Terms & Conditions

1. Booking & Payments

Payment Timeline & Policy

To secure your reservation with ONCE, the following payment terms and deadlines apply:

1. Deposit Requirement

• A deposit of $500 per person is required at the time of booking to confirm your spot on the trip.
• This deposit is fully refundable if you cancel within 72 hours of booking.
• After 72 hours, the deposit becomes non-refundable, but will be converted into a Future Travel Credit (FTC):
  • FTCs are valid for 24 months from the date of cancellation.
  • They may be applied toward any future ONCE trip, subject to availability.
  • FTCs are non-transferable and not redeemable for cash.

2. Final Payment – Tour Finalization Day

• Tour Finalization Day occurs 90 days prior to your scheduled trip departure. This is the deadline for full payment of your remaining trip balance.
• By this date, all logistics for your experience are locked in, including accommodations, internal transportation, and access to exclusive elements of the itinerary.
• You will receive one or more payment reminders leading up to Tour Finalization Day.

3. Failure to Pay by Tour Finalization Day

• If full payment is not received by Tour Finalization Day (90 days prior), ONCE reserves the right to:
  • Cancel your booking,
  • Release your spot to waitlisted guests, and
  • Retain all funds paid to date, including your deposit.
• Reinstating a cancelled reservation (if possible) may incur additional fees and will be subject to current pricing and availability.

4. Payment Methods

• ONCE accepts all major credit cards, wire transfers, and other approved payment methods shown during booking.
• It is your responsibility to ensure payment is submitted successfully and on time. ONCE is not responsible for payment delays due to third-party processors, technical errors, or insufficient funds.

2. Rooming & Pricing

Rooming & Solo Traveler Policy

All ONCE trips are priced per person and include accommodation in a shared room. This means:

• Guests booking together will be paired in the same room unless otherwise requested.
• Solo travelers will receive their own private room at no extra charge, subject to availability.

Private Rooms for Solo Travelers – First 10 Rooms

Each trip includes up to 10 private rooms available for solo travelers at no additional cost. These rooms are allocated on a first-come, first-served basis.

• To qualify, you must be traveling solo and request a private room at the time of booking.
• Once the 10 no-cost private rooms have been filled, any additional solo room requests may be subject to a single supplement fee, based on availability and market pricing.

Important Clarifications

• ONCE does not pair solo travelers with strangers. You will never be asked to share a room with someone you don't know.
• If you are traveling with a companion and choose to share a room, the price remains per person.
• Room configurations may vary by location (e.g., bed size, layout, en-suite bathrooms), and while we work closely with our partners to ensure high quality, exact specifications may differ by destination.

This policy reflects ONCE's commitment to inclusivity and comfort — ensuring all travelers, especially solo guests, feel equally welcomed and accommodated without hidden costs.

3. Cancellation by You

Cancellation Policy

We understand that plans can change. If you need to cancel your booking, you must notify ONCE in writing by email to our official reservations team or your trip coordinator. Your cancellation will be effective on the date we receive your written notice.

The following cancellation terms apply per person and are based on the number of days before your scheduled trip departure:

Cancellation Schedule:

• Cancel within 72 hours of booking:
  You will receive a 100% refund, including your deposit. No questions asked.
• Cancel after 72 hours, but more than 90 days before departure (prior to Tour Finalization Day):
  Your $500 deposit becomes non-refundable, but it will be automatically converted into a Future Travel Credit (FTC) that you can use toward any ONCE trip within the next 24 months.
• Cancel between 61 and 90 days before departure:
  You will be refunded 50% of the total trip cost. The remaining 50% is non-refundable.
• Cancel between 31 and 60 days before departure:
  You will be refunded 25% of the total trip cost. The remaining 75% is non-refundable.
• Cancel 30 days or fewer before departure:
  No refund will be issued. 100% of the trip cost is non-refundable.

Future Travel Credit (FTC) Terms:

• FTCs are valid for 24 months from the date of issue.
• FTCs are non-transferable, meaning they can only be used by the original traveler.
• FTCs cannot be redeemed for cash, even in part.
• FTCs may be applied to any available ONCE trip, but must be used at the time of booking, not after final payment.

Additional Notes:

• If you cancel and your cancellation creates a rooming change for a remaining traveler (e.g., a shift from shared room to solo), the remaining traveler is responsible for any price increase or room supplement.
• Refunds (when applicable) will be processed within 14 business days of written cancellation confirmation.
• We strongly recommend travel insurance to cover cancellation fees, especially for cancellations within 90 days of departure.

4. Cancellation by ONCE

Trip Cancellation Due to Minimum Group Size

ONCE curates highly personalized travel experiences that depend on a minimum number of participants to operate each departure. Therefore, we reserve the right to cancel any trip departure if the minimum enrollment threshold is not met.

Minimum Enrollment Clause

• Each ONCE trip requires a minimum number of confirmed guests to operate. While the exact number may vary depending on the itinerary and destination, ONCE typically determines this threshold at the time of trip launch and monitors booking activity closely.
• If a trip does not meet the minimum enrollment required to operate, ONCE may cancel the departure. This decision is made at our sole discretion and will typically occur no later than 60 days before the scheduled departure date.

In the Event of Cancellation Due to Low Enrollment:

If ONCE cancels your trip for this reason, you will have two options:

1. Transfer Your Booking:
   You may transfer your booking to another ONCE trip or departure date. If the new trip is higher in price, you will be responsible for the difference. If it is lower in price, ONCE will refund the difference.
2. Request a Refund:
   You may choose to receive a full refund of all monies paid to ONCE for the canceled trip. This refund will be issued to your original form of payment within 14 business days.

ONCE's Liability Limitations:

ONCE is not responsible for any additional expenses incurred by you related to the canceled trip. This includes, but is not limited to:

• Non-refundable or transferable airfare
• Hotel accommodations arranged independently
• Visa or passport fees
• Travel insurance premiums
• Lost wages, missed work obligations, or other opportunity costs

We strongly recommend that all travelers wait to purchase airfare or make additional travel arrangements until their departure has been confirmed by ONCE as "Guaranteed to Depart." This will typically occur no later than 60 days before departure.

Travel insurance that includes trip cancellation coverage is also strongly encouraged to protect against unforeseen disruptions.

5. Force Majeure

A Force Majeure Event refers to any event or circumstance beyond the reasonable control of ONCE, whether or not foreseeable, that prevents or significantly hinders our ability to operate a trip as planned. These events include, but are not limited to:

• Acts of God (e.g., earthquakes, floods, fires, hurricanes, tornados, lightning strikes, or other natural disasters)
• Epidemics, pandemics, public health crises, or governmental public health mandates
• War (declared or undeclared), armed conflict, terrorism, civil unrest, riots, or military actions
• Acts of any governmental authority, including travel bans, border closures, restrictions on movement, or imposition of quarantines
• Labor disputes, strikes, lockouts, work stoppages, or slowdowns
• Nuclear or chemical contamination
• Severe weather conditions rendering travel unsafe or impossible
• Failure or cancellation of transportation services not under ONCE's control (e.g., airline, rail, or ferry cancellations)
• Power outages or utility failures
• Cyberattacks or malicious acts impacting ONCE's operations or infrastructure
• Acts of sabotage, embargoes, or sanctions
• Legal prohibitions or court orders that prevent trip operation

If a Force Majeure Event occurs before or during your trip, ONCE reserves the right to:

• Cancel or modify the trip itinerary
• Substitute services, accommodations, or experiences of similar value
• Offer future travel credit in lieu of a refund (less any unrecoverable third-party costs)

ONCE is not liable for any additional costs incurred by the traveler (including but not limited to airfare, insurance, visa fees, or other travel arrangements not booked through ONCE) resulting from a Force Majeure Event.

6. Health & Fitness

You must be physically and mentally fit to travel. Some trips involve walking, climbing, and long travel days. If you have concerns, consult a physician before booking. ONCE reserves the right to remove any traveler who, in our judgment, cannot safely participate or whose condition poses a risk to themselves or others.

Physical and Driving Requirements

Automotive Experiences:

Certain ONCE trips include driving experiences as a central component of the itinerary. By booking an automotive-themed tour, you confirm that:

• You hold a valid and unrestricted driver's license appropriate for the vehicle type and country of operation.
• You are physically and mentally capable of operating a motor vehicle safely.
• You are willing to sign any required waivers or insurance forms related to driving activities.
• You understand that driving may include high-performance vehicles, manual transmission vehicles, and/or participation in structured track or road-based driving experiences.
• ONCE or our partners may, at their sole discretion, refuse your participation in any driving activity if they reasonably believe your participation may endanger yourself, others, or the vehicle.

Fitness for Travel:

Some ONCE tours involve physically and emotionally demanding activities, including but not limited to:

• Extended walking on uneven terrain
• High altitudes
• Long travel days or off-grid destinations
• Exposure to heat, cold, or adverse weather conditions
• Participation in emotionally intense storytelling experiences

It is your responsibility to ensure that you are physically and emotionally fit to travel. ONCE may require a signed self-assessment or medical clearance for certain tours. We reserve the right to deny participation in specific activities—or the entire tour—if a traveler's condition poses a risk to themselves or others, or if it significantly interferes with the enjoyment or safety of the group.

ONCE will not provide refunds or assume responsibility for any portions of the trip missed or altered due to your inability to meet the stated requirements.

7. Disruptive Behavior

Code of Conduct & Removal from Tour

ONCE is committed to creating a safe, inclusive, and respectful environment for all travelers and staff. Participation in an ONCE trip is contingent upon each guest behaving in a manner that supports the physical and emotional wellbeing of the group.

Behavioral Expectations

All guests are expected to:

• Treat fellow travelers, ONCE staff, and local partners with respect and courtesy
• Comply with all trip rules, safety protocols, and instructions given by guides or leaders
• Refrain from behavior that is disruptive, aggressive, abusive, threatening, harassing, or discriminatory
• Abide by all local laws and customs of the destination country
• Avoid excessive intoxication or behavior that endangers themselves or others

Grounds for Removal

ONCE reserves the right to immediately remove any guest from a trip if, in the sole discretion of ONCE staff or trip leaders, that guest:

• Exhibits behavior that threatens the safety, wellbeing, or experience of others
• Violates ONCE policies or the laws of the destination country
• Displays a lack of physical or mental capacity to safely continue on the trip
• Harms the reputation of ONCE or causes material disruption to the tour

This decision may be made without warning or prior notice, and will be based on the reasonable judgment of ONCE representatives on the ground.

Consequences of Removal

• No refunds will be issued for any unused portion of the trip
• ONCE accepts no responsibility for any additional costs incurred by the removed traveler, including but not limited to:
  • Return transportation
  • Alternative accommodations
  • Meals or activities
  • Lost or forfeited travel services
• ONCE is not liable for damages, losses, or consequences resulting from a traveler's removal from the tour
• Any costs associated with damage to property or reputation caused by the removed traveler will be charged directly to the traveler and/or their booking party

Rebooking and Future Participation

ONCE reserves the right to deny participation in future trips to any individual removed for cause, or whose behavior violates this policy, at our sole discretion.

8. Itinerary Changes

ONCE designs each journey with precision and care to deliver meaningful, memorable experiences. While we make every effort to operate trips exactly as published, circumstances may arise that require adjustments to the itinerary, accommodations, or activities. By booking with ONCE, you acknowledge and accept that flexibility is a necessary part of group travel, and changes may occur.

Reasons for Itinerary Changes

Changes may be required due to, but not limited to:

• Weather conditions or natural events (e.g., floods, snow, heat, wind)
• Local government restrictions or closures
• Health or safety considerations
• Mechanical issues or transportation delays
• Operational constraints from third-party suppliers
• Force Majeure events (as defined in our Terms & Conditions)

What May Change

If circumstances require it, ONCE may substitute or adjust any of the following without prior notice:

• Hotels, lodges, or other accommodations
• Restaurants, food services, or included meals
• Transportation providers or vehicles
• Daily itineraries, including timing, order, or locations of visits
• Included experiences, excursions, and guides

In all cases, ONCE will endeavor to provide an experience of equal or greater value when making a substitution. We will always act in the best interest of your safety, comfort, and the group's overall experience.

No Refunds for Operational Changes

• No partial or full refunds will be provided for modifications, substitutions, or omissions that ONCE deems necessary due to the reasons outlined above.
• ONCE is not liable for any loss of enjoyment, emotional distress, disappointment, or other consequential damages due to itinerary changes beyond our control.

Traveler Responsibility

Guests are expected to approach unexpected changes with flexibility, cooperation, and a positive attitude—hallmarks of ONCE's community-minded travel culture. You understand that adaptability is essential to successful group travel.

9. Travel Insurance

ONCE strongly recommends that all guests purchase comprehensive travel insurance for the full duration of their trip. In some cases, travel insurance may be a mandatory requirement to join specific itineraries, depending on destination, trip activity level, or government regulations.

What Coverage Should Include

At a minimum, your travel insurance policy should provide coverage for:

• Emergency medical expenses (including hospitalizations, physician visits, prescriptions)
• Emergency evacuation and repatriation (e.g., airlift to a qualified medical facility)
• Trip cancellation and trip interruption (due to illness, injury, death in the family, or unforeseen disruptions)
• Travel delays and missed connections
• Baggage loss, theft, or damage
• COVID-19–related illness, isolation, or delays

If you plan to participate in active experiences (e.g., automotive driving tours, hiking, boating, biking), please ensure your policy covers adventure or high-risk activities, as some standard plans exclude these.

Traveler Responsibilities

• It is your responsibility to obtain a suitable travel insurance policy.
• ONCE does not review or verify your insurance documents.
• You must ensure that your insurance policy covers the specific destinations, activities, and conditions of your trip.
• You are also responsible for understanding your policy, including exclusions, limitations, claim procedures, and how to contact your insurer in an emergency.

We recommend purchasing travel insurance as soon as your booking is confirmed, as many policies provide greater protection if purchased within a set time window after your initial trip deposit (e.g., coverage for pre-existing conditions or cancellation for any reason).

Proof of Coverage

• For some trips, ONCE may require proof of adequate travel insurance before allowing you to participate. You will be notified in advance if this applies to your itinerary.
• Failure to provide proof of insurance where required may result in removal from the trip without refund.

ONCE's Liability

ONCE is not liable for any costs, losses, or damages that may arise from a traveler's failure to obtain or understand adequate insurance coverage, including but not limited to:

• Hospitalization or emergency evacuation
• Missed flights or delayed departures
• Denied boarding due to illness
• Additional accommodation, food, or transport expenses due to interruptions
• Non-refundable trip costs in the event of cancellation

10. Responsibility & Liability

Third-Party Services & Limitation of Liability

ONCE operates as a tour operator and travel organizer, curating exceptional experiences through collaboration with a wide range of independent third-party providers, including but not limited to:

• Hotels, lodges, and accommodation providers
• Transportation providers (including airlines, trains, buses, private vehicles, and ferries)
• Local guides and excursion operators
• Restaurants, event spaces, and food service vendors
• Activity and adventure service providers (e.g., motorsports, hiking guides, boat captains)

ONCE acts solely as an agent in arranging these services and does not own, manage, or operate these third-party entities.

Third-Party Responsibility

Each third-party provider is an independent contractor and not an employee, agent, or representative of ONCE. As such:

• ONCE is not responsible for any acts, errors, omissions, negligence, or failure to perform by these third parties.
• This includes, but is not limited to: delays, cancellations, property loss or damage, personal injury, illness, death, or dissatisfaction with service.

Participation at Your Own Risk

By participating in an ONCE trip, you acknowledge and accept that travel inherently involves risk. This includes the risk of:

• Accidents or incidents during transport or while participating in an activity
• Illness, injury, or theft while abroad
• Unforeseen changes in conditions or services provided
• Limited access to medical facilities or emergency services in some destinations

You voluntarily assume full responsibility for all risks associated with your participation, and you agree that ONCE shall not be held liable for any resulting loss, injury, or damage except where caused by ONCE's own gross negligence or willful misconduct.

Force Majeure

ONCE is not liable for any failure to perform, delay, or interruption in services caused by circumstances beyond our reasonable control, including but not limited to:

• Natural disasters (earthquakes, floods, fires, storms, etc.)
• Political unrest or civil disturbances
• Acts of terrorism, war, or government-imposed restrictions
• Labor strikes or disruptions
• Pandemics, epidemics, or public health emergencies
• Airline or transportation delays and cancellations
• Supplier insolvency or default

In any such event, ONCE reserves the right to modify, postpone, or cancel parts of your trip without liability or obligation to refund any portion of your payment. We will always make a good-faith effort to assist you in alternate arrangements where possible.

11. Travel Documents & Entry Requirements

It is the sole responsibility of each traveler to ensure that they are fully prepared to enter and travel through all countries on their itinerary. This includes having all required documents and meeting all health and entry requirements in advance of departure.

Required Travel Documents

You are responsible for obtaining and maintaining the following:

• A valid passport, with an expiration date at least six (6) months beyond your scheduled return date
• All applicable visas, electronic travel authorizations (eTAs), and entry permits as required by destination countries
• Any inoculations, vaccinations, or health clearances required for entry (including COVID-19–related requirements such as proof of vaccination or testing)

We strongly recommend that you consult your country's government travel website and the consulates or embassies of the countries you will be visiting for the most up-to-date requirements.

ONCE's Role & Limitations

ONCE may provide general information or reminders as a courtesy, but we are not responsible for advising on or verifying the entry requirements for your specific nationality or circumstances. It is your responsibility to confirm all entry requirements for:

• Transit countries, not just final destinations
• Dual nationals who may have different entry rules
• Children or minors traveling with one parent or guardian
• Countries with complex or fast-changing rules

ONCE does not issue travel documents or file visa applications on behalf of guests.

Consequences of Non-Compliance

If you are denied boarding, entry, or transit due to incomplete or improper documentation, ONCE will not:

• Provide a refund, reimbursement, or credit for any unused portion of your trip
• Cover any additional costs incurred, including flights, accommodation, meals, or changes to onward travel
• Be held liable for any consequences resulting from denied entry, missed connections, or forced itinerary changes

We Strongly Recommend:

• Applying for all necessary visas and travel documents well in advance
• Traveling with both digital and physical copies of important documents
• Reviewing airline and destination-specific COVID-19 requirements, including testing, vaccination, and health declarations
• Carrying a physician's note if you require medically necessary medications or travel with special health concerns

12. Governing Law

These Terms and Conditions, and any disputes arising out of or relating to your relationship with ONCE or participation in any ONCE trip, shall be governed by and construed in accordance with the laws of the State of Tennessee, United States, without regard to conflict of law principles.

By booking with ONCE, you agree that:

• Exclusive jurisdiction and venue for any legal action or proceeding shall lie with the state or federal courts located in Tennessee.
• You irrevocably waive any right to object to such jurisdiction or venue on the grounds of inconvenience or any other reason.
• You agree not to initiate or participate in any class action lawsuit or arbitration against ONCE.
• Claims must be filed within one (1) year of the event giving rise to the claim or they will be permanently barred, to the extent permitted by law.