Booking Terms
Effective April 25, 2026. We may update this from time to time — the latest version always lives at this URL.
These Booking Terms (the “Terms”) govern your access to and use of TrovaTrip Groups, a service operated by TrovaTrip, Inc. (“TrovaTrip,” “Company,” “we,” “us,” or “our”) at groups.trovatrip.com. By creating a trip, committing to a trip, or otherwise using the service, you agree to these Terms. If you do not agree, do not use the service.
TrovaTrip Groups is a standalone product that lets anyone start a private group trip from a curated itinerary. Once a trip reaches its minimum committed travelers, it “locks in” and becomes a confirmed booking through TrovaTrip’s primary platform, which is governed by the TrovaTrip Booking Terms.
1Definitions
“Trip” — a private group trip created by a User from a TrovaTrip itinerary template via the service.
“Organizer” — the User who creates a Trip and shares it with others.
“Traveler” — any User (including the Organizer) who has authorized a Deposit Hold to commit to a Trip.
“Deposit Hold” — a credit/debit card authorization in the amount of the Deposit. No funds are transferred unless and until the Trip is captured per Section 4.
“Lock-In” — when a Trip reaches its Minimum Travelers threshold and is referred to TrovaTrip’s ops team for confirmation.
“Operator” — the third-party local operator engaged by TrovaTrip to deliver a Trip’s services on the ground.
“Commitment Window” — the time period (currently seven (7) days from Trip creation) during which a Trip must reach Lock-In or it expires.
2The Service
2.1What we are
TrovaTrip Groups is a demand-aggregation platform. We do not directly sell or operate Trips. We facilitate the introduction between you, your group of friends, and a TrovaTrip Operator. After Lock-In, your booking and trip experience are governed by the TrovaTrip Booking Terms and the Operator’s policies.
2.2Eligibility
You must be at least eighteen (18) years old and have the legal authority to enter into binding contracts in your jurisdiction. You must use a valid credit or debit card you are authorized to use.
2.3Account & Sign-In
Organizers must create an account using our identity provider (Clerk). Travelers may commit as guests by providing first name, last name, and email. You are responsible for the accuracy of information you provide and for maintaining the confidentiality of any credentials.
3How a Trip Forms
3.1Trip Creation
An Organizer selects a TrovaTrip itinerary template, names the Trip, optionally writes a personal message, selects one or more proposed departure dates from the template’s available dates, and authorizes their own Deposit Hold. Once the Organizer’s Deposit Hold is active, the Trip becomes shareable via a private link and the Organizer is counted as the first committed Traveler.
3.2Joining a Trip
Anyone with the link can commit by providing required information and authorizing a Deposit Hold. If the Trip offers multiple proposed dates, each Traveler may indicate which dates work for them.
3.3Lock-In
A Trip “locks in” when the number of Travelers with active Deposit Holds reaches the template’s Minimum Travelers threshold within the Commitment Window. At Lock-In:
- Deposit Holds remain in place; no funds are captured automatically.
- The TrovaTrip ops team is notified to confirm dates and inventory with the Operator and prepare the booking under TrovaTrip’s primary platform.
- Once confirmed, Travelers receive instructions to complete their bookings under TrovaTrip’s standard process. At that point, the Deposit Hold may be captured as the down payment for the Trip.
3.4Expiration
If a Trip does not reach Lock-In within the Commitment Window, it is marked EXPIRED, all Deposit Holds are released automatically, and no funds are captured. Hold release timing is controlled by the issuing bank and may take several business days to be reflected on a Traveler’s available credit.
3.5Sell-Out
A Trip “sells out” when the number of committed Travelers reaches the Maximum Travelers cap on the template. Additional commitments are not accepted after sell-out. We do not currently maintain a waitlist.
4Deposit Holds & Payment
4.1Authorization, Not Charge
By committing to a Trip you authorize TrovaTrip’s payment processor (currently Stripe, Inc.) to place a hold on your card in the amount of the Deposit. A hold reserves funds against your available credit but does not transfer money. You are not charged at the time you commit.
4.2Deposit Amount
The Deposit is twenty-five percent (25%) of the Lock-In Price (the per-person price at the Minimum Travelers tier). The Deposit amount does not change as the group grows; reductions in the per-person price flow to the final balance, not the hold.
4.3Capture
Deposit Holds are only captured if the Trip locks in and the Trip is confirmed under TrovaTrip’s primary platform. Capture, when it occurs, converts the held funds into the Trip down payment under the TrovaTrip Booking Terms. The remaining trip balance becomes due per those terms (typically 90 days before departure).
4.4Release
We release Deposit Holds when (a) a Trip expires, (b) a Trip is cancelled, or (c) you cancel your commitment before Lock-In. Card networks process hold releases on their own schedule; we have no control over how quickly the funds reappear on your account.
4.5Hold Expiration
Deposit Holds typically expire on the issuing bank’s schedule (usually 7 days). If a Trip has not locked in or been cancelled by the time a hold lapses and you are still committed, you may be asked to re-authorize.
4.6Group-Size Pricing
The per-person price decreases as more Travelers commit, in tiers set by the Operator. Every confirmed Traveler is billed at the same final per-person price corresponding to the size of the group at Lock-In or, if higher, at the time of confirmation.
4.7Currency
All amounts are in U.S. dollars (USD) unless otherwise specified.
5Cancellation & Refunds
5.1Before Lock-In
You may cancel your commitment at any time before a Trip locks in by contacting hi@trovatrip.com. Your Deposit Hold will be released; no funds are captured.
5.2After Lock-In
Once a Trip has locked in and been confirmed under the TrovaTrip primary platform, cancellation, refunds, trip credits, and rescheduling are governed entirely by the TrovaTrip Booking Terms then in effect, not by these Terms. Generally, the Deposit becomes non-refundable upon confirmation, subject to the carve-outs in those terms.
5.3Cancellation by Organizer
An Organizer may cancel an unconfirmed Trip at any time. If cancelled before Lock-In, all Deposit Holds are released and no charges are made. We may also cancel a Trip in the cases set forth in Section 5.4.
5.4Cancellation by Us
We may cancel a Trip at any time before Lock-In, in our reasonable discretion, including (without limitation) for suspected fraud, violation of these Terms, or unavailability of the underlying inventory. Where we do, all Deposit Holds are released. Post-Lock-In cancellations by TrovaTrip are governed by the parent Booking Terms.
6Itinerary, Dates & Changes
6.1Proposed Dates Are Preferences
Proposed departure dates selected by the Organizer and voted on by Travelers are preferences, not bookings. Final dates are confirmed by the TrovaTrip ops team with the Operator after Lock-In and may differ slightly based on inventory availability.
6.2Itinerary Adjustments
The day-by-day itinerary and the activities, accommodations, transfers, and meals described are representative. Operators reserve the right to substitute reasonably equivalent components, and the Operator’s decisions on the ground are final subject to applicable law.
6.3Material Changes Post-Lock-In
If, after Lock-In, the Operator or TrovaTrip materially changes a Trip (for example, departure date moves more than seven days, length of stay changes, or overnight location changes outside a 100-mile radius), we will notify affected Travelers and offer a reasonable opt-out per the parent TrovaTrip Booking Terms.
7Traveler Responsibilities
7.1Accurate Information
You agree to provide truthful, accurate, complete, and current information when you commit. After Lock-In, additional information will be required for booking (full legal name as on passport, date of birth, nationality, passport details, emergency contact, dietary or medical needs, etc.) under the parent TrovaTrip Booking Terms.
7.2Travel Documents
You are solely responsible for obtaining and maintaining all required travel documents (passport valid for at least six months beyond your travel dates, visas, health certificates, and any local entry permits). We are not liable for entry denial, missed travel, or related costs caused by document issues.
7.3Travel Insurance
We strongly recommend you purchase comprehensive travel insurance. Insurance is not included in the Trip price and is not a substitute for our cancellation rules.
7.4Conduct
You agree to comply with the laws of all destinations visited and the reasonable instructions of trip leaders, Operators, and TrovaTrip. We may cancel your commitment or remove you from a Trip for behavior that endangers the group, the Operator’s staff, or local persons or property, with no refund.
8Disclaimers
The service is provided “as is” and “as available,” without warranties of any kind, express or implied, including without limitation warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, or availability.
We do not warrant that the service will be uninterrupted, error-free, or secure, or that any defects will be corrected. We make no warranty regarding any Operator, third-party service, accommodation, transfer, meal, or activity referenced in any itinerary template.
9Limitation of Liability
To the maximum extent permitted by applicable law, in no event shall TrovaTrip, its officers, directors, employees, contractors, agents, suppliers, or licensors be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profits, data, or use, arising out of or related to the service or these Terms, regardless of theory of liability, even if advised of the possibility of such damages.
Our aggregate liability for any claims arising out of or related to the service or these Terms shall not exceed the greater of (a) the amounts you have paid TrovaTrip in the twelve (12) months preceding the claim, or (b) one hundred U.S. dollars ($100). Some jurisdictions do not allow the exclusion or limitation of certain damages; in such cases, our liability is limited to the maximum extent permitted by law.
10Indemnification
You agree to defend, indemnify, and hold harmless TrovaTrip, its affiliates, and their respective officers, directors, employees, and agents from and against any claims, liabilities, damages, judgments, awards, losses, costs, expenses, or fees (including reasonable attorneys’ fees) arising out of or relating to (a) your violation of these Terms, (b) your commitments and conduct on or related to a Trip, (c) your violation of any third-party rights or applicable law, or (d) the content or information you submit to the service.
11Third-Party Services
11.1Payment Processor
We use Stripe, Inc. for card authorizations and any payment captures. Stripe’s handling of your payment information is governed by Stripe’s privacy policy.
11.2Identity Provider
Organizer authentication is handled by Clerk, Inc. Your use of Clerk is governed by Clerk’s terms and privacy policy.
11.3Operators
Trips are delivered on the ground by independent local Operators. We do not employ the Operators’ staff and do not control their day-to-day decisions. Your relationship with the Operator after Lock-In is governed by the parent TrovaTrip Booking Terms and the Operator’s applicable policies.
12Intellectual Property
The service and all content we provide (including itinerary templates, copy, photography we license, and software) are owned by TrovaTrip or our licensors and are protected by intellectual-property laws. You may not copy, modify, distribute, publicly display, or create derivative works of any part of the service except as expressly permitted.
You retain ownership of content you submit (e.g., trip name, personal message). By submitting it, you grant us a worldwide, royalty-free, sublicensable license to host, display, and use it as reasonably necessary to operate the service.
13Modifications
We may modify these Terms at any time by posting an updated version at this URL. Material changes will be reflected by an updated effective date. Your continued use of the service after a change constitutes acceptance of the revised Terms.
14Governing Law & Disputes
14.1Governing Law
These Terms are governed by the laws of the State of Oregon, without regard to conflict-of-laws principles. The U.N. Convention on Contracts for the International Sale of Goods does not apply.
14.2Forum
Any dispute arising out of or relating to these Terms or the service shall be brought exclusively in the state or federal courts located in Multnomah County, Oregon, and you consent to personal jurisdiction in those courts.
14.3No Class Actions
You and TrovaTrip agree to bring any claims only in your individual capacity and not as a plaintiff or class member in any purported class or representative action.
15Miscellaneous
If any provision of these Terms is held invalid or unenforceable, the remaining provisions remain in full force. Our failure to enforce any right is not a waiver of that right. These Terms, together with our Privacy Policy and the parent TrovaTrip Booking Terms (where applicable), constitute the entire agreement between you and TrovaTrip with respect to the service.
16Contact
Questions about these Terms can be sent to:
TrovaTrip, Inc.
1120 SE Madison St.
Portland, OR 97214
hi@trovatrip.com