Windrose Travel Co., LLC — Terms & Conditions

These Terms & Conditions outline how Windrose Travel Co., LLC (“Windrose,” “we,” “our,” or “us”) provides travel planning and booking services. By engaging with Windrose, you (“Client,” “you,” or “your”) agree to the following

1. Trip Planning Fees

A. Complimentary First Plan

Your first full trip plan is complimentary, provided Windrose handles all major bookings for your itinerary (see Section 2).

B. Replanning Fees

If your itinerary requires significant changes after the initial plan is delivered, a $200 replanning fee will apply per replan.

A “big change” includes (but is not limited to):

  • Adjusting the trip by more than two days in length

  • Changing destinations, regions, or countries

  • Changing trip style (e.g., switching from hotels to cruises or vice-versa)

  • Changing travel dates after flights or hotels have been researched or recommended

  • Any revision requiring substantial re-research or re-quoting of hotels, transfers, or activities

Minor adjustments—such as swapping a tour or restaurant—are not “big changes.”

2. Booking Policy

Windrose Travel Co. creates itineraries only when we handle all major trip components, including but not limited to:

  • Hotels & resorts

  • Cruises & river cruises

  • Transfers and rail

  • Tours and activities

  • Travel insurance (when applicable)

We no longer take on partial trips or à-la-carte planning. Windrose reserves the right to use professional judgment in determining whether a request qualifies as partial or full-service.

3. Flights Policy

Airlines do not compensate travel advisors for domestic economy bookings; therefore:

  • Windrose can only book flights for Premium Economy, Business, or First Class when airline partnerships allow.

  • For economy flights, Windrose can provide suggestions, but clients book them independently.

4. Commission Structure

Windrose Travel Co. does not charge a planning fee when supplier commissions reasonably cover the time and work involved.

In general:

  • Trips with an average hotel cost under $200 per night or itineraries that require significant research across low-commission properties may require a $200 planning fee even for the first plan.

  • Trips with an average hotel cost of $200 per night or more typically allow Windrose to provide the first plan complimentary, provided Windrose handles the bookings.

Clients understand that:

  • Booking independently,

  • Canceling Windrose-booked components, or

  • Requesting research without allowing Windrose to make the bookings

may eliminate supplier commissions. In those cases, Windrose may decline complimentary planning or require a planning fee.

5. Payment & Refund Policy

  • Planning and replanning fees are non-refundable.

  • Travel arrangements are subject to each supplier’s individual cancellation and refund policies.

  • Pricing is not guaranteed until booking is completed and confirmed.

6. Client Responsibilities

Clients agree to:

  • Communicate budget expectations clearly

  • Respond promptly to booking holds and deadlines

  • Review quotes and itineraries in a timely manner

  • Provide accurate traveler information

  • Understand that pricing and availability may change prior to booking

7. Limitation of Liability

Windrose Travel Co., LLC acts solely as an intermediary between clients and travel suppliers. We are not liable for:

  • Acts or omissions of any supplier

  • Flight delays, cancellations, or changes

  • Lost luggage

  • Natural disasters, strikes, or force majeure events

Refunds are governed exclusively by supplier policies.

8. Acceptance of Terms

Engaging Windrose Travel Co. for research, quotes, or bookings signifies acceptance of these Terms & Conditions.