Earthbound Terms and Conditions
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.
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 on 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. Please read our cancellation policy carefully in order to avoid incurring a costly penalty.
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: 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 synch 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 see below for one exception) and are applied to the land portion only. Pay by Check discounts are only valid when paying 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: You will be sent an invoice approximately 75 days prior to departure, which will include any currency price reductions or additions. A non-refundable final payment, payable by money order, check or credit card, is due 60 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 fully refundable for 60 days from the processing date or 90 days prior to departure, whichever comes first. Deposits made 90 days prior to a trip departing are not 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. 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.
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 and expertise. The inability of a host to participate in a tour is not grounds for a full or partial refund.
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.