency number before you travel. If you rely on coverage from a credit card, please confirm in writing that it meets these minimums.

Passports, visas and health

Each traveler is responsible for holding a passport valid for at least six months after the end of the trip, and any visa or entry authorization required, including the European ETIAS where it applies. I will point you to official sources, but the final responsibility is yours.

Please make sure you are fit for the activities in your itinerary and tell us before booking about any mobility or health needs, so I can plan around them.

Our role and responsibility

We design and coordinate your trip. The services themselves, such as hotels, transport and experiences, are provided by independent suppliers who follow their own terms and local laws. We choose them with care, but we are not liable for their acts or omissions, except where we have been negligent. If a hotel or supplier refuses or ends a service because of a traveler’s behavior, no refund is due for that service.

To the extent the law allows, our total liability to you is limited to the price you paid us for the services concerned. Nothing in these terms limits liability that cannot be limited by law.

If something is not right

If anything goes wrong during your trip, tell me straight away, so I can fix it on the spot. If it cannot be resolved, please send us a written complaint within 30 days of your return, and I will reply personally.

Privacy

We use your personal details only to arrange and support your trip, and share them only with the suppliers who need them. Details are in our privacy policy.

Governing law and contact

These terms are governed by the laws of the State of Wyoming, United States. If any part of them is found unenforceable, the rest remains valid.

Gay Up Travel LLC, 30 N Gould St, Ste R, Sheridan, WY 82801, USA · info@gayuptravel.com · +1 (315) 202-5536.