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Booking Terms and Conditions

Last updated: 28 July 2022

 

Deposits

A deposit of $500 per person is required to secure your booking. This deposit is non-refundable, however it can be transferred to any other departure date or trip, providing your request to transfer is received in writing prior to 90 days from your booked trip departure. If you cancel prior to 90 days from your booked trip departure, your deposit will be held as a credit which you can use towards the balance of any future trip. Alternatively, this credit can be gifted to another person, nominated by you, for any new booking (a maximum of $500 per nominated person).

Trip Balance

You agree to pay the outstanding balance shown on your invoice (including any additional items) no later than 90 days prior to the departure date of your booked trip. For bookings within 90 days prior to the departure date of your booked trip, the full balance (including any additional items) is required within 48 hours of booking confirmation. Failure to pay the outstanding balance by the specified due date may result in your booking being cancelled and your deposit, and any other funds paid, being forfeited in full.

Payments

We accept ACH payments, personal checks (USD funds made payable to Austin Adventures), and most credit cards for deposit and trip balance payments. We do not accept American Express. When using a credit card for your trip balance, a 2% fee applies. This fee does not apply to deposits paid by credit card.

Pay in Full, Lock in Your Rate

We often publish our prices more than a year in advance. Between that time and the time of the trip’s actual departure, we are occasionally faced with significant cost increases that we cannot absorb (i.e., foreign currency fluctuations, fuel surcharges, or increases in cost of services). In the event of any significant change in such costs beyond our control, we reserve the right to surcharge passengers to cover such unexpected costs. Travelers who pay in full at the time of booking are exempt from any additional future surcharges. 

CANCELATION

The following conditions apply, depending on whether a cancelation is made “by you”, “by us”, or “by force majeure”:

BY YOU

In the event you need to cancel your trip, the following cancellation charges will apply:

  • Cancelation 91 days before trip departure: Full trip payment refunded, less deposit
  • Cancelation 90-61 days before trip departure: 50% of trip payment refunded. 50% forfeit.
  • Cancelation 60-0 days before trip departure: 100% forfeit.

A cancelation “by you” will take effect from the date we receive notice in writing. No refunds will be provided in the event of voluntary or involuntary early departure from a trip.  No refunds will be given for missed or unused services including, but not limited to, accommodation, activities and meals.  We strongly recommend travel insurance which covers cancelation.

BY US

We are occasionally required to cancel a trip at any time prior to departure for reasons beyond our control, including when the minimum number of guests required to operate a trip is not reached.  If your trip is cancelled, you are welcome to transfer to an alternate departure for no additional fee, or transfer to an alternative trip (subject to any difference in price), or opt for a full refund.

BY FORCE MAJEURE

In circumstances where a cancelation is necessary due to any conditions or event beyond our control including, but not limited to, natural events, pandemics, border restrictions, terrorism or political instability, we will endeavor to transfer your booking to an alternative departure or trip, or we will offer a trip credit to use towards the balance of any new booking.

All credits and refunds resulting from cancelation for any reason will be less any non-refundable expenses incurred by us.  If your booking is changed or transferred for any reason, the booking Terms and Conditions in effect on the date your new booking is made will apply.  We are not responsible for any additional expenses you may incur as a result of your booking being cancelled or changed including, but not limited to, visas, vaccinations, medical expenses, clothing, equipment, testing, quarantine, travel insurance excess or flights.

CHANGE OF TRIP OR DEPARTURE DATE

You are welcome to change your trip and/or departure date, subject to availability, at any time prior to 90 days before the departure date of your booked trip.  The following conditions apply:

  • First change (trip and/or departure): No charge
  • Second and subsequent changes: $300 per guest per change
  • New trip pricing (where applicable) will apply for all changes

A change of trip and/or departure will take effect from the date we receive notice in writing. We strongly recommend travel insurance which covers cancelation and change penalties.

All credits and refunds resulting from a change of trip and/or departure for any reason will be less any non-refundable expenses incurred by us.  If your booking is changed or transferred for any reason, the booking Terms and Conditions in effect on the date your new booking is made will apply.  We are not responsible for any additional expenses you may incur as a result of any changes to your booking including, but not limited to, visas, vaccinations, medical expenses, clothing, equipment, testing, quarantine, credit card fees, travel insurance or flights.

 

OFFERS AND DISCOUNTS

One offer or discount can be applied per person, per trip departure, at time of booking only and cannot be retrospectively applied.  Discounts and offers cannot be combined unless otherwise stated or agreed to, including, but not limited to, loyalty dollars, Travel Vouchers, repeat customer discounts, and ongoing and limited time offers.

TRIP DIRECTION

During busy times, we may operate simultaneous departures whereby some trips travel in the opposite direction to the stated itinerary.  All reverse trips are run as per the itinerary, following the itinerary backwards.

TRAVEL INSURANCE

Travel insurance is required to participate in our trips.  Your insurance plan should include full medical cover, emergency evacuation and emergency repatriation. You should also ensure you’re covered for trip cancellation and have protection for any other issues including, but not limited to, flight cancellations or delays, loss of luggage and personal effects, and theft. Our Travel Insurance page outlines the requirements in more detail along with policy suggestions.

We will not allow you to participate in our trips to Latin and South America without adequate travel insurance.  You are required to add your travel insurance information to your Travel Wallet by no later than 90 days prior to departure. If this information is not provided, we reserve the right to cancel your booking and standard cancellation policies will apply.

COVID-19 PROOF OF VACCINATION AND TESTING

  • For trips in the United States:Vaccination is not required.  All guests must adhere to the current Centers for Disease Control and Prevention (CDC) regulations and guidelines, which can be found here: https://www.cdc.gov/coronavirus/2019-ncov/travelers/travel-during-covid19.html. 
  • For all International trips (all destinations except the United States): All guests aged 13 years and above must be fully vaccinated against COVID-19 at least fourteen (14) days prior to the commencement of travel.  
    • We accept vaccines authorized or recognized by the World Health Organization (WHO), Centers for Disease Control (CDC), European Centre for Disease Prevention and Control (ECDC).  
    • Adults who cannot be vaccinated due to valid medical exemptions will need to provide a negative COVID-19 test result (official paper or official electronic record) showing the test was carried out no later than 72 hours before the trip starts.  Testing must be performed by an approved entity
    • Proof of full COVID-19 vaccination or negative test (where applicable) must be provided prior to the start of your trip (only official vaccination card or electronic record will be accepted). 
    • Proof of Vaccination or Negative Test must include identifying information (full name), as well as the vaccination or the test dates.  
    • Proof of Vaccination must demonstrate the final dose of the vaccine was administered at least fourteen (14) days prior to the commencement of your trip. 
    • You will be required to upload Proof of Vaccination into your Travel Wallet prior to departure. 
    • If Proof of Vaccination or a Negative Test is not produced at the commencement of travel with us, you will not be allowed to travel. You will not be eligible to receive a refund of any sums paid to us if this occurs.   
    • Guests must comply with any additional vaccination or testing requirements and/or additional health and safety measures that are required to travel in their chosen destination. We recommend using CIBT for up-to-date requirements.  
    • We do not grant any exceptions to this vaccination and testing policy.

To read more about our COVID-19 policies and Frequently Asked Questions, click here.

PARTICIPATION AGREEMENT

I have carefully read the terms and conditions stated in these pages. In consideration for the right to participate in the Program (Austin Adventures itinerary), I agree as follows:

STATEMENT OF UNDERSTANDING

Although Austin Adventures has made reasonable efforts to assure my safety while participating in the Program and activities offered as a part of the Program, I understand that there are certain risks, dangers, and hazards that are inherent to participation in the Program. These include, but are not limited to, physical and mental fatigue; slips, falls, and collisions; encounters with wild animals and varied terrain; altitude-related illness; changing weather conditions; acts or omissions of the public or other Program participants; accident or illness in remote areas without the possibility of immediate evacuation or availability of medical supplies or facilities; and accidents occurring during travel associated with the Program. Encountering these risks, dangers, and hazards could result in physical injuries, death or damage to personal property. I understand that it is impossible for Austin Adventures to list in this Agreement every inherent risk, danger, or hazard associated with participating in the Program. I understand and appreciate, however, that I may encounter these, and other inherent risks, dangers, and hazards not specifically listed in this Agreement at any time during the Program. I also understand that the Program may include a Free Day, Free Morning, or Free Afternoon. Any activities not included in the Program on such Free days are undertaken solely at my own risk and Austin Adventures, its guides or any other representatives are not liable or responsible for my actions. 
You understand that due to the nature of the activities undertaken, during some of the itineraries (e.g. the African bush) your local guides will be armed (with gun(s)) for your safety. 

ASSUMPTION OF RISK

I accept and assume all of the inherent risks, dangers, and hazards associated with participating in the Program, whether known or unknown, including those specifically identified above. I am voluntarily participating in the Program with knowledge of the dangers involved.  I therefore release and discharge Austin Adventures and its owners, employees, subcontracted activity and service providers, and business partners from liability for bodily injury, death, property damage or theft, and any of the consequences thereof, arising from my participation in the trip. I enter into this release of liability on behalf of myself, and those members of my party who are under 18. I certify that I am the parent or guardian of any such minors.

COVID-19

As a Traveler during the COVID-19 Pandemic, I am aware that COVID-19 is a deadly and highly transmissible disease, and that the virus is transmitted primarily through personal contact.  I am further aware that I could be an unwitting carrier of the disease and transmit it to others in my vicinity if proper precautions are not taken.  I therefore agree to follow all COVID-19 health and safety protocols and policies implemented by Austin Adventures, at all times during my travels, including Austin Adventures policies related to the COVID-19 Vaccine and Testing, as well as the protocols, policies, laws, rules, regulations and mandates promulgated by any local or national jurisdiction that I will travel to.  I do hereby acknowledge and accept the risk posed to my person and to third parties associated with traveling during the continuing COVID-19 pandemic, and I waive any claim I may have against Austin Adventures and release Austin Adventures and its employees, officers, directors, and agents from any and all claims that may vest in myself or my estate which may arise out of my travel with Austin Adventures in relation to the COVID-19 pandemic, including, but not limited to, my infection or transmission of the disease.  In the event that I provide false information to Austin Adventures related to my Vaccination or Testing status, I waive any claim or defense I may otherwise have related to any harm or damages caused by, related to, or arising out of the provision of such false information, and do agree to indemnify and release Austin Adventures, its employees, officers, directors, and agents from any and all claims that may arise out of the same.  I do furthermore waive any claim or defense I may otherwise have related to any harm or damages caused by, related to, or arising out of my failure to comply with COVID-19 health and safety policies, protocols, laws, rules, regulations and mandates promulgated by Austin Adventures, any local or national government, or any third party vendor in association with Austin Adventures, and do agree to indemnify and release Austin Adventures, its employees, officers, directors, and agents from any and all claims that may arise out of the same.   

RESPONSIBILITY FOR CONDUCT

I accept and assume responsibility for my own negligent or reckless conduct while participating in the Program. I understand that Austin Adventures accepts and assumes responsibility for its own negligent or reckless conduct. I also understand that Austin Adventures has advised me to purchase trip insurance.  I acknowledge that Austin Adventures can cancel my trip at any time at my expense if I do not adhere to the guides’ instructions or if I’m behaving in a manner that could affect the health, safety or wellbeing of others on the trip.

FITNESS TO PARTICIPATE

I have reviewed the trip itinerary/description and have sought and obtained any further clarification that may have been required to ascertain the physical and mental requirements for completing the trip and I confirm that I meet those requirements, and that I will notify Austin Adventures immediately if I that situation should change either prior to or at any time during the trip. I also acknowledge that Austin Adventures may cancel my trip at any time or exclude me from any activity if it becomes apparent to Austin Adventures, any of its guides, or any contractor responsible for providing any aspects of a trip or activity, at any time prior to or during the trip/activity, that I am likely to be unable to complete the trip/activity without undue risk to the health of myself or others, at the complete discretion of Austin Adventures. Austin Adventures recommends that I consult with a physician before participating in the Program. It is my own responsibility to determine whether the Program is suitable for me.

ALCOHOL AND DRUGS

For my own and others’ safety, I agree to adhere to Austin Adventures’ rules regarding the consumption of alcohol. This means consuming no more than a maximum of one (1) alcoholic drink during days where adventure activities are included in the Program and observing a minimum stand down of eight (8) hours in the event more than two (2) alcoholic beverages are consumed (for example, overnight rest following evening alcohol consumption) before participating in adventures activities. I agree not to consume or engage in any drug-taking while participating in the Program.

EQUIPMENT

Austin Adventures may provide me with equipment for my use during the Program. Austin Adventures checks this equipment before each tour; however, I am responsible for checking the equipment upon receipt, as well as alerting tour leaders of any change in the condition of the equipment that may occur during my use. I understand that I am in exclusive control of any such equipment once Austin Adventures provides it to me.
I acknowledge that I have read the gear list, I agree to adhere to the recommendations, and I will carry or wear what is suggested by the guides throughout the trip and during any activity.

CONSENT TO FIRST AID

I provide consent, should the need arise, for my Austin Adventures guide to administer First Aid to me and any minors traveling with me.  I fully release, indemnify and hold harmless Austin Adventures from any and all actions, and any and all claims, for damages whatsoever which may hereafter arise as a result of any first aid, treatment in response to a set of signs or symptoms and/or the administration of any medication in response to a medical, implied consent or emergency situation that involves myself or any minors traveling with me.

HEALTH & SAFETY

I agree to adhere to Austin Adventures’ health and safety measuresI also agree to disclose any pre-existing medical condition and/or physical or mental condition, disability or injury.   

PHOTOGRAPHS AND FILMING

Austin Adventures reserves the right to take photographs/videos of me during the Program. I agree Austin Adventures may use any such photographs or videos for business purposes without payment or other consideration.

PROGRAM CHANGES

Austin Adventures strives to maintain the Program as originally advertised. On occasion, conditions beyond the control of Austin Adventures may necessitate changes, modifications, or alterations to the Program’s itinerary; the substitution of accommodations; or the omission or substitution of specific advertised activities. Austin Adventures may make such decisions in its sole discretion and is not responsible or liable for any expenses or losses that may result from those decisions. Austin Adventures additionally reserves the right to restrict participation in any activity associated with the Program in the event it determines that participation may affect, impede, or endanger the participant’s welfare, or the welfare or enjoyment of another participant or guide.  Austin Adventures is not responsible for any losses or costs that may result from exercising this right.

TRIP RESERVATION AND DETAILS

My payment of the required reservation fee and signature of this participation agreement constitutes consent to all the provisions of the “Trip Reservation and Details” information including the itinerary and to those contained in this Agreement. Austin Adventures provides no warranty, representation or terms and conditions regarding the Program other than those specifically stated in this Agreement.  I acknowledge that Austin Adventures is the tour operator and I have no contract or agreement with any other person or company.

GOVERNING LAW AND FORUM SELECTION

This Agreement is governed in all respects by the laws of the State of Montana, which is the state in which Austin Adventures’ parent companies are headquartered. Any claim or dispute related to the subject matter of this Agreement must be resolved exclusively by a state or federal court located in the State of Montana.

Austin Adventures reserves the right to unilaterally assign this Agreement to Active Adventures in the event that the booking covered by these Terms and Conditions includes travel to any destination outside of North America. In such case, Austin Adventures may assign this Agreement and all funds collected hereunder to Active Adventures, without notice to you, and in such event, this Agreement shall be governed, construed and enforced in accordance with the laws of New Zealand.

PRIVACY

Austin Adventures acknowledges the privacy and data protection obligations it owes to its guests under the EU General Data Protection Regulation (“GDPR”), effective 25 May 2018.  These updated obligations are expressed in Austin Adventures’ Privacy Policy.

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