At The Meeting Tree, we dedicate time, creativity, and care to craft meaningful journeys that are as unique as the travellers we serve. To honour the value of this work and ensure fairness for all parties, the following refund and cancellation policy applies to all services.
1. Non-Refundable Components
All services begin with a deep level of personalisation and early coordination with local providers. Therefore, the following elements are non-refundable in all cases:
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Initial Consultation Fees: These cover the time and creative expertise shared during our first session.
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Deposits: Deposits secure your spot in our limited calendar and initiate research, communication with suppliers, and itinerary development.
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Planning & Administrative Time: Once planning begins, all hours spent on logistics, bookings, and curation are billable and non-refundable — even if the trip is later cancelled or postponed.
2. Digital Products
All purchases of digital products (e.g. downloadable itineraries, travel PDFs) are final and non-refundable once delivered.
3. Trip Cancellations
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Because each journey is custom-built and involves early commitments with third-party providers, our cancellation terms are as follows:
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Cancellations made more than 60 days before the scheduled trip start date may be eligible for a partial refund, calculated based on non-refundable supplier fees and hours already worked.
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Cancellations made within 60 days of the trip start date are non-refundable.
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Once the itinerary has been delivered or bookings have been confirmed, no refunds will be issued under any circumstance.
4. Rescheduling or Postponement
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Due to the nature of our curated journeys and limited booking capacity, we are currently unable to accommodate date changes or trip postponements once the planning process has begun.
5. Supplier Terms
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​​Some hotels, transport services, or experiences we book on your behalf may have their own refund or cancellation terms. While we will advocate on your behalf wherever possible, we cannot guarantee refunds from external providers.
6. Force Majeure & Unexpected Events
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In the case of unforeseen events beyond your control (e.g. natural disasters, pandemics, political unrest), we do not offer cash refunds. However, we will do our best to work with our network to secure credits toward future travel whenever possible.
7. Exceptions
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We reserve the right to assess refund situations on a case-by-case basis, but this does not guarantee flexibility beyond the terms stated above.