Sedona Wine and Vortex Tours - Policies

DRINKING, GETTING SICK, NUMERO UNO 

We kindly ask that you avoid getting sick in our tour vehicles. If you or a member of your party vomits in the vehicle, you agree to cover the full cost of professional cleaning and any necessary repairs or replacements, up to $2,000, to restore the vehicle to its prior condition. While this has never happened, there have been a few close calls.

The best way to avoid this is to know your alcohol tolerance and stay well within it. If you're not feeling well, we encourage you to stay home and rest. For wine tours, please do not begin the tour already under the influence. Save your appetite for the tastings and enjoy responsibly as we visit each venue. Remember: it's a "wine tasting" tour, not a "wine guzzling" tour. We reserve the right to end any tour without refund if a guest begins in an inebriated state or over-consumes along the way.

We want you to relax, be yourself, and have a fantastic experience—but we must also protect the integrity of our service and the comfort of future guests. Thank you for understanding.

Additionally, no open containers of alcohol or other beverages are allowed in the vehicle. We provide bottled water, and ask that no food or snacks be consumed during the ride to help us maintain a clean and comfortable environment for everyone.

TOUR RATES AND PRICING: 

We are a fully custom, boutique tour company, offering the flexibility to adjust itineraries based on your preferences during the tour. To keep our pricing straightforward for both you and our business, we follow a simple approach:

Our rates cover guide and transportation services only. Guests are responsible for any additional costs they incur during the tour, including food and wine. Entry fees are rare but may apply in some locations. Guests can often receive tour company discounts at establishments that we visit.

We’ve chosen this pricing model to avoid adding unnecessary overhead and to keep tour rates affordable. The cost of wine and food in our area is typically reasonable, and by allowing you to pay directly, we avoid having to increase the price of our tours.

FACILITATION: 

While we don’t cover these additional costs, we are happy to facilitate your experience at each venue, ensuring everything runs smoothly so you can focus on enjoying your time with friends and loved ones.

UNANNOUNCED ADDITIONAL GUESTS: 

Your reservation is valid only for the number of guests specified at the time of booking. Adding unannounced or unauthorized guests to your tour without prior approval is not permitted and may result in cancellation of the tour at our sole discretion without refund.

If additional guests are present at pickup and you wish to proceed with the tour, each unannounced guest will be charged an additional fee of $125—payable immediately upon pickup via cash or electronic payment (e.g., Venmo, Zelle, Cash App). This fee helps offset the surprise impact on seating logistics, time management, guest experience, and vehicle wear, and compensates for the fact that your tour rate is based on a private, prearranged booking—not a per-head rate like public group tours. The tour will depart only once payment has been confirmed. Guests who are unable or unwilling to comply with this policy at the time of pickup will forfeit their tour and no refund will be given.

We base our tour preparation—including seating, timing, and logistics—on the guest count provided. Please contact us in advance if you wish to include additional guests so we can confirm availability and adjust the tour details accordingly.

CANCELLATIONS/REFUNDS/RESCHEDULING:

At our boutique tour company, each reservation is highly valued. As a low-volume provider, cancellations and last-minute changes significantly impact our ability to manage scheduling and revenue. To ensure smooth operations, we maintain the following policies:

• Refunds are only issued for cancellations that fully comply with our policy. Any exceptions are granted solely at our discretion.
• Guests are responsible for reviewing our policies in advance. We make them publicly available for this reason.

General Tour Cancellations: To receive a full refund, cancellations must be made at least 72 hours before the scheduled tour.

Rescheduling (General Tours): Requests to reschedule made within 72 hours of the tour are subject to availability. If no suitable date is found, no refund will be issued. Only one rescheduling request is allowed per booking.

Rescheduled Tours: All rescheduled tours remain subject to the original 72-hour cancellation policy. If a rescheduled tour is canceled or no suitable new date is available, no refund will be given.

Group Tours (8–14 Guests): For group tours requiring more than one vehicle, a pickup location (such as an Airbnb) must be confirmed prior to the day of the tour. If not provided, the tour will be canceled without refund.

Group Tour Exception: For 8–14 passenger groups, a minimum of 72 hours' notice is required for cancellation or rescheduling. Cancellations made within 72 hours will receive a 50% refund; cancellations within 48 hours are non-refundable.

Important Notice About Cancellations & Rescheduling: All cancellation or rescheduling requests must be made by phone during business hours (Mon–Fri, 9:00 AM–5:00 PM, Arizona time) by calling 928-295-5275. If we are unavailable, please leave a voicemail—your voicemail timestamp will serve as your official notification time.

🚫 ADDITIONALLY: Requests via email, text, or social media are not accepted. We are often in the field without internet or cell reception, so we cannot guarantee timely receipt of messages sent via non-voice channels. This policy ensures fair notice and allows us a reasonable chance to rebook your tour slot.

SATISFACTION POLICY:

While the vast majority of our guests love their experience with us, we do not offer a satisfaction-based refund policy. Every tour is the result of thoughtful planning, personal engagement, and years of experience. If we deliver the service as promised, refunds will not be issued based solely on personal preference or subjective expectations. That said, we are always open to hearing your feedback, and any refund consideration will be at our sole discretion.

WINERY AND WINE TASTING WAIT TIMES: 

Wine tasting is a very popular activity in the Sedona area, and guests may occasionally experience extended wait times. Most wineries operate at full capacity and do not offer special treatment to tour groups. While we always strive to deliver a seamless experience, wait times are beyond our control. If a location is too busy, we are often able to pivot to another venue with shorter wait times. To improve your chances of a smooth visit, we recommend scheduling your wine tour when demand is typically lower.

SMOKING / VAPING :

Smoking or vaping of any kind is strictly not allowed inside the tour vehicle at any time, or at any of the public places we visit such as vortexes, overlooks or any other places without a dedicated smoking area or where vaping is allowed. This includes all guests and members of the party. 

SCENTS / PERFUMES: 

Out of consideration for others in the close quarters of the tour vehicle, we ask that you please keep perfumes, colognes, and other scented products to a minimum. Some guests (and guides) may be sensitive to strong fragrances, so light or unscented products are appreciated.

HEALTH & ILLNESS POLICY: 

We believe that vaccine status is a private matter and do not require guests to disclose it. However, we ask that any guest who is ill or experiencing symptoms of a contagious illness—including COVID-19, the flu, or conjunctivitis (pink eye)—please stay home. This helps protect our guides and other guests from exposure.

If you’re feeling unwell, please cancel or reschedule your tour. You are welcome to wear a mask during your tour if you wish, but it is not required. We do not require our guides to wear masks.

WEATHER POLICY:

Weather in Sedona and the Verde Valley can change quickly, especially during monsoon season (late July through early September). Though rare, weather conditions may occasionally impact our ability to safely complete some parts of a tour.

We assess weather conditions carefully and will make any necessary adjustments for guest safety and vehicle care. If a scheduled tour feature becomes impractical due to weather (e.g., a vortex hike), we will substitute with a suitable alternative, such as an additional scenic stop or a winery visit. True weather cancellations are rare but will be made at the discretion of the guide based on safety and quality concerns. We appreciate your understanding and flexibility.

PETS: 

While we absolutely understand the bond between people and their pets, we are unable to accommodate animals of any kind on our tours. This policy ensures the safety, comfort, and experience of all guests.

Please note: If you arrive at a public meetup location with a pet and no prior arrangement has been made, the tour will be canceled without refund. This policy is also in place to prevent any risk associated with leaving pets in vehicles unattended, which can pose serious health dangers regardless of weather.

We thank you for your understanding and encourage you to arrange safe care for your pets so you can enjoy your tour without worry.

THIRD ROW SEATING – SAFETY NOTICE: 

Guests seated in the third row of the vehicle are asked to exercise additional care when entering and exiting. Please allow your guide to assist with third-row access to prevent injury or damage to the vehicle interior. When the vehicle is parked, your guide will promptly and safely assist you. Your patience and cooperation are appreciated to ensure everyone's safety and comfort.

PERSONAL RESPONSIBILITY & SAFETY: 

We take pride in maintaining a spotless safety record and are always mindful of potential risks. That said, each adult guest is responsible for their own safety and for the safety of any minor or dependent in their care. Please follow all instructions from your guide—especially in matters related to entering/exiting the vehicle, securing seatbelts, and navigating uneven terrain. Seatbelts are required by law and must be worn any time the vehicle is in motion.

PARKING FEES & ENTRY CHARGES: 

Guests are responsible for any applicable parking or entry fees to locations such as vista points or state parks. These fees are usually nominal, and in many cases, the company may cover fees for the sake of convenience. However, especially for larger groups, you may be asked to reimburse the guide for these charges.

TIPPING POLICY FOR GROUPS: 

Tipping is never required, but always appreciated. For private group tours—especially those involving 6 or more guests—gratuity is customary and greatly valued in recognition of the guide's extended time, energy, and personal attention to your group’s comfort and enjoyment.

If your group enjoys the tour and feels well cared for, a standard gratuity of 15–20% of the total tour cost is considered appropriate. Tips can be provided in cash or via digital payment options.

GROUP CONDUCT & PARTY TOUR POLICY: 

We welcome all types of celebrations—including bachelorette and bachelor groups—as long as they align with the respectful and relaxed tone of our tours. Please note that our company does not offer party bus or "wild and out of control" experiences. We are not a bar-hopping service or a mobile nightclub.

While we want you to have a fun and memorable time, we expect all guests to treat our vehicles, guides, and each other with courtesy and care. Rude, destructive, excessively loud, or disruptive behavior is grounds for immediate termination of the tour without refund.

We also require that the primary booking contact (i.e., the person who made the reservation) remain with the main tour vehicle with the senior guide throughout the experience, so we have a single point of communication for group coordination and accountability.

We’ve had the pleasure of guiding many respectful, joyful groups celebrating special occasions—and we want to continue doing so. Thank you for helping us keep the experience enjoyable and safe for all.

DINING DURING TOURS: 

Guests are responsible for their own food and beverage costs while dining at restaurants or cafes visited during the tour. If your guide joins you during a meal, the tour time continues to run, as your guide remains actively engaged and on duty. While guests occasionally offer to cover the guide's meal as a courtesy, this is never expected and a separate bill is always requested by default. Your generosity is always appreciated but completely optional.

MEDICAL CONDITIONS: 

If you or someone in your group has a medical condition that requires special consideration (e.g., mobility assistance, dietary restrictions, or the use of medical equipment), please let us know at the time of booking or as soon as possible. While we do our best to accommodate a wide range of needs, certain limitations—such as vehicle space or physical terrain—may prevent full accommodation in all circumstances. We will always make every reasonable effort to assist, but due to our inherent limitations as a small company we not be able to accommodate guests with special needs.

We appreciate your understanding and cooperation in helping us provide the best experience for all guests, and to help our company run more smoothly and efficiently Thank you.