💳Deposits & Payments
Understanding our payment structure ensures transparency from the start of your travel planning process.
- Trip deposits are non-refundable once tour operators and accommodations are booked (typically within 7 days of payment)
- Final payments are subject to vendor cancellation policies, which vary by destination and timing
- We clearly communicate all payment deadlines and booking confirmations in advance
Important: Deposits secure your reservations with hotels, tour operators, and local guides. Once these commitments are made on your behalf, deposits become non-refundable.
📅Cancellation Timeline
Our cancellation fees are structured to balance flexibility for travelers with the practical realities of travel planning.
Cancellation Refund Schedule:
- 120+ days before departure: Full refund minus 10% administrative fee
- 89-60 days before departure: 50% refund (subject to vendor policies)
- 59-30 days before departure: 20% refund (subject to vendor policies)
- Less than 30 days before departure: No refund (travel insurance recommended)
Why these timeframes? Travel suppliers (hotels, tour companies, restaurants) have their own cancellation deadlines. The closer to your departure date, the less likely we can recover costs from our vendors.
Vendor Policy Impact:
Please note that refund amounts may be further limited by individual vendor cancellation policies. Some hotels and tour operators have stricter cancellation terms, especially during peak seasons.
🛡️Force Majeure & Extraordinary Circumstances
We understand that some circumstances are completely beyond anyone's control.
Full Refunds Provided For:
- Cancellations due to US State Department travel advisories
- Natural disasters affecting your destination
- Vendor closures beyond our control (hotel closures, tour operator bankruptcies, etc.)
- Government-mandated travel restrictions
Documentation Required: Official government advisories, news reports, or vendor closure notifications must be provided for force majeure claims.
🏥Travel Insurance Recommendation
We strongly recommend comprehensive travel insurance for all bookings to protect your investment.
Travel Insurance Can Cover:
- Cancellations due to medical emergencies (you or immediate family)
- Job loss or unexpected work obligations
- Trip interruption due to covered reasons
- Emergency medical expenses while traveling
- Emergency evacuation coverage
When to Buy: Purchase travel insurance within 14-21 days of your initial trip deposit to ensure maximum coverage benefits.
📝Trip Modifications & Rescheduling
Sometimes your plans need to change. Here's how we handle modifications to existing bookings.
Date Changes:
- More than 60 days out: $100 administrative fee plus any vendor change fees
- 30-60 days out: $200 administrative fee plus vendor fees
- Less than 30 days: Subject to vendor policies, often treated as cancellation/rebooking
Itinerary Modifications:
- Minor changes (restaurant reservations, activity timing): No fee if 48+ hours notice
- Major changes (different cities, hotel categories): Treated as partial cancellation/rebooking
⏱️Refund Processing
How to Request a Refund:
- Contact us immediately via email (info@vistarotravel.com) or phone
- Provide your booking confirmation number and reason for cancellation
- Submit any required documentation (medical certificates, travel advisories, etc.)
- We will review your request within 2 business days
Refund Timeline:
- Approved refunds are processed within 7-10 business days
- Refunds appear on your original payment method within 1-2 billing cycles
- Complex cases involving multiple vendors may take 2-3 weeks
📋Professional Registration
Vistaro Travel is registered with the California Seller of Travel Program, Office of the Attorney General under Registration #2168847-50.
This business is registered with the Travel Consumer Restitution Corporation under Registration #710239.
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