Frequently asked questions
Answers before you begin.
How planning with Nadia Tours works, what it costs, and what happens if plans change. Can't find your question? Email hello@nadiatour.com or call +1 (817) 382-9994.
Working with Nadia Tours
What does Nadia Tours do?
Nadia Tours is the travel planning brand of Nadia's Travels LLC, based in Germantown, Maryland. We plan personal, international, honeymoon and business trips, and help you book flights and hotels.
We are a planning service, not an airline, hotel, cruise line or tour operator. When we arrange travel for you, your contract for that service is with the supplier.
How does planning a trip with you work?
1. Send a trip inquiry. It's free, and your plans can still be taking shape. 2. We follow up by the contact method you choose to talk through your ideas. 3. We send you a written quote that lists our fee and any supplier costs separately. 4. When you accept the quote and pay, we plan and book, and you review every itinerary and confirmation.
Nothing is booked or charged until you accept a written quote.
Do I need to know exactly where I want to go?
No. A place, a feeling, a few interests or a reason to celebrate is enough to start. Only your name and email are required on the trip form; dates, destination and budget can stay open.
Do I need to live near Germantown, Maryland?
No. Consultations are by phone or video call, and we keep in touch by email and phone. You can reach us at hello@nadiatour.com or +1 (817) 382-9994.
Do I need an account to send an inquiry?
No. You can send a trip inquiry or a contact message as a guest. Keep the reference you receive; it helps us find your inquiry when we follow up.
How soon will I hear back?
We follow up by the contact method you choose on the form. If you're traveling soon or your dates are fixed, say so in your inquiry, or call us at +1 (817) 382-9994.
Can you plan trips for groups and families?
Yes. Planning fees cover up to 6 travelers. Groups of 7 to 20 use our multi-destination and group planning, and groups of more than 20 receive a custom quote.
For more than 20 travelers, please use the contact form rather than the trip form.
Fees and pricing
Why do you charge a planning fee?
Our fees pay for the research, planning and booking work we do for you: understanding what you want, comparing options, building an itinerary and arranging bookings. Many independent travel advisors now charge planning fees for the same reason.
Our fees are published, in U.S. dollars, and always shown separately from the price of flights, hotels and other travel services.
How much does it cost?
A travel consultation is $75 per consultation. Trip planning packages start at $150, and multi-destination and group planning starts at $500. Flight booking is $35 per ticket for U.S. domestic flights and $60 per ticket for international flights, a hotel-only reservation is $30, and changes after booking are $35 per change plus any supplier fees.
Sending an inquiry is free.
Are flights and hotels included in your fee?
No. Airfare, hotels, tours, transfers and other supplier costs are not part of our fee. We show them separately on your quote at the supplier's price, and supplier prices can change until the supplier confirms a booking. If a price changes before confirmation, we tell you and ask before going ahead.
Is the consultation fee credited toward planning?
Yes. The $75 consultation fee is credited toward any planning package booked within 30 days.
Can you work with my budget?
Yes. Tell us your total budget for the whole trip on the trip form, in the currency you prefer. We use it to shape the options we suggest, and nothing is booked until you accept a written quote.
Payment
How and when do I pay?
After you accept your written quote, we send you secure payment instructions. You pay our fee, and any supplier amounts we collect on your behalf, as shown on the quote or invoice. Where possible, airlines, hotels and other suppliers charge you directly.
You are never asked to pay before you have accepted a written quote.
Questions about an invoice or a payment? Email bills@nadiatour.com.
Is my payment information safe?
Payments are processed by our third-party payment processor, which collects your payment details directly. We never receive or store your full card number.
Please never send card numbers, bank details or passport information through our forms or by email.
Changes, cancellations and refunds
Can I cancel a consultation?
Yes. You can reschedule once at no charge, or cancel for a full refund, up to 24 hours before the scheduled time. After that, or once the consultation has taken place, the fee is non-refundable.
Can I get a refund of a planning fee?
If you cancel within 48 hours of paying and before we have started work on your trip, you receive a full refund of our service fee. Once planning has begun, the fee covers work already done and is non-refundable, except that we refund the part of the service we have not yet provided.
If we cancel, or can't provide a service you paid for, you receive a full refund of the fee for that service.
Are flight and hotel booking fees refundable?
Booking fees are charged per ticket or per reservation and are non-refundable once the ticket is issued or the reservation is made, including within an airline's 24-hour window or if the airline or hotel later cancels. Any airfare or hotel refund the supplier or the law provides is still passed to you in full.
What happens if the airline cancels or significantly changes my flight?
If you choose not to travel or not to accept an alternative, you are entitled to a refund of the airfare, taxes and airline fees under U.S. Department of Transportation rules. Where we collected the airfare, we refund it within 7 business days of receiving the airline's confirmation. Where the airline charged you directly, the airline refunds you.
Can I make changes after booking?
Yes, where the supplier allows it. Our change fee is $35 per change, and supplier change fees or fare differences are passed on at cost. We tell you the cost before making any change.
How do I cancel, and how long do refunds take?
Email refund@nadiatour.com or call +1 (817) 382-9994 with your name, your inquiry or invoice reference and what you want to cancel. A cancellation takes effect when we receive it, and we confirm it in writing.
Approved refunds go back to your original payment method within 5 to 10 business days of approval; your bank or card issuer may take a little longer to show them. Supplier refunds we collect are sent to you within 5 business days of receiving them.
Before and during your trip
Do I need travel insurance?
We strongly recommend comprehensive travel insurance covering trip cancellation and interruption, medical care, emergency evacuation and baggage, because many travel costs are non-refundable.
Who is responsible for passports, visas and entry requirements?
You are responsible for valid passports, visas and any health or entry requirements for every country on your itinerary. Many countries require a passport valid for at least six months beyond your stay. Our international and business planning packages include an entry-requirement checklist.
Requirements change often, so check with the embassy or consulate and, for U.S. citizens, the U.S. Department of State at travel.state.gov.
What if something goes wrong during my trip?
Contact the airline, hotel or other supplier first, since the service is theirs, and let us know at +1 (817) 382-9994 or hello@nadiatour.com. We will reasonably help you communicate with the supplier and look at the options they offer.
Can you arrange accessibility needs or special requests?
Yes, tell us about accessibility needs, dietary requirements or special occasions. We pass them to suppliers, but we can't guarantee that a supplier will meet them.
What information will you need from me?
To book, we need traveler names exactly as they appear on travel documents, and we ask you to review every quote, itinerary and confirmation. We ask for travel document details only when a supplier requires them, and we tell you how to provide them safely. Please don't include them in an inquiry.
Your information
How do you use my information?
We use your details to respond to your inquiry, plan and arrange the travel you ask for, and handle payments and refunds. We don't sell your personal information or use advertising or analytics cookies.
How can I see, correct or delete my information?
Email privacy@nadiatour.com from the address you used with us. We verify requests that way and respond as described in our privacy policy.
Ready to start planning?
Share what you know about your trip. Sending an inquiry is free, and nothing is booked or charged until you accept a written quote.