PNS Travels LLC Hosted Group Trip Participant Agreement

Agreement Overview

This Hosted Group Trip Participant Agreement (“Agreement”) is between the traveler (“Traveler,” “You,” or “Participant”) and PNS Travels LLC (“PNS Travels,” “We,” “Us,” or “Our”).

By submitting a deposit or payment for a hosted group trip organized by PNS Travels LLC, you acknowledge that you have read, understand, and agree to the terms outlined below:

Nature of Hosted Group Trips

Hosted group trips organized by PNS Travels LLC are curated travel experiences designed for travelers who wish to travel together as a group.

While a PNS Travels host may be present during the trip, the host serves as a coordinator and facilitator and is not responsible for providing tour operator services.

All transportation, accommodations, excursions, and travel services are provided by independent third-party suppliers.

Minimum Group Size

Hosted group trips require a minimum number of participants in order to operate.

If the minimum number of travelers is not met, PNS Travels LLC reserves the right to cancel the trip.

In such cases, travelers will receive a refund of payments made to PNS Travels LLC, excluding any non-refundable supplier costs.

Pricing and Payment Schedule

A non-refundable deposit is required to secure your spot on the trip.

Payment plans may be offered depending on the departure date.

Final payment is typically due 60 days prior to departure unless otherwise stated.

Failure to make payments by the stated deadlines may result in cancellation of your reservation and forfeiture of payments made.

Cancellations and Refunds

Our hosted group trips involve contracts with hotels, transportation providers, and tour operators that require non-refundable payments.

If you cancel your participation in the trip, all payments are non-refundable.

Travel insurance, specifically, travel insurance that includes the option to cancel for any reason, is strongly recommended.

Roommate and Occupancy Policies

Group pricing is typically based on double occupancy.

If your roommate cancels, fails to pay, or withdraws from the trip, you may be responsible for the single occupancy rate.

PNS Travels LLC may assist in finding a replacement roommate but does not guarantee placement or compatibility.

Itinerary, Accommodation, and Activity Changes

Group itineraries are planned in advance but may change due to circumstances beyond PNS Travels LLC’s control, including but not limited to weather, supplier availability, safety considerations, local regulations, or operational needs.

PNS Travels LLC reserves the right to make reasonable modifications to the itinerary.

Hotels and accommodations listed in the itinerary are subject to change. If necessary, they will be replaced with accommodations of similar quality and location.

Planned activities, excursions, and experiences may also be modified or substituted with similar offerings of equal value when possible.

These changes do not constitute grounds for refunds.

Late Arrivals and Missed Activities

Travelers are responsible for arriving on time for all scheduled activities, excursions, and group events.

If you miss any portion of the itinerary for any reason, you are responsible for any additional costs required to rejoin the group.

Missed activities are non-refundable.

Traveler Conduct

Participants are expected to behave respectfully toward fellow travelers, hosts, suppliers, and local communities.

PNS Travels LLC reserves the right to remove any traveler from the trip without refund if they engage in disruptive, unsafe, illegal, or disrespectful behavior.

Travelers removed from a trip are responsible for all resulting expenses.

Host Authority

During hosted group trips, PNS Travels LLC and its designated host retain full authority to make decisions regarding the itinerary, group activities, and overall travel experience.

All decisions made by the host are final and are made in the best interest of the group.

Participation in Group Activities

Group activities are optional unless otherwise specified.

Travelers who choose not to participate are responsible for their own arrangements and transportation.

No refunds will be provided for missed or unused activities.

Travel Requirements

Travelers are responsible for obtaining all required documentation including passports, visas, and vaccinations.

Passports must typically be valid for at least six months beyond travel dates.

Failure to meet requirements may result in denied boarding or entry, and all associated costs will be the traveler’s responsibility.

Photography and Media

Photos and videos may be taken during the trip.

By participating, you grant PNS Travels LLC permission to use images and videos for marketing and promotional purposes.

If you prefer not to be included, you must notify PNS Travels LLC in writing prior to travel.

Assumption of Risk

Travel involves inherent risks.

By participating in this trip, you voluntarily assume all risks associated with travel and participation in group activities.

Force Majeure

PNS Travels LLC is not liable for delays, cancellations, or disruptions caused by events beyond our control, including but not limited to natural disasters, weather events, pandemics, government restrictions, airline disruptions, acts of war, civil unrest, or labor strikes.

Refunds, if any, are subject solely to supplier policies.

Acceptance of Agreement

By submitting a deposit or making any payment toward a hosted group trip, you acknowledge and agree to the terms of this Agreement.