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Frequently Asked Questions (FAQS)2020-09-24T23:47:35+00:00

Unparalleled service is at the core of everything we do.

Below is a set of potential questions you may have regarding your upcoming travel with us.

How do I contact The Explorer’s Passage (TEP)?2018-04-15T21:17:50+00:00

Mailing Address:

The Explorer’s Passage
P.O. Box 1607
New York, NY 10274

Phone/Fax:

Toll Free Number – 855-208-6800
Phone – 201-523-9900
Fax – 201-523-9901

Web/Email:

Web: explorerspassage.com
Email: info@explorerspassage.com

How did you choose your name?2016-10-10T07:57:16+00:00

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 is ‘The Story‘?2020-08-12T20:19:37+00:00

Our destinations are unique in that they tell a story – one embedded deeply in the land, the history, the people, the culture. By fusing adventure with story, TEP adventures offer a step back in time, the chance to follow in the footsteps of some of the world’s greatest explorers and visionaries. This element of the TEP experience, which we simply call The Story, unfolds seamlessly throughout your travels, offering up newfound perspective, appreciation and understanding. The incorporation of The Story into each adventure provides guests with the most cultural and historically immersive experience in the travel industry.

What kind of trips does TEP offer?2020-08-12T20:22:27+00:00

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 endured 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 in the private home of a Nepalese villager, to sifting gold from the streambeds of the Yukon, our leaders 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.

Who travels with us?2016-10-10T07:59:39+00:00

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.

What is the typical age of guests who explore with TEP?2020-08-12T20:27:29+00:00

TEP guests are typically 21-65 years old.

What if I am looking to travel solo?2020-08-12T20:26:21+00:00

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).

Is there a maximum group size for a TEP adventure?2020-08-14T15:46:21+00:00

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 intimate and spontaneous experiences. In many adventures, we also provide assistant guides, porters, cooks, and other staff to maximize your experience with TEP.

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. This includes the 2041 ClimateForce polar expeditions and other select trips.

How do I sign up for a TEP adventure?2020-08-12T20:40:31+00:00

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
  • Personal Check
How far in advance do I need to reserve my trip?2020-08-14T15:47:30+00:00

Space fills up quickly on our trips as our small-group adventures typically accommodate from 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 four to six months before departure. Trips taking place over holiday or summer periods should be booked six to ten months ahead of time. Note that we will occasionally add departure dates for sold-out trips. Also note that we are happy to plan a custom adventure around your dates and interests – see our Private Travel page for more information, and don’t hesitate to contact us for details.

Can I reserve my TEP adventure through my travel agent?2016-10-10T09:07:03+00:00

Yes. If you prefer to have your travel agent handle your TEP reservation, please have him or her 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 your travel agent.

Can I create a customized adventure?2020-08-12T20:42:49+00:00

At TEP, hand crafting itineraries around a specific region or a particular event in history 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 and waiting to work with you to transform that dream to reality. To learn more, please call us toll-free at 855-208-6800.

What is included in the trip price?2020-08-14T15:52:59+00:00

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, and packing lists
  • All lodging (hotels in cities, lodges and tented camps in villages, and tented camps when on the trail)
  • Most meals
  • Experienced local trip leaders
  • All support vehicles, ground transportation, and boats (where applicable)
  • Most airport transfers
  • Most necessary group/shared equipment, such as tents and canoes
  • Additional support guides, porters, and cooks when on the trail
  • Private tours of museums, historic and religious sites, and other select attractions as noted in the itinerary
  • National Park and other site entry fees
  • Drinking water (depending on the trip, TEP provides boiled water, bottled water, or purification tablets)
  • Most local taxes
  • Most dining and housekeeping gratuities and some local expert gratuities

*To see specific inclusions for each individual trip, please review your detailed itinerary or contact one of our Adventure Consultants.

What is typically not included?2020-08-14T15:53:45+00:00
  • Air and land transportation to and from host city
  • Internal airfare
  • Airport taxes (if any)
  • Excess baggage charges
  • Pre- and post-trip accommodations
  • Optional activities and spa services
  • Personal items
  • Insurance of any kind (other than basic medical and evacuation insurance)
  • Cost of medical immunizations
  • Most alcoholic beverages
  • Optional gratuities for TEP trip leaders, guides, and local staff
What kind of deposit is required and how often are payments due?2020-09-10T20:49:33+00:00

All payments should be made in USD and checks should be made payable to: The Explorer’s Passage.

*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.

Payment Terms & Schedules

Guests who have booked a trip on or prior to March 31, 2020 and are traveling on or after April 1, 2020 may transfer to another 2020 / 2021 trip or departure or receive a future travel credit equal to the full monies paid to TEP on the current departure without penalty. (Dated March 31, 2020)

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.

TEP reserves the right to invoice or re-invoice Travelers for the correct price, in case of typo, computer, or human error.

Any entity with whom you book our Trips, other than directly through The Explorer’s Passage, is working strictly as your agent. TEP does not accept responsibility for any payments made by you to these third parties until it is received by TEP and credited to your TEP invoice.

Standard Trip Payment Schedule for Group Trips* 

*The Standard Trip Payment Schedule does not apply to the 2041 ClimateForce: Antarctic Expedition in 2021. Please see the section labeled “2041 ClimateForce Antarctica Expedition Payment Schedule for 2021 Trip” below for that trip’s payment terms and schedule.

  • A $500 deposit is due at the time of booking a trip. This deposit is 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.
  • An additional deposit of 20% of the total trip cost is due 120 days prior to departure.
  • Final payment is due no later than 95 days prior to departure.
  • For reservations received 95 days or less prior departure, full payment is required.

**For new bookings made on or after March 31, 2020, through October 31, 2020, Travelers who book a new standard trip can cancel or transfer their full deposit and subsequent payments without fee up until 60 days prior to departure for trips departing any time in 2020 or 2021.

Custom Trip Payment Schedule***

  • A $750 deposit is due at the time of booking a trip. This deposit is 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 and organizing your trip from the moment your trip is booked.
  • An additional deposit of 20% of the total trip cost is due 120 days prior to departure.
  • Final payment is due no later than 95 days prior to departure.
  • For reservations received within 95 days, full payment is required.
  • If payment is not made on-time, your reservation may be subject to cancellation. In such an event, no refund of deposit will be given.

***For new bookings made on or after March 31, 2020, through October 31, 2020, Travelers who book a new custom trip can cancel or transfer their full deposit and subsequent payments without fee up until 60 days prior to departure for trips departing any time in 2020 or 2021.

2041 ClimateForce Antarctica Expedition Payment Schedule for 2021 Trip

  • A $3,500 deposit is due at the time of booking this trip. This deposit is 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.
  • An additional payment of 30% of the total trip cost is due February 1, 2021.
  • An additional payment of 30% of the total trip cost is due March 15, 2021.
  • Final payment (remaining balance) is due May 1, 2021.
  • For reservations received after a scheduled payment due date, then the initial $3,500 deposit plus any past due scheduled payments are due in full at the point of registration.

 

More details on Payment Terms and Schedules can be found in our complete Terms and Conditions.

What kind of trip information does TEP provide to clients?2020-08-14T15:56:09+00:00

The comprehensive pre-departure information package typically includes the following:

  • Detailed itinerary
  • Travel insurance information
  • Waiver and medical forms
  • Clothing and equipment packing checklist
  • Reading list to prepare for your trip (on most trips)
  • Invoice
  • Additional hotel night options
Can the price increase?2020-08-12T20:56:33+00:00

We will make a strong effort to maintain price. As per industry norm, the trip price is subject to increase based on unforeseeable changes beyond our control. The changes may include a change in the cost of airfare, currency fluctuation, taxes, fuel surcharges, security costs, or unavoidable charges imposed by our activity providers. If our costs change dramatically, Travelers will be billed up to $100 for the increase. In order to be as transparent as possible, we break out our internal flight costs on each itinerary page (on most trips).

If you ever have questions about your trip price, 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.

Should I obtain travel insurance?2020-08-14T20:48:15+00:00

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 both TEP’s and your control might occur so we highly recommend you purchase travel insurance from a third-party service provider of your choice. For our trips we require a policy with a minimum of $200,000 in Emergency Evacuation / Medical protection.

In addition, we also highly recommend that you consider securing “Cancel for Any Reasoncoverage, which typically must be obtained soon after your first deposit is paid for your travels. While not required by The Explorer’s Passage to travel, “Cancel for Any Reason” protection typically allows a policy holder to have additional coverages in the case of unforeseen events.

To learn more about travel insurance, please visit this page or call one of our Adventure Consultants at 855-208-6800. Note that we do not endorse any insurance coverage providers; the information on our site is for informational purposes only. You must consult the insurer for coverage information.

The full details of our travel insurance requirements can be found in our complete Terms and Conditions.

What are the responsibilities of the airlines?2020-08-14T15:59:54+00:00

If air travel is necessary during an adventure, then internal air transfers are sometimes already included in your trip price (see your specific trip itinerary for more details). Please note that these airlines 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 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.

Will my adventure require a travel visa?2020-08-12T21:14:29+00:00

Travel visas may be required to enter your trip destination 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 be sure to research visa requirements immediately upon trip reservation.

We’ve made it easy for you to obtain assistance with fulfilling your visa requirements through the services of Visa Central. You can conveniently do this by clicking HERE, or call one of our Adventure Consultants at 855-208-6800 to learn more.

Additional Note: 

You are responsible for ensuring that all necessary travel documents are valid and effective and in your possession for the entire Trip. Visas, permits, vaccination 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, vaccination, or other entry requirements and required documentation. You are also solely responsible for any adverse consequences, including additional costs and fees, resulting from incomplete or defective documentation. While we may provide information or advice on matters such as visas, vaccinations, 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.

What are the penalties for canceling my trip?2020-08-14T16:01:07+00:00

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 reasoncoverage, 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. See the “Travel Insurance” section later in this Agreement.

Standard Cancellation Fees for Group Trips:**

**The Standard Cancellation Fee Schedule does not apply to the 2041 ClimateForce: Antarctic Expedition in 2021. Please see the section labeled “Standard Cancellation Fees for 2041 ClimateForce Antarctica Expedition in 2021” below for that trip’s cancellation terms and fees.

Travelers who booked a trip before on or before March 31, 2020, and are scheduled to travel on or after March 31, 2020, on a standard group trip departure may transfer to another 2020/2021 trip or receive a future travel credit equal to the full monies already paid to The Explorer’s Passage on the previously confirmed departure without penalty. This credit does not expire.

Number of Days Prior to Your Trip

  • 95+ Days – Non-refundable cancellation administration fee: $500 per traveler.
  • 61–95 days prior to departure: 30% of total trip cost.
  • 31–60 days prior to departure: 60% of total trip cost.
  • 30 days or less to departure: 100% of total trip cost. No refund.
  • At or after trip departure: 100% of total trip cost. No refund.

Standard Cancellation Fees for Custom Trips:

Travelers who booked on a trip before March 31, 2020, and are scheduled to travel on or after March 31, 2020, on a custom trip departure may transfer to another 2020/2021 trip or receive a future travel credit equal to the full monies already paid to The Explorer’s Passage on the previously confirmed departure without penalty. This credit does not expire.

Number of Days Prior to Your Trip

  • 95+ Days – Non-refundable cancellation administration fee: $750 per traveler.
  • 61–95 days prior to departure: 50% of total trip cost.
  • 31–60 days prior to departure: 75% of total trip cost.
  • 30 days or less to departure: 100% of total trip cost. No refund.
  • At or after trip departure: 100% of total trip cost. No refund.

Standard Cancellation Fees for Extension Options or Trip Options: (including extra hotel nights)

Number of Days Prior to Your Trip

  • 95+ Days – Non-refundable cancellation administration fee: $100 per traveler.
  • 61–95 days prior to departure: 25% of total trip cost.
  • 31–60 days prior to departure: 50% of total trip cost.
  • 30 days or less to departure: 100% of total trip cost. No refund.
  • At or after trip departure: 100% of total trip cost. No refund.

Standard Cancellation Fees for 2041 ClimateForce Antarctic Expedition in 2021:

As stated earlier, there is no refund for arriving late or leaving a trip early for any reason, including travel delays outside of TEP’s control. TEP strongly encourages Expedition participants to be scheduled to arrive in Ushuaia, Argentina on or before November 2, 2021, as the Expedition programming officially commences on November 3, 2021. The ship will depart Ushuaia sharply in the afternoon on November 5, 2021.

Travelers who booked a place on the 2041 ClimateForce Antarctic Expedition in 2020 on or before March 31, 2020 will receive a future travel credit equal to the full monies already paid to The Explorer’s Passage for either the 2041 ClimateForce Antarctic Expedition in 2021 or another departure at later date. This credit does not expire.

Cancellation Terms for 2041 ClimateForce Antarctic Expedition

  • Deposit is Non-Refundable in all circumstances

Cancellation by December 1, 2020

  • Forfeiture of Non-Refundable Deposit
  • No additional payments due
  • For additional payments made above and beyond the required scheduled payments, a future travel credit will be issued to the client. 

Cancellation by February 1, 2021

  • Forfeiture of Non-Refundable Deposit
  • Cancellation penalty of 30% of the total trip cost
  • For additional payments made above and beyond the required scheduled payments, a future travel credit will be issued to the client. 

Cancellation after March 1, 2021

  • You will be required to provide full payment as per the Payment Policy

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.

What if TEP cancels a trip?2020-08-14T16:02:24+00:00

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 (see information below in section titled “Additional Information regarding 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.

What does TEP need to know about my health situation and why?2020-08-14T16:03:03+00:00

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.

Can TEP take or use my picture?2020-08-12T21:37:32+00:00

Photographs and/or video might be taken of you during a TEP adventure. 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.

Does trip information found on the TEP website differ from that found in our brochure?2020-08-12T21:39:14+00:00

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!

As a member of a TEP trip, what are my responsibilities?2020-08-12T21:44:47+00:00

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.

What kind of fitness level do I need to have for my adventure?2020-08-12T21:47:53+00:00

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:

Physical Requirements 

Our Trips are active in nature. We market ourselves as different from other tour operators, largely based on our physical adventures and hands-on approach to exploring both urban and remote areas.

By signing up for this Trip, you are familiar with the requirements and agree to have made a realistic assessment of your health and find yourself capable of performing the activities described in the itinerary, not limited to walking/trekking for hours at a stretch, climbing stairs, navigating uneven terrain indoors and outdoors, riding animals, engaging in watersports, and are generally physically fit.

We regretfully cannot allow anyone unable to meet these physical requirements on the Trip. No refund will be made for those unable to carry out the activities described in our itineraries. If you are unsure about your fitness level, we urge you to obtain the advice of your doctor.

We operate under a strict smoke-free policy in vehicles.

Given the remote nature and varied, rugged terrain featured on most TEP Trips, most of our Trips are not wheelchair accessible at this time.

What if I would like to arrive early or extend my days in the host city?2020-08-12T21:51:46+00:00

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.

What do I need to bring?2020-08-14T16:04:53+00:00

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. 

Can I rent or buy equipment at my destination?2020-08-12T21:55:11+00:00

Yes. If you desire to travel light, we’re happy to arrange rental equipment, such as packs, sleeping bags, and trekking poles at an additional charge. In some locations, you can also choose to purchase activity items upon arrival. Please contact one of our Adventure Consultants to learn more about these options.

What do I do with my electronics and valuables when I am on an adventure?2020-08-12T21:56:58+00:00

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.

What kind of support can I expect on each adventure activity?2020-08-12T21:59:28+00:00

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.

What is the food like during an adventure?2020-08-12T22:01:18+00:00

It is our goal on each of our adventures to keep our guests well fed, and to introduce them to the exotic flavors found in the destinations we visit. Get a taste below of how we split our food experiences into three categories:

1) On-the-Trail: healthy and local authentic cuisine that provides our guests with the necessary energy for the day’s activities is our focus. Roasted salmon or fresh apple pie over an open fire are just two examples of the elaborate attention to detail our guides and cooks display while ensuring guests are adequately fed and their palate blissfully satisfied.

2) Intimate Dining Establishments: big cities 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 dinner sampling Nepalese fare while live dancers and music animate the room, we’ve got the pulse on the finest establishments in each of the destinations we visit.

3) Off-the-Beaten-Path: instead of selecting the “fanciest” restaurants, our guides pride themselves on finding the hidden gems – the untouristed places they’ve discovered over the last 20 years of exploring not only the dusty trails but also the culinary delights of the region. Guests often share tables with the locals at these unique and memorable establishments.

*Note that we are happy to accommodate any special dietary requests (e.g., vegetarian) you may have, but ask that we are informed of these restrictions before signing up for a trip.

*Also please note that while most food on TEP adventures is included in the trip price, we provide a window for spontaneity and exclude some meals to allow guests to explore on their own at various points.

Keep in mind that on the first and last day of most TEP adventures, we’re pleased to serve complimentary local wine and beer. Cheers!

Where will I be sleeping each night during a TEP adventure?2018-04-16T01:57:33+00:00

When you travel with us, you’ll wake up well rested and refreshed after a good nights’ sleep in the best quarters each region has to offer. See our three lodging categories below:

Category 1 – Cities – Hotels

In the city, we seek out exquisite artisan boutique hotels but opt for four- or five-stars when the novelty isn’t available. Room quality, an intimate feel, and easy location are top of our list when it comes to selecting accommodations, which vary from city to city and trip by trip, as there are certain destinations where comfortable yet lower-rated establishments are the only option.

Category 2 – Remote Locations – Lodges

Finding lodging in remote locations can be a challenge and usually presents us with only one or two alternatives. We choose the best option available. While these lodges may not be luxurious, they are perfectly clean and comfortable and offer what you’ll appreciate most after a day on the trail: a hot shower and authentic local ambiance.

Category 3 – Remote Locations – Tented Camps

We offer two types of tented camps: Moving Villages and Campsite Tents.

Moving Villages are exactly as they sound: camps that move with you as you go. Full adventure teams support these impressive temporary accommodations and can consist of up to 30 porters, cooks, guides, and animal support for a 16-person trip. Dining tables, fresh food, beverages, your extra bags, and roomy, two-person tents will await your arrival. Other luxuries, such as shower and toilet tents, accompany on most remote adventures when local law permits.

Where human porter and animal support are not allowed due to park and government restrictions, we incorporate additional guides to provide extra hands in Campsite Tent duties without compromising the level of service you expect on a TEP adventure. On these adventures, we often stay at park-regulated campsites, which typically have bathroom facilities and other amenities.

Further details of your accommodations are listed on your trip itinerary.

Are trip delays a possibility?2020-08-12T22:08:24+00:00

Yes. Bad weather, road or trail conditions, river levels, transportation delays, government intervention, sickness, or 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.

Am I guaranteed to see every location on my itinerary?2020-08-12T22:14:16+00:00

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.

What should I tip my guides?2020-08-12T22:15:45+00:00

A TEP guide does more than just lead the group down the trail; he or she ensures every detail is attended to so that the trip runs flawlessly. Our guides wear many hats while on an adventure: from cook to equipment manager to safety instructor and – let’s not forget – Storyteller. While tips are not obligatory and the decision is based entirely on your discretion, our guides gratefully accept your generous tokens at the conclusion of a trip.

As a general practice in the adventure travel industry, 10% of the trip cost is the common gratuity for guides. Should you have multiple assistant guides, cooks, and porters, tips would be given to the lead guide at the conclusion of a trip. That lead guide would then make certain to distribute it fairly amongst the trip staff.