The method of booking and payment for a trip will vary depending on the trip duration and type.
Some trips run on certain dates that are planned by Outdoor Explore. These trips are open for anyone to join (providing they fit the join requirements). Depending on the trip price, you may be required to pay the full amount at the time of the booking. See below for more information
For trips without pre-set dates (on demand) or trips that are not defined on our website (custom), the client is required to contact us first so we can confirm the details of the trip or confirm there is still availability to join the trip. Once we have agreed on a trip cost, we will send you an invoice which can be paid via bank/wire transfer.
For trips less than CAD $1,500 per person, the full amount is required at the time of booking to confirm your place on the trip. Whether paying by credit card or bank transfer, you will not be classed as ‘Confirmed’ until we have received your payment. For trips over CAD $1,500 per person, a deposit of 25% may be required in order to secure your position on the trip. This will be specified in the trip notes. Please note that deposits are non-refundable. The final amount will then be due 60 days before the start of the trip. If booking less than 60 days before the start of the trip, the full amount will be required at the time of booking.
If you wish to change your booking to another trip, please contact us as soon as possible. Switching to a different trip or date is subject to the availability of that new trip and you will be required to pay the difference if the new trip is more expensive. If the new trip is cheaper than your original trip, we will refund you the difference as long as the change happens more than 60 days before the start of the original trip. All changes to bookings must be made by the same person who originally booked the trip, and are subject to a CAD $50 amendment fee. Please note that if any additional services have been booked in conjunction with the original trip, additional fees may be incurred in order to cancel or change those serves, for example, the booking of air transport, hotels, airport connections etc.
We accept Visa, Master Card and American Express
Payment information, including all bank information, will be included in the invoice that we send to you. The invoice will have a ‘Payment Due’ date, which is the time that we expect to receive the payment. Please allow for long bank processing times. A CAD $17 transaction fee will be added to your invoice to cover all incoming bank fees. You are required to cover any transfer fees that your bank may charge.
Cancellations must be made by the same person who initially made the booking. If you are not yet confirmed on the trip then you will be eligible for a full refund. We will email you a notice of confirmation once we have received your payment and added you to our trip participation list. From this point on, you are classed as ‘confirmed’ and will only be eligible for a part refund, depending on the amount of time before the start of the trip. The cancellation date is defined as the date that Outdoor Explore receives your cancellation request. Please see table below for cancellation charges.
|Period before scheduled start of the trip when notice of cancellation is received||Cancellation charge per person as percentage of total booking price|
|Before receiving a ‘Trip Participant Confirmation’ email form Outdoor Explore||Full refund|
|More than 60 days before departure date||Loss of deposit (or 25% of total trip cost if no deposit was taken) unless booking (and deposit) is transferred to a new booking for a different trip.|
|Between 60 and 40 days before departure date (inclusive)||50% of the trip cost|
|Between 39 and 20 days before departure date (inclusive)||75% of the trip cost|
|20 days or less before departure date (or failure to join the trip) (inclusive)||100% of the trip cost|
We reserve the right to cancel your booking or change any of the schedules, services or prices described on website at any time. We will endeavour to advise you of any changes known at the time of booking.
If Outdoor Explore makes a change prior to the start date of the trip, we will email each trip participant to inform them of the change. If this change causes you to no longer participate in the trip, then a full refund will be given as long as we receive a cancellation request from you specifically referring to the change we made. The cancellation request must be received by us at most 10 days from the date of the change.
If Outdoor Explore cancels the trip prior to the start date of the trip, each trip participant will be informed and a full refund will be issued. Every effort will be made to find an alternative trip within the same time frame.
No refunds will be given due to changes that occur during the trek, or if the trip is cut short due to unforeseen circumstances such as bad weather, illness, injury or natural disasters and dangerous conditions e.g. forest fires. In the event that a trip is cut short, Outdoor Explore will attempt to find an alternative activity for the remainder of the trip schedule.
Every step will be taken to stick to the original trip plan, however, trip participants must be prepared for changes to the plan due to unforeseen circumstances. We operate in mountainous locations where we are subject to adverse weather conditions and ever-changing conditions that can often cause us to take a different route, turn back, or even stop us from running the trip altogether. Your cooperation through any unforeseen changes is greatly appreciated.
Booking forms must be completed for each trip participant, and scanned/emailed back to Outdoor Explore. Click here for more information on booking forms. Outdoor Explore reserves the right to cancel your participation in a trip on receipt of your booking form if we strongly feel that the trip is not suitable for one of the participants in your booking. It is important that you contact us before booking the trip if you have any questions or concerns about the trip you are interested in.
All trip participants are required to purchase suitable travel insurance for the activity that they are partaking in. Proof of such insurance will be required before the start of the trip. If the participant is not able to provide proof of adequate insurance then they may not be able to join the trip.
You are responsible to attain insurance for the duration of the trip in respect of at least medical expenses, injury, death, repatriation, cancellation and curtailment. You must ensure that there are no exclusion clauses which limit cover for the type of activities included, or the altitudes attained, in your trip. Outdoor Explore will not be responsible for costs you may incur as a result of not having valid or adequate travel insurance. It is the responsibility of all our clients to declare any material facts including known medical conditions to their insurers, as failure to do so may result in a claim being reduced or declined. We also suggest you also obtain insurance for loss of, or damage to your personal belonging whilst on your trip. More information on insurance can be found in the individual trip notes for each trip.
Visa and travel requirements will vary depending on the location. More information on the specific Visas and travel documents can be found in the individual trip notes. You must have a valid passport which expires at least 6 months after the scheduled end date of your trip. For all international travelers, we require a scanned copy of your passport at the time of booking.