Terms & Conditions
By reading, accepting, or proceeding with a booking, the Client acknowledges and agrees to be bound by these Terms and Conditions.
These Terms and Conditions apply to all bookings made with Live by Traveling, LLC, whether the booking is made by the Client directly or by an independent travel agent or other authorized representative acting on the Client’s behalf.
2. Booking Procedures
3. Deposit & Payments
4. Cancellation & Changes
5. Force Majeure
6. Unused Services
7. Refunds
8. Prices & Surcharges
9. Travel Insurance
10. Passports, Visas & Travel Documents
11. Health & Medical Requirements
12. Acceptance of Risk
13. Minors and Age Requirements
14. Client Responsibilities
15. Personal Information & Data Protection
16. Liability
17. Claims & Complaints
18. General Provisions
1.Definitions
“Land Package Price” means the total price of all travel services included in the Client’s confirmed itinerary other than international and domestic airfare, including but not limited to accommodations, ground transportation, transfers, guides, meals specified in the itinerary, activities, permits, and entrance fees. The Land Package Price applicable to a booking will be set out in the Client’s invoice or booking confirmation.
“Commencement of Travel Services” means the date of the first confirmed service in the Client’s itinerary, whether that is an international or domestic flight, transfer, accommodation check-in, or other booked service, as set out in the Client’s final itinerary.
2.Booking Procedures
A booking is confirmed upon receipt by Live by Traveling, LLC of the required deposit or payment specified for the booking. The person making the booking confirms that they are authorised to act on behalf of all persons included in the booking and that each such person has been made aware of and agrees to be bound by these Terms and Conditions.
The Client’s acceptance of these Terms and Conditions forms part of the booking process and confirms their agreement to the terms governing the proposed travel arrangements. Acceptance of these Terms and Conditions does not, in itself, constitute confirmation of the booking. The booking is confirmed, and the contract between Live by Traveling, LLC and the Client comes into effect, only upon receipt by Live by Traveling, LLC of the required deposit or payment.
3.Deposit & Payments
A non-refundable deposit of 30% of the total Land Package Price is required to secure the booking. All airfare must be paid in full at the time of booking and is non-refundable once purchased or ticketed.
Cruise bookings may be subject to special deposit and payment policies depending on the cruise line, vessel, or specific booking conditions. Where applicable, these supplier-specific payment terms will be communicated to the Client at the time of booking and will supersede the standard deposit and payment terms set out above.
The remaining balance of the Land Package Price is due 90 days prior to the Commencement of Travel Services.
For bookings made 90 days or less before the Commencement of Travel Services, payment of 100% of the Land Package Price, together with 100% of the applicable airfare, is required to secure the booking.
All rates and prices are quoted in United States Dollars (USD). Payment may be made by credit card, bank wire transfer, Stripe, or direct bank deposit.
4.Cancellation & Changes
4.1 Cancellation by the Client
All cancellations must be submitted in writing by email to travel@livebytraveling.com and are effective on the date Live by Traveling confirms receipt in writing. The Client is responsible for ensuring that a cancellation notice has been received; Live by Traveling will acknowledge receipt of any cancellation notice within 2 business days.
In the event of cancellation by the Client, the following cancellation charges will apply to the Land Package Price:
4.1.1 Supplier-Specific Cancellation Terms
Certain accommodations, lodges, cruises, trains, safaris, special experiences, permits, flights, and other third-party services may be subject to cancellation conditions that are more restrictive than the standard cancellation schedule above, including non-refundable deposits or cancellation charges of up to 100% from the date of confirmation.
Airfare is non-refundable once purchased or ticketed, regardless of the date of cancellation. Cruises, certain train services, Inca Trail permits and bookings, and other services may also be non-refundable once confirmed or purchased, in accordance with the applicable supplier terms.
Where supplier-specific cancellation conditions apply, those conditions will supersede the standard cancellation schedule for the affected services. Any such conditions will be communicated to the Client at the time of booking and will form part of the applicable booking terms.
The Client is responsible for all non-refundable amounts, cancellation fees, deposits, supplier charges, and other costs incurred in connection with a cancellation, including any amounts charged by third-party suppliers that exceed the standard cancellation charges set out above.
4.1.2 Special Cancellation Conditions
Cancellation terms may vary for peak-season, festive-season, high-demand, or specially contracted arrangements. Any applicable special cancellation conditions will be disclosed to the Client at the time of booking and will form part of the applicable booking terms.
4.2 Cancellation or Changes by Live by Traveling
Live by Traveling reserves the right to cancel, modify, or change any confirmed travel arrangement prior to or during the trip where circumstances require it, including where a third-party supplier is unable to provide a confirmed service, where the safety or comfort of the Client may be affected, or where circumstances beyond the reasonable control of Live by Traveling or its suppliers prevent the travel arrangements from operating as originally planned.
Where reasonably possible, Live by Traveling will make every effort to provide a suitable alternative of comparable standard and to preserve the overall nature of the Client’s itinerary. Changes to the itinerary may result in additional costs or a refund, depending on the circumstances and the terms imposed by the relevant suppliers.
Where a service, portion of the itinerary, or the entire trip must be cancelled, Live by Traveling will make reasonable efforts to recover any amounts paid to the relevant third-party suppliers and will notify the Client of the outcome within 30 days of receiving confirmation from the relevant supplier. Any refund to the Client will be based on amounts actually recovered or recoverable from the relevant suppliers, taking into account any applicable non-refundable deposits, cancellation fees, supplier charges, or other non-recoverable costs, except where otherwise required by applicable law. Any refund due will be paid within 14 days of Live by Traveling receiving the recovered amount from the supplier.
Where a supplier provides a credit note, voucher, or other non-cash remedy instead of a monetary refund, Live by Traveling may provide the applicable credit or voucher to the Client in accordance with the supplier’s terms, including any applicable validity period.
Live by Traveling will not be responsible for additional expenses incurred by the Client in connection with a cancellation or change, including independently arranged airfare, accommodation, transportation, visas, insurance, or other personal travel expenses, except where otherwise required by applicable law.
4.3 Changes Requested by the Client
Once a booking has been confirmed, any request by the Client to change the travel arrangements, including dates, accommodations, transportation, activities, experiences, or other services, will be subject to availability and confirmation by Live by Traveling and the relevant third-party suppliers.
Live by Traveling will make reasonable efforts to accommodate requested changes; however, changes cannot be guaranteed and may result in additional costs, including supplier amendment fees, fare differences, cancellation charges, non-refundable amounts, or other expenses imposed by third-party suppliers.
All additional costs arising from a Client-requested change will be payable by the Client prior to the change being confirmed. Where a requested change results in the cancellation of an existing service, the applicable cancellation terms will apply to that service.
Changes to confirmed airfare, rail tickets, permits, accommodations, cruises, safaris, special experiences, or other services may be subject to the specific terms and conditions of the relevant supplier, including restrictions on changes or 100% non-refundable conditions.
Live by Traveling is not responsible for costs or losses arising from changes requested by the Client, including costs associated with unused or cancelled services resulting from such changes.
5.Force Majeure
Live by Traveling will not be liable for any failure, delay, alteration, or cancellation of travel arrangements resulting from circumstances beyond its reasonable control. Such circumstances may include, but are not limited to, natural disasters, severe weather, epidemics or pandemics, public health emergencies, war or threat of war, terrorism, civil unrest, strikes, government actions or restrictions, border closures, political instability, transportation disruptions, airline or carrier failures, supplier closures or failures, or other unforeseen circumstances that make it impossible, impractical, or unsafe to provide the travel arrangements as originally confirmed.
Where a Force Majeure event affects a booking, Live by Traveling may modify, postpone, substitute, or cancel affected services as reasonably necessary. The provisions relating to cancellation, changes, alternative arrangements, refund timing, and refunds set out elsewhere in these Terms and Conditions will apply.
Live by Traveling will not be responsible for additional expenses, losses, or costs incurred by the Client as a result of a Force Majeure event, including independently arranged airfare, accommodation, transportation, visas, or other travel arrangements, except where otherwise required by applicable law.
6.Unused Services
No refunds will be provided for unused services, late arrivals, missed services, no-shows, or services voluntarily omitted by the Client once travel has commenced. Early departure, trip interruption, or failure to use any portion of the confirmed itinerary will not entitle the Client to a refund.
7.Refunds
Where a refund is due, Live by Traveling will refund the amount remaining after deduction of the applicable cancellation charges and any applicable non-refundable amounts, supplier charges, or other non-recoverable costs incurred in connection with the booking.
Where supplier-specific cancellation conditions apply, those conditions will determine the applicable charges for the affected services. The Client will not be charged twice for the same amount.
Refunds will be processed within 14 days of Live by Traveling receiving any applicable refundable amounts from the relevant suppliers.
8.Prices & Surcharges
All prices are quoted in United States Dollars (USD) and are based on the rates, taxes, fees, and supplier pricing available at the time the itinerary is prepared or booked.
Once a booking has been confirmed, Live by Traveling will make every reasonable effort to maintain the confirmed price. However, the price may be adjusted where changes occur that are outside the reasonable control of Live by Traveling, including increases in government-imposed taxes or fees, fuel surcharges, transportation costs, supplier pricing, or other mandatory charges.
Where such changes occur after confirmation and before final payment, Live by Traveling reserves the right to adjust the price of the affected travel arrangements accordingly. No price increase will be applied within 30 days of the Commencement of Travel Services. A “material price increase” means any increase that raises the total price of the Client’s confirmed travel arrangements by more than 10% over the price confirmed at booking. The Client will be notified in writing of any material price increase within 7 days of Live by Traveling becoming aware of it.
Where a material price increase applies, the Client may, within 14 days of being notified, elect to accept the revised price, accept a comparable alternative offered by Live by Traveling at no additional cost, or cancel the affected booking and receive a refund of amounts paid, less any non-refundable amounts already paid to third-party suppliers on the Client’s behalf as of the date of cancellation. Price adjustments below this threshold, and any additional costs resulting from changes requested by the Client, will be payable by the Client and are not subject to this cancellation right.
9.Travel Insurance
Travel insurance is mandatory for all Clients and must be obtained prior to travel.
The Client is responsible for purchasing comprehensive travel insurance appropriate to the nature, duration, and cost of their trip. Coverage should include, where applicable, trip cancellation and interruption, emergency medical expenses, medical evacuation and repatriation, travel delays, lost or delayed baggage, and other risks relevant to the Client’s itinerary.
The Client is responsible for reviewing the policy terms, exclusions, limits, and conditions to ensure that the coverage is adequate for their individual circumstances and travel arrangements.
Live by Traveling is not responsible for any loss, expense, cancellation charge, non-refundable amount, or other cost that may be covered by travel insurance or that results from the Client’s failure to obtain adequate coverage.
The Client may be required to provide proof of travel insurance upon request.
10.Passports, Visas & Travel Documents
The Client is responsible for ensuring that they hold valid passports, visas, permits, entry authorizations, and any other documentation required for their travel arrangements.
Passports must meet the validity and blank-page requirements of the countries being visited. Visa and entry requirements may vary according to nationality and may change without notice.
Live by Traveling may provide general travel information and guidance regarding documentation and entry requirements; however, the Client remains responsible for confirming and obtaining all required documentation applicable to their circumstances.
Live by Traveling is not responsible for costs, delays, denied boarding, refused entry, or other consequences resulting from the Client’s failure to obtain or carry the required travel documentation.
11.Health & Medical Requirements
The Client is responsible for determining whether they are medically and physically fit to undertake the proposed travel arrangements and should seek appropriate medical advice before travel where necessary.
The Client is responsible for obtaining any recommended or required vaccinations, medications, medical clearances, or other health-related documentation applicable to their destination and individual circumstances.
Certain itineraries may involve activities, environments, altitudes, remote locations, wildlife encounters, walking, hiking, or other physical demands. The Client is responsible for informing Live by Traveling of any relevant medical, mobility, dietary, or other requirements that may reasonably affect the travel arrangements.
Live by Traveling will make reasonable efforts to communicate relevant information provided by suppliers; however, the Client remains responsible for assessing their own suitability for the travel arrangements.
12.Acceptance of Risk
The Client acknowledges that certain travel arrangements may involve inherent risks associated with wildlife, outdoor activities, remote locations, altitude, weather, transportation, and other conditions that may be outside the reasonable control of Live by Traveling.
The Client accepts these inherent risks and agrees to follow all reasonable safety instructions, guidance, and requirements provided by Live by Traveling and its third-party suppliers.
The Client is responsible for exercising reasonable care for their own safety and for informing Live by Traveling of any circumstances that may affect their ability to safely participate in the planned travel arrangements.
13.Minors and Age Requirements
Travellers under the age of 18 (“Minors”) must be accompanied by a parent or legal guardian, or by an adult who has been authorized in writing by a parent or legal guardian to accompany the Minor, unless otherwise expressly agreed by Live by Traveling in writing.
The adult making a booking on behalf of a Minor confirms that they are the Minor’s parent or legal guardian, or that they hold the necessary consent or authorization from the Minor’s parent or legal guardian to arrange and consent to the travel arrangements, and will provide evidence of such authorization upon request.
Certain activities, accommodations, cruise lines, and other suppliers may impose their own minimum age requirements, supervision requirements, or restrictions on participation by Minors. These supplier-specific requirements will be communicated to the Client where applicable and will form part of the applicable booking terms. Live by Traveling is not responsible for denied participation or additional costs resulting from a Minor not meeting a supplier’s age or supervision requirements.
14.Client Responsibilities
The Client is responsible for providing accurate and complete information required to arrange the travel services, including names, dates of birth, passport details, contact information, and any relevant travel, dietary, medical, mobility, or other requirements.
The Client is responsible for complying with the instructions, policies, safety requirements, and terms imposed by airlines, accommodations, transportation providers, guides, tour operators, and other third-party suppliers.
The Client is expected to behave responsibly and respectfully toward other travellers, staff, guides, local communities, wildlife, property, and the destinations visited.
Live by Traveling and its suppliers reserve the right to take reasonable action where a Client’s conduct presents a risk to themselves or others, causes significant disruption, or results in damage to property. Any resulting costs, losses, or expenses may be charged to the Client.
The Client is also responsible for arriving at the required times for flights, transfers, tours, activities, and other scheduled services. Failure to do so may result in missed or unused services without entitlement to a refund.
15.Personal Information & Data Protection
Live by Traveling collects and processes personal information necessary to provide, manage, and administer the Client’s travel arrangements.
This information may include names, contact details, passport and travel-document information, payment information, and other information necessary to arrange the requested services. Where required, relevant information may be shared with airlines, accommodations, transportation providers, destination management companies, guides, tour operators, and other suppliers involved in providing the travel arrangements.
Live by Traveling will handle personal information in accordance with applicable privacy and data protection laws and its applicable privacy policy.
The Client is responsible for ensuring that any personal information provided to Live by Traveling on behalf of another traveller has been provided with that traveller’s authorization where required.
16.Liability
Live by Traveling acts as an arranger and coordinator of travel services and works with independent third-party suppliers, including airlines, hotels, lodges, safari operators, guides, transportation providers, cruise operators, and other service providers.
These suppliers are responsible for providing their respective services and are subject to their own terms and conditions. Live by Traveling does not own, operate, or control these third-party suppliers and cannot guarantee their performance.
Live by Traveling will exercise reasonable care in selecting and coordinating suppliers and in arranging the Client’s travel services. However, Live by Traveling will not be liable for acts, omissions, delays, cancellations, changes, injuries, losses, damages, or failures arising from the acts or omissions of third-party suppliers, except to the extent liability cannot lawfully be excluded or limited.
Live by Traveling will also not be responsible for circumstances beyond its reasonable control, including those addressed under the Force Majeure provisions of these Terms and Conditions.
Nothing in these Terms and Conditions is intended to exclude or limit any liability that cannot legally be excluded or limited under applicable law.
17.Claims & Complaints
If the Client experiences a problem with any travel service during the trip, the Client should notify the relevant supplier and Live by Traveling as soon as reasonably possible, and in any event within 48 hours of the issue arising where possible, so that an opportunity can be provided to investigate and, where possible, resolve the issue while the Client is traveling.
Complaints relating to a service should, where reasonably possible, be raised at the time the issue occurs rather than after the Client has returned home.
If an issue cannot be resolved during the trip, the Client should submit a written complaint to Live by Traveling within 30 days after the completion of the affected travel services, providing relevant details and supporting documentation. Complaints submitted after this period may not be considered, except where the delay was reasonably justified.
Live by Traveling will acknowledge receipt of a written complaint within 7 days and will review the complaint and, where appropriate, liaise with the relevant supplier on the Client’s behalf. Any compensation or refund will be subject to the applicable supplier terms, the circumstances of the complaint, and these Terms and Conditions.
18.General Provisions
These Terms and Conditions, together with any applicable booking documents, itinerary, invoice, supplier-specific terms, and other terms expressly incorporated into the Client’s booking, constitute the entire agreement between Live by Traveling, LLC and the Client in relation to the travel arrangements.
If any provision of these Terms and Conditions is determined to be invalid, unlawful, or unenforceable, that provision will be interpreted or modified to the minimum extent necessary to make it valid and enforceable, and the remaining provisions will continue in full force and effect.
No failure or delay by Live by Traveling in exercising any right or remedy under these Terms and Conditions will constitute a waiver of that right or remedy. Any waiver must be made expressly and in writing.
Live by Traveling reserves the right to update or amend these Terms and Conditions from time to time. The Terms and Conditions applicable to a confirmed booking will be those accepted by the Client at the time the booking is confirmed, unless otherwise required by applicable law or agreed in writing by the parties.
These Terms and Conditions are intended to be read together with the specific terms applicable to the Client’s booking. Where a supplier’s specific terms apply to a particular service, those terms will apply to that service to the extent stated in these Terms and Conditions.
No amendment, change, or waiver of the terms applicable to a confirmed booking will be binding unless agreed in writing by Live by Traveling and the Client, except where otherwise provided in these Terms and Conditions or required by applicable law.
Connect With Us
Begin your bespoke journey by completing the form below. Your dedicated destination specialist will reach out to craft an exceptional travel experience designed around you.
