Deposit & Reservation Policy
All multi-day trips require 20% deposit to confirm. The balance of the trip fee is due 90 Days prior to departure.
For chartered trips: 20% deposit to confirm the entire date. We can arrange custom payment arrangements for the balance. However, the balance of the trip fees need to paid by January 31.
All Day trip require 10% deposit to confirm. The balance of the trip fee is due 72 hours prior to departure.
Groups of 10 or more, custom trips, private charters or trips outside of our peak operating season are subject to advance payment, please refer to direct correspondence / confirmation / contract.
Travel, Trip and Cancellation Insurance
Why is travel insurance so important?
In today’s changing travel environment, it’s important to protect your travel investment so you can relax and enjoy your trip. Unforeseen events such as flight delays, baggage loss or even a sudden sickness or injury could impact your travel plans. LCTA recommends that you purchase a travel protection plan to help protect you and your travel investment against the unexpected. For your convenience, we offer travel protection through Travelex Insurance Services.
Travelex Insurance Services at 800-228-9792 and reference location number 26-0048.
Travelex Insurance Services, Inc. CA Agency License #0D10209. Insurance coverages underwritten by Zurich American Insurance Company (NAIC #16535, state of domicile: New York), 1299 Zurich Way, Schaumburg, IL 60196. Certain coverages not available in all states.
PARTICIPANT AGREEMENT
Booking Agreement and Terms & Conditions
Lewis & Clark Trail Adventures, Inc (“LCTA”, “we”, “us”), a Montana S-Corp, is a permitted by the USFS, BLM and FWP (Montana) and licensed as required by the states of Idaho and Montana providing guided outdoor adventures. Participant (“you”, “participant”, “traveler”) agrees to enter into a binding contract with Lewis & Clark Trail Adventures.
Contract
We draw your attention to the Terms and Conditions of travel below. These Terms and Conditions (“Agreement” “Terms and Conditions” “Contract”), including all brochures, documents, waivers, acknowledgment of risks, correspondence and the terms and conditions of our suppliers form the basis of the contract with you. Before paying the deposit, you must ensure that you have read and understand these Terms and Conditions and raise any questions you may have prior to paying any deposit. Please be aware that these Terms and Conditions reference waivers of liability to be reviewed and signed prior to participation. By asking us to confirm your spot as a participant in your trip, you are accepting all of the Terms and Conditions below and acknowledge that you have read the terms of this contract and agree with every term herein. You represent and warrant that (a) you are of sufficient age to use our services and website and can create binding legal obligations in connection with your use, (b) you are legally authorized to acknowledge and accept these Terms and Conditions, and (c) the information supplied by you, is true and correct.
Violations By You
You agree that any violation of any such terms and conditions may result in (a) the cancellation of your reservation or purchase, (b) your forfeiture of any monies paid for your reservation or purchase, and (c) you being denied access to the applicable travel related product or service.
Changes to these Terms and Conditions
We reserve the right, in our sole discretion, to change these Terms and Conditions at any time. Updated versions of the Terms and Conditions will be posted to our website and are effective immediately upon posting. If we make material changes impacting you, we will notify you.
Booking & Payment
When you are ready to start planning your trip with us, select trips are bookable directly on the website or contact us either by email, phone or by filling out the contact information on the website. Your booking will be confirmed automatically if your trip is bookable directly or if we set up your trip and you pay the deposit. A deposit (“Deposit”) at the time of the reservation is required to formalize each reservation. The amount of the Deposit may vary for each trip and will be provided to you before you register and pay. The initial 10% or 20% deposit is non-refundable.
After booking you will receive an email confirmation with a payment receipt. Your booking is not confirmed until we receive your deposit payment. Upon successfully booking your trip, you will subsequently receive additional emails from us with important trip information and your invoice for the balance of your trip fee with instructions for how to complete your payment. The invoice will contain a breakdown of the elements of your booking and your deposit and must be paid in full upon receipt as described in the invoice. All Deposits are NON-REFUNDABLE, unless stated otherwise. You should email us as soon as possible with special requests such as single occupancy tent, physical limitations, dietary restrictions, late arrivals, etc.. We will be in touch with you directly regarding these requests and do our best to accommodate.
Our trips do not include round-trip airfare. You must make independent air travel reservations related to your booking. Your contract for airfare is with the carrier and subject to its terms and we will not be liable for any change fees or cancellation fees or other additional cost you incur with the air carrier.
Upon booking, we will provide you with instructions for payment. You must make all payments in full and on time. If payments are not received when due, we reserve the right to cancel your travel and apply the cancellation charges set out in the cancellation section below. Failure to make a payment may result in the cancellation of your travel. In such a case this would be considered a cancellation by you and the cancellation terms and fees as described below would be in effect.
Chargebacks
We offer an option to pay by credit card with an additional 3% processing fee or via ACH bank transfer or by check with no processing fees, should that be more convenient for you. By entering in providing your bank account information, you are agreeing to charge your bank account and receive payment for your trip. By submitting any payment, you are also acknowledging and agreeing to these terms and conditions including the cancellation terms. As such you agree not to make any improper chargebacks or disputes to any bank transfers or payments.
In certain cases, you may have the ability to dispute charges with your bank (“chargebacks”). Before initiating a chargeback, we ask you first to call us to discuss any questions or concerns about our charges. We will work with you in attempting to resolve your concerns. By using our service to make a reservation, you accept and agree to our cancellation policy. Lewis & Clark Trail Adventures retains the right to dispute any chargeback that is improper and recover any costs, including attorney’s fees related to improper chargebacks. Additionally, in the event of an improper chargeback, we retain the right to cancel any travel reservation related to that improper chargeback. The following chargeback scenarios are improper, and we retain the right to investigate and rebut any such chargeback claims:
- Chargebacks resulting from non-cancellable reservations, whether or not the reservation is used.
- Chargebacks resulting from charges authorized by family, friends, associates or other third parties with direct access to your credit card. This does not include credit card fraud.
- Chargebacks arising from inconsistency or inaccuracy with regard to the Supplier’s product description.
- Chargebacks resulting from force majeure or other circumstances that are beyond the control of Lewis & Clark Trail Adventures or the Supplier.
- Chargebacks resulting because you do not agree with the cancellation policy.
Price and Rate Changes
The price of your itinerary will be based on known costs at the date of issue of the itinerary. All prices we advertise are accurate at the date published, but we reserve the right to change any of those prices from time to time.
We reserve the right to add a supplement to your trip prices should our costs of supplying your trip increase, until we receive your full payment. Any increase to your travel price will be as the result of changes in our costs of supplying your trip resulting from changes by our suppliers, fees or taxes payable locally, and government action. If our costs to supply your trip increases, we reserve the right to increase the price of your trip and will forward a new Invoice reflecting any changes made.
We reserve the right to make changes to and correct errors in advertised prices at any time before your trip is confirmed. We will advise you of any errors which we are aware of and of the then applicable price at the time of booking.
What’s Included in Your Trip
We offer a range of provisions and trip options, and as such, your trip provisions shall be set forth in your itinerary that is both posted on our website, and/or as provided in your custom quote, provided to you prior to booking, and upon confirmation of your reservation. For any questions regarding the specific inclusions of any program or tour that you may be interested in, please contact us at info@trailadventures.com, via our website at https://www.trailadventures.com or by phone at 406-728-7609.
Exclusions
Any items and matters not referred to in your itinerary are not included in the trip price. This can include but is not limited to items such as land management and/or conservation fees; trip protection and/or insurance of all kinds; gratuities; beverages and meals not detailed in the itinerary; Optional Experiences; and all items of a personal nature. The price does not cover costs and expenses, including your return home, if you leave the trip early, whether of your own volition, our decision based on behavior that disrupts the trip, due to illness, action by any government agency or other reason. This list is illustrative and not a complete list of every item not included.
Cancellation & Refunds
Deposits and all trip fees are non-refundable. Space is limited on all our trips and once you have confirmed your space, we no longer can sell your reserved spaces. However, you can transfer your space to another person.
Cancellation by LCTA
It is extremely rare; however, we reserve the right to cancel a trip due to weather, water conditions or insufficient reservations, in that case a full refund would be issued.
Responsibilities
Lewis & Clark Trail Adventures (LCTA) and their affiliates, owners, officers, agents, employees, contractors and subcontractors purchase transportation, and other services from various independent suppliers that are not subject to its control. Neither LCTA, nor any associate organization, agent, employee, contractor or subcontractor shall be held liable for any act, default, injury (including death), loss, expense, damage, deviation, delay, curtailment or inconvenience caused to or suffered by any person or their property, howsoever arising, which may occur or be incurred by any organization or person, even though such act, default, injury, loss, expense, damage, deviation, delay, curtailment or inconvenience may have been caused or contributed to: (a) by the act, neglect or default (except in the case of gross negligence ) of LCTA, owners, officers, agents, employees, contractors and subcontractors, or of any persons for whose acts it would otherwise be responsible, or (b) defects or failures of any aircraft, vessel, automotive vehicle or other equipment or instrumentality under the control of independent suppliers. In addition, LCTA shall not be liable for delays in departure or interruption of your trip arrangements caused by weather conditions, technical problems of any aircraft, vessel, automotive vehicle or other equipment or instrumentality, strikes, war, terrorist activity, civil commotion or any causes beyond the control of LCTA. The right is reserved to substitute accommodation or modes of transportation and to make any changes in the itinerary where deemed necessary or caused by changes in schedules.
Behavior
All travelers must behave according to local laws. If behavior is deemed inappropriate by LCTA, LCTA reserves the right to decline to accept or retain any person as a group member for any reason, which affects the operation of the group or the rights and welfare or enjoyment of the other group members. LCTA will not discriminate against any individual because of race, sex, creed or nationality. Racial, religious, cultural or other offensive remarks or discussions will not be tolerated on any LCTA trip. It is at the discretion of the group leader to terminate (with no funds returned) participants who are exhibiting such behavior that is offensive to members of the tour.
Force Majeure
LCTA shall not be responsible for damages or for delays or failures in performance resulting from acts or occurrences beyond its reasonable control, including, without limitation: fire, lightning explosion, power surge or failure, water, acts of God, war, revolution, civil commotion, or acts of civil or military authorities or public enemies: any law, order regulation, ordinance, or requirement of any government or legal body or any representative of any such government or legal body; or labor unrest, including without limitation, strikes, slowdowns, picketing or boycotts; inability to secure materials and supplies, transportation facilities, fuel or energy shortages, quarantine restrictions, government health advisories, epidemics, pandemics, or warnings or alerts of any kind of nature, or acts or omissions of others, or any other unforeseen circumstances or any other factors unforeseen by LCTA that impacts negatively on, or hampers, its ability to fulfill any of its contractual conditions. In the circumstances amounting to Force Majeure, we will not be required to refund any money to you. The initial deposit will remain non-refundable as compensation for our time planning the tour.
Medical Care
You understand that LCTA has no responsibility to provide medical care to participants and has made no offer or promise to do so. You authorize LCTA to obtain medical care on your behalf and/or to transport you to a medical facility, if necessary, and you hereby release LCTA from any and all liability arising from its obtaining medical care on my behalf or transporting you to a medical facility. You further agree to pay all costs associated with such care or transportation. Without limiting any of the foregoing, you expressly waive any claim that you or anyone on your behalf may bring against LCTA with regard to medical care and the provision or failure to provide such care.
Notice of Pre-Existing Medical Conditions, Food Allergies & Disabilities
On tours of this type, it is not possible to accommodate persons with severe health problems or physical disabilities. It is the participant’s responsibility to judge the appropriateness of these travel activities to his or her physical capabilities. LCTA takes no responsibility for special arrangements or problems incurred by guests physically unable to participate in the planned activities.
The level of participation in any of our tours is always completely up to the individual and any risks must be assumed by each traveler. By signing below, you are certifying that you do not have any physical or other condition that would create a hazard for yourself or other travelers. It is essential that LCTA be informed of any medical condition you might have which requires regular treatment or which may be affected by physical activity, heat, other conditions, or particular foods. This information is kept confidential and is available only to LCTA staff. For the safety or our guests, LCTA reserves the right to request health information prior to travel and to exclude any participants it deems unfit for travel at its sole discretion.
Special diets should be requested at the time of booking. For safety and liability reasons, LCTA and its representatives cannot be responsible for directly accommodating any food allergies, or dietary requirements and restrictions, and is not responsible for any issues or problems associated with the same.
You understand that parts of this tour may be physically and/or emotionally demanding. You affirm that your health is good, and that you are not under a physician’s care for any undisclosed condition that bears upon my fitness or ability to participate in activities. You understand that each participant may choose not to participate in some or any of the activities.
Entire Agreement & Severability
This agreement, including the terms and conditions of our suppliers, any other documents, including invoices, we provide you, constitutes the entire agreement and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written, with respect to LCTA. If any provision of these Terms shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from these Terms and shall not affect the validity and enforceability of any remaining provisions.
Acknowledgement & Agreement
In consideration of participating in my selected LCTA trip, your signature on this form indicates that you have on the date shown, read and understood this document and you acknowledge that it affects your legal rights and agree to be bound by its terms. Your signature also signifies your intention to relieve and indemnify LCTA, their owners, officers, directors, employees, agents, contractors and subcontractors from all liability for any injury in tort, implied or otherwise, to you from participation in the LCTA trip.
You hereby acknowledge that you have read and understood the above terms and conditions and you agree to all of the terms. By entering into this Agreement, you are not relying on any oral or written representation or statements made by LCTA, other than what is set forth in this Agreement. You agree that if any portion is found to be void or unenforceable, the remaining portions shall remain in full force and effect. No additions, deletions or changes can be made to the release form, and signing it is a requirement for joining the tour.