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 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



Custom/On Demand Trips

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 credit card online.



Deposits

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.



Changing your 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 30 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 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 $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


"

COVID-19 Update

We hope you are well and staying healthy through these tough times with COVID-19 and associated social changes. As our summer season approaches and the world becomes more locked down, we are having to adapt our operation accordingly. As many countries are imposing travel restrictions, airlines canceling flights and the action of physical distancing, we are being forced to alter our trips this season. We anticipate that many of our trips will be undersubscribed and clients may have trouble travelling to Vancouver to rendezvous with Outdoor Explore.


At this time, we are issuing all clients a credit for the full value of their trip, to be used later in this season or in 2021, when the global situation is more stable. Unfortunately this means that we will not be able to issue refunds for cancellations.


Our team is on-hand to discuss the options for rescheduling your trip to a future date convenient for you. There will be no additional fees to reschedule (to use a credit issued now for later this season or in 2021). Since your trip is not until August, there is a good chance that this trip can proceed as planned. 


These are unprecedented times, and as a small business relying solely on international travel, we are having to take unprecedented actions. We understand this is a difficult circumstance for many people around the world at this time.


Thank you again for choosing Outdoor Explore. We can't wait to take you into the BC mountains!

"


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Cancellations must be made by the same person who initially made the booking. The cancellation date is defined as the date that Outdoor Explore receives your cancellation request. Please see table below for refund amounts.


Period before scheduled start of the trip

  • Within 7 days of payment (and not within 10 days of trip start) = Full refund minus $50 processing fee
  • < 10 days to trip start = Not eligible for a refund
  • 10 - 29 days to trip start = 50% of total refunded to you
  • 30 - 59 days to trip start = 75% of total refunded to you
  • 60+ 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 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 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.

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 scanned/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 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.



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.

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 strongly recommend you obtain insurance for trip cancellation and loss of, or damage to your personal belonging whilst on your trip.

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