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EXPEDITION MUSE — CUSTOMER POLICY & EXPEDITION CONDITIONS

 

These Policy Conditions govern the booking, participation, and use of travel services offered by Expedition Muse, including custom travel planning consultations ("Services") and host-led group journeys ("Expeditions").

These Conditions outline critical operational details regarding payment schedules, lodge allocations, cancellations, revisions, liability limitations, and participant expectations. These terms form an integral part of your agreement with Expedition Muse and must be reviewed carefully prior to submitting a deposit or booking confirmation.

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Part A: Travel Planning & Consultation Services

 

My Service

I provide a bespoke travel planning service. This includes creating a detailed itinerary tailored to your interests, providing recommendations for accommodation, activities, and transportation, and offering guidance on visas, travel insurance, and other travel-related matters. The service is based on my personal experience and research. My service concludes with the delivery of the final itinerary document. I do not handle payments for third-party suppliers, nor do I act as an intermediary for any booking or payment process.

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1. Booking and Payment:

• Full Payment Required Upfront: Planning for any personalized itinerary or service commences upon receipt of full payment for the selected package or service.

• Payment Methods: We accept payment methods as listed on our Website.

• Currency: All fees are quoted and payable in [Currency, e.g., US Dollars, British Pounds].

• Travel Companion Add-On Payment Deadline: To secure the Travel Companion Add-On service, full payment of the Travel Companion service fee is required within 48 hours of you booking your flights for the trip.

2. Cancellation & Refunds:

• Travel Planning Packages (Quick Getaway, Extended Escape, In-Depth Exploration, Untamed Horizons): All travel planning package fees are strictly non-refundable.

• Guided Journey: Travel Companion Add-On Service Fee: The Travel Companion service fee is non-refundable once booked and paid

• Online Travel Consultations: Online Travel Consultation fees are non-refundable.

• Cancellation Policy
  Clients may cancel their planning request at any time; however, all payments are non-refundable under any circumstances. Expedition Muse reserves the right to delay or cancel delivery due to unforeseen circumstances (e.g., illness, technical issues). In such cases, clients will be notified immediately, and an extension of up to 5 additional business days may apply. Neither party shall be liable for delays or cancellations due to force majeure events (e.g., natural disasters, pandemics, government restrictions). In such cases, Expedition Muse will work with the client to reschedule planning or offer a credit for future services at our discretion.

3. Rescheduling & Changes:

• Online Travel Consultations: Online Travel Consultations can be rescheduled with at least 24 hours' notice, subject to availability.

• Guided Journey: Travel Companion Add-On - Rescheduling Travel Dates: If your travel dates change for a trip with the Travel Companion Add-On, you may be able to reschedule the Travel Companion service for new dates, subject to availability and a rescheduling fee of 10% of the original Travel Companion service fee.

• Guided Journey: Travel Companion Add-On - Reducing Trip Days: If you wish to reduce the number of days for the Travel Companion service after booking and payment, the original Travel Companion service fee will remain non-refundable. Any reduction in days is subject to availability and may not result in a reduced fee, though a reduced daily rate may be considered at our discretion, but is not guaranteed.

4. Plan Revisions (Travel Planning Packages):

• One Revision Included: Each travel planning package includes one opportunity to review the initial itinerary draft and request revisions.

• Reasonable Minor Changes: "Reasonable revisions" include minor adjustments to activities, accommodation preferences within the same price range, or small date adjustments, within the scope of the original package and destination.

• Additional Revisions Fee: Any requests for additional revisions beyond the included set will be billed at our hourly rate of £45 per hour.

• No Destination Changes After Agreement: Changes to the destination are not permitted after the initial plan has been agreed upon.

5. Travel Planning & Information Delivery:

• Questionnaire Delivery Time: Upon payment for a Travel Planning Package or Online Travel Consultation, a detailed questionnaire will be sent to your email within 4 hours.

• Initial Plan Draft Delivery Time (Standard): For Travel Planning Packages, you will receive the initial plan draft within 10 business days of receiving your completed questionnaire (please allow +/- 5 days flexibility).

• Final Plan Delivery Time (Standard): For Travel Planning Packages, you will receive the final plan within 7 business days of receiving your approval and choices on the initial draft (please allow +/- 5 days flexibility).

• PDF Deliverable: Final Travel Plans and Expedition Plans are delivered as detailed PDF documents.

6. Expedited/Rush Service (Travel Planning Packages):

If you require your travel plan sooner than our standard processing time, you may select our rush service for an additional fee:

• 5-7 Day Plan (Quick Getaway): Initial plan within 48 hours (Extra £250)

• 8-14 Day Plan (Extended Escape): Initial plan within 72 hours (Extra £350)

• 15-21 Day Plan (In-Depth Exploration): Initial plan within 5 Business Days (Extra £450)

• Final details for all Rush plans will be sent within 48 hours of client acceptance of the initial plan.

7. Flight Booking (ASAP Time Sensitive Option):

If you select the "Cheap Flights (Time Sensitive)" flight strategy, my flight research and recommendations will be prioritized and sent to you immediately. This enables you to contact the airline or booking agent directly to secure any time-sensitive deals. I can, however, send you a direct link to the public website where the flight can be found for your convenience. I do not provide pre-filled booking links or facilitate the payment process.

8. Phone Consultations:

8-14 Day Plan: 1x 30-minute phone consultation
15-21 Day Plan: 2x 30-minute consultations
22+ Day Plan: 3x 30-minute consultations

Extra Calls available for an additional fee of £35 per 30min.

9.Restaurant Recommendations:

By request, all plans include personalized restaurant recommendations aligned with your preferences and destinations.

10. 22+ Day Plan - Enquiry Response & Payment Process:

For enquiries regarding the 22+ Day plan, Expedition Muse may respond via email to discuss the preferred itinerary and day numbers. Once the details are established, payment instructions will be provided for securing the booking. Alternatively, a phone consultation can be scheduled for a standard consultation fee. Should the client opt for a consultation, the fee will be deducted from the final price, and an updated price will be provided to be paid upon booking the full plan.

10.a The client is also solely responsible for booking and covering their own travel costs, including flights, accommodations, attractions, and all other expenses related to their trip. This apply to each plan offered. 

10.b Third-Party Bookings
Expedition Muse provides recommendations for accommodations, attractions, and experiences, but clients are responsible for making all bookings directly with third-party providers. We are not liable for errors, cancellations, or disputes arising from these bookings. Clients should verify all details (e.g., dates, costs, policies) with providers before confirming.

11. Guided Journey: Travel Companion Add-On

The Guided Journey: Travel Companion Add-On is a personalized service where the client is accompanied by the Expedition Muse planner (the "Companion") during their trip. Please note the following:

• Exclusivity: This add-on service is only available for trips planned and organized by Expedition Muse. The Companion will not accompany trips planned independently or by third-party providers.

• Role of the Companion: The Companion is not a licensed tour guide or tour operator. The Companion will provide expert guidance, facilitate deeper cultural connections, and assist with logistics and navigation. However, the Companion is not responsible for booking any third-party services, such as flights, hotels, or activities, and will not take responsibility for any issues arising from such bookings.

• Client-Booked Attractions and Activities: Any bookings made by the client directly (such as flights, accommodation, and activities) are the sole responsibility of the client. While the Companion will assist in case of issues with these bookings, they are not liable for any problems, disruptions, or changes to third-party services.

• Travel Expenses (Advance Payment Required):
  Clients are required to cover all of the Companion’s travel expenses in advance. This includes but is not limited to flights, visas, accommodation( separate room for single use), and any shared entry/activity costs (where the Companion is attending). If these expenses are not paid prior to departure, the Companion reserves the right not to participate in the trip. No exceptions will be made.

• Flexibility: The Companion will work with the client on the ground to adjust the itinerary as needed during the trip. There will be more flexibility to make adjustments on the go, subject to feasibility and availability.

• Discount on Planning Service: If the client chooses to add the Guided Journey: Travel Companion Add-On, they will receive a 20% discount on the original price of the planning service. The discount will be applied at the time of final payment.

• If the Travel Companion Add-On is selected, clients agree to cover all expenses for Expedition Muse’s representative (e.g., flights, accommodations, meals, activities) as outlined in a separate agreement provided prior to the trip. Expedition Muse is not liable for any incidents, injuries, or delays during the trip, and the client remains responsible for their own safety and conduct. Either party may cancel the add-on up to 7 days before travel; however, no refunds will be provided for the planning fee.

12.While each service includes a set number of recommendations, Expedition Muse reserves the right to offer additional suggestions or adjustments at our discretion. In some cases, and depending on the nature of your trip, we may show flexibility and work around the outlined numbers to better meet your needs and expectations. This is not guaranteed and is evaluated on a case-by-case basis.

13. Contact Information:

For any questions regarding these Customer Policy Conditions, please contact us at expeditionmuse@outlook.com

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PART B: SMALL GROUP EXPEDITIONS & HOSTED JOURNEYS

1. Application Acceptance & Booking Structure

• Participation in host-led expeditions is strictly by application and subject to host approval to ensure group suitability and harmony.

• A deposit is required upon application approval to secure luxury suite allocations, private transport, and local government permits.

• Specific deposit percentages and payment schedules stated on an individual expedition’s official page or brochure take precedence over standard terms.

• The booking is officially confirmed only upon receipt of cleared funds and a signed guest agreement.

• Financial Security & Payment Processing: Participation fees and deposits for Expedition Muse hosted expeditions are collected, managed, and financially protected via our fulfillment partner, Memories Travel Club (PTS #6507). Client payments are deposited directly into an independent trust account to guarantee 100% financial protection under UK travel regulations.

2. Payment, Cancellation & Refund Policy

• Standard Bookings (>90 Days Prior to Departure):

  • Deposit: A 30% non-refundable deposit is required upon application approval to secure luxury lodge allocations and permits.

  • Final Balance: The remaining 70% balance is due exactly 90 days prior to departure.

  • Cancellations 91+ days prior to departure: The 30% deposit is retained; the remaining balance is waived.

  • Cancellations 90 days or fewer prior to departure: 100% of the total expedition cost is strictly non-refundable.

• Short-Notice Bookings (≤90 Days Prior to Departure):

  • Initial Deposit: A 30% non-refundable deposit is required upon application approval to secure immediate supplier commitments and visa clearances.

  • Final Balance: The remaining 70% balance is due within 14 calendar days of approval (or no later than 30 days prior to departure, whichever comes first).

  • Non-Refundability: Once paid, all funds for short-notice departures are strictly non-refundable due to immediate, non-recoverable supplier disbursements.

• Unused Services: No partial refunds, credits, or adjustments will be issued for unused itinerary elements, delayed arrivals, early voluntary departures, missed activities, or room changes once the expedition has commenced.

3. Mandatory Guest Insurance & Host Liability Disclaimer

• Guest Coverage Requirements: All participants must maintain comprehensive international travel insurance throughout the duration of the expedition. Minimum required coverages include:

  • $250,000 USD Emergency Medical Evacuation & Repatriation (explicitly covering private helicopter dispatch, air-ambulance transport, and high-altitude medical assistance).

  • High-altitude trekking and adventure travel activities up to the maximum elevation specified in the trip itinerary (including elevations exceeding 4,000m / 13,000ft where applicable).

  • If you do not already hold a policy meeting these requirements, Expedition Muse can provide recommendations for reputable high-altitude luxury travel insurance providers upon request.

  • Comprehensive trip cancellation, trip interruption, flight delay, and personal baggage protection.

• Proof of Coverage: Proof of policy coverage must be submitted to Expedition Muse no later than 60 days prior to departure (or within 72 hours upon booking for short-notice departures).

• Host Coverage Notice: Expedition Muse maintains Professional Liability (Errors & Omissions) and Commercial General Liability insurance for hosted business operations. Host coverage is strictly non-transferable and does not extend personal medical, injury, evacuation, or trip cancellation protection to individual guests. All participants rely exclusively on their personal travel insurance policies for guest-side coverage.

4. Physical Fitness, Health Disclosures & Assumption of Risk

• Participants acknowledge that remote group expeditions involve physical exertion, variable terrain, high elevations, unpredictable weather, and remote medical infrastructure.

• Guests must submit a complete and accurate health, mobility, and dietary disclosure prior to travel.

• Participants voluntarily assume all inherent risks associated with remote international travel, including physical injury, altitude-related illness, flight disruptions, or property damage, and hold Expedition Muse harmless from claims arising from such risks.

5. Altitude, Itinerary Adjustments & Force Majeure

• High-altitude environments and remote travel carry unpredictable operational factors. Expedition Muse and local partners reserve the right to modify, curtail, or substitute itinerary routes, accommodations, or activities without prior notice to ensure guest safety or comply with local authority directives.

• Expedition Muse is not liable for costs, delays, or disruptions resulting from Force Majeure events, including extreme weather, natural disasters, border closures, civil unrest, political directives, or global health emergencies.

6. Host Authority, Group Harmony & Dismissal

• The Expedition Leader maintains absolute authority over operational decisions and group safety on-site.

• To preserve group harmony and individual safety, Expedition Muse reserves the right to terminate the participation of any guest whose conduct is deemed disruptive, offensive, unsafe, or detrimental to the group experience.

• Any guest dismissed under this clause forfeits all remaining trip value and incurs all personal travel expenses required for their early return without recourse, credit, or refund.

7. Third-Party Supplier Limitation of Liability

• Expedition Muse acts solely as a group host and booking coordinator for services provided by independent third-party operators (including luxury lodges, private transport companies, local guides, and aviation providers).

• Expedition Muse is not liable for acts, omissions, defaults, delays, or negligence committed by independent suppliers or local government permit authorities.

8. Passport, Visas & Government Entry Compliance

• Destination Visas: Where explicitly specified in the trip inclusions, Expedition Muse will assist in facilitating or submitting destination visa applications and official entry fees on behalf of the participant. All visa approvals, entry permits, and clearances remain under the sole authority of the destination government. Expedition Muse accepts no liability for governmental processing delays, policy changes, visa rejections, or official entry denials by border authorities.

• Transit & Stopover Visas: Participants are solely and exclusively responsible for researching, obtaining, and paying for all necessary transit visas, airport stopover permits, and intermediate country entry clearances required for their travel routes, flight layovers, or connecting airports.

• Passport Validity & Documentation: Participants must hold a passport valid for at least six (6) months beyond the final return date of the expedition, containing a minimum of two (2) blank visa pages. Expedition Muse is not liable for boarding denials, missed flights, or financial losses resulting from incomplete, expired, or invalid guest travel documentation.

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Disclaimer

Expedition Muse provides bespoke travel planning services, including personalized itineraries, curated recommendations, third-party booking links, and introductions to local contacts. For custom travel planning services (Part A), Expedition Muse provides personalized itineraries, curated recommendations, third-party booking links, and introductions to local contacts, but does not act as a travel agent or book third-party services on your behalf.

While we strive to recommend reliable experiences, accommodations, transportation providers, and guides based on personal knowledge and local connections, all bookings and interactions with third parties are made at your own discretion and risk. Expedition Muse cannot guarantee the accuracy, availability, or quality of any third-party services, nor are we liable for any changes, delays, cancellations, disruptions, force majeure events, or dissatisfaction arising from such services.

You remain solely responsible for:

• Making all bookings directly with third-party providers

• Ensuring that your travel documents, insurance, and visas are in order

• Assessing the suitability of suggested activities or contacts

• Complying with local laws, customs, and regulations in the countries you visit

By engaging with Expedition Muse’s services, you acknowledge and accept that the role of the planner is to design, suggest, and inspire—not to execute or operate any component of your trip.

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Expedition Muse - Terms of Service

1. Acceptance of Terms

Welcome to Expedition Muse (the "Website"). By accessing or using this Website and/or booking any travel planning services offered by Expedition Muse, you ("you" or "User") agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you must not access or use this Website or book our Services.

2. Services Offered

Expedition Muse provides personalized travel planning services, including itinerary design, destination research, recommendations for travel arrangements, and online consultations, as described on our Website. We also offer a Travel Companion Add-On service.

3. User Responsibilities

• You are responsible for providing accurate and complete information.

• You are responsible for ensuring you have valid travel documents and insurance.

• You are responsible for your own bookings based on our recommendations.

• You agree to comply with all applicable laws and regulations.

4. Intellectual Property

The content of this Website, including text, graphics, logos, images, and software, is owned by or licensed to Expedition Muse and is protected by copyright and other intellectual property laws. You may not reproduce, modify, distribute, or commercially exploit any content from this Website without our prior written consent. 
All travel plans, services, itineraries, and recommendations provided by Expedition Muse are our intellectual property. Clients are granted a non-exclusive, personal license to use the plan for their trip only. Plans may not be shared, reproduced, or sold without written permission from Expedition Muse. Unauthorized use may result in legal action.

5. Disclaimer of Warranties

THIS WEBSITE AND OUR SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE WEBSITE WILL BE UNINTERRUPTED OR ERROR-FREE, THAT DEFECTS WILL BE CORRECTED, OR THAT THE WEBSITE OR THE SERVERS THAT MAKE IT AVAILABLE ARE FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS. WE DO NOT GUARANTEE THE SUCCESS OF ANY TRAVEL PLANS OR OUTCOMES OF TRAVEL EXPERIENCES.

6. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, EXPEDITION MUSE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR REVENUES, OR ANY LOSS OF DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES, RESULTING FROM YOUR USE OF THE WEBSITE OR SERVICES. IN NO EVENT SHALL THE AGGREGATE LIABILITY OF EXPEDITION MUSE EXCEED THE AMOUNT YOU PAID TO US FOR THE APPLICABLE SERVICE.

7. Indemnification

You agree to indemnify and hold harmless Expedition Muse from any claims, damages, losses, and expenses arising from your use of the Website or Services, your violation of these Terms, or your violation of any third-party rights.

8. Visa & Travel Requirements (Disclaimer)

Expedition Muse provides information on visa and travel requirements as a courtesy. Travelers are solely responsible for verifying and obtaining all necessary travel documents and insurance. Expedition Muse is not responsible for any issues arising from visa, passport, or health requirements.

9. Guided Journey: Travel Companion Add-On: 

• Companion, Not Tour Guide: The Companion service is not a licensed tour guide or tour operator. The Companion will assist with logistics, provide expert guidance, and help with navigating local cultures and destinations. However, the Companion is not responsible for booking, managing, or overseeing any third-party services (such as flights, hotels, or activities) and will not be held liable for any issues related to these bookings.

9.a. Overall: Client Responsibility: The client is responsible for all bookings related to travel (including flights, hotels, and activities) and must ensure they are well-prepared with the necessary documentation (e.g., visas, insurance). The Companion will not be held responsible for any issues that arise from the client’s bookings or failure to comply with travel requirements.

Travel Expenses: The client will cover all associated travel expenses for the Companion (including flights, visas, accommodation(separate room, single use), and shared activity costs), and these expenses must be paid in advance.

10. Governing Law and Dispute Resolution
These Terms are governed by the laws of England and Wales. Any disputes arising from these Terms or our services will be resolved in the courts of England and Wales. Clients agree to cover legal fees if Expedition Muse prevails in any legal action.

11. Changes to Terms
Expedition Muse reserves the right to update these Terms at any time. Changes will be communicated via email or on our website (www.expeditionmuse.com) and take effect immediately upon posting. Continued use of our services after changes constitutes acceptance of the updated Terms.

12. Contact Information

If you have any questions about these Terms of Service, please contact us at: expeditionmuse@outlook.com

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