The Modern Traveler LLC | Terms and Conditions
Last modified on April 14, 2026
PAYMENTS, PLANNING TERMS & BOOKING CONDITIONS
We’re so glad you’ve chosen to work with The Modern Traveler LLC to design your trip.
Before we begin, please review the following key terms that govern how we work together. These terms are designed to create a clear, thoughtful planning process and help ensure your trip can move from proposal to confirmed booking as smoothly as possible.
By moving forward, you acknowledge and agree to the terms below, along with the full Terms & Conditions provided by The Modern Traveler.
1. Planning Fee
Travel planning is a professional service. The Modern Traveler charges a non-refundable, non-transferable Research & Design Fee for the time, strategy, expertise, and care involved in curating a custom trip tailored to your destination, dates, and travel style.
This fee covers:
itinerary design and curation
destination research
supplier coordination
trip development during the active planning period
the professional expertise behind the planning process
Planning work begins only once the planning fee has been paid in full and this agreement has been signed. The planning fee is non-refundable under all circumstances.
2. Planning Window & Proposal Timeline
Planning begins once your fee is paid and this agreement is signed.
Initial proposals are typically delivered within 5–10 business days, unless otherwise communicated
Your proposal enters an active 21 day planning window once delivered
This is the phase where we refine, confirm direction, and move toward booking. Because travel pricing and availability move quickly, especially with boutique hotels and high-demand services, prompt communication is required throughout this planning window.
Timely feedback during this window is essential. Delays in communication may impact availability and pricing.
3. Revisions
Your selected planning package includes a specific number of revisions. The Modern Traveler will accommodate revisions as outlined in your package during the active planning period.
If changes are requested beyond the included scope, additional planning fees may apply, including:
$200 per destination change after the initial proposal is sent
$50 per date change for the same trip duration
$50 for a date extension of up to 2 additional days
$50 per additional traveler
$50 for each additional activity or activity change after deposit has been made
$200 per additional round of revisions beyond the agreed-upon number
4. Proposal Expiration
All proposals are based on live pricing and current availability and are considered time-sensitive.
A deposit deadline will be communicated with your proposal. To secure accommodations, activities, and other arrangements, required deposits must be submitted by that deadline. In some cases, this deadline may be shorter than 20 days due to supplier holds, seasonal demand, or limited inventory.
If timely feedback or payment is not received during the planning window, or if the trip is not booked within that timeframe, the itinerary may be considered expired.
Once an itinerary has expired:
current pricing and availability must be re-confirmed
previously held space may no longer be available
hotels or experiences may need to be replaced
additional planning fees may apply if substantial redesign work is required
5. Deposits and Final Payments
To confirm your trip, deposits are required for accommodations, experiences, transportation, and other travel arrangements.
Please note:
no space or pricing is confirmed until payment has been applied and accepted by the relevant supplier
supplier deposit schedules vary
final balances are often due 30 to 60 days prior to departure
all deposits are non-refundable unless otherwise stated by the supplier’s terms and conditions
Failure to make payments on time may result in:
cancellation of arrangements
loss of held inventory
increased pricing
itinerary changes
forfeiture of non-refundable deposits
6. Bundled Pricing
The Modern Traveler plans trips as a comprehensive, curated experience. Pricing is generally shared as a bundled investment rather than as an itemized breakdown.
This reflects the full value of the trip design, supplier relationships, coordination, and overall experience being created. By bundling trip components, The Modern Traveler is able to design a more cohesive trip and secure the strongest overall value across accommodations, transportation, and experiences.
7. Rush Planning
For trips departing within 90 days, The Modern Traveler reserves the right to charge a rush planning fee based on workload, planning complexity, and booking availability.
This fee will be communicated after the initial consultation and added as a separate line item in addition to the planning fee.
8. Office Hours and Communication
The Modern Traveler’s office hours are Monday through Friday 10am-5pm EST, and emails are responded to within approximately 48 business hours. Messages received outside business hours, on weekends, or on holidays will be addressed on the next business day.
To keep communication accurate and organized:
all trip communication should be made in writing via email
this helps maintain a clear record of decisions, approvals, and requests
phone calls should be scheduled in advance so both parties can come prepared and use the time well
9. Payment Authorizations
A signed payment authorization is required for each booking The Modern Traveler makes on your behalf.
The Modern Traveler cannot accept requests to “charge the card on file” by phone, text, or email. This protects both you and the business. Once payment is authorized, no booking is considered confirmed until payment has been manually processed and accepted by the supplier. Payments are applied during office hours.
10. Chargebacks
If you have any concern regarding a charge or service, you agree to contact The Modern Traveler directly before initiating a chargeback.
Client authorizes The Modern Traveler to charge the submitted payment method for approved fees and travel expenses incurred in connection with the services provided. Any chargeback initiated without valid cause, and without first allowing The Modern Traveler the opportunity to respond, may result in collection efforts or legal action. Client agrees to provide written notice of any issue and allow at least 72 hours for response before initiating a dispute.
11. Changes and Cancellations
Any changes or cancellations are subject to the terms and conditions of the individual suppliers involved and may incur penalties or additional fees.
The Modern Traveler is not responsible for non-refundable components of your itinerary, but will assist in navigating the process should changes become necessary. Some travel arrangements may be fully non-refundable, and cancellation may result in forfeiture of all monies paid.
12. Supplier Relationships
The Modern Traveler coordinates travel services with a variety of suppliers, but is not the direct provider of hotels, transportation, tours, or other travel components.
Your bookings are governed by:
The Modern Traveler’s Terms & Conditions
the applicable supplier’s own terms, conditions, and cancellation policies
The Modern Traveler is not liable for the acts, errors, omissions, or failures of third-party suppliers.
13. Travel Insurance
The Modern Traveler strongly recommends comprehensive travel insurance, ideally including cancel-for-any-reason coverage where appropriate.
While insurance providers may be recommended, The Modern Traveler is not an insurance broker and cannot evaluate coverage, interpret policy language, or advise on which specific policy you should choose. You are responsible for reviewing and selecting the policy that best fits your needs. Declining coverage may result in significant financial loss.
14. Client Responsibilities
While The Modern Traveler is here to guide and support you, some responsibilities remain yours. These include, but are not limited to:
providing timely feedback and decisions during the planning period
reviewing proposals, invoices, and confirmations carefully
ensuring traveler names and details are accurate
maintaining valid passports and required travel documentation
obtaining any necessary visas or authorizations
complying with destination entry requirements and applicable laws
Delays in communication or missing documentation may affect the planning process, pricing, or your ability to travel.
15. Full Terms and Conditions
These key terms are intended as a summary of the policies that shape the planning and booking process with The Modern Traveler. Your trip will also be governed by the full Terms & Conditions and any supplier-specific terms associated with your bookings.
16. Acknowledgment
By signing below, you confirm that you have read, understood, and agreed to these Payment, Planning, and Booking Terms, along with the full Terms & Conditions provided by The Modern Traveler.