First Arrival LLC Booking Terms & Conditions

Last Updated: February 22, 2026

1. Acceptance of Terms

First Arrival LLC ("First Arrival," "FA," or the "Company") is a sports travel and hospitality company that operates group tours, travel packages, and events under these Booking Terms & Conditions. By registering and paying your deposit as described herein, you confirm that you have read, understood, and agree to these terms, which constitute a legally binding obligation.

By booking a travel experience, event, hospitality program, or related service with First Arrival LLC ("First Arrival," "we," "our," or "us"), you acknowledge that you have read, understood, and agree to these Terms & Conditions.

2. Booking & Payment

Deposits

A non-refundable deposit is required to secure your reservation. The deposit amount will be specified in the travel package or event description. Deposits must be paid within 48 hours of receiving your booking confirmation. Bookings without a deposit within 48 hours will be automatically cancelled.

Payment Schedule

The remaining balance may be paid in installments according to the payment schedule provided at booking. Final payment is due no later than sixty (60) days prior to departure or event date. Reservations made within sixty (60) days of departure or the event require payment in full at the time of booking.

Late Fees

• A $100 fee applies to any payment received after the stated deadline

• Failure to make payments by the stated deadlines may result in cancellation of your reservation.

Change Fees

• Changes requested after final payment: $100 per person per change

• Changes requested less than 30 days before departure: $75 per person per change

• Additional charges from suppliers resulting from booking changes are the responsibility of the guest

Accepted Payment Methods

First Arrival accepts major debit cards, credit cards, and electronic bank transfers.

3. Pricing

All prices are quoted in US dollars (USD) unless otherwise stated.

Package pricing includes only those items specifically listed in the itinerary or package description. Items not listed are not included. International airfare and domestic travel costs are not included unless explicitly stated.

4. Airfare

International and domestic airfare are not included in any First Arrival package unless expressly stated. Travelers are responsible for booking and managing their own flights. First Arrival can provide flight selection guidance upon request.

5. Cancellations & Transfers

All deposits and payments made to First Arrival are non-refundable regardless of when cancellation is requested. This policy applies in all circumstances including personal injury, illness, race cancellation by the organizer, or any other reason.

Cancellation Notice

All cancellations must be submitted in writing to concierge@firstarrival.co. Verbal cancellations will not be honored.

Travel Credits

Travelers may request to transfer payments to another First Arrival experience, subject to approval, availability, and applicable pricing differences. Travel credits:

• Have no cash value

• May not be redeemed for cash

• Must be used within twelve (12) months of the original departure date

• May only be applied to another First Arrival experience

Trips may not be transferred to another traveler.

6. Room Occupancy

Single, double, and shared occupancy options may be available depending on the experience.

If a roommate cancels, fails to make payment, or otherwise becomes unable to travel, the remaining traveler is responsible for any resulting increase in occupancy costs. First Arrival will make reasonable efforts to match travelers with preferred roommates but cannot guarantee pairings.

7. Event Changes

Many First Arrival experiences are built around third-party sporting events, races, tournaments, festivals, hospitality programs, and cultural experiences. Dates, venues, schedules, participant requirements, and event formats may change without notice. First Arrival is not responsible for changes, postponements, cancellations, or modifications made by event organizers.

8. Travel Documents

Travelers are responsible for obtaining and maintaining all required travel documents including passports, visas, vaccination records, and entry requirements for all countries to be visited. First Arrival will provide guidance on visa requirements and entry processes specific to your destination as part of your travel package. However, it remains the traveler's sole responsibility to ensure all documents are obtained, valid, and compliant prior to departure. First Arrival is not responsible for costs, delays, or trip disruptions resulting from a traveler's failure to meet entry requirements.

9. Travel Insurance

Travel insurance is not included in any First Arrival experience. We strongly recommend comprehensive travel insurance covering trip cancellation, trip interruption, medical expenses, emergency evacuation, baggage loss, and participation in athletic or recreational activities. First Arrival is not liable for any financial losses that could have been covered by travel insurance.

10. Health & Medical Responsibility

Travelers are responsible for ensuring they are physically and medically capable of participating in their selected experience. Please consult a physician before booking any experience that involves significant physical activity. Guests are solely responsible for all medical expenses incurred during their trip including but not limited to:

• Hospital treatment and physician services

• Emergency transportation and medical evacuation

• Prescription medications

• Rehabilitation services

First Arrival is not liable for any medical costs incurred while participating in a First Arrival experience or event.

11. Physical Activities & Assumption of Risk

Certain experiences may involve physical activity, including but not limited to:

• Running

• Cycling

• Hiking

• Safari excursions

• Water activities

• Recreational sports

Participation is voluntary and undertaken at the traveler's own risk. By booking with First Arrival, travelers acknowledge and accept the risks associated with travel and participation in these activities and release First Arrival LLC, its employees, representatives, officers, and directors from any and all claims, liabilities, or damages arising from participation.

12. Third-Party Suppliers

First Arrival works with hotels, transportation providers, guides, event organizers, restaurants, activity operators, and other third-party suppliers. These suppliers are independent businesses and are not controlled by First Arrival. First Arrival takes reasonable care in selecting qualified suppliers but is not responsible for the acts, omissions, delays, cancellations, or service failures of third-party suppliers.

Hotel room types are subject to availability at time of check-in. First Arrival will make reasonable efforts to honor requested room types but reserves the right to adjust where necessary. Any reduction in room type will be accompanied by a complimentary upgrade or partial refund of the difference.

13. Force Majeure

First Arrival is not liable for cancellations, delays, or modifications resulting from circumstances beyond our reasonable control including but not limited to acts of God, pandemic, epidemic, natural disasters, government action, political unrest, acts of war or terrorism, border closures, transportation disruptions, or any other cause outside First Arrival's control. No refunds will be issued for force majeure cancellations unless expressly authorized by First Arrival. First Arrival strongly recommends comprehensive travel insurance for all guests.

14. Photography & Marketing

During First Arrival experiences and events, photographs and video may be captured for marketing and promotional purposes. By participating, travelers and event clients grant First Arrival LLC unlimited, royalty-free, worldwide, and perpetual permission to use photographs, videos, and recordings that include their likeness for any legitimate marketing or promotional purpose. No compensation will be provided for such use.

You may opt out of image use by notifying First Arrival in writing at concierge@firstarrival.co before your departure or event date.

15. Privacy

Personal information collected during the booking process is used solely for the purpose of delivering your travel package or event and communicating with you about your booking. First Arrival does not sell or share your personal data with third parties except as required to deliver your package services. You consent to receive communications related to your booking and may opt out of marketing communications at any time by contacting concierge@firstarrival.co.

16. Limitation of Liability

To the fullest extent permitted by law, First Arrival shall not be liable for any indirect, incidental, consequential, special, or punitive damages arising from participation in any experience. First Arrival's maximum liability shall not exceed the amount paid by the traveler or client directly to First Arrival for the applicable experience.

17. Minimum Age Requirement

Travelers must be at least eighteen (18) years of age to book or participate in a First Arrival experience unless otherwise approved in writing.

18. Governing Law

These Terms & Conditions shall be governed by and construed in accordance with the laws of the State of New York.

19. Dispute Resolution

The parties agree to first attempt to resolve disputes through good-faith negotiation. If a dispute cannot be resolved through negotiation, the parties agree to participate in mediation before pursuing legal action. If mediation is unsuccessful, disputes shall be resolved in the courts of the State of New York.

20. Modifications

First Arrival reserves the right to update these Terms & Conditions at any time. Updated versions will be posted on our website and become effective upon publication.  It is your responsibility to review these terms prior to booking.

21. Entire Agreement

These Booking Terms & Conditions constitute the entire agreement between you and First Arrival LLC relating to your travel package, event, or service and supersede all prior communications, representations, or agreements whether oral or written.

ACKNOWLEDGMENT

By submitting a booking deposit or signing a service agreement with First Arrival LLC, you confirm that you are at least 18 years of age, have the legal authority to enter into this agreement, and have read, understood, and agreed to all terms and conditions set forth herein.