Terms And Conditions
PAYMENT SCHEDULE
CANCELLATION/REFUND POLICies
Our standard Cancellation/Refund policies apply to all multi-day trips, with the exception of Phantom Ranch Hiking Tours, Machu Picchu Tours, and Custom/Private Hiking Tours. Please refer to the specific Cancellation/Refund policies for these trips below. For all cancellations, you must notify us in writing. We calculate any applicable refund on the day we receive written notice of cancellation. Refunds are based on the total trip cost, including any single supplement fees, upgrades, or add-ons.
Standard Hiking Tours
All payments must be current at the time cancellation notice is received in order to qualify for the refund schedule below. If final payment is not received by the due date, a 72-hour grace period applies. If payment or written cancellation notice is not received within 72 hours of the due date, the reservation will be considered canceled and the $500 per person deposit will be forfeited.
Cancellation Timeline: Fee per person
- Before final balance due date: $250**
- 89 to 61 days before departure: 25% of trip cost
- 60 to 46 days before departure: 50% of trip cost
- 45 days or less prior to the trip start date or once the trip has begun: 100% of trip cost
** Instead of incurring a $250 per person cancellation fee, you may apply your $500 per person deposit toward a future trip if written cancellation is received before the final balance due date. Deposits held on account must be applied to a new reservation within two years of the original cancellation date. Any unused credit remaining after two years will be forfeited.
Day Hike Cancellation Policy
A $100 cancellation fee will be assessed for all cancellations greater than 7 days in advance of your scheduled hike. Between 7 days and 72 hours, cancellations will incur a 50% fee. Within 72 hours of the hike departing, cancellations will receive no refunds. There are no refunds for guests who arrive late or depart early from the hike.
Phantom Ranch & Custom/Private Hiking Tours
All payments must be current at the time cancellation notice is received in order to qualify for the refund schedule below. If final payment is not received by the due date, a 72-hour grace period applies. If payment or written cancellation notice is not received within 72 hours of the due date, the reservation will be considered canceled and the $500 per person deposit will be forfeited.
Cancellation Timeline: Fee per person
- Before final balance due date: $500**
- 89–61 days before departure: Refund of 50% of trip cost
- 60 days or less before departure (or after trip begins): 100% of trip cost
** Instead of incurring a $500 per person cancellation fee, you may apply your $500 per person deposit toward a future trip if written cancellation is received before the final balance due date. Deposits held on account must be applied to a new reservation within two years of the original cancellation date. Any unused credit remaining after two years will be forfeited.
Inca Trail Trek & Machu Picchu Lodge-Based Trek
All payments must be current at the time cancellation notice is received in order to qualify for the refund schedule below. If final payment is not received by the due date, a 72-hour grace period applies. If payment or written cancellation notice is not received within 72 hours of the due date, the reservation will be considered canceled and the $500 per person deposit will be forfeited.
Cancellation Timeline:
Fee per person
- Before final balance due date: $300
- 89–61 days before departure: Refund of 50% of trip cost
- 60–46 days before departure: Refund of 75% of trip cost
- 60 days or less before departure (or after trip begins): 100% of trip cost
pricing
All trip prices are listed per person in U.S. dollars.
For trips that include lodging, pricing is based on double occupancy (two guests per room), unless otherwise noted. Single occupancy may be available for an additional fee; please refer to the individual trip page for details.
Prices are valid at the time of publication and are subject to change based on availability, seasonality, and other cost factors. Certain departure dates, particularly peak travel periods, may carry higher pricing. Date-specific pricing is listed on each trip page. If you have questions, we’re happy to help by phone or email.
Applicable local taxes, permit fees, or destination-specific charges may apply in certain locations and will be outlined during the booking process.
If a payment method change requires a refund and reprocessing of a transaction, a 4% processing fee will apply.
By submitting payment to Four Season Guides, you acknowledge and agree to these terms.
All required documents, including participant forms and liability waivers, must be completed and signed prior to final payment. Guests will not be permitted to participate in any portion of a trip without a completed and signed release form.
TRIP CANCELLATIONS BY FOUR SEASON GUIDES
Four Season Guides, LLC ("FSG") reserves the right to cancel any trip due to inadequate enrollment or for good-faith concerns regarding the safety, health, or welfare of participants.
If FSG cancels a trip due to inadequate enrollment, a full refund including the deposit will be issued.
FSG also reserves the right to cancel trips or modify itineraries due to circumstances beyond our reasonable control ("Force Majeure"), including but not limited to natural disasters, extreme weather, wildfires, public land closures, government actions or restrictions, labor disputes, disease outbreaks, pandemics, or other unforeseen events.
If a trip is canceled due to Force Majeure, FSG will issue a trip credit equal to payments made minus reasonable expenses already incurred by FSG, including but not limited to permits, guide wages, lodging deposits, transportation deposits, and administrative costs. Refunds are not provided in these situations.
Trip credits expire 24 months from date of issue and are non-transferable.
FSG is not responsible for expenses incurred in preparation for a trip, including but not limited to airline tickets, lodging, rental cars, gear purchases, visa fees, or medical expenses.
participant cancellations
Participant cancellations are subject to the Four Season Guides cancellation policy.
Cancellation penalties increase within 90 days of departure and may result in forfeiture of the full trip cost if cancellation occurs within 45 days of departure (60 days for Phantom Ranch trips and custom or private trips).
There are no refunds for late arrivals, early departures, or voluntary withdrawal from a trip.
Multi-day hiking trips:

- A $500 per person deposit is required to confirm your reservation.
- Your final balance is due 90 days prior to your trip start date. For reservations made within 90 days of departure, full payment is due at the time of booking.
- If payment is not received within 72 hours of the due date, the reservation will be considered canceled due to nonpayment and the $500 per person deposit will be forfeited. In this case, no future trip credit will be issued.
Day Hike reservations require full payment at the time of booking.
TRIP ITINERARIES
TRip INSURANCE
Every year some of our guests have to cancel their trip for unforeseen reasons, such as canceled flights, illness or injury. We strongly recommend purchasing Trip Insurance to protect against financial losses due to trip cancellation, trip interruption, medical expenses, evacuation costs, travel delays, and lost or delayed baggage.
Due to many commitments and non-refundable expenses Four Season Guides has made in providing our trips, we must enforce our cancellation policy in the event that a guest cancels a reservation. These consequences become significant once we are within 60 days of the departure date and result in a full loss of your tour cost if the cancellation occurs less than 30 days before the departure date (or 60 days on Phantom Ranch trips and custom/private trips).
For this reason we strongly recommend buying Trip Insurance to protect you from cancellation fees due to unexpected medical issues involving yourself, a family member or a traveling companion. The coverage can also save you thousands of dollars by protecting against financial loss due to medical expenses during your trip; trip interruption caused by an accident or illness, travel delays and lost or delayed baggage.
Please visit our
Trip Insurance page for detailed information regarding this important decision.
We know that no one ever books a vacation with the intention of cancelling, but life is full of ups and downs and this is the best way to protect you against the unforeseen. In years past, those that bought travel insurance were very happy they did and those that did not experienced unnecessary financial losses.
Feel free to
contact us with any questions at
928-525-1552.
photography & media
During our trips, Four Season Guides may capture photographs and/or video for promotional, marketing, or commercial purposes. By participating in a trip, guests grant Four Season Guides permission to use images or video in which they may appear, without compensation.
If you prefer not to be photographed or recorded, please notify us in writing prior to your trip departure.
FSG reserves the right to modify trip itineraries due to weather, permit availability, safety concerns, public land closures, road conditions, or other circumstances.
Trip duration and price will not change once registered, but destinations and routes may change.
Trip descriptions, promotional materials, and photographs are provided for general guidance only and do not constitute guarantees regarding conditions or experiences.
Payments are not refundable due to itinerary modifications or public land closures.
If a trip becomes impossible to operate and no reasonable alternative itinerary is available, a trip credit equal to payments made will be issued.
Trips require a certain number of participants:
Trips require a minimum number of participants. If enrollment falls below the required minimum, FSG reserves the right to cancel the trip and issue a full refund.
If a trip initially meets minimum enrollment requirements but later cancellations reduce participation below the required minimum, FSG reserves the right to cancel the trip and issue a full refund.
Custom trip pricing is based on agreed group size. If group size decreases, FSG reserves the right to adjust pricing.
Medical considerations:
FSG is not a medical provider.
Participants are responsible for obtaining appropriate medical advice and for carrying necessary medications.
Participants assume all costs associated with medical care, rescue, or emergency evacuation.
Medical facilities in remote areas may be limited and evacuation may be delayed, difficult, and expensive.
Obtaining an up-to-date physical examination from a doctor is highly recommended.
Participant Requirements/Physical Preparedness:
Participants are responsible for selecting trips appropriate to their physical abilities and for preparing adequately.
Participants must familiarize themselves with trip requirements, follow preparation guidelines, and bring appropriate gear and clothing.
FSG guides may remove any participant who is physically or mentally unable to continue or whose continued participation jeopardizes the safety or experience of the group. No refunds will be provided in these situations.
Participants agree to reimburse FSG for any additional costs incurred as a result of their failure to adequately prepare or comply with trip requirements.
If additional resources/personnel are required to assist underprepared participants, Four Season Guides reserves the right to hold the participant financially responsible for additional costs incurred by FSG.
Governing Law and Venue
This agreement shall be governed by Arizona law.

Any and all claims directly or indirectly arising from or related to participation in a Four Season Guides trip shall be resolved exclusively in the Superior Court of Coconino County, Arizona, regardless of where the trip takes place.
ADDITIONAL POLICIES
Photo Contest 2026
Contest Period:
The Four Season Guides 2026 Photo Contest is open for submissions from January 1, 2026 through December 15, 2026, at 11:59 PM Mountain Time.
Eligibility:
Open to individuals 18 years or older. Participants may submit photos from any Four Season Guides trip, regardless of when they traveled, provided the photos have not been entered in a previous Four Season Guides photo contest. Employees and immediate family of FSG are ineligible.
Submission Guidelines:
We are looking for the best photos from your FSG trips! Feel free to enter any photo from your trip. Great photos could be beautiful landscapes, great perspective shots, people having fun, cool campsite photos, epic sunrise/sunset, wildlife, wildflowers...absolutely anything. Our judges (FSG staff...not photography professionals) will be looking for photos that instill some sense of “wow...what a great shot”! And there are many different photos that might do just that.
Check out the full details below:
How to Enter:
Submit photos via our website at https://www.fsguides.com/photo-contest-entry. Formats accepted: .jpeg, .jpg, or .tiff. Multiple submissions allowed; each trip should be submitted separately.
Photo Rights:
You retain ownership, but by entering, you grant FSG a royalty-free, non-exclusive license to display, distribute, and reproduce submitted photos for promotional purposes.
Submission Deadline:
All entries must be submitted by 11:59 PM MT on December 15, 2026.
Judging:
FSG staff will evaluate entries based on creativity, quality, originality, and impact. Winners will be notified by December 20, 2026. If unresponsive within five days, winners may be disqualified.
Prizes:
- Grand Prize: $1,250 value toward any Four Season Guides tour.
- Second Place: $500 toward any Four Season Guides tour.
Winners must sign a release, a license agreement, and a declaration of eligibility. Winners are responsible for any associated taxes or fees. All prizes are non-transferable and awarded "as is."
Online Features:
Select photos may be featured on Four Season Guides' website or social media channels. These selections are made at FSG's discretion.
Conditions of Entry:
By entering, participants release FSG from all claims related to the contest or prizes. FSG is not liable for technical issues or incomplete entries. Entries with inappropriate content or malware are prohibited. The contest is void where prohibited. FSG reserves the right to cancel or modify the contest and to disqualify any entrant disrupting the process or infringing on others’ rights. All decisions are final.
