At TrovaTrip, we understand that certain circumstances can lead to the cancellation of a trip or trip reservation. Below are the key reasons why a request may be canceled for Hosts, along with guidelines for each scenario.
Before the Trip Confirms
Failure to Launch or Set a Launch Date Within 14 Days
Once a trip reservation has been approved, Hosts are required to launch that trip within 14 days. This is essential for starting the trip planning process and ensuring travelers have enough time to book. If a launch does not occur within this timeframe, the trip may be automatically canceled. Hosts are encouraged to communicate any delays or concerns with Trova to avoid cancellation.
Failure to Secure at Least 2 Bookings Within 14 Days of Launch
After a trip is launched, it’s important for Hosts to secure a minimum of 2 bookings within 14 days. This ensures enough interest and commitment from travelers. If this booking threshold is not met, the trip may be canceled. To boost your chances of getting bookings, consider actively promoting your trip through your network, social media, and community.
Trust and Safety (TnS) Community Guidelines Violations
TrovaTrip holds all Hosts to high standards as outlined in our Community Guidelines. If a Host violates any of these guidelines, whether it’s in relation to safety, inclusivity, or communication, TrovaTrip reserves the right to cancel the trip reservation. Common violations include failure to maintain professionalism, misrepresentation of the trip, or any behavior that jeopardizes the safety and comfort of the travelers.
Host-Initiated Cancellation
In some cases, Hosts may request to cancel their reservation. This may be due to personal reasons, scheduling conflicts, or unforeseen circumstances that prevent them from running the trip as planned. If you, as a Host, need to cancel a trip, please reach out to us as soon as possible to discuss the situation and any potential next steps.
After the Trip Confirms
Once a trip is confirmed, Hosts are expected to lead the trip. However, certain situations may lead to a trip cancellation. Below are the key reasons and policies for post-confirmation trip cancellations:
Inability to Maintain Minimum Traveler Bookings
If the number of travelers drops below the required minimum after confirmation, the trip may need to be canceled. TrovaTrip will provide guidance on boosting bookings, but the trip may be called off if the minimum isn't met.
Force Majeure
A trip may be canceled due to unforeseen events like natural disasters, pandemics, or war that make it impossible or unsafe to proceed. In these cases, no penalty applies, and rescheduling options are available.
Covered Event
If you're unable to lead due to a medical condition diagnosed by a licensed professional, you must provide advanced notice and documentation. For more information, please review our Host Terms and Conditions.
Written Notice: Within 48 hours of diagnosis.
Medical Documentation: Accompanying the notice.
You may then:
Reschedule the Trip without penalty, pending TrovaTrip approval.
Cancel the Trip and return all funds within 30 days.
Trust and Safety (TnS) Community Guidelines Violations
Just as before a trip is confirmed, a trip can be canceled after confirmation as well. TrovaTrip holds Hosts to high standards per our Community Guidelines. If a Host violates these—in safety, inclusivity, or communication—we may cancel the trip with penalties. Common violations include unprofessionalism, trip misrepresentation, or actions that compromise traveler safety and comfort.
Cancellation/No Show Fee
A $1,500 USD fee applies if a Host cancels a confirmed trip for any reason not covered by Force Majeure or a Covered Event. Exceptions may be granted in those cases.
How to Avoid Cancellations
To ensure your trip is a success, we recommend:
Actively promoting your trip to reach the minimum booking requirements.
Staying engaged with the TrovaTrip team for support and guidance.
Complying with all Community Guidelines to create a positive experience for your travelers.