Please take the time to read and understand the conditions of booking set out below prior to booking a trip with us. We strongly recommend that you also read the information relating to your EgoTrip prior to booking to ensure that you understand the itinerary, style and physical demands of the trip you are undertaking.
Our Contract
All bookings are made with EgoTripist LLC. By booking a Trip (“EgoTrip”) with us you are deemed to have agreed to these Booking Conditions (which constitutes the entire agreement between you and EgoTripist (us) and your booking will be accepted by us on this basis. The services to be provided are those referred to in your booking confirmation invoice. If one traveler (lead traveler) is remitting payment for a group it is that traveler’s responsibility to forward these Terms and Conditions to the rest of the travelers, and confirm their agreement to same.
Itinerary Design Fee
This nominal fee of $50 USD per destination is non-refundable and is used to engage our services to design your initial EgoTrip itinerary. As a courtesy, it is applied to the final amount of your package, if accepted. Please note that this differs from the deposit of your EgoTrip.
This design fee affords three revisions to your itinerary. Any subsequent revisions will attract an additional $50 design fee.
Deposit Requirement
You are required to pay a non-refundable deposit per person per EgoTrip for your booking to be confirmed. If your booking is made within 60 days of the itinerary start date then the full amount is payable at the time of booking.
For further details refer to the Payment Guideline at https://www.egotripist.com/frequently-asked-questions/#faq6
Acceptance of Booking and Final Payments
A contract will exist between us from the date the first payment is received. Please refer to your booking confirmation invoice for details regarding final payments. Payment of the balance of the EgoTrip price is due 60 days before the itinerary start date. If this balance is not paid on or before the due date we reserve the right to treat your booking as cancelled.
Prices and Surcharges
Quotes are subject to variable pricing. This means your EgoTrip prices may vary at any time in accordance with demand, market conditions and availability. It is likely that different passengers on the same EgoTrip can been charged different prices. To secure your rate, it is best to pay your invoice at the due date. Any reduced pricing or discounts that may become available after you have paid your deposit will not apply. If you wish to cancel your booking to take advantage of a cheaper price, full cancellation conditions apply. Prices are based on currency exchange rates which can cause daily fluctuations; note that prices may vary depending on the payment currency for the booking. Where applicable, we reserve the right to impose surcharges up to 60 days before departure due to unfavorable changes in exchange rates, increases in transportation costs, increases in local operator costs, taxes, or if government action should require us to do so. In such instances, we will be responsible for any amount up to 2% of the trip price and you will be responsible for the balance.
Your Details
- In order for us to confirm your travel arrangements, you must provide all requested details with the balance of the trip price.
- Necessary details vary by trip; they include but are not limited to:
- Full name as per passport
- Date of birth
- Nationality
- Pre-existing medical conditions you have, which may affect your ability to complete your travel arrangements.
- On some more demanding trips we also require you to inform us of any limitations.
Failure to provide requested details may result in additional charges or non-refundable cancelation of your trip.
Cancelation by the Traveler
If you cancel some or all portions of your booking, cancelation fees will apply. A cancelation will only be effective when we receive written confirmation of the cancelation. If you cancel a trip:
- 60 days or more prior to the itinerary start date we will retain the deposit or 50% of the total booking cost; and
- 59 days or less prior to the itinerary start date, we will retain 100% of the total booking cost.
If you leave a trip for any reason after it has commenced we are not obliged to issue any refunds for unused services. If you fail to join a tour, join it after departure, or leave it prior to its completion, no refund will be provided. The above cancelation fees are in addition to fees which may be levied by accommodation providers, travel agents or third party tour and transport operator fees. We strongly recommend travel insurance in the event that unforeseen circumstances arise.
Cancelation by Us
We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability or other external events, it is not viable for us to operate the planned itinerary. If we cancel your trip, you can transfer amounts paid to an alternate departure date or receive a full refund. In circumstances where the cancelation is due to external events outside our reasonable control refunds will be less any unrecoverable costs. We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, travel insurance excess or non-refundable flights.
Refunds
If it is determined that a traveler is due a refund, this will take up to 30 days to be processed. Refunds will be less any non-refundable applicable surcharges from third party billing companies.
Booking Amendments
If you wish to transfer from one trip to another or transfer your booking to a third party you must notify us at least 60 days prior to the proposed departure date. A fee of $100 per person per change will apply (in addition to any charges levied by hotels, ground operators or airlines). If you notify us less than 60 days prior to the proposed departure date the refund policy applicable to cancellations will apply. Transfers to a third party are only permitted where the transferee meets all the requirements in relation to the trip, and transfers to another departure can only be made to a departure within the current validity period.
Amendments to any other arrangements made in conjunction with your trip will incur an $100 administration fee per booking per change. This fee is in addition to any charges levied by hotels, ground operators or airlines. No amendments are permitted to your booking within 10 days of departure.
What’s Included in a Full Package (Unless otherwise specified)
- Accommodations
- Transfers
- Airport arrival & departure
- Local transportation (as stated in quote)
- Activites (as stated in quote)
- Some meals (as stated in quote)
- Luggage Tags
- Document Preparation
- Full Itinerary
- Calendar
- Tour Summary (Tour contacts, when available)
- Confirmations
- Accommodations
- Transfers
- Activities
- Dining reservations (if applicable)
- Packing guide
- Spending Analysis (Approximation of currency needed)
Items above are specific to the Full Package. Partial packages are limited to the a la carte selections quoted and paid for.
What’s Not Included?
- International and local flights and any associated fees (Unless specified)
- Airport departure taxes
- Baggage charges
- Cost to obtain passports and visas
- Reciprocity and other border fees
- Meals (Unless specified)
- Meals for your guide if you invite him / her to dine with you.
- Beverages (Unless specified)
- All gratuities
- Personal Expenses
- Communication Charges
- Internet access (Unless specified)
- Optional activities that are not included in the itinerary
- Laundry
- All other personal expenses
- Travel Insurance
- Basic
- Medical
Age and Health Requirements
Minimum Age: All travelers under the age of 18 (minor) must be accompanied by a legal guardian, or in lieu of a legal guardian, by an escort over the age of 18, appointed by their legal guardian. The legal guardian or their designee will be responsible for the minor’s day to day care. If a legal guardian elects to designate an escort in their lieu, they will be required to complete and sign a relevant documents (notarized consent letter), to delegate their authority.
Please note we cannot guarantee triple or adjoining rooms for families. If a traveler does not have a roommate, we do not assist in making arrangements to find one.
Maximum Age: For the majority of our EgoTrips we have no upper age limit though we remind you that our EgoTrips can be physically demanding and travelers must ensure that they are suitably fit to allow full participation. We are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements and recommendations for your destination.
It is also your responsibility to determine and obtain appropriate vaccinations.
Small Groups and Combination Trips
At times we can have groups with small numbers of travelers. Many of our EgoTrips are designed to fit with other departures to create a longer “combination” EgoTrip; this means that some of your group may have already been traveling together for a few days when you commence your EgoTrip.
Passport and Visas
You must carry a valid passport and have obtained all of the appropriate visas, permits and certificates for the countries which you will visit during your EgoTrip. Your passport must be valid for 6 months beyond the end of your EgoTrip. It is your responsibility to ensure that you are in possession of the correct visas, permits and certificates for your EgoTrip. We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation. If you are refused entry EgoTripist LLC is not liable for any losses incurred.
We are not visa experts, nor do we process visas. EgoTripist does not provide advice on travel documents and makes no representations or warranties as to the accuracy or completeness of any information provided on visas, vaccinations, climate, clothing, baggage, or special equipment and you agree that EgoTripist is not responsible for any errors or omissions in this information.
Please contact the consulates or embassies of the countries that you will be visiting to determine if you will need visas and information on how to obtain visas if necessary. The following website may assist with locating the appropriate embassies or consulates: https://www.visahq.com/.
Travel Insurance
Travel insurance is not mandatory but is STRONGLY RECOMMENDED for all our travelers and should be taken out at the time of booking. We suggest that your travel insurance include coverage against personal accident, death, medical expenses and emergency repatriation with a recommended minimum coverage of $200,000 USD for each of the categories of cover. We also strongly recommend it covers cancelation, curtailment, personal liability and loss of luggage and personal effects.
Flexibility
You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and you should allow for alternatives. The itinerary provided for each EgoTrip is representative of the types of activities contemplated, but it is understood that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events.
Change of Itinerary
Before your itinerary start date: If we make a major change we will inform you as soon as reasonably possible. The definition of a major change is deemed to be a change affecting at least one day in five of the itinerary. When a major change is made you may choose between accepting the change, obtaining a refund of money paid or accepting an alternative offer (specific to the day that was changed not the entire EgoTrip).
After your itinerary start date: We reserve the right to change an itinerary after departure due to local circumstances or events outside of our control. In such emergency circumstances, the additional cost of any necessary itinerary alterations will be covered by you. Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itineraries such as visas, vaccinations or non-refundable flights. We strongly recommend purchasing travel insurance.
Authority on Tour
The decision of your tour guide (where applicable) is final on all matters likely to affect the safety or well-being of any traveler or staff member participating in the EgoTrip. If you fail to comply with a decision made by a guide or interfere with the well-being or mobility of the group, the guide may direct you to leave the EgoTrip immediately, with no right of refund. We may also elect not to accomodate you on any future EgoTrip. You must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and you also agree to travel in accordance with our responsible travel guidelines.
Acceptance of Risk
You acknowledge that the nature of the EgoTrip is adventurous and participation involves a degree of personal risk. You may be visiting places where the political, cultural and geographical attributes present dangers and physical challenges greater than those present in your daily lives. We use information from government foreign departments in assessing whether the itinerary should operate. However, it is also your own responsibility to acquaint yourself with all relevant travel information and the nature of your itinerary. You acknowledge that your decision to travel is made in light of consideration of this information and you accept that you are aware of the personal risks attendant upon such travel.
EgoTripist LLC is not responsible for any injury, financial or physical loss, death, inconvenience, delay or damage to personal property in connection with the provision of any goods or services whether resulting from but not limited to acts of God or force majeure, illness, disease, acts of war, civil unrest, insurrection or revolt, animals, strikes or other labor activities, criminal or terrorist activities of any kind, overbooking or downgrading of services, food poisoning, mechanical or other failure of aircraft or other means of transportation or for failure of any transportation mechanism to arrive or depart on time.
Limitation of Liability
We contract with a network of companies and individuals to assist in the running of our EgoTrips as agent for these third parties. We are not responsible for the acts and omissions of these third parties.
To the fullest extent permitted by law:
- any liability for any loss, death, injury or damage which you may suffer (directly or indirectly) in connection with or arising out of your participation in an EgoTrip, or any breach of the Booking Conditions, is excluded;
- you release us and our officers, employees, agents and representatives from any liability and expressly waive any claims you may have against us arising out of or in connection with your participation in an EgoTrip; and
- any condition or warranty which would otherwise be implied by law into these Booking Conditions (Implied Warranty), is excluded.
To the extent an Implied Warranty cannot be excluded, our liability in respect of the Implied Warranty is limited to (in our absolute discretion): (i) the provision of a similar EgoTrip to an equivalent value; or (ii) a refund of the total amount received by us from you in connection with your booking.
Any claim by you is excluded to the extent that it is for indirect or consequential loss, loss of profits or economic loss, however it arises, or for indirect, special, punitive or exemplary damages.
Optional Activities
Optional activities not included in the EgoTrip price do not form part of the EgoTrip or this contract. You accept that any assistance given by your guide or local representative in arranging optional activities does not render us liable for them in any way. The contract for the provision of that activity will be between you and the optional activity provider.
Claims and Complaints
If you have a complaint about your EgoTrip, please send us an email at Explore@EgoTripist.com at the time so that we can attempt to rectify the matter. If satisfaction is not reached through these means then any further complaint should be put in writing to us within 7 days of the end of the EgoTrip for a request to have your issue escalated to the Management Operations Level.
Severability
In the event that any term or condition contained in these Booking Conditions is unenforceable or void by operation of law or as being against public policy or for any other reason then such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.
Photos and Marketing
You consent to us using images of you taken during the EgoTrip for advertising and promotional purposes in any medium we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable licence to use such images for publicity and promotional purposes. Guests who prefer that their images not be used are asked to identify themselves to their Local Guide at the beginning of their program.
Privacy Policy
Any personal information that we collect about you may be used for any purpose associated with the operation of an EgoTrip or to send you marketing material in relation to our events and special offers (if you provided a consent). The information may be disclosed to our agents, service providers or other suppliers to enable us to operate the EgoTrip. We will otherwise treat your details in accordance with our privacy policy available at: https://www.egotripist.com/privacy-policy/
Amendments
EgoTripist reserves the right to correct any errors or omissions in its published materials and to amend these Terms and Conditions at any time as a result of any material changes to legislation or regulation. All amended Terms and Conditions shall automatically be effective upon being posted by EgoTripist to the website EgoTripist.com. Accordingly, guests should check the website EgoTripist.com prior to travel in order to ensure they are aware of any changes.
Financial Protection
EgoTripist LLC is a registered Seller of ravel in Florida (Fla. Seller of Travel Ref. No. ST41725).
Applicable Law
The laws of Miami, Florida, U.S.A. govern these Booking Conditions to the fullest extent allowable. Any disputes in connection with a trip or these Booking Conditions must be initiated in the courts of Miami, Florida, U.S.A.
