Terms & Conditions
LocalXperience Booking Conditions
The Booking Conditions in effect when you book apply to your trip. If rebooking with a credit voucher, the latest Booking Conditions at the time of rebooking will govern.
These Booking Conditions apply to all bookings with LocalXperience LLC, regardless of where you book from. Please review them carefully before booking, as they define your legal rights and obligations.
We also recommend checking the Trip Details and Important Notes for your trip (on https://localxperiencellc.com) to understand the itinerary, style, and physical demands. Additional terms may apply—see our Special Conditions.
Key clauses to note include: 7 (Cancellation by You), 8 (Cancellations or Changes by Us), 9 (Cancellations Due to Unavoidable and Extraordinary Circumstances), 10 (Changes to Your Trip), 20 (Our Responsibility for Your Trip), and 21 (Price Adjustments and Compensation), which outline your rights and our liability limits.
Your booking contract is with LocalXperience (us/we/our), a travel company acting as the organizer of your trip. By booking, you agree to these Booking Conditions, the Trip Details and Important Notes for your trip, and any Special Conditions—together forming our full agreement.
Your booking is confirmed once we issue an invoice. “You” and “your” include the lead booker and all individuals on the booking or any transferee.
We manage your personal data per our Privacy Policy (on our website). Some destinations or transport providers may require us to share passenger details (e.g., name, passport info) with authorities before travel. We’ll handle this per our Privacy Policy—plan extra check-in time where needed.
A deposit of (50% of the trip) per person per trip is due at booking, unless specified otherwise. If booking within 30 days of departure, the full amount is payable upfront. Deposits may vary for certain trips or promotions.
We’ll issue a confirmation invoice upon accepting your booking, forming our contract. The balance is due 30 days before departure, unless stated otherwise in the Special Conditions. If unpaid by the due date, we may cancel your booking, applying fees per clause 7.
Trip prices are subject to variable and seasonal adjustments, common in travel, and may shift based on demand, availability, or market conditions. Travelers on the same trip may pay different rates. Book when you see a price you like—post-confirmation discounts don’t apply, and cancelling to rebook at a lower rate incurs fees (see clause 7).
Current prices are on our website, in EUR, based on exchange rates as of March 2025. Prices may fluctuate with currency changes. We aim for accuracy but may correct obvious errors (e.g., pricing mistakes) before confirmation.
After confirmation, we may adjust prices for: (i) increased transport costs (e.g., fuel), (ii) third-party tax/fee changes (e.g., tourist taxes), or (iii) exchange rate shifts. We’ll cover increases up to 2% of the trip cost; you’ll pay anything beyond that. If the increase exceeds 8%, you can: (i) accept it, (ii) cancel for a full refund, or (iii) switch to an available alternative trip (if offered). Respond within 7 days of notification. If costs decrease, you’ll get a reduction, minus admin fees (details on request). No changes or refunds occur within 20 days of departure.
To confirm your trip, provide all requested details (e.g., full name, passport info, date of birth, medical conditions) with your balance payment. Some trips require a Self-Assessment form—your agent will supply it. See our Privacy Policy for data details.
Cancel by notifying your booking agent in writing. Fees apply based on payments received:
We recommend cancellation insurance at booking. No refunds apply for unused services if you leave early, miss the start, or don’t finish. Group cancellations may increase per-person costs for remaining travelers, which you’ll owe.
Credit vouchers may replace refunds unless specified. Vouchers have no expiry, are non-transferable, and can’t book flights/insurance.
You or we may cancel before departure if “unavoidable and extraordinary circumstances” (e.g., war, terrorism, natural disasters, or serious disease outbreaks) at the destination or nearby significantly disrupt the trip or travel to it. We’ll refund all payments but won’t owe extra compensation if notified promptly. “Unavoidable and extraordinary circumstances” are events beyond our or our suppliers’ control, unavoidable despite reasonable efforts. We consider official travel advisories but also other factors in deciding.
Amendments within 30 days of departure aren’t allowed. Transfers to another person are possible if: (a) they meet trip requirements, (b) we’re notified 7+ days before departure, (c) you pay any balance and transfer fees (notified on request), and (d) they agree to these conditions. You and the transferee are jointly liable for all costs. If no replacement is found, cancellation fees per clause 7 apply. Other changes depend on availability and supplier terms—contact us, but we’re not obligated to accommodate.
Your trip price covers:
Not included:
Some trips have extra terms in the Special Conditions. You may need to sign waivers or releases for third-party suppliers (e.g., ground operators), provided on request. These Booking Conditions override conflicting waiver terms. We may deny participation without a signed waiver.
We’ll provide visa/passport info, but confirm with relevant embassies. You’re responsible for all travel documents (e.g., valid passport—6 months post-trip, visas, permits) and associated costs. You’ll cover any losses we incur from missing or invalid documentation.
Mandatory for all travelers, to be secured at booking. Coverage must include personal accident, medical expenses, and emergency repatriation (minimum EUR 200,000 recommended), plus cancellation, liability, and luggage loss. Provide your policy number and 24-hour emergency contact on day one—not just bank/card details.
Travel flexibility is key—routes, schedules, and transport may change due to local conditions. We’ll notify you of significant pre-departure changes (see clause 8). Post-departure, we’ll arrange alternatives at no extra cost if changes occur, with possible price reductions (clause 21) if quality drops.
Trip leaders’ decisions are final on safety and group well-being. Non-compliance may result in removal without refund, and we may bar you from future trips. Follow all local laws and our Responsible Travel Guidelines.
Our trips may involve adventure and risks beyond daily life due to political, cultural, or geographic factors. You accept these risks, including potential COVID-19 exposure, and must research travel advisories and health risks. We’ll take reasonable safety steps but aren’t liable for risks beyond our control, to the fullest extent permitted by law.
We’re responsible for delivering the services in your confirmation invoice. Report any issues to us immediately so we can fix them. If we can’t, you may remedy them and seek reasonable reimbursement, unless it’s impossible or too costly—then you’re limited to price reductions or compensation (clause 21). If a major part of your trip fails, we’ll offer comparable alternatives at no cost, or you can reject them for a refund and/or compensation if appropriate.
You’re entitled to a price reduction for any service failure unless it’s your fault. Compensation applies for damages from failures not due to: (i) you, (ii) unrelated third parties (unforeseeable/unavoidable), or (iii) extraordinary circumstances. Liability is capped at three times the trip cost, except for injury/death caused by our negligence. Transport/accommodation liability follows international conventions (e.g., Montreal Convention).
Optional activities aren’t part of your trip or contract. Leader recommendations don’t make us liable—your agreement is with the activity provider.
Report issues to your leader or us during the trip. If unresolved, submit written complaints within 30 days post-trip via our website’s contact page. Non-compliance may limit your rights.
If any term is unenforceable, it’s severed or adjusted to keep the rest of these conditions binding.
We provide security for your payments and repatriation (if transport is included) in case of insolvency, per applicable laws. You’ll receive a protection document with your booking. This applies only to direct bookings with us—not third-party agents.
These conditions are governed by the laws of Germany, unless local consumer laws apply
LocalXperience : Antoniushang 37 45359 Essen, Germany.