Booking Terms & COnditions

These Booking Terms and Conditions (the “Terms”) form the agreement between you and EcoVoyager Adventures, operated by EcoVoyager Delaware LLC, a Delaware limited liability company with its principal place of business in Seattle, Washington (“EcoVoyager”, “we”, “us”, “our”). Please read them carefully before booking. They affect your legal rights, including your right to a refund and how disputes are resolved.

1. Acceptance of These Terms

You accept these Terms when you place a booking with us. Acceptance occurs at the earliest of the following: you check the box confirming acceptance on our booking or payment form; you sign or electronically sign a booking confirmation or invoice; or you pay a deposit or full payment after these Terms have been provided or linked to you.

We record the date and time of acceptance, the version of the Terms in force at that time, and the method of acceptance. The version of these Terms in force on the date of acceptance governs your booking, and later revisions do not apply to bookings already confirmed.

The lead traveler books on behalf of every traveler on the booking. The lead traveler is responsible for all payments, for the accuracy of all traveler information supplied to us, and for ensuring that every traveler on the booking has read, understood, and accepted these Terms.

2. Contract Formation

A binding contract exists when both of the following have occurred:

• We have issued a written booking confirmation to you; and
• We have received your deposit or full payment.

Quotations, proposals, and provisional holds do not create a contract and may be withdrawn or repriced at any time before both conditions above are met.

3. Payments

Payment	When due
Deposit	25% of total trip cost at the time of booking, unless otherwise stated in your confirmation
Final payment	90 days before departure
Bookings within 90 days	Full payment due immediately at the time of booking

If payment is not received by the due date we may treat the booking as cancelled by you, and the cancellation charges in Section 8 will apply. All payments are in US dollars unless otherwise agreed in writing. You are responsible for any bank charges, card fees, or currency conversion costs applied by your own bank or payment provider.

4. Pricing and Adjustments

All prices are based on costs known at the time of quotation. We reserve the right to adjust the price of a confirmed booking where our costs increase for reasons outside our control, including exchange rate movements, fuel surcharges, and changes to taxes, permits, or park fees.

We will not increase the price within 30 days of departure. If an increase exceeds 8% of the total trip cost, you may cancel within 14 days of being notified and receive a full refund of all payments made to us, less any supplier costs we have already incurred and cannot recover.

5. What Is Included and Not Included

Included, unless your itinerary states otherwise

• Accommodation, activities, and meals as specified in your itinerary
• Local transportation during the trip
• Services of local guides, trip leaders, drivers, and activity specialists as specified
• Entrance and park fees as specified in your itinerary

Not included

• International airfare to and from the trip start and end points
• Travel and evacuation insurance, which is mandatory (see Section 6)
• Visas, passports, vaccinations, and travel health consultations
• Personal expenses, optional activities, and gratuities unless specifically noted
• Specialist personal equipment and clothing, unless specifically listed as included in your itinerary
• Costs arising from your early departure from a trip, including transport, accommodation, meals, and flight changes

6. Mandatory Travel and Evacuation Insurance

Comprehensive travel insurance is a condition of participation, not a recommendation. Your policy must be valid for the full duration of your trip and must cover, at a minimum:

• Emergency medical treatment and hospitalization abroad
• Emergency medical evacuation from remote areas, and repatriation, including repatriation of remains
• Trip cancellation and trip interruption, insured to the full value of your trip cost
• The specific activities on your itinerary. Many standard policies exclude adventure activities as hazardous, and it is your responsibility to confirm that the activities on your trip are covered and not excluded.

You must supply proof of insurance to us in writing no later than 21 days before departure. Proof must include the insurer name, the policy number, the activities covered, and a 24 hour emergency assistance telephone number.

If we have not received valid proof of insurance by the departure date, we may decline your participation in the trip or in any activity within it, and no refund will be due. Where a guide or trip leader requires proof of insurance before a specific activity begins, participation may be declined on the same basis.

EcoVoyager is not an insurer, does not provide insurance, and makes no representation that any policy is adequate for your circumstances. Purchasing appropriate coverage and confirming its scope is your responsibility.

7. Fitness, Experience, and Medical Disclosure

Many EcoVoyager trips are physically demanding and take place in remote areas where medical facilities are limited or unavailable. Some trips require prior experience in a specific activity as a condition of participation. Fitness and experience requirements are stated in your itinerary and in the Release of Liability for your trip.

You must disclose to us in writing, at the time of booking, all medical conditions, injuries, allergies, medications, and physical or mental limitations relevant to your safe participation, and you must update us of any change before departure.

We rely on these disclosures when confirming your booking. We may decline or cancel a booking, or decline your participation in a specific activity, where we reasonably believe your condition, fitness, or experience would make participation unsafe for you or for others. Where we decline participation because a disclosure was inaccurate or incomplete, no refund will be due.

8. Cancellation by You Before Departure

To cancel, you must notify us in writing at contact@ecovoyager.com. Cancellation takes effect on the date we receive your written notice. The following charges apply.

Time before departure	Cancellation charge
91 days or more	Full refund less a $200 per person administration fee, or 100% future travel credit
61 to 90 days	Loss of deposit
31 to 60 days	50% of total trip cost
15 to 30 days	75% of total trip cost
14 days or less	100% of total trip cost

Non-refundable supplier costs, including issued airline tickets, permits, park fees, and prepaid activities, may be non-refundable regardless of when you cancel. Where these exceed the cancellation charge above, the higher amount applies.

If some but not all travelers on a booking cancel, any group size discount may be lost and the price for the remaining travelers may increase accordingly.

9. Flexible Booking Policy

In addition to Section 8, we offer the following flexibility where your trip cannot proceed for a qualifying reason outside your control in your destination, such as a government imposed travel ban, a natural disaster, or another significant disruption. Personal circumstances, change of mind, and matters covered by your travel insurance are not qualifying reasons.

Flexible cancellation

Cancel up to 60 days before departure for a qualifying reason and receive a non-transferable, non-refundable travel credit equal to all payments made. The credit must be applied to a new booking within 12 months of issue, for travel commencing within 12 months of the new booking date. Where this policy applies it replaces the schedule in Section 8.

Flexible postponement

Postpone up to 21 days before departure for a qualifying reason without penalty, subject to supplier terms and availability. Any difference in price between the original and new dates will be payable by you.

Supplier limitations

Where suppliers do not permit postponement or refund, their terms apply and we will pass on any charges we cannot recover.

10. Early Departure, Unused Services, and Non-Attendance

This section applies once your trip has begun.

If you leave a trip after it has started, for any reason, or if you do not attend or choose not to take part in any accommodation, activity, meal, transfer, or other service included in your itinerary, no refund is due for the unused portion of the trip and no alternative service or credit will be provided in substitution.

This applies whether you leave voluntarily, at your own request, or because of illness, injury, personal circumstances, or any other reason. Trip interruption of this kind is the specific risk that the trip interruption insurance required under Section 6 exists to cover, and your claim in these circumstances lies with your insurer.

Where you leave a trip early, you are responsible for all costs of doing so, including transport, accommodation, meals, communications, and any changes to your flights. We will provide reasonable practical assistance in making those arrangements. We will also, on request, provide your insurer with a written statement of the services booked and the services not taken.

If we are able to recover any part of the cost of unused services from our suppliers, we will refund the amount actually recovered to you, less any costs we incur in doing so. We make no guarantee that any amount will be recoverable. Suppliers on remote itineraries are commonly paid in advance and a departure during the trip typically leaves the majority of the cost committed.

Nothing in this section limits your rights where a trip is cut short because of our failure to provide the services we agreed to provide. Where that is the case, Section 11 applies.

11. Problems During Your Trip

If something is wrong during your trip, you must tell your guide or trip leader at the time, so that we have the opportunity to put it right while you are still traveling. Most problems can be resolved on the ground within hours if we know about them.

If the matter is not resolved to your satisfaction on the ground, you must contact EcoVoyager directly at contact@ecovoyager.com or on the emergency number in your trip documents, while the trip is still in progress.

If you do not raise a problem during the trip and do not give us a reasonable opportunity to resolve it, this may reduce or remove any compensation that would otherwise have been due, because we were denied the chance to remedy the matter at the time.

Any claim not resolved during the trip must be submitted to us in writing within 30 days of the trip end date, with supporting detail. We will acknowledge within 5 business days and respond substantively within 30 days.

12. Cancellation or Changes by Us

We may cancel a trip because of insufficient enrollment, safety concerns, or a Force Majeure Event. Where we cancel for a reason within our control, you may choose a full refund of all payments made to us or a transfer to another trip or departure date. Where we cancel because of a Force Majeure Event, refunds are limited to amounts we are able to recover from suppliers.

Where we cancel for a reason within our control, we are not responsible for airfare, visa costs, insurance premiums, or other expenses you have incurred independently of us. This is a further reason to hold trip cancellation insurance.

13. Itinerary Changes

Your itinerary is a plan and not a guarantee. We may change, shorten, reroute, or substitute any part of a trip for reasons of safety, weather, health, animal welfare, road or trail conditions, permits, supplier availability, or other local conditions. Where a change is significant and made before departure, we will tell you as soon as reasonably possible and offer you the choice of accepting the change, transferring to another trip, or cancelling with a full refund of payments made to us.

Changes made during a trip for safety or operational reasons, including changes to accommodation, route, guides, drivers, or the order of activities, are part of adventure travel and do not entitle you to a refund where the overall character and standard of the trip is maintained.

14. Conduct and Removal from a Trip

You agree to follow the reasonable instructions of your guides, trip leaders, and drivers at all times, including instructions about safety, pace, route, and conduct in camp and in the field.

We may remove you from all or part of a trip, without refund and at your own cost, where your conduct or condition is unsafe, disruptive, or a risk to yourself, to other travelers, to our staff and suppliers, or to animals. You are responsible for any loss or damage you cause.

15. Independent Suppliers

Many components of your trip, including accommodation, transport and drivers, activity providers and specialist guides, boat and aircraft operators, and local ground operators, are provided by independent suppliers that we do not own or control. We select suppliers with reasonable care but we do not control their day to day operations.

Supplier terms and conditions apply to the services they provide and are incorporated into your contract with us by reference. To the fullest extent permitted by law, we are not liable for the acts, omissions, negligence, or default of any independent supplier or other third party.

16. Adventure Travel Risks and Release of Liability

EcoVoyager trips involve physically active elements and travel to remote or natural areas. Activities vary by itinerary and may include trekking, riding, paddling and boat travel, wildlife encounters, and travel at high altitude, in extreme climates, and in areas far from roads and communications. Medical facilities may be limited or unavailable and evacuation may be delayed, difficult, and costly. Participation is at your own risk and requires appropriate fitness and preparation.

Every traveler must sign the Release of Liability, Waiver of Claims, Assumption of Risk, and Indemnity Agreement for their trip before departure. Signature is a condition of participation. Where a signed Release has not been received, we may decline participation and no refund will be due.

The Release addresses assumption of risk, release, and indemnity. These Terms address booking, payment, cancellation, and the commercial relationship between us. Where the two documents address different subjects, each governs its own subject. Where they conflict on the same subject, these Terms govern the commercial and booking matters and the Release governs assumption of risk, release, and indemnity.

17. Passports, Visas, and Documentation

You are responsible for obtaining and carrying a valid passport, all required visas and permits, and any required vaccinations or health documentation. Passport validity and blank page requirements vary by destination and are your responsibility to confirm. No refund is due for missed services, denied boarding, or denied entry resulting from documentation issues.

18. Force Majeure

We are not liable for delays, cancellations, changes, or losses caused by events beyond our reasonable control, including natural disasters, extreme weather, epidemics and public health measures, political instability, civil unrest, strikes, border closures, government restrictions, and the failure of transport or utility infrastructure.

19. Limitation of Liability

To the fullest extent permitted by law:

• Our total liability to you arising out of or relating to your booking is limited to the total amount you have paid to us for that booking.
• We are not liable for indirect, incidental, consequential, special, or punitive damages, or for loss of enjoyment, loss of earnings, or missed connections.
• We are not liable for the acts or omissions of independent third party suppliers.

Nothing in these Terms limits liability that cannot be limited by law, including liability for gross negligence, willful misconduct, or death or personal injury caused by our negligence where such limitation is prohibited.

20. Payment Disputes

If you believe an amount has been charged incorrectly, contact us first at contact@ecovoyager.com. We will investigate and respond within 5 business days.

Initiating a card chargeback or payment dispute without first raising the matter with us, and without following the process in Section 11 where the dispute relates to services during a trip, is a breach of these Terms. Where a chargeback is raised for amounts properly due under these Terms and is resolved in our favor, you are responsible for the reasonable costs we incur in responding, including dispute fees charged to us by our payment processor.

This section does not limit any right you have under applicable law or under your card issuer’s rules.

21. Photography and Marketing

Unless you notify us otherwise in writing before or during your trip, you grant us permission to use photographs and video taken during your trip for promotional purposes, without payment. You may withdraw this permission at any time by writing to us, and we will stop using the material in new placements, although we may be unable to remove it from materials already printed or distributed.

22. Data and Privacy

We collect and process personal information, including passport details, emergency contacts, insurance details, and disclosed medical information, in order to operate your trip. We share this information with suppliers, guides, and where necessary emergency and medical services, only to the extent required to deliver your trip or respond to an emergency. We retain booking records for as long as required for legal, accounting, and insurance purposes.

23. Governing Law, Venue, and Dispute Resolution

These Terms are governed by the laws of the State of Washington, United States, without regard to its conflict of laws rules.

Informal resolution first

Before commencing any formal proceeding, you agree to contact us in writing at contact@ecovoyager.com and to allow 30 days for the parties to attempt to resolve the matter directly.

Binding arbitration

Any dispute arising out of or relating to these Terms or to your trip that is not resolved informally shall be resolved by binding arbitration administered by the American Arbitration Association under its Consumer Arbitration Rules, before a single arbitrator, seated in Seattle, King County, Washington. Judgment on the award may be entered in any court of competent jurisdiction. Where the amount in dispute allows, the arbitration may be conducted on the documents alone or by video, without an in person hearing.

Exceptions

Either party may bring an individual claim in a small claims court of competent jurisdiction instead of arbitration. Either party may seek injunctive relief in the state or federal courts located in King County, Washington, and both parties consent to the personal jurisdiction and venue of those courts for that purpose and for the enforcement of any arbitration award.

Jury trial waiver

To the extent permitted by law, both parties waive the right to a trial by jury.

24. Class Action Waiver

All claims must be brought in your individual capacity and not as a plaintiff or class member in any purported class, collective, consolidated, or representative proceeding. The arbitrator may not consolidate the claims of more than one person and may not preside over any form of representative proceeding. If this section is found unenforceable as to a particular claim, that claim shall proceed in the courts identified in Section 23 and the remainder of Section 23 remains in force.

25. Entire Agreement

These Terms, together with your booking confirmation, your itinerary, and the Release of Liability for your trip, form the entire agreement between you and EcoVoyager. They replace any prior discussion, proposal, quotation, or representation on these subjects. No employee, guide, agent, or supplier has authority to vary these Terms orally, and no variation is binding unless made by us in writing.

26. Severability

If any provision of these Terms is found unenforceable, that provision shall be limited or removed to the least extent necessary and the remaining provisions shall stay in full force.

27. How to Contact Us

All notices under these Terms, including cancellations, complaints, and claims, must be given in writing to:

EcoVoyager Adventures
EcoVoyager Delaware LLC
Seattle, Washington, United States
contact@ecovoyager.com
ecovoyager.com