Your Reservation
Please complete our Planning Form to request your weekend retreat. This is to assure quality control, where our guides can then speak with your leaders over the phone to determine the best way forward for your group.
For individual, one-time reservations, please call us directly to reserve an available tour date, with all tours offered on a first-come, first-served basis. A credit card is then required to hold your reservation with a 50% deposit, with full payment required 60 days before your group tour. The following tours have the following reservation exceptions:
Private San Francisco Tours require a $200 deposit to hold your reservation, with the remaining balance paid on the day of your tour. For bespoke requests longer than one day (for example, on a Sports Weekend Getaway), we charge 25% of your final rate as your deposit with the remaining 75% paid on the day of your tour.
Yosemite One Day Tours require a $300 deposit to hold your reservation, with the remaining balance paid on the day of your tour.
All Offsites (5-50 guests) are charged a 50% deposit based on your specific request, with full payment required 60 days before your retreat, with a 20% gratuity added to all tours with more than 5 guests, longer than 4 days, or reserved by a third-party supplier such as an executive assistant or travel agency.
All private tours, offsites, and retreats are subject to our cancellation policies (along with third-party supplier cancellation policies), with our rules going hand-in-hand with our Terms and Conditions, Terms of Service, and Privacy Policy.
GUEST REQUIREMENTS
When reserving your private tour with us, please be ready to provide:
-Your full name
-Contact email, phone number and pickup location
-Credit card details including exp. date, CVV and billing postal code
In addition, the following tours carry the noted requirements for approval:
Yosemite Digital Detox Treks
-Short phone conversation required with each hiker (not the travel agent)
–Wilderness Screening Form must be filled out by all hikers (and approved by us), with no hikers under the age of 18 allowed.
Our private guides reserve the right to refuse any retreat to any guest. This is not to be contrary, but rather for the safety of our guides and the Yosemite search and rescue teams. We will not take any hikers into the wilderness who cannot soundly support themselves, both physically and mentally.
A mandatory phone conversation with the guest is required before each private tour so that no information is lost in translation during the reservation process.
Travel insurance is highly recommended for guests, although not required. Quotes can be obtained from companies such as AIG Travel Guard or World Nomads Insurance.
GUEST AND LUGGAGE LIMITS
We use the following vehicle combinations for comfort and safety, with our luggage limits as follows:
Private Retreats, Mercedes-Benz GL SUV: 1-3 guests
Our luggage limits are the same as airline carry-ons. You are allowed one bag no larger than 9 inches x 14 inches x 22 inches (22 cm x 35 cm x 56 cm), including handles and wheels. We ask you to bring items that are only needed for your weekend, with your larger bags checked with your hotel concierge in San Francisco.
Small Groups, Mercedes-Benz Sprinter and Mini Luxury: 4-15 guests
These private tours offer limited luggage space. Requests can be made for more luggage storage although certain requests cannot be guaranteed.
Large Groups, Luxury Motorcoach: 16-49 guests
You are allowed one bag no larger than 14 inches x 21 inches x 27 inches (35 cm x 53 cm x 68 cm) and 50 lbs (23 kg), the same as airport checked luggage, and one small backpack. No additional carry-ons are allowed.
In addition, guests assume full responsibility for the strength or integrity of any luggage, with our guides not liable for any damages to any baggage or contents therein. Luggage and personal property will be handled at the guest’s own risk.
ACCOMMODATIONS
Accommodations are chosen at the time of reservation and will be determined based on your specific request. Our private guides will then speak on the phone with your leaders to confirm the correct accommodation style: Camping? Luxury Hotel? Rustic cabin?
A Rooming List is then required to be submitted by each leader (with each guest’s name, phone, and email), due 30 days after your initial deposit. Once submitted, changes are charged a $20 per head inconvenience fee (if possible – many times we are visiting busy locations such as Yosemite, where rooms are sold out months in advance), with guest numbers unable to be changed once approved.
We ask that all guests act with respect to where we stay, with all properties subject to local laws. This is especially true about noise and quiet hours of each establishment. We ask your guests to please respect other patrons in these locations (for example, in Yosemite’s campgrounds).
Any destroyed accommodations or damaged rooms will be charged a cleaning/repair fee subject to the particular property’s policies, with charges placed on the guest’s credit card at the time of the incident. Any charge not placed on the guest’s card will be placed on the company’s credit card on file.
TRANSPORTATION
All transportation is chosen for quality control and for the smooth operation of your retreat, with all pickup and drop-off times and locations chosen at the time of your reservation confirmation.
Passenger capacity varies by vehicle and will be determined by our private guides. Comfort is, and always will be, a top priority for us, and we reserve the right to refuse any offsite that is not up to our standards. We also reserve the right to change your itinerary at any time for safety or logistical reasons.
We consider ourselves highly punctual, but some scenarios are out of our control, so we ask you to please be patient if an unforeseen problem may arise such as delays, traffic or additional expenses caused by acts of God, hazards or dangers, accidents, breakdowns, bad road conditions or storms or other phenomena beyond our control.
Prohibited items in vehicles include glass containers, golf shoes or other shoes with spikes, fuel containers such as propane (besides inside of the VW camper vans, where the propane is part of the vehicle), generators and alcohol consumption in vehicles.
Smoking is not permitted in any vehicle at any time.
Possession, sale or consumption of any type of narcotics or illegal drugs is strictly prohibited on our retreats. A guest violation will result in early termination of the retreat and forfeiture of all fees. We reserve the right to refuse service to anyone under the influence of heavy alcohol or drugs. That individual’s offsite will end at the time of refusal with the guest responsible for their own transportation home.
Vandalism and damage to any portion of our vehicles is unacceptable and will result in immediate expulsion from your offsite and additional charges.
Food can only be brought on certain vehicles (VW campers excluded) and will need to be approved at least seven (7) days prior. If food is allowed, a $200 deposit will be charged to the company’s credit card on file for cleaning purposes, with the money released after our inspection reveals no damages beyond normal wear and tear. Other unusual cleaning fees will be charged to the company’s credit card on file on a case-by-case basis.
If vomiting happens in a vehicle, you will be charged a $500 cleanup fee.
Passengers shall not obstruct or impair the driver’s field of view or personal space or tamper with any part of our vehicles to hinder smooth, safe vehicle operation. If said obstruction does happen, the violating guest will be released from the offsite effective immediately, and local law enforcement notified, if necessary.
Our guides and drivers reserve the right to expel any guest from our vehicles in the event of poor or disrespectful behavior to our staff or passengers. In the event of an early guest departure, no refund will be issued. Guests agree to behave in a sober, orderly and well-behaved manner while on their tour.
We ask that guests check in and around their seats and surroundings for their personal items before departing. Lost and found items are not our responsibility, but if found, lost items can be picked up from our downtown San Francisco office. All luggage and personal items must be removed from our vehicles at the end of each trip. We cannot hold or store items for your group.
Casual Luxury Travel and their partners are not responsible for lost or stolen items while on your retreat. Please keep an eye on your belongings, especially while enjoying the beautiful California sights and sounds.
Dogs are allowed on our VW Camper Offsites ONLY. All other forms of transportation do not allow pets of any kind.
One-way charges and empty car time will be assessed on a case-by-case basis. For example, a one-way ride to Pebble Beach from San Francisco will require time for our drivers and guides to safely return home afterward. Reasonable fees will apply.
The company’s credit card will be held on file for all transportation charges, with overages placed on the card after a tour, if needed.
OUR PRIVATE GUIDES
Our private guides will have the final say on the itinerary and operation of each offsite. We reserve the right to change the tour at any moment due to logistics, safety and more — to make sure your team arrives safely, satisfied and on time. We are here to make sure your adventure runs smoothly for the ease and enjoyment of your guests.
In addition, our guides will choose the best daily timings based on your interests (with free time included based on our initial phone conversation). For example, do you wish to operate your offsite in fewer days? Sure, we can accommodate your request, although we’ll diplomatically let you know if you may be kneecapping your desired outcome or feeling.
Our private guides will treat your team with respect and expect the same from your guests in return. We are experts in our field and many times will mention safety, especially for Yosemite Digital Detox Hikes, and we ask for guests to responsibly listen when asked. Rude and disrespectful behavior toward our guides and partners will not be tolerated. At the same time, our hosts know when to be quiet and will not speak more than is necessary to create a memorable experience.
TOUR RULES
The following conditions apply to each specific offsite:
PRIVATE SAN FRANCISCO TOURS
All Private San Francisco Tours begin and end in San Francisco unless otherwise stated in your reservation documents.
Tours are billed at an hourly rate, beginning from your scheduled pickup time, with hourly rates are billed in 5-minute increments. For late guests, our private guide will wait for a total of one hour before departing your pickup location and marking your tour as a “no show.” No refunds will be given, with your private tour forfeited for the day.
There is a four-hour minimum on all tours, with meals, accommodation, entry fees and gratuity for your guide not included in your rate. Private tours with more than 5 guests are charged as packaged rates per guest per day, not hourly.
For daily rates, guided hours are not to exceed USDOT regulations, which state driving must end 15 hours from the time driving commences, including empty car time.
All transportation is luxury and private.
YOSEMITE, BIG SUR, AND NAPA WEEKEND GETAWAYS
All Yosemite Weekend Getaways begin and end in San Francisco unless otherwise stated in your reservation documents.
Hotels are reserved based on what is available at the time of the reservation request. If a property is sold out, we, unfortunately, cannot be of service. We can, though, help you reserve a Yosemite Weekend Getaway on our next available date.
We cannot guarantee our guide and driver’s accommodation is on property with your guests (unless specifically requested) and will be of a modest budget and within a reasonable distance.
HALF DOME AND DIGITAL DETOX HIKES
A mandatory meeting in San Francisco is required the day before your hike. This is to sign paperwork, issue backcountry gear and answer any last-minute questions you may have. The next day, we depart for Yosemite.
Each guest must carry his or her own equipment on our wilderness hikes (you know, so you can experience Yosemite the authentic way), where we will provide your ultralight tent, sleeping bag, mattress, backpack, other equipment and meals (basically, everything needed for a safe backcountry hike besides your clothes and footwear). Guests can expect a typical bag weight of around 35-40 lbs. We recommend training for carrying this weight beforehand to make your wilderness experience more pleasant.
All Yosemite Digital Detox Hikes are a 4-day, 3-night minimum, no exceptions. All hikes are $2,000 per guest, with a $5,000 minimum per adventure (for example, such as for two guests on a Private Half Dome Hike). A maximum of 3 guests are allowed per hike.
In addition, our wilderness hikes are recommended for ages 21-49 or those in good physical condition only, with all guests required to fill out a Wilderness Screening Form prior to confirmation. Nobody unfit for the wilderness, either physically or mentally, will be allowed to hike into the Yosemite backcountry with us.
All Yosemite hiking tours begin and end in San Francisco.
CANCELLATION POLICIES
If you cancel your offsite…
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- More than 120 days prior to departure: 80% refund not including third-party supplier cancellation fees (such as hotels, restaurants, etc.)
- Within 60-120 days prior to departure: 50% refund not including our third-party supplier cancellation fees (such as hotels, restaurants, etc.)
- Within 30-60 days prior to departure: 25% refund not including our third-party supplier cancellation fees (such as hotels, restaurants, etc.)
Canceling less than 30 days of your tour date will result in full loss of tour funds. No-shows will be charged in full on the day of the no-show, with no replacement tour offered.
OTHER REQUIREMENTS
These rules are in conjunction with our Terms and Conditions, Terms of Service and Privacy Policy. We reserve the right to amend these conditions at any time.