GeoEx Terms of Service

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. For custom trips, GeoEx also charges an itinerary development fee that will be credited toward the cost of your trip; it is not refundable should you decide to cancel. The balance 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 deposit, we will confirm your space and send you a confirmation packet. This will be followed by a packet that contains a detailed trip itinerary; visa applications; medical, health information and optional Travel Protection Plan 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 three weeks prior to departure.

Land Cost
Prices listed 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.

For group trips, 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.

The land cost typically includes: deluxe accommodations; most meals; baggage handling; ground transportation; sightseeing as outlined in the trip itinerary; entrance fees and permits; and the services of English-speaking guides.

The land cost typically does not include: international airfare; domestic airfare on certain trips; en-route expenses to/from your GeoEx trip; passport, visa, excess baggage, and airport departure fees; some meals (to allow for individual choice of restaurants); alcoholic beverages, end-of-tour gratuities (which are not compulsory), laundry, telephone calls, and other items of a personal nature; expenses resulting from delays beyond GeoEx’s control; or the optional Travel Protection Plan.

Itemization of costs will not be provided. There is a standard payment schedule. At the time of reservation, a deposit of $500 per person is due for group trips, or $1000 per person for custom trips. The balance is due 90 days prior to departure or upon receipt of the invoice. Payment schedules for cruises, safaris, and some custom trips vary.

Cancellations and Refunds
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 email ([email protected]) or by fax (415-346-5535) 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 five 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: $250 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.

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 four months or more prior to departure with no penalty. Within 4 months, travelers are subject to the applicable cancellation charges.

Travel Protection Plan
A Travel Protection Plan for trip cancellation / interruption and baggage loss is available at a supplemental cost. 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. Details will be sent to you upon receipt of your trip deposit and you can also review it at 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.

Single Travelers
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.

Health Precautions
We’re big believers in preventing medical problems. All trip members will receive our comprehensive trip preparation materials, which include health recommendations. Additionally, some travelers on our more rigorous trips will be required to provide us with a medical questionnaire and physician verification. GeoEx reserves the right to disqualify anyone at any time before or during the trip for medical or psychological reasons. Each trip member is ultimately responsible for his or her own medical expenses. We cannot refund costs of medical examinations or other expenses incurred while preparing for a trip. If you arrive at the start of your trip with a pre-existing condition or injury that was not disclosed in writing to GeoEx and you are subsequently forced to leave the trip because of this condition, you will be charged all extra evacuation expenses and will not receive a refund of any unused trip services. All health information is treated as confidential.

Important country-specific information for a trip, which GeoEx strongly urges participants to review, is prepared by the State Department and the Centers for Disease Control and Prevention and can be found at the U.S. Passports and International Travel and CDC websites.

Air Transportation
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 trip. Early reservations ensure the most desired airlines, routings, fares, and departure times. If you are not using us 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 GeoEx 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. 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.

Custom Trips
If our group departures do not fit your schedule, or should you wish to have 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 group departures. Prior to your booking deposit, 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.

Participant Responsibility
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 for consulting with a personal physician for medical advice. Members are also responsible for studying all pre-departure information, including all health-related information; for bringing all equipment and clothing noted on the trip packing list; for conforming to the standards of personal hygiene set by the trip leader at the start of the trip so as to minimize the risk of traveler’s disease; and 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 boats, in tented camps, or in other designated non-smoking areas.

Release and Limitation of Liability
Geographic Expeditions, 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, or 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 default of any third party; acts of government; bites or attacks by animals, insects or pests; sickness; the lack of appropriate medical care; evacuation to same, if necessary; weather; strikes; acts of God; 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 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 as allowed by law. 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. There are no refunds for unused goods or services.

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.

Compulsory Arbitration
I agree that any dispute concerning, relating or referring to this Agreement, the brochure or any other literature concerning my trip, or the trip itself, shall be resolved exclusively by binding arbitration pursuant to the Federal Arbitration Act, 9 U.S.C. §§1-16, either according to the then existing Commercial Rules of the American Arbitration Association (AAA) or pursuant to the Comprehensive Arbitration Rules & Procedures of the Judicial Arbitration and Mediation Services, Inc. (JAMS). Such proceedings will be governed by substantive (but not procedural) California law without consideration of the California Arbitration Act and will take place in San Francisco, CA. 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. Please understand that by agreeing to these terms and conditions, you (and we) are waiving our right to a trial by jury.

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