Covid-19 Update 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 continue to actively monitor all recommendations put forth by local, state, and federal agencies. In addition, we will be following all travel restrictions 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 3 to 4 weeks in advance and provide you with a full trip credit to be applied to any future trip with Four Season Guides. *All funds and credit must be applied to a new reservation by 12/31/2022.
We will also be adjusting our payment schedule during this period of uncertainty. We are delaying all final payments on trips from our normal 90 days from the trip’s scheduled departure to 30 days from the day of departure.
We have relaxed and updated our policies as follows:
In the event that your trip is postponed:
For trips scheduled after May 20, we will be reviewing 30 days prior to departure (or closer as the situation evolves) to determine if it is safe and reasonable to run the trip. If your trip must be postponed as a result of a travel restrictions, or due to land closures, 100% of your funds will be held in a transfer account for use towards any trip through 2022.. 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:
If you choose to cancel your trip more than 15 days prior to departure, we will offer full transfer credit to any trip through the 2022 season. Within 15 days of departure, standard cancellation policies will apply.
What if your final payment is due:
We have extended the final payment date from 90 days to 30 days prior to departure for all departures through August 31, 2020. We will continue to consider opportunities to provide flexibility for you to make decisions reagrding your travel plans.
***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.
STANDARD BOOKING 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.
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 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.
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 Travel Protection Insurance if you are uncomfortable in any way with these policies.
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.
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.