I design itineraries for vacations, group trips and incentive travel -- so you can enjoy the experience, not manage it.

Home

About

Services

Trips

Instagram

Facebook

let's start planning

Kilohana Events and Travel

Fees, changes and cancellations

the fine print, made plain

Planning fee: Quoted at the discovery call, nonrefundable -- it buys my time and expertise.
Rush fee: +25% within 90 days of departure; +50% within 60 days.
Changes: First two (2) are included, then $75 each ($100 within 30 days of travel). Each change after an itinerary is confirmed is $75 ($100 within 30 days of travel).
Cancellations: $75 per reservation. Insurance claim support is included in my services.

The short version

I believe in clear pricing and no surprises, so here's how fees work at Kilohana Events and Travel -- before you ever sign my service agreement. Two things are always true: my planning fee pays for my time and expertise, and I'll tell you what something costs before it happens. You should never open an invoice and feel ambushed.

THE PLANNING FEE
Every trip begins with a planning fee, quoted on our discovery call and based on the scope of your trip -- number of travelers, destinations, and number of days. It covers all the design work: research, proposal, itinerary building and up to two (2) revisions while we build the trip together. Planning fees are nonrefundable because by the time your trip is booked, the work is already done. You're paying for the thinking and coordination, not the paperwork.
Fees start at $250 for a hotel stay and $600 for custom trip design.

PLANNING EARLY COSTS LESS
The best trips are built with time. When we start close to your departure date, everything compresses and the best rooms, guides and tables are already going fast -- so a rush supplement applies to the planning fee: 25% within 90 days of departure and 50% within 60 days of departure. These trips still get my full, expedited attention. The supplement reflects the after-hours coordination and extra effort of securing great options when availability is tight. The earlier we begin, the further your fee goes.

CHANGING YOUR MIND
Once your itinerary is confirmed, many, if not all, of the trip components are booked: hotel teams are expecting you, train tickets have been purchased, and your drivers and guides have been scheduled. Each change after a confirmed itinerary is $75 ($100 within 30 days of travel), which covers the work of reopening confirmed reservations with suppliers. One helpful distinction: swapping Tuesday's dinner is a change; adding a whole new destination is a bigger trip, and that re-prices through the packages rather than as a change fee.

IF YOU HAVE TO CANCEL
If you cancel a trip, I handle every supplier for you -- emailing each one, chasing each (eligible) refund, and confirming each release. Cancellation processing is $75 per reservation. Your suppliers set their own penalties under the terms you received at booking; those are separate, and travel insurance exists for that reason. If your travel insurance was arranged through me, I'll support your claim paperwork -- that's included in my services.

A FEW WORDS ON TRAVEL INSURANCE
I recommend travel insurance on every trip, and I offer it to my guests on every trip. It protects your investment against the unexpected -- and if you ever need to file a claim, I'll be there to support you.

GROUP AND COMPANY PROGRAMS
Group, team air and incentive programs work a little differently. We'll agree on my scope of work and fee, and ensure you know your cancellation and attrition fees up front. Air ticketing fees apply per ticket for any flight changes or refunds. We'll walk through all of it together before anything is signed.

common questions about travel planning fees

Do you charge a planning fee?

Yes. Every trip begins with a planning fee, quoted on our discovery call and based on the scope of your trip -- number of travelers, destinations and days. It covers all the design work: the call, research, proposal and up to two revisions. Fees start at $250 for a hotel stay and $600 for custom trip design.

Are planning fees refundable?

No. Planning fees are nonrefundable because by the time your trip is booked, the work is done. You're paying for the time and expertise that go into designing the trip, not the booking itself.

What if I need to plan a last-minute trip?

Last-minute trips are welcome -- they just carry a rush supplement on the planning fee because availability tightens and the work compresses: 25% within 90 days of departure and 50% within 60 days. The earlier we start, the further your fee goes.

Can I make changes after my trip is booked?

Yes. Each change after an itinerary is confirmed is $75 ($100 within 30 days of travel). This covers reopening confirmed reservations with suppliers. Adding a whole new destination is treated as a larger trip and re-prices through the packages rather than as a change fee.

What happens if I have to cancel?

I handle every supplier on your behalf -- cancelling reservations, chasing eligible refunds and confirming releases. Cancellation processing is $75 per reservation. Supplier penalties are separate and set by each supplier's own terms, which is what travel insurance is for. If your insurance was arranged through me, I support your claim paperwork as part of my services.

Do you help with travel insurance?

Yes. I recommend travel insurance on every trip. It protects your investment. If you need to file a claim, I'll support your claim paperwork as part of my services.

How do fees work for group and corporate trips?

Group, team air and incentive programs are handled through a contract. We'll agree on my scope of work and fee, and ensure you know your cancellation and attrition fees up front. Air ticketing fees apply per ticket for any flight changes or refunds. We'll walk through all of it together before anything is signed.