How Private Trips Work

How It All Works

For 36 years, we've been helping guests put their unique stamps on extraordinary travel experiences. Now our unrivaled Private Trips offer makes it easier than ever to do your own thing. There are three ways you can travel with your private group.

Take-a-Date for Your Group of 8 or More*

Private Trips Take-a-date

Simply select your destination and date
Choose a date from one of over 3,000 departures. Give us a call (earlier is better) and we'll let you know if it's available for your Private Trip. It's that easy.

It's a go!
With a group deposit of $1,200 we'll hold your scheduled date for a period of time so you can gather your traveling companions. Your Trip Consultant will gladly provide you with an invitation to send out.

During the hold period your group members will secure their space with a $600 per person deposit (100% refundable until the end of the hold period).

At the end of the hold period, if you haven't arrive at your anticipated group size, you have the freedom to decide between three options:

  • 1. Open the trip up to others outside your group
  • 2. Cancel your reservation with a full refund
  • 3. Keep the trip your own and we'll adjust the pricing to reflect the lower number.

* Does not apply to River Cruise departures. All Camping, Singles-Solos and Yellowstone & Tetons Trips as well as departures during the last two weeks of December require 16 or more guests.

Make-a-Date for Your Group of 2 to 7

Private Trips Make-a-date

Let us know your preferred destination and date
We'll do everything we can to make a date for your group. With a group deposit of $1,200 we'll contact hotels included on your itinerary to see if space is available. Within two days (Monday to Friday), we'll let you know if your new date is a go. If it's a go, the $1,200 becomes non-refundable and deposits of $600 per person are due for all guests within three business days. If the space isn't available, your deposit is 100% refundable.

Private Trip Pricing
Private Trip pricing is based on double occupancy and the number of guests in your group. We know that plans change and that your group size can too, so pricing is recalculated based on currently booked guests at the following times:

  • At the end of the hold period (Take-a-Date) or when your date is a go (Make-a-Date)
  • At final payment—155 days before departure
  • And on the day of departure

We will automatically charge or refund your credit card if group size changes at these junctures. If you choose to pre-pay your leader gratuity, we will adjust that amount as well. Final payment for Private Trips is due 155 days before departure.

With 18 full paying guests, Backroads will award a 50% savings on one guest space. With 20 full paying guests, Backroads will award one complimentary space. The savings can go toward one guest, or be divided among the group at the discretion of the Private Trip organizer. BEST Club and Youth savings do not apply to Private Trips. On Family trips, a room savings of 10% is available for the 3rd and/or 4th person in a room.

Changes to your itinerary
Any changes or additions made to your itinerary will incur additional charges.

Cancellation and Refund Policy
If you must cancel your reservation, your cancellation fee will be determined according to the policy outlined in our terms and conditions.

Go Custom

Want a trip that's even more your own? We'll make it happen. Prices are reflective of your custom choices and are generally higher than Private Trips. Give us a call at 800-462-2848 and we'll work closely with you to create an extraordinary Custom Trip.