Cancellation & Refund Policy

Route & Rhythm Travel Co. designs curated travel experiences in partnership with global suppliers, hotels, transport operators, and local service providers. Because these journeys involve advance reservations and committed resources, this Cancellation & Refund Policy explains how deposits, cancellations, and refunds are handled. Your final invoice or booking confirmation may include additional terms that override this policy in case of conflict.

Deposits

A deposit is required to confirm your booking and secure arrangements such as accommodations, guides, transportation, and activity permits. Once supplier bookings are confirmed, deposits are generally non-refundable, as payments are already committed on your behalf. In certain cases, we may be able to recover partial amounts from vendors, but this depends entirely on supplier policies and cannot be guaranteed.

Cancellation by you

If you choose to cancel your trip, the cancellation charges will depend on how close the cancellation date is to the departure date. These charges are necessary because suppliers impose increasing penalties as the travel date approaches.

More than 90 days before departure: loss of deposit; remaining balance may be refundable minus any non-recoverable supplier costs.
60–90 days before departure: up to 50% of total trip cost depending on supplier terms.
30–59 days before departure: up to 75% of total trip cost.
Less than 30 days before departure: up to 100% of total trip cost may be charged.

Please note that certain components such as airline tickets, charter services, event passes, or customized experiences may be completely non-refundable regardless of cancellation timing. These conditions will always be communicated clearly before final payment.

Changes & postponements

Requests to modify travel dates or itinerary are treated as cancellations followed by new bookings, especially when suppliers apply penalties. If vendors allow credits or date changes, we will pass those benefits to you after deducting applicable administrative or rebooking fees as per your agreement.

Cancellation by Route & Rhythm Travel Co. or suppliers

In rare situations where we are unable to operate a confirmed departure due to low participation or operational constraints, you will be offered options including an alternative date, travel credit, or a refund of amounts paid after deducting non-recoverable supplier costs already incurred.

In cases of force majeure events such as natural disasters, political instability, pandemics, strikes, or supplier insolvency, travel arrangements may need to be modified or cancelled. Refunds or credits in such situations depend on supplier policies and third-party recovery options, including travel insurance coverage.

Travel insurance

We strongly recommend that all travelers purchase comprehensive travel insurance covering trip cancellation, medical emergencies, interruptions, and supplier defaults. In most cases, insurance is the only reliable protection against financial loss due to unforeseen cancellations or disruptions.

Refund processing

Approved refunds are processed back to the original payment method within a reasonable timeframe after funds are received from suppliers. Processing times may vary depending on banks, payment gateways, and currency conversion processes. Any transaction fees charged by banks or payment providers may be deducted from the refund amount.

How to request cancellation

All cancellation requests must be sent via email to support@routeandrhythm.com by the lead traveler listed in the booking. Verbal cancellation requests are not considered valid. The cancellation will be effective from the date and time we confirm receipt of your email during business hours.

Contact

For booking-related clarification, your assigned travel coordinator or concierge can explain supplier-specific rules applicable to your itinerary.

For general legal or policy questions, you may contact support@routeandrhythm.com.