BLACK THERAPISTS TRAVEL, LLC
TRAVELER SERVICE AGREEMENT & TERMS AND CONDITIONS
Effective 2026–2028
These Terms & Conditions (the “Agreement”) govern your participation in travel services provided by Black Therapists Travel, LLC. The terms “we,” “us,” and “our” refer to Black Therapists Travel, LLC, and “you” refers to the individual who signs this Agreement. By booking with us or signing this Agreement, you confirm that you have read, understood, and agree to all terms herein.
1. RESERVATIONS
Identification
All guests must make reservations using the full legal name exactly as it appears on the government-issued identification they will use for travel. Any name changes requested after travel documents have been issued will be subject to applicable name change fees, which are the sole responsibility of the traveler.
Deposits
A non-refundable deposit is required to confirm all reservations. This policy applies without exception and is clearly outlined on our website and booking form prior to booking. Travel arrangements will not be processed until the deposit has been received.
Name Changes & Booking Modifications
Any modifications to an existing booking including name changes, removal of services, or other alterations will incur a $200 administrative fee, in addition to any applicable fees charged by suppliers. Name changes on airline reservations typically require cancellation and rebooking, which may result in higher costs and are subject to availability.
Any changes or additions made after the start of travel are subject to local rates at the time of the amendment and must be paid directly by the traveler. All unused services are non-refundable.
2. IDENTIFICATION & TRAVEL DOCUMENTATION
Passports & Visas
It is the responsibility of each traveler to obtain all necessary travel documents, including valid passports and visas. Travelers should consult the appropriate consulate or visa agency to confirm specific entry requirements for their destination country. Black Therapists Travel, LLC will provide known entry requirements to trip participants no later than six (6) weeks prior to departure; however, each traveler remains personally responsible for meeting all entry criteria.
Passports must be valid for at least six (6) months beyond the return date of travel and may require at least one blank visa page. This applies to U.S. citizens; non-U.S. citizens should verify requirements with the consulate of their destination country. For cruise passengers, we strongly recommend traveling with a valid passport regardless of itinerary.
Black Therapists Travel, LLC will not issue refunds or allow transfers for any participant who fails to meet entry requirements for any reason.
TSA Compliance
In compliance with TSA regulations, travelers must provide Black Therapists Travel, LLC with their full legal name (as it appears on their passport or government-issued ID), date of birth, gender, mailing address, and contact information. Travelers are responsible for reviewing their invoices to ensure all information is accurate. Black Therapists Travel, LLC is not responsible for any denied boarding, missed flights, or additional costs resulting from incorrect or incomplete information provided by the traveler.
3. PAYMENTS & PRICING
All travelers are responsible for completing all required payments for their selected trip. Prices are subject to change until the trip has been paid in full. Payments are accepted online via credit card and debit card (VISA, MASTERCARD, AMEX, DISCOVER). Finance options including Affirm, Klarna, Afterpay, Zip, and Amazon Pay may be available depending on the package amount. Please contact us for applicable finance links if they are not present on the booking page.
Payment Plan Schedule
If you enter into a payment plan with Black Therapists Travel, LLC, all payments are non-refundable and non-transferable, including transfers to future trips or other persons. This is due to contractual agreements with hotels, airlines, and other travel vendors. Payment conditions are as follows:
• A payment must be made on your reservation every thirty (30) days.
• On the 31st day without payment, a late payment notice will be issued and a $50 late fee will be added.
• An additional $100 fee will be added if the total outstanding balance is not resolved by the 45th day.
• On the 36th day, a second notice will be issued stating you have twenty-four (24) hours to make a payment.
• On the 61st day at 8:00 AM EST, a final notice will be sent. If payment is not received by 5:00 PM EST that day, your reservation will be automatically canceled and all monies paid will be forfeited.
Reinstatement After Cancellation
If you wish to attend the trip following a cancellation due to non-payment, a $200 reinstatement fee applies. All past-due payments must be paid in full, and a new reservation agreement must be signed. Reinstatement is subject to availability.
Final Payment
If a final payment is not received by the due date, the reservation will be canceled and all payments made will be forfeited. Reinstatement is not available for reservations canceled due to a missed final payment deadline
4. CANCELLATIONS & REFUNDS
Cancellation Policy
If you decide to cancel your trip, a $200 cancellation fee is required to terminate your current travel agreement and cease any further installments on your payment plan. If the cost of cancellation exceeds the amount already paid, you will be billed that difference up to 100% of the total trip cost.
No refunds will be issued for any payments already made. All transactions are final and non-transferable, including to a future trip or another person. This is due to contractual agreements with hotels, airlines, and other travel vendors. We strongly recommend purchasing travel insurance to safeguard your investment.
All cancellation requests must be submitted in writing. Verbal cancellations will not be accepted.
Roommate Matching & Cancellations
For travelers with trips scheduled within the next six (6) months, or those already paired in the Roommate Matching Program, cancellation may require payment of the remaining balance or adjustments due to changes in roommate arrangements, in accordance with our Roommate Matching Policy below.
Excessive Cancellations
Excessive cancellations (more than once) and/or failure to complete one or more payment plans may result in ineligibility for future payment plan options. This may also result in being banned from private communities, FIT trip bookings, and events hosted or co-hosted by Black Therapists Travel, LLC.
Refund Policy
Black Therapists Travel, LLC does not issue refunds for any reason, including but not limited to cancellations, no-shows, missed flights, failure to meet entry requirements, or dissatisfaction with services. All deposits and payments are strictly non-refundable and non-transferable regardless of whether travel insurance has been purchased.
Chargebacks
By booking with Black Therapists Travel, LLC, you acknowledge and agree to our clearly stated non-refundable payment policy. Filing a chargeback for services willingly purchased and agreed upon in writing including deposits, installment payments, or full payments is considered a violation of this Agreement and may result in:
• Immediate cancellation of any existing reservation with forfeiture of all payments.
• Permanent prohibition from booking any future travel or services with Black Therapists Travel, LLC.
If you have concerns about your reservation, we encourage you to contact us directly so we can work toward a resolution.
5. TRAVEL INSURANCE
Travel insurance is strongly recommended for all travelers. If you choose not to purchase insurance, you accept full responsibility for any costs associated with cancellations, travel delays, medical emergencies, or other unexpected events, including medical expenses incurred while abroad.
Purchasing travel insurance is time sensitive. Please complete this task as soon as possible. Please visit the following page for travel insurance referrals https://tinyurl.com/TravelInsuranceBHTP.
Please feel free to research and purchase from the company of your personal preference. You can also conduct a Google search for the following terms. “travel insurance companies”, “travel insurance”, or “travel protection.”
Black Therapists Travel, LLC is not responsible for covering or reimbursing any such expenses under any circumstances.
6. ROOMMATE MATCHING PROGRAM
The Roommate Matching Program is a free service offered by Black Therapists Travel, LLC, designed to help overcome financial and logistical barriers to travel. Participation is available for BTT-organized group trips only. Roommate matching is not available for non-BTT trips; travelers on those trips are responsible for securing their own roommates.
Participation
To participate in the Roommate Matching Program, select “double occupancy” when booking and complete the required Roommate Match Survey. You are required to sign the roommate contract and are responsible for all payments associated with your agreement. Roommates will be assigned once both travelers have paid at least 75% of their total travel balance. Matching will be confirmed within 45 days of departure.
Important: Matching Is Not Guaranteed
Roommate matching is not a guarantee. In the event that you are unable to be matched through the program, or if you have failed to find your own roommate, you will be subject to additional charges up to the single occupancy rate. These charges will be assessed at 45 days prior to departure.
Shared Accommodation Agreement
By choosing the double occupancy / roommate matching option, travelers agree to share accommodations for the full duration of the trip. Black Therapists Travel, LLC is not responsible for any disagreements or conflicts that may arise between matched roommates. Should irreconcilable issues
occur, travelers are solely responsible for securing and covering the cost of any alternative accommodation. Black Therapists Travel, LLC does not provide or reimburse separate lodging under any circumstances.
If Your Travel Companion Cancels
If a traveler books under double occupancy with a known companion and that companion cancels, defaults on payments, or is otherwise unable to travel, the remaining traveler will retain a double occupancy reservation and will be placed with another roommate through the Roommate Matching Program(subject to availability), or may request to upgrade to single occupancy by paying the applicable single supplement (subject to availability).
If the traveler declines roommate reassignment and chooses to cancel, standard cancellation terms apply and all payments made remain non-refundable.
7. GROUP TRAVEL EXPECTATIONS
Black Therapists Travel, LLC is committed to creating an inclusive, respectful, and enjoyable environment for all travelers. All participants are expected to behave appropriately according to the settings and customs of the destinations visited.
No traveler will be permitted to remain on a trip if they become disruptive, engage in harassment, or cause others to feel uncomfortable. Conduct including but not limited to aggression, excessive intoxication, or the use of illegal substances may result in removal from group activities or the trip entirely, at the discretion of the trip leader.
Any traveler removed for conduct violations will be responsible for all associated costs including alternative accommodation, transportation, and cancellation fees. No refunds will be provided for unused services.
8. AIRLINE & TRANSPORTATION
Airline Tickets
Airline tickets booked through Black Therapists Travel, LLC will be issued 7 days prior to departure, provided full payment has been received. Once issued, tickets are non-refundable and non-transferable. In situations where tickets must be issued earlier, travelers may be required to submit full payment ahead of schedule.
Seat Assignments
Seat assignments for group flights are determined solely by the airline. All group bookings are for economy class. Travelers who prefer alternative seating (e.g., premium economy or business class) are encouraged to book their own airfare and purchase the land-only package.
Luggage
Luggage allowances and fees are determined by the airline and are subject to change. It is the traveler’s responsibility to verify the specific baggage policies of their airline prior to departure.
Schedule Changes & Missed Flights
Black Therapists Travel, LLC is not responsible for airline operations, delays, or schedule changes. If you make direct changes to your flight, you must notify us in writing at [email protected]. We are not liable for missed land services including transfers, accommodations, or excursions if flight changes are not communicated in advance.
Frequent Flyer Programs
Travelers are responsible for confirming their eligibility for frequent flyer mileage directly with the airline. Some group rates or discounted fares may not qualify for full mileage credit. Frequent flyer numbers must be provided before travel documents are issued; the airline retains full control over mileage eligibility.
9. HOTEL ACCOMMODATIONS
All hotel accommodations are based on standard twin-bedded rooms (two single beds) with private facilities, unless a king or double bed is specifically requested. Bed type requests are subject to availability and room assignments remain at the discretion of the hotel. Triple and quad occupancy rooms are not permitted under Black Therapists Travel, LLC reservations.
Hotel rates are contracted by Black Therapists Travel, LLC and are non-negotiable. Standard check-in time is after 3:00 PM; check-out is typically by 12:00 PM. If necessary, hotels of equal standard may be substituted. No refunds will be issued for any differences in hotel rates or amenities.
Please note that air conditioning standards in international hotels, particularly in Europe, may differ significantly from U.S. standards and may be seasonal, limited, or unavailable outside summer months.
Meals
Meal inclusions are specified in each itinerary. Unless clearly stated, beverages are not included with meals. While Black Therapists Travel, LLC cannot guarantee accommodations for all dietary restrictions, we will make every effort to honor special dietary requests submitted in writing at least eight (8) weeks prior to departure.
Transfers
Transfers, where included in the itinerary, are available only when airfare is booked through Black Therapists Travel, LLC. Travelers on land-only packages or who deviate from the designated schedule are responsible for arranging their own transfers. In the event of delays due to flight changes, immigration, customs, or lost baggage, Black Therapists Travel, LLC is not responsible for missed transfers.
10. TOURS, SIGHTSEEING & GRATUITIES
All tours will be conducted using appropriate motor vehicles based on group size. Itinerary times are approximate and may include early morning departures. Travelers are responsible for being punctual for all scheduled activities. Late arrivals may be treated as a no-show, and missed services will not be refunded.
Occasionally, due to public holidays, weather conditions, or unforeseen circumstances, adjustments may be made to the itinerary. These changes are made to maintain the quality of the experience and do not warrant refunds or price adjustments. Renovations or maintenance at monuments or attractions will not result in tour cancellations.
Gratuities (Escorted Tours)
A mandatory gratuity of $15 USD per person, per day is required for all escorted tours and will be collected on Day 1 of the trip. This gratuity supports local guides, drivers, restaurant staff, and other on-the-ground service providers who contribute to the quality of your experience.
11. HEALTH & DISABILITIES
Health Requirements
It is the responsibility of each traveler to ensure they are medically cleared to travel by their primary healthcare provider. Travelers with serious health conditions, physical limitations, or advanced pregnancy should carefully consider whether the itinerary is appropriate.
Travelers who become ill during the trip or display symptoms such as a fever may be removed from the group and referred to a local medical facility. Rejoining the group will require medical clearance. All medical expenses and any additional costs for accommodations or transportation are the responsibility of the traveler.
Travelers with Disabilities
Black Therapists Travel, LLC seeks to accommodate travelers with disabilities in accordance with the Americans with Disabilities Act. If you require assistance due to a physical, visual, or hearing impairment, you must notify us prior to booking so your request can be reviewed. While every effort will be made to provide reasonable accommodations, some tour features may not be accessible to individuals requiring mobility assistance.
Travelers who need personal assistance must travel with a companion who can provide that support, as tour staff are not authorized to provide individual care or physically assist clients. Tours may involve walking, uneven terrain, and quick transitions.
Please note that international hotels and transportation providers are not subject to the ADA. Wheelchairs, walkers, and motorized scooters may not be permitted aboard certain coaches or vessels.
12. PHOTOGRAPHIC & VIDEO RELEASE
By participating in any travel or activity organized by Black Therapists Travel, LLC, travelers grant the company the right to capture photographs, record videos, and/or utilize social media posts featuring the traveler. This permission extends to before, during, and after travel. Travelers authorize Black Therapists Travel, LLC, its employees, contractors, and assignees to copyright, utilize, and publish these materials in both print and electronic formats for lawful purposes including publicity, advertising, and social media content.
Travelers acknowledge that they will not receive financial compensation for the use of their likeness and release Black Therapists Travel, LLC from any liability associated with the use of their image or identity. Travelers release the company from any expectation of privacy or confidentiality regarding such content.
13. LIABILITY RELEASE & ASSUMPTION OF RISK
Black Therapists Travel, LLC acts solely as an intermediary between travelers and independent third-party suppliers, including airlines, hotels, transportation providers, tour operators, and other service vendors. The company does not own, operate, or control any of these suppliers and is not responsible for their acts or omissions.
By booking and participating in travel arranged by Black Therapists Travel, LLC, you acknowledge and agree that the company is not liable for any injury, illness, loss, damage, delay, inconvenience, or death arising from acts of God, force majeure, war, terrorism, civil unrest, government restrictions, criminal activity, natural disasters, mechanical failures, delays, overbooking, or any other events beyond our control.
Participants waive any claims against Black Therapists Travel, LLC for injuries or damages incurred during the trip or related activities. Guests are responsible for any damage to property and must ensure its restoration to its original condition. Travelers agree to comply with all relevant laws and regulations in the countries they visit and accept responsibility for any legal issues they encounter.
All participation is at the traveler’s own risk. By confirming your reservation, you acknowledge that you have reviewed the itinerary, destination, and requirements, and you are choosing to travel at your own risk, assuming sole responsibility for ensuring you are physically and medically fit to participate.
14. BINDING ARBITRATION
By booking with Black Therapists Travel, LLC, you agree that any dispute, claim, or controversy arising out of or relating to these Terms and Conditions, your booking, or your participation in any travel arrangements will be resolved exclusively by binding arbitration under the rules of the American Arbitration Association. You agree to waive your right to a trial by jury and agree not to initiate or join any class action lawsuit against Black Therapists Travel, LLC.
ACKNOWLEDGMENT & SIGNATURE
By signing below, you confirm that you have read, understood, and voluntarily agree to all of the Terms & Conditions of Black Therapists Travel, LLC, including the Release from Liability, Assumption of Risk, and Binding Arbitration clauses. You accept these terms on behalf of yourself, all members of your travel party, and any accompanying minor children.
Be the first to know about upcoming trips, retreats, and new destinations.
Join our mailing list for early access to trips, flexible payment plan options, travel inspiration, and curated experiences designed for rest, connection, and unforgettable moments.