Bookings & Cancellations

Trips with pre-set dates

Some trips run on certain dates that are planned by Outdoor Explore. These trips are open for anyone to join (providing the trip is the right fit and that prospective     clients meet the join requirements). Depending on the trip price, clients may be required to pay the full amount at the time of the booking. See below for more information.


Custom/On Demand Trips

For custom bookings, clients may contact us first so we can confirm the trip details and availability. An invoice will then be sent to clients, which can be paid via credit card online.


Deposits

For trips costing CAD $2500 or less per person, Outdoor Explore must have received payment for the full amount before a trip is confirmed. For trips over CAD $2500 per person, a deposit of 50% is required in order to secure a place 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.


Changing your booking

If you wish to change your booking dates, or type (duration, program, etc) of trip, please contact us as soon as possible. Changing a booking to a different trip or date is subject to the availability of that new trip. Changing a booking is subject to a $150 amendment fee. If a new trip is more expensive than the initial trip, the difference plus the amendment fee will be outstanding, and due in order to confirm the change to a new trip. If a new trip is less expensive than an initial trip, the balance, less the amendment fee will be refunded.

All changes/cancellations to bookings must be made by the same person who originally booked the trip. 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 services, for example, the booking of air transport, hotels, airport connections etc.



Payment via Credit Card

We accept Visa, Master Card and American Express


Bank/Wire Transfers

Bank or wire transfers can be arranged upon request. 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 $20 transaction fee will be added to your invoice to cover incoming bank fees. Your financial institution may have additional fees to use bank or wire transfers.


Cancellations

The following refunds can be issued if you must cancel your trip:

●       < 10 days to trip start = Not eligible for a refund

●       10 - 15 days to trip start = 25% of total refunded to you

●       16 - 34 days to trip start = 50% of total refunded to you

●       35 - 69 days to trip start = 75% of total refunded to you

●       70+ days to trip start = Full refund minus deposit (if applicable) or $50 processing fee (if no deposit paid).


Changes to a Trip by Outdoor Explore

We reserve the right to cancel your booking or change any of the schedules, services or prices described on the website     at any time. We will endeavor to advise you of any changes known at the time of booking.

If Outdoor Explore cancels the trip prior to the start date of the trip, each trip participant will be informed as such. 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, but not limited to: bad weather, illness, pandemics, 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.

Outdoor Explore, its guides, partners and subsidiaries may make decisions that seem overly conservative or impede the perceived goals of a program. Contravening instructions of Outdoor Explore, its guides, partners and subsidiaries pertaining to safety and well-being presents a risk to all members of a group and may result in early conclusion or cancellation of a program.


Booking Forms

Booking forms must be completed for each trip participant and emailed back to Outdoor Explore. We will send you a booking form link once your payment is received. Outdoor Explore reserves the right to cancel your participation on a trip on receipt of booking forms for any or all of the participants in your booking. If there are any questions or concerns about a trip, it is important to contact Outdoor Explore prior to booking.

It is the responsibility of all participants to declare any medical or health conditions, which could in any way have an impact on their capacity to partake in the trip which they are participating. It is the responsibility of all participants to convey accurate information about their physical condition and fitness.


Insurance

All trip participants are required to purchase suitable travel insurance for the activity that they are partaking in. Proof of such insurance may 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.

Participants are responsible to attain insurance for the duration of the trip in respect of at least medical expenses, injury, death, repatriation, cancellation and curtailment. Participants 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 participants may incur as a result of not having valid or adequate travel insurance or preparations. 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.

Outdoor Explore strongly recommends participants obtain insurance for trip cancellation and loss of, or damage to your personal belonging whilst on your trip.

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