Terms & Conditions (The Boring Stuff)
Health Matters: It is the responsibility of each guest to be aware of their physical abilities or limitations, and to be in sufficient good health to undertake the trip. To make the most of your journey and participate in the various planned group activities, you should be able to be on your feet and walk unassisted for two to three hours (often over uneven cobblestones or pathways) with frequent standing. If you have questions about the physical requirements for your journey, please email or call our travel office. Any preexisting physical, mental, or emotional disability that may require attention must be reported in writing prior to the beginning the journey. Although it is not mandatory to participate in every planned and included group activity, not doing so isn’t cause for a refund. For those desiring additional exercise, our trips allow free time to explore at your own pace. On boats, planes, ships and ferries, guests will need to be able to maneuver unassisted up and down gangways, stairs and in between decks. Smokers may smoke outside and downwind of the group.
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Group Size: We pride ourselves on providing a small, shared group experience. However, to ensure the departure of an expedition at the lowest price, Earthbound Expeditions has at times found it necessary to overbook a trip in order to anticipate the possibility of numerous last minute individual cancellations and/or a declining US dollar. River ships, hosted and private journeys may be larger than other trips. By doing this we are able to eliminate surcharges.
Travel Insurance: Earthbound Expeditions strongly encourages the purchase of Travel Insurance Coverage. We include information about trip insurance in your deposit information. It is important to check with your medical insurance provider to understand your medical benefits and coverage while traveling abroad. Depending on the type of coverage you purchase, you may also be covered for lost or stolen personal items, delayed or missed flights, lost baggage, emergency evacuation services etc. It is the responsibility of each traveler to purchase (or decline) the desired level of insurance and understand the requirements for making an insurance claim. Please read Earthbound Expeditions’ cancellation policy carefully in order to avoid incurring costly penalties. Also note that Earthbound Expeditions is not responsible for lost items, delayed luggage, accidents, missed flights, or other matters beyond our control.
Tipping: Savvy travelers know that tipping is expected in most parts of the world, though never knowing when and how much can become a source of stress. To spare our guests hassle and anxiety, Earthbound Expeditions has included all gratuities for guides, drivers, dining room servers and local specialists on nearly all of our journeys. Some travelers like to reward outstanding service with an additional tip, gift or card. Gratuities for hotel staff, boat crew (for river cruises) and those serving you while not with the group are not included. Note: Gratuities may not be included on private or hosted trips. Please refer to your specific itinerary for details.
Air Travel: Prices listed are based on group contract availability. Taxes and fuel surcharges are subject to change until ticketed and are included in the air price quote. Please note that Earthbound Expeditions acts only as an agent for airlines and is restricted by their respective policies. Group flights are in a special fare class and can be quite restrictive: mileage points may or may not be accrued, upgrades are limited or not possible and seats may be randomly assigned. A minimum of ten passengers must travel together on group flights. The industry standard deadline for securing group space is 90 days prior to departure. In some cases, when the bare minimum of ten passengers does not materialize by this deadline, Earthbound will offer a competitive alternative and will assist passengers in booking their flights. A deviation fee may apply if you have booked the group flight, but are returning on a different date. Earthbound Expeditions is not responsible for route changes and flight delays. Airline group contract rates may require payment by check and/or an additional deposit. Please read the airline deposit schedule carefully, as in most cases they are not refundable. NOTE: Earthbound Expeditions does not accept liability incurred by the purchase of individual non-refundable airline tickets. It is for this reason we strongly recommend purchasing refundable airline tickets or including the cost of the ticket in your travel insurance coverage. Earthbound staff is unable to assist travelers with mileage award tickets. Requests to add-on or remove a group flight must be submitted in writing 91+ days prior to departure.
Booking Your Air: Reserving and booking your airline ticket (if not traveling with the group) is a cinch and may be done in a matter of minutes online. To find the best price and arrange air travel we suggest you go to www.kayak.com.
Pre & Post Tour Extensions: Unless stated otherwise, a minimum of 12 guests is required in order to operate the post-tour extension and airline deviation fees may apply. Requests to add-on or remove a pre and/or post tour extension must be submitted in writing.
Solo Travelers and Single Accommodations: Single accommodations may be requested by paying a single supplement comfort fee; these are limited and based on availability. For those willing to share, Earthbound Expeditions will assist in finding a same-gender roommate, and if one is found, the Single Supplement is waived. If a roommate cannot be found, guests will be asked to pay the Single Supplement comfort fee.
Traveling with Children: With the exception of our adventures to Costa Rica, Earthbound Expedition journeys have been designed for the active, mature adult. Most of our journeys include cooking classes, wine tastings, concerts and late evenings out which are not suitable for children under 12. If you have questions about a specific journey, please telephone our travel office.
Discounts: All Alumni of Earthbound Expeditions will receive $100 off the published journey price (private trips may be excluded). If Earthbound Expeditions has other discounts available, participants may choose the greatest available discount. Most of our travel discounts may not be combined and are applied to the land portion only. Pay by Check discounts are only valid when paying final balance (i.e., tour cost less tour deposit) in one lump sum.
Refer a friend and Save! Refer a friend and save an additional $75 for each person, new to Earthbound, who travels with you on an Earthbound expedition. “Refer a friend” discounts may be combined with alumni discounts.
Fine Print: Earthbound Expeditions Inc. acts only as an agent for the supplier with respect to transportation and hotels and exercises every care possible. However, we can assume no liability for injury, damage, delay, loss, accident or irregularity in connection with the services of any airplane, ship, motor-coach, train or other conveyance used in carrying out the arrangements of the journey. We cannot accept responsibility for losses or additional expenses due to delay or changes in air or other services, sickness, weather, strike, war, quarantine, acts of God or other causes beyond our control. All such losses and expenses will have to be borne by the passenger, as journey rates provide for arrangements only for the time stated. All published itineraries are subject to change, which would not be cause for a refund. We also reserve the right to amend typos and misprints in pricing and other trip information. The right is reserved to cancel the journey prior to departure, in which case the entire payment will be refunded without further obligation on our part. We also reserve the right to decline to accept or to retain any person as a member of the journey, or to require a participant to withdraw from the journey at their own expense when such an action is determined by journey staff to be in the best interest of the participant’s health and safety, and that of the group in general. No refund will be made for the unused portion of any journey. Earthbound Expeditions does not accept liability incurred by the purchase of a non-refundable airline ticket.
Pricing: In the event that there are fewer than the minimum participants listed in your itinerary, you will be offered a small group comfort charge to ensure that the journey departs as scheduled. Former guests have greatly appreciated the benefits of traveling with a smaller group. Earthbound staff or hosts are not included in the number of tour participants. Please refer to your detailed itinerary for pricing information specific to your journey.
Although no changes in the price of your trip are expected, Earthbound reserves the right to add a supplement or to lower the trip price due to unexpected currency fluctuations of plus or minus 5% and/or spikes in fuel prices.
Photos and comments: Please note that Earthbound Expeditions may use any film likenesses taken of a guest and any of their written comments made while on an EB tour for future marketing.
Land Reservations and Deposits: Early reservations are essential to guarantee space on the date you wish to travel. A per person deposit of $500 is needed to confirm your space on most journeys. We prefer payment to be made by check, but we also accept Visa, MasterCard or American Express. You can make your secure credit card deposit online, by phone or by mail. Once the deposit is processed, a deposit packet is sent with pertinent journey details. Trips which include barges, boats and/or flights may require an additional deposit. Roundtrip group airfare, when offered on your itinerary, requires an additional deposit of $200.
Final Payment for Land: A non-refundable final payment, payable by money order, check or credit card, is due 75 days before departure. It is the responsibility of each passenger to make a timely payment. A final packet of information will be sent approximately one month before departure. Pay online or Mail checks to: Earthbound Expeditions PO Box 11305, Bainbridge Island, WA 98110, USA.
Cancellations Land: All cancellations must be made in writing and are effective upon receipt in our office. Deposits are refundable for 60 days from the processing date or 90 days prior to departure, whichever comes first. Payments made within 90-days of your departure date are non-refundable. A $75 per person processing fee applies to all cancellations. No refunds are made for cancellations after the non-refundable deposit date. It is for this reason we strongly encourage the purchase of travel insurance at the same time you reserve your journey with us. Please refer to your specific journey details, especially private and hosted journeys, as policies may differ.
Cruise and Select Custom Journeys Reservations and Deposits: A per person deposit of $750 is needed to confirm your space on a cruise. We prefer payment to be made by check, but we also accept Visa, MasterCard or American Express. You can make your secure credit card deposit online, by phone or by mail. Once the deposit is processed, a deposit packet is sent with pertinent journey details. Trips which include barges, boats and/or flights may require an additional deposit. Roundtrip group airfare, when offered on your itinerary, requires an additional deposit of $200.
Progress and Final Payment for Cruises and Select Custom Journeys: Following the deposit, an additional payment of $1500 will be due approximately five months in advance and final payment is due 90-days prior to departure. Payments are non-refundable and guests are strongly urged to purchase travel insurance.
Cancellations Cruises and Select Custom Journeys: Cancellations received within 30 days of deposit incur a penalty of $300 per person. Deposits are non-refundable if cancelled outside of 30 days from date of deposit. Payments made within five months of departure are non-refundable. No refunds are made for cancellations after the non-refundable deposit date. It is for this reason we strongly encourage the purchase of travel insurance at the same time you reserve your journey with us. Please refer to your specific journey details, especially private and hosted journeys, as policies may differ.
Advanced, Cancelled or Delayed Sailing for Cruises: Please note that cruise schedules and tour activities can be subject to change due to changes in water levels, port accessibility, weather, labor disputes or for any other reason whatsoever. The Owner or Operator of the cruise vessel may, at any time, cancel, advance or postpone any scheduled tour and may, but is not obliged to, substitute another vessel or itinerary, and it shall not be liable for any loss whatsoever to passengers by reason of any such cancellation, advancement or postponement. We at Earthbound Expeditions Inc. will do our best to provide equal or better accommodation or activities in such situations. However, Earthbound Expeditions reserves the right to withdraw and/or cancel a tour or to make changes in the itinerary and hotel accommodations whenever, in its sole judgment, or in the judgment of the vessel owner or operator, conditions warrant it. We strongly recommend purchasing travel insurance for all international journeys.
Luggage: You should be able to comfortably manage your luggage over short distances. Porters are generally available to assist you. Some of the castles, hotels and country inns we utilize do not have porters, but most of our lodgings are equipped with elevators. The key is not to over-pack.
Concerts, Festivals and Events: If (for any reason) the organizers of a scheduled concert, festival or event cancel or postpone a planned activity with little or no notice, Earthbound Expeditions will do its utmost to secure a similar event or secure another concert(s). Strikes, unscheduled delays, lack of funds and acts of God are beyond the control of Earthbound Expeditions. Cancellation of an event, festival or concert is not cause for refund. Please note, that many classical, jazz and alternative music and film festivals do not release their lineup until 14 days to 90 days out. Therefore, if a festival concert schedule is deemed (by the hosts and Earthbound Expeditions staff) to be less than desirable, Earthbound Expeditions will do it’s upmost to book an alternative public and /or private events.
Hosted Journeys: If a host or special guest is unable to attend as planned, Earthbound Expeditions will do its utmost to find another host who has similar interests, talents expertise. The inability of a host to participate in a tour is not grounds for a full or partial refund.
Earthbound Expeditions Supports Worthy Non-Profits: In addition to sending donations to CarbonFund.org after tours are completed, Earthbound Expeditions also donates a portion of the tour proceeds to participating partner radio stations. In addition, Earthbound Expeditions makes donations to community youth centers in Cuba, Cambodia and South Africa, as well as donating to museums, schools, botanic gardens and other deserving organizations around the world. These funds are used to further support the non-profit community (arts, music, gardening, the environment and life-long learning) which is vital to enriching our travel programs and is at the heart of our mission. We are fortunate that so many of our friends and fellow travelers share our commitment to these worthy organizations and causes.
Consumer Disclosure Notice: Read the tour information & conditions carefully, as your deposit & any payments for a trip constitutes consent to all conditions & general information contained on your brochure & in this packet. This trip is operated by Earthbound Expeditions (EBE). It has made the travel arrangements as agent for the transportation carriers & other suppliers (SUPS) of services connected with the tour, all of which are independent contractors. EBE in no way owns or operates the vehicles or facilities to be used during the trip, & does not guarantee or assume responsibility for the acts &/or omissions of SUPS, their employees, agents, etc. All bookings are accepted subject to the conditions imposed by SUPS & EBE, including airline, cruise line, rail, coach, hotel, restaurants, insurance, & other companies, firms or persons concerned with the trip, & EBE will make no refund in the event of their delay, cancellations, overbooking, strike, force majeure or for elements of the package not used by customer. If there is a difference between EBE Conditions & those published by a SUP, the conditions of SUP shall apply. EBE reserves the right to cancel a trip, change the itinerary, airline, hotel or adjust rates whenever in its sole judgment conditions warrant, or if EBE deems it necessary for your comfort, convenience or safety. Currency, taxes, fees & fuel surcharges are subject to change. Trips outside the USA require a valid U.S. passport. You are responsible for, & release EBE from passport, visa, vaccination requirements, & safety conditions in travel destinations. EBE strongly recommends you purchase appropriate cancellation/medical/baggage insurance for the trip. For medical information, call the US Public Health Service at 301-443-2403 and for US State Department travel advisories, 202-647- 5225. EBE reserves the right to decline to accept any person as a member of the tour, or to require any participant to withdraw from the trip at any time who presents a significant risk to the health & safety of themselves or others which can not be eliminated or reduced to an acceptable level by EBE's reasonable accommodation. EBE reserves the right to correct an error in advertised price prior to your departure. A contract is made when your reservation & payment are accepted by EBE at its offices & any dispute shall be governed by Washington law & subject to the jurisdiction of Kitsap County, WA. In calculating the cost of your trip, EBE has relied on your consent to these terms & in the absence of this release, the trip cost would have been higher. EBE also reserves the right to cancel a tour prior to departure, & in such cases all payments made to date will be refunded & shall constitute full settlement.
Earthbound Expeditions has created this privacy statement in order to demonstrate our firm commitment to privacy.
General Statement of Principles
As described in detail below, any information we gather at this web site is strictly for our use and is not shared with any other entity, public or private, for any reason – period. We will not sell or give away any lists or other data that we may retain and we do not purchase such information from other sources.
Our servers (as most) track IP addresses and referring pages to help with site maintenance and improvements. This data is viewed only as anonymous statistics to show the busiest times of the day or week, pages with errors and how effective our advertising has been. This information is not used for any other purpose.
Personal Information Collected – Order Forms
With the exception of credit card info, we store the information from your order form to allow us to track consulting issues or refer to a previous order to help provide some customer service. You may elect to have your information completely removed from this system by e-mailing us at firstname.lastname@example.org with your request.
Information Correction or Removal
If you wish to correct, update or remove any information about you that may be in our records, please e-mail us at email@example.com with the details of your request. If you wish to contact us further, please find complete contact information on our contact page.
Private Group Terms
A tiered pricing structure applies to Private Trips. If you have enough people in your group, you’ll receive a discount from the catalog price or you may send one person complimentary. Generally, we recommend you have a group of 20 or more people.
Our Private Trips Coordinators will create a custom-tiered pricing sheet depending on the trip you’ve selected and the size of your group. The tiered pricing sheet will be sent with the Private Trip Contract for you to review, sign and return to Earthbound Expeditions Inc. as final confirmation for your vacation. Please call us for more information about tiered pricing at 1-800-723-8454.
A $500 deposit is required to develop a custom itinerary. This deposit is refundable upon trip completion. You may also choose to apply this deposit to your final balance. A $500 per person deposit is due once parties agree upon a detailed itinerary and is fully refundable for six weeks from the date of receipt. After receipt of this deposit, you will receive a written confirmation from Earthbound Expeditions confirming your space. Some airlines may also require a deposit after confirmation of space.
Earthbound Expeditions will provide two proposals. The first will include an outline of the program. The second will include a fully detailed itinerary. Any modifications made after the land arrangements have been confirmed will incur a fee of $50.00 per change.
Your check, listing the tour name, must reach us 90 days prior to the group’s departure. Final tour documents are mailed after the final payment and approximately six weeks prior to the group’s departure.
All cancellations must be made in writing and are effective upon receipt in our office. Deposits are refundable for six weeks from the day we receive them. After the six-week deadline, they are no longer refundable.
Cancellations received up to 60 days prior to departure are refunded all money except the tour deposit. No refunds are made for cancellations received within 60 days of departure except in cases of medical emergency of a tour member. If a tour member cancels a tour and/or is unable to participate in the tour because of a medical emergency, he/she would be refunded all money that Earthbound Expeditions was able to recuperate, minus the initial $200 trip deposit. Because some accommodations, meals or services cannot be refunded to us unless arranged in ample time prior to departure, they will not, in turn, be refunded to the tour member. Furthermore, this cancellation and interruption coverage would not cover any fees for changes in airline tickets, pre or post-tour hotels or other personal travel related to, but not part, of the tour package. It also does not cover any possible medical expenses incurred while abroad. This is why we strongly urge the purchase of supplemental travel insurance. You should also check with your medical insurance provider to understand your medical benefits and coverage while traveling.
Earthbound Expeditions strongly encourages tour members to purchase travel insurance in order to save them the costly expense of canceling their trip in the event of an unforeseen emergency. We will include brochures on supplemental trip insurance in your confirmation packet.