Reservations

Payment for reservations may be made by either check or major credit card by one of the following methods:

1. Call us Toll-Free at: 1-855-208-6800 (201-523-9900) or book through your travel agent
2. Email us at: info@explorerspassage.com
3. Fax us at: 201-523-9901
4. Mail us at: The Explorer’s Passage, P.O. Box 1607, New York, NY 10274, United States

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

Payment Terms & Schedules

Standard Trip Payment Schedule*

*The Standard Trip Payment Schedule does not apply to the IAE/ClimateForce: Arctic 2019 expedition. Please click HERE for details.

  • A $500 deposit is due at the time of booking a trip.
  • 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.

Custom Trip Payment Schedule

  • A $750 deposit is due at the time of booking a trip.
  • 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.

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.

We reserve the right to invoice or re-invoice participants for the correct price, in case of typo, computer, or human error.

Any entity with whom you book our adventures, other than The Explorer’s Passage is working strictly as your agent. We do not accept responsibility for any payments made by you to them until it is in our hands and credited to your account.

Cancellation Policy

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 email/fax receipt and confirmation of receipt must be received from The Explorer’s Passage. If you must cancel your reservation, your cancellation fee will be determined according to the policy outlined below. Exceptions to our cancellation policy cannot be made for any reason, including weather, terrorism, civil unrest or personal emergencies. There is no refund for arriving late or leaving a trip early. 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 departure will be billed to you. Percentage charges are calculated on total trip cost. Due to this, we require purchasing travel insurance from a third-party service provider.

Standard Cancellation Fees for Group Trips:**

**The Standard Cancellation Fee Schedule does not apply to the IAE/ClimateForce: Arctic 2019 expedition. Please click HERE for details.

Number of Days Prior to Your Trip

  • 95+ Days – Non-refundable cancellation administration fee: $200 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:

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.

Whats included in the trip price?

Our adventures are all-inclusive, crafted with the intent of providing you with an unforgettable adventure travel experience. From a detailed Pre-Departure Information Package to a complimentary cocktail upon your arrival, we’ve thought of everything – so all you have to do is show up.

During your trip, our knowledgeable guides and support staff take care of the details of your transportation, lodging, meals, and activities. We’ve even scheduled in a bit of free time for you to explore, relax, shop, or eat on your own.

Though each trip varies, the following mainstays are 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)
  • Charter and internal airfare (on most trips)
  • Airport transfers
  • All necessary 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
  • Complimentary alcoholic beverages on the first and last day of the adventure
  • Drinking Water (Depending on the trip TEP provides Boiled water, Bottled water, or purification tablets)
  • National Park and other site entry fees
  • All local taxes
  • All 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?

  • Air and land transportation to and from host city
  • Airport taxes (if any)
  • Excess baggage charges
  • Pre- and post-trip accommodations
  • Optional activities and spa services
  • Personal items
  • Insurance of any kind
  • Cost of medical immunizations
  • Most alcoholic beverages
  • Optional gratuities for TEP trip leaders, guides, and local staff

Trip Pricing

Our trip pricing is based on double occupancy. For individuals 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). The Explorer’s Passage will take care of the rest.

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, clients will be billed up to $100 for the increase and The Explorer’s Passage will absorb the rest. In order to be as transparent as possible, we break out our internal flight costs on each itinerary page (on most trips).

 

Travel Insurance

Given the active, often remote and international nature of our adventures, and our strict refund policy, we require you to purchase travel insurance. We require a policy with a minimum of $200,000 in Emergency Evacuation / Medical protection. We have made it easy for you to secure this peace of mind through the convenient services of TripAssure, one of the leading travel-insurance providers. Choose from a number of plan options that include evacuation, medical, and cancellation protection. To learn more, please visit Travel Protection Insurance, or call one of our adventure consultants at 855-208-6800.

You may also wish to insure your possessions. 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.

Substitutions

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 plan. Because of this, we reserve the right to cancel or change aspects of the itinerary at any time, and for any reason. When necessary, we will substitute hotels, airlines, events, and activities. Each time we do so, we will, on a best efforts basis, keep the quality the same, ensuring that the category of service substituted is the same as what is in the itinerary.

We also reserve the right to cancel and re-book itineraries if the minimum number of guests is not met. In such an event, our only liability will be to provide a prompt refund of the amount we have received for booking. We will not be responsible for cancellation penalties incurred on other travel arrangements made directly by the guest, non-refundable or otherwise.

Responsibilities

The Explorer’s Passage, its affiliates, officers, members, agents, 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 the client. In addition, by making this reservation you acknowledge you fully understand the nature and fitness requirements of the adventure which you have signed up for.

As agents, our responsibility is to organize and administer your trip. Therefore, we shall not be liable for any personal injury, property damage, loss, accident, delay, inconvenience, or irregularity which may be occasioned either by reason

(1) any act of omission of any of the suppliers

(2) any matter beyond our exclusive control, including for example acts or failures to act by governments, acts of God, strikes, fire, flood, war, rebellion, terrorism, insurrection, sickness, epidemics, quarantine, lack of medical attention in rural/urban areas, and theft.

Before Start of the Trip 

Travel Documents

  • US Citizens are required to have passport validity for at least six months after re-entry to the USA
  • Non-US Citizens must ask the relevant consulate for entry/exit requirements
  • We suggest that you verify visa requirements with the US Department of State prior to your trip, but will make all efforts to alert you of any changes.

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.

Luggage 

  • Given the active nature of our adventures, smaller car/van/plane sizes across the globe, and rising airline fees, we highly recommend packing light. Depending on your trip a 25 – 60 pound backpack would be ideal. Please consultant with one of our adventure consultants who can assist you to determine the appropriate size for your adventure.
  • We direct you to your airline for the most current allowance policies. Minor luggage handling is included in our trips, though you will be required to carry your luggage in airports, hotels, and other public areas. We accept no responsibility for lost or damaged luggage.
  • We recommend the use of a TSA-approved lock for all luggage.

Hotels 

  • Our hotels are picked in accordance with the theme of our adventures. Due to the locations of the activities, we sometimes stay at Boutique Hotels to provide a more intimate & authentic feel. However there are certain downsides to smaller hotels – namely fewer rooms to switch to in the case of a complaint, and more inconsistencies (charm) between the rooms. Beds and rooms in hotels in some countries tend to be significantly smaller than in their US counterparts.
  • Prices are per person, for double occupancy.
  • Rooms will be allocated based on the hotel’s discretion.
  • In the unlikely event that a hotel must be substituted, we will on a best efforts basis change to a hotel of similar or better standard.
  • Upgrades may be available from time to time. If available, we will let you know the additional cost and ask if you are interested in upgrading.

Media 

  • Photographs and/or video might be taken during a TEP adventure. By participating in a TEP adventure, you are acknowledging and granting permission that TEP may use these materials for promotional or commercial use without payment or compensation.
  • Electronic and faxed copies of any documents with signatures shall be treated as original. At our request, we ask that you agree to provide a signed original as well.

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 cities and remote areas.
  • By signing up for this trip, you 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, and are generally fit.
  • We regretfully cannot allow anyone unable to meet these physical requirements on the adventure. 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 our vehicles.
  • Our trips are not wheelchair accessible.

Special Requests

  • We will do our best to honor dietary needs, room preferences, and seating arrangements on transportation. However, we do not make any guarantees that they will be ensured. In most cases, this is determined by the capacity and ability of our suppliers.

Dietary Needs 

  • Dietary requirements will be considered whenever possible but we make no promises about being able to consistently meet your needs as some of our food providers are limited in their services.
  • Illness and stomach sickness are common during travel outside the United States. We use a mix of tourist-friendly and local restaurants and therefore cannot guarantee that you will not experience stomach discomfort.
  • We have no special knowledge of the financial condition of our suppliers, unsafe conditions, hazards of health or of weather, or climate extremes in places to which you may travel. For up to date information, we suggest contacting the US State Department or Center for Disease Control.  If asked, we may provide medical information based on our personal experiences (for example, with regards to malarial pills). This information is not to be confused with, taken as, or taken instead of proper medical advice from a qualified professional.
  • We reserve the right to change the itinerary solely at our discretion, for any reason, and shall not be liable for any such changes.

Your Responsibilities 

  • You are responsible for respecting the authority and following the directions of the Trip Leader and/or tour guides during the adventure. We may exclude you from participating in any part or all of the trip, if in our sole discretion, your condition of behavior renders you unfit for the adventure or unfit for continuation once the trip has begun. Unfitness may include, but is not limited to, any behavior 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 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.
  • We are not responsible for the behavior of any other trip participants towards you.
  • You agree to release us from liability for any matter for which we disclaim liability under this agreement. You agree to indemnify us from and against our liability to third parties arising out of your or your companions’ actions or omissions.
  • You have the right to skip trip activities, though no refund will be given for the unused portion of any trip.
  • In the event that delays occur from events beyond our control, and they result in extending your stay, you will be responsible for your own transfer, hotel, and meal costs.
  • You are solely responsible for your luggage and property during this trip.
  • By signing up for this trip, you certify that you do not have any mental/physical/other condition that would create a hazard for you or any other participants.

Dispute Resolution 

By accepting all of the above terms and conditions in their entirety while participating in the Activity, any disputes between you and The Explorer’s Passage shall be resolved only in a state of federal court within the jurisdiction of the United States and in accordance with the law of the State of New York.  In no event will The Explorer’s Passage be liable for anything other than compensatory damages, and you hereby waive all rights to punitive damages.

These Terms and Conditions may not be amended or modified except in a writing signed by a duly authorized representative of The Explorer’s Passage.