Booking Terms and Conditions
BOOKING TERMS & CONDITIONS
We ask that all clients carefully read our terms and conditions. By making an initial payment to Outdoor Travel Adventures (OTA), you are acknowledging that you have read, understand, and agree to these terms and conditions. We will also ask you to sign a booking form and liability release.
Note: Terms are based on our custom designed itineraries. Many vendors may carry their own terms which we will communicate to you.
DEPOSITS & PAYMENTS
- Complimentary 30-minute consultation
- $200 Travel Curation Fee trips under 3 weeks; $500 for trips over 3 weeks or multi country combinations.
Once we agree to work together, you become our priority, and we completely immerse ourselves in your arrangements. Some highlights of our service include:
- Personalized onboarding interview
- Destination knowledge & insight
- Detailed research
- Itinerary design
- Pre-travel preparation
- In-country support during business hours and off hours
Our small team has a combined industry experience of well over 100 years! We hope you agree this extensive expertise, combined with our global network, is worth this small investment.
- 25% Deposit of total land cost due upon confirmation*
Please understand your risk and consider purchasing travel insurance to cover your non-refundable investment.
- Final Payment due 60 days prior to departure*
*Custom land arrangements are quoted as a package price, and our payment terms apply to all arrangements contained therein. However please note that some individual vendors will require additional deposits and stricter payment terms. We will present those requirements to you prior to collecting a deposit.
For many of our international destinations, your package price will be based on a foreign currency. You will receive pricing in the foreign currency with the USD equivalent, based on the current exchange rate. At the time of final payment, the USD pricing for the full trip cost will be recalculated according to the updated exchange rate. Your payment will be processed in US Dollars, unless otherwise explained and authorized.
AIR BOOKING SERVICE
Due to the complexity of airline rules, pricing and booking procedures, air services will be subject to a processing fee of $50 per person. This fee will cover flight research, logistics coordination with your custom land arrangements, and submission/management of seat requests, special meal requests and frequent flyer numbers. Flights will also be monitored for schedule changes by the airlines, and handled according to airline rules and regulations.
Should your trip be changed or cancelled for any reason, whether by your request or by circumstances outside of your control or ours, a fee of $50 per person will apply for flight rebooking or air ticket refund processing (if applicable, as per airline rules).*
*We act as a sales agent for airlines and we have no control over their services, schedules or refund policies. In the event of a cancelled trip, most airlines offer a credit for future travel, not necessarily a refund. In the event of an airline-initiated flight cancellation or schedule change, we will advise you on current airline policy and advocate on your behalf, using our contacts and extensive experience.
CANCELLATIONS & AMENDMENTS
All amendment requests and cancellations must be received in writing.
Any additional costs resulting from the requested change(s) will be quoted for approval and added to the total trip invoice to be paid according to our standard payment policy. Depending on the nature and timing of the requested change(s), an additional fee may apply, and will be quoted for approval prior to processing.
Complete cancellations will incur the following trip cancellation fees:†
• Travel Curation Fee non-refundable
• More than 60 days prior 25% of the trip cost is non-refundable
• 31-60 days prior 50% of trip cost is non-refundable
• 0-30 days prior 100% of trip cost is non-refundable
†Cancellation terms apply to all individual arrangements within your land package. However please note that some individual vendors may assess earlier and/or higher cancellation penalties, which will be advised at the time of booking and highlighted for your approval.
Airline tickets have strict change/cancellation policies and are typically 100% non-refundable.
We highly recommend travel insurance to cover your non-refundable investment for unexpected cancellation due to covered reasons, as outlined by the travel insurance provider.
SPECIAL COVID-19 CONDITIONS
In the event travel cannot take place due to travel bans, border closures, government regulations, or the like, your trip may need to be rescheduled to an alternate date. Our agency will charge a $100 fee so your travel designer can dedicate the necessary time to your revised services and travel plan. Please note that additional costs may also apply if there are seasonal price increases for your new dates, or if any individual suppliers charge a change fee. Any payments already made toward the trip will be held as a credit for future travel, and remain non-refundable. In the event your trip was based on a foreign currency and the funds have been paid to the local operator, your credit will be issued in that same currency.
CALIFORNIA RESIDENTS ONLY
For California Residents per California Seller of Travel: Upon cancellation of the transportation or travel services, where the passenger is not at fault and has not cancelled in violation of any terms and conditions previously clearly and conspicuously disclosed and agreed to by the passenger, all sums paid to the seller of travel for services not provided will be promptly paid to the passenger, unless the passenger advises the seller of travel in writing, after cancellation. This provision does not apply where the seller of travel has remitted the payment to another registered wholesale seller of travel or a carrier, without obtaining a refund, and where the wholesaler or provider defaults in providing the agreed-upon transportation or service. In this situation, the seller of travel must provide the passenger with a written statement accompanied by bank records establishing the disbursement of the payment, and if disbursed to a wholesale seller of travel, proof of current registration of that wholesaler.