Group Travel Deposit & Change Policy

By accepting a written quote and submitting payment, the client (including group leaders, companies, or organizing entities) acknowledges and agrees to the following terms:

1. Written Quotes

All group travel proposals are provided in writing and specify the scope of services, pricing structure, minimum participant requirements, deposit percentage, and applicable change deadlines.

Only the terms stated in the written quote shall govern the specific booking.

2. Deposit Requirement (50%)

To confirm and reserve group travel services, Tlayudona requires a non-refundable deposit.

Tlayudona reserves the sole right to determine whether the required deposit will be 50% of the total quoted amount.

(In the case of an exception, the applicable deposit percentage will always be clearly specified in the written quote.)

3. Non-Refundable Deposits

All deposits are strictly non-refundable once the client accepts the quote and payment is received.

This policy reflects the nature of Tlayudona's work, which involves:

Blocking and reserving limited calendar dates
Confirming participation of local host families
Initiating advance logistical coordination
Declining other booking requests for the same dates

No refunds will be issued for client cancellations, group size reductions, travel changes, or failure to meet minimum participant numbers.

4. Change Windows

Requests for itinerary changes must be submitted in writing and are subject to Tlayudona's approval and partner availability.

Standard change deadlines:

High Season: Changes permitted up to 3 months (90 days) prior to the first scheduled service date.
Lower Traffic Periods: Changes permitted up to 1 month (30 days) prior to the first scheduled service date.

The applicable season designation and exact deadline will be specified in the written quote.

After the applicable change window has passed, no modifications are guaranteed, and additional fees may apply where changes are possible.

5. Participant Numbers & Pricing Structure

Per-person components of the initial quote may be adjusted upward if additional participants join the group, subject to capacity and availability.

However:

Base costs and minimum group pricing remain final and binding.

If the group leader or organizing entity fails to meet the agreed minimum number of participants, the quoted base cost remains due in full. Tlayudona is not responsible for financial shortfalls resulting from under-enrollment.

6. Acceptance of Terms

Submission of the deposit constitutes full acceptance of:

The written quote
This Group Travel Deposit & Change Policy
Tlayudona's general Terms and Conditions

7. Good Faith & Force Majeure

Tlayudona will make reasonable, good-faith efforts to accommodate approved changes when requested within the permitted window.

Events beyond Tlayudona's reasonable control (including but not limited to natural disasters, government actions, civil disturbances, pandemics, or transportation disruptions) may impact services.

In such cases, Tlayudona will work collaboratively toward reasonable alternatives but is not obligated to issue refunds unless required by applicable law.

Administrative Fee Clause

For group travel itineraries requiring enhanced logistical coordination, vendor management, customized scheduling, and/or complex operational planning, Tlayudona may apply a separate Administrative Fee.

This fee reflects the additional time, infrastructure, communication, and organizational investment required to design and manage such programs.

The Administrative Fee will be:

Explicitly itemized in the written quote
Due at the time of the initial payment
100% non-refundable under all circumstances

The Administrative Fee is independent of deposits and service costs and is charged for professional planning, coordination, and administrative services rendered upon acceptance of the quote.

Because these services begin immediately upon confirmation—including coordination with host families, collaborators, transportation providers, and community partners—the Administrative Fee is fully earned once payment is made.

Submission of the initial payment constitutes acceptance of this Administrative Fee clause and acknowledgment that the fee is non-refundable, regardless of cancellation, reduction in group size, date changes, or any other modification to the itinerary.