Terms and Conditions
A deposit to reserve your space on a tour is due at time of booking. The deposits are non-refundable as they secure your priority for space on the trip. The balance of your trip cost is due 90 days prior to departure. For your convenience, with your authorization, we automatically charge your credit card with the balance is due unless otherwise arranged. Payment can be made by cheque, money order, Visa or Mastercard; any processing charges or fees are your responsibility.
All pricing for our tours is listed in US dollars. Any foreign currency pricing is only approximate. It is your credit card company or bank who determines your exchange rate on the day your transaction takes place. Pricing is subject to change.
If you find it necessary to cancel your tour, please let us know as soon as possible. ROAM trips are intentionally designed for small groups so space is limited. No refunds are given on deposits or final payments should you need to cancel. For that reason, we highly recommend guests purchase a travel insurance policy.
ROAM Adventures Inc. is not responsible for any additional costs that may arise in the event of a trip alteration or delay caused by circumstances beyond our control. To avoid confusion, we require written notice of cancellation, by email, fax or standard mail. The following fees will apply to cancellations and are calculated as of the date we receive your written cancellation notice.
If you must cancel your stay, your refund is as follows:
Earlier than 90 days before trip – your deposit is forfeited
Your balance is due at 90 days, so for cancellations 89 or less, the balance will be forfeited – unless we can find someone to fill your space. In this case, only the deposit is retained.
Our cancellation policies are strictly enforced, so we highly recommend that all guests purchase trip cancellation and interruption insurance. ROAM Adventures Inc. is not responsible for ensuring the appropriate level or amount of coverage is purchased. Please contact your travel insurance provider to ensure you have appropriate coverage for your entire trip.
ROAM Adventures Inc. reserves the right to cancel any trip prior to departure for any reason whatsoever, including insufficient bookings, safety threats including natural disasters, political instability, terrorism or logistical problems that may impede trip operations. If we have to cancel a tour due to insufficient bookings, you may choose between an alternate trip or a full refund. If the alternate trip chosen is of a lower value than the originally booked then you are entitled to a refund of the difference. If the alternate tour chosen is of a higher value then you will pay the difference in price.
If a tour has to be cancelled due to circumstances beyond our control, e.g. political instability, natural disasters, labour strikes. pandemics etc, there will be no refund from ROAM Adventures Inc.
Please contact your travel insurance provider for details on how to start a claim. ROAM Adventures Inc. is not responsible for expenses incurred by trip participants in preparing for a cancelled trip (for example non-refundable advance purchase plane tickets, visa fees, inoculations, equipment etc., or for any additional arrangements for other travel plans associated with this tour). We will make every reasonable effort to contact you as soon as it appears that a trip may be cancelled.
Once you’ve made your choice and paid your deposit, we’ll send you a detailed document that includes everything that you will need to prepare for your tour including an itinerary, packing list, transportation options, directions, meeting times and frequently asked questions. All you need to bring is your passport, a sense of adventure, your clothing and personal items.
Let us know if you’re planning a birthday or anniversary trip. If you have special dietary considerations, please let us know in advance and we’ll make all the arrangements necessary if you’re vegetarian, vegan or have food allergies. Please note we are not a peanut or nut free operator/facility. When we travel offsite for meals and activities, the availability of ingredients or restaurant kitchens outside of our control may limit the type of dietary accommodation we are able to offer.
Medical and Risk Acknowledgement/ Liability Release Forms
Each participant is required to complete a medical and liability release form. ROAM Adventures Inc. must receive the medical form at least 30 days prior to arrival. Please read and understand the liability waiver upon registration. You will be asked to sign the waiver in person on your arrival and before your activities start.
Although no previous experience is required on our activities, as with any adventure there is always an element of risk. While our trips are not considered to be strenuous or physically demanding, and we do not require a high level of fitness, good general physical condition is necessary. If you have any physical limitations or concerns please let us know. As we are not qualified to evaluate your level of fitness, we ask that you (possibly along with your doctor) determine whether or not you are able to join one of our adventures.
If you have any special medical conditions, we encourage you to check with your doctor before you reserve your trip. Please also note that our activities take place in remote areas and evacuations can take a great deal of time and can be expensive. Persons with various disabilities are welcome on ROAM trips pending a discussion of any special needs and requirements.
You must also acknowledge that travelling with ROAM Adventures Inc. requires a degree of flexibility and understanding that the itinerary, accommodation and modes of transport are subject to change without prior notice due to local circumstances. While traveling with us you agree to accept the authority of the trip leader at all times. You need to be aware that group travel may involve compromise to accommodate the diverse desires and abilities of group members. We ask that you welcome your adventure with an open mind and be able to laugh and have fun when encountering the unexpected. ROAM Adventures Inc. is dedicated to providing safe, environmentally sensitive, well-organized, fun-filled adventures.
Gratuities are always appreciated. If you feel the guides and crew have done an exceptional job, tipping is a great way to show your appreciation. We also appreciate other expressions of thanks including cards, letters etc. For those who wish to leave currency, it is common to leave 10-15% of your package price. The gratuities are pooled and divided between all those who have participated in providing your experience, which also includes those behind the scenes.
Storage of Personal and Financial Information
Due to the nature of our services, it is necessary to collect and store a certain amount of personal and financial information. By providing us with your address, personal and financial information, you consent to the storage of this information for a period of time deemed appropriate by ROAM Adventures Inc. Personal information includes, but is not limited to, your first name, last name, phone number, email address and billing address. Financial information includes, but is not limited to, your credit card account number, card expiration date and cardholder name.
ROAM Adventures Inc. occasionally sends out an e-newsletter and updates that we think you’ll want to hear about. We will NEVER to sell or share your email address with any third-party company (unless it is for the purpose of coordinating trip logistics, for example booking airline tickets). You can unsubscribe at any time by emailing or clicking on the links in newsletters
ROAM Adventures Inc., reserves the right to take photographic or film records of any of its activities and events. Trip members should be aware that ROAM may use these photos or film for promotional and or commercial purposes without remuneration to the trip participants.