Authentic Explorations does not own or operate any of the companies providing accommodations, ground transportation, meals or other itinerary components for purchased travel programs. We assume no responsibility for delays, losses or accidents, or for damage to persons or property caused by any persons, firms,
corporations or other entities providing accommodations, ground transportation, meals or other services either as part of or incidental to your travel program. All service providers have been fully vetted by Authentic Explorations and have procured their own liability insurance, as has Authentic Explorations.
Please note that city taxes for hotels and gratuities are not included in our pricing unless otherwise noted.
Engagement of Our Services
A non-refundable Travel Coordination Fee (TCF) of $1,000 per couple (or other agreed amount) is required prior to the start of any work, including the creation of personalized itineraries. Initial consultations are complimentary. The TCF will be applied toward the total cost of the program but will not be reimbursed if the client does not book the trip. If a client postpones their trip before an itinerary is finalized, the TCF may be applied to a future booking of the same trip, evaluated on a case-by-case basis. If the client selects a new program (e.g., a different region or country), $500 of the TCF may qualify to be applied to the future booking.
Except for airline bookings, which we do not provide, Authentic Explorations requires that most bookings as part of the client itinerary be arranged by Authentic Explorations. This includes but is not limited to ground transportation, private guides, activities and hotels.
Payment Policy
A deposit of 30% to 50% of the total program cost is required to confirm the booking and guarantee Authentic Explorations' services. The exact deposit amount will be communicated by your travel designer at the time of confirmation and is based on pre-payments to hotels and vendors, which may vary by destination. Pricing is provided in US Dollars upon confirmation of the proposed itinerary and is valid for up to five (5)
business days, or less, at Authentic Explorations' discretion, after which we reserve the right to reprice based on foreign exchange fluctuations. The final US Dollar price is locked in once the first program deposit is received. Payment of the balance is due 60 days prior to the start of the trip, or earlier depending on the destination selected or program component vendor requirements, as defined in the offer.
Deposits may be non-refundable prior to the 60-day cut off for refunds if a client cancels more than 60 days prior to the start of the trip. If there are multiple invoices (e.g., second deposit, final payment) more than 60 days from your program start date, non-refundable clauses may apply as well.
Authentic Explorations reserves the right to require full payment upfront based on the timelines, nature and destination of the program.
All payments must be processed in US Dollars, as Authentic Explorations, LLC is a US-based company and can only invoice in US Dollars.
Cancellation, Refundability, Credits and Postponement
We may process Personal Data under the following conditions:
All cancellation notices must be submitted in writing or via email.
If you cancel your program for any reason within 60 days of the start date, you will forfeit the full amount paid. Deposits made prior to 60 days of the start date of your trip may be non-refundable as well (e.g., purchased train or venue tickets). Please refer to your specific Deposit Invoice if there were specific terms regarding your program.
If you have purchased travel insurance, Authentic Explorations will assist you in recovering eligible costs.
Once a program is confirmed and a deposit or full payment is made, any significant changes requested by the client (as defined by Authentic Explorations) will incur additional costs billed at $150 per hour in addition to any incremental vendor costs associated with the changes requested.
Authentic Explorations reserves the right to adjust the order of activities within or across days due to unforeseen circumstances, either prior to or during the program.
Authentic Explorations reserves the right to cancel services due to unforeseen circumstances. In such cases, clients will receive a full refund for those canceled services.
Authentic Explorations reserves the right to make route and accommodation modifications and to adjust the itinerary as necessary to improve quality or accommodate the comfort, convenience and wellbeing of our travelers. In all such cases, an equal or better alternative will be provided.
Our travel suppliers each maintain their own terms and conditions, including cancellation policies, which may differ from those of Authentic Explorations. Our terms have been structured to accommodate the widest range of supplier conditions as inclusively as possible. Some services may require non-refundable payments to vendors and partners well before the 60-day cancellation cut-off, in which case, refunds for these services will not be made even if the client cancels within the 60-day cancellation cut-off. This will be discussed with you and indicated specifically on the deposit invoice you are issued and non-refundable terms begin one that invoice is paid.
No refunds will be issued for services not utilized during the travel program unless those services were canceled by Authentic Explorations.
Itineraries are subject to change. Authentic Explorations will make every effort to inform clients of any significant changes. Please note that Authentic Explorations will not have advance knowledge of conferences, weddings or other events or work taking place at booked hotels, and is not responsible for any resulting noise, disturbances, visual obstructions or inconveniences. Authentic Explorations also has no control over the dates on which hotels activate or deactivate heating and air conditioning systems, which are governed by local laws and customs.
Travel Documents
Clients are responsible for ensuring their passport is valid and will not expire within six months of their return date. Clients must carry valid identification, including their passport, at all times during the program, as some venues do not accept a driver's license as a valid form of ID.
United Kingdom: US citizens are required to obtain an Electronic Travel Authorisation (ETA) prior to travel to the UK for tourism, business or transit, including connections through UK airports. The ETA costs £16, is valid for two years (or until passport expiry, whichever comes first), and covers multiple entries for stays of up to six
European Union: As international travel policies continue to evolve, we encourage our travelers to remain informed and prepared for updated entry procedures. In Europe, the new Entry/Exit System (EES), now fully operational, replaces traditional passport stamping with a digital process for non-EU visitors, including biometric registration such as fingerprints and facial images upon arrival, enhancing security while streamlining border crossings. We recommend allowing additional time at entry points and invite you to review the details via the official resource provided here:
https://travel-europe.europa.eu/en/ees
Please note: This is not the same as the forthcoming ETIAS travel authorization, which will be required for entry into 30 EU countries starting in late 2026. No action is required at this time, and the European Union vill provide advance notice ahead of its official launch. For additional details, you may review the official ETIAS information here:
https://travel-europe.europa.eu/en/etias
Travel Insurance Recommendations
Although not required to purchase your trip, travel insurance is strongly recommended to protect your investment and provide peace of mind throughout your journey. However, in the event that you become ill prior to your trip or otherwise are unable to continue your program while traveling, no refunds will be issued by Authentic Explorations if you do not have insurance.
We encourage you to consider comprehensive coverage, including:
Trip Cancellation Coverage protects you if you need to cancel your trip prior to departure due to covered reasons, such as illness within your traveling party or a death in the immediate family.
Trip Interruption Coverage provides coverage if your trip is disrupted, due to covered reasons after departure.
Medical Expense Coverage many U.S.-based health insurance plans do not provide coverage abroad, so additional protection for international medical expenses is highly advised. We recommend confirming coverage details directly with your insurance provider.
For added flexibility, you may also wish to explore Cancel For Any Reason (CFAR) coverage, which allows you to be eligible to cancel your trip for reasons beyond standard policy terms, including business-related conflicts. Timelines to purchase this kind of insurance is key (unlike Trip Cancellation and Trip Interruption insurances which typically give you more flexibility) so please contact your insurance provider to understand when CFAR is to be purchased to cover your trip.
If you believe your credit card provides travel insurance coverage, please contact your card issuer directly to confirm the specific scope, particularly regarding Trip Cancellation, Trip Interruption and Cancel for Any Reason coverage.
Preferred Insurance Partner
We are pleased to recommend Redpoint Travel Protection as our preferred insurance partner. Redpoint Travel Protection offers specialized and comprehensive travel protection products tailored to high-end travel experiences.
To explore coverage options or obtain a quote, please visit:
https://redpointtravelprotection.com/partner/authenticexplorations/
We are not authorized to discuss the details of individual travel protection policies nor discuss technical questions about the benefits, exclusions, or conditions of the policy. If, after reading the policy, you still have questions about coverage details, we encourage you to visit Redpoint Travel Protection’s Frequently Asked Questions blog on their website at https://redpointtravelprotection.com/faqs/ or speak with a Redpoint representative at +1-415-481-0610.
Additional Resource
Tin Leg is another reputable option, offering a marketplace that allows you to compare policies from multiple providers: https://38609.buy.tinleg.com You may also contact Tin Leg directly at +1-844-240-1233 (select option #2). If booking by phone, please reference our corporate name: Authentic Italy.
Selecting the right travel insurance is an important part of your planning process, and we are happy to guide you toward trusted providers.
AUTHENTIC EXPLORATIONS STRONGLY RECOMMENDS THE PURCHASE OF TRAVEL INSURANCE.
Please contact us for information on our insurance partners and preferred providers.