Welcome, you magnificent bookish adventurers, to a Lumina Travel Co. experience in Europe! Before you dive headfirst into your main-character moment, let's get the nitty-gritty out of the way. These Terms & Conditions are here to protect everyone involved and ensure a smooth, epic journey. By booking a trip with Lumina Travel Co., you agree to these terms. Period.

⚔️ 1. Booking & Payments

• Deposit: A non-refundable, non-transferable deposit, as specified for your chosen trip, is required at the time of booking to secure your spot. This covers administrative costs, preliminary vendor commitments, and the sheer effort of making magic happen across the pond.
• Final Payment Due Date: The final balance for your trip is due 75 days prior to the departure date. No exceptions.
• Payment Plans: We offer flexible payment plans to suit your needs: monthly or bi-monthly options are available. All payments will be processed securely through Tern.
• Payment Methods: We accept debit/credit cards and ACH transfers (availability of ACH is vendor-dependent and will be specified for each trip). All payments must be in USD.
• Failure to Pay: Failure to meet the final payment deadline or adhere to your agreed-upon payment plan may result in immediate cancellation of your booking without refund of payments made to date. We're not chasing payments.
• Late Bookings: If you're booking within 75 days of departure, full payment will be required upfront. Don't be that person.

⚔️ 2. Pricing & Inclusions

• Trip Price: The published trip price includes the services and activities specifically detailed in your trip's individual itinerary. What you see on that itinerary is what's included.
• Exclusions: Unless explicitly stated in your trip's specific itinerary, the trip price does not include: international airfare to/from Europe, personal expenses, alcoholic beverages, travel insurance (mandatory, see Section 4), gratuities, additional activities not listed, visa/passport fees, specific airport transfers, or any other items not detailed in the itinerary. Be brutally clear about what's not included.
• Single Supplement: A single supplement fee may apply for solo travelers wishing a private room. The exact fee will be specified in the individual trip details, as it depends on the itinerary and accommodation. We get it, sometimes you just need your space.
• Price Adjustments: While we strive for stability, prices are subject to change due to unforeseen circumstances (e.g., significant currency fluctuations, fuel price increases, vendor rate hikes, new local taxes). We'll notify you promptly if this happens.

⚔️ 3. Cancellations & Refunds

• Cancellation by Traveler: All cancellations must be submitted in writing via email to kate@luminatravelco.com. The effective date of cancellation is the date we receive your email.

  • Cancellation Fees: Our cancellation fees are dependent on the specific vendor Terms & Conditions associated with your trip's itinerary, as well as our own administrative costs. You'll be provided with the detailed cancellation policy for your specific trip at the time of booking. Please note: Deposits are always non-refundable, and closer to departure, higher cancellation fees apply, potentially up to 100% of the trip cost.
  • No Refunds for Unused Services: No refunds will be provided for any unused portions of the trip, including but not limited to meals, activities, or accommodation, regardless of the reason for non-participation.
• Cancellation by Lumina Travel Co.: We reserve the right to cancel any trip for any reason, including but not limited to: insufficient enrollment, unforeseen operational challenges, or Force Majeure events (see Section 6).

  • If Lumina Travel Co. cancels a trip, you'll receive a full refund of all payments made to us within 30 business days. We aim for faster, but sometimes bureaucracy takes its sweet time.
  • Lumina Travel Co. is not responsible for any additional expenses incurred by travelers in preparation for the trip (e.g., non-refundable international flights, visa fees, travel insurance premiums). This is why Section 4 exists.

⚔️ 4. Travel Insurance: Your Shield Against Chaos (and European Bureaucracy)

• MANDATORY: Comprehensive travel insurance is required for all participants. Your policy must cover:

  • Minimum Medical Coverage: At least €30,000 (or equivalent USD) for emergency medical expenses, hospitalization, and repatriation (return to home country for medical reasons or death). This is crucial for travel within the Schengen Area and a wise choice for all European travel.
  • Trip cancellation/interruption (covering reasons like illness, family emergencies, etc.), medical evacuation, and baggage loss.
• Proof of Insurance: You must provide proof of adequate travel insurance coverage by 75 days prior to the departure date. Failure to do so may result in the cancellation of your booking without refund. This is for your protection, not ours.
• Claim Responsibility: Any claims against your insurance policy are solely your responsibility. We'll provide documentation, but we don't handle the paperwork.

⚔️ 5. Trip Changes & Itinerary Flexibility

• Itinerary Adjustments: While we strive to follow the planned itinerary, Lumina Travel Co. reserves the right to make necessary adjustments due to unforeseen circumstances, local conditions, vendor availability, or the whim of the universe. This includes changes to accommodation, transportation, activities, or the order of events. We'll always aim for an equally awesome alternative.
• Author Involvement: Authors are featured guests on our trips, bringing their unique insights and passion. While author participation is confirmed at the time of booking, unforeseen personal circumstances may impact their ability to attend or participate in all scheduled events. Authors are not employees, agents, or representatives of Lumina Travel Co. and are not responsible for any operational aspects of the tour, traveler safety, or financial liabilities. We cannot guarantee specific author availability or activities, but we will communicate any changes as soon as humanly possible.
• Traveler Changes: Any changes requested by the traveler after booking (e.g., name changes, rooming changes) are subject to an administration fee (as specified for your trip), plus any charges incurred from our vendors. Not all changes are possible, especially for international arrangements.

⚔️ 6. Force Majeure

• Lumina Travel Co. shall not be liable or responsible for any failure or delay in fulfilling our obligations under these Terms & Conditions when such failure or delay is caused by or results from acts or circumstances beyond our reasonable control, including, without limitation, acts of God, flood, fire, earthquake, explosion, governmental actions (including visa changes or travel restrictions), war, invasion or hostilities (whether war is declared or not), terrorist threats or acts, riot, or other civil unrest, national emergency, revolution, insurrection, epidemic, pandemic, lockouts, strikes or other labor disputes (whether or not relating to either party’s workforce), or restraints or delays affecting carriers or inability or delay in obtaining supplies of adequate or suitable materials, or telecommunication breakdown or power outage.
• In such events, we will work with affected travelers to provide options, which may include future travel credits or partial refunds, at our sole discretion. Your travel insurance is your primary safeguard here.

⚔️ 7. Health, Safety & Participation

• Safety & Suitability: We are committed to creating an accessible and inclusive environment. While our trips involve varying levels of physical activity and may encounter diverse environments, it is important that all travelers can safely participate in the core activities of the chosen itinerary. If you have any mobility concerns, medical conditions, neurodivergence, or accessibility needs that may impact your ability to fully enjoy or participate in the trip, please contact us prior to booking. We will gladly discuss reasonable accommodations and work with you to determine if the trip is a good fit, or suggest alternatives. This helps us ensure a smooth and joyful experience for everyone.
• Conduct: We expect all travelers to act respectfully towards fellow travelers, Lumina Travel Co. staff, vendors, and local communities. Disruptive or disrespectful behavior may result in removal from the trip at your own expense, with no refund. This is a found-family vibe, not a chaos-fueled free-for-all.
• Responsibility: You are responsible for your own actions and decisions throughout the trip. Lumina Travel Co. is not liable for any personal injury, property damage, or loss incurred during the trip, unless caused by our gross negligence.
• Adherence to Instructions & Local Laws: You must comply with all instructions given by Lumina Travel Co. staff, authorized local guides, and adhere to all local laws and customs in the countries visited. Failure to do so may result in immediate removal from the trip with no refund.

⚔️ 8. Documents & Identification (International Edition)

• Passport Validity: It is your sole responsibility to ensure you have a valid passport that is valid for at least six (6) months beyond your planned return date from Europe. Many European countries (especially those in the Schengen Area) strictly enforce this.
• Visas & Entry Requirements: It is your sole responsibility to research and obtain any necessary visas or comply with entry requirements for the European countries you will visit. Lumina Travel Co. is not responsible for denial of entry due to lack of proper documentation. We can advise, but the burden is on you.
• Travel Advisories & Health Information: You are responsible for staying informed about current government travel advisories, warnings, and health recommendations for your chosen destination(s). We recommend consulting resources such as the U.S. Department of State (travel.state.gov) and the Centers for Disease Control and Prevention (cdc.gov) for the most up-to-date information.
• Travel Documents: All necessary travel documents (e.g., itinerary, tickets, vouchers) will be provided electronically or by mail in advance of your trip. Review them immediately for accuracy.

⚔️ 9. Limitation of Liability & Package Travel Directive (Important!)

• Lumina Travel Co. acts as an agent for the various independent suppliers that provide tour services (e.g., hotels, transportation companies, local guides, airlines). We do not own or operate any of these suppliers. Therefore, Lumina Travel Co. is not responsible or liable for any acts, errors, omissions, injuries, losses, damages, delays, or irregularities which may be occasioned by reason of any defect in vehicle, or through the negligence, or defaults of any company or person engaged in carrying out the arrangements of the tour or in performing any services involved in the tour.
• For "Package Tours" (as defined by EU Directive 2015/2302 on Package Travel and Linked Travel Arrangements): If your booking constitutes a "package" under this directive, Lumina Travel Co. accepts responsibility as the organizer for the proper performance of all travel services included in the contract, irrespective of whether those services are to be performed by Lumina Travel Co. or by other travel service providers. This means:

  • We will provide assistance if you are in difficulty.
  • We are liable for any lack of conformity in the performance of the travel services.
  • We maintain insolvency protection as required by relevant regulations (e.g., bond, insurance, or trust account) to ensure that in the unlikely event of our insolvency, your payments are refunded and, where necessary, you are repatriated.
• Our liability for any claim shall not exceed the total amount paid by the traveler for the specific trip in question, except where otherwise mandated by applicable law (e.g., the Package Travel Directive).

⚔️ 10. Governing Law & Jurisdiction

• These Terms & Conditions shall be governed by and construed in accordance with the laws of the State of New York, without regard to its conflict of law principles.
• Any disputes arising from these Terms & Conditions or your participation in a Lumina Travel Co. trip shall be resolved exclusively in the state or federal courts located in Suffolk County, New York.

⚔️ 11. Data Privacy (GDPR Compliance)

• Lumina Travel Co. is committed to protecting your personal data in accordance with applicable laws, including the General Data Protection Regulation (GDPR) if you are an EU resident or your data is processed while you are in the EU.
• We collect and process your personal data (such as name, contact information, passport details, dietary needs, health information) only for the purpose of organizing and delivering your trip, communicating with you, and fulfilling our legal obligations.
• We will share your necessary personal data with third-party suppliers (e.g., hotels, airlines, local guides, tour operators) only to the extent required to provide the services you have booked.
• You have rights regarding your personal data, including the right to access, rectify, erase, or restrict its processing. For full details on how we collect, use, store, and protect your data, please refer to our Privacy Policy located at [LINK TO YOUR WEBSITE'S PRIVACY POLICY]. Your booking constitutes consent to our Privacy Policy.

⚔️ 12. Photography & Marketing

• You agree that Lumina Travel Co. may use photographs, videos, or other media taken during the trip for promotional and marketing purposes, including on social media, websites, and in promotional materials. If you prefer not to be featured, please notify us in writing prior to your trip.

⚔️ 13. Acknowledgment of Risk (International Travel)

• You acknowledge that international travel, particularly group travel, involves inherent risks, including but not limited to: unforeseen delays, changes in itinerary, illness (including exposure to infectious diseases), injury, loss of property, political instability, and acts of terrorism. You voluntarily assume these risks. You acknowledge that medical facilities and standards may differ abroad.

⚔️ 14. Amendments

• Lumina Travel Co. reserves the right to update or modify these Terms & Conditions at any time. The most current version will always be posted on our website. Continued participation in a trip after changes indicates your acceptance of the revised terms.

⚔️ 15. Contact Us

• For any questions regarding these Terms & Conditions or your trip, please contact us at kate@luminatravelco.com.