Terms and Conditions

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EpicTerra Expeditions LLC is a specialized adventure travel company and tour operator, offering photographic, cultural, wildlife, and landscape adventure tours. This document (the "Agreement") delineates your legal entitlements when booking a trip through us and outlines your significant responsibilities as a customer, impacting your legal rights. The terms "we," "us," "our," and "EpicTerra Expeditions" refer to EpicTerra Expeditions LLC, while the terms "you," "participant," and "client" refer to the customer visiting our website and/or booking a trip with us.

Your Acceptance Of These Terms And Conditions:

By making a booking with EpicTerra Expeditions LLC, you agree to be bound by the terms of this Agreement, as well as any additional terms and conditions from suppliers applicable to your booking and travel arrangements. The lead participant in a group traveling with EpicTerra Expeditions is responsible for sharing these Terms and Conditions with all trip participants and ensuring timely payment of all due amounts. It is the duty of each participant to thoroughly read our Terms and Conditions. If you do not concur with our terms and conditions, you must refrain from making a booking with us.

You acknowledge and consent that we may modify the terms and conditions from time to time, with such changes taking immediate effect. You commit to abiding by the terms and conditions in force at the time of your travel or cancellation, as applicable.

You confirm that (a) you are of legal age to use our services for travel and our website, and can assume legally binding obligations related to your use; (b) you are authorized to act on behalf of those you represent and accept these terms and conditions on their behalf; (c) the information provided to you or members of your group is accurate. You are financially responsible for any use of our services or website by you and those for whom you make bookings.

You agree that any breach of these terms and conditions may result in (a) cancellation of your reservation or purchase, (b) forfeiture of any monies paid for your reservation or purchase, (c) denial of access to the relevant travel-related product or service, and (d) our right to debit your account for any costs we incur due to such violation.

Payment Policies:

• A non-refundable 25% deposit is due upon booking, calculated based on the expedition's cost. 
• A second deposit, amounting to 25% of the trip price, is due no later than 180 days before the trip's departure, except for Antarctic trips, where the second payment is due 305 days before departure. 
• The remaining balance must be paid 120 days prior to departure, except for Antarctic trips, for which the final payment is due 180 days before departure. 
• In the case of bookings made within 120 days prior to departure, the full trip cost is due at the time of booking, except for Antarctic trips, which require full payment six months prior to departure. 
• Clients who haven't paid in full will not be eligible to join an EpicTerra Expeditions trip. 
• Prices are quoted on our website in US dollars and are subject to change without notice. 
• We reserve the right to implement surcharges or price changes without prior notice in response to currency exchange rate fluctuations, airfares, surcharges, lodging rate adjustments, or other charges applicable to the trip.

Client Expedition Cancellation and Refund Policies:

We strongly recommend that all clients purchase travel insurance covering unexpected cancellation reasons, sickness, or travel unavailability. A list of recommended insurance companies is available on our website.

To cancel trip participation, clients must notify us via email at info@epicterraexpeditions.com. The cancellation penalties are as follows:

•  Up to 150 Days Prior: A 25% deposit is retained, except in extreme circumstances such as death. The balance paid to date is refunded. For instance, if you've deposited 50% of the total expedition price, half of that amount is returned.
• 149 to 105 Days Prior: We retain 50% of the total expedition price, with a 50% refund of the total session cost. If you've only deposited 50% by this time, that deposit is forfeited. Any excess would be refunded.
• Within 104 Days: Within 104 days of the expedition's start, 100% of the package price is due and is non-refundable.
• Credit Card Fees: Credit card fees are non-refundable.

Tipping:

Tipping for local guides/trackers, drivers, porters, and restaurant servers on safaris and expeditions is not included unless otherwise specified.

Single Supplements and Double Occupancy:

All prices quoted are based on double occupancy. Single participants requesting a single accommodation may be charged a single supplement, subject to availability. Single travelers willing to share with another single traveler of the same gender may not be charged a single supplement, depending on roommate availability. If no roommate is available, the full single supplement fee will apply.

Defaulting on a Scheduled Payment

Failure to meet a scheduled payment or make a timely payment puts the reservation at risk of forfeiture. Clients who miss a payment or are unable to make future payments must contact EpicTerra Expeditions and request a payment extension. Each case will be evaluated individually, and a solution will be determined at the discretion of the EpicTerra Expeditions leader.

Changes in Itinerary, Pricing, and Cancellations

EpicTerra Expeditions reserves the right to make insignificant changes to published expedition itineraries, dates, accommodations, or trip leaders due to reasons beyond our control. If changes or delays occur due to circumstances outside our control, such as political unrest, strikes, severe weather, government intervention, pandemic diseases, acts of God, war, earthquakes, flooding, etc., the costs of such delays or changes are not included in the trip price. We will not be responsible for delays before or during the trip or any additional costs or losses due to such delays.

For ship-based expeditions, no refunds or extra days will be offered if bad weather prevents the vessel from departing on schedule. These trips are nature-based, and we cannot be held responsible for extreme weather conditions.

In order to secure the best pricing and availability, we often pay operators substantial sums in advance, up to two years ahead. To offer our clients the best prices, we do not automatically include an allowance for potential cost increases. While we strive to maintain published prices, unexpected cost increases due to currency fluctuations, increased taxes, or lodging rate changes beyond our anticipation may occasionally occur. Advertised prices are subject to change and are quoted in US dollars.

EpicTerra Expeditions reserves the right to cancel any trip before departure for various reasons, including logistical issues or insufficient sign-ups.

If a trip is canceled due to "force majeure" circumstances such as natural disasters, government decisions, strikes, epidemics, or other events beyond our control, we will endeavor to refund the portion of the trip cost not already paid to suppliers, minus the first deposit. However, we do not guarantee the recovery or refund of all advanced payments. We cannot accept liability or provide refunds or compensation in cases of "force majeure."

Trips with insufficient sign-ups are typically canceled a minimum of two months before departure. We make every effort to refund participants in full. We are not responsible for expenses incurred by trip participants in preparation for the canceled trip, such as non-refundable advance purchases, inoculations, equipment, visa fees, etc. In most cases, we will apply deposits already made to the same or a similar future trip to ensure participants do not lose their money.

Expedition Participant Obligations

Each EpicTerra Expeditions trip participant must select a trip that aligns with their physical ability and interests and must be in sufficiently good health. Participants are responsible for ensuring they are fully prepared for the trip, including passport validity, visas, travel insurance, vaccinations, air travel, medications, equipment, etc. It is the responsibility of each trip participant to inform EpicTerra Expeditions of any medical or dietary conditions at the time of booking. We reserve the right to deny trip participation accordingly.

Photographic Model Release

EpicTerra Expeditions reserves the right to take photographic or video records during expeditions. Participants should be aware that we have the right to use such photographic or video records for promotional and/or commercial purposes without remuneration. Individuals not wishing to be included in photographic or video records must notify us in writing before the end of the expedition.

Pre-Existing Medical Conditions/Persons with Disabilities

Many of our destinations and activities may not be suitable for individuals with limited mobility, including those who use wheelchairs. We are willing to discuss the feasibility of tailor-made itineraries that consider your level of mobility.

If you have any disability or pre-existing medical condition that may affect your trip or if you have any special requirements, it is imperative to inform us at the time of booking. Full details must be confirmed in writing, and we will make every reasonable effort to accommodate your requests. Please note that accommodations outside of the USA may not comply with the Americans with Disabilities Act and may lack wheelchair accessibility.

Unfortunately, our Expedition Leaders cannot provide additional assistance to participants with limited mobility, and such assistance must be provided by those traveling with the participant. We may request a doctor's letter confirming your fitness to travel.

Limitation of Liability

EpicTerra Expeditions does not own or operate any entities providing services for your expedition, including transportation providers, accommodations, food service, local guides, equipment suppliers, safari operators, etc. These services are procured from various independent suppliers not affiliated with EpicTerra Expeditions. We, our owners, employees, officers, or contractors shall not be held liable for the acts or omissions of such entities, or for any actions or inactions of other third parties not under our control. We are not responsible for any damage, injury, death, loss, delay, inconvenience, or irregularity arising from reasons beyond our control, such as the actions or inactions of third parties, acts of government, sickness, delays, changes in schedule, technical issues with equipment, strikes, wars, insolvency, defaults, acts of God, or other force majeure events.

In no event will EpicTerra Expeditions be liable for incidental, consequential, or special damages or losses suffered by any person. By confirming your participation, you agree to be legally bound by the terms of this release and waiver of liability.

Compulsory Arbitration

The parties agree to resolve any disputes related to this website, web page, trip literature, or the trip itself through binding arbitration in Columbus, Ohio, USA, in line with the American Arbitration Association's existing rules. In any such arbitration, the substantive law of Ohio will apply. This agreement does not waive or modify the liability release in this document. The arbitrator, rather than any federal, state, or local court or agency, has exclusive authority to resolve disputes regarding the interpretation, applicability, enforceability, conscionability, or formation of this contract, including any claims that this contract is void or voidable.