Field Trips, LLC Terms & Conditions

Last updated: June 26, 2025

These Terms and Conditions ("Terms") govern your relationship with Field Trips, LLC ("we," "us," "our") and your use of our travel and event planning services and website (www.field-trips.net, the "Service"). Please read them carefully, as they contain important information regarding your legal rights, remedies, and obligations. These Terms and Conditions, the Invoice(s), and the Itinerary (collectively, the "Documents") constitute the contractual relationship between you and us, which relationship commences when we receive your planning fee (or any payment from you).

1. Agreement to Terms

Your payment of a planning fee or use of our website, event planning, or travel services constitutes acceptance of these Terms. These Terms apply to all travelers or event attendees listed in the booking, and by confirming a reservation, the booking party affirms they have the authority to accept these Terms on behalf of all participants.

2. Reservations and Payments

Reservations will be confirmed, based upon availability, upon notice in writing from us to you of the number of travelers or attendees in your party and upon your payment of a deposit to us. The deposit can be paid by major credit card or by check made out to "Field Trips, LLC." The balance payment is due as set forth in the Invoice(s). For corporate events or offsites, payment schedules and scope of work may be outlined in a separate Services Agreement or Statement of Work.

3. Cancellations and Refunds

By You:
Planning fee payments are non-refundable.
Refunds depend on third-party vendor policies (hotels, airlines, venues, etc.) and may be limited.
We strongly recommend comprehensive travel insurance covering cancellations.

By Us:
If we cancel prior to departure or event date, a full refund will be issued, excluding independent arrangements, visa costs, and airfare.
If cancellation occurs after departure or event start due to events beyond our control, we will not reimburse related expenses.

4. Event and/or Itinerary Changes

By You:
We will make every effort to assist you if you wish to make changes to the itinerary or event after confirmation, but it may not be possible. You must pay us the cost of any such changes, and these costs and payments are non-refundable.

By Us:
Every reasonable effort will be made to maintain the itinerary or event schedule as planned; however, accommodations, venues, transportation, and scheduled activities are subject to change at any time due to unforeseen circumstances or circumstances beyond our control. We are not responsible for such unanticipated and uncontrollable changes, and any resulting expenses (e.g., additional hotel, transportation, or vendor fees) will be paid by you. You may be eligible to recoup such costs from your travel insurance carrier. We reserve the right to modify or change the itinerary or event plan in the best interests and the safety of the group, in our sole discretion.

5. Third-Party Vendors and Event Services

We may coordinate with third-party vendors (such as venues, caterers, A/V providers, ground transportation, and activity providers) to deliver components of your event. While we vet vendors for reliability and quality, Field Trips, LLC is not responsible for the performance, acts, omissions, or delays of any third-party vendor. You acknowledge and agree that you assume all associated risks. Where necessary, we will facilitate the resolution of disputes, but we do not guarantee specific outcomes. Additional terms may apply based on vendor contracts, and you agree to abide by those terms if applicable.

6. Force Majeure

Field Trips, LLC shall not be liable for any failure or delay in performance due to causes beyond its reasonable control, including but not limited to acts of God, natural disasters, epidemics, government actions, labor strikes, war, terrorism, civil unrest, or transportation disruptions. In such cases, we will make reasonable efforts to reschedule or modify the program, but additional costs may apply, and refunds may be limited.

7. Travel Documents

You are responsible for securing valid passports, visas, and other entry permits unless otherwise specified. Failure to obtain these does not entitle you to a refund. You are responsible for any costs incurred (e.g., rerouting) because you do not have the required documents. We cannot provide a refund if you are unable to proceed with the trip because of incorrect or missing personal documents.

8. Health and Wellness Requirements

You should consult a physician prior to travel or participating in physically demanding activities. You must disclose any medical or physical conditions requiring special attention. By making payment, you confirm that you and any participants are in adequate health to participate in the trip or event.

9. Assumption of Risk

You acknowledge the risks of travel and event participation, particularly in unfamiliar environments. These include, but are not limited to, injury, illness, theft, war, terrorism, weather, or civil unrest. You assume full responsibility for any injury, loss, or damage sustained and for your belongings. You also assume full responsibility for any injury, loss, or damage caused by you to others during the trip or event.

10. Alcohol Consumption

Where alcohol is served during an event or activity, you and your attendees assume full responsibility for consumption. Field Trips, LLC is not liable for any damages, injuries, or legal consequences resulting from alcohol consumption. We recommend that companies communicate internal alcohol policies to their teams.

11. Travel Insurance

You are responsible for securing travel insurance covering trip cancellation, health, accidents, evacuation, lost belongings, and other liabilities. We strongly recommend comprehensive coverage for personal injury, liability, delay, curtailment, and more. Please keep your insurance details with you during travel or events.

12. Photography and Media Release

Unless otherwise stated in writing, you grant Field Trips, LLC the right to photograph and record video/audio of events for internal documentation, portfolio use, or promotional materials. If any attendee wishes to opt out, you must notify us in writing prior to the event.

13. Client Responsibilities

You agree to provide timely feedback, approvals, stakeholder access, and event-specific information requested by Field Trips, LLC. Delays in approvals or incomplete information may impact quality or feasibility. We are not responsible for increased costs or delays caused by client inaction.

14. Limitation of Liability

Field Trips, LLC acts as an agent for third-party travel and event service providers and is not responsible for their acts or omissions. Our liability is limited to the amount you paid us for the services, to the extent permitted by law.

We assume no responsibility for any injury, delay, property damage, loss, or irregularity caused by third parties. Certain activity providers may require you to sign additional liability waivers. In no event shall Field Trips, LLC or its affiliates be liable for indirect or consequential damages. Any claim must be brought within one year of the incident.

15. Arbitration and Governing Law

All disputes shall be resolved via binding arbitration in Oregon under the rules of the American Arbitration Association. The laws of the State of Oregon govern these Terms.

16. Website Terms of Use

Your use of www.field-trips.net is for personal, non-commercial use. Unauthorized use including data scraping, framing, or reverse engineering is prohibited. You must be 18 or older to use the site and must provide accurate and truthful information.

17. Purchases

You represent that you have legal rights to use payment methods provided. We reserve the right to refuse or cancel orders for any reason, including suspected fraud or errors.

18. Errors and Inaccuracies

The products or services available on our site may occasionally be mispriced or inaccurately described. We reserve the right to correct errors or update content at any time without prior notice.

19. Intellectual Property

All content on our website is owned by Field Trips, LLC or its licensors and protected under applicable intellectual property laws.

20. Third-Party Links

We are not responsible for the content, practices, or accuracy of third-party sites linked from our site. Use at your own risk.

21. Termination

We reserve the right to terminate your access to the site or our services at any time if you violate these Terms.

22. Disclaimer and Indemnification

You agree to indemnify and hold harmless Field Trips, LLC against any claims arising from your use of our services. The service is provided "as is" and without warranties. You agree to defend and indemnify Field Trips, LLC and its officers, directors, and agents from any third-party claims arising from your breach of these Terms or use of our services.

23. Severability and Non-Waiver

If any provision is deemed invalid, the remaining Terms remain enforceable. Our failure to enforce any provision is not a waiver of future enforcement.

24. Changes to Terms

We reserve the right to modify these Terms at any time. Continued use of our services after changes indicates acceptance.

25. Contact

If you have any questions about these Terms, please contact us at [insert contact email].