Terms + Conditions for Group Travel
This document outlines what we agree to provide when you sign up for a trip, and what you agree to do in return. This is very important information, so please read it carefully before you complete your reservation request.
Legal Responsibilities: Karen Gros is a resourceful trip organizer and travel companion, and as such will be responsible for making all reservations for accommodations, as well as organizing, booking, and facilitating group activities and domestic transportation where included. Ms. Gros is not a professionally licensed tour operator. Neither KG Wellness LLC nor Karen Gros and her agents and assigns own or operate any person or entity, which is to or does provide goods or services for these trips. Because neither maintains any control over the personnel, equipment, or operations of these suppliers, KG Wellness LLC and Karen Gros assume no responsibility for and cannot be held liable for any personal injury, death, property damage or other loss, accident, delay, inconvenience, or irregularity which may be occasioned by reason of (1) any wrongful, negligent, willful or unauthorized acts or omissions on the part of any of the suppliers or other employees or agents, (2) any defect in or failure of any vehicle, equipment, or instrument owned, operation or otherwise used by any of these suppliers, or (3) any wrongful, willful or negligent act or omission on the part of any other party not under the supervision of KG Wellness LLC and Karen Gros. Additionally, neither KG Wellness LLC nor Karen Gros accept responsibility for losses or expenses due to sickness, lack of appropriate medical facilities or practitioners, weather, strikes, theft or other criminal acts, war, terrorism, civil unrest, computer problems, or other such causes. All services and accommodations are subject to the laws of the country in which they are provided. By registering, you agree that any dispute concerning, relating to this contract, any correspondence or any other literature concerning my trip, or the trip itself, shall be resolved exclusively by binding arbitration under the current rules of the American Arbitration Association in Arkansas. Substantive Arkansas law will govern such proceedings.
A valid passport is required at your expense and must be valid for at least six months beyond your return date.
Reserve Your Spot: To reserve your spot on a trip with us, you must agree to these Terms + Conditions, as well as Are We A Good Fit? Start by completing the Inquiry Form on the trip website (current trips listed in the menu bar) to request a reservation application.
Trip payments: Bank transfers, checks, and Venmo are accepted forms of payment. Credit or debit cards are not accepted. All trip payments are non-refundable. Travel insurance is mandatory.
Trip Capacity: All trips are limited to 8 persons (with the exception of Paris and Greece may allow up to 10). Reservations are accepted on a first come, first served basis. A minimum number of 6 people is required for the trip to proceed. If the minimum is not met, all payments made to Karen Gros will be refunded in full.
Exchange rate: Trip pricing is based on the currency exchange rate at the time of booking. If the Euro increases more than 5% above that rate before the trip, you agree to pay the difference.
Group Activities: Activities are subject to change. Travel often involves the unexpected, so flexibility is essential. We reserve the right to adjust the published itinerary when, in my sole judgment, it is necessary for the comfort, convenience, or safety of the group. We may also withdraw from any announced activity. Missed or incomplete group activities are not grounds for a refund.
Accommodations: All trips are priced based on shared occupancy (i.e., two people per bedroom, often sharing a bed). In Europe, bedrooms typically contain either one large bed (king or queen) or two twin beds. Sometimes, two twins may be placed together or set up separately—though in the latter case, they may be very close or even touching, each with its own linens and covers. Room assignments are made with care
Greece: All suites and cottages on the islands have a private bathroom and toilet, and beds are traditional Greek built-ins, whitewashed and sculpted into the walls and fitted with one queen-size mattress, so twin beds are not available. In Athens, the apartments are located within a 5-minute walk of one another. Two people share a one-bedroom; four people share a two-bedroom. Odd-numbered parties may use a high-quality sofa bed provided to avoid a single supplement.
Provence: All rooms have private bathroom and toilets, except during first eight days, when six bedrooms share five bathrooms; one full bathroom with double lavatory is shared by four travelers of the same gender.
Paris: Each party has their own private apartment within a 15-minute walk of one another. Two people traveling together share a one-bedroom; four people share a two-bedroom, etc. Odd-numbered parties may use a high-quality sofa bed provided to avoid a single supplement. Studio apartments may be available for solo travelers; please inquire. Hotel accommodations may be requested instead of apartments, if the hotel rate exceeds the apartment budget, travelers pay the difference. One-bedroom apartments in Paris typically have one queen bed; twin options are rare for one-bedrooms.
If you have bed arrangement preferences, please let me know at the time of booking.
For solo travelers: it is possible to request a private single room at a supplement; please inquire.
Social Responsibilities: We reserve the right to decline or remove any participant from the trip if their behavior is deemed to compromise the health, safety, or well-being of the group or themselves. While we aim for everyone to have a great time, any participant whose actions disrupt the safety, comfort, or enjoyment of others may be removed from an activity or the trip—at their own expense and without refund or recourse. Thank you for respecting group protocol as outlined in Are We a Good Fit?
Participants could be photographed by me or fellow travelers. Please let us know if you prefer that any photos or comments of yours not be used in future promotional materials.
Travelers between the ages of 17 and 21 must be accompanied by a parent or guardian and share accommodations with them. Those without a guardian must be at least 18 at the time of departure. As trips are designed for adults, children under 17 are not permitted unless on private family tours.
No Smoking: All tours are non-smoking for the health and comfort of the group. Smoking is not permitted inside or on the premises of any accommodations or during the group activities. Thank you in advance for your understanding and cooperation.
Baggage limit: For ease of travel, please bring no more than one small checked bag (max 55 linear inches) and one carry-on or personal item. Many travelers opt for carry-on only. You will carry your own bags, possibly over gravel and up or down stairs. In Paris, apartments with elevators are preferred, but not guaranteed. Please pack light and thoughtfully. Note: We do not have porters; all baggage and personal belongings are your responsibility.
Packing suggestions: Focus on mix-and-match items and versatile pieces; you don’t need a different outfit for each day. Accessories can elevate a daytime look for evening. Good shoes and pacing are key to an enjoyable trip. Recommended brands include Bolo, Merrell, Born, Cole Haan, and Clarks. Pack a minimum of 2–3 outfits; many items can be worn more than once. Sturdy walking shoes are a must.
Laundry: Provence: Villas have washer and dryer. Pack light—luggage for 9 passengers must fit in one minivan. Athens: Laundry service is available throughout the trip. Paris: Some apartments have washers (few have dryers); most laundry is dried on indoor racks.
Physical readiness. Traveling can be physically demanding. Whether you’re 28 or 78, you’ll enjoy the trip more if you’re in good shape. Paris is a walker’s city; expect to walk 5–10 miles daily. You may encounter cobblestones, compact soil paths, stairs, and uneven terrain. In Athens and Paris, we often use the metro, which may involve fast-paced walking and stairs. Buses are a scenic alternative; taxis (at your expense) are available at major locations. Note: Paris taxis cannot usually be hailed from the street; Uber is available but may present language barriers; allow extra time. All accommodations are authentic residences and may involve stairs or uneven surfaces. Be prepared for lots of walking, hills, cobbled alleys, and narrow or spiral staircases.
Pace yourself: Avoid over scheduling your free time; it is important to balance your time between intense and relaxed periods. While Paris is designed with plenty of downtime, I advise adding only one or two outings in addition to the group activities. Most travelers prefer wandering aimlessly during free time, rather than be on a schedule the entire trip. You will not enjoy your trip if you do not pause to savor. Assume you will return. Slow down and ask questions. Most locals are eager to assist and point you in their idea of the right direction. Often, letting go of our rushed agendas leads us to the greatest reward of traveling: spontaneous magical moments.
Trip insurance is mandatory to protect your investment in case of cancellation, interruption, medical needs, or evacuation. It is not included in the trip price. Coverage includes cancellation for a covered reason if you, your travel companion, or I must cancel, or if you are a caregiver and the individual in your care has a medical emergency requiring your attention. To qualify for pre-existing condition coverage, travel insurance must be purchased within 15 days of your initial trip deposit, in addition to purchasing flight insurance directly from your airline at the time of booking.
Disabilities: Any pre-existing physical, mental, or emotional disability that may require attention or treatment must be reported in writing prior to the beginning of a tour. All travelers are required to complete, sign, and return the Medical Release and Waiver Agreement before departure.
Any payment to Karen Gros constitutes acceptance of these terms and conditions, and confirms that you have read and agree with Are We A Good Fit?