Terms & Conditions and more | The Xpeditions Way

Terms & Conditions

The trip participant(s) acknowledge receiving, reading and agreeing to the Terms & Conditions set forth below, covering the expeditions operated by The Xpeditions Way (henceforth TXW or the Operator), a DBA of Photo Xpeditions located at
 299 Alhambra Circle, Coral Gables, FL 33134 and website: www.thexpeditionsway.com.

BASIS OF PRICING:

All pricing for our Private Xpeditions is estimated. Final pricing will be provided upon receiving your request and requirements. When applicable, all prices are per person based on double occupancy. Single room supplements may be available at a supplement. Optional air transportation is not included but available through one of our partners.

Pricing is based on current exchange rates and costs and is subject to change due to unforeseen circumstances (i.e., exchange rate fluctuations, increase in government taxes, and others). In the event we are required to levy a surcharge, we reserve the right to do so, and all guests are to be notified in at the time of final invoicing.

INCLUSIONS:

Accommodations and meals as indicated in each itinerary (B = breakfast, L = lunch, D = dinner); The “B, L, D” notations only apply to the period during the expedition and do not include any meals on flights to/from the trip. Internal airfare may be included on some Xpeditions, as indicated in the itinerary. All private Xpeditions can also include educational materials, pre-departure information, entrance fees, excursions, and sightseeing noted as contained in the travel documents; all gratuities unless otherwise noted; ground transportation during the expedition; transfers to and from group flights where applicable as indicated in the itinerary; services of The Xpeditions Way, lecturers, guides, expedition managers, and any other staff and taxes.

EXCLUSIONS:

Pricing of our Private Expeditions excludes the cost of Air transportation and related fees (except otherwise indicated in the itinerary), as well as any activities noted as optional in the itineraries; passport and visa emission expenses; travel insurance; expenses considered of personal nature, such as laundry, telephone calls, and alcoholic beverages; and any other items not specifically noted as included in the trip documentation.


RESERVATIONS/PAYMENT BREAKDOWN:

To reserve a space in one of our Private Xpeditions a deposit equivalent to 20%  of the final Xpedition price. Given that Private Xpeditions can be customized to the needs and wants of the travelers, additional non-refundable fees may be required at the time of booking.

NOTE: No bookings are considered confirmed until TXW receives a deposit. If payments are not received on time, TXW has the right to cancel the reservation without any liability.

Final payment is due no later than 90 days before departure unless indicated otherwise in the description of the trip. All payments must be made by credit card or wire transfer; instructions will be mailed upon confirmation of participation. The Xpeditions Way reserves the right to cancel a reservation if full payment has not been received by 90 days before departure.

LATE BOOKINGS: For reservations received within 90 days prior to departure date, we will require full payment at the time the reservation is made.

CANCELLATION POLICY:

All cancellation notices must be received in writing and will become effective as of the date of the postmark. If you cancel 90 days or more before departure, a refund less an administrative fee equal to 50% of your deposit will be made. Per person charges for cancellations that occur less than 90 days before departure are as follows:

  • Cancellations received between 45 and 90 days prior to the starting date of the Private Xpedition: A cancelation fee of 50% of the private Xpedition cost;
  • Cancellations received between 31 and 44 days before the starting date of the Private Xpedition: Cancelation Fee of 75% of the Xpedition cost;
  • Cancellations Received less than 30 days before the starting date of the Private Xpedition: Cancelation Fee of 100% of the expedition cost.

NOTE 1: No refunds will be made for no-shows or any unused portion of the package.

 

NOTE 2: Any changes made within the cancellation periods above, shall be subject to this cancellation policy

 

NOTE 3: No refunds will be made for any unused portions of the Private Xpeditions

 

This policy also applies to pre- and post-trip extensions, when available. Any airline tickets issued are subject to the carrier’s refund policy. Leaving an expedition in progress, for any reason whatsoever, will not result in a refund, and no refunds will be made for any unused portions of a Private Xpedition. The Xpeditions Way reserves the right to cancel any trip if it believes valid concerns arise concerning the safety, health, or welfare of the participants. If The Xpeditions Way cancels an Xpedition prior to departure, the participants will receive a full refund of monies paid to The Xpeditions Way, except in the event the cancellation is due to a significant global event that results in the cancellation of multiple trips, in which case you will receive a refund and/or credit equivalent to monies paid to The Xpeditions Way. If TXW cancels an Xpedition in progress, participants will receive a prorated refund based on the number of days not completed on the expedition. We will not be responsible for refunding any non-refundable airline tickets or for any airline tickets purchased by the passenger directly from an airline or travel agent.

TRAVEL INSURANCE:

To avoid incurring in the above cancellation charges, we strongly recommend the purchase of a Health, Accident, Luggage, and Trip-Cancellation/Interruption Insurance.

XPEDITION PARTICIPANTS:

There is no age limit for our Xpeditions however, anyone under 18 years old, must be accompanied by an adult to be able to participate in any of our trips. Disabled participants requiring traveling with a wheelchair must be accompanied by a qualified helper who assumes total responsibility for the disabled participant’s well being.

ITINERARIES:

Entrance fees to all places to be visited per the itinerary, are included where indicated. TXW reserves the right to vary the sequence of the visits in a given trip should circumstances demand it.

XPEDITIONS SERVICES:

If the services included in a trip cannot be supplied, or there are substantial changes in an itinerary for reasons beyond our control, we will arrange for the provision of comparable services.

HEALTH REQUIREMENTS:

You must be in good physical and mental health. Any physical condition, diet, or treatment requiring special attention must be reported in writing upon making booking your Private Xpeditions.

PHOTOGRAPHY:

We reserve the right to take photographs or videos during the operation of any expedition or part thereof and to use the resulting photography for promotional purposes. By booking a reservation with The Xpeditions Way, participants agree to allow their images to be used in such photography; participants who prefer that their image not be used are asked to identify themselves to their expedition manager at the commencement of their trip.

TRANSFERS:

If Airport-Hotel-Airport transfers are included in the cost of your Xpedition, participants are entirely responsible for communicating any flight, time & routing schedule and changes, via email to The Xpeditions Way at info@thexpeditionsway.com at least 15 days before travel date. No refund or credit shall be issued for any missed transfers resulting from incorrect flight information. Transfers have no cash value.

BAGGAGE ALLOWANCE & HANDLING:

In most cases, airlines allow one bag per person to be checked in, plus a small carry-on. Excess baggage charges are the sole responsibility of the passenger. Please check with respective airline for baggage allowance size, weight, and excess baggage fees. TXW is not responsible if luggage or trip participants’ belongings become damaged or lost, which occurrence must be promptly notified to and acknowledged by a recognized authority in writing. NOTE: We strongly recommend that you purchase travel protection insurance.

EXTENDED STAY:

Should you choose to extend your stay before or after your TXW program, TXW can help with all arrangements; however, costs incurred therein shall be your responsibility (extra days at a hotel, transfers to airport, weekend surcharges, etc.). Participants are to communicate to TXW any requirements with regards to additional nights required by travelers at the hotel before or after the package.

PASSPORT/VISA:

All passengers are responsible for ensuring they have the proper travel documents (Including but not limited to valid Passport and Visas) and MUST CHECK with the respective consulates or visa agency to determine whether any visas are required. Most countries require that passports be valid for at least six months beyond the conclusion of the trip, it is recommended that you have a minimum of six blank pages in your passport when traveling, as many countries require blank pages.

RESPONSIBILITY:

The Xpeditions Way, its employees, shareholders, officers and directors (collectively, “The Xpeditions Way”) does not own or operate any entity which is to or does provide goods or services for your trip, including, for example, lodging facilities, parks, transportation companies, guides or trip leaders, food service providers, equipment suppliers, ground operators, etc., including, without limitation, various entities which may utilize the The Xpeditions Way name. The Xpeditions Way is not responsible for any negligent or willful act or failure to act of any such person or entity nor for any action or inaction of any other third party not under its control. Without limitation The Xpeditions Way 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 operator or local guide, whether or not it uses The Xpeditions Way name. The Xpeditions Way is not responsible for any loss, injury, death or inconvenience due to delay or changes in schedule, overbooking, insolvency, or default of any third party, attacks by animals, sickness, the lack of appropriate medical care, 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.

Other: Additional Terms and Conditions may apply to some expeditions and will be provided with pre-trip mailings.

 

Terms and Conditions for National Geographic Expeditions

All trips designed and operated for the National Geographic Expeditions (“NGE”), are subject to the terms and conditions of NGE and can be found in the following link: https://www.nationalgeographic.com/expeditions/terms/

AGREEMENT:

Payment of deposit and issue of final documents shall be deemed your consent to the terms and conditions herein. Each participant understands that The Xpeditions Way will be accepting that participant’s booking in reliance upon such participant’s acceptance of the terms and conditions. Terms and Conditions listed are those in effect and will remain in effect until replaced. Any new or re-issue of Terms and Conditions will supersede all previous versions. No person, other than an authorized representative of The Xpeditions Way is authorized, by a document in writing, to vary, add or waive any term or condition, including any term or condition set forth in the preceding provisions.

NOTE: THE XPEDITIONS WAY IS NOT RESPONSIBLE FOR ANY TYPOGRAPHICAL ERRORS FOUND IN THIS DOCUMENT.

ARBITRATION:

Any controversy or claim arising out of or relating in any way to these Terms & Conditions, to this Tour Agreement, to the brochure, or any other information relating in any way to the trip, or to the trip itself shall be resolved exclusively by binding arbitration in Miami, FL in accordance with the commercial rules of the American Arbitration Association then existent. In any such arbitration, the substantive (but not procedural) law of Florida will apply. 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.