The applicable planning fee is based on the anticipated number of travelers at the time planning services begin.

If the group increases into a higher planning tier before booking, IQT may require payment of the difference between the original planning fee and the applicable higher-tier fee before additional group-planning services continue.

A reduction in group size after planning services have begun does not automatically entitle the group organizer or Travelers to a refund or reduction of the planning fee.

Groups may be required to designate a primary Group Organizer who will serve as the principal contact between the group and Icon Quest Travel.

The Group Organizer is responsible for assisting with the timely distribution and collection of information when requested. Individual Travelers remain responsible for providing accurate personal information, completing required documents, and meeting their individual payment and documentation deadlines.

Group pricing, inventory, amenities, promotions, room blocks, cruise cabins, transportation, and other travel components are subject to supplier availability and supplier terms.

A planning fee does not reserve or guarantee group space.

Supplier deposits, contracts, minimum participation requirements, payment schedules, cancellation policies, and other supplier-imposed conditions may apply in addition to IQT's planning fee and Terms & Conditions.

The applicable group planning service covers planning within the agreed scope of the original trip request.

Major changes — including a new destination, substantially different travel dates, a different trip type, significant itinerary restructuring, or other requests requiring substantial new research — may require an additional planning fee.

IQT will disclose any additional fee before beginning the additional work.

Planning fees are non-refundable once planning or research services have begun.

This applies even if the group decreases in size, does not meet a supplier's minimum group requirement, cancels the proposed trip, chooses not to book, books elsewhere, or individual Travelers decide not to participate.

Supplier cancellation penalties and non-refundable deposits are separate from IQT's planning fees and are governed by the applicable supplier's terms and conditions.