We request that you carefully review the booking conditions outlined below. We also recommend that you read the detailed itinerary, the important notes, the travel style, and the physical requirements involved.
You are required to pay a non-refundable deposit to confirm your booking. If your booking is made within 56 days of the departure day, then the full amount is payable at the time of booking, unless stated otherwise.
Once your booking is accepted, we will send you a confirmation invoice. A binding agreement between you and us will come into effect either on the date this invoice is issued or, if your booking is made within 56 days of the trip’s start date, when we receive your payment. Your confirmation invoice will include important details about your final payment, including instructions on how to complete it. The remaining balance of your trip must be paid no later than 56 days before departure. If full payment is not received by the deadline, we reserve the right to cancel your booking, and the applicable cancellation fees described in Clause “Cancellation by You” will apply.
To finalise your travel arrangements, you must provide all required information along with the remaining balance of the trip cost. These details may vary depending on the trip, but typically include your full name as it appears on your passport, date of birth, nationality, passport number, issue and expiry dates, and any pre-existing medical conditions that could impact your ability to participate in the trip. For certain physically demanding itineraries, you may also be asked to complete a Self-Assessment form, which your travel advisor will provide. For details on how your personal information is handled, please refer to our Privacy Policy.
We understand that travel plans can sometimes change. As your trip is carefully designed and arranged well in advance with multiple partners, the following cancellation terms apply.
All cancellations must be communicated to us in writing. The effective date of cancellation will be the date on which we receive your written notification.
If you cancel your trip, the following charges will apply:
Important Note
Note: In all cases, we will also deduct any non-recoverable fees, charges, or tariffs, if applicable.
Any Deposit Credit may not be applied to the same or similar dates of travel.
Different cancellation terms may apply depending on the style of trip or any additional services booked, as outlined in the Essential Trip Information. We strongly recommend that you obtain cancellation insurance at the time of booking. If you choose to leave a trip after it has started, Epic Journeys is not obligated to refund any unused services. We do not offer refunds if you do not join the trip, join after it has started, or depart before it is completed. These cancellation terms are in addition to any charges that may be imposed by accommodation providers, travel agents, or third-party tour and transport operators.
If Epic Journeys cancels your trip (for reasons other than a Force Majeure Event), you will have the option to either transfer your payment to another available departure or request a refund.
If the cancellation occurs due to a Force Majeure Event (as defined in our terms), different conditions may apply.
In addition to the cancellation terms previously outlined, a trip may also be cancelled if a Force Majeure Event occurs at or near your travel destination, substantially impacting the planned itinerary or travel logistics.
If such a situation arises before the start of your trip, Epic Journeys will offer you the option to:
If the cancellation due to a Force Majeure Event occurs after your trip has commenced, Epic Journeys will offer you the choice of:
A Force Majeure Event refers to any exceptional event or circumstance beyond the reasonable control of the parties, whether foreseeable or not, that makes it unsafe or impractical to begin or continue the trip. Such events include, but are not limited to: natural disasters, war, civil unrest, blockades, fires, explosions, labour disputes, earthquakes, epidemics or pandemics, extreme weather, supply chain disruptions, or government actions and regulations that impact the viability of travel.
Please note that in these cases, neither party may claim damages from the other, and Epic Journeys is not responsible for any incidental expenses you may have incurred as a result of your booking, such as visa costs, vaccination fees, travel insurance excesses, or non-refundable flight bookings.
The land price of your trip includes as described in your trip itinerary:
The land price of your trip does not include:
Minimum Age: Most of our trips require participants to be at least 15 years old at the time of travel. Travellers under the age of 18 must be accompanied either by a parent or legal guardian, or by an adult over 18 who has been officially appointed by the guardian to take responsibility during the trip. This appointed adult will be accountable for the minor’s daily supervision and care. In cases where a legal guardian delegates this responsibility to another adult, a formal consent form must be completed and signed to authorise the arrangement.
Maximum Age: While most of our trips do not have an upper age limit, we encourage all participants to assess their physical fitness, as many of our experiences can be physically demanding. Although we can share information regarding essential health requirements, we are not qualified to offer medical advice. It is your responsibility to seek comprehensive medical guidance at least two months before your departure, to ensure you’re up to date with the latest health recommendations and requirements for your destination.
You are responsible for obtaining all necessary information and documentation, as well as the required identification, for entry, departure, and travel to each country or region you visit. This includes a valid passport and all travel documents required by us and the relevant governmental authorities, including visas, permits, certificates (such as vaccination or medical certificates), and insurance policies. Your passport must be valid 6 months after the last travel date, as set out on your itinerary. You accept full responsibility for obtaining all such documents, visas and permits before the start of the trips, and you are solely responsible for the total costs incurred due to missing or defective documentation. You agree that you are responsible for the total amount of any loss or expense incurred by us that is a direct result of your failure to secure or obtain proper travel documentation.
Travel insurance is mandatory for all our travellers and must be taken out when booking. Your travel insurance must provide cover against personal accident, death, medical expenses, and emergency repatriation, with a recommended minimum coverage of US$200,000 for each category of cover.
We also strongly recommend that it covers cancellation, curtailment, personal liability, loss of luggage, and personal effects. On the first day of your trip, you must provide your travel insurance policy number and the insurance company’s 24-hour emergency contact number; you cannot join the trip without these details.
If you have travel insurance connected to your credit card or bank account, please ensure you have details of the participating insurer, the insurance policy number and the emergency contact number with you rather than the bank’s name and credit card details.
You appreciate and acknowledge that this style of travel requires a flexible approach, and travellers should be prepared for changes. The sample itinerary shared serves as a general guide to the kinds of experiences planned. However, due to local conditions or unforeseen events, routes, schedules, accommodations, and transport methods may be modified without prior notice.
While we aim to deliver all trips as planned, we reserve the right to amend the itinerary when necessary. Please consult our website before you depart for the most current trip details.
Before Departure: If a major alteration occurs before your journey begins, we will notify you as early as possible. A “major change” is typically one that impacts at least one day out of every five of the planned itinerary. In such cases, you may choose to:
After Departure: Occasionally, unforeseen circumstances or force majeure events may necessitate changes once the trip has started. In such cases, any extra expenses resulting from these changes will be your responsibility.
Please note that we are not liable for incidental costs resulting from itinerary changes. This includes, but is not limited to, expenses related to visas, vaccinations, or non-refundable travel arrangements.
Our tours are typically led by experienced group leaders, local hosts, crew members, or skippers (referred to as “Leaders”). These Leaders are responsible for ensuring the safety and well-being of all participants, and their decisions are final in matters that may impact the group or the smooth running of the trip.
Should a traveller disregard a Leader’s instructions, disrupt the group dynamic, or negatively affect the operation of the trip, they may be asked to leave the tour immediately without any entitlement to a refund. Additionally, we reserve the right to decline future bookings from such individuals.
Travellers are expected to adhere to the laws, cultural norms, and regulations (including currency and drug laws) of every country visited, and to follow our Responsible Travel Guidelines throughout the journey.
You understand that this trip may involve adventure and that participating carries a certain level of personal risk. Some destinations on your itinerary may have political, cultural, or geographical characteristics that pose greater challenges or risks than those encountered in everyday life.
You also recognise that by choosing to travel at this time, there may be exposure to the COVID-19 virus. While we will implement appropriate safety measures and may require compliance with specific health protocols during the journey, the risk cannot be eliminated.
We rely on official travel advisories and insights from our local partners to evaluate whether a trip can proceed safely. However, it is your responsibility to stay informed about relevant travel updates, health advisories, and the specific nature of your itinerary. By deciding to participate in the trip, you acknowledge and accept the potential risks involved. To the maximum extent allowed by law, we do not accept liability for any consequences resulting from such risks.
Any optional activities that are not part of the listed trip inclusions are not considered a part of your travel package or this agreement. If your group leader or local representative offers help, suggestions, or advice in organising such activities—whether before, during, or after the trip—it does not make us responsible for those arrangements. The responsibility for these activities lies solely between you and the respective service provider.
If you encounter any issues during your trip, please notify your group leader or our local representative immediately so they can try to address the problem on the spot. If the matter remains unresolved, you may submit a formal complaint in writing within 30 days of your trip’s conclusion by contacting us.
If any provision of these Booking Conditions is found to be invalid, unlawful, or unenforceable—whether due to existing laws, public policy, or for any other reason—then that specific provision will be modified or removed only to the extent necessary to ensure the remaining terms stay valid, enforceable, and in full effect.
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