What is the planning fee and what does it cover?

Your journey starts with a planning fee from $2,500 USD. This covers the research, partner conversations, and design hours that go into building your itinerary — the work that happens before you ever pack a bag.

The fee is separate from what you spend on the ground. That's deliberate: it means our recommendations are based entirely on what's right for your journey, not on what earns us a commission.

Is the planning fee refundable?

The planning fee is non-refundable once design work has begun. This is standard practice for bespoke travel design — the work starts the moment we do, and the fee compensates for that time regardless of whether your travel dates change.

We'll always confirm the fee and scope in writing before any work begins, so there are no surprises.

Why is the fee separate from my travel costs?

Because we think that's the honest way to work. Many travel services earn their income through supplier commissions — which means their recommendations are influenced by what pays them most. Our planning fee means we earn from you directly, and our loyalty belongs entirely to you.

What does my total investment look like?

It varies — which is why we discuss it properly before committing to anything. Your total investment has two parts:

The planning fee — from $2,500 USD, confirmed before design work begins.

Your ground costs — accommodation, experiences, transfers, and any local activities. This is shaped entirely by where you're going, how long you're travelling, and what kind of journey you want. We'll give you a clear estimate after our first conversation.

Airfares are managed separately by you — this lets us focus our energy entirely on your experience on the ground.

What does the design process actually look like?

It starts with your application, which gives us a sense of who you are and what you're looking for. If it feels like a good fit, we'll arrange a conversation — not a sales call, just a genuine discussion about your journey.

From there, if we decide to work together, we'll confirm the planning fee and begin the research and design process. You'll receive a fully personalised itinerary built around your specific trip — the destinations, experiences, accommodation, and partners that make sense for you.

How many clients do you work with at once?

A small number — deliberately. This isn't something we say to sound exclusive; it's how we protect the quality of what we design. Each journey gets real attention, not a template with the names changed.

Do I need to have a specific destination in mind?

No — some clients come with a clear vision, others come with a feeling and a rough region. Both are fine starting points. The application asks where you're drawn, which can be as broad or specific as feels natural.

Which destinations do you design for?

Our current focus is New Zealand and Southeast Asia — specifically Vietnam and Thailand — where our knowledge and partner relationships run deepest. We occasionally work beyond these regions for the right trip. If you have somewhere specific in mind, tell us and we'll be honest about whether we're the right fit.

How do you choose your partners?

Every in-destination partner — DMC, guide, or property — is assessed against our own framework before we recommend them. We look at community relationships, employment practices, environmental commitments, and whether their values align with ours in practice, not just in their marketing.

We're honest about the limits of this: we can't personally visit every property in every destination. Where we work with in-destination specialists, we vet them rigorously and rely on their judgment for the ground-level detail. If something doesn't measure up, we don't use them.

Does my trip have to involve volunteering or community projects?

Not at all. Impact isn't a programme you opt into — it's a result of how the journey is designed. By choosing where you stay, eat, and spend time with intention, your visit creates real benefit without requiring anything extra from you. A beautifully relaxing trip and a meaningful one aren't in conflict.

Do you book flights?

International airfares are managed by you directly. This lets us focus entirely on your experience on the ground and ensures you have full flexibility over your flights. We're happy to advise on routing or timing if it's helpful.

What happens if something goes wrong during the trip?

Our in-destination partners are experienced professionals who handle on-the-ground logistics and are your first point of contact if anything needs attention during your journey. We're also reachable throughout your trip for anything that needs our input.

We'd encourage all travellers to hold comprehensive travel insurance that covers cancellation, medical, and unexpected changes — we can point you in the right direction if you're not sure where to start.

What if I need to cancel?

The planning fee is non-refundable once design work has begun. For the travel components themselves — accommodation, experiences, transfers — supplier cancellation policies apply and vary by partner. Comprehensive travel insurance is strongly recommended to protect these costs.

Something isn't answered here — how do I get in touch?

The best first step is the application — it gives us context before we connect and makes our first conversation more useful for both of us. If you have a specific question before applying, you're welcome to reach out directly via hello@woven-journeys.com