Tour Terms & Conditions

Updated: July 1, 2024

Please read the following booking conditions carefully as they apply to bookings made through our website thenomadicnetwork.com. The Nomadic Network (hereinafter “TNN”, “we”, “us”, “our”) is owned by Here on a Layover LLC and serves people (hereinafter “participant”, “you”, “your”) who want to travel.

By booking with us:

  • You are acknowledging that you have read these Terms & Conditions and agree. You agree that any violation of any such Terms & Conditions may result in the cancellation of your booking and forfeiture of any monies paid.
  • You are confirming that you are at least 21 years old, or you will be once you go on your tour.
  • You are confirming the information supplied by you is true and correct.

We reserve the right, in our sole discretion, to change these Terms and Conditions at any time. Upon making changes, we will notify you via the email address you provide to us at booking. Any updated terms will apply to your booking. Your continued use of our services, including continuing to use or maintain any bookings after notice of any changes to the Terms and Conditions, constitutes your consent to the changes.

1. Tour Logistics

A. Pricing

All prices on this website are shown in US dollars. The Nomadic Network reserves the right to adjust tour prices in response to changing market conditions. 

B. Departure Confirmation

We require a minimum of 10 participants to run each tour. A tour may not be confirmed until 90 days before the tour begins. Tours already confirmed are noted so on their specific departure page. 

C. Itinerary Changes

We reserve the right to amend or vary the itinerary or other services should we determine circumstances warrant such changes, such as but not limited to weather, transportation changes, political unrest, or natural disaster, if it would be in the best interest of the participants, or for any other valid operational reason. Due to weather and factors beyond control, times and schedules may need to be altered in some way. If specific hotels are not available at the time of booking and a change becomes necessary, we will make every effort to ensure the substituted accommodation will be equivalent in standard. Such changes shall not be considered material and you shall not be entitled to any refund based on these changes.

2. Payments

Depending on how far in advance you are booking your tour, we may be able to offer payment plans for your tour. Any available payment plans will be listed on the booking page for each specific tour. Bookings made within 60 days from the tour’s “Start Date” (the first day of the tour) need to be paid in full and are not subject to the deposit policy found in section 2a.

A. Deposits

Unless otherwise stated on the tour booking page, the following applies to all deposits paid to reserve a spot on one of our tour:

  • In order to reserve a spot on a tour, a deposit of 25% of the full price of your tour is required. If you use a payment plan or coupon that lowers your initial payment to less than 25% of the full price of your tour, your deposit is still technically 25% of the full price of your tour (not the discounted amount of the first payment).
  • Once paid, the 25% deposit is 100% refundable for up to 30 days as long as it’s paid at least 61 days before the tour’s Start Date.
  • After 30 days, your 25% deposit is no longer refundable. However, if you’d like to transfer it to another tour that is occurring within six months, you can do that as long as the re-booking is made within 90 days of cancellation. If you wait longer than 90 days to rebook, you forfeit the ability to transfer your deposit.

All deposit refunds, if applicable, will be returned via the same method the deposit was paid. It may take up to 14 business days from the date of the request for the deposit refund to be applied.

B. Payment Plans & Balance Payments

Balance payments are the payments following the initial deposit paid (the difference between the total tour cost and the deposit). 

If you paid in full, you have no balance payments due. 

We have payment plans (you’ll see the different options when booking a specific tour) so you can pay for your tour over time. We offer different payment plans depending on the tour and how far in advance you’re booking your spot. Whichever card you use to pay the first time, will be the card used for the subsequent automated transactions. For each transaction, you will receive an automated email. When using a payment plan, an account will be created on our website that allows you to manage your payments. Log into that account to:

  • Update your information,
  • Check on your scheduled payments, and/or
  • Change the card you want used for future payments.

All balance payments are due within seven days of being invoiced or 60 days before the tour Start Date, whichever comes first. Unless otherwise discussed and agreed to with us, failure to pay your balance within 14 days of being invoiced will result in the forfeiture of your spot.

Final payments are non-refundable. Non-payment of the final amount due will result in your tour cancellation and loss of deposit.

Bookings made after final payment is due (60 days before tour Start Date), must be paid in full.

3. Cancellations

Cancellation of travel must be made in writing and acknowledged via email to [email protected] and is effective from the date we receive the written notification.

We incur expenses long before your tour. Because of this, any initial deposits are non-refundable after 14 days of booking, but they may convert into credits if you cancel within an appropriate time frame (61 days or more). In certain situations, there may also be outstanding costs owed to us for things like flights incurred on your behalf that we cannot recoup. See below for details.

All applicable refunds will be returned via the same method the deposit was paid. It may take up to 14 business days from the date of the request for the balance payment refund to be applied.

A. Refund Policy

How refunds are calculated if you choose to cancel is listed below. Cancellations made:

  • Within 14 days of booking, and more than 91 days before the tour Start Date: 100% refund of the balance amount (the deposit refund schedule is laid out in Section 2A of this document).
  • After 15 days of booking and 90 – 61 days before the tour Start Date: 50% refund of the balance amount (the deposit refund schedule is laid out in Section 2A of this document). Your deposit may convert into a credit.
    • You may choose to use this credit by 1) transferring the credit to a new traveler for the same adventure, or 2) applying it to a future TNN tour that is occurring within six months, as long as your re-booking is made within 90 days of cancellation.
    • If you wait longer than 90 days to rebook, you forfeit the ability to transfer your deposit.
    • If we have already incurred irreversible expenses like internal flights, those will be deducted from your remaining credit. If our total irreversible expenses exceed your deposit amount, we will invoice you for the difference. Every effort will be made to avoid incurring these expenses during this period but may be unavoidable due to commitments to local tour operators.
    • There is a $100 rebooking fee when using your credit to book a new tour or new participant.
  • 60 – 1 day before the tour Start Date: 0% refund of the balance amount or deposit. If flights or non-refundable costs have been made on your behalf that exceed your deposit, a remainder may be owed.
  • Cancellations at or during Tour: 0% refund or credit.
  • No show: 0% refund or credit.

We are not responsible for any direct, incidental, consequential damages, expenses or losses that you may have incurred as a result of the booking including, but not limited to, visas, vaccinations, non-refundable flights, rail, or any other form of transportation, non-refundable car rental and parking or other fees, loss of earnings, or loss of enjoyment and opportunity. 

Your deposit may convert into a credit.

You may choose to use this credit by 1) transferring the credit to a new traveler for the same adventure, or 2) applying it to a future TNN tour that is occurring within six months, as long as your re-booking is made within 90 days of cancellation.

If you wait longer than 90 days to rebook, you forfeit the ability to transfer your deposit.

If we have already incurred irreversible expenses like internal flights, those will be deducted from your remaining credit. If our total irreversible expenses exceed your deposit amount, we will invoice you for the difference. Every effort will be made to avoid incurring these expenses during this period but may be unavoidable due to commitments to local tour operators.

There is a $100 rebooking fee when using your credit to book a new tour or new participant.

60 – 1 day before the tour Start Date: 0% refund of the balance amount or deposit. If flights or non-refundable costs have been made on your behalf that exceed your deposit, a remainder may be owed.

Cancellations at or during Tour: 0% refund or credit.

No show: 0% refund or credit.

We are not responsible for any direct, incidental, consequential damages, expenses or losses that you may have incurred as a result of the booking including, but not limited to, visas, vaccinations, non-refundable flights, rail, or any other form of transportation, non-refundable car rental and parking or other fees, loss of earnings, or loss of enjoyment and opportunity. 

We require travel insurance to ensure you are protected in the event of a medical or family emergency. If you need to cancel for an insurance-covered reason, you can file a claim with your travel insurance.

All refunds, if applicable, will be returned via the same method the deposit was paid. It may take up to 14 business days from the date of the request for the deposit refund to be applied. There are no exceptions to this policy.

Unused Services

There will be no discounts or refunds for missed or unused services or accommodations while on the tour. If a participant leaves an adventure voluntarily or involuntarily for any reason, no refunds will be issued. Please be aware that any voluntary changes on your part to your itinerary during the tour will be made at your own expense.

Exchanging Tours
Once you have paid your deposit for a tour, we are unable to change you to a different tour unless your tour is postponed or canceled.

Tour Cancellation

Our tours require a minimum of 10 guests to run, and thus, may not be confirmed until 90 days before the tour is set to begin.

Though we make every effort not to, in certain cases, we may have to cancel or postpone a tour. If we are forced to cancel a tour, due to low number of participants or other unforeseen circumstances, we will offer you either of the following options:

  1. Issue you a 100% credit for the amount paid plus $250 to apply to any new tour that we offer within the next 12 months.
  2. Issue you a 100% refund for any monies paid to TNN.

TNN reserves the right to cancel any adventure for any reason, but will not cancel less than 30 days before departure except for force majeure and/or for reasons outside of our control such as Acts of God including natural disasters like hurricanes, tsunamis, earthquakes or any natural disaster, or any acts of terrorism which may arise in the said country that would make the adventure unsafe.

TNN is not responsible for expenses incurred by travelers in preparing for their trip (e.g., non-refundable air tickets, visa fees, etc.) in any cancellation circumstances.

B. Tour Cancellation

Though we make every effort not to cancel a tour, in certain cases, we may have to cancel or postpone a tour. Our tours require a minimum of 10 guests to run, and thus, may not be confirmed until 90 days before the tour is set to begin.

  • Cancellation: Though we make every effort not to, in certain cases, we may have to cancel or postpone a tour. If we are forced to cancel a tour, due to low number of participants or other unforeseen circumstances, we will offer you either of the following two options: 1) a 100% credit for the amount plus $250 to apply to any new tour that we offer within the next 12 months, or 2) a 100% refund for any monies paid to TNN.
  • Postponement: If we decide to postpone a tour, due to any situation that we feel requires a tour to be postponed, you may choose to receive a 100% refund (deposit and balance payments) OR you may transfer any amount already paid to be applied to the new dates of the same tour or to another tour that we operate. (This decision must be made within 10 days of being notified by us via email about the postponement. After 10 days, if you have not written to us with your decision, we will automatically apply any amount already paid to the new dates of the postponed tour.)

If we cancel or postpone a tour and you choose to transfer the amount you have already paid to a new tour or to the new dates of the postponed tour, that amount already paid will be subject to the Deposit and Balance Payment Refund Policies stated above. The date of deposit will remain the original date the deposit was paid. The tour Start Date, for payment and cancellation sake, will be the new Start Date of the postponed tour or the Start Date of the newly chosen tour.

If you choose to rebook in lieu of a refund and an alternative tour chosen is of a lower value than that originally booked, you will receive a refund of the price difference between the originally booked tour and the lower-priced tour. If you are offered a refund but request an alternative tour of a higher value than that originally booked, then you must pay the difference.

TNN reserves the right to cancel any adventure for any reason, but will not cancel less than 30 days before departure except for force majeure and/or for reasons outside of our control such as Acts of God including natural disasters like hurricanes, tsunamis, earthquakes or any natural disaster, or any acts of terrorism which may arise in the said country that would make the adventure unsafe.

TNN is not responsible for expenses incurred by travelers in preparing for their trip (e.g., non-refundable air tickets, visa fees, etc.) in any cancellation circumstances.

C. Act of Force Majeure

We assume no liability for, any loss, damage, delay, or cancellation resulting in whole or in part from an Act of God or any other force majeure condition, including, but not limited to: war; civil commotion; riot; blockade or embargo; union dispute; strikes or labor disruptions; explosion; sabotage; arrests; restraint of rulers or peoples; acts of terrorism; insurrection; government seizures; acts of God; fire; flood; earthquake; volcanic eruption; hurricane; environmental pollution or contamination; low or high water levels; water or power shortages or failures; tropical storms; inclement weather; windstorm; other extreme weather event; epidemic; quarantine restriction; government health advisory, pandemic; other health emergency; passage of any law, order, proclamation, regulation, ordinance, demand, requisition or requirement or any other act of any government authority, beyond the reasonable control of the parties, whether or not foreseeable, which would make it dangerous or not viable for a trip to commence or continue. In the circumstances amounting to force majeure, we will not be required to refund any money to you.

4. Participant Responsibilities

A. Mandatory Travel Insurance

Travel insurance is mandatory for all of our tours. By participating in this tour, you agree to purchase travel insurance prior to the start of the tour and understand that you’ll be required to show proof of a purchased policy 30 days prior to tour start date. Failure to have travel insurance will result in your exclusion from the tour and no refund will be offered.

We cannot answer technical questions about the benefits, exclusions, and conditions of travel insurance plans. If you have any questions about your travel insurance, you can ask your travel insurance provider directly.

B. Passport, Visas, & Documentation

It is your responsibility to obtain and carry a valid passport, visa(s), inoculations, and all other documentation required by applicable government regulations. Failure to comply with these requirements may result in denied boarding or an undue delay at an airport security checkpoint which could cause missed flight(s) and/or your tour. When traveling overseas you must hold a valid passport with a minimum of six months validity from your return date. Traveling to other countries may require a visa or you may be refused entry. Names provided to secure reservations (especially in the case of internal flights not purchased by you) must match your passport. Consult your doctor before you depart as it is your responsibility to ensure that you meet all health entry requirements, obtain the recommended inoculations, take all recommended medication, and follow all medical advice in relation to your trip. 

C. Photo Release

By traveling with us you consent to images taken of you being used for advertising and promotional purposes. You grant us a perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes such as but not limited to using group photos on our website, social media, and email communications.

D. Inclusivity Agreement

On our tours, participants have the opportunity to meet and interact with people of all cultures and backgrounds, both within the countries we travel to and with other group participants. In order to foster an inclusive and respectful environment, we expect participants to exercise discretion and cultural awareness when it comes to language and remarks that may seem insensitive or derogatory to certain people. Remarks that may seem harmless to one person may be deemed offensive by someone of a different identity by religion, gender, age, nationality, race, sexual orientation, ability, body shape, or gender expression, etc. We are dedicated to providing a harassment-free experience for everyone to feel welcome.

We encourage participants to approach others and differences within participants and cultures with an open mind, respect, and curiosity, as well as avoiding stereotypes, assumptions, and judgment based on differences. Valuing diverse perspectives is an important aspect of travel and of our tours specifically.

E. Asked to Leave

If you are asked to leave a tour for bad behavior, violence, bullying, or any other disruptive action, you will not be refunded, no credit will be provided, and you will not be allowed on any of our future tours. We are not responsible for any of your travel expenses that may arise from the moment you are asked to leave.

F. COVID Policy

This tour is currently open to all travelers whether you’ve been vaccinated against COVID-19 or not. Though, we recognize the privilege that we have when traveling and will try our best to take care of the communities we visit. We believe vaccinations play a key role in saving lives and helping to keep people safe. Around 70% of the world is vaccinated against COVID-19 but vaccination rates remain low in some of the destinations and communities we visit. While we do not require proof of vaccination, we strongly encourage getting fully vaccinated against COVID-19 to protect themselves and others. Specific proof of testing or vaccination may still be required by your destination or airline. We will also closely monitor any new policies and comply with any new restrictions or requirements needed. If the rules change, we’ll let you know as soon as we can.

G. Waiver of Liability

By participating in this tour, you agree to release from any liability The Nomadic Network LLC, Here on a Layover LLC, its employees, and local suppliers. Additionally, you agree to sign a release waiver before the start of the tour.

5. Legalities

A. Governing Law

These Tour Terms & Conditions shall be construed in accordance with and governed by the laws of the United States and the State of Oregon, without reference to their rules regarding conflicts of law. You hereby irrevocably consent to the exclusive jurisdiction of the state or federal courts in Portland, Oregon in all disputes arising out of or related to the use of the site.

B. Severability

In the event that any term or condition contained in these Tour Terms & Conditions is unenforceable or void by operation of law or as being against public policy or for any other reason then such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.

Contact us

If you have questions or comments regarding this policy, you may reach us at:

  • Address: The Nomadic Network, 4148 SW 43rd Ave, Portland, OR 97221
  • Email: [email protected].