Land Package
Booking Policy
Important Notes For All Group & Private Client Tours
Once the deposit has been received, only minor changes to the itinerary can be made. After the individual passenger deposit deadline, any client-requested changes to the itinerary or reservation may incur a modification fee ranging from $30 to $250 per change. Please note that the included activities are confirmed in advance and cannot be altered during the tour.
Certain inclusions, such as private or unique dining experiences, charter excursions, specialty lodges, resorts, or other accommodations, may require additional deposits and/or be subject to cancellation policies that differ from our standard terms. If this applies to your booking, you will be notified as early as possible, along with updated deadlines and terms.
Adjustments or reductions for clients joining the tour late or departing early are limited and considered on a case-by-case basis, at the sole discretion of The Cultural Heritage Collective and the tour operator.
Group and individual tours (excluding TCHC Hosted Tours and all Ghana December Tours) may be rescheduled once for the same destination, provided the request is made within 89 days of the initial deposit. The rescheduled trip must occur within 12 months of the original arrival date. 75% of the deposit may be applied to the new dates, with a 25% service fee assessed for the date change. After 90 days from the initial deposit, the standard payment and cancellation policy will apply, and the deposit will no longer be eligible for rescheduling.
Clients who choose not to participate in scheduled tours will not receive a refund or reduced rate, nor will special accommodation or transportation be provided for alternative activities secured by the client outside the established itinerary. If clients opt to engage in independent excursions, it is their sole responsibility to research and vet any alternative tour guides. The Cultural Heritage Collective and the local tour operator are not liable for services arranged outside of the official tour program.
Hair Braiding Appointments in Ghana – Clients who wish to have their hair braided must arrive at least one day before the tour begins or stay at least one day after it ends unless a designated leisure day is included in the itinerary. Clients must provide a photo of the desired hairstyle and any relevant notes in advance so the stylist can provide an accurate quote. Payment for services, including any gratuities, must be made directly to the stylist in Ghanaian cedis at the time of service.
The final tour price is based on the number of travelers at the time of final payment. Cancellations made after the final payment will be subject to applicable cancellation penalties.
Please be aware that if a significant number of travelers cancel after final payment, additional per-person supplements may be applied to cover the adjusted group costs.
Accommodations
Accommodations will be in 4- to 5-star hotels unless otherwise specified.
Hotels are subject to availability and may change. If we are unable to accommodate your group in the hotels listed in the quotation, we reserve the right to secure alternative accommodation of equal or higher quality, as determined by amenities and rating standards. These alternatives may be located in different cities. No rate reduction will be provided for such changes.
Standard accommodation is double or twin-bedded rooms with a private bath or shower, based on double occupancy.
Single occupancy rooms are available on a request basis and are typically limited to 20% of the total number of passengers.
Triple accommodation is only available when specified and is not standard on most tours.
PLEASE NOTE: Hotel accommodation will not be placed on hold or confirmed at the time of the quotation. Final hotel confirmations will be made after a signed copy of the booking contract and the group deposit is received. Depending on the location, the accommodations may be confirmed within 60 days of travel. If confirmation is not possible within this period, we reserve the right to extend the timeline or secure alternative accommodations as needed.
Travel Concierge Specialists/Local Host/Travel Guide
Services of a professional Travel Concierge Specialist and a Local Host or Travel Guide will be provided as outlined in your itinerary.
Motorcoaches
Motorcoaches are air-conditioned and provided for transportation as specified in the itinerary. Use of the motorcoach is limited to the times and locations listed on the itinerary and cannot be used for transportation for individually booked excursions or activities.
Sightseeing
All sightseeing activities listed in the itinerary, including entry fees where applicable, are included. Local guides will be provided as appropriate. Sightseeing is subject to availability at the time of travel. If a particular activity is unavailable, a comparable alternative will be offered.
Sightseeing activities may involve walking for two or more hours per day, often over uneven surfaces, cobblestones, or stairs. As such, these tours may not be suitable for individuals with mobility challenges or those requiring walking assistance. We recommend reviewing the itinerary carefully and consulting with us before booking if you or a client has any mobility concerns. Minimum age may vary by tour.
Deposit
A non-refundable deposit is required for all trips.
Group Tour minimum
A minimum of 10 travelers is required to qualify for a group rate. A supplemental charge will be required if the number goes below 10 travelers.
Complimentary land package for travel advisors hosted group tours
A minimum of 20 travelers booked is required to qualify for the travel advisor to receive a complimentary land package at the double occupancy rate. Please refer to the Travel Advisor Hosted Group Booking guidelines for additional details.
The cultural heritage collective hosted Group Tours
Travel advisors are invited to book their clients on a hosted trip led by a travel professional from The Cultural Heritage Collective. These trips are ideal for individuals or small groups who wish to join on the designated tour dates. Availability is limited and subject to change at any time. Each hosted trip will accommodate no more than 22 travelers.
Advisors must log in to their client portal to view the net rate, which is payable according to the schedule outlined on the registration page. Advisors may add their own commission to the package. The hosted trip booking and cancellation policies apply.
The cultural heritage collective collaborative hosted group tours
Travel advisors may collaborate with The Cultural Heritage Collective to host trips on their behalf in select destinations curated by the company. A minimum of 10 travelers is required to qualify as a collaborative hosted group tour to include a travel professional from The Cultural Heritage Collective. The maximum group size for independent tours is 40 travelers; however, in some destinations, the limit may be reduced to ensure the quality and enjoyment of the experience. Hosted trip booking and cancellation policies will apply.
Group Air Transportation
The Cultural Heritage Collective does not handle international group air transportation. However, in-destination flights will be included with the land package as indicated.
Airport Transfers
Group airport transfers on arrival and departure are included unless otherwise stated in your itinerary. These transfers require that all participants arrive or depart on the same flight. If passengers are on different flights, additional fees may apply. Private or shuttle transfers may be arranged where available, subject to additional charges.
Note: Ghana is the only destination at this time that does not require all of the travelers to arrive and depart at the same time. However, we will provide a suggested arrival time as the daily itinerary cannot be changed, and will move forward as scheduled.
Not Included in Quote
Unless explicitly stated in your quotation, the following are not included:
International airfare
Visa application and vaccination fees (where applicable)
Airport taxes (where applicable)
Excess baggage fees
Meals not specified in the itinerary
Personal expenses such as laundry, cleaning, telephone, internet, or fax services
Beverages, including tea, coffee (except at breakfast and hotel dinners), soft drinks, wines, and liquors
Gratuities for the tour director, motor coach driver, and local guides (these may be prepaid for the group upon request; in some cases, gratuities for local guides must be paid on tour)
Gratuities for restaurant and hotel staff
Optional Excursions
Optional excursions, if included in your itinerary, are not available for advance group purchase.
Mobility and Physical Requirements
All tours require participants to have the physical ability to walk for extended periods during escorted activities, which may include uneven terrain, stairs, and varying weather conditions. Travelers should assess their mobility and consult with the travel advisor if they have any concerns regarding physical requirements. Minimum age requirements are subject to change based on the tour itinerary.
Youth & Student Groups
A youth group is defined as any non-family group in which more than 50% of the participants are between the ages of 8 and 17. Youth groups must be identified at the time of booking and are subject to approval. A minimum of one adult chaperone is required for every nine youths. Special policies may apply, and youth group bookings are handled on a request basis. Minimum age requirements are subject to change based on the tour itinerary. Please note that youth groups are not eligible for child discounts as outlined in our standard terms and conditions. Additional documentation will be required.
Payment
The Cultural Heritage Collective will only accept payment for services specifically outlined in the custom quotation. It is the travel advisor’s responsibility to collect payment directly from their clients. Payment must be submitted using the travel advisor’s business credit or debit card or by transfer via Stripe Connect. All prices will be provided at a net rate.
commission
The travel advisor is responsible for adding their desired commission to the net rate provided by The Cultural Heritage Collective. Once the advisor collects full payment from their client(s), they will retain their portion of the commission and submit only the net rate to The Cultural Heritage Collective.
