REGARDING COVID-19: A Message to Our Guests (Updated April 1, 2020)
Dear FSG Guests,
As the circumstances surrounding the current COVID-19 pandemic continue to evolve, we are closely monitoring the developments and are committed to keeping travelers informed as to how this potentially affects your scheduled trips, as well as your potential plans to join us in the future. This includes following the latest guidance from the U.S. State Department, CDC, and WHO, and monitoring updates from local, regional and state agencies. We are here to provide informed responses to any questions or concerns you might have regarding your upcoming travel.
As of this time, we have suspended all trips scheduled to depart through April 30. It is certainly reasonable to expect that travel restrictions, shelter in place orders, and social distancing standards will likely necessitate further suspensions and we will continue to update this information as these decisions are made.
We are so grateful for everyone’s understanding and cooperation. Please take care of yourselves, your loved ones, your friends, and your community. For the most part, this will likely require cooperating with local, state, and federal guidance. We are all in this together. Stay safe and we look forward to hitting the trail again as soon as is reasonable!
Covid 19 Addendum to Terms and Conditions:
We want to provide our guests with the confidence to schedule their trips with the added reassurance that they can make the decisions that are best for both their health and wellbeing. We are working to ensure your safety and provide flexibility when it comes to booking any travel with us during this time.
We will be actively monitoring all recommendations put forth by state and federal agencies, as well as those of other countries. In addition, we will be following all travel restrictions or quarantines that could potentially affect your ability to proceed with your trip as planned. If it appears that we would not be able to operate your trip as scheduled we would notify you at least 30 days in advance and provide you with a full trip credit to be applied to any future trip with Four Season Guides.
We will also be adjusting our payment schedule during this period of uncertainty. We will be delaying all final payments on trips from our normal 90 days from the trip’s scheduled departure to 45 days from the day of departure.
We have relaxed and updated our policies as follows:
In the event that your trip is cancelled as a result of a travel ban imposed by federal, state, or local agencies, or due to land closures, you may transfer your entire payment to another trip. No transfer fees. In some select circumstances, non-refundable lodging fees may be further deducted from the refund amount. Four Season Guides is not responsible for additional expenses incurred by preparing for the trip (for example: non-refundable advance purchase airfare, rental cars, clothing, equipment, visa fees, medical expenses, etc.).
If you choose to cancel your trip, we will offer full transfer credit to any trip through the 2022 season. No transfer fees. In some select circumstances, non-refundable lodging fees may be deducted from the trip credit.
*All transfer credits are transferable to friends or family eligible for a given trip.
If your final payment is due: we are postponing all final payments to 45 days prior to your trip’s scheduled departure.
***As we’ve learned over the past few weeks, what makes sense today may not make sense tomorrow. Please understand that we reserve the right to change these policies without prior notice due to this rapidly changing and unpredictable situation.
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.
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 50% refund will be given with 72 hours notice; no refund within 72 hours.
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 due to circumstances beyond our control, including but not limited to, force majeure, natural disasters, forest fires, extreme weather, travel restrictions, border closures, public land closures, civil unrest, terrorism, disease outbreaks, public health emergencies, or because of good-faith concerns with respect to the safety, health, or welfare of the participants. 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 Trip Cancellation Insurance if you are uncomfortable with any aspect of these policies.
Transfer requests are only accepted more than 90 days prior to your trip’s scheduled departure. Transfers made after this time will be treated as cancellations. If you want to transfer from one trip to another, there is a $100 per person transfer fee. You may choose to make a one-time transfer of your deposit to a credit account for use towards any trip in the next 2 years. The $100 transfer fee will be charged at the time your transfer request is received.
If you decide to transfer your reservation to another trip, you will have 2 years from the date of change to reschedule your reservation. All trip prices are subject to change and any transfers may be subject to additional fees. After 2 years, if you have not rescheduled your reservation, you will forfeit all payments. Any subsequent cancellations made to a transferred reservation will become subject to minimum per person cancellation fee of 50% of the trip cost.
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 Trip Cancellation Insurance if you are uncomfortable in any way with these policies.
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 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 30 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.
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.
You are welcome use any insurance company you like, and one that gives you the best price. We have quoted online and then called the company as well, and sometime it is cheaper online and sometimes it is cheaper over the phone. You will want to make this purchase within 15 days of signing up for the trip.
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.
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.
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.
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.