PowderQuest Tours, Inc. Travel Policy Terms and Conditions for guided trips
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. 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 a deposit to PowderQuest. Most trips require a 25% non-refundable deposit at time of booking, plus any costs for optional extras. Examples of optional extras are room upgrades, equipment rentals, trip extensions etc.
You must purchase travel insurance after booking to cover you for trip cancellation.
Once the Client has paid the deposit, PowderQuest will provide confirmation of Client’s reservation. The remaining balance for the trip will be due ninety (90) 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 charge a $100 late fee or cancel the Client’s reservation. If a reservation is made less than ninety (90) days prior to trip departure date, the full balance of the trip is due at that time.
Cancellations by Client
Any cancellation by the Client must be made in writing via email. The date on which PowderQuest receives the Client’s written cancellation will determine the charges applicable. The policies outlined below take into consideration the costs PowderQuest incurs long before travelers ever depart. The schedule of Cancellation charges is as follows:
91+ days prior to trip: Non-refundable deposit
61-90 days prior to departure: 50% refund
60 or fewer days prior to departure: 100% Cancellation Fee
Travel Insurance
Our cancellation policy is strict. You are required 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.
In addition, it is mandatory for all Clients to provide evidence of insurance for ski travel that covers personal accident, medical expenses.
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. It needs to cover air ambulance (emergency evacuation).
For trips involving mechanized access in the backcountry (snowcats, snowmobiles, helicopters, boats etc.) be sure your policy covers these activities. 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.
We are not responsible for travel arrangements made prior to confirming your PowderQuest booking.
PowderQuest cannot be held responsible for departures that are canceled or changed due to circumstances beyond our control, including but not limited to natural disasters, political instability, disease, pandemics, border closures, travel bans, quarantines, terrorist activities, or strikes. Purchasing a Cancel For Any Reason insurance will provide additional benefits and reimbursement during pandemics and more.
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 in the same country the following season.
COVID-19 Health and Safety
While the COVID-19 pandemic is no longer considered a global emergency, coronavirus disease still exists and people continue to get infected and sick. If you display flu or COVID-19 symptoms in the lead-up to your trip, please do not travel. To aid in arriving healthy, we recommend wearing a mask while en route to our trips, including on flights and public transit.
If a Client starts experiencing symptoms on the trip, we will ask them to take a test for COVID-19. If negative, we will take no further action. If the test is positive, that Client is unable to participate in the tour until they’ve isolated themselves from the group for a minimum of 5 days, are symptom-free, and have cleared all local protocols. Our team will help any affected travellers make alternative arrangements including securing a private room, mask purchases, testing, etc. Your required travel insurance can help cover these costs if you do test positive while traveling. In addition, if a test does come back positive, the guides will suggest mask wearing as a group especially when proper distancing is not possible (traveling in our vehicles for example).
Clients shall not receive a refund for any portion of the Trip price, used or unused. PowderQuest shall not be responsible for any additional expenses incurred by Client as a result of his/her illness. Additionally, PowderQuest shall not be responsible for any expenses incurred by Client as a result of any required or recommended treatment for suspected or confirmed COVID-19 cases including, but not limited to, transportation, accommodation, or medical expenses.
PowderQuest is following recommended guidelines set by the Centers for Disease Control and Prevention, the World Health Organization, as well as local authorities where applicable.
Lastly, please note that harassment or violence of any kind towards staff or other guests will not be tolerated, especially in regard to any of our safety or operations policies and protocols.
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, drinks not included. Details are indicated on our website. When meals and drinks are not included, client will be responsible for the expenses.
Price Adjustments
PowderQuest reserves the right to adjust the price of a trip due to changes in exchange rates, inflation, 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, weather, climate, snow conditions 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 if available.
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.