Frequently Asked Questions
Below is a set of potential questions you may have regarding your upcoming travel with us.
Mailing Address:
The Explorer’s Passage
300 Witherspoon Street
Princeton, NJ 08542 (United States)
Phone/Fax:
Toll Free Number: (855)-208-6800
Phone: (201)-523-9900
Fax: (201)-523-9901
Web/Email:
Web: https://explorerspassage.com
Email: info@explorerspassage.com
More information can be found on our “Contact Us” page.
Welcome to The Explorer’s Passage, a fresh face in the industry and a new, creative approach to adventure travel. By way of introducing ourselves, we thought we’d share the thinking behind our name. We chose it carefully.
First, the Explorer. To explore, by definition, is to travel through an unfamiliar place, with the goal of learning something new. The act of exploration is, in itself, an adventure. We believe that everyone – from history’s greatest adventurers to first-time travelers – is born with the impulse to explore.
Next, the Passage. A passage can be defined as the simple act of moving from one place to another. A route. A journey. It can also be defined as a portion of a book or a speech, something often recited, noteworthy. We like to think of the passage as a combination of the two – a journey born from story.
We are explorers. We are storytellers. Join us as we step back in time and into the boots of the explorers and visionaries who came before us – the men and women whose vision, courage, and dreams left an indelible mark on the people and places we visit.
What does it mean, for TEP to redefine Adventure Travel? It starts with countless hours of research – the process of unearthing The Story behind the adventure. It’s meeting with everyone from anthropologists and park rangers, scientists and historians. It’s walking the aisles of libraries, scouring newspaper archives, watching documentaries. Once we’ve pieced together our storyline, we spend weeks on the road, revisiting the places from which The Story was born. Then it’s meeting with more experts, getting to know the locals, spending hours listening to stories regaled by people with proud ties to the legacy of the land. With our destination chosen, our route prepared and our Story complete, our final task is to weave the remarkable details of The Story into our day-to-day itineraries – so that you, too, can relive a fascinating chapter of history…while fully immersed in what we hope you’ll deem the adventure of a lifetime.
Destinations
Our far-flung destinations are singularly rich in spectacular scenery and opportunity for adventure. From broad river valleys to soaring snow-capped peaks, we’re humbled to let the landscapes speak for themselves as we roam and revel in some of nature’s greatest accomplishments around the planet.
Adventures
Incorporated into each itinerary is an adventure activity that best highlights the terrain and story du jour. Whether we’re hiking, canoeing, or horseback riding, you’re sure to find similar traces of excitement that the explorers of centuries-past also experienced long before we arrived in these amazing places.
Culture
Each TEP adventure emphasizes the unique cultural aspects, novelties, and beauties of the regions we explore. From sipping wine in Mendoza to making butter tea alongside a Nepalese villager, to sifting gold from the streambeds of the Yukon, our trips introduce you to experiences you won’t find anywhere else.
Service
Impeccable service bookends each TEP adventure from the moment you first speak with one of our Adventure Consultants to the farewell handshake of a local guide. You can expect unparalleled customer service from all TEP staff members, who are each committed to making our name synonymous with excellence.
Please click HERE to learn more about what sets TEP apart.
At TEP, we believe everyone – from renowned adventurers to first-time travelers – is born with an impulse to explore. Our guests vary in age, interests and fitness, but they are all explorers: curious souls, with a passion for the great outdoors. So whether a seasoned globe-trotter or someone just getting your feet wet in the world of adventure travel, The Explorer’s Passage has a trip for you.
TEP guests are typically 21-65 years old.
To participate on a trek that reaches altitudes higher than 8,000 feet in elevation, participants must be 13 years of age or older. To participate on a trek that reaches altitudes higher than 15,000 feet in elevation, participants must be 18 years of age or older.
Furthermore, any participants under the age of 18 at the start of a trip will require an accompanying adult guardian for the duration of the trip, as well as a separate signed waiver form (in addition to our standard Activity Waiver).
Any participants over the age of 65 at the start of a trip will require a licensed medical physician to approve and sign the participant’s required pre-trip Medical Form.
Minimum Age Limits for Specific Adventure Trips with The Explorer’s Passage:
W Trek: 12 years old
Laugavegur Trail: 12 years old
Inca Trail to Machu Picchu: 13 years old
Chilkoot Trail: 15 years old
Kilimanjaro: 18 years old
Everest Base Camp: 18 years old
Finally, please also refer to our Trip Activity Level Index for more information on our trips’ anticipated difficulty levels.
Our adventures are specifically designed to accommodate both solo and group travelers. Trip pricing is based on double occupancy. For travelers who would like their own room and/or tent, each of our itineraries have an additional single supplement charge. If you request a roommate and we are unable to accommodate then you will receive a private room and be charged 50% of the customary single supplement charge (on most trips).
Our planned group adventures are typically limited to 16 people*, however we average 10 guests per adventure. In order to provide each guest with the level of service and personal attention they expect from TEP, we maintain a maximum guest-to-guide ratio of 6 to 1 (one of the lowest in the industry).
Small group sizes not only allow us to provide extra support throughout the trip, but also open the door to more unique and spontaneous experiences. In several of our adventures, we also provide assistant guides, porters, cooks, and other staff to maximize your experience.
Please note that we’re happy to accommodate groups greater than 16 on our Private Travel adventures – if that’s of interest to you, we’ll work together to tailor an adventure suitable to your needs.
*there are certain TEP Adventures where, due to the nature of the trip, we do exceed 16 travelers.
Our trips are generally catered to individuals looking for an outdoor challenge, which requires a certain level of physical conditioning prior to travel. To accommodate differing fitness levels, a variety of itineraries are available for each destination. Please study the activity ratings and detailed descriptions that accompany each itinerary to determine the right trip for you.
You will most certainly enjoy your trip more if you are in good physical shape and are properly prepared for the activities. Consult with a fitness professional regarding your preparation for the trip, and remember to check with your doctor before undertaking any new fitness program.
Please click HERE for our Trip Activity Level Guide, and don’t hesitate to call or email us to receive a comprehensive itinerary.
The following additional information is excerpted from our complete Terms and Conditions:
Then by all means, be our guest! If you do wish to arrive early or extend your stay, we would be happy to work with you in making additional accommodation arrangements. This is subject to availability and would be added to the itinerary cost. Through our Private Travel options, we can craft you the perfect pre- or post-adventure itinerary.
Please contact one of our Adventure Consultants to learn more about your options.
At TEP, our goal is to provide you with an extraordinary travel experience. Regarding personal gear, please refer to the detailed clothing and equipment checklist found in the Pre-Departure Information Package you’ll receive upon booking. As always, if you have further questions, please contact one of our Adventure Consultants for helpful packing tips and advice.
Yes. If you prefer to travel light, we’re happy to arrange certain rental equipment – such as packs, sleeping bags, trekking poles, etc. – for an additional charge (note: gear/equipment availability may vary). In some locations, you can also choose to purchase certain items upon arrival. Please contact one of our Adventure Consultants to learn more about these options.
All items of value, including jewelry, electronics, sentimental trinkets, etc., should be left at home, unless they’re absolutely necessary for the trip. Hotel safes, storage rooms, and TEP transportation vehicles do not guarantee their safety. Please note that neither hotels nor TEP are responsible for lost or stolen items. Cell phones (if you bring one) and passports should be kept with you at all times.
Whether hiking a tricky trail below the highest mountains in the world or canoeing the mighty Yukon River, we strive to make you as comfortable as possible. From portaging equipment, to setting up tents, to preparing meals, we provide the support you need so you can relax and simply enjoy the activities at hand.
We maintain a guest-to-guide ratio of six to one (one of the lowest in the industry) but make adjustments at times where it is fitting. For example, on our challenging Chilkoot Trail hike, you can expect a guest-to-guide ratio of three to one. In most remote destinations, we also have assistant guides, porters, and cooks to help us along the way.
There are some guests who prefer to help guides and support staff with some of the more laborious activities. We leave that option up to you.
It is our goal on each of our adventures to keep our travelers well-fed, and to introduce them to the memorable flavors found in the destinations that we visit. Below, get a taste of our three categories of culinary experiences:
- On-the-Trail: healthy and local authentic cuisine – that provides our travelers with the necessary nutrition and energy for the day’s activities – is our focus. Roasted salmon or fresh apple pie over an open fire are just two examples of what our guides and cooks can provide while ensuring guests are adequately fed (and their palates satisfied).
- Intimate Dining Establishments: cities and towns offer the advantage of providing an array of cuisine that best represents the local culture. From a traditional Argentine feast at a vineyard in Mendoza to a spirited Nepalese dinner featuring live music and dancing, we’ve got the pulse on some of the best dining options in each of the destinations we visit.
- Off-the-Beaten-Path: instead of always defaulting to the “fanciest” restaurants, our local guides pride themselves on finding the hidden gems – the ‘untouristed’ places they’ve discovered over the last several decades of exploring not only the trails but also the culinary highlights of each region. At these memorable establishments, travelers often share tables with the locals.
Furthermore, we are able to accommodate most special dietary/allergen requests (e.g., vegetarian or lactose-intolerant) that you may have, but we ask that you inform us of these restrictions when registering for a trip. For some dietary restrictions, certain remote destinations (e.g. the trail to Everest Base Camp in Nepal) may require adjustments and ‘workarounds’ which we can discuss with you before your trip.
*Also please note that while most food on TEP adventures is typically included in the trip pricing, we do also provide a window for spontaneity by excluding some meals in order to allow travelers to explore on their own at various points.
When you travel with us, you’ll wake up well-rested and refreshed after a proper nights’ sleep in some of the best accommodations that each region has to offer. Please review our three lodging categories below:
Category 1 – Cities – Hotels: in cities, we seek out either top-quality boutique hotels or 4/5 star hotels (note: many of our trip itineraries also offer 3/3.5 star hotel packages as alternative options). Room quality, an intimate feel, and optimal location are top of our list when it comes to selecting these accommodations.
Category 2 – Remote Locations – Mountain Huts or Lodges: finding overnight accommodations in more remote areas (e.g. along the Laugavegur Trail in Iceland, or while trekking to Everest Base Camp in Nepal) can sometimes be more challenging, but we always have a suitable place arranged for our travelers. While these trail huts, lodges, or cabins may not be luxurious 5-star resorts, they are exactly what you need after a full day of trekking or exploring. These accommodations provide an opportunity to drop your packs, grab a warm drink, and mingle with your fellow adventurers.
Category 3 – Remote Locations – Tented Camps: we offer two types of tented camps: ‘moving villages’ and standard campsites. ‘Moving villages’ are exactly as they sound: camps that move with you each day of the journey, with full adventure teams supporting these impressive temporary accommodations (for example, to support a 16-person group there may be up to 30 porters, cooks, guides, etc.). Dining tables, freshly-cooked meals, beverages, your baggage, and roomy two-person tents will await your arrival in camp each afternoon/evening. Other luxuries, such as shower tents (with warm water!), are available upon request for certain trips.
Where porter support is not possible or not necessary, we may incorporate additional guides in order to provide extra hands for regular camp duties, without compromising the level of service you expect on a TEP adventure. On these trips, we often stay at park-regulated campsites, which typically have bathroom facilities and other amenities.
Detailed information about your accommodations is always included in your trip-specific itinerary.
Yes. Inclement weather, unsuitable road or trail conditions, river levels, transportation delays, government intervention, illness, or various other contingencies over which TEP has no control are possible. For more details and information on trip delays and related subjects including Force Majeure, please review our complete Terms and Conditions.
The goal for each adventure is for you to experience every activity on the itinerary to its fullest potential. However, weather, internal flight delays, and the remote nature of our adventures may require us to exclude certain site visits to ensure we stick to the time schedule. That being said, we like to allow for spontaneity – if the group decides it would rather spend more time on a particular activity, or if we come across something unexpected but of interest, we will adjust our schedule to accommodate. Know that our goal is to treat you to the best possible travel experience – and that we appreciate your flexibility.
Please note that no refund will be given for the unused portion of any trip. This can include but is not limited to unused hotel rooms, skipped meals, sightseeing trips, or adventure activities.
More information can be found in our complete Terms and Conditions.
A TEP guide does more than just lead the group on a trail; he or she ensures every detail is attended to so that the trip runs flawlessly. Our guides can wear many hats while on an adventure: from cook to equipment manager to safety instructor to storyteller. While tipping is not obligatory and the decision is entirely at your discretion, our guides and local staff gratefully accept your generous tokens of appreciation at the conclusion of an activity or trip.
Because tipping amounts vary by type of recipient (guide, porter, driver, etc.) as well as by trip or country, we always share trip-specific guidance on tipping with you in the pre-trip emails and/or the trip itinerary.
To join an adventure, call us toll-free at (855)-208-6800 or (201)-523-9900, or email us at info@explorerspassage.com. To reserve a space, an initial deposit is required, which can be placed through the following payment options:
- Visa
- MasterCard
- American Express
- Discover
- Wire transfer
Space fills up quickly on our trips, as our small-group adventures typically accommodate 9 to 16 guests. For the best selection of itineraries and dates, we recommend reserving a spot well in advance. We’ll do our best to accommodate last-minute reservations, however most guests book at least four to six months before departure. Trips taking place over the winter holiday season or summer periods should usually be booked six to ten months ahead of time. Please note that we will occasionally add additional departure dates for sold-out trips (these dates can usually be found on the trip webpage). Also note that we are happy to plan a custom adventure around your dates and interests – please see our Private Travel page for more information, and don’t hesitate to contact us for details.
Yes – if you prefer to have your travel agent handle your TEP reservation, please have them reach out to us by calling (855)-208-6800 or emailing us at info@explorerspassage.com. Pricing is the same whether you book directly with TEP or through a travel agent.
At TEP, hand crafting itineraries around a specific region or a particular destination or site(s) is our passion. So if you’re traveling with a group – small or large – and have a dream trip in mind, give us a call or email us – our Adventure Consultants are ready to work with you to transform that dream into reality.
Our trips are crafted with the intent of providing you with an unforgettable adventure travel experience. Though each trip varies, the following mainstays are commonly included*:
- Comprehensive pre-departure information package that includes trip details, all applicable forms, a pre-adventure checklist, and packing list
- All lodging (hotels in cities, lodges and/or tented camps in villages, and tented camps when on more remote trails)
- Most meals, as noted in the trip itinerary
- Experienced local trip leaders and city guides
- Additional support guides, porters, and cooks when trekking (as applicable)
- Support vehicles, ground transportation, and/or boats (where applicable)
- Most airport transfers
- Most necessary group/shared equipment, such as tents, canoes, camp equipment, etc. (as applicable)
- Private tours of museums, historic and cultural sites, and other select attractions as noted in the trip itinerary
- Park and other site entry fees
- Local taxes
*To see specific inclusions for each individual trip, please review your detailed itinerary or contact one of our Adventure Consultants.
- Air and land transportation between your home and the destination country(ies)
- Internal airfare within the destination country(ies)
- Airport taxes
- Excess baggage charges
- Pre- and post-trip accommodations
- Optional activities, laundry, and/or spa services
- Personal items
- Insurance of any kind
- Cost of medical immunizations
- Alcoholic beverages
- Gratuities for trip leaders, guides, drivers, and other local staff
All payments should be made in U.S. dollars (“USD”).
The Explorer’s Passage provides travelers with a 1% discount for payments made via a bank wire transfer (the discount only applies to the portion(s) paid via bank wire transfer). Please contact us for more information on this.
The following information is excerpted from our complete Terms and Conditions:
Initial Deposits:
For most trips, a deposit of $650 USD per traveler is due at the time of booking a trip.
For ship-based expeditions and certain destinations, the initial deposit amounts may vary. We will specify the exact amount in our pre-registration emails.
All deposits are a non-refundable administrative fee (“Administrative Fee”). TEP’s administration costs in planning your trip are not refundable because of the work and expense required in planning, booking services, and organizing your trip from the moment your trip is booked.
Trip Payment Plan Options:
When booking a trip with TEP, each individual traveler or group will have the option of choosing one of the following payment plans*:
Payment Option 1: pay in full at time of booking for a 5% discount off the total trip price. This option is not applicable if your trip start date is less than 95 days from your registration date.
Payment Option 2: standard payment schedule: the trip’s initial deposit is due at the time of booking, an additional installment of 20% of the total trip cost is due 120 days prior to the trip start date, and the remaining balance is due no later than 95 days prior to the trip start date.
Payment Option 3: custom installments plan: this plan incorporates Option 2 above, but also allows you to make custom payments after the initial deposit payment has been made and before the payment required 120 days prior to the trip start date. As part of this third option, you will use a custom payment link (provided during the trip registration process) to make payments in custom amounts via credit card. The remaining balance will always be due no later than 95 days prior to the trip start date.
*Please note: the above payment plan options do not apply if you are registering for a trip where the start date is less than 95 days from the registration date. If that is the case, then the full trip payment amount is due at the time of booking. Furthermore, certain trips and destinations may require augmentations to the payment plans specified above. These augmented payment timelines and amounts will be reflected in your invoice and will be communicated to you by an Adventure Consultant. These augmentations are due to the service level agreements we have with our various suppliers in certain travel destinations.
More details on Payment Terms and Schedules can be found in our complete Terms and Conditions.
The comprehensive pre-departure information package typically includes the following:
- Detailed Itinerary
- Travel insurance information
- Waiver and medical forms
- Clothing and equipment packing list
- Pre-trip checklist
- Invoice
- Additional hotel night options
We will make a strong effort to maintain price. As per industry norms, the trip price is subject to increase based on unforeseeable changes beyond our control. The changes may be contingent upon fluctuations in currency value, taxes, fuel surcharges, security costs, or unavoidable charges imposed by our activity providers. If our costs change dramatically, travelers will only be charged up to $100 USD for the increase.
If you ever have questions about your trip pricing, please do not hesitate to contact one of our Adventure Consultants for details.
More information on this can be found in our complete Terms and Conditions.
Have fun, make friends, and experience the trip of a lifetime without worrying about unexpected events: this is your main focus while traveling with TEP. However, events outside of TEP’s control and/or your control might occur, so we require each traveler to purchase a travel insurance policy with a minimum of $200,000 USD in emergency evacuation/repatriation coverage and a minimum of $100,000 USD in medical protection coverage.
In addition, we highly recommend that you consider securing “Cancel for Any Reason” coverage, which typically must be obtained soon after your first deposit is paid for your trip. While not required by TEP in order to travel, “CFAR” protection typically allows a policy holder to have expanded (and often quite extensive) coverages.
To learn more about travel insurance, please visit this page or call a TEP Adventure Consultant at (855)-208-6800. Please note that we do not endorse any insurance coverage providers; the information we provide is for informational purposes only. You must consult the insurer for specific coverage information.
If air travel is necessary during an adventure, then internal air transfers are sometimes already included in your trip price (please refer to your specific trip itinerary for more details). Please note that these airlines can vary in degrees of risk, and many carriers have an unknown safety and maintenance record. We are not liable for airline safety, cancellations, service, risk, delays, etc., or incidents that may result in injury or death.
Additional Note:
The Explorer’s Passage, its affiliates, officers, members, agents, successors, and assigns (collectively “The Explorer’s Passage”) does not own or operate any entity which is to, or does provide goods or services for your trip, including but not limited to hotels, airlines, transportation, guide service, activity providers, ground operation, food service providers, etc. All such entities and persons are independent contractors. As a result, The Explorer’s Passage is not liable for any negligent or intentional act or failure to act of any such person or entity. All trip services are subject to the terms and conditions specified by the supplier of such services and to the laws of the countries in which the services are supplied. The passage contract (Conditions of Carriage), when issued by the airlines concerned, shall constitute the sole contract between such airlines and you the Traveler.
For more information, please review our complete Terms and Conditions.
Travel visas may be required to enter your trip destination country and are not included in the cost of your trip. If a visa is not attainable upon arrival at your destination airport, this process can take up to 90 days or more, so please be sure to research visa requirements immediately upon trip reservation.
You can learn more about passport and visa requirements here, or call one of our Adventure Consultants at (855)-208-6800.
Additional Note:
You are responsible for ensuring that all necessary travel documents are valid and effective and in your possession for the duration of your entire trip. Visas, permits, immunization certificates, international driving licenses, and other documents may be required. You assume complete and full responsibility for checking and verifying any and all passport, visa, immunization, or other entry requirements and required documentation. You are also solely responsible for any adverse consequences (including additional costs and fees) resulting from missing, incomplete, or defective documentation. While we may provide information or advice on matters such as visas, immunizations, climate, clothing, baggage, and special equipment in good faith as a courtesy to you, we are not responsible for any errors or omissions as to the information provided.
For more details, please review our complete Terms and Conditions.
The following information is excerpted from our complete Terms and Conditions.
Cancellation Policy When You the Traveler Cancels
Cancellations must be sent to us in writing via mail, fax, or e-mail. Cancellations will be effective based on the date of postmark or the date we receive your email/fax, and confirmation of receipt MUST be received from TEP. If you must cancel your reservation, a cancellation fee will be assessed according to the policy outlined below. Exceptions to our cancellation policy cannot be made for any reason, including but not limited to weather, terrorism, civil unrest, your personal desire to travel or not, governmental/travel warnings or advisories, including but not limited U.S. State Department or World Health Organization warnings, personal, or family or medical emergencies.
There is no refund for arriving late or leaving a trip early for any reason, including for quarantine or travel delays outside of TEP’s control. Each TEP trip departs on the scheduled date, contingent upon conditions and other factors. It is recommended that Travelers arrive in the host city at least one day in advance so as not to miss a trip departure.
Single Supplement, internal air charges, permits, and all other line items included in your invoice are considered part of the total trip cost and are subject to cancellation fees. In addition, any fees charged by airlines or third-party service providers as a result of your cancellation will be billed to you. Percentage charges are calculated based on total trip cost. Due to this, we highly recommend that you purchase travel insurance from a third-party service provider of your choice. We also highly recommend that you consider securing “cancel for any reason” coverage, which must be obtained soon after your first deposit is paid for your travels. You will need to check with your individual insurance provider to determine their required registration period for this type of coverage. This coverage is in addition to the $200,000 minimum in Emergency Evacuation/Medical Protection which all Travelers are required to have to participate on our trips.
Standard Cancellation Fees for Trips
Number of Days Prior to Your Trip*
95 days or more prior to departure: non-refundable cancellation administrative fee of $650 USD per traveler is due.*
76–94 days prior to departure: 60% of total trip cost is non-refundable.*
75 days or fewer to departure: 100% of total trip cost (no refund).
At or after trip departure: 100% of total trip cost (no refund).
*When a traveler cancels their trip and we issue a refund, the credit card processing company and/or the bank does not refund us the payment processing fee(s). Because of this, any refunds will be subject to an adjustment accounting for the following (depending on original payment method):
a 3.5% fee for all credit card processing, including trip payments and refunds. This 3.5% fee represents what TEP is charged by the credit card processing company when you make each trip payment and when TEP sends a refund via credit card; and/or
a $100+ USD fee for all wire transfer processing, including trip payments and refunds. This wire transfer fee (accounting for the $50 USD inbound wire fee and the $50 USD outbound wire fee) represents what TEP is charged by the bank when you make each trip payment and when TEP sends a refund via wire transfer.
Transfer of Monies Paid to Another Traveler
If a Traveler cancels their trip, The Explorer’s Passage permits them to transfer the trip credit equal to the monies paid to another Traveler.
For each Traveler, there is a one-time limit on transferring of trip credit. This means that once monies are transferred, those monies cannot be transferred again by the receiving Traveler to another Traveler.
It is important to note that this credit is only transferable to another Traveler who is equally qualified and prepared for the trip that the transferring Traveler had paid monies for. This determination would be per the discretion of The Explorer’s Passage.
The following information is excerpted from our complete Terms and Conditions:
Cancellations, Changes, or Substitutions By Us and Flexibility
Our goal is to provide you with an unforgettable adventure. We take a lot of pride in our itineraries, as we have invested an enormous amount of time and energy into creating and organizing them. Sometimes, however, due to unexpected circumstances trips don’t always go according to the original plan. For this reason, TEP reserves the right to cancel, alter, modify, postpone or reschedule any Trip without prior notice and at any time for any reason, including but not limited to the safety and/or comfort of Travelers and for circumstances of Force Majeure.
We also reserve the right to re-book itineraries if the minimum number of Participants is not met. TEP shall not be deemed to be in breach of these terms and conditions or otherwise be liable to you, by reason of delay in performance, or by non-performance, of any of its obligations hereunder as a result of any actions that it takes or does not take under this section and under this Agreement. Further, we will not be responsible for cancellation penalties incurred on other travel arrangements made directly by the Traveler, non-refundable or otherwise.
You acknowledge that the amenities, accommodations, transportation, route, schedule, and itinerary may change without prior notice due to local circumstances or events, which may include mechanical breakdown, flight cancellations, illness, strikes, political disputes, weather, border crossing problems, and other factors. If, prior to departure, we make a significant change because of a problem with a supplier (e.g., bankruptcy), we will, as soon as reasonably possible, notify you of available alternatives.
For all trips, TEP reserves the right to substitute a headline guide, explorer, conservationist, speaker, or other notable figure with another replacement individual in the event of unforeseen circumstances or circumstances outside of our control. We cannot depart from our cancellation policy if a substitution is required, given our financial and other commitments to our independent suppliers which are made far in advance of the trip departure date. For this reason, we encourage you to purchase travel insurance that permits you to cancel for any reason. While we hope that you would still participate on the trip in the event of a substitution, such travel insurance could help protect you financially in situations where you wish to cancel because of a substitution and are subject to TEP’s cancellation policy.
Any changes that we make may require a supplemental payment from you. We will advise you in the event such a payment is required.
If we cancel any Trip, whether before or after departure, for reasons that are completely within our control, we will give you one or more of the following options: receive a refund of payments that you have made to TEP less any unrecoverable costs, including but not limited to non-refundable deposits advanced to Suppliers; transfer to a comparable replacement trip; or receive a trip credit that reflects the amounts paid to TEP.
If you have a physical condition, illness/sickness, dietary restrictions, or other conditions (pre-existing medical) that will require special attention during the Trip, you must inform us in writing when the booking is made. We may require a medical certificate whereby your physician approves your participation in the Trip. We reserve the right in our sole discretion to accept, decline, or remove anyone from a Trip (at departure or during the Trip) who we judge to be incapable of meeting the Trip’s physical demands, for their own safety.
Upon booking, you will receive a Medical Form to be completed and returned to us. Please provide us with accurate and comprehensive medical information history as well as any special dietary needs.
If you are required to have physician approval to participate on one of our adventures and your doctor does not approve the Medical Form, normal cancellation fees apply. Avoid this by requesting a form prior to making your reservation so your doctor can pre-approve your status.
Please note that once the trip has begun, hospital facilities for serious problems are often unavailable and evacuation can be prolonged, difficult, and expensive. TEP assumes no liability regarding provision of medical care.
More details can be found in our complete Terms and Conditions.
Photographs and/or video might be taken of you during a TEP Trip. By participating in a trip, you agree that TEP may use, re-use and reproduce any images, photographs or videos that you send to us, or that are taken by our guides, or that are taken by a member of our media team, and/or other travelers of you individually or in a group, in any medium, including but not limited to print, electronic media, or Internet, free of charge and without your right to inspection or compensation, for promoting and publicizing our travel products and services worldwide and/or for TEP entering into licensing and/or commercial sale of media with and to third-party organizations. If you do not want us to use any images of you that are taken by us or other travelers during the trip, you must inform us or your trip leader in writing before the start of the trip.
The TEP website contains the most detailed, up-to-date information on each of our adventures. We continually post new adventures, additional trip dates, and other details that may not be found in our printed brochure. We welcome you to explore our site, and visit the Chronicles blog for more updates and fresh content!
Great question. As a TEP guest, you have a responsibility to TEP and especially to your fellow travelers. First, you’re responsible for selecting a trip that fits both your interests and your abilities. Second, we ask that all guests please study the details and implied conditions of the itinerary so as to arrive properly prepared for an amazing shared experience.
Trip participants are responsible for respecting the authority and following the directions of the Trip Leader and/or tour guides during the Trip. We may exclude you from participating in any part or all of the Trip, if in our sole discretion, your condition or behavior renders you unfit for the Trip or unfit for continuation once the Trip has begun. Unfitness may include, but is not limited to, any behavior or circumstances that regardless of its cause is inappropriate or offensive or interferes with the delivery of Trip services, or may constitute a hazard or an embarrassment. In such case, our liability shall be strictly limited to a refund of the recoverable cost, if any, of any unused portion of the Trip. Further, we will not be liable for any other loss or fees that may arise as a result of this decision.
More information can be found in our complete Terms and Conditions.