Refund Policy
Overview and General Principles
At Bluepath Journeys, we understand that plans change, and we are committed to treating our clients fairly and transparently when cancellations, modifications, or refund requests arise. This Refund Policy outlines the conditions, processes, and timelines under which refunds may be issued for services provided by Bluepath Journeys, including corporate trip management, booking services, event planning, and platform access fees.
Because corporate travel management involves coordination with numerous third-party suppliers — airlines, hotels, ground transportation providers, event venues, caterers, and other service vendors — our refund policy is necessarily influenced by and subject to the individual policies of those suppliers. We act as your agent and intermediary in these transactions, and we make every effort to secure the most favorable terms available. However, we cannot override or supersede the cancellation and refund policies of third-party suppliers.
We strongly encourage all clients to review cancellation terms and refund conditions at the time of booking, before confirming any reservation or service engagement. Our team will proactively communicate relevant cancellation policies and deadlines to help you make informed decisions. When flexible or refundable options are available, we will present them to you alongside standard options so you can choose the level of flexibility that best suits your needs.
Service Fee Refunds
2.1 Trip Management Fees
Our trip management service fees compensate for the professional time and expertise invested in planning, researching, coordinating, and managing your corporate travel. Once work has commenced on a trip engagement — including initial consultation, itinerary development, supplier research, and preliminary reservations — the service fee is considered earned and is generally non-refundable.
However, if a trip is cancelled before any substantive work has been performed (within 48 hours of the initial briefing call and before any bookings or supplier inquiries have been made), we will issue a full refund of the trip management fee. If cancellation occurs after substantive work has begun but before any bookings have been confirmed, we will refund a prorated portion of the service fee based on the work completed, at our reasonable determination.
2.2 Platform Access Fees
Monthly platform access fees are billed in advance for each billing period. If you cancel your platform subscription, you will retain access through the end of the current billing period, and no refund will be issued for the remaining days of that period. Annual subscriptions paid in advance may be eligible for a prorated refund if cancelled within the first ninety (90) days, subject to a ten percent (10%) early termination fee. After ninety (90) days, annual subscriptions are non-refundable.
2.3 Event Planning Fees
Event planning fees are structured to reflect the progressive investment of time and resources as an event moves through the planning lifecycle. Refund eligibility for event planning fees is determined by the stage of planning at the time of cancellation as follows:
- Concept phase (initial consultation, concept development, preliminary venue research): 75% refund of event planning fees paid to date.
- Planning phase (detailed itinerary, vendor selection, contract negotiation): 50% refund of event planning fees paid to date.
- Execution phase (vendor contracts signed, deposits paid, materials ordered, logistics confirmed): 25% refund of event planning fees paid to date.
- Within 14 days of event date: No refund of event planning fees.
These percentages apply to Bluepath Journeys' own planning and coordination fees only. Third-party vendor costs and deposits are subject to each vendor's individual cancellation and refund policies.
Third-Party Booking Refunds
3.1 Airline Tickets
Airline ticket refunds are governed entirely by the fare rules and conditions of the issuing airline. Refundable tickets will be processed for refund upon your request, and the refund amount will be determined by the airline. Non-refundable tickets are generally not eligible for a cash refund; however, many airlines offer travel credits or vouchers for future use, subject to rebooking fees and fare differences. We will assist you in navigating airline refund processes, submitting refund applications, and tracking credit balances on your behalf.
Please note that airline refund processing times vary by carrier and may take anywhere from seven (7) to ninety (90) business days. We will provide you with confirmation and tracking information for all refund requests submitted to airlines.
3.2 Hotel Reservations
Hotel cancellation and refund policies vary significantly by property, rate type, and booking channel. Many corporate rates offer free cancellation up to 24-48 hours before check-in, while prepaid or discounted rates may be non-refundable or subject to cancellation penalties. We will communicate the applicable cancellation policy for each hotel reservation at the time of booking confirmation.
For group hotel bookings (blocks of five or more rooms), special cancellation terms may apply, including attrition clauses, minimum stay requirements, and graduated cancellation fees based on proximity to the arrival date. We will negotiate the most favorable group cancellation terms available and ensure you understand your obligations before confirming any group block.
3.3 Ground Transportation and Transfers
Ground transportation and transfer services booked through our network of vetted providers are generally eligible for full refund if cancelled at least 24 hours before the scheduled pickup time. Cancellations within 24 hours of pickup may be subject to a cancellation fee of up to 50% of the booking value, depending on the provider's policy. No-shows are not eligible for refund.
3.4 Event Venues and Vendor Services
Venue rental fees, catering deposits, entertainment bookings, equipment rentals, and other third-party event services are each subject to the individual cancellation and refund terms of the respective vendor. Many venues require non-refundable deposits and impose escalating cancellation fees as the event date approaches. We will provide you with a comprehensive breakdown of all vendor cancellation terms and financial exposure before you authorize any vendor commitments.
Force Majeure and Extraordinary Circumstances
In cases where travel or events are disrupted by circumstances beyond the reasonable control of all parties — including natural disasters, severe weather events, government-imposed travel restrictions, pandemics, epidemics, acts of terrorism, civil unrest, airline or transportation strikes, or other force majeure events — Bluepath Journeys will work diligently on your behalf to secure the maximum possible recovery from all affected travel suppliers.
During force majeure situations, we will negotiate with airlines for full refunds or transferable credits without rebooking fees; work with hotels to waive cancellation penalties or convert reservations to future dates; coordinate with ground transportation providers for full refunds or rescheduling; and engage with event venues and vendors to reschedule, credit, or refund wherever possible.
While we cannot guarantee that all third-party suppliers will offer full refunds during force majeure events, our experience, relationships, and negotiating ability have historically resulted in favorable outcomes for our clients. Any service fees charged by Bluepath Journeys for work performed during a force majeure engagement will be evaluated on a case-by-case basis, and we will work with you to find an equitable resolution.
Refund Request Process
To initiate a refund request, please contact our team using the contact information provided below. All refund requests should include the following information: your company name and account number, the booking or engagement reference number, the specific service or booking for which you are requesting a refund, the reason for your refund request, and any supporting documentation (such as traveler medical certificates, government travel advisories, or supplier communications).
Upon receiving your refund request, we will acknowledge receipt within one (1) business day and begin processing your request immediately. We will provide you with a preliminary assessment of refund eligibility and estimated amounts within three (3) business days. Refunds that require coordination with third-party suppliers may take longer to process, and we will keep you informed of progress and expected timelines throughout the process.
Approved refunds will be processed using the original payment method within ten (10) business days of approval. If the original payment method is no longer available, we will work with you to identify an alternative refund method. Refunds issued by third-party suppliers may take additional time to appear in your account depending on the supplier's processing timeline and your financial institution's policies.
Credits and Future Use
In situations where a cash refund is not available or practical, we may offer or facilitate account credits for future use with Bluepath Journeys services. These credits are non-transferable and must be used within twelve (12) months of issuance unless otherwise agreed in writing. Credits issued by third-party suppliers (such as airline travel credits) are subject to the terms, conditions, and expiration dates set by the issuing supplier.
We maintain a detailed tracking system for all client credits and will proactively notify you at least thirty (30) days before any credits are scheduled to expire. We will also remind you of available credits when planning future trips to ensure maximum utilization of your travel investment.
Disputes and Escalation
If you are unsatisfied with the outcome of a refund request, you may escalate the matter by submitting a written appeal to our management team. Appeals will be reviewed by a senior manager who was not involved in the original refund decision. We will respond to all appeals within five (5) business days with a final determination. If the dispute remains unresolved, the matter will be handled in accordance with the dispute resolution provisions outlined in our Terms of Service.
Springfield, MO 65802