Cancellation Policy 

Cancellation Policy 

Your contract is with THE HYBRID TOURS LLC. Company registered in the USA at 30 N Gould St Ste 35929, Sheridan, WY. The Hybrid Tours are hereinafter referred to as “the company” in respect of the booking conditions, which apply to all of the tours in our website.

The client or “you” – The person whose signature and details appear on the booking form.

The Date of Departure – the date of commencement of the tour.

Force Majeure – unusual and unforeseeable circumstances beyond the control of the Company, the consequences of which could not have been avoided, even if all due care had been exercised.

Cancellation by the Client

The Client acknowledges that payment for the tour is an essential part of the tour’s income and contributes to the overall cost of equipment, running costs, staffing, administration etc…, and that the Company will have incurred the largest part of its costs before the actual date of departure. Cancellation by the Client must be in writing.

The deposit is under all circumstances non-refundable. 

If the Participant cancels the trip at least 60 days before the trip start date, they are entitled to receive a full refund of their payment, excluding the non-refundable deposit.

If the Participant cancels the booking, cancellation charges will be imposed as shown below:

a) 60 days or more prior to departure – loss of deposit
b) 59-30 days before departure – 50% of tour cost
c) Less than 30 days – 100% of tour cost

If the Participant cancels the trip less than 30 days before the trip start date, they are not entitled to any refund of their payment.

After the departure date, no refund for any unused portion or part of the tour or services to be provided will be given. If the client of their own volition makes any alterations to or departs from, any portion of part of the tour, such alteration or departure will be entirely at the Client’s expense and liability and the Client will forthwith communicate in writing the reason for leaving the tour.

Transfer of Booking by the Client

If prior to 60 days before departure, the client wishes to transfer from the tour they have booked to another available one, a transfer fee of $50 is payable and any additional costs incurred by the Company in respect of that charge. The Company will consider discretionary waiving of the transfer fee if the transfer is to a tour departing no later than the original tour booked.

If the client is prevented from proceeding with the tour, the Client may transfer the booking to a person who satisfies all the conditions applicable to the tour, having first given the Company notice as soon as possible of their intention. The Transferee will sign a new booking form, and pay the transfer fee as defined in this clause.

Price Protection Exclusion Clause

In the event that a customer has booked a service or made a purchase at a standard rate, and subsequently, the same service or product becomes available at a discounted or promotional rate, the customer will not be entitled to reimbursement or compensation for the price difference. This clause applies regardless of whether the discounted rate is offered by our company or a third party. Once a booking or purchase is made, any future price adjustments or promotional offers do not warrant a refund or credit for the price difference.

Cancellation by the Company

The Company reserves the right to cancel your tour. However, the company will normally not do so unless it is forced to do so by virtue of unforeseen circumstances such as flight cancellations, civil or political unrest or “force majeure” or on group tours where minimum numbers have not been reached.

In the event of cancellation, The Company will offer you an alternative tour of an equivalent or lesser price; If this is not acceptable, the payments made to the Company in respect of the tour (with the exception of non-refundable deposits) will be reimbursed. We do not, however, accept liability from any incidental expenses you may incur as a result of cancellation or for any other loss or damage caused out of cancellation. It is up to The Client to have suitable insurance to cover any additional losses.This is why we require you to have your own travel insurance. 

The Company will determine a minimum number required for the tour to take place and shall notify the client not less than 30 days prior to departure that the minimum numbers have not enrolled and the tour is canceled. In which event, the amount previously stated and paid to the company will be reimbursed.

In the event that there are not enough participants to proceed with the trip, the trip may be canceled. In this case:

All funds paid by the Participant, excluding the non-refundable deposit, can be either:

• Transferred back to the Participant, or
• Used as a down-payment for another experience of their choice.

Additionally, the Participant will be provided with a $200 USD voucher to be used for their next booked The Hybrid Tours as a gesture of goodwill for any inconvenience caused. This will be given upon request with a unique code that can be used on the payment platform.

Changes by the Company

It is unlikely that the Company will have to make any changes to our published itineraries, but the arrangements are planned many months in advance. Occasionally changes may occur without prior notice, which the Company reserves the right to do at any time. A published itinerary constitutes only an indication of what the tour is planned to accomplish and is not to constitute a contractual obligation on the part of the Company.

The client agrees that the nature of the tours offered by the Company requires a degree of flexibility and that the contents and timings of the tour (including the arrival time at the tour’s destination, changes in route or method of transport) may be materially and consequently affected as a result of Force Majeure, weather, local political conditions, natural disasters (including landslides , quakes, and severe flooding), strikes, entry or border difficulties, mechanical breakdowns, flight cancellations, sickness or other unforeseen circumstances. You must be prepared to accept this flexibility and to accept that we cannot be held responsible for delays and alterations in the schedule, or for expenses incurred as a result of any delay or alterations arising from any such circumstances.

When a major change becomes necessary before the tour departure notification of such alterations will be sent to the client’s last known email address as soon as the Company becomes aware. 

If a major change to an itinerary is necessary prior to commencement of the tour – including a date change – the Client will have the choice of either accepting the change of arrangements, taking another available tour from the Company, or canceling the tour and receiving a full refund provide that the major change is not due to flight cancellations, civil or political unrest or “Force Majeure” or any other reason beyond the control of the Company, and provided they do so within 14 days of notification.

However the Company reserves the right to alter itineraries after departure, without refund if it is in the interest of the Client to do so. No refund or compensation will be payable in respect of any unused hotel accommodation, air tickets or any other unused services on a tour.

Release of Liability

This Release of Liability is valid from the date the Participant signs up for the trip.

The Participant acknowledges that they will be participating in a trip organized by the Company. The trip may involve various activities, including but not limited to hiking, sightseeing, transportation, and any other activities specified by the Company.

Assumption of Risk

The Participant acknowledges that8 participating in the trip involves inherent risks, including but not limited to the risk of accidents, injuries, illness, and property damage. The Participant understands and voluntarily assumes all such risks associated with the trip.

Release of Liability

In consideration for being permitted to participate in the trip, the Participant hereby releases and discharges the Company, its officers, directors, employees, agents, vendors, representatives, and organizers from any and all liability, claims, demands, actions, or causes of action arising out of or related to any loss, damage, injury, or illness, including death, sustained during or as a result of the trip.

Travel Insurance Requirement

By signing up for the trip, the Participant agrees and understands that they have already purchased or acquired the travel insurance required to take part in one of our tours. The Participant is responsible for ensuring that their travel insurance coverage is adequate to address any potential risks and expenses associated with the trip. The Company shall not be liable for any costs or losses incurred by the Participant that could have been covered by adequate travel insurance.

It is the Participant’s responsibility to secure insurance that has appropriate cancellation, curtailment, medical expenses and third party liability insurance in respect of the Client and dependant relatives, and insurance to cover loss of, damage to or theft of the Clients baggage, no later than the date on which the balance payment is due. The tour is a journey of a hazardous nature and the Client must be satisfied that such insurance fully covers all personal requirements including medical expenses, repatriation, helicopter rescue and air ambulance in the event of accident or illness. The insurance cover should extend for the planned duration of the tour and at least an additional day.

Respectful Behavior

The Participant acknowledges that during the trip, they will encounter individuals with diverse backgrounds, including survivors and people with lived experiences of displacement (refugees). The Participant agrees to behave in a respectful and mindful manner towards all individuals encountered during the trip. Disruptive or disrespectful behavior will not be tolerated.

Consequences of Inappropriate Behavior

If the Participant engages in behavior that is disruptive, disrespectful, or harmful to others during the trip, including survivors and individuals with lived experiences of displacement, the Company reserves the right to remove the Participant from the trip without any further refund or compensation.

Passports, Visas and Health Matters

Medical vaccinations, passports, visas (unless otherwise stated in the booking process)… are entirely the Participant’s responsibility and must be arranged prior to departure. The Company can take no responsibility for cancellation of the trip in the event that the Participant is not allowed to fly, or continue the tour. If the Participant is unable to travel due to not being able to obtain (or not having) the appropriate visa the Company reserves the right to retain the cost of the trip.

Consent to Images and Videos taken

By joining the trip, you accept the terms and conditions and consent to images and videos being taken throughout the duration of the trip. These images and videos may be used in educational and promotional materials. If you prefer to opt out of being included in these materials, please inform the tour guides, founders, or host/leader in place BEFORE the trip has officially begun. 

Travel Advisories by Foreign Governments

It is up to the Client, and not the Company, to be aware of a travel advisory to a certain country, or region of a country, is and to be adequately insured to travel there. The Company accepts no liability if the Client a) chooses to cancel a booking because of travel advisories or b) is not adequately insured to travel. The Company will not normally cancel a trip simply because there are travel advisories in place. If the country/destination itself does not issue a travel warning, the trip will continue to take place. 

Standards

Client booking is accepted only on the understanding that standards in the countries we operate in are not the same as in wealthy nations. This is applicable to both safety and hotel standards. 

General Conditions

The Client acknowledges that prior to Contract they have been given general information on passport and visa requirements for the tour and of the health formalities required, and knows of no reason that would cause the client to be unable to comply with these requirements.

This contract shall be construed in accordance with American law and the parties irrevocably submit to the exclusive jurisdiction of the US courts to settle any disputes, which may arise out of or in connection with this contract.