Booking & Cancellation Terms & Conditions
PowderQuest Tours, Inc. Travel Policy Terms and Conditions
Updated March 28, 2020 due to COVID-19
These terms will govern your trip with PowderQuest Tours, Inc. (“PowderQuest”). The individuals participating in a trip will be referred to as “Client” throughout the Terms. Any individual booking a trip offered through PowderQuest will be required to agree to the terms.
The following terms apply to clients joining our guided tours in South America 2020 and Japan 2021. For South America 2021 and Japan 2022
please contact PowderQuest for updated Terms and Conditions.
Please understand that because the COVID-19 situation is unpredictable and constantly changing, we reserve the right to change these policies without prior notice.
Before the start of your trip with PowderQuest, you will be required to sign the Participant Agreement Release and Assumption of Risk policy online. You will be provided a hyperlink to access the policy along with instructions on how to sign after booking your trip. You may preview the policy here.
The Participant Agreement Release and Assumption of Risk policy and the Terms set forth below constitute the entire, complete and exclusive agreement between the Client and PowderQuest and no waiver, modification, alteration or termination thereof shall be permitted unless set forth in writing signed by both parties.
Reservation Deposit
In addition to agreeing to the Terms below, the Client will be required to submit to PowderQuest a deposit of $600. Once the Client has paid the deposit, PowderQuest will provide confirmation of Client’s reservation. The remaining balance for the trip will be due seventy (70) days before the trip departure date.
By agreeing to these terms, PowderQuest will charge your final balance to the credit card you provide. If the outstanding balance is not paid by this time, PowderQuest reserves the right to cancel the Client’s reservation. If a reservation is made less than seventy (70) days prior to trip departure date, the full balance of the trip is due at that time.
Cancellations
PowderQuest plans to run all advertised trips as scheduled in 2020 (South America) and 2021 (Japan). However these are unprecedented times and we will closely monitor the situation as we get closer to our departure dates. The well being of our guests, staff and local vendors are paramount. Should PowderQuest cancel your trip, your full payment will be credited towards your choice of any available trip next season in the same country/region.
Any cancellation by the Client must be made in writing. The date on which PowderQuest receives the Client’s written cancellation will determine the charges applicable. The schedule of Cancellation Charges is as follows:
Cancellation fee within 70 days:
61-70 days prior to departure: 50% refund
31-60 days prior to departure: 25% refund
30 or fewer days prior to departure: 100% Cancellation Fee
71+ days prior to departure: Our updated Risk Free Booking Window and Deposit Policy is applied and varies depending on when you booked your trip.
Risk Free Booking Window Policy for new bookings received on or after March 28, 2020
After paying your trip deposit, you can cancel at anytime up to 71 days before your trip and select 1 of the following options:
100% refund on funds paid
Move to another date during the same season or credit your payment toward any trip next season in the same country/region
Should PowderQuest cancel your trip, your full payment will be credited towards your choice of any available trip next season in the same country/region.
Updated policy for bookings received prior to March 28, 2020
Final balances will now be automatically collected 70 days before Day 1 of your tour (previously 90 days)
You now have up to 71 days before Day 1 of your tour to move your trip to a different 2020 date, or credit your deposit to any future trip with zero penalty (see Lifetime deposit).
Once we are within 70 days, our general cancellation terms apply. Should PowderQuest cancel your trip, your full payment will be credited towards any South America guided trip in 2021.
Lifetime Deposits Details (only applies to Clients that paid a deposit before March 28, 2020)
Your deposit becomes a Lifetime Deposit after a 10-day Risk-Free Booking Window. Lifetime Deposits are valid up to the 71 days prior to the scheduled departure.
Your Lifetime Deposit does not expire and can be used for any available future guided trip. You may also transfer the deposit as a gift to a friend.
A Lifetime Deposit can be granted once per Client. If a Client needs to cancel a second time, the deposit will be forfeited.
Transfer of deposit as a gift is valid on new bookings only.
Lifetime Deposits are not refundable in cash.
Future trips may have updated Terms and Conditions and Client will need to agree to any updated terms before starting the trip.
Private customized adventures may be exempt from Lifetime Deposits.
The value of the Lifetime Deposit is the amount of the original deposit. If the deposit requirements of the new trip being booked are higher, the difference must be paid in order to confirm the booking.
Lifetime Deposits cannot be combined and are limited to one per tour booked per person.
Not redeemable with any other offer, discount or promotion.
Our Lifetime Deposit cannot be used to rebook the same tour at a discounted price.
Our cancellation policy is strict. We urge you to purchase trip cancellation/ interruption insurance that cover loss of effects, trip delay, cancellation insurance and all other expenses that might arise as a result of loss, damage, delay or inconvenience occurring to the Client.
Mandatory Insurance
In addition to the suggested trip cancellation/ interruption insurance, it is mandatory for all Clients to provide evidence of insurance for ski travel that covers personal accident, medical expenses, and air ambulance (emergency evacuation). If you are joining our Off-Piste or Backcountry trips, you need to make sure your insurance covers off-piste and backcountry skiing and snowboarding in the countries you will be visiting. Evidence of this insurance needs to be provided to PowderQuest. In the event evidence of insurance is not provided, PowderQuest reserves the right to cancel the Client’s reservation.
See options here>>
Guaranteed Departures
Due to the unprecedented circumstances of the current COVID-19 situation around the globe we have temporarily paused our Guaranteed Departures program.
PowderQuest cannot be held responsible for departures that are canceled due to circumstances beyond our control, including but not limited to natural disasters, political instability, disease, terrorist activities, or strikes. Therefore we strongly urge you to purchase cancellation/ interruption insurance.
If we do need to cancel due to circumstances beyond our control, we give you a spot on another departure of the same trip, or a full credit to use towards any of our other trips.
Services Not Covered
Additional activities may be offered by PowderQuest during a trip. Client, however, will be responsible for all extra expenses incurred as a result of Client’s participation in the activity. Only those activities described in the trip description are included in the total cost of the trip. Client will be responsible for charges issued by any airline used while on tour for any or all of the following: Excess baggage, over weight, oversize, or ski and snowboard charges.
Most tours include meals and drinks. Details are indicated on our website. When meals and drinks are not included, client will be responsible for his expenses.
Price Adjustments
PowderQuest reserves the right to adjust (increase or decrease) the price of a trip due to changes in exchange rates, increases in air fares or other transportation costs, taxes, or if government action should require us to do so. In the event the price adjustment is an increase, PowderQuest will be responsible for the first 2% of the increase and Client will be responsible for the balance.
Changes to Itinerary
Client acknowledges that the nature of this type of travel requires considerable flexibility and changes to the itinerary may occur. Therefore, the agreed upon itinerary does not serve as a contractual obligation on the part of PowderQuest. Client understands that the route, schedules, itinerary, amenities and mode of transportation may be changed without prior notice due to local circumstances or events, which may include sickness or mechanical break down, flight cancellation, strikes, events occurring due to political disputes, entry or border difficulties, climate and other unforeseeable circumstances. In the unlikely event the group is unable to travel as described on the itinerary due to weather or road closures, additional accommodations may be required. Expenses for additional accommodations will be charged to the Client.
While PowderQuest will make its best effort to provide its services as advertised, changes in the itinerary may be made where deemed appropriate, advisable or necessary due to unforeseen circumstances. If PowderQuest makes a change in the trip, the client will be informed prior to departure when possible. If the change is made due to unforeseen circumstances no compensation is payable.
Trip Guides; Laws
The trip guide’s decisions will be final on all matters. The client will at all times comply with the laws of all countries visited. If the client fails to comply with any law, or refuses to comply with the decisions of the trip guide, then the trip guide may dismiss the Client from the trip, and Client will have no right to any refund.
Health, Fitness and Ability
Given the nature of the trips, PowderQuest requires that Client acknowledge that he or she is in good health and physical shape at a required level appropriate for this form of adventure activity. Client represents that he or she is capable of participating in all activities without endangering himself or herself or any other of the Clients or guides of PowderQuest. Client agrees to provide pertinent medical and health details in our pre-trip questionnaire. If the client fails to provide pertinent details or does not meet the required physical, health or ability levels, then the trip guide may not allow the Client to participate in select guided activities. The trip guide may dismiss the Client from the trip, and Client will have no right to any refund.
Claims and Complaints
If Client has a complaint against PowderQuest, Client must first inform the trip guide of the complaint while on the trip so that the trip guide has a chance to rectify the situation. Any further claim or complaint against the PowderQuest must be received within thirty (30) days of the end of the trip.
Travel Documents
Client agrees to have a valid passport and necessary visas, permits, certificates of vaccination and any other necessary document for traveling to the destinations of the trip. PowderQuest does not assume any responsibility for securing those travel documents necessary for the trip and said responsibility will be that of the Client. Any advice or information provided by PowderQuest with respect to visas, vaccinations, passports, clothing, climate, baggage, special equipment, etc. is given in good faith but without responsibility of PowderQuest.
Airlines
The responsibility of the airline is limited to the carriage of passengers and baggage in accordance to the conditions of carriage. When the client has arranged for airfare through PowderQuest, it is not responsible for the carriage of the clients. Client acknowledges that it is his responsibility to arrive on time for departure, and Client acknowledges that these arrangements are made in good faith but are in no way legally binding.
Photographic and Video Release
Client agrees to permit PowderQuest employees and other guests to take photographs and make film and digital records of the trip without further recourse. I understand and agree that such photographs and/or film records may be used for commercial and/or promotional purposes.
Equipment
Client agrees to arrive with required equipment as listed on trip packing list and that required equipment is in good working order and ready to use upon arrival. If Client does not have this equipment, Client agrees to contact PowderQuest to arrange appropriate rentals.
I understand that PowderQuest may rent or outfit me with equipment required for backcountry travel or other tour use. I agree to treat the equipment as if it were my own, and if damaged or destroyed, I am responsible for the cost of the equipment, to be paid immediately and that may include international shipping costs and additional taxes.