Booking Terms and Conditions – Updated August 2020
Please read these terms and conditions thoroughly and carefully before booking a trip with us as you will be bound by them.
The terms and conditions set forth below constitute the entire understanding and agreement between you the trip participant (“participant,” “you,” or “I”) and Reefs to Rockies, LLC, its owners, employees, shareholders, volunteers, affiliates, agents, representatives, officers, directors, associates, successors and assigns (collectively, “Reefs to Rockies,” “we,” “our,” or “us”) with respect to any and all bookings, trips or transactions made with us. By signing and submitting this Booking Terms and Conditions agreement and a completed Participant Information Form, you acknowledge that you agree and accept all terms and conditions in this agreement and direct us to perform services on your behalf. All persons named in this booking (“Participants”) are subject to this agreement. By signing this agreement, you affirm that you have made all other Participants listed in the booking aware of these terms – regardless of how final payment is made – and that all Participants accept these terms.
To make a booking, you must complete and sign this Booking Terms and Conditions agreement and our Participant Information Form and submit it to us along with the deposit specified below for your trip.
Prices quoted include accommodations based on two persons sharing a room, cabin or tent unless otherwise noted; meals as indicated in each itinerary; arrival and departure transfers and all other land transport as indicated in each itinerary; entrance fees to national parks/game reserves; excursions; and other applicable fees.
Prices quoted do not include: International airfare; in-country flights; costs of passports and visas; excess baggage charges; single supplement unless expressly noted otherwise on your itinerary; additional hotel nights made necessary by airline schedule changes or other factors; travel insurance;airport taxes; sightseeing, game drives, transport or meals not listed in the itinerary; personal expenses such as beverages, laundry, communication charges, medical or evacuation feesincluding but not limited to emergency transportation, additional lodging, additional transportation, extra guide/porter services, medical treatment, etc., quarantine, and tipping or gratuities.
Deposits and Final Payment
A deposit of $500* per person is required at the time of booking. Final payment is due 45 days* prior to departure. If your booking is made within 45 days of departure, the entire tour cost must be paid when we confirm the trip with you.
Acceptance of your booking must be confirmed in writing by us. There is no contract for services between you and Reefs to Rockies without such written confirmation. Payment may be made by credit card, check, or wire transfer. Payment by check will receive a 3% cash discount. If you pay by wire or check, we cannot confirm your reservation until your payment has cleared the bank. Checks returned by the bank will incur a 3% returned check fee. We reserve the right to treat any reservation that is not fully paid according to the reservation and payment terms as a cancellation and subject to the cancellation terms below.
Cancellations by You and Refunds
If you wish to cancel your travel services, you must submit your request to us in writing by email. Cancellation fees will be applied per person according to the following schedule, based on the date we receive your written notification:
- Up to 91 days prior to departure*: $250*
- Within 61-90 days prior to departure: Amount of initial deposit*
- Within 31-60 days prior to departure: 50% of amount paid will be refunded (less $250 cancellation fee)*
- 30 days or less prior to departure: no refunds
No refunds will be provided for any unused portion of a tour once the tour begins, including if you leave a tour for any reason or have to be removed from a tour. There are no exceptions to this cancellation and refund policy, including for reasons related to weather, terrorism, civil strife, personal, family or medical emergencies or any other circumstances beyond our control. For this reason, we strongly encourage you to purchase trip cancellation and interruption insurance.
Changes by You
If you change your tour dates or alter your itinerary after we confirm your tour, a change fee will be imposed. The type and scope of change dictates the amount of the change fee. Our outside suppliers, including hotels, often impose additional fees or penalties for changes and cancellations. These are included in the change fee and can be substantial.
Cancellations or Changes by Us and Flexibility
We reserve the right to cancel, postpone, alter or modify any tour without prior noticefor the safety and/or comfort of clients. You acknowledge that the amenities, accommodations, transportation, route, schedule, and itinerary may change without prior notice due to local circumstances or events, which may include mechanical breakdown, flight cancellations, illness, strikes, political disputes, weather, border crossing problems, and other unforeseeable factors. If, prior to departure, we make a significant change because of a problem with a supplier (e.g., bankruptcy), we will, as soon as reasonably possible, notify you of available alternatives.
Any changes may require a supplemental payment from you or result in a refund less any cancellation fees and nonrefundable deposits. If we cancel instead of postpone, which is rare, a check for a full refund will be issued to you less any airline ticket cancellation fees and nonrefundable deposits advanced to local suppliers. This refund will constitute full settlement of claims you may have arising out of our cancellation. No refunds under this paragraph will be provided due to cancellations, postponements, or changes due to Force Majeure.
The quoted tour price is based on tariffs, fees, airfares, and costs in effect at the time you sign this agreement. We reserve the right to increase the quoted price after booking if inflation, costs of fuel, labor or materials, airfares, supplier costs, currency exchange rates, tariffs, government fees, and admission charges change. Unexpected price changes are rare once a tour has been confirmed. We will notify you if this occurs. You agree to and will pay for any price increase.
No Refunds for Personal Expenses
You will not be reimbursed for any personal expenses such as airfare, hotel or other travel expenses due to changes in itineraries or tour cancellations.
Reefs to Rockies acts only as an intermediary for the various independent suppliers that provide lodging, meals, transportation, sightseeing, activities or other goods and services connected with your tour (“Supplier” or “Suppliers”). You acknowledge that you are aware and clearly understand that these Suppliers are independent contractors, are not managed by Reefs to Rockies,and are not agents or employees of Reefs to Rockies. A Supplier’s services are subject to the Supplier’s own terms and conditions and the local laws and regulations of the relevant country. Reefs to Rockies may, depending on the situation, provide a refund for a Supplier’s delay, cancellation or overbooking less any nonrefundable deposits and cancellation fees.
Reefs to Rockies will not be deemed in breach of this agreement or otherwise liable to you, by reason of delay in performance or nonperformance of any of its obligations under this agreement to the extent that any such delay or nonperformance is due to any Force Majeure. “Force Majeure” means any circumstances beyond the reasonable control of Reefs to Rockies, including without limitation acts of God, terrorist activities, insurrection, explosion, flood, tempest, forceful wind, fire or accident, war or threat of war declared or undeclared, sabotage, civil disturbance, labor strikes, requisition, sickness, quarantine, government intervention, weather conditions, and unforeseen circumstances.
If Reefs to Rockies and/or any of its Suppliers are affected by Force Majeure, they shall be entitled to, and may in their sole discretion, vary or cancel any itinerary or arrangement in relation to the tour. Regarding civil unrest, once Reefs to Rockies has investigated the prevailing situation, as it deems fit, it shall remain in Reefs to Rockies’sole and absolute discretion whether to proceed with the tour.
The tour price does not include travel insurance. We strongly recommend that you purchase comprehensive travel insurance, covering trip interruption and cancellation, baggage, medical, accident/life, evacuation, repatriation and other expenses which might arise as a result of loss, damage, injury, delay or inconvenience occurring to you. You may purchase insurance through our preferred provider. If you decide not to use our preferred provider, we assume you are securing protection through another insurance company of your choosing. You agree to assume all costs of medical care and transportation. We may require proof of coverage.
It is important that you carefully read all trip-related documents that you receive from us as soon as you receive them. It is your responsibility to contact us if any information is incorrect. We cannot accept any liability if you do not notify us of any inaccuracies within seven days of your receipt of those documents. This agreement, a waiver of liability and assumption of risk agreement and, if required, a medical statement or certification must be signed and submitted by you. If you fail to submit this and other necessary documentation prior to departure, we reserve the right to treat your booking as cancelled by you and impose the cancellation fees described in this agreement.
Passports and Visas
You are responsible for ensuring that all necessary travel documents are valid and effective and in your possession for the entire tour. Passports are required for all U.S. citizens traveling abroad and should be valid for at least 6 months after your date of return. We suggest you apply for or renew a passport early. Other required documents may include visas, permits, and vaccination certificates. You assume complete and full responsibility for checking and verifying any and all passport, visa, vaccination, or other entry requirements. You are also solely responsible for any adverse consequences resulting from incomplete or defective documentation. While we may provide information or advice on matters such as visas, vaccinations, climate, clothing, baggage, and special equipment in good faith as a courtesy to you, we are not responsible for any errors or omissions as to the information provided.
Health Requirements and Medical Care
Our tours are physically active, with varying levels of demands and fitness requirements depending on the specific itinerary. By signing this agreement, you represent that you do not have any physical or other conditions that would create a hazard for you or other Participants or affect other people’s enjoyment of the tour. If you have a physical condition, dietary restrictions, or other conditions that will require special attention during the tour, you must inform us in writing when the booking is made. This information should be included on your Participant Information Form at time of booking. We may require a medical certificate if you have a special condition. We reserve the right in our sole discretion to accept, decline, or remove anyone from a tour (at departure or during the tour) who we judge to be incapable of meeting the tour’s physical demands.
Reefs to Rockies assumes no responsibility for any medical care provided to you. You agree to assume all costs of medical care and related transportation that are provided to you during the tour.
If you have a complaint during your tour, you must promptly notify Reefs to Rockies and/or your tour leader of the problem so that they can attempt to remedy the situation. Failure to do so while you are on the tour will extinguish or reduce your ability to claim compensation from Reefs to Rockies. Further, if you attempt to address the problem on your own without using this notice procedure, you assume responsibility for any added costs you may incur and forfeit any potential refunds.
If you are not satisfied after using this notice procedure, you must submit your complaint in writing to Reefs to Rockies within 14 days of the tour’s end date. Reefs to Rockies will not accept any liability for claims received after this period.
Tour Start Date
It is your responsibility to be ready to embark on the tour as specified in the itinerary. Reefs to Rockies is not responsible for any losses due to cancelled or missed flights, changed flight itineraries, late arrivals, or early departures.
Compliance with Local Laws and Tour Etiquette
Your additional responsibilities include, but are not limited to, strictly complying with all local laws, respecting customs and culture, adequately assessing your abilities, respecting other participants’ privacy, and if on a guided trip following the suggestions and advice of the guide. Our decision, or the decision of the local operator or guide, is final on all matters that may threaten the safety or interfere with the well-being of others. We, or the local operator or guide, have the right to remove anyone who we a) judge to be incapable of meeting the rigors and requirements of participating in the tour activities; or b) determine to detract from others’ enjoyment of the tour.
You agree that Reefs to Rockies may use, re-use, and reproduce any images, photos or videos that you send to us, or that are taken by our guides and/or other travelers of you individually or in a group, in any medium, including but not limited to print, electronic media, or Internet, free of charge and without your right to inspection, for promoting and publicizing purposes our travel products and services worldwide. If you do not want us to use any images of you that are taken by us or other participants during the tour, you must inform us or your tour leader in writing at the start of the tour.
Limitation of Remedies
You agree that the sole remedy for any default by Reefs to Rockies arising under this agreement shall be the return of the paid tour cost. To the maximum extent permitted under applicable law, Reefs to Rockies shall not be liable for any special, consequential, indirect, incidental or other damages arising out of or in any way connected to this agreement, including lost profits, whether such damages arise in contract, negligence, tort, under statute, in equity, at law, or otherwise, even if Reefs to Rockies has been advised of the possibility of such damages. You expressly waive any right you may have to recover such damages.
If any provision of this agreement shall be unenforceable or invalid under any applicable law, such unenforceability or invalidity shall not render the agreement unenforceable or invalid as a whole. Such unenforceable provision will be replaced with one that is valid and enforceable and which achieves, to the extent possible, the original objectives and intent of the original provision.
Successors and Assigns
This agreement shall inure to the benefit of and be binding upon Reefs to Rockies and the participant and their respective heirs, legal personal representatives, successors and assigns.
Updating of Terms and Conditions
Reefs to Rockies reserves the right to update and/or alter these terms and conditions at any time. It is your responsibility to be familiar with these terms and conditions as they relate to your tour. The latest terms and conditions can be found on the Reefs to Rockies website [https://reefstorockies.com/booking-terms-and-conditions/].
I agree that any dispute concerning, relating, or referring to this agreement, Reefs to Rockies’ tour brochures or any other materials that concern my tour, the tour itself, or any claim for damages due to property injury, bodily injury or death which occurs during or in connection with my tour, shall be resolved exclusively by binding arbitration. The binding arbitration shall take place in Denver, Colorado, in accordance with the rules of the American Arbitration Association. Such proceedings will be governed by substantive (but not procedural) Colorado law. 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 of this contract is void or voidable.
We stress that travel of any type and participation in the real and exciting activities of eco-tourism and cross-cultural studies can be inherently dangerous and can always involve the risk of serious injury or death. To participate in this tour, you must read and sign our Release and Waiver of Liability, Assumption of Risk, and Indemnity Agreement before the tour starts. If you do not submit this and other necessary documentation prior to departure, we reserve the right to treat the booking as cancelled by you and impose the cancellation fees set forth above.
This Agreement is the final, complete and exclusive statement of the parties’ agreement on the matters contained in this agreement. It supersedes all previous negotiations and agreements.
I have read this entire agreement, and I am signing it freely. I understand that this is a legally binding contract. No other representations concerning the legal effect of this document have been made to me. On advancement of deposit to Reefs to Rockies and by signature below, I agree to be bound by this agreement. My signature applies to all pages of this agreement.
*Payment amounts, due dates and cancellation penalties vary by trip. Refer to your Booking Terms and Conditions for specific amounts and dates.