GECtravel General Booking Terms & ConditionsPlease Read Carefully
The purchase of any travel services (hereafter called 'trip', 'travel service', 'travel', 'adventure', 'trips', 'travel services', 'adventures', 'tour', 'tours', 'group tour', 'club trip', 'club tour', 'club group tour') offered by Head Out Adventures, LLC and/or GECtravel and/or The Global Expeditions Club and/or GEC (hereafter 'Head Out Adventures', 'we', 'our', 'us', 'GECtravel', 'Global Expeditions Club', 'GEC', 'the club') constitutes a contractual agreement between you (hereafter 'you', 'your', 'yours', 'client', 'adventurer', 'traveler', 'purchaser' 'clients', 'adventurers' , 'travelers', 'their', 'purchasers') and Head Out Adventures and represents your acceptance of Head Out Adventures' Terms and Conditions set out herein and, for any tours done in conjunction with the Global Expeditions Club. By agreeing to these terms and conditions, you acknowledge that you have carefully read and fully understand all the appropriate Terms and Conditions contained herein prior to booking.
These Terms and Conditions are valid for all Head Out Adventures trips. These Terms and Conditions supersede and replace any previously published Terms and Conditions whether oral, posted on our website or published in any fashion or manner.
All prices listed by Head Out Adventures, whether on our website or in any other printed material, are based on the costs and exchange rates at the time of publishing. We reserve the right to alter these prices at any time. All published information is accurate to the best of our knowledge at the time of publishing, however it is important to note that errors and/or changes to our trips (which can be significant and included, for a variety of reasons both in and outside of our control, destinations, flights, accommodations, length of stays in each destination, etc.) can and do occur, both before and during the adventure. Head Out Adventures and any of our guides, adventure guides, local agents, affiliates, owners, officers, agents, employees, contractors and subcontractors (hereafter collectively called our 'agents') will make every effort to keep you informed of any changes, but we cannot be held liable for any alterations made to the published itineraries. Please refer to our website for the most recent publication and prices of our tours.
Independent Sales Representative:
Head Out Adventures may utilize the services of independent sales people. These agents can only sell travel services as advertised on the GECtravel.com website. Any deviations, promises, and/or communication of any sort by the independent sales people that contradicts the website are not applicable, not allowed, nor will they be honored or the responsibility of Head Out Adventures, unless explicit written consent has been granted by an authorized employee of Head Out Adventures.
To request a booking, Head Out Adventures requires a completed booking form for all travelers together with a deposit of $750 per person (unless otherwise noted on the trip). To request a booking that departs within 100 days (or as otherwise noted on the trip and/or in the "Deposits & Payments Schedule" and "Cancellations & Refunds" sections below), full payment is required at the time the booking is requested. Upon receipt of request for a booking, Head Out Adventures will submit a request, based on your order, to our local agent to confirm both the availability of space and the actual cost of the trip. As many of our adventures are customized trips that take place in remote corners of the world, our typical response time is 24 - 72 hours. However, based on the location and complexity of the booking, this process could take upwards of 1 week or more. Upon receiving a confirmation of available space, along with the actual corresponding price, back from our local office we will e-mail you a guaranteed departure confirmation. You should not book any of your international flights or personal travel arrangements until you receive this written guaranteed departure confirmation from us.
While Head Out Adventures tries to ensure that all prices, itineraries, and departure dates on our website are accurate and up-to-date, differences between the actual and posted details can and do occur. As such, all prices, itineraries and departure dates are subject to final confirmation and verification with our local agents at the time of booking. If we discover a difference between the price, itinerary or available departure date of the trip you have booked online and the actual confirmation received from our local agent, we will notify you as soon as possible via phone or e-mail and give you the option of reconfirming your order as corrected by our local agent, changing it, or cancelling it. Should you wish to change or cancel your reservation because of a price, itinerary, or departure date change, you must do so within 48 hours of our initial attempt to notify you. Should we not receive a reply from you within 48 hours, we reserve the right to cancel your reservation at any time and any and all cancellation fees will apply as outlined in the Cancellation section of these Terms and Conditions. If you do choose to cancel within 48 hours of receiving our initial notification, all deposits will be returned in full.
As soon as Head Out Adventures sends the written guaranteed departure confirmation, the trip is considered confirmed and any and all cancellation fees will apply as outlined in the Cancellation section of these Terms and Conditions.
All of Head Out Adventures trips are 'Land Only', which means that we do not include airfare or personal travel expenses between the starting point of your adventure and your home. If there is ever an exception to this, we will very clearly state this fact in the trip details. You should not book any of your international flights or personal travel arrangements until you receive this written guaranteed departure confirmation from us.
Daily Deal Voucher Redemption
If you purchased a Daily Deal Voucher (herein called 'voucher', 'vouchers', 'daily deal', 'deal', 'deals', 'trip deal', 'trip deals', 'daily deal voucher') (e.g. Groupon, Living Social, Zozi, The Clymb, etc. herein called ' Deal Provider', 'Deal Website') that is valid for one of our trips, it is valid only for the specific trip and departure date that you purchased and redemption of your voucher is subject to Head Out Adventures complete Terms and Conditions. The voucher redemption process and terms are outlined below:
a) send us an email before the promotional period expiration date (aka. 'Book By Date', 'expiration date', 'voucher expiration date', etc.) expires to redeem your voucher and book your trip (email us at cs@GECtravel.com). Promotion period expires 30 days after the last date that the specific deal you purchased is offered, unless otherwise specifically stated on the deal voucher and within the rules of these Terms and Conditions. Regardless of voucher expiration date, book by date, promotional period expirations date, etc., you agree that all voucher promotional periods expire the lesser of a) the voucher expiration date b) 60 days after the last date that the specific deal you purchased is offered or c) 30 days after the last date that the specific deal you purchased is offered if no specific expiration date is stated on the voucher. Should you not email us and/or we do not book and confirm your trip before the promotional period expires, the promotional value of your voucher expires. Once the Deal Provider has paid us in full for all purchased vouchers owed to us for the specific deal you purchased, unless you are in any way refunded by the Deal Provider OR the Deal Provider requests we refund them any monies paid on your behalf, the amount you paid for the voucher then becomes a credit that can only be used on the same exact Head Out Adventures trip that the deal was for at the current retail price on the Head Out Adventures website at the time of booking or booking request. This credit can be applied to the total trip cost and you will be responsible and required to pay for the difference or balance, if any, following the current rules and Terms and Conditions of that trip. If the total trip cost is less than your credit balance, then your credit balance is reduced. Your credit balance cannot be redeemed for cash at any point. If you wish to apply your voucher credit to a DIFFERENT Head Out Adventures trip (other than the exact trip and dates as stated on your voucher), a 20% processing and administration fee applies, plus the difference between the voucher credit value and the price of the new trip that you wish to purchase. If the new trip value is of lesser value than your voucher credit (not including the 20% processing and administration fee), you will retain the difference in credits and no cash refunds will be given. All credit balances expire and are forfeit after 1 year from date of original issue, unless otherwise stated or prohibited by law. If, after book a trip with us using a voucher and/or you apply a credit balance, and the Deal Provider requests at any point, before or after the state date of your trip, that we refund them or return to them any portion of any money they paid to us on your behalf, you agree that you will be fully responsible making us whole and for paying us for any resulting cost difference between what is returned or requested to be returned to the Deal Provider and the total cost of any trip you book with us. You further agree that you are fully and wholly responsible, financially and otherwise, for initiating and resolving any disputes whatsoever between you, us and the Deal Provider.
b) we email you a credit card authorization form that grants us permission to charge your credit card for any mandatory fees, optional add-ons, solo travel charges if applicable, and any cancellation fees that apply based on these terms and conditions.
c) you sign the credit card authorization form, scan it, and email it back to us at cs@GECtravel.com We will then perform a verification check on the credit card and may place a hold on your credit card up to the full amount of the Daily Deal price you paid. We may also offer you the ability to pay by check, money order or via our online payment form. Regardless of how payment is made by you or received by us, payment of any kind agreeing to these terms and conditions, indicates your acknowledgement that you have carefully read, fully understand and agree in full to these Terms and Conditions contained herein.
d) based on the voucher that you purchased, you provide us with your requested trip start date, unless only one option exists
e) we begin the process of booking your reservation. If any portion of the trip is not available on your desired dates, we will contact you. If alternative travel dates are a possibility, we will work with you to try and arrange alternative travel dates (additional charges may apply). If alternative travel dates are not available and/or these alternative travel dates do not work for you, you contact the Deal Provider that you purchased the voucher from to request a refund. All Head Out Adventures trips, deals and booking requests are subject to availability of hotels, transportation, services, etc. at the time of voucher redemption and booking requests with Head Out Adventures. All trips are based on double occupancy and all trips require a minimum of 2 passengers to run (unless otherwise stated). All correct or incorrect voucher details, offers, deals, errors, promises, voucher costs, voucher values, transactions, refunds, issues, trip references, etc., whether written or verbal, are strictly between you and the Deal Provider and you agree that you will not hold Head Out Adventures or our agents responsible, accountable or liable in any way for any liability, incorrect trip detail, misstated fact, error, deal payment, deal refund, action, default, or responsibility, financial or otherwise with regard to any deal or Deal Provider. We reserve the right to refuse, without any notice or penalty, liability, or costs to us or our agents whatsoever, any voucher you purchased with a Deal Provider. All Deal Provider deals and booking requests from you are subject to and done completely by us with voluntary acceptance, in good faith, without recourse, obligation or liability, and are also completely subject to availability of all tour components, including but not limited to all hotels, means of transportation, guides, scheduled tours, access hours of sites, etc., and the general itinerary is always and only an indication of expected service and we reserve the right to change any portion of the itinerary or hotels at our complete discretion. Head Out Adventures reserves the right, at any time, for any reason, without notice (written or otherwise), at our complete discretion, and without any penalty, liability or cost to us or our agents whatsoever, to terminate or refuse any deal. Should this happen, your only source of refund and recourse is the Deal Provider who you should contact for any and all refund options. All booking are subject to these Head Out Adventures Terms and Conditions herein.
f) once all components of your trip are reserved, we email you a written guaranteed departure confirmation. Once we send you this confirmation, the trip is considered confirmed and any and all cancellation fees will apply as outlined in the Cancellation section of these Terms and Conditions. If you cancel after this point, you are fully responsible for any and all charges, costs and cancellation fees and penalties as stated in these Terms and Conditions. Furthermore, you grant us permission to charge your credit card should you have granted us permission on the signed authorization form you provided to us. If not, you agree to pay any and all charges, fees, costs, penalties, etc. as stated in these Terms and Conditions.
When airfare is offered as an add-on, mandatory or optional, to the price of a trip, the price is always an estimate that is based on a price of a particular airline, route, flight and class level at the time the price was published on our website, in any marketing materials, quoted and/or as marketed or sold by any affiliates and/or resellers of our trips, plus a markup for our costs associated with handling and processing, as well as our risk of fare increase between the time of publishing and the time of ticketing. And while we and our affiliates strive to represent the current price, it is impossible to predict the airline's retail prices, availability, and/or any other changes, foreseen or unforeseen, (including, but not limited to, fare increases, fuel surcharge increases, government taxes/fee increases, etc.) and, as such, the price and availability of all quoted, advertised and purchased airfares is subject to change until it is fully paid for by you AND fully booked and ticketed by us with the airline on your behalf. Head Out Adventures reserves the right to book you on any airline, route, flight, class, duration, etc. we deem reasonable, however, if the price increases and/or availability changes we will notify you before booking and ticketing you with the airline. You will then have the option to pay any additional costs associated with us booking you on a different flight, class, route, prices, etc. OR you may request a refund of the amount that we determined to be set aside for the particular trip you purchased, subject to these Terms & Conditions. Should the net cost of flights be less, no refund will be given.
The cost of all airline tickets and taxes are 100% non-refundable after a booking is requested by you with Head Out Adventures (and/or a voucher is redeemed with a daily deal provider). After booking, any changes whatsoever that are made to flights will incur a minimum $50 fee by Head Out Adventures, PLUS any and all fees, costs or penalties charged by the airline and/or any consolidator and/or booking agents involved. It is your responsibility to provide Head Out Adventures with exact names and full details as shown on your passport so that we can have the airline issue tickets properly. Your failure to provide us with the exact information on your passport could lead to denial of boarding by airport agents. As such, Any changes to your passport or travel status, must be provided to Head Out Adventures, acknowledged by us and the airline, and any associated fees (ours and/or the airlines) paid by you with ample time to make the changes. All change requests are done on a best efforts basis by us. Failure to provide us with the correct and exact passport details and/or to inform us of any changes to your passport details or travel status, is fully your responsibility and may result in your need to purchase a new ticket (subject to availability), without refund of the prior ticket(s), or possible denial of boarding at the airport. Failure to secure a new or changed airline ticket does not constitute your right to a refund of any associated trip costs beyond these terms and conditions, as the airfare and associated trip cost are separately booked. Any name changes made to tickets after ticketing is subject to a minimum $50 Head Out Adventures fee, PLUS any and all fees, costs or penalties charged by the airline and/or any consolidator and/or booking agents involved. All changes are subject to the rules set forth by the airline for the particular flight, class, tickets, etc. that you are booked on, in addition to any consolidator and/or booking agent rules and these Terms and Conditions. All fees must be paid to Head Out Adventures before the airline ticket changes can be made and are subject to change until such changes are confirmed by the airline. Should there be a change to the cost, fees and/or terms of any quoted change requests between the time that the quote is given to you, you pay us for the required fees/cost changes, and we place that request with the airline, our consolidator, and/or ticket agent, then you are responsible any additional changes and/or costs that are incurred. As always, we highly recommend that you purchase full travel insurance to possibly help alleviate associated costs, fees, expenses should you need to cancel or change your flight and/or trip.
Our responsibility in respect of air travel is limited to the airline's conditions of carriage. Head Out Adventures is not able to specify the type of aircraft to be used by any airline. In addition, Head Out Adventures is not responsible for losses due to cancelled flights or seats or changed flight itineraries. The client cannot cancel the contract without penalty due to a change of airline, aircraft type or destination. Similarly, the contents of any trip details, marketing materials, etc. by Head Out Adventures and/or our affiliates do not commit us to the airline, flight, routes, class, or prices mentioned. The responsibility of the airlines is limited to the carriage of passengers and baggage in accordance with their terms and conditions of service.
Airlines and their agents and affiliates are not to be held responsible for any act, occurrence, or events during the time passengers are not on board their aircraft. The passenger ticket constitutes the sole contract between the airlines and purchaser of the tickets and/or passengers, with Head Out Adventures and any of our affiliates, consolidators, ticket agents, etc. acting as an agent only. The passenger contracts in use by the airlines or transportation companies when used shall constitute the sole contract between the airline, the transportation company and passenger or purchaser of tour. Head Out Adventures, including any of our affiliates, consolidators, ticket agents, etc., assume no responsibility in this connection.
If you wish to change your booking in any way, you must contact Head Out Adventures and we will accommodate your request to the best of our ability and in keeping with these Terms and Conditions and the requirements of our local agents. Surcharges may apply both from us and/or any of our agents, service providers, and/or partners.
Some of Head Out Adventures' trips require a local payment that must be paid directly to the guide in USD on the first day of the trip. This per person amount is in addition to the price of the trip and represents the final payment for the adventure. Payment is compulsory and your participation on the adventure is contingent upon the payment of the local payment in full.
The local payment allows the adventure guide to facilitate the flow of funds into countries that we travel through for such things as accommodations, park fees, transportation, incidental costs, etc. The use of local payments also helps to reduce the overall price of the adventure, as it minimizes the direct tour related costs associated with wiring money, credit, etc. This helps us keep our prices competitive and in-turn, pass the costs savings on to you. Payment must be made in full to your Head Out Adventures representative upon arrival in USD cash.
Head Out Adventures Tours
Head Out Adventures tours are always priced based on double occupancy, unless otherwise noted*.
For our group tours, prices are based on two people sharing a twin room with two beds*. If you do not mind being paired up with a roommate of the same gender, then the single supplement does not apply and we will match you up with a roommate. If no roommate is available, you will not be charged a single supplement even if you end up with your own room. If you would like to ensure that you have your own hotel room and do not want to be matched up with a roommate, then choose the optional single room supplement at checkout*.
For our private tours, a single supplement is a mandatory cost that is charged in addition to the cost adventure for those traveling alone, as an odd number group, or who are specifically requesting a single room*.
For optional activities, trip add-ons, trip extensions, etc., an additional single supplement may apply as noted on the trip detail page.
Note: a single room and/or twin rooms cannot always be guaranteed in each destination, as there may be situations where room sharing and/or multi-bed rooms are the only option, such as on ships, remote areas and areas with limited accommodation, as directed by the Trip Leader, etc. In these cases, you will be required to share a twin or multi-person room, even when you paid the single supplement. In these instances, the single supplement and trip prices will already reflect this reduction in cost, so no refund will be given in these cases.
Photos and Video on and of Your Adventure:
Head Out Adventures reserves the right to take photos and video throughout the adventure and to use these photos and videos on our website, brochure and/or marketing materials. Should you choose not to be in any of these photos or videos, please advise Head Out Adventures in writing before your adventure begins. Furthermore, you agree to release any and all copyright claims and give unrestricted permission to us for any photo taken during your adventure by you or by anyone else, or of you, with your camera or with anyone else’s camera, that are shared directly with Head Out Adventures or indirectly via our Trip Leaders, our agents, or any other persons or clients, etc. to use, modify, enhance, change, etc. without restriction and with no compensation due to you or any other party, on our website, in our marketing, in our advertising, etc. You agree to accept full financial and other responsibility for any photo that you share with Head Out Adventures, directly or indirectly as described above, that you do not own the full and unequivocal copyright to. You agree to accept responsibility, defend and indemnify Head Out Adventures and agree to incur all associated costs, direct and indirect, should a third party claim copyright infringement on a photo that you shared with us directly or indirectly as described above, and to make us whole.
Entry laws differ between each country and also differ with respect to the citizenship of the person wishing to enter the country. As the policies of each country continuously change, it is, under all circumstances, solely your responsibility to ensure that any and all Visas are obtained in accordance with the current requirements of each destination country. It is also your responsibility to monitor any changes that may affect your entry into the destination country(s) of your trip and to make any adjustments as needed. Head Out Adventures cannot and will not be responsible in any way for changes made to Visa entry policies of any country. Furthermore, any and all costs associated with obtaining the required Visas are solely your responsibility. You are responsible for any expenses incurred as a result of delays or itinerary changes related to your lack of appropriate travel documents. Any information provided by Head Out Adventures or our agents regarding visa requirements, is done solely in good faith, but without responsibility on the part of Head Out Adventures.
It is required by most countries that your passport be valid for at least six (6) months beyond the completion of your trip to be allowed entry into the country. Obtaining or renewing passports, as well as compliance with this requirement and all associated passport rules (of your country and/or the destination country) and costs, is solely your responsibility. You are responsible for any expenses incurred as a result of delays or itinerary changes related to your lack of appropriate travel documents. Any information provided by Head Out Adventures or our agents regarding passport requirements, is done solely in good faith, but without responsibility on the part of Head Out Adventures.
Travel insurance is mandatory for all travelers while participating in any trip organized by Head Out Adventures. By signing these terms and conditions, you agree that it is solely your responsibility to, at minimum, obtain the following coverage, which must be valid for the duration of all travel on any and all Head Out Adventures trips.
It is important that your minimum policy cover you for travel in all countries that you will be visiting and that, if needed, an additional Sports & Hazardous Activities rider be obtained to cover all activities you will be participating in. Sports & Hazardous Activities may include, but are not limited to higher altitude trekking, whitewater rafting, skydiving, SCUBA diving, bungee jumping, horseback riding, canyoneering, rappelling, surfing, mountain biking, kayaking, etc. Please check with your insurance agent for complete details of any policies you own or intend to own for coverage details.
Highly Recommended Travel Insurance Coverage:
In addition to the above mentioned mandatory coverage, Head Out Adventures highly recommends that each traveler purchase a travel insurance policy that covers personal liability, cancellation, curtailment and loss of luggage and personal effects. We all know that unforeseen situations can occur at home before or during a trip. This alone is a great reason to purchase full insurance. However, unforeseen situations can happen elsewhere before or while traveling that can affect your trip too. Weather, airline, transportation, civil unrest, government, acts of God, supplier default, and/or other forms of cancellation or delay, although not always common, can and do happen. Full travel insurance coverage may help alleviate some of the burden of the costs associated with these or similar types of events, whereas you will otherwise be required to incur the full cost. As such, Head Out Adventures highly recommends that full travel insurance coverage be purchased above and beyond the required minimum as stated above.
You, together with your personal property (including baggage), are at all time participating solely at your own risk. You are solely responsible for arranging, purchasing and carrying your own insurance. Any information provided by Head Out Adventures or our agents regarding travel insurance options is done solely in good faith, but without responsibility on the part of Head Out Adventures. It is solely the responsibility of the adventurer to ensure that proper coverage is obtained.
NOTE: It is advisable to purchase the travel insurance as soon as possible as insurance companies can limit or null benefits if the policy is not purchased within a certain number of days of trip purchase. Immediate purchase may also be required to ensure pre-existing conditions are covered appropriately, but do NOT purchase travel insurance until you receive a written e-mail confirmation of guaranteed departure from Head Out Adventures.
Minimum Group Size:
Some of Head Out Adventures trips require a minimum number of people participating in order for the trip to proceed. This minimum is usually posted on the specific trip detail page of our website. Should you or your group not meet the minimum group size, Head Out Adventures will attempt, with the receipt of the required deposit, to match you up with other travelers to meet the minimum. These people may or may not be Head Out Adventures clients. Any and all deposits given to reserve a spot on a trip that is subsequently cancelled will be fully and promptly refunded.
Expectations of the Adventurer:
Most of our trips are fast paced and exciting adventures that operate with a high amount of flexibility and thus allow our agents to react and adapt to ever changing situations. While we and our agents make every effort to make your adventure as relaxing and exciting as possible--and in fact most day-to-day processing will go unnoticed by the adventurers--it is possible that events beyond our control (weather, political situations, terrorism, flights, acts of God, etc.) can and will arise. In these situations we ask for the understanding and patience of each adventurer to allow the Adventure Guides ample opportunity to resolve the situation to the best of our ability. Your safety is first and foremost on the minds of both Head Out Adventures and our agents, therefore we or our agents reserve the right to replace, cancel and/or alter any aspect of the adventure either before the adventure starts or while it is in route. You agree that Head Out Adventures cannot and will not be held responsible for any of these events in any shape or form.
Travel that is purchased through Head Out Adventures/Global Expeditions Club may involve risks above and beyond those encountered on more conventional and unadventurous trips. Trips involving such activities as surfing, whitewater rafting, trekking, high altitude trekking, skydiving, SCUBA diving, bungy jumping, canyoning, rappelling, cage diving, mountain biking, kayaking, or any other activities, including transportation, sightseeing, etc., that carry risk of any kind, have inherent dangers that can result in serious injury and even death. Our agents can help reduce these dangers through their knowledge, experience and training, but they cannot eliminate these dangers. By accepting these Terms and Conditions you fully accept all risks associated with any and all activities offered on any trip or service purchased through Head Out Adventures. Likewise, you agree to accept all responsibilities for your own actions on any trip or services purchased through Head Out Adventures, including your willingness to voluntarily participate in any and all activities offered on said trip or services. Although we may arrange these activities on your behalf and/or our guides may provide you with advice and directions, it is ultimately and totally your responsibility to determine the safety of the activity you are participating in and where your limits of capability and experience are and to avoid crossing these limits. You agree that you WILL NOT hold Head Out Adventures accountable in any way for the choices and decisions you make during any trips, services, and/or activities you purchase through us. You further agree that participating in any of these activities, including but not limited to SCUBA diving, snorkeling, bungy jumping, canyoneering, rappelling, white water rafting, ATV, surfing, horseback riding, high altitude travel/trekking, trekking, hiking, swimming, paragliding, skydiving, parasailing, hang-gliding, etc., is fully, completely and totally at your own risk, regardless of whether you arrange the activity on your own or if we arrange these activities on your behalf. You further agree that Head Out Adventures/Global Expeditions Club is simply the agent and middle person and absolutely does NOT hold or maintain any control over the operation, training, staff, environment, safety, equipment, setup, implementation, procedures, etc. of any activity operated by the companies performing these activities and therefore you agree that you will not hold us liable in any way whatsoever.
Travel that is purchased through Head Out Adventurers may also involve dangers due to the countries and regions that we sell travel in. Head Out Adventures sells trips in some geographical regions where, among other things, the standard of accommodation, transport, safety, hygiene, cleanliness, medical facilities, telecommunications, infrastructure, political stability, and crime level (both petty and violent) may not be of the standard that you are accustomed to or would find on a more conventional trip. The safety of roads and the standard of driving practices may also be inferior in some of these regions relative to what you are accustomed to. You agree that we will not be held accountable for road or any other accidents that occur during your travels with us or our agents.
By agreeing to these Terms and Conditions in full, you also accept the risks outlined in the above two paragraphs and fully assume all responsibilities while traveling with Head Out Adventures. You further agree to release Head Out Adventures from any liabilities connected to these risks.
Altitude and Acclimation:
If your trip, trekking or otherwise, reaches any type of altitude, it is important that you read this section and also contact your doctor and/or travel clinic to fully educate yourself as to altitude related symptoms and how to prepare and react to any and all symptoms. Our Guides and Trip Leaders have experience with altitude, but in no way are they doctors, medical professionals or trained to prevent or treat altitude related symptoms. These Terms and Conditions, as well as any and all communication you receive from us, our partners and/or our Guides or Trip Leaders (written, verbal or otherwise) is in no way professional advice of any kind with regard to altitude related symptoms, preventions, treatments, actions, non-actions, etc. This includes any and all advice, instruction, warnings, etc., or lack thereof, from our partners, Guides, Trip Leaders, other passengers, etc. You are fully responsible for educating yourself, with the help of a trained professional doctor, in all aspects (preparation, symptoms, treatment, actions, etc.) of travel in altitude and for all decisions you make or don't make before, during or after traveling with us.
A general, non-professional, overview of traveling at altitude is as follows:
Altitudes are generally defined as follows:
It is likely and normal that everyone will experience some form of altitude related effects during the trek and possibly during the initial days upon arrival. It is caused by the inability of the body to adapt quickly enough to the reduced level of oxygen in the air at an increased altitude. At higher altitudes, acclimation is an important process of going to higher altitude, then returning to a lower level to sleep. It triggers the body to create more red blood cells to carry more oxygen, thus helps your body acclimate to higher altitude.
There are many different symptoms related to being in higher altitude, but some of the most common are headache, light-headedness, nausea, loss of appetite, tingling in the toes and fingers, and a mild swelling of ankles and fingers. These mild forms will normally disappear within 48 hours. Remember to always keep your guide informed of how you feel, especially if symptoms worsen.
Also, it is important to follow your guide's instructions, from the preparation stage of the trek to the finish. That said, it is very important that you confer with your doctor prior to leaving on your trip to ensure that you are not only physically capable of completing this adventure safely, but that you discuss, learn and fully understand the effects of travel at high altitude and how to best prepare, recognize and react to your body's reactions and adjustments to altitude. Your Guides/Trip Leaders have experience with altitude, but they are not doctors. Only you can recognize and react to the effects of altitude, so it's important that you fully educate yourself be fully prepared for altitude. If ever in doubt, the best remedy for altitude related symptoms is to immediately return to lower altitudes.
Your doctor and/or travel clinic is the best source of information and education, however you may find this link (information accuracy unknown) to have useful information before visiting your doctor: http://www.traveldoctor.co.uk/altitude.htm
We require that all adventurers be at least 18 years of age unless pre-approved by Head Out Adventures in advance of booking, except on family rated adventures where the decision of safety and appropriateness is left to the sole discretion of the parent and/or legal guardian. On all adventures, regardless of whether it is family rated or not, it is exclusively and wholly the decision of the parent and/or legal guardian to determine the safety and appropriateness of the trip for all children under the age of 18. Any information or advice provided by Head Out Adventures or our agents with regards to the appropriateness of a particular trip for children under the age of 18, whether orally, in writing or on our website, is done solely in good faith, but without responsibility on the part of Head Out Adventures.
Due to the limited availability of adequate facilities for handicapped persons in many of the countries that we offer adventures in, (with particular emphasis on 3rd world countries where virtually no facilities exist to accommodate handicapped people) our trips are not typically advisable for people in wheelchairs or with handicaps that require any type of advanced facilities or walking aids. It is solely the traveler's responsibility to discuss the destination and physical requirements of each trip with their physician and to decide the appropriateness of the trip.
Due to the enthusiastic pace of most of our adventures, it is also expected that each adventurer be of at least an average level of fitness and mobility. It is advised that all adventurers visit with their doctors to determine if they are physically and mentally capable of participating in the type of trip they wish to purchase and/or if any vaccinations are needed or recommended. It is solely the responsibility of the adventurer to ensure that any and all vaccinations that are required are obtained and to acquire and carry a recognized certificate for proof of inoculation where required.
Head Out Adventures and/or our agents reserve the right to allow, deny, or release at any time, any adventurer who's physical, mental or health conditions or general behavior impedes with the operation of the adventure and/or the rights, enjoyment or welfare of the other adventurers or our agents, without any refund due for unused travel and solely at the cost of the adventurer. The refund of the unused portion of the land services, if we chose to offer a refund, is the limit of Head Out Adventures' liability. It is solely the responsibility of the adventurer to judge the appropriateness of participating in an adventure of this magnitude.
Cultural immersion is an important part of the experience on our trips. As we are visitors in a foreign country, it is expected that all adventurers approach this subject with tact, grace and sensitivity. Any adventurer who is disruptive, endangers him/herself or the group, the travel experience, or breaks local laws may be removed immediately from the adventure at the complete discretion of Head Out Adventures and/or our agents, with no refund due and completely and wholly at the adventurer's own expense.
Many of our trips operate on a tight schedule. It is therefore imperative that you and/or the group stick to a strict schedule to avoid missing any pre-arranged reservations, including transportation, sightseeing, accommodation, etc. Head Out Adventures' agents will make every reasonable effort to inform the group of departure times, however it is solely the adventurers responsibility to ensure that they are punctual and arrive at the designated departure point for any and all scheduled group transfers on time. Any adventurer who does not make the scheduled group meeting times, for whatever reason, will be excluded with no refund due from the activity or, in the case of transportation, required to arrange their own transfer at their own expense. Furthermore, any adventurer who misses any scheduled flight or transportation, for any reason, will be solely responsible for all costs and arrangements to rejoin the group or to return to the original departure city and no refunds, credits or other compensation will be given by Head Out Adventures or our agents.
Flights and/or transfers missed due to events out of the control of Head Out Adventures, their agents, representatives, and/or guides, and any associated costs (such as hotel, transportation, or additional flight costs), are solely the responsibility of the adventurer and where allowed the adventurer's travel insurance.
Limitations on Head Out Adventures' Responsibility:
Head Out Adventures, LLC and its affiliates, owners, officers, agents, employees, advisors, contractors and subcontractors (hereafter in this paragraph 'Head Out Adventures') purchase transportation, hotel accommodations, restaurant services and other services from various independent suppliers that are not subject to its control. Neither Head Out Adventures nor any associated organization, agent, employee, advisor, contractor or subcontractor shall be held liable for any act, default, injury (including death), loss, expense, damage, deviation, delay, curtailment or inconvenience caused to or suffered by any person or their property, howsoever arising, which may occur or be incurred by any organization or person, even though such act, default, injury, loss, expense, damage, deviation, delay, curtailment or inconvenience may have been caused or contributed to: (a) by the act, neglect or default of Head Out Adventures' owners, officers, agents, managers, supervisors, employees, advisors, contractors and subcontractors, or of any person for whose act it would otherwise be responsible, or (b) defects or failures of any aircraft, vessel, automotive vehicle or other equipment or instrumentality under the control of independent suppliers. In addition, Head Out Adventures cannot and will not be liable in any way for delays in departure, cancellation, alterations or interruption of your vacation arrangements caused by weather conditions, technical problems of any aircraft, vessel, automotive vehicle or other transportation, equipment or instrumentality, strikes, war, terrorist activity, civil commotion, acts of God, or any causes beyond the control of Head Out Adventures. Furthermore, we or our agents reserve the right to cancel or alter any trip or component of the trip, before or during the trip, as we deem necessary or appropriate. In all cases where we choose to cancel or alter the trip, we or our agents are not financially liable and are under no obligation to issue refunds of any kind except as noted in the Cancellations & Refunds section of these Terms and Conditions. Should we choose to issue refunds, it is done solely in good faith. In all cases, refunds cannot and will not exceed any amount that results in a financial detriment to Head Out Adventures. In no event will Head Out Adventures be responsible for incidental, consequential or special damage or loss suffered by any person. In issuing tickets and coupons for transportation to the purchaser by any means and making arrangements for hotel or other accommodation, Head Out Adventures is not acting as principal but only as agent for the companies, corporations or person providing or offering the means of transportation and accommodations. To the extent Head Out Adventures shall not be acting as an agent, as stated above, it shall be deemed to be acting as an agent of the purchasers in arranging or booking transportation and accommodation. Head Out Adventures reserves the right to amend these Terms and Conditions at any time and from time to time without any prior notice. In the event that Head Out Adventures is ruled liable, Head Out Adventures' maximum liability, for any reason whatsoever, will be limited to the amount paid to Head Out Adventures for its services.
In a medical or other emergency, you grant us and any of our employees or agents full authority to seek such medical treatment or other remedy as is deemed necessary during your participation. You agree to release us, our employees, agents and principals from liability for any actions taken in the pursuit of obtaining care, and to make immediate repayment at the conclusion of the event for any special expense incurred or advanced for the actions taken. You also agree that you have visited a travel doctor and obtained all recommended inoculations required for this trip and have also obtained all required insurance coverage as outlined during your booking and/or within these Terms and Conditions and that you have informed us, our employees and our agents of any medication, ailment, condition, or injury that may affect my participation. You further agree and acknowledge that we, our employees, guides, agents, management, and booking personnel are in no way whatsoever qualified in any form medical understanding, application, emergency care, or the such and therefore fully agree to hold us harmless for any actions or inactions taken on our part.
If at the end of your trip you feel that your guide(s) did an outstanding job, tipping is greatly appreciated. While tipping is highly encouraged, as it is how most guides earn their living, the choice to tip is optional and the amount is completely discretionary.
Reservations & Payments:
Traveling to adventurous destinations around the world can be an adventure of a lifetime. It is also a complex process that requires extensive planning and preparation. Therefore, we try to offer our adventures well in advance and encourage early booking. Considering this we also require advanced deposits and maintain a cancellation/refund policy as described in our 'Cancellations & Refunds' section of these Terms and Conditions below.
The receipt of your initial payment (as described in the 'Deposits & Payment Schedule' below) secures you a place on your trip and binds you to these Terms and Conditions. We encourage payment by either personal check, money order or bank check. Checks should be made out in the amount required as per the 'Deposit & Payments Schedule' below or as indicated on your invoice and should be made payable to Head Out Adventures, LLC and should be mailed to the address at the bottom of these Terms and Conditions with ample time to arrive at our office by the payment due date. All prices are listed in USD and payments must be made in USD. For exceptions to paying with US denominated currency, please contact Head Out Adventures for options.
NOTES: (a) All deposits and payments are subject to the 'Cancellation & Refunds' section of these Terms and Conditions below. (b) Payments which arrive after schedule due dates will be subject to a late payment maintenance fee of US$50 per invoice.
Deposits & Payments Schedule:
To request a booking, Head Out Adventures requires a completed booking form for all travelers together with a deposit of $750 per person (unless otherwise noted - e.g. Antarctica trips). To request a booking that departs within 100 days (139 days for Galapagos and Antarctica trips), full payment is required at the time the booking is requested.
The balance of all monies due, including any additional surcharges applicable at that time, must be paid to Head Out Adventures no later than 100 days (139 days for Galapagos and Antarctica trips) before departure. In the case of non-payment of the balance by the due date, Head Out Adventures reserves the right to cancel the trip at their discretion at any time. Any cancellation for non-payment of balance due will be subject to the 'Cancellations & Refunds' section of these Terms and Conditions on the day that Head Out Adventures chooses to cancel the trip.
NOTES: Any applicable Group or Early Booking discounts are applied to the final payment which is due no later than 100 days (139 days for Galapagos and Antarctica trips) before departure.
Early Booking Discount:
Some of Head Out Adventures trips include an early booking discount. Any applicable discounts will be posted individually on the trip detail page of our website. Any discount will be applied to the final payment for each reservation and cannot be combined with any other discount.
Some of Head Out Adventures trips include a group discount. Any applicable discounts will be posted individually on the trip detail page of our website and will detail the number of people required for a discount. Any discount will be applied to the final payment for each reservation and cannot be combined with any other discount. Groups of 10 or larger should contact Head Out Adventures for availability and the potential for additional discounts.
Cancellations & Refunds:
If you must cancel your reservations, you must do so in writing. Cancellation charges are calculated on the day that Head Out Adventures receives your written request for cancellation. Cancellation charges will be calculated in accordance with these Terms and Conditions and Cancellation & Refund policy. We will attempt to process all refund requests within 14 days of receipt.
Head Out Adventures charges a non-refundable processing fee of $500 for each trip you cancel unless otherwise stated in the "Deposits & Payments Schedule" and "Cancellations & Refunds" and "Booking Process" sections of these Terms and Conditions. This fee reflects our administrative costs for setting up and canceling your reservation and/or fees, charges, penalties, etc. charged by our providers (hotels, suppliers, tour operators, ships, transportation, etc.) or other involved entities (government, merchant banks, etc.).
Unless otherwise stated in the trip detail or in these Terms and Conditions, cancellation refunds are calculated as the total cost of your trip, minus the following per-person charges. Additional charges may be included for non-refundable airfare, transportation, accommodation, ship payments, deposits, visa and other possible costs charged by any of our suppliers, agents or other involved entities*. These charges below include the $500 administrative fee.
*NOTE: All airfare for Global Expedition Club tours, whether domestic or international, that is included or paid for in addition to the base price is non-refundable once the trip is guaranteed to depart.
NOTE: no refund will be given if you voluntarily leave a trip for any reason after the trip has begun. The same applies if you leave a trip or cannot fully participate in a trip due to injury or illness. Refunds will be at the complete discretion of Head Out Adventures if you are involuntarily forced to leave a trip for any reason. No refunds will be made for any accommodations, transport, sightseeing, meals or services not utilized. Please see the 'Limitations on Head Out Adventures' Responsibility' section of these Terms and Conditions for more information.
Applicable Law and Liability:
These Terms and Conditions, together with any User Agreements incorporated in our website, constitute the entire agreement between us related to the subject matter hereof and supersedes any prior understanding or agreements (written or oral) regarding the subject matter and may not be amended or modified except in writing or by making such amendments or modifications available on the website.
This User Agreement and its performance shall be governed by the laws of the State of New Hampshire, United States of America, without regard to its conflict of laws provisions. You agree and submit to the exclusive jurisdiction of the state and federal courts located in the state of New Hampshire, United States of America, in all questions, disagreements and controversy arising out of your use of this site and this User Agreement.
In no event will Head Out Adventures be liable for any indirect, consequential, punitive, multiple, incidental, special or exemplary damages, however caused, and whether in contract, tort or under any other theory of liability, and regardless of whether Head Out Adventures has been advised of the possibility of such damages. Notwithstanding the foregoing, Head Out Adventures liability for damages hereunder shall in no event exceed the amount actually paid by you to Head Out Adventures for the trip giving rise to the claim.
Other Important Information:
Any and all information, advice or promises provided orally or in writing to you by any member of Head Out Adventures or our agents is done solely in good faith, but without responsibility on the part of Head Out Adventures. These Terms and Conditions are always the final and ultimate rules and supersede any other communication from us or our agents.
Head Out Adventures reserves the right to amend these Terms and Conditions at any time and from time to time without any prior notice.
Head Out Adventures, LLC
1465 Woodbury Ave, #253
Portsmouth, NH 03801
1(888) Trip Find