BOOKING TERMS & CONDITIONS
Read this agreement thoroughly and carefully before booking a trip with us; it contains important terms and conditions regarding the Trip you are purchasing including, but not limited to, our rights to alter the Trip, and our cancellation and refund policies.
Agreement: The terms and conditions set forth in this agreement constitute the entire understanding and agreement between you the trip “Participant” and Meaningful Trips, LLC, (“Meaningful Trips”) with respect to any and all bookings, tours or transactions made with Meaningful Trips. By submitting a booking form and signing this agreement, you accept all of the terms in this agreement and direct us to perform services on your behalf. All persons named in this booking (“Participants”) are subject to this agreement. By signing this agreement, you affirm that you have made all other Participants listed in the booking aware of these terms – regardless of how final payment is made – and that all Participants accept these terms.
Definitions: This Booking Terms and Conditions is referred to herein as the “Agreement.” In this Agreement the term “Trip” means the tour or vacation whose components, inclusions, and exclusions are spelled out in each Trip Itinerary.
Reservations: You may reserve space on a tour by email, telephone, or online booking form. A booking is not final until you receive a final confirmation from us.
Deposits and Final Payment: A deposit of $400 per person is required at the time of booking. Final payment is due 60 days prior to departure. If your booking is made within 60 days of departure, the entire Trip cost must be paid at the time we send you confirmation of the booking.
Payments may be made by credit card, check or wire transfer. To the extent required by law and except as otherwise stated in this Agreement, funds paid by you may be held for a period in a trust account at a FDIC-insured bank.
Cancellations by You and Refunds: To cancel your booking, you must submit your request to us in writing by email at firstname.lastname@example.org. Cancellation fees will be applied per person according to the following schedule, based on the date we receive your written notification:
• 91 or more days prior to departure.. $0
• 61 – 90 days prior to departure…….. $0 if cancelled in first 3-days; $400 thereafter
• 31 – 60 days prior to departure…..…. 50% of trip cost
• 0 – 30 days prior to departure……… 100% of trip cost
Some trips may have special cancellation or transfer fees; if so, they will be listed on the Itinerary Details portion of the Trip Itinerary.
No refunds will be provided for any unused portion of a Trip once the Trip begins, including if you leave a Trip for any reason or have to be removed from a Trip for any reason. There are no exceptions to this cancellation and refund policy, including for reasons related to weather, terrorism, civil strife, personal, family or medical emergencies or any other circumstances beyond our control. For this reason, we strongly encourage you to purchase trip cancellation and interruption insurance.
Transfers and Changes by You: You may transfer or change trips or tour dates with no penalty if the change is made 91+ days prior to departure. Between 61 – 90 days, there is a 3-day grace period in which to change your mind and transfer with no penalty. Thereafter, if you change your Trip dates or alter your itinerary less than 90-days prior to departure, a change fee will be imposed. The type and scope of change dictates the amount of the change fee. Our outside suppliers, including hotels, often impose additional fees or penalties for changes and cancellations. These are included in the change fee and can be substantial. For this reason, we strongly encourage you to purchase trip cancellation and interruption insurance.
Cancellations or Changes by Us and Flexibility: We reserve the right to cancel or modify all or a portion of any Trip without prior notice for the safety and/or comfort of clients. You acknowledge that the amenities, accommodations, transportation, route, schedule, and itinerary may change without prior notice due to local circumstances or events, which may include mechanical breakdown, flight cancellations, illness, strikes, political disputes, weather, border crossing problems, and other unforeseeable factors.
If, prior to departure, we make a significant change because of a problem with a supplier (e.g., bankruptcy), we will, as soon as reasonably possible, notify you of available alternatives. Any changes may require a supplemental payment from you or result in a refund less any cancellation fees and nonrefundable deposits.
In accordance with Washington law and except as otherwise provided in this Agreement, if transportation or other services are canceled by us, all sums paid to us for services not performed in accordance with this Agreement will be refunded within thirty days of receiving the funds from the vendor with whom the services were arranged, or if the funds were not sent to the vendor, the funds shall be returned within fourteen days after cancellation by us to you unless you request that we apply the money to another travel product and/or date.
If we cancel, which is rare, a check for a full refund will be issued to you less any airline ticket, coach, other transportation, or other cancellation fees and nonrefundable deposits advanced to local suppliers. This refund will constitute full settlement of claims you may have arising out of our cancellation.
No refunds under this paragraph will be provided due to cancellations or changes due to Force Majeure (which is defined below).
Price Adjustments: The quoted Trip price is based on tariffs, fees, airfares, and costs in effect at the time you sign this agreement. We reserve the right to increase the quoted price after booking if inflation, costs of fuel, labor or materials, airfares, supplier costs, currency exchange rates, tariffs, government fees, and admission charges change. You agree to and will pay for any price increase.
Credit Card Authorization for Post-Booking Charges: You authorize Meaningful Trips to charge your credit card number for any requested accommodations for before or after the Trip, internal air segments, change fees, price increases, or supplemental payments that you incur post-booking. If you prefer a different payment method, you must notify us in writing at the time of booking.
No Refunds for Personal Expenses: You will not be reimbursed for any personal expenses such as airfare, hotel or other travel expenses due to changes in itineraries or Trip cancellations.
Responsibility: Meaningful Trips acts only as an intermediary for the various independent suppliers that provide lodging, meals, transportation, sightseeing, activities or other goods and services connected with your Trip (“Supplier” or “Suppliers”). You acknowledge that you are aware and clearly understand that these Suppliers are independent contractors, are not managed by Meaningful Trips and are not agents or employees of Meaningful Trips. A Supplier’s services are subject to the Supplier’s own terms and conditions and the local laws and regulations of the relevant country. Meaningful Trips will not provide any refund for a Supplier’s delay, cancellation, overbooking, or strike.
Force Majeure: Meaningful Trips will not be deemed in breach of this agreement or otherwise liable to you, by reason of delay in performance or nonperformance of any of its obligations under this agreement to the extent that any such delay or nonperformance is due to any Force Majeure. “Force Majeure” means any circumstances beyond the reasonable control of Meaningful Trips, including without limitation acts of God, terrorist activities, insurrection, explosion, flood, tempest, forceful wind, fire or accident, war or threat of war declared or undeclared, sabotage, civil disturbance, labor strikes, requisition, sickness, quarantine, government intervention, weather conditions, and unforeseen circumstances.
If Meaningful Trips and/or any of its Suppliers are affected by Force Majeure, they shall be entitled to, and may in their sole discretion, vary or cancel any itinerary or arrangement in relation to the Trip.
Should civil unrest occur prior to or during the Trip, once Meaningful Trips has investigated the prevailing situation, it shall remain in Meaningful Trips’ sole and absolute discretion whether to proceed with or continue the Trip as it deems fit. At the same time, if Meaningful Trips decides to proceed with or continue the Trip, you shall continue to assume all risk associated with proceeding as stated in the Waiver and Release of Liability and Assumption of Risk Agreement signed by you. If you decide not to proceed with or continue the Trip, you remain subject to the terms and conditions of this Agreement.
Travel Insurance: The Trip price does not include travel insurance. We strongly recommend that you purchase comprehensive travel insurance, covering trip interruption and cancellation, baggage, medical, accident/life, evacuation, repatriation and other expenses which might arise as a result of loss, damage, injury, delay or inconvenience occurring to you. You may purchase insurance through our preferred provider, World Nomads. If you decide not to use our preferred provider, we assume you are securing protection through another insurance company of your choosing.
Pre-Departure Documentation: It is important that you carefully read all trip-related documents that you receive from us as soon as you receive them. It is your responsibility to contact us if any information is incorrect.
These forms must be completed and submitted by you and each participant in your group:
- Booking Terms & Conditions
- Trip Application
- Waiver and Release of Liability and Assumption of Risk Agreement
- Medical Statement (if required).
If you fail to submit this and other necessary documentation prior to departure, we reserve the right to treat your booking as cancelled by you and impose the cancellation fees described in this Agreement.
Passports and Visas: You are responsible for ensuring that all necessary travel documents are valid and effective and in your possession for the entire Trip. Passports are required for all U.S. citizens traveling abroad and should be valid for at least 6 months after your date of return. We suggest you apply for or renew a passport early. Other required documents may include visas, permits, and vaccination certificates. You assume complete and full responsibility for checking and verifying any and all passport, visa, vaccination, or other entry requirements. You are also solely responsible for any adverse consequences resulting from incomplete or defective documentation. While we may provide information or advice on matters such as visas, vaccinations, climate, clothing, baggage, and special equipment in good faith as a courtesy to you, we are not responsible for any errors or omissions as to the information provided.
Airlines: Our responsibility in respect of air travel is limited by the airline’s conditions of carriage. Meaningful Trips is not liable for losses due to cancelled or changed flights, or incidents involving airline safety, cancellations, service, risk, delays, etc.; or incidents that result in injury, delay or death. Please read the conditions on the back of your airline tickets. You agree that you are subject to all terms and conditions of the airline provider. You are responsible for familiarizing yourself with those terms and agree that you are ultimately responsible to the airline provider for any reservations, changes, cancellations, and disputes regardless of how your reservation was made on your behalf.
Health Requirements and Medical Care: Our Trips are physically active, with varying levels of demands and fitness requirements depending on the specific itinerary. By signing this agreement, you represent that you do not have any physical or other conditions that would create a hazard for you or other Participants or affect other people’s enjoyment of the Trip.
If you are over the age of 65 and have a pre-existing medical condition, you must complete our medical statement. If you do not return the completed statement to us by the specified deadline, we reserve the right to prohibit you from departing on the Trip and to charge a cancellation fee. If you have a physical condition, dietary restrictions, or other conditions that will require special attention during the Trip, you must inform us in writing when the booking is made. We may require a medical certificate if you have a special condition. We reserve the right in our sole discretion to accept, decline, or remove anyone from a Trip (at departure or during the Trip) who we judge to be incapable of meeting the Trip’s physical demands.
Meaningful Trips assumes no responsibility for any medical care provided to you. You agree to assume all costs of medical care and related transportation that are provided to you during the Trip.
Complaint Procedure: While we aspire to provide you with a meaningful experience, it is possible that a complaint may arise. If, during your Trip, a problem occurs or you have a complaint, we require that you promptly notify your Trip or tour leader or Meaningful Trips of the problem so that they can attempt to remedy the situation. If you fail to do so while you are on the Trip, you extinguish or reduce your ability to claim compensation from Meaningful Trips. If you attempt to address the problem on your own without using this procedure, you assume responsibility for any added costs you may incur and forfeit any potential refunds. If you are not satisfied after using this notice procedure, we require that you submit your complaint in writing to Meaningful Trips within 14 days of the Trip’s end date. Meaningful Trips will not accept any liability for claims received after this period.
Trip Start Date: It is your responsibility to be ready to embark on the Trip as specified in the itinerary. Meaningful Trips is not responsible for any losses due to cancelled or missed flights, changed flight itineraries, late arrivals, or early departures.
Compliance with Local Laws and Trip Etiquette: You must strictly comply with all local laws, respect local customs and culture, accurately assess your abilities, respect other trip members’ privacy, and follow the suggestions and advice of any assigned guide. The decision of the local guide or local supplier is final on all matters that may threaten the safety or interfere with the well-being of others. During the Trip, Meaningful Trips or the local guide/supplier has the right in its sole discretion to remove anyone
a) who it judges to be incapable of meeting the demands and requirements of participating in the Trip activities; or b) who it determines to detract from others’ enjoyment of the Trip.
Photo Release: You agree that Meaningful Trips may use, re-use and reproduce any images, photos or videos that you send to us, or that are taken by our guides and/or other travelers of you individually or in a group, in any medium, including but not limited to print, electronic media, or Internet, free of charge and without your right to inspection, for promoting and publicizing our travel products and services worldwide.
Limitation of Remedies: YOU AGREE THAT THE SOLE REMEDY FOR ANY DEFAULT BY MEANINGFUL TRIPS ARISING UNDER THIS AGREEMENT SHALL BE THE RETURN OF THE PAID TRIP COST OR ACTUAL EXPENSES INCURRED BY YOU, WHICHEVER IS LESS. TO THE MAXIMUM EXTENT PERMITTED UNDER APPLICABLE LAW, MEANINGFUL TRIPS SHALL NOT BE LIABLE FOR ANY SPECIAL, CONSEQUENTIAL, INDIRECT, INCIDENTAL OR OTHER DAMAGES ARISING OUT OF OR IN ANY WAY CONNECTED TO THIS AGREEMENT, INCLUDING LOST PROFITS, WHETHER SUCH DAMAGES ARISE IN CONTRACT, NEGLIGENCE, TORT, UNDER STATUTE, IN EQUITY, AT LAW, OR OTHERWISE, EVEN IF MEANINGFUL TRIPS HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. YOU EXPRESSLY WAIVE ANY RIGHT YOU MAY HAVE TO RECOVER SUCH DAMAGES.
Severability: If any provision of this agreement shall be unenforceable or invalid under any applicable law, such unenforceability or invalidity shall not render the agreement unenforceable or invalid as a whole. Such unenforceable provision will be replaced with one that is valid and enforceable and which achieves, to the extent possible, the original objectives and intent of the original provision.
Successors and Assigns: This agreement shall inure to the benefit of and be binding upon Meaningful Trips and the Participant and their respective heirs, legal personal representatives, successors and assigns.
Updating of Terms and Conditions: Meaningful Trips reserves the right to update and/or alter these terms and conditions at any time. It is your responsibility to be familiar with these terms and conditions. The latest terms and conditions can be found on the Meaningful Trips website www.meaningfultrip.com.
Binding Arbitration: I agree that any dispute concerning, relating, or referring to this agreement, Meaningful Trips’ brochures or any other materials that concern my Trip, the Trip itself, or any claim for damages due to injury or death which occurs during or in connection with my Trip, may be resolved exclusively by binding arbitration, leaving the decision whether binding arbitration shall be the method of resolution to the option of Meaningful Trips. In such case, the binding arbitration shall take place in Seattle, Washington, USA, in accordance with the rules of the American Arbitration Association, and 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, or formation of this contract, including but not limited to any claim that all or any of this contract is void or voidable. If Meaningful Trips decides not to engage in binding arbitration, then any dispute arising out of this agreement, including all tort claims – whether such dispute arises in contract or in tort or otherwise – brought in court shall be resolved exclusively by the state and federal courts located in Seattle, Washington, USA. The laws of the State of Washington, USA, govern this agreement.
Applicable Law: Regardless of the forum for dispute resolution, this Agreement and the proceedings will be governed by substantive (but not necessarily procedural) Washington state law.
Merger: This Agreement is the final, complete and exclusive statement of the parties’ agreement on the matters contained in this agreement. It supersedes all previous negotiations and agreements.
LIABILITY RELEASE and ASSUMPTION OF RISKS AGREEMENT
In consideration for my participation in the Trip, I acknowledge that I have read, understand, and agree to the terms of this waiver and release of liability and assumption of risk agreement. In this Agreement the term “Trip” means the tour or vacation whose components, inclusions, and exclusions are spelled out in each Trip Itinerary. My acknowledgement and agreement are evidenced by my signature below.
I voluntarily apply to participate on a trip arranged by Meaningful Trips, LLC (“Meaningful Trips, “we,” “our,” or “us”) with knowledge that travel to foreign countries and/or remote areas visited by this trip involves numerous risks and dangers. I understand that I am booking an adventure holiday and standards such as accommodations, transport, medical service and other
factors will not be maintained or operated to standards common in the United States, or on a conventional holiday.
Responsibility: As a U.S.-based adventure travel company, we organize, promote and sell tour programs consisting of certain travel services that we purchase or reserve from various suppliers on your behalf. Meaningful Trips, LLC, its owners, employees, agents, and volunteers (collectively, “Meaningful Trips”) act only as an intermediary for the various suppliers that provide accommodations, meals, transportation, sightseeing, activities and other goods and services connected with your tour. You acknowledge that you are aware of and clearly understand that these Suppliers are independent contractors, are not managed by Meaningful Trips, and are not agents or employees of Meaningful Trips. We assume no responsibility for and cannot be held liable any negligent or willful act or failure to act of any Supplier, or of any other person or entity. We are also not responsible for the financial default of any Supplier. You agree to seek remedies directly and only against the Suppliers and not hold Meaningful Trips responsible for their acts, omissions, and/or financial default. A Supplier’s goods and services are subject to the Supplier’s own terms and conditions and waivers of liability, which may require your separate signature, as well as the local laws and regulations of the relevant country.
Assumption of Risk: I have voluntarily applied to participate in the Trip on which I am booked. I understand that the Trip travels in foreign counties and/or remote areas and will involve outdoor and adventure activities including but not limited to walking, hiking, trekking, kayaking, bicycling or rafting and other activities. I also understand that the standard of accommodation, transport, safety, hygiene, medical facilities and other factors may not be of the standard that I am used to. Hospital facilities, qualified medical care, and emergency evacuation, among other things, may be limited or unavailable during portions of the Trip and, where available, may be expensive. The activities and circumstances stated here are collectively referred to herein as “Adventure Activities.”
I am voluntarily participating in this Trip with the knowledge of the numerous risks and dangers involved which include but are not limited to: dangers and risks inherent in Adventure Activities; physical exertion for which I am not prepared; forces of nature; transportation failures whether by plane, train, auto, boat, canoe, kayak, bicycle, ski, horseback or other animal, by foot, or by any other conveyance; emotional trauma; disfigurement; temporary or permanent disability, including paralysis; death; acts of God; the hazards of traveling in remote, unsafe or politically unstable areas or under unsafe conditions; the dangers of civil disturbances and war; forces of nature; transportation failures; equipment failures; accident or illness in remote places without access to medical facilities, transportation, or means of evacuation and assistance; unexpected events; terrorist activities, social or labor unrest; mechanical or construction failures or difficulties; diseases; local laws; climactic conditions; abnormal conditions or developments; or any other actions, omissions, or conditions outside of Meaningful Trips’ control.
I assume full and complete responsibility for reading and understanding the physical requirements of the ‘Trip Qualifications and Activity Level’ statement, located on the Meaningful Trips website. I acknowledge and agree that it is my full and complete responsibility for determining whether I qualify and can engage in the activity level as described.
I assume full and complete responsibility for checking and confirming any and all passport, visa, vaccination, or other entry requirements of each destination and all safety or security conditions at those destinations. For information on health and safety concerns contact the government agency in your country. In the U.S., for safety concerns, contact the Travel Advisory Section of the U.S. State Department, http://www.travel.state.gov. For medical information, contact the U.S. Centers for Disease Control (CDC), http://www.wwwnc.cdc.gov/travel.
Release of Liability: As lawful consideration of, and as part of the payment for, the right to participate in the Trip, and as part of the payment for the services arranged for me by Meaningful Trips LLC, I HEREBY EXPRESSLY AGREE TO BE RESPONSIBLE FOR MY OWN WELFARE AND ASSUME ALL OF THE ABOVE RISKS, INCLUDING BOTH THOSE KNOWN AND UNKNOWN TO ME.
As lawful consideration of, and as part of the payment for, the right to participate in the Trip, and as part of the payment for the services arranged for me by Meaningful Trips, I HEREBY EXPRESSLY AGREE TO RELEASE, DISCHARGE AND HOLD HARMLESS FOREVER Meaningful Trips, their owners, employees, shareholders, affiliated entities, employees, agents, representatives, officers, directors, associates, volunteers, successors and assigns from and against any liability, actions, causes of actions, debts, suits, claims and demands of any and every kind and nature whatsoever which I now have or which may hereafter arise out of or in connection with my Trip or participation in the activities arranged for me by Meaningful Trips.
I AGREE THAT THE TERMS OF THIS AGREEMENT SHALL SERVE AS A COMPLETE RELEASE AND EXPRESS ASSUMPTION OF RISK for myself, all members of my family and all minors traveling with me, my and their heirs, successors, assigns, and legal representatives. It is my intention to fully assume all risks associated with this Trip and to release Meaningful Trips from any and all liability to the maximum extent permitted by law.
Indemnification: I further agree to “indemnify” (meaning to defend and to pay or reimburse) Meaningful Trips against any claim by any person, including minors, arising in whole or in part from an injury or other loss suffered or caused by me in connection with the Trip or my participation in the Adventure Activities.
Limitation of Remedies: I agree that to the extent consistent with applicable law, the maximum amount of recovery to which I may be permitted to recover from Meaningful trips shall not exceed the amount of the paid tour cost less actual expenses incurred by Meaningful Trips in arranging for my travel services.
Binding Arbitration: I agree that any dispute concerning, relating, or referring to this agreement, Meaningful Trips’ website, brochures or other materials that concern my Trip, the Trip itself, or any claim for damages due to injury or death which occurs during or in connection with my Trip, may be resolved exclusively by binding arbitration in Seattle, Washington, USA, in accordance with the rules of the American Arbitration Association, and 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 of this contract is void or voidable. If Meaningful Trips decides not to engage in binding arbitration, then any dispute arising out of this agreement, including all tort claims – whether such dispute arises in contract or in tort or otherwise – brought in court shall be resolved exclusively by the state and federal courts located in Seattle, Washington, USA. The laws of the State of Washington, USA, govern this agreement.
Applicable Law: Regardless of the forum for dispute resolution, this Agreement and the proceedings will be governed by substantive (but not necessarily procedural) Washington state law.
Knowing and Voluntary Execution: I have carefully read and understand the provisions and legal consequences of both this Liability Release & Assumption of Risk Agreement and the Meaningful Trip’s Terms & Conditions, and I hereby agree to all of the conditions. I agree that if any portion of this agreement is found to be void or unenforceable, the remaining portions shall remain in full force and effect. I understand that in calculating the cost of the Trip, Meaningful Trips has relied on my consent to these terms and their enforceability. Without this agreement, the Trip cost would have been higher or, alternatively, Meaningful Trips would not be able to offer these services.