Our Policies & Booking Information
For Austin Adventures' policies and information on booking your trip, please see below or speak with one of our adventure consultants.
Call 800.575.1540 or 406.655.4591
To mail your deposit:
PO Box 81025 Billings, MT 59108
Note: We accept MasterCard, Visa and personal checks. Please do not send cash.
Payment is due in full 90 days prior to trip departure and may be paid by check, money order or credit card. Please make all checks payable in US funds. If payments are not received by the due date, we may cancel your reservation.
Austin Adventures accepts the risks of currency fluctuations with regard to the price of the trip and accepts the risk of cost changes of items included in the trip package. We guarantee our trip prices through the calendar year.
After receiving your trip reservation and deposit, we'll send you a pre-departure package that includes general information about the area, a packing list, exercise guidelines, a guest questionnaire and a liability release agreement. Please return the guest questionnaire and liability release agreement immediately.
Room Occupancy, Single Supplements, and Shared Room Assignments
All trip prices are based on double occupancy. Each person over 2 in a room receives a 10% discount (not combinable with other discounts). Single rooms are available for an additional charge, referred to as a "single supplement" in our materials. If you are traveling alone and wish to share a room, we will attempt to find a roommate for you. If we are unable to do so, you will be assessed the customary single supplement.
Note: On Costa Rica programs, a single adult sharing a room with children who receive a special discounted rate will be required to pay a single supplement.
Trip Cancellation Insurance
Austin Adventures offers a guest Travel Protection Plan that offers trip cancellation for medical reasons, travel delay, medical expenses, accidental death, lost baggage and medical evacuation coverage. Please call and speak with one of our adventure consultants if you have specific coverage questions. Since so many guests purchase this plan, as a convenience, the cost is automatically added to your invoice as an option. It’s effective on the day your Travel Protection Plan payment is received by our office. Should you not be interested in our travel protection plan, simply deduct its cost from the trip invoice total at time of final payment.
To view complete coverage information and answers to frequently asked questions please click here.
Cancellations and Refunds
Cancellation 91 days or more before trip departure: Full trip payment less a $100 cancellation/administration fee is refunded.
Cancellation 61 - 90 days before trip departure: Full trip payment less the $500 deposit is refunded.
Cancellation 60 - 31 days before trip departure: 50% of the trip payment is refunded.
Cancellation 0 - 30 days before trip departure: No refund is given.
Cancellation of a trip by Austin Adventures
While Austin Adventures will make every attempt to operate a trip once confirmed, we do reserve the right to cancel a trip, at any time due to insufficient bookings and/or reasons beyond our control that might create unsafe or undesirable travel conditions for the participant. In such case, a full and immediate refund will be issued. However, the financial liability of Austin Adventures shall be limited to the amount paid to Austin Adventures for the land tour only and shall not be extended to cover any other associated travel costs incurred (e.g. nonrefundable air tickets, visa fees if applicable, clothing, equipment, miscellaneous transportation costs, medical expenses, travel insurance premiums, etc.). We reserve the right to refuse acceptance of any participant for any reason at any time. We are not responsible for any additional expenses incurred by such participants.
Trip Cancellations or Changes
Occasionally, a trip cancellation may occur. If we are unable to provide you with another trip that is satisfactory, you will receive a full refund. We are not responsible for additional expenses such as nonrefundable "Advance Purchase" airline tickets. Due to road, weather or other conditions deemed to be unfavorable traveling conditions by Austin Adventures, trip itineraries are subject to change without notice. We reserve the right to refuse acceptance of or retain any participant for any reason at any time. We are not responsible for any additional expenses incurred by such participants.
Unused Services and Changes
No partial refunds will be given for unused hotel rooms, meals, activities, events, tours or trip arrangements for any reason whatsoever. Land Cost is quoted as a package and credits are not given for services not used.
Trip itineraries are subject to change without notice due to road, weather, and other conditions, as deemed necessary by Austin Adventures.
Using your Travel Professional
Your travel professional can help you book your Austin Adventures vacation, as well as pre- and post-trip accommodations, air transportation and all other travel related details. For an agent recommendation, please call one of our adventure consultants at 1-800-575-1540.
Children Traveling with Adults
On family programs, children between ages 7 and 12 will travel at a 10% discount. Children between the ages of 7 and 12 that are the 3rd or greater person in one room receive a 20% discount. On all programs, children between the ages of 13 and 15 that are the 3rd or greater person in one room receive a 10% discount.
Children Traveling Without Parents or Guardians
On all trips, an adult must accompany children 16 years old or younger. A letter of release provided by Austin Adventures and signed by the child's parent or legal guardian is required for all children aged 16 or younger not traveling with their parent or legal guardian.
If you have any special diet needs, we are happy to accommodate them. Please be sure to notify your adventure consultant upon booking.
We can help you plan a custom adventure for your friends, family, or co-workers. Your group can follow one of our pre-designed trips, or we can help you plan a custom adventure. Please call one of our Custom Trip Experts at 800.575.1540 for more information. All custom trip coordinators booking 10 or more people get a trip for free.
Booking Check List
- Choose your trip & departure date
- Purchase cancellation insurance (optional)
- Communicate any dietary needs or special requests
- Pay deposit to your travel agent or Austin Adventures consultant
- Wait for your pre-trip departure package to arrive in the mail