How to Join the Adventure - IberianXperiences

How to Sign Up

Registration Information

Join us on an unforgettable journey! This experience has been carefully crafted for curious travelers who love culture, food, and connection. Don’t wait — spots are limited, and we’d love to have you with us!

Minimum Number of Travelers:

This tour requires a minimum of 20 travelers to operate . If this minimum is not met by January 5th, 2026, the tour may be cancelled and all payments (including deposits) will be fully refunded. Invite your friends or family and help us make this unforgettable experience a reality!

Registration Period:

October 15, 2025 – March 10, 2026
Targeting approximately 30 travelers. Seats will be assigned on a first-come, first-served basis once deposits are received; register early to secure your seat!

Early-Bird Registration and Tour Price Rebates:

Your final tour price will depend on when you complete your enrollment form and submit your payment:

Enrollment & Deposit Date	Tour Price (USD)
By February 20, 2026	$2,995
Between February 21, 2026 and March 20, 2026	$3,150
After March 21, 2026	$3,350

Why early enrollment gets you the best price:

When you enroll early, we can lock in all of the key trip components at the best possible rates — hotels, guides, transportation, and restaurant reservations. Travel logistics work a lot like airline tickets: the earlier the reservation, the better the pricing and availability.

Limited hotel blocks: Hotels release a limited number of rooms at discounted group rates. Once those are gone, prices jump. Early enrollments let us secure those rooms before the market tightens.
Restaurant and activity reservations: Our favorite restaurants and experiences confirm group bookings months in advance. As dates fill up, availability shrinks and costs rise.
Local guides and transportation: Spring in Spain and Portugal is a high-demand season. Coaches and professional guides raise their rates as their calendars fill.
Last-minute premiums: Guests who join later often require us to buy additional space at “last-minute” market prices — which are simply more expensive.

In short: early enrollment gives us the ability to secure everything at lower wholesale rates, and we pass those savings directly on to you. Waiting limits availability and forces us into higher prices as we get closer to departure — which is why the tour cost increases over time.

Initial Registration Deposit:

A $250 initial deposit (per traveler) is required to hold your seat. Complete your Enrollment Form; once submitted, you’ll receive an email, within 24 hours, with instructions to make your $250 deposit and secure your spot.

Payment Options:

VENMO: Send payment to @Alvaro-Castano-1 or @Carlos-Gutierrez-537
- If you use Venmo, please make sure to click “Friends&Family” or “Sending to a friend”; otherwise, the amount transferred will be reduced by a 2,99% fee and, therefore, lower than the required deposit.
BANK CHECK:
- Payable to: Alvaro Castano
- Mailed to: Alvaro Castano – IberianXperiences LLC. 6697 Stewart Rd, Cincinnati, 45236 Ohio
BANK TRANSFER: If you prefer a bank transfer, or other methods of payment, please let us know.

Tour Confirmation:

The Go/No-Go decision will be made no later than January 5th, 2026. If the minimum of 20 travelers is reached by that date, the tour will be officially confirmed and you’ll receive an email notification with payment instructions and guidance to purchase your international flight.

Final Payment:

Once the tour is confirmed:

Final payment of the remaining tour balance (total cost minus the initial $250 deposit) will be due within ten calendar days after confirmation, but no later than January 18th, 2026 — whichever comes first.
Your seat reservation will be official once final payment is received!
Failure to pay the remaining balance by the deadline may result in the loss of your reservation.

Ready to Join the Adventure?

Your seat awaits! Complete the Enrollment Form

Terms & Conditions

By registering for this tour and submitting payment, participants acknowledge that they have read, understood, and agreed to the following Terms & Conditions, which form a binding agreement with IberianXperiences LLC (“the Company,” “we,” or “us”).

1. Minimum Travelers & Confirmation

This tour requires a minimum of 20 travelers to operate.
The tour will be confirmed the moment 20 travelers are fully registered (i.e., the enrollment form has been submitted and the $250 registration deposit received), but no later than January 5th, 2026.
If the minimum is not met by that date, the tour may be cancelled and all payments (including deposits) will be refunded in full.
The tour is designed for approximately 30 travelers, and seats are assigned on a first-come, first-served basis once deposits are received.

2. Payment Schedule

A $250 initial deposit per traveler is required at registration to reserve your spot. Once your enrollment form is submitted, you will receive an email confirmation with instructions on how to make this deposit payment. Your reservation will be considered “on hold” until the deposit is received, after which your spot will be officially reserved.
When the minimum group size is reached, the tour will be confirmed, and travelers will receive an email with payment instructions and guidance to purchase international flights.
Final payment of the remaining tour balance (total cost minus the initial $250 deposit) is due within two weeks after confirmation, but no later than January 18th, 2026 — whichever comes first. Your reservation becomes official once the final payment is received in full.
Failure to pay by the stated deadline may result in cancellation of your reservation subject to the Cancellation & Refund Policy

3. Cancellations & Refunds

All cancellation requests must be submitted in writing via email to info@iberianxperiences.com and are considered effective only upon written acknowledgment of receipt by IberianXperiences LLC.

3.1 Cancellation by IberianXperiences

If the minimum number of travelers is not reached by January 5, 2026, IberianXperiences LLC may cancel the tour.
In such case, all payments, including deposits, will be refunded in full.

3.2 Cancellation by Traveler

Refunds for traveler cancellations will be processed according to the following schedule:

Cancellation Date	Refund to Traveler
Through January 5, 2026	100% refund
January 6 – January 18, 2026	Full refund minus $250 deposit and $50 administrative fee
January 19 – February 18, 2026	70% refund minus $100 administrative fee
February 19 – March 10, 2026	25% refund minus $100 administrative fee
After March 10, 2026	No refund will be provided

3.3 Force Majeure and Extraordinary Circumstances

In the event of documented medical emergencies, natural disasters, political instability, airline disruption, or other force-majeure events, IberianXperiences LLC may, at its sole discretion, offer a partial refund or future travel credit toward another program.

3.4 Non-Refundable Services

Because all arrangements are confirmed and prepaid in advance, services or activities that have been fully booked, such as hotels, entrance tickets, or guided excursions, may be non-refundable.

4. Traveler Responsibilities

Travelers are responsible for obtaining valid passports, visas, and any required entry documentation.
The name on each reservation must match the traveler’s passport.
Participants must comply with local laws, customs, and health regulations in all destinations.
IberianXperiences LLC may remove any traveler whose behavior is unsafe, disruptive, or detrimental to the group experience.
Each traveler will be assigned a personal audio headset for use during guided tours. A $50 replacement fee will be charged for any lost, damaged, or unreturned headset.
The Company is not responsible for loss, injury, or additional expenses resulting from causes beyond our control (including weather, illness, strikes, political unrest, or transportation delays).

5. Health & Fitness

By enrolling, participants certify they are in good health and able to participate in group travel activities.
Medical conditions, mobility limitations, or dietary restrictions must be disclosed at registration.
Travelers are responsible for bringing and managing personal medications.
IberianXperiences LLC is not liable for medical costs incurred during travel.
Comprehensive travel insurance is strongly recommended.

6. Itinerary Adjustments

The Company may modify the itinerary, activities, or accommodations due to weather, local closures, strikes, transportation issues, or other circumstances beyond our control.
When substitutions occur, comparable alternatives of equal value and interest will be provided whenever possible.

7. Pricing & Currency

All prices are quoted in U.S. Dollars (USD).
To account for currency exchange fees, all tour prices are based on an exchange rate of $1.20 USD per €1.00.
If the Euro exchange rate exceeds this threshold at the time of departure, a pro-rated currency adjustment fee may apply.
Pricing and inclusions are subject to change prior to final payment.

8. Liability & Assumption of Risk

IberianXperiences LLC acts solely as an independent tour operator and is not responsible for acts or omissions of third-party providers (hotels, transportation, guides, restaurants).
Travelers participate in all activities at their own risk. By registering, participants agree to release and hold harmless IberianXperiences LLC, its owners, agents, and affiliates from liability for loss, injury, accident, or delay arising from causes beyond its control.
The Company is not responsible for additional expenses or losses due to force majeure (including but not limited to natural disasters, pandemics, political unrest, or government restrictions).

9. Travel Insurance

Comprehensive travel insurance is strongly recommended for all participants.
Coverage should include trip cancellation/interruption, medical emergencies, evacuation, and baggage loss or delay.
Travelers are responsible for purchasing and managing their own insurance coverage.

10. Communications & Documentation

Official communications, updates, and confirmations will be sent by email to the address provided during registration.
Travelers are responsible for reviewing communications promptly and ensuring IberianXperiences LLC has up-to-date contact information.

⚖️ 11. Governing Law & Venue

These Terms & Conditions, and any dispute, claim, or controversy arising out of or relating to this tour, your participation in it, or any services provided by IberianXperiences LLC, shall be governed by and construed in accordance with the laws of the State of Ohio, without regard to its conflict-of-laws principles.

Any legal action or proceeding arising out of or relating to these Terms & Conditions or the services provided by IberianXperiences LLC shall be brought exclusively in the state courts located in Hamilton County, Ohio, or in the United States District Court for the Southern District of Ohio, and the parties hereby consent to the personal jurisdiction and venue of such courts.

The parties agree that this forum selection is mandatory and not permissive.

12. Acceptance of Terms

Participation in this program constitutes acceptance of all Terms & Conditions stated herein. By submitting your Enrollment Form, you agree to be bound by these terms on behalf of yourself and any accompanying travelers included in your registration.

IberianXperiences LLC reserves the right to correct typographical or pricing errors and to modify these Terms & Conditions prior to final payment, with notice to all registered participants.