Ready-to-Use Tour Guide Services Contract Template
This tour guide services contract template helps clients and professional guides record the scope of a guided tour, itinerary, fees, payment schedule, cancellation rules, safety duties and liability arrangements. It can be adapted for private, group, walking, cultural or excursion-based tours.
A tour guide services contract sets out the terms under which a guide will provide information, accompaniment and itinerary-related services to a client or group. A written agreement helps both parties confirm the date, route, fee, meeting point and expected standard of service. It can also reduce misunderstandings about cancellations, expenses, safety and changes to the itinerary. This template is suitable for adapting to private tours, group tours, walking tours and cultural excursions.
Purpose of a Tour Guide Contract
The contract identifies the service provider and the client, then describes the guided activity with enough detail for both parties to understand what has been booked. It should state whether the guide is acting independently or on behalf of a tour operator.
Clear terms are particularly useful where a tour involves transport, entrance tickets, multiple locations, large groups or specific accessibility requirements. They create a written record that can be consulted if plans change.
Who may use this template?
This model can be used by self-employed guides, tourism businesses, travel organisers and clients booking guided visits. Where an agency is involved, the agreement should clarify whether the agency or the individual guide is responsible for each obligation.
Key Details to Include
Provide a precise description of the tour, including its date, start and end times, meeting place, destination, approximate duration and maximum number of participants. Include the language in which the service will be delivered and any agreed special requirements.
| Document field | Purpose | Frequent error |
|---|---|---|
| Tour date and time | Confirms when the service begins and ends | Stating a date without a meeting time |
| Itinerary | Defines the planned locations and activities | Using an overly vague description |
| Fee and payment date | Sets the total price, deposit and balance | Failing to specify taxes or currency |
| Cancellation terms | Explains refunds and cancellation charges | Not covering cancellations caused by weather |
| Included expenses | Clarifies tickets, transport and meals | Assuming these costs are included |
Fees, Expenses and Payment
The agreement should state the total fee, the currency, any deposit, the payment method and the deadline for payment. If the price is calculated per person, per hour or per group, this basis should be expressly stated.
Expenses and third-party charges
Specify whether admission tickets, local transport, meals, equipment, gratuities and taxes are included in the price. If the client must pay a third party directly, the contract should say so to avoid disputes at the meeting point or venue.
- Identify the total service fee and the applicable currency.
- State whether a deposit is required and whether it is refundable.
- List costs included in the agreed price.
- List expenses that participants must pay separately.
- Record the accepted payment method and payment deadline.
Editable template
Document template
TOUR GUIDE SERVICES CONTRACT
Place: ____________________ Date: ____________________
This Tour Guide Services Contract (the “Agreement”) is made between:
Tour Guide / Service Provider: ____________________
Address: ____________________
Telephone / Email: ____________________
Licence or Registration Number, if applicable: ____________________
and
Client / Booking Party: ____________________
Address: ____________________
Telephone / Email: ____________________
The parties agree as follows:
| Item | Agreed details |
|---|---|
| Tour title / concept | ____________________ |
| Tour date | ____________________ |
| Start time and estimated end time | ____________________ |
| Meeting point | ____________________ |
| Itinerary / locations | ____________________ |
| Number of participants | ____________________ |
| Language of service | ____________________ |
| Total fee and currency | ____________________ |
| Deposit and payment deadline | ____________________ |
| Included and excluded expenses | ____________________ |
- Services. The Tour Guide shall provide guided tour services according to the details set out in this Agreement. Reasonable changes may be made where necessary due to safety, weather, closures, traffic, or circumstances beyond the Tour Guide's reasonable control.
- Payment. The Client shall pay the agreed total fee of ____________________ no later than ____________________. Any deposit of ____________________ shall be paid by ____________________.
- Expenses. The fee includes: ____________________. The Client or participants shall separately pay: ____________________.
- Client responsibilities. The Client shall ensure that participants arrive at the meeting point on time, follow reasonable safety instructions, and provide relevant accessibility or mobility information before the tour where appropriate.
- Cancellation. If the Client cancels, the following terms apply: ____________________. If the Tour Guide cancels for reasons not caused by force majeure, the parties shall arrange: ____________________.
- Safety and liability. The Tour Guide shall perform the services with reasonable skill and care. Nothing in this Agreement excludes liability to the extent that such exclusion is prohibited by applicable law.
- Governing law. This Agreement shall be governed by the laws of ____________________, and any dispute shall be handled by the competent courts or authorities of ____________________.
By signing below, the parties confirm that they have read and accepted this Agreement.
Tour Guide / Service Provider Signature: ____________________
Name: ____________________
Date: ____________________
Client / Authorized Representative Signature: ____________________
Name: ____________________
Date: ____________________
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Changes, Cancellations and Force Majeure
A practical agreement explains what happens if the client cancels, arrives late or requests a different route. It should also allow reasonable itinerary changes where safety, closures, traffic, weather or operational conditions make the original plan impracticable.
Include a force majeure clause for events outside either party's reasonable control, such as severe weather, public emergencies, transport disruption or official site closures. The clause should address whether the service will be rescheduled, substituted or refunded.
Use a cancellation schedule with clear notice periods and exact refund percentages, rather than relying on informal verbal arrangements.
Safety, Conduct and Liability
The guide should commit to delivering the service with reasonable skill and care, while participants should agree to follow lawful safety instructions and disclose relevant mobility, medical or accessibility needs where appropriate. A guide should not promise conditions that cannot be controlled, such as weather, crowd levels or the availability of third-party attractions.
Liability provisions must be reasonable and comply with applicable consumer, negligence and tourism laws. Do not use a contract clause to exclude liability where exclusion is prohibited by law.
- Confirm the meeting point and arrival time before the tour date.
- Review participant numbers, ages and relevant accessibility needs.
- Confirm tickets, transport and any additional expenses.
- Keep a signed or electronically accepted copy of the agreement.
Frequently Asked Questions
Can a tour guide charge a non-refundable deposit?
Often, a deposit can be retained if this is clearly stated and the term is lawful and fair in the applicable jurisdiction. The amount and circumstances for retention should be transparent before booking.
Should the contract include an itinerary?
Yes. An itinerary, even a brief one, helps define the scope of the service and makes it easier to manage changes caused by closures, weather or participant delays.
Does a guide need insurance?
Insurance requirements vary by country, region and type of activity. Guides should check local licensing, public liability and professional insurance requirements before providing services.