Terms And Conditions

PAYMENT SCHEDULE

CANCELLATION/REFUND POLICY

If you need to cancel your trip, you must notify us in writing. We calculate your refund on the day we receive written notice of cancellation. Your non-refundable deposit of $250 per person is separate from the cancellation fees listed below. For example, if your trip costs $1000 per person and you cancel your trip 45 days prior to departure, you are eligible for a refund in the amount of $375 (which represents 50% of $750). For all cancellations, we will refund you the cost of your trip less the following per person charges:

Number of days prior to trip departure: Cancellation fee per person

• More than 90 days: You are only subject to the $250 non-refundable deposit **
• Between 90 and 61 days: 25 percent of the trip cost **
• Between 60 and 31 days: 50 percent of the trip cost **
• 30 days or less prior to the trip start date or once the trip has begun: no refund

** Your deposit remains available as a limited-time credit to be applied toward any trip within the next 2 years.

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.

Four Season Guides, LLC (FSG) reserves the right to cancel any trip because of inadequate enrollment that makes it economically infeasible to operate. In this situation, we will offer a full refund, including the normally non-refundable deposit. FSG reserves the right to cancel any trip because of good-faith concerns with respect to the safety, health, or welfare of the participants or for any Force Majeure. “Force Majeure” means any circumstances beyond our reasonable control, including, but not limited to, acts of nature, flood, forest fires, extreme weather, terrorist activities, insurrection, war or threat of war, sabotage, civil disturbance, labor strikes, requisition, sickness, quarantine, pandemic, epidemic, diseases that are known, unknown or novel such as coronavirus/COVID-19 (including any spread thereof), food-borne, airborne, and communicable illnesses and disease, government intervention of any kind that affect domestic and/or international travel, government restrictions or warnings, border closures or restrictions, public land closures, and unforeseen circumstances.

Four Season Guides, LLC will not be deemed in breach of these terms 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.

In these instances, a full trip credit will be issued minus any reasonable expenses incurred by FSG related to your booking. Refunds are not offered in these situations.

FSG is not responsible for additional expenses incurred by preparing for the trip (for example: non-refundable airline tickets, rental cars, clothing & equipment, visa fees, medical expenses, etc.). There are no refunds for guests who arrive late or depart early from a trip. *We highly recommend Travel Protection Insurance if you are uncomfortable with any aspect of these policies.

A $250 per person non-refundable deposit is required to confirm your reservation. The balance is due 90 days prior to your trip start date. If you reserve a trip within 90 days of trip departure, full payment is due at the time of booking.

Day Hike reservations require full payment at the time of booking.

TRIP ITINERARIES

TRAVEL PROTECTION 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 buying Travel Protection Insurance. It can save you thousands of dollars by protecting against financial loss caused by trip cancellation, medical expenses, travel delay 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 Travel Protection 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 Travel Protection 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.

Four Season Guides, LLC reserves the right to implement itinerary modifications and changes based on a variety of circumstances, including, but not limited to, force majeure, permit availability, weather conditions, flash flood hazards, impassable access roads, park or public land closures, and forest fires. The price and duration of a trip will never change once you’re registered but the destination and/or itinerary may change. Payments are not refundable for itinerary changes or public land closures. If an itinerary change is not possible and it becomes unfeasible to run the trip due to circumstances beyond our control, a credit equal to the full amount paid will be issued.

We realize that our guests have flights, lodging, and other details associated with their FSG trip and so, in cases where trips cannot be executed as planned, we will design an alternative itinerary for you. In these instances, every reasonable effort will be made to keep intact the vital aspects of the trip itinerary you originally registered for. Your safety is our most important priority and we reserve the right to entirely re-route your trip itinerary to keep you safe. *Again, we highly recommend Travel Protection Insurance if you are uncomfortable in any way with these policies.

Trips require a certain number of participants:

Each trip requires a minimum number of participants for departure. If we sign up enough participants to run a trip but have unexpected cancellations, dropping the number of participants below the required minimum, we reserve the right to cancel the trip. If Four Season Guides cancels a trip due to low enrollment, a full refund will be given. Special rates for custom itineraries and/or large groups are based on an agreed upon number of participants. If your group size falls below that agreed upon number of participants, Four Season Guides reserves the right to increase the per person cost of the trip.

Medical considerations:

If you have any medical or psychological conditions, it’s very important you let us know well before departure so that we can make extra arrangements if necessary. At any time throughout the trip our guides have the right to remove anyone off of the excursion if they feel the trip member is mentally or physically incapable to continue and/or if a trip member’s continued participation jeopardizes the group or his/her own safety. Under these circumstances refunds are not given.

Four Season Guides is not a medical facility and therefore has no responsibility regarding medical advice, or medications that you or your doctor deem necessary for your safe participation.

Hospital facilities for serious problems are often unavailable and evacuation can be prolonged, difficult and expensive. Four Season Guides assumes no liability regarding provision of medical care. By signing the Liability Release and Assumption of Risk Agreement, you agree to pay for emergency evacuation and emergency medical care.

Obtaining an up-to-date physical examination from a doctor is highly recommended. Guests should know their current health conditions and carry any appropriate medications in the back-country. Trip Leaders are not responsible for administering any form of medication including over the counter drugs for general aches and pains.

Physical Preparedness:
As a guest on an FSG trip, you assume certain obligations to FSG and the other trip participants. It is your responsibility to understand the fitness level required to complete your trip successfully. This means familiarizing yourself with the terrain, weather/climate during that time of year, mileage that will be traveled, elevation gain/loss and the physical ability that the specific trip demands. Please be sure to choose an adventure that is appropriate to your interests and physical abilities. Prepare for the trip by familiarizing yourself with the trip preparation materials sent to you by FSG, including suggested physical preparation. Bring appropriate gear and clothing as advised by our staff and paperwork.

At any time throughout the trip, our guides have the right to remove anyone from the group if they feel the participant is mentally or physically incapable to continue and/or if a participant’s continued participation jeopardizes the group or his/her own safety. Under these circumstances, refunds are not given. If additional resources/personnel are required to assist underprepared participants, Four Season Guides reserves the right to hold the participant financially responsible for additonal costs incurred by FSG.

ADDITIONAL POLICIES

Photo Contest 2024

Contest Period:

The Four Season Guides 2024 Photo Contest begins on November 8, 2024, and ends on December 15, 2024, at 11:59 PM Mountain Time. 

Eligibility:

The contest is open to individuals 18 years or older who have traveled with Four Season Guides between January 1, 2021, and November 15, 2024. Employees of Four Season Guides and their immediate family members (spouses, parents, siblings, children) are not eligible to enter. 

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.

To qualify, photos must be taken by the participant on a Four Season Guides trip after January 1, 2021. The participant must certify that they are the sole copyright holder of the submitted photograph.

Edited photos are allowed. However, adding or removing objects from the image is not permitted. Photos that have been significantly altered may be disqualified at the judges' discretion.

How to Enter:

Photos and required information must be submitted through our website at https://fsguides.com/2024-photo-contest/. You may submit as many photos as you like. To be properly displayed in our online gallery, submissions should be in .jpeg, .jpg, or .tiff format and at least 1,900 pixels wide with a maximum size of 15 MB. Each trip should be submitted separately using the form provided.

Photo Rights:

You retain ownership of your submitted photos; however, by entering the contest, you grant Four Season Guides (and authorized affiliates) a royalty-free, non-exclusive license to publicly display, distribute, reproduce for promotional purposes. FSG is not obligated to provide any further compensation or obtain additional approval for these uses.

Submission Deadline:

The contest begins on November 8, 2024. All entries must be received through the FSG website by 11:59 PM Mountain Time on December 15, 2024.

Judging:

Photos will be judged by Four Season Guides staff based on creativity, quality, originality, and impact. Winners will be announced on December 20, 2024.

FSG will notify winners using the contact details provided at entry. If a winner does not respond within five business days, FSG reserves the right to disqualify the entrant.

Prizes:

Three prizes will be awarded:

• Grand Prize: $1,500 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 participating, all entrants agree to hold Four Season Guides, its directors, officers, employees, and agents (the “Indemnified Parties”) harmless from all claims arising from the contest or prize acceptance. The Indemnified Parties are not responsible for incomplete entries, technical issues, or any other failures beyond their control.

Participants are responsible for their entries and must not submit any materials that introduce malware, viruses, or inappropriate content, including political messages, advertising, nudity, or personal attacks. Submissions that infringe on third-party rights are prohibited.

The contest is void where prohibited by law. Four Season Guides reserves the right to cancel or modify the contest at its discretion. In the event of a dispute, FSG reserves the right to award or withhold prizes as it sees fit. FSG also reserves the right to disqualify any entrant whose behavior disrupts the contest or infringes on the rights of others. All decisions are final.