We get it—life happens. And when it does, it’s helpful to know your options. Whether your trip is still months away or just around the corner, here's what to expect when it comes to cancellations based on your booking status and timing. This article breaks down the need-to-knows, but for the full details, be sure to review our Terms & Conditions.
First, Let's Talk Definitions
Booking status is the first place to look when determining your eligibility for a refund or credit. Here's what each status means:
Pending: Your trip hasn't met the minimum number of Travelers to run. You're not locked in yet, and if you cancel now, you’ll get a full refund.
Confirmed: Enough Travelers have booked, and your trip is officially happening! Behind the scenes, we’re securing accommodations, activities, and local Guides. Refund options at this stage vary depending on how close the trip is.
Closed: The booking window for your trip has ended. At this stage, no new Travelers can join, and all logistics have been finalized.
💡 You can check your booking status by logging into your Traveler Portal, selecting your trip under “My Trips,” and viewing your Booking Status in the Trip Overview section.
Refund & Cancellation Policy by Status
Spot Pending: 100% refundable
If your spot is marked as Pending, you’ll receive a full refund—no fees, no stress.
Here’s why:
When a trip is still in the Pending stage, it means it hasn’t reached the minimum number of Travelers needed to run. While some early bookings may be initiated, final logistics and accommodations aren't locked in yet—making it easy to cancel without penalties.
What to know:
Cancel anytime before Confirm.
Receive a full refund to your original payment method.
Cancel directly from your Traveler Portal, under Manage Booking.
Spot Confirmed 91 or more days before your trip: partial refund + credit
If your trip is Confirmed and departure is more than 91 days away:
You'll receive a TrovaTrip credit for the value of your 25% down payment, minus a $100 cancellation fee per Traveler
This credit is valid for one year from the date issued and can be used toward any future Trova Trip
Any additional amount beyond your down payment will be refunded to your original form of payment
Here’s why:
At this stage, your trip is officially happening. Our Operating Partners are locking in accommodations, activities, and other logistics, and your Host has begun rallying the group. Behind the scenes, real planning is underway, which means our team and on-the-ground partners are locking in details and costs on your behalf.
Spot Confirmed with 90 days or less: non-refundable
Once your trip is within 90 days of departure, all payments become non-refundable.
Here’s why:
By this time, your experience is fully in motion. Our Operators are finalizing every detail on the ground: securing and paying suppliers, coordinating with your Guide, booking transportation, and making sure everything is in place to deliver an unforgettable experience. Those commitments can't be rolled back—which is why we’re unable to offer refunds this close to the trip.
Protect Your Adventure with Travel Insurance
We strongly recommend purchasing travel insurance that includes trip cancellation coverage. Whether it's illness, a family emergency, or a change in plans, insurance helps protect the investment you've made in your trip.
After booking, you'll receive a personalized insurance recommendation based on your destination and dates. If you're curious now, check out our friends at Travel Insured International to explore coverage options.