Terms and Conditions | Mountain Travel Sobek

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Terms and Conditions

2017 Payment Schedule

2018 Payment Schedule

Based on Land/Cruise Cost, per person

Scheduled Departures (1), (2), (3), (4)

Scheduled Departures (1), (2)

At time of reservation.........................$400
65 days prior to trip departure...............Balance

(1) Gorilla trips require an additional $1,500 non-refundable deposit to cover gorilla permits.
(2) All Machu Picchu trips require a $500 non-refundable deposit at time of booking.
(3) All Botswana, Congo, South Africa and Zimbabwe trips incur a 100% cancellation fee at 60 days or less prior to departure.
(4) The Brazil: Voyage to the Heart of the Amazon trip requires a $400 non-refundable deposit at time of booking.

 

At time of reservation……….................$500

95 days prior to trip departure………...Balance

(1) Gorilla trips require an additional $1,650 non-refundable deposit to purchase gorilla permits.

(2) All Machu Picchu trips require a $500 non-refundable deposit at time of booking.

Galapagos, Turkey, John Muir Trail, Patagonia Explorer, Panama: Journey Between the Seas, Adventure in Brazil's Pantanal & Amazon, Glacier Bay Historic Ship Adventure, Best of Norway's Great Outdoors, and any trip with a cruise element unless otherwise noted

Galápagos Cruises, Patagonia Explorer, Panama: Journey Between the Seas, Glacier Bay Historic Ship Adventure, Adventure in Brazil’s Pantanal & Amazon, and Best of Norway’s Great Outdoors

 

At time of reservation ..............................$400
120 days prior to trip departure...............$1,200
90 days prior to trip departure.................Balance

At time of reservation ……………...........$500

120 days prior to trip departure…............$1,200

95 days prior to trip departure….…….....Balance

 

Antarctica & Arctic Cruise Departures

Antarctica & Arctic Cruise Departures

At time of reservation ..............................$2,000 - $4,000

(Varies based on ship and trip departure - see detailed itinerary)
120 days prior to trip departure..............Balance

 

At time of reservation ……………….….10% 20% of Cruise Cost (Varies based on ship and trip departure – see detailed itinerary)

120 days prior to trip departure…….…..Balance

 

Private Adventures, Custom Adventures, Integrity Cruises and Special Trip Departures

Custom Adventures, Integrity Cruises, and Special Departures

At time of reservation .............................$800 or 25% of Land/Cruise cost, whichever greater
120 days prior to trip departure.............25% of Land/Cruise cost
90 days prior to trip departure...............Balance

 

At time of reservation ………….………..25% of Land/Cruise Cost

120 days prior to trip departure….……..50% of Land/Cruise Cost

95 days prior to trip departure………......Balance

 

Uganda, Namibia and Kenya Scheduled Trip Departures

 

 

 

 

For bookings made on 2018 departures prior to May 8, 2017 please refer to the 2017 terms and conditions.

 

For bookings made on 2018 departures on or after May 8, 2017 please refer to the 2018 terms and conditions.

At time of reservation ..............................$400
105 days prior to trip departure...............Balance

 

Uganda, Namibia and Kenya Custom Trip Departures

At time of reservation ..............................25% of Land/Cruise Cost
105 days prior to trip departure...............Balance

Extensions & Extra Services (including extra hotel nights)

At time of reservation ........................$100 deposit (5) (non-refundable)

The balance will be added to the cost of your trip, and payment will follow the applicable schedule above. Requests made 29 days or less prior to departure are subject to a $100 late booking fee. Once booked, each change is subject to a $50 change fee.

(5) Per person and some exceptions apply and deposits may be higher.

All payments must be made by major credit card (Visa, MasterCard, or American Express). Prices are in US Dollars, and all payments must be made in US Dollars. After we receive your deposit, we will provide you with detailed pre-trip information including a packing list, visa information (if required), statement of account, and travel protection information. We will also send you a link to access and complete the required forms including a Release from Liability, Assumption of Risk and Binding Arbitration Clause form which is required for participation on any trip. Certain trips, including those designated as “Ultimate Challenge”, require the participant to have their physician complete and sign a Physician Certificate. We will provide you with rendezvous instructions and final trip details approximately three weeks prior to trip departure.

 

What Your Trip Includes

The Land and/or Cruise Cost* for most trips includes: Expert leadership, accommodations as noted in the itinerary, field arrangements (including camp and cook staff, group camping and commissary equipment, necessary activity equipment), all or most meals, sightseeing as noted in the trip itinerary, group airport transfers, ground transportation and support vehicles, local guides and support staff/porters, entrance fees and permits, and basic medical and emergency evacuation travel protection.

 

*Note“Land/Cruise Cost” is defined as including the cost of the trip. Internal airfare, park fees, permits, and taxes may be included in the price or broken out separately. Unless otherwise noted, payment and cancellation policies apply to the total Land/Cruise Cost, inclusive of internal airfare, park fees, permits, single supplements, and taxes, even when broken out separately. Travel agent commission is calculated from Land/Cruise Cost only and excludes tier charges and single supplements.

 

Each trip varies slightly, so please call and speak with one of our Regional Specialists or download itineraries at www.mtsobek.com. International airfare, optional gratuities, and personal items are not included.

 

TIER PRICING

Adventure travel works best with a small group of people. In order to operate these small groups, our trips are priced according to the number of full-price passengers on the trip. Mountain Travel Sobek staff, trip doctors, and other discounted travelers are excluded from the count for this purpose. We invoice you at the highest tier price (the smallest group size we can operate) until final payment is due. If the price drops due to an increase in group size before your trip departs, you will be refunded the difference.

 

SOLO TRAVELERS

Accommodations (hotels, tents, and cruise cabins) are based on double occupancy. If you prefer single accommodations, you must pay a single supplement fee, which is listed in the Trip Itinerary. If you are traveling alone and wish to share accommodations, we will assign you a roommate of the same gender. If there is not a roommate available, a single supplement fee will apply. On some trips, single and triple accommodations are not available.

 

2017 Cancellations & Refunds

2018 Cancellations & Refunds

Based on Land/Cruise Cost, per person

At the time we receive written notice that you must cancel your trip, the following fees will apply (all dates are from departure date):

Scheduled Departures (1), (2), (3), (4)

Scheduled Departures (1), (2)

From time of reservation until 90 days prior to trip departure ........................... $150
89 to 61 days prior to trip departure......$400
60 to 46 days prior to trip departure......50% of Land Cost
45 days or less prior to trip departure....100% of Land Cost (1) Gorilla trips require an additional $1,500 non-refundable deposit to cover gorilla permits.
(2) All Machu Picchu trips require a $500 non-refundable deposit at time of booking.
(3) All Botswana, Congo, South Africa and Zimbabwe trips incur a 100% cancellation fee at 60 days or less prior to departure.
(4) The Brazil: Voyage to the Heart of the Amazon trip requires a $400 non-refundable deposit at time of booking.

From time of reservation until 95 days prior to trip departure…………………………………$250

94 to 61 days prior to trip departure…....25% of Land/Cruise Cost

60 to 46 days prior to trip departure........50% of Land/Cruise Cost

45 days or less prior to trip departure…..100% of Land/Cruise Cost

(1) Gorilla trips require an additional $1,650 non-refundable deposit to purchase gorilla permits

(2) All Machu Picchu trips require a $500 non-refundable deposit at time of booking

 

Galapagos, Turkey, John Muir Trail, Patagonia Explorer, Panama: Journey Between the Seas, Adventure in Brazil's Pantanal & Amazon, Glacier Bay Historic Ship Adventure, Best of Norway's Great Outdoors, and any trip with a cruise element unless otherwise noted

Galápagos Cruises, Patagonia Explorer, Panama: Journey Between the Seas, Glacier Bay Historic Ship Adventure, Adventure in Brazil’s Pantanal & Amazon, and Best of Norway’s Great Outdoors

 

From time of reservation until 120 days prior to trip departure..................$400
119 to 90 days prior to trip departure.......25% of Land/Cruise cost
89 to 60 days prior to trip departure.........50% of Land/Cruise cost
59 days or less prior to trip departure.......100% of Land/Cruise cost

 

From time of reservation until 120 days prior to trip departure………………………………….$500

119 to 95 days prior to trip departure……25% of Land/Cruise Cost

94 to 61 days prior to trip departure……..50% of Land/Cruise Cost

60 days or less prior to trip departure…....100% of Land/Cruise Cost

Antarctica & Arctic Cruise Departures

Antarctica & Arctic Cruise Departures

From time of reservation until 120 days prior to trip departure...............................Loss of first deposit
119 or less prior to trip departure............100% of Land/Cruise cost

From time of reservation until 120 days prior to trip departure………………………………..100% of deposit

119 or less prior to trip departure…….…..100% of Land/Cruise Cost

 

Private Adventures, Custom Adventures, Integrity Cruises and Special Trip Departures

Custom Adventures, Integrity Cruises, and Special Departures

From time of reservation until 90 days prior to trip departure.............$800 or 25% of Land/Cruise Cost, whichever greater
89 to 60 days prior to trip departure.........50% of Land/Cruise cost
59 days or less..............................100% of Land/Cruise cost

From time of reservation until 95 days prior to trip departure………..….. …………………….25% of Land/Cruise Cost

94 to 61 days prior to trip departure….......50% of Land/Cruise Cost

60 days or less.................................100% of Land/Cruise Cost

 

Uganda, Namibia and Kenya Scheduled Departures

 

 

 

 

For bookings made on 2018 departures prior to May 8, 2017 please refer to the 2017 terms and conditions.

 

For bookings made on 2018 departures on or after May 8, 2017 please refer to the 2018 terms and conditions.

From time of reservation until 96 days prior to trip departure.................................25% of Land/Cruise Cost
95 days or less prior to trip departure.......100% of Land/Cruise cost

Uganda, Namibia and Kenya Custom Departures

From time of reservation until 96 days prior to trip departure...........................25% of Land/Cruise Cost
95 days or less prior to trip departure.......100% of Land/Cruise cost

 

Extensions & Extra Services (including extra hotel nights)

60 days or more....................................$100 (6)
59 to 30 days..................................50% of extension cost
29 days or less....................................100% of extension cost

(6)Per person and some exceptions apply.

 

No refunds will be given for unused hotel rooms, meals, activities, or trek arrangements for any reason whatsoever. Land Cost is quoted as a package and credits are not given for services not used. Extra hotel nights cancelled within 60 days of departure are subject to up to 100% of the hotel cost. Internal Air, once purchased, is non-refundable.

 

Cancellation and refund policy applies to the entire Land Cost of trip, including trip cost, internal airfare, park fees, permits, and taxes. We recommend you purchase the optional travel protection plan to protect your investment.

 

TRAVEL PROTECTION

For your protection, we offer an Optional Travel Protection Plan. This plan combines trip cancellation and interruption coverage, baggage loss protection, and medical coverage along with additional medical emergency evacuation coverage. To learn more about our travel protection offerings, please visit www.mtsobek.com/faq#protection. To review the Optional Travel Protection Plan details, go to www.tripmate.com/wpF485S. With the exception of those trips operated in the United States and Cuba, we calculate the premium of the Optional Travel Protection Plan and include it as a line item on your statement. The plan becomes effective upon Mountain Travel’s receipt of the premium amount—typically included with your final trip payment. Please note that deposits are not applied toward your travel protection premium. If you decide not to purchase the Optional Travel Protection Plan, please mark the appropriate box in the Travel Protection section of the Participant Information Form.

 

Note: A Basic Medical and Emergency Evacuation Protection Plan is purchased on your behalf. However, we recommend you purchase the Optional Travel Protection Plan outlined above to ensure protection from trip cancellation fees for covered reasons and to increase your medical and emergency evacuation travel coverage.

 

TRANSFERS

With the exception of those trips noted otherwise within this section, you may transfer one time to another trip without a fee up to 95 days before departure. Requests to transfer from one trip to another within 94 days of departure are subject to the Cancellation Fees outlined above (appropriate to the date you notify us of your wish to transfer). No transfers are allowed on Cruises, Custom Adventures, or Special Departures.

 

CANCELLED TRIPS

Mountain Travel Sobek reserves the right to cancel any trip due to inadequate enrollment or other cause that makes the trip unfeasible for us to operate, but will inform you at least 45 days prior to departure. In such a case, a full refund of Land/Cruise Cost is given, but Mountain Travel Sobek is not responsible for additional expenses incurred by members preparing for the trip (e.g. non-refundable Advance Purchase air tickets, visa fees if applicable, clothing, equipment, or medical expenses). Do not purchase your air tickets before speaking with your Adventure Coordinator.

 

BAGGAGE

Mountain Travel Sobek assumes no liability for loss or damage to baggage in transit to and from a Mountain Travel Sobek trip or while on a Mountain Travel Sobek trip. We recommend purchasing the supplemental travel protection plan.

 

DELAYS & COST INCREASES

The cost of delays is not included if any trip is delayed due to bad weather, trail conditions, river levels, road conditions, transportation delays, government intervention, sickness, or other contingency for which Mountain Travel Sobek or its third party operators cannot make provision. Land/Cruise Costs are subject to increase without prior notice, even after you have signed up on the trip. 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). We regret this situation, and we do everything we can to avoid raising prices, but sometimes it is unavoidable. We will do our best to limit such increases and will notify you before final payment. We will not, however, increase the price after your final payment if we are providing air transportation within the United States (except solely within one state) or internationally.

 

AIRLINES

The airlines are not to be held responsible for any act, omission, or event during the time passengers are not on board their planes or conveyance. The passage contract in use by the airlines concerned, when issued, shall constitute the sole contract between the airlines and such purchasers of these tours and/or passenger. Such conveyance, etc. is subject to the laws of the countries involved.

 

Airlines used vary in degree of safety and risk. Many air carriers have an unknown safety and maintenance record. Mountain Travel Sobek is not liable for incidents involving airline safety, risk, delays, etc., or incidents that result in injury, delay, or death. Please read the conditions on the back of your airline ticket.

 

MEDICAL & HEALTH

It is vital that persons with medical problems make them known to us well before departure. The trip leader has the right to disqualify anyone at any time during the trip if he or she feels the trip member is physically or mentally incapable or if a trip member’s continued participation will jeopardize the individual involved or the group. Refunds are not given under such circumstances. Hospital facilities are often unavailable and evacuation can be prolonged, difficult, and expensive. Mountain Travel Sobek assumes no liability regarding provision of medical care. You will need to provide us with your medical history and any dietary restrictions as requested in the required documentation. If you participate on certain designated trips including those with the Activity Level of “Ultimate Challenge”, the Physician Certificate must be signed by your physician. Once you have been confirmed on a trip, normal cancellation fees apply if your doctor does not approve the Physician Certificate. We can send you this form prior to you making your reservation so your doctor can pre-approve you. The State Department www.travel.state.gov and the US Centers for Disease Control and Prevention www.cdc.gov periodically issue statements, advisories, and warnings about risks to travelers. These statements are country specific and contain important information. Mountain Travel Sobek urges all participants to review these sites.

 

PHOTOGRAPHY

Mountain Travel Sobek may take photographs and/or video of its trips and trip participants grant Mountain Travel Sobek permission to do so and for it to use same for promotional or commercial use without payment of any compensation to participant.

  

RESPONSIBILITIES OF TRIP MEMBERS

Trip members have certain responsibilities to Mountain Travel Sobek and to other trip members. Trip members are responsible for understanding the conditions stated in the Trip Itinerary and selecting a trip in consultation with Mountain Travel Sobek that is appropriate to their interests and abilities and for preparing for the trip by studying the Trip Itinerary and supplemental trip information sent by Mountain Travel Sobek. Screening for fitness (for trips rated “Strenuous” or “Ultimate Challenge”) is made by our Regional Specialists at the time of booking. We strongly urge all participants to review any State Department warnings, alerts, advisories, and destination specific information at www.travel.state.gov as well as specific health information for their destination at www.cdc.gov. At the trip leader’s discretion, a member may be asked to leave the trip at his/her expense and without right of refund if the leader feels that the person’s further participation may be detrimental to the individual or to other trip members.

 

LIMITATION OF LIABILITY

Except for certain equipment in Alaska, Idaho, and Patagonia, as well as certain personnel employed on trips in the United States, Mountain Travel, Alaska Discovery, Inc., their owners, directors, officers, employees, and affiliates (collectively “Mountain Travel Sobek”) does not own or operate any entity which is to or does provide goods or services for your trip including, for example, ownership or control over hotels or other lodging facilities, airline, vessel, bus, van, or other transportation companies, local ground operators, providers or organizers of optional or included excursions or equipment used thereon (even if same utilize the Mountain Travel Sobek name), food service, or entertainment providers, etc. All such persons and entities are independent contractors. As a result, Mountain Travel Sobek is not liable for any negligent or willful act or failure to act of any such person or entity, or of any third party.

 

Without limitation, Mountain Travel Sobek is not responsible for any injury, loss or damage to person or property, death, delay or inconvenience in connection with the provision of any goods or services occasioned by or resulting from, but not limited to, acts of God, acts of government, force majeure, acts of war or civil unrest, insurrection or revolt, strikes or other labor activities, criminal or terrorist activities of any kind, or the threat thereof, overbooking or downgrading of accommodations, structural or other defective conditions in hotels or other lodging facilities, mechanical or other failure of airplanes or other means of transportation or for any failure of any transportation mechanism to arrive or depart timely or safely, dangers associated with or bites from animals, pests or insects, marine life or vegetation of any sort, dangers incident to recreational activities such as scuba diving, zip lining, snorkeling, paddle boarding, surfing, swimming, kayaking, sailing, canoeing, rafting, hiking, bicycling, rock climbing, etc., sanitation problems, food poisoning, lack of access to or quality of medical care, difficulty in evacuation in case of a medical or other emergency, illness, epidemics or the threat thereof or for any other cause beyond the direct control of Mountain Travel Sobek. In addition, participants release Mountain Travel Sobek from its own negligence and assume all risk thereof. On advancement of deposit to Mountain Travel Sobek, depositor therefore agrees to be bound by these terms and conditions, as well as the Binding Arbitration clause below. These are partial conditions. Your participation is contingent on your signature on the full list of terms specified in the document entitled “Participant Information Form, Booking Verification, Medical History, Release from Liability, Assumption of Risk, and Binding Arbitration Clause,” which you can find on our website at www.mtsobek.com/pdf/participant_info.pdf (or call us at 1-888-687-6235 and request a copy). Additionally, some independent contractors may require participants to sign their liability release or indemnity form.the

 

BINDING ARBITRATION


Any dispute concerning, relating or referring to this Agreement, the brochure or any other literature concerning my trip, or the trip itself, shall be resolved exclusively by binding arbitration pursuant to the Federal Arbitration Act, 9 U.S.C. §§1-16, either according to the then existing Commercial Rules of the American Arbitration Association (AAA) or pursuant to the Comprehensive Arbitration Rules & Procedures of the Judicial Arbitration and Mediation Services, Inc. (JAMS). Such proceedings will be governed by substantive (but not procedural) California law without consideration of the California Arbitration Act and will take place in San Francisco, CA. The arbitrator and not any federal, state, or local court or agency shall have exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability,conscionability, or formation of this contract, including but not limited to any claim that all or any part of this contract is void or voidable. Please understand that by agreeing to these terms and conditions, you (and we) are waiving our right to a trial by jury.