Legal
Cancellation Policy
Vacay with Friends operates as an independent agent of FST No. ST15578 and CST No. 2090937-50.
This Cancellation Policy explains how cancellations, refunds, credits, and payment obligations are handled for Vacay with Friends trips and services.
Because group travel requires advance planning, supplier deposits, room blocks, activities, transportation, and administrative coordination, cancellation policies are strictly enforced.
1. Deposits
Unless otherwise stated in writing, trip deposits are non-refundable.
Deposits may be used for supplier payments, hotel holds, administrative costs, itinerary planning, traveler matching, group coordination, and business expenses.
2. Traveler Cancellation Schedule
If a traveler cancels, the following standard cancellation schedule applies unless the trip page, invoice, proposal, or supplier terms state different terms:
| Cancellation Timing | Refund / Credit Policy |
|---|---|
| 120+ days before departure | Deposit is non-refundable; additional payments may be eligible for refund minus unrecoverable supplier costs |
| 90–119 days before departure | Deposit is non-refundable; up to 50% of additional payments may be eligible for future trip credit, depending on supplier terms |
| 60–89 days before departure | Payments are generally non-refundable; partial future trip credit may be offered only if recoverable from suppliers |
| 59 days or fewer before departure | No refund or credit available |
| No-show or early departure | No refund or credit available |
3. Payment Plan Cancellation
If you are on a payment plan and choose to cancel, you remain subject to the cancellation schedule above.
Failure to make a scheduled payment does not automatically cancel your booking. You must submit a written cancellation request. If payments are missed, Vacay with Friends may cancel your reservation and retain prior payments according to this policy.
4. How to Cancel
All cancellation requests must be submitted in writing to:
The cancellation date is the date Vacay with Friends receives your written request, not the date you stop making payments, notify another traveler, or verbally mention cancellation.
5. Supplier Cancellation Terms
Some suppliers, including hotels, resorts, tour operators, cruise lines, transportation companies, and activity providers, may have stricter cancellation terms than Vacay with Friends.
If supplier terms are more restrictive, the supplier terms will control.
6. Trip Cancellation by Vacay with Friends
Vacay with Friends reserves the right to cancel or reschedule a trip due to low enrollment, supplier cancellation, safety concerns, force majeure events, or circumstances beyond our control.
If Vacay with Friends cancels a trip, travelers may be offered one or more of the following, depending on supplier terms and recoverable funds: refund of recoverable payments, future trip credit, transfer to another trip, or rescheduled trip dates.
Vacay with Friends is not responsible for non-refundable airfare, travel insurance, personal expenses, passport fees, visa fees, luggage fees, or other costs not paid directly to Vacay with Friends.
7. Force Majeure
Vacay with Friends is not liable for cancellations, delays, changes, or losses caused by events beyond its control, including but not limited to natural disasters, severe weather, pandemics, government restrictions, political unrest, terrorism, supplier failure, airline disruptions, labor strikes, public health emergencies, or other force majeure events.
8. Name Transfers
A traveler may request to transfer their spot to another eligible traveler if permitted by suppliers and approved by Vacay with Friends. Transfer requests are not guaranteed.
The replacement traveler must complete all required forms, agreements, and payments. Transfer fees may apply.
9. Travel Insurance
Travel insurance is strongly recommended. A travel insurance policy may help protect your investment if you need to cancel for a covered reason.
Refunds will not be provided simply because a traveler chose not to purchase travel insurance.
10. Refund Processing
Approved refunds, if any, will be processed after Vacay with Friends receives recoverable funds from suppliers. Processing times may vary.
Payment processor fees, administrative fees, planning fees, and supplier penalties may be non-refundable.
11. Chargebacks
Travelers agree to contact Vacay with Friends directly to resolve payment, cancellation, or refund concerns before initiating a chargeback.
Filing a chargeback does not override the cancellation policy, traveler agreement, supplier terms, or payment obligations.