Group Policies & FAQs
Important Information for Group Travel
At Explore Journey Wander, we want your group travel experience to be organized, transparent, and as stress-free as possible. Because every group trip is different, payment schedules, deposits, name-change rules, and cancellation policies may vary based on the destination, travel supplier, accommodations, and services selected.
Before making a payment, travelers will receive the applicable booking terms, deadlines, and cancellation policies for their specific trip.
Professional Group Travel Planning
At Explore Journey Wander, we specialize in creating organized, customized travel experiences for groups. Our planning fees compensate us for the time, research, coordination, communication, and expertise involved in designing and managing your group's travel experience.
Because every group is different, planning fees are based on the complexity and scope of the trip.
Our Tiered Planning Fee Structure
🌿 Tier 1 — Group Getaway
Starting at $250
Ideal for smaller or less-complex group trips. (~5-15 people)
May include:
Initial group consultation
Destination and travel research
Group accommodation research
Basic itinerary planning
Group booking coordination
Payment deadline guidance
Pre-departure assistance
Includes two changes to booking
Best for: Family reunions, friends' getaways, simple group vacations, and smaller celebrations.
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| Explore an Alaskan cruise! |
✨ Tier 2 — Signature Group Experience
Starting at $500
Designed for groups requiring additional planning and coordination. (~16-30 people)
Includes everything in Tier 1, plus:
More extensive destination research
Customized group itinerary
Activity and excursion research
Transportation coordination
Additional group planning support
Enhanced pre-departure communication
Includes two changes to booking
Best for: Church groups, faith-based trips, reunions, destination celebrations, and larger group vacations.
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| Bride on outdoor path |
🌟 Tier 3 — Premium Group Planning
Starting at $1000+
Designed for complex group travel requiring extensive coordination and personalized planning. (~30+ people)
Includes everything in Tier 2, plus:
Highly customized itinerary development
Multiple travel components
Complex transportation coordination
Special event coordination
Detailed group logistics
Increased planning and communication support
Comprehensive pre-departure coordination
Includes two changes to booking
Best for: Destination weddings, corporate retreats, large faith-based groups, multi-destination trips, and complex group experiences.
What Does the Planning Fee Cover?
Your planning fee covers the professional services involved in researching, designing, coordinating, and managing your group's travel arrangements.
This may include time spent on:
Destination research
Supplier research
Group accommodation options
Itinerary development
Transportation research
Activities and excursions
Group communications
Booking coordination
Payment schedule management
Pre-departure preparation
The planning fee is separate from the cost of your travel arrangements.
Other Fees
- Group Cancellation Arrangement Fee: $50 per traveler that cancels
- Roster Change: $75 per change after the proposal has been finalized
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| Orthodox church in Kotor, Montenegro |
Planning Fee FAQs
Is the planning fee refundable?
Planning fees are refundable if trip/event is booked within 14 calendar days of the quote to qualify for the credit. Once this window expires, the fee is non-refundable.
📅 At Final Payment: Applied as a credit reducing the remaining balance due.
The planning deposit is completely credited to your group’s total balance once the final payment is locked in—meaning our custom planning costs you nothing extra when you travel with us.
When is the planning fee due?
The planning fee is due before planning work begins. Your exact fee and payment requirements will be provided during the consultation and before services begin.
Does the planning fee pay for my trip?
No. The planning fee covers our professional travel planning services. Travel costs are separate and may include airfare, hotels, cruises, transportation, tours, activities, taxes, fees, and other supplier charges.
Does every traveler have to pay a planning fee?
Not necessarily. Depending on the group arrangement, the planning fee may be paid by the group organizer, divided among travelers, or structured another way. This will be explained before booking.
Cancellation Fees
What happens if I cancel my group trip?
If you decide to cancel your trip, please contact Explore Journey Wander as soon as possible.
Two different types of charges may apply:
1. Explore Journey Wander Planning Fee
Our planning fee covers professional services already performed and is non-refundable once work has begun.
2. Travel Supplier Cancellation Fees
Airlines, hotels, cruise lines, tour operators, transportation companies, and other suppliers may impose their own cancellation penalties, non-refundable deposits, or other fees.
You are responsible for applicable supplier charges according to the terms of your booking.
Cancellation policies vary by trip and supplier. Some deposits and payments may be non-refundable, while others may be refundable according to the specific booking terms.
Always review the cancellation policy provided with your group's booking before making a payment.
Can I cancel without paying a cancellation fee?
It depends on the specific booking and the applicable cancellation deadlines.
Some reservations may allow cancellation without a supplier penalty before a certain deadline, while others may have non-refundable deposits or fees from the time of booking.
Your specific cancellation terms will be provided before you make your travel payment.
What if one person in my group cancels?
Contact us as soon as possible. We will review the reservation and determine what options are available.
The cancellation may affect:
The traveler's individual reservation
Group pricing
Room arrangements
Transportation
Activities
Deposits or payments
Other supplier requirements
Supplier cancellation or modification fees may apply.
What if my entire group cancels?
We will work with you to determine what options are available based on the cancellation policies of the applicable suppliers.
Refunds, credits, penalties, and cancellation fees are determined according to the terms of the specific booking.
Will I receive a refund if I cancel?
A refund is not guaranteed. The amount, if any, will depend on the applicable supplier's cancellation and refund policy at the time of cancellation.
Some reservations may have:
Non-refundable deposits
Cancellation penalties
Partial refund deadlines
Non-refundable services or activities
Final payment restrictions
Explore Journey Wander will communicate the applicable terms for your specific trip.
What happens if the travel supplier cancels my trip?
If a supplier cancels or significantly changes a reservation, we will communicate the available options based on the supplier's policies. Depending on the circumstances, options may include rebooking, a credit, or a refund.
What if I need to cancel because of an emergency?
Contact us as soon as possible. We will review the reservation terms and determine what options may be available.
Travel insurance may provide protection for certain covered circumstances, subject to the policy's terms, conditions, exclusions, and limitations.
Important Cancellation Notice
Planning fees and travel supplier fees are separate.
Explore Journey Wander does not control cancellation penalties, refund policies, or fees imposed by airlines, hotels, cruise lines, tour operators, transportation providers, or other travel suppliers.
Before making a payment, travelers will receive the applicable terms and conditions for their specific trip.
We strongly encourage travelers to consider travel insurance that may provide coverage for eligible cancellations and interruptions, subject to the policy's terms, conditions, exclusions, and limitations.
Group Payment Policies
Is a deposit required to book a group trip?
Yes. Most group trips require an initial deposit to secure reservations. The deposit amount and due date will be clearly provided in your group's travel proposal or booking information.
Please note: Deposits may be non-refundable depending on the travel supplier's terms.
When are payments due?
Group trips typically have a scheduled payment plan with specific deadlines leading up to the final payment date.
Travelers are responsible for making payments by the deadlines provided for their trip. Missing a payment deadline may result in cancellation, penalties, or loss of availability.
Can I make additional payments before the deadline?
In many cases, yes. Travelers may be able to make payments toward their balance before the final payment deadline, depending on the booking arrangement.
When is the final payment due?
The final payment deadline varies by trip and supplier. Your group's specific final payment date will be provided at the time of booking.
Once the final payment deadline has passed, supplier cancellation policies generally become more restrictive.
Name Changes & Traveler Information
Can I change the name on my reservation?
Name changes may be permitted for some group bookings, but they are not guaranteed.
Whether a name change is allowed depends on the travel supplier, airline, hotel, cruise line, tour operator, or other service provider.
Name-change fees, restrictions, and deadlines may apply.
What if I cannot travel and someone else wants to take my place?
Contact Explore Journey Wander as soon as possible. We will check whether the supplier allows the reservation to be transferred to another traveler.
Any applicable name-change or transfer fees are the responsibility of the traveler unless otherwise stated.
What happens if my name is entered incorrectly?
Please review your traveler information carefully when submitting it. Contact us immediately if you discover an error so we can determine whether it can be corrected and whether a supplier fee applies.
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| Grand Canal, Venice, Italy |
Group Booking FAQs
How far in advance should I book my group trip?
The earlier, the better—especially for weddings, church groups, reunions, corporate retreats, cruises, and travel during peak seasons.
Early planning can provide more options for accommodations, transportation, activities, and group availability.
How many people are considered a group?
Group requirements vary by travel supplier and type of trip. During your consultation, we will determine how your travelers should be booked and what group benefits or requirements may apply.
Can everyone in my group pay separately?
Depending on the supplier and booking arrangement, individual travelers may be able to make their own payments. We will explain the payment process established for your particular group.
What happens if someone misses a payment deadline?
Missing a deadline can affect a traveler's reservation and may result in penalties, cancellation, or loss of availability.
If you anticipate difficulty meeting a deadline, contact us before the payment is due so we can determine whether any options are available.
Can I add travelers after the group is booked?
Additional travelers may be added when space and availability permit. New travelers may be subject to different pricing, availability, deposits, and payment deadlines.
Are travel documents required?
Travel-document requirements depend on the destination and type of travel. Travelers are responsible for ensuring they have the required documentation for their trip.
We encourage travelers to verify passport, visa, entry, and other documentation requirements well before departure.
Where to find information about U.S. passports
Where to find information about visas
Before You Make a Payment
Please make sure you understand:
✓ Your deposit amount and due date
✓ Your payment schedule
✓ Your final payment deadline
✓ Cancellation and refund terms
✓ Name-change restrictions and fees
✓ What's included and excluded from your package
✓ Travel insurance options
✓ Any supplier-specific terms and conditions
Travel arrangements are subject to the terms and conditions of the applicable travel suppliers.
Have Questions About Your Group Trip?
We're here to help you understand the booking process and your group's travel requirements.
Ready to start planning?
Contact Explore Journey Wander to discuss your group, destination, travel dates, and planning needs.
You bring the people. We'll help coordinate the journey.
Explore Journey Wander
Bringing People Together, One Journey at a Time.