These Trip Terms & Conditions and Bestie Code of Conduct (“Trip Terms”) apply to all group trips, voyages, and travel experiences organized by BestMates Travel, a division of Marsden, LLC (“BestMates,” “we,” “us,” “our”). By booking a trip with BestMates Travel, you (“Traveler,” “you,” “your”) agree to be bound by these Trip Terms in addition to our general website Terms & Conditions.

Part 1 — Trip Terms & Conditions

1. Booking & Payment

Deposits

All trip bookings require a non-refundable deposit to secure your spot. Deposit amounts vary by trip and are listed on each trip’s booking page. Deposits are due at the time of booking and are applied toward your total trip cost.

Payment Schedule

After your deposit, remaining balances are due according to the payment schedule published for each trip. Typical schedules include:

Deposit — Due at booking
Interim payments — Monthly installments may be available depending on the trip
Final balance — Due no later than the date specified on the trip page (typically 60 days before departure)

Failure to make payments on time may result in automatic cancellation of your booking without refund.

Accepted Payment Methods

We accept payments via the methods available on our booking platform (WeTravel), which typically include credit card, debit card, and ACH/bank transfer. Payment processing fees, if any, are disclosed at checkout.

Pricing

All prices are listed in US dollars and are per person based on double occupancy unless otherwise noted. Single-occupancy pricing or roommate matching may be available and will be noted on the trip page. Prices are subject to change until a deposit is received.

2. Cancellation & Refund Policy

We understand plans change. Our cancellation policy is designed to be as fair as possible while accounting for the commitments we make to suppliers on your behalf.

Timeframe	Refund
60 or more days before departure	Full refund minus deposit
30 – 59 days before departure	50% of total trip cost refunded
Fewer than 30 days before departure	No refund

All cancellations must be submitted in writing (email to hello@bestmates.travel).
Refunds are processed within 14 business days of cancellation confirmation.
Deposits are non-refundable under all circumstances.
If BestMates Travel cancels a trip for any reason, you will receive a full refund including your deposit.
“No-shows” (failure to arrive for the trip without prior cancellation) are not eligible for any refund.

We strongly encourage purchasing travel insurance to protect your investment. See Section 3 below.

3. Travel Insurance

Travel insurance is strongly recommended but is not included in any BestMates Travel trip package. We recommend purchasing a comprehensive travel insurance policy that covers trip cancellation, trip interruption, medical emergencies, evacuation, and lost or delayed baggage.

BestMates Travel is not responsible for any losses, expenses, or costs incurred due to a traveler’s decision not to purchase travel insurance.

We recommend purchasing insurance within 14 days of your initial trip deposit to maximize coverage options, including pre-existing condition waivers where available.

4. Itinerary Changes

BestMates Travel reserves the right to modify trip itineraries, activities, accommodations, or included experiences at any time. While we make every effort to deliver the trip as described, travel is inherently unpredictable.

Changes may occur due to:

Weather, natural disasters, or other force majeure events
Supplier or venue changes, cancellations, or closures
Government regulations, travel advisories, or health emergencies
Safety concerns as determined by trip hosts or local authorities
Operational requirements or group logistics

In the event of significant itinerary changes, we will notify travelers as soon as possible and work to provide comparable alternatives. Itinerary changes do not entitle travelers to a refund unless the trip is cancelled entirely by BestMates Travel.

5. Travel Documents

It is the traveler’s sole responsibility to ensure they have all required travel documents, including but not limited to:

A valid passport (with at least 6 months validity beyond the return date for international travel)
Any required visas or entry permits
Vaccination records or health certificates as required by the destination
Any documentation required by airlines, cruise lines, or other transportation providers

BestMates Travel is not responsible for denied boarding, entry refusal, or any costs incurred due to improper or missing travel documents.

6. Liability Limitations

BestMates Travel (Marsden, LLC) acts as an agent and coordinator for third-party travel suppliers, including but not limited to cruise lines, airlines, hotels, resorts, tour operators, and ground transportation providers. We do not own, operate, or control these third-party services.

BestMates Travel is not liable for:

Any injury, loss, damage, accident, delay, or expense arising from the acts or omissions of any third-party supplier
Loss of or damage to luggage or personal property
Flight delays, cancellations, or missed connections
Any event beyond our reasonable control, including but not limited to weather, natural disasters, pandemics, civil unrest, war, terrorism, or government actions

Our liability, to the extent any exists, is limited to the amount you paid to BestMates Travel for the trip. In no event shall BestMates Travel be liable for indirect, incidental, consequential, or punitive damages.

By booking a trip, you agree to hold BestMates Travel, Marsden, LLC, and their owners, employees, agents, and representatives harmless from any claims arising out of or related to your participation in a BestMates Travel trip.

7. Health & Safety

Travelers are responsible for:

Determining their own fitness to travel and participate in trip activities
Disclosing any medical conditions, allergies, dietary restrictions, or accessibility needs that may affect their travel experience (shared confidentially with trip hosts)
Carrying and managing their own medications and medical supplies
Securing adequate health and medical insurance coverage for the duration of the trip
Following all health and safety instructions provided by trip hosts, crew, and local authorities

BestMates Travel is not a medical provider and cannot provide medical advice. If you have concerns about your ability to participate in a trip, please consult your healthcare provider before booking.

8. Photography & Media

Group events, activities, and shared spaces during BestMates Travel trips may be photographed or recorded by trip hosts or designated photographers for use in BestMates Travel marketing, social media, and promotional materials.

By participating in a BestMates Travel trip, you grant BestMates Travel a non-exclusive, royalty-free license to use photographs and video footage in which you appear for promotional purposes.
Opt-out is available. If you do not wish to appear in marketing materials, notify your trip host at check-in or email hello@bestmates.travel before the trip. We will make reasonable efforts to honor opt-out requests.
This license does not extend to photographs taken by other travelers in private or personal settings. See the Bestie Code of Conduct (Part 2) for our consent-based photography guidelines among travelers.

Part 2 — Bestie Code of Conduct

Welcome, Bestie

BestMates Travel exists to create safe, joyful, and affirming travel experiences for LGBTQ+ travelers and allies. Every trip we host is built on a foundation of mutual respect, radical inclusion, and the belief that everyone deserves to travel as their full, authentic self.

This Code of Conduct is our shared agreement — the ground rules that make it possible for all of us to relax, connect, and have the time of our lives. By booking a BestMates Travel trip, you agree to uphold these values throughout the experience.

Respect & Inclusion

We come from everywhere and we are everything. BestMates travelers span every gender identity, sexual orientation, race, ethnicity, religion, age, body type, ability, and background. That diversity is our strength.

Use people’s names and pronouns. If you’re not sure, ask — it’s always appreciated.
Respect all identities. No one’s identity is up for debate, curiosity tourism, or unsolicited opinions.
Celebrate differences. You don’t have to understand everyone’s experience to treat them with dignity and warmth.
Be mindful of space. Make room for quieter voices. Check in with people on the edges. Community means everyone.

BestMates trips are consent-first spaces. Always.

Physical contact — Hugs, high-fives, dancing together, any physical contact requires a clear yes. No assumptions, even among friends. “Can I give you a hug?” takes two seconds and means everything.
Photography of individuals — Ask before photographing or recording someone, especially in personal moments, at the pool, or in any setting where they might not expect a camera. Respect “no” without question.
Sharing on social media — Before posting a photo or video that includes other travelers, get their permission. Not everyone is out in every context, and not everyone wants their travel shared publicly.
Conversations — Respect boundaries in personal conversations. If someone changes the subject or seems uncomfortable, follow their lead.

No Tolerance

The following behaviors will not be tolerated on any BestMates Travel trip:

Harassment of any kind — verbal, physical, or digital
Discrimination based on race, gender identity, sexual orientation, religion, disability, body size, age, or any other characteristic
Bullying, intimidation, or deliberate exclusion
Unwanted sexual advances or attention — “no” and “not interested” are complete sentences
Outing someone’s sexual orientation, gender identity, HIV status, or any personal information without their explicit consent
Hate speech, slurs, or derogatory language — even when framed as “jokes”

Substance Policy

We’re here to have a good time, and for many of us that includes drinks by the pool, wine at dinner, or cocktails at the party. That’s all good. What’s not good is behavior that puts yourself or others at risk.

Enjoy yourself responsibly.
Do not pressure anyone to drink or use substances.
If your behavior while under the influence becomes disruptive, aggressive, or unsafe, trip hosts will intervene.
Illegal substances are prohibited on all BestMates trips, in accordance with the laws of the destination and the policies of our travel suppliers (cruise lines, resorts, etc.).

Reporting

If you experience or witness a violation of this Code of Conduct, we want to know. You can report issues to any trip host at any time — in person, by text, or however feels most comfortable for you.

All reports are handled confidentially. We will not share your identity or the details of your report with anyone beyond the host team without your permission.
You will be taken seriously. We are here for you. No report is too small.
Retaliation is prohibited. Anyone who retaliates against a person for making a good-faith report will face consequences.

To report an issue:

Speak directly with any trip host
Text or call the trip host phone number (provided at check-in)
Email hello@bestmates.travel (for non-urgent or post-trip reports)

Consequences

We hope we never need this section, but transparency matters.

First concern: A private conversation with a trip host to discuss the behavior and expectations going forward.
Continued or escalated behavior: A formal warning with clear conditions for continued participation.
Serious or repeated violations: Removal from the trip. Travelers removed for Code of Conduct violations will not receive a refund and are responsible for their own return travel arrangements.

Trip hosts have sole discretion in determining whether behavior violates this Code of Conduct and what action is appropriate. Our priority is always the safety and well-being of the group.

We’re All Besties Here

At the end of the day, this Code of Conduct comes down to one simple thing: treat each other the way you’d want to be treated in a space where you can finally, fully be yourself.

BestMates Travel was built on the belief that travel is better together — that the best trips aren’t just about the destination, but about the people you share them with. We’re building a community where everyone belongs, where joy is the default, and where every traveler gets to show up exactly as they are.

So look out for each other. Lift each other up. Make room at the table. Dance like nobody’s watching (but ask before you post the video).

Welcome to the crew. We’re glad you’re here.

These Trip Terms & Conditions and Bestie Code of Conduct were last updated on September 1, 2025. BestMates Travel reserves the right to update these terms at any time. The most current version will always be available on our website.

Questions? Reach out to us at hello@bestmates.travel.

Trip Terms & Conditions and Bestie Code of Conduct