Terms of Service
The quickest way to make a reservation is to call us at 888-570-7108. We accept VISA, MasterCard, Discover, and American Express credit cards for the initial deposit. The balance of the land cost may be paid by check or credit card. Early reservations are recommended, since group size is limited and some trips require extra preparation time.
When we receive your reservation form and deposit, we will confirm your space and send you a confirmation packet. This packet contains a detailed trip itinerary; visa applications; medical, health, and insurance information; clothing and equipment recommendations; a suggested reading list; general information on the countries you will be visiting; and our full terms and conditions. Your air tickets, trip roster, and final trip briefing (with contact numbers and group meeting locations) will be sent out approximately 3 weeks prior to departure.
Prices listed in this brochure are in U.S. dollars and are based on double occupancy. We endeavor to keep land costs as published. However, since our trips are often planned more than a year in advance, we reserve the right to change land costs due to extraordinary circumstances beyond our control.
The land cost is typically based on 10 to 18 full-paying trip members. Trip physicians, staff, or guests of GeoEx (e.g., travel writers/photographers and leaders-in-training) are not included in determining the tier price. On some trips the land cost is higher for smaller groups. If there are fewer than 10 people, the trip expenses per person are often higher (e.g., the trip leader cost is the same whether there are 8 or 15 travelers). Our clients typically prefer to pay a small surcharge rather than have their trip canceled.
The land cost typically includes: deluxe or first-class twin sharing accommodations with private bath where available (except at en route stopover cities); most meals, baggage handling, and porterage; airport and ground transportation for members using GeoEx group flight arrangements; sightseeing as outlined in the trip itinerary; entrance fees and permits; services of English-speaking leaders; costs of research, itinerary development, documentation, and educational materials; and, in the field, porters, pack animals, and community equipment.
Itemization of costs will not be provided. There is a standard payment schedule for group trips: At time of reservation: $500 per person (except cruises and safaris); 90 days prior to departure or upon receipt of invoice: Balance plus airfare. There is also a standard payment schedule for custom trips: At time of reservation: $1000 per person; 90 days prior to departure or upon receipt of invoice: Balance plus airfare. Payment schedules for cruises, safaris, and some Custom Trips vary.
The land cost does not include: international airfare except as noted; domestic airfare on certain trips; en route accommodations at stopover cities at the beginning and end of your trip; passport, visa, excess baggage, and airport departure fees; some meals in some countries (to allow for individual choice of restaurants); alcoholic beverages, end-of-tour gratuities (which are not compulsory but customary), laundry, telephone calls, and other items of a personal nature; expenses resulting from delays due to bad weather, trail, river, and road conditions, sickness, government action, and flight delays; or trip cancellation/delay insurance.
Cancellations and Refunds
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If it becomes necessary for you to cancel your trip (or any portion thereof), you should notify your travel agent or GeoEx in writing, by e-mail, or by fax immediately
GeoEx will assess a cancellation charge to cover loss of nonrefundable advance payments we have made on your behalf to ground operators and government agencies; communication expenses; and the loss of time that may permit resale of your space. The following cancellation charges will apply:
1) Cancellation charges on air-inclusive packages apply to the entire cost. GeoEx will not grant partial refunds for any unused trip arrangements after the trip has commenced or any refunds to trip members who do not complete any portion of the itinerary. Additionally, cancellation charges for safaris, cruises, air tickets, and custom trips may vary.
2) GeoEx reserves the right to cancel trips that are below the trip minimum (usually 5 persons). All trip members will be notified a minimum of 30 days before the trip departs and will receive a full refund. In the event of trip cancellation, GeoEx is not responsible for additional expenses incurred by trip members (e.g., nonrefundable “advance purchase” air tickets, medical expenses, and passport and visa fees).
3) Standard Cancellation Charges for Group Trips: Nonrefundable cancellation charge: $150 per traveler. 61–90 days prior to departure: 25% of land cost. 31–60 days prior to departure: 50% of land cost. 30 days or less to departure: No refund. At or after trip departure: No refund.
4) Standard Cancellation Charges for Custom Trips: Nonrefundable cancellation charge: $1000 per traveler. 46–90 days prior to departure: 50% of land cost. 45 days or less to departure: No refund. At or after trip departure: No refund. Cancellation charges for cruises, safaris, and some custom trips vary.
Travelers may transfer their payments to another trip 4 months or more prior to departure with no penalty. Within 4 months, travelers are subject to the applicable cancellation charges.
We strongly recommend that you purchase trip cancellation/interruption insurance to protect your travel investment at the time of sign-up. This coverage will offset cancellation charges in the event of illness before or during the trip and if you need to cancel for work reasons. Trip cancellation/ interruption and baggage insurance is available at a supplemental cost. Details and an insurance brochure will be sent to you upon receipt of your trip deposit. GeoEx includes supplementary medical expense, evacuation, and 24-hour consultation assistance coverage for every trip, at no additional charge.
Late Bookings and International Clients
Those who book within 21 days of departure and international clients may be subject to special courier fees to deliver trip documents and air tickets.
We will make every effort (if you so desire) to match you with a same-sex roommate when we receive your application. If there is no one with whom you can share accommodations, you will be charged the single supplement fee. If a single room must be assigned to you due to a last-minute roommate cancellation or incompatibility or for any other reason, the single supplement charge (or applicable pro-rated charges) will be assessed.
We’re big believers in preventing medical problems. All trip members will receive our comprehensive country-specific health recommendations. Additionally, some travelers on our more rigorous trips will be required to provide us with a completed Medical Questionnaire. GeoEx reserves the right to disqualify anyone at any time before or during the trip for medical or psychological reasons. No refunds will be given once the trip commences. Some trips require a Medical Certificate from your physician(s). All health information is treated with the utmost confidence.
GeoEx has a full-service, in-house, air-ticketing department with decades of experience in arranging complex travel. Unless you are working with a travel agent or specify otherwise, we will assume that you want us to make all domestic and international air reservations according to the trip itinerary. We recommend that you contact our air department as soon as you book your Geographic trip. Early reservations ensure the most desired airlines, routings, fares, and departure times. If you are not using Geographic for your air travel, it is your responsibility to give us your air schedule at least 60 days prior to departure so that we may confirm your arrival and departure hotels. For those individuals not arriving or departing on the group schedule, airport transfers are not included in the land cost.
A note of caution regarding discount consolidators and travel websites: First, you should not expect the same level of service from a discount company that you receive if you book your air travel through Geographic or your travel agent. Discount consolidators and websites sell a large volume of tickets and typically do not offer professional travel planning consultation, particularly in the event of delayed or canceled flights. The GeoEx Air Department is available 24/7 for our trip participants. In the long run, you get what you pay for. If you choose the budget alternative, be extremely careful which company you select and reconfirm all reservations directly with each airline.
If our catalog departures do not fit your schedule, or should you wish the privacy of your own group, we can prepare a specially designed Custom Trip for you. The creation of custom itineraries is very time-consuming, and these trips are typically more expensive than our catalog departures. GeoEx charges an itinerary development fee that will be credited toward the final payment of your trip; it is not refundable should you decide to cancel. If a specially designed Custom Trip is canceled, there is a nonrefundable cancellation charge of the itinerary development fee plus normal cancellation fees (see Cancellations and Refunds).
Trip members assume the responsibility to select/design a trip appropriate to their physical abilities and interests. Members are responsible for being in sufficiently good health to undertake their trip and may be required to obtain a physician’s release to participate in the trip. Members are also responsible for studying all pre-departure information; for bringing all detailed equipment and clothing; for conforming to standards of personal hygiene to minimize the risk of traveler’s disease—as set by the trip leader; for acting in a manner considerate of fellow group members and the countries visited. Smoking is not permitted in buses or cars, below decks on our boats, in tented camps, or in other designated nonsmoking areas.
Release and Limitation of Liability
GeoEx, Inc., its employees, shareholders, officers, and directors (collectively, “GeoEx”) does not own or operate any entity which is to or does provide goods or services for your trip, including, for example, lodging facilities, transportation companies, guides or trip leaders, food service providers, equipment suppliers, ground and safari operators, etc., including, without limitation, various entities which may utilize the GeoEx name. GeoEx is not responsible for any negligent or willful act or failure to act of any such person or entity, nor for any act or inaction of any other third party not under its control. Without limitation GeoEx is not liable for any direct, indirect, consequential, or incidental damage, injury, death, loss, accident, delay, inconvenience, or irregularity of any kind which may be occasioned by reason of any act or omission beyond its control, including, without limitation, any willful or negligent act, failure to act, breach of contract of any third party such as an airline, train, hotel, restaurant or food supplier, bus, taxi, van or safari operator, local outfitter or guide, whether or not it uses the GeoEx name, which is to or does supply any goods or services for this trip. GeoEx is not responsible for any loss, injury, death, or inconvenience due to delay or changes in schedule, overbooking or downgrading of accommodations, insolvency, or default of any third party, attacks by animals, sickness, the lack of appropriate medical care, evacuation to same, if necessary, weather, strikes, acts of God or government, acts of terrorism or the threat thereof, force majeure, war, quarantine, epidemics or the threat thereof, criminal activity, or any other cause beyond its control. In addition, I agree to hold GeoEx harmless from its own negligence.
GeoEx reserves the right, either prior to or after departure, to change or reprice any tour, trip, or expedition due to acts of insurrection, strikes, acts of God, or any other cause beyond its control. GeoEx may, as it deems advisable, among other things, alter or omit any part of the itinerary, substitute hotels, leaders, or trip features, or change any means of conveyance without notice and without allowance of refund, with the liability for increased costs, if any, to be borne by trip members. GeoEx reserves the right to pass on fuel surcharges or other cost increases beyond its control.
If GeoEx cancels any tours, treks, or expeditions, or portions thereof, due to acts of insurrection, strikes, acts of God, or any other cause beyond its control, refunds will be based upon the difference between the original trip price and the cost of services already provided. Trip members grant GeoEx express permission to take photographic records of its trips for promotional and commercial use without compensation to trip members. GeoEx reserves the right to accept or reject any person as a trip member at any time.
All Trip Applications are subject to acceptance by GeoEx in San Francisco, California.
The parties agree to resolve any disputes concerning this Release, Assumption of Risk, and Compulsory.
Arbitration Agreement, the literature for this trip, or the trip itself, by binding arbitration pursuant to the then existent commercial rules of the American Arbitration Association in San Francisco, California. In any such arbitration the substantive, but not procedural, law of the State of California shall apply without any consideration or regard to the California Arbitration Act. The arbitrator and not any federal, state, or local court or agency shall have exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability, conscionability, or formation of this contract, including but not limited to any claim that all or any part of this contract is void or voidable.