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FAQs

Get inspired by some of our most popular custom group travel destinations around the globe.

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Frequently asked
questions

Answers to some of our most frequently asked questions about the different styles of trips that we do!

General
Group Trip Leaders
Individuals
Businesses

General

Do your trips include airfare?

Our trips never include international airfare, but some that have domestic air travel during a trip do have that type of airfare included. Check the Inclusions & Exclusions on the specific trip you are looking to book.

What does the onsite trip coordinator do?

Onsite trip coordinators are responsible for managing the day to day logistics of a trip. They will be there to greet you or your group at the airport, liaise between your group and the hotel, the transportation, the activity providers, and so on. They will also be there to find solutions in the event of travel hiccups, emergencies, or special requests by guests.

Can you work with dietary restrictions or special meal plans?

We do our very best to accommodate most dietary restrictions (vegetarian, vegan, gluten-free, lactose intolerant, etc.) as well as special meal plans to the extent that we can. That being said, there are some places that we visit where we cannot accommodate all dietary restrictions or special meal plans. Please ask us before booking if you have a specific dietary restriction or meal plan that you will be following while traveling.

How does the referral program work?

If you refer a group leader to us who ends up working with us to plan an international trip or retreat with ten or more people, we will pay you $500 (cash or Zelle). If you refer a FIT or Signature Trip client, we will pay you $100 cash/Zelle. For both, payment is made upon trip completion — within 30 days of the trip’s completion date.

Do you provide packing lists?
Yes, before each and every trip that we run, we send out important travel information as well as recommended packing lists with more than enough time to procure the necessary items.
Do you offer payment plans?
We offer payment plans for participants of our Signature Trips and for our wellness or affinity group participants. We do not offer it for university groups or in our business to business (B2B) transactions.
Payment policy

Each and every trip that we run will have a different payment policy. We will be able to give you that information when we talk and get the full information about the trip you’d like to run and your group style.

What is your cancellation/refund policy?
Due to the nature of our providers, we are unable to offer refunds in the event of cancellation. We recommend all participants purchase their own “cancel for any reason” travel insurance for this eventuality.
Do you sell travel insurance?
We recommend our partners are Global Rescue and IMG for your “cancel for any reason” travel insurance and trip evacuation insurance. Please note that “cancel for any reason travel insurance” needs to be purchased within two weeks of the client’s initial sign up date.
Do I need travel insurance?
We always recommend it just in case.
Are tips included?

Tips are not traditionally included in our trips, but they can be upon your request. Otherwise, we will provide trip participants with a suggested tipping guide within the pre-trip information.

Group Trip Leaders

Whether you are a university study abroad leader, a wellness instructor (yoga, fitness, breathing), or the head of an affinity group, here are some commonly asked questions about what working with Viva Adventures to plan a group trip looks like.

Why should we work with you?

If you have a group (whether that is university students, yoga studio attendees, or club participants) that you’d like to take to a cool destination, we are perfectly suited to work with you. We specialize in organizing group trips and retreats both in Costa Rica (where we are based) but also in a number of different destinations around the world.

How do we work with you?
We start with a call so that you can describe the international group travel experience you’d like to build and get inspired. After that, you can sit back and relax while we design your ideal trip abroad, including lodging, transportation, meals, and activities. Finally, you promote and sell your group trip and bring them down! While in-country, Viva Adventures will manage trip logistics to ensure everything runs seamlessly.
What are the benefits of working with you?
There are many benefits to working with Viva Adventures to plan your group travel experience. First and foremost, we dedicate ourselves to this type of work which means that over our multiple decades in the industry, we have amassed a lot of experience as well as a huge global network. That means creating an experience that is totally curated to what you’d like to create. Next up, when you hire us to plan the travel logistics as well as be there on site when the trip happens, that means that you can depend on us to ensure that the trip goes as smoothly as possible and you can enjoy and focus on the educational, wellness, or affinity group activation.
What is the first step?
The first step is to schedule a call so that we can get to know one another and learn more details about the international group travel experience you’d like to bring to life. From there, depending on the style of trip you’d like to create, we will be able to exactly explain what comes next!
How much does it cost to hire you?
There is no upfront fee to work with us. As with many businesses, we have a margin that is built into the overall price of the product/trip so you only pay the package price to travel. In fact, you could even travel for free, excluding international airfare, if you bring a group of 10 people or more.
What is included in the package?
Every trip is custom-made depending on your preferences of inclusions/exclusions. We recommend all-inclusive for when we are in remote areas where participants are unable to access amenities.
Do trip leaders travel for free?

We have a policy in which if you travel with a group of ten or more, the group leader travels for free (excluding international airfare).

What is your group minimum?
Our typical group minimum is ten participants plus the trip leader (you). However, if you have something different in mind, please contact us.
What kind of deposit is needed to hold the space for my group?
Every retreat space has a different holding policy. As the intermediary, our job will be to negotiate terms on your behalf, share that information with you in a timely manner, receive your deposit payment, and pay the retreat space in order to hold your dates.
How much is the average per person cost for trips that you organize?

Generally we can put together a nice package for around $3,000 per person, double occupancy for a week at a number of destinations. If you’re requesting a premium product or destination, the pricing can easily reach into the $5,000-$7,000 per person range. We will work with you to be able to offer the type of package you desire at the budget you wish, within reason.

Individuals

It looks like you work mostly creating and leading group trips, how do I travel with you as an individual?

We do have a dedicated offering for individual travelers, which is kind of the “best of the best” of what we find while traveling around the world. These are our Signature Trips, and we offer several a year, most often to different destinations. They have different themes, but under the categories of adventure, wellness, or culture.

What is included in the package?
Every trip we run is a little different depending on the location. For example, if we are in a remote location that has no nearby or accessible amenities, we include all meals and most activities. However, if we are in a place that has access to amenities, we will opt to have some meals and activities be shared and others open for you to explore on your own. We always include transportation to and from included activities and meals. At the bottom of every trip page, it says what is included and what not for that specific trip, so we invite you to take a look at that.
What if I need to cancel my trip?
Since we are an agency, as soon as you book, we make payments to our providers to secure your spot. For that reason, we are unable to offer refunds as our providers do not provide refunds. We always ask our guests to purchase “Cancel For Any Reason” travel insurance so that they can recoup their investment in the event of having to cancel.
Can I opt out of activities on an itinerary?
Yes, you may opt out of activities on an itinerary. In rare instances (say, for example, we are hiking from one destination to another) it may be slightly more complicated than deciding not to attend a yoga class at the lodge you are staying at; however, if you cannot do the activity your guide will work with you to find a solution.
Can I travel solo and stay in my own room?
In most of the Signature Trips we offer, there are several Single Occupancy rooming options available for a higher fee on a first come, first serve basis.
What is the minimum age to join a group trip?
Our Signature Trips are designed for adults (aged 18+).
Do you offer payment plans?
For all of our Signature Trips, we offer our guests a zero-interest payment plan. All of our trips need to be paid for in full 60 days prior to the trip start date, so we encourage you to book early to best take advantage of our payment plan.
Are tips included?
We do not include tips, but will let you know when and for whom they are recommended prior to your trip start date (so that you can allocate cash if need be).
Do you provide travel information and packing lists?

Yes, for each specific trip we will send out important information prior to the trip date so that you are fully prepared.

Businesses

Do you work in a B2B capacity?

Yes. If you are a business that is looking to expand into one of the countries that we work in, we are happy to work together to support you in offering a custom experience to your clients.

Quotes - Beautifully designed in Blue Color

lots of laughs, good food and epic waves

“I just wanted to thank you so much for the amazing trip! I know it was a lot of moving parts and a lot of work to pull it off, but I hope you feel how worth it it was for myself and the many other people who got to have a truly memorable and healing experience. Uplifting sunshine, lots of laughs, good food and epic waves. Really lovely.”
Kat M.
Quotes - Beautifully designed in Blue Color

I’ll never forget this experience

“This trip was INCREDIBLE! Everything was extremely organized, from leading up to the trip to the activities while there. I was so impressed with Tara and her organization with accommodations, activities, etc. I wish I could do an adventure every month! I’ll never forget this experience.”
Jenn W.
Quotes - Beautifully designed in Blue Color

10/10 recommend!”

“Viva Adventures is a one-stop shop for all of your planning and executing needs when it comes to travel. We have used them multiple times for the planning and booking of wellness retreats, and will certainly continue to do so. Bonus that both Adrianne and Tara are lovely and are a great addition to any trip as guides. 10/10 recommend!”
Alyssa P.
Quotes - Beautifully designed in Blue Color

Extremely well organized

“An amazing trip! Extremely well organized and so very thoughtful. Looking forward to the next one!! Thank you!”
Susan S.
Quotes - Beautifully designed in Blue Color

all-around superstar

“Tara, you are a GEM and lead with enthusiasm, grace, flexibility, and confidence. Every step of the way you were present, confident, and eager to engage with our group while framing the work with our daily agenda and with our non-profit. I am not sure there is a better guide/leader and all-around superstar out there- thank you so much!”
Kate B.
Quotes - Beautifully designed in Blue Color

Everything was easy

“We had such a great time! Everything was easy, the hotels were great and the tours were fun. We hope to return to Costa Rica soon!”
Kerry J.
Quotes - Beautifully designed in Blue Color

Viva Adventures helps create magic!

“From start to finish, Viva Adventures helps create magic! Tara and Adrianne were warm, attentive, organized, flexible and thoughtful to our needs and the needs of our guests. They helped make our experience in Panama this past April truly special. We are super excited to partner with them again in 2026 in Costa Rica.” Go Viiva !!”
Jess J.

HOW IT WORKS

1
Get on a call with us to describe the international group travel experience you’d like to build and get inspired.
2
Sit back and relax while we design your ideal trip abroad, including lodging, transportation, meals, and activities.
3
Promote and sell your group trip and bring them down! While in-country, Viva Adventures will manage trip logistics while you lead the educational, wellness, or thematic content.
  Schedule A Call
Viva Adventures Founder Tara and Travel Consultant Adrianne poolside in Costa Rica

HOW IT WORKS

Viva Adventures Founder Tara and Travel Consultant Adrianne poolside in Costa Rica
 
1
Get on a call with us to describe the international group travel experience you’d like to build and get inspired.
2
Sit back and relax while we design your ideal trip abroad, including lodging, transportation, meals, and activities.
3
Promote and sell your group trip and bring them down! While in-country, Viva Adventures will manage trip logistics while you lead the educational, wellness, or thematic content.
 
Schedule A Call

START PLANNING YOUR JOURNEY

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