A $250 per person 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.
Four Season Guides reserves the right to implement itinerary changes based on a variety of circumstances, including, but not limited to, permit availability, force majeure, weather conditions, 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 a trip is cancelled due to circumstances beyond our control, a credit equal to the full amount paid will be issued.
Four Season Guides reserves the right to cancel any trip due to acts of nature, road conditions, insufficient number of participants or unforeseen circumstances that mandate cancellation. In this case, a full refund of the amount paid will be given. Four Season Guides is not responsible for additional expenses incurred by preparing for the trip (for example: non-refundable advance purchase air tickets, clothing, equipment, visa fees, medical expenses, etc.). There are no refunds for guests who arrive late or depart early from a trip.
If you cancel your trip, you must notify us in writing. We calculate your refund on the day we receive written notice of cancellation. There is a non-refundable processing fee of $50 per person for cancellation. 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: $50 administrative fee.
- Between 89 and 60 days: 25 percent of the trip cost
- Between 59 and 30 days: 50 percent of the trip cost
- Between 29 and 15 days: 75 percent of the trip cost
- Less than 15 days prior to the trip start date or once the trip has begun: no refund
Day Hike Cancellation Policy: A 50% refund will be given with less than 15 days notice; no refund within 72 hours.
You may transfer from one trip to another up to 45 days before your scheduled departure without being subject to cancellation fees. If you transfer from one trip to another:
- 45 or more days prior to the trip start date, there will be a $50 processing fee
- less than 45 days prior to the trip start date, regular cancellation and refund policies will apply
If you decide to transfer your reservation to another trip, you will have one year from the date of change to reschedule your reservation. After one year, 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.
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.
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.
As a guest on one a Four Season Guides Adventures, you assume certain obligations to Four Season Guides and the other trip members. It is your responsibility to understand the fitness level required to complete your trip successfully. This means knowing 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. So please be sure to choose the adventure that is appropriate to your interests and physical abilities. Prepare for the trip by familiarizing yourself with the trip itinerary and trip preparation materials sent to you by Four Season Guides. Bring appropriate gear and clothing as advised by our staff and paperwork. Every trip packet will have a packing list appropriate for your trip.
Four Season Guides reserves the right to decline any person as a tour participant if a person’s behavior, health, mental or physical conditions hinder the operation of the trip.