We understand that small print and terms and conditions can be tedious but they are there to protect us all from misunderstandings.
We strongly recommend that you read them and any Important Information relating to your trip prior to booking.
We’ve tried to help by making our ‘small print’ quite big.
01. Making a Booking
By booking a Grazing Trails trip, you agree to be bound by the terms and conditions outlined in the Booking Conditions, Important Trip Information, and any Special Conditions that may apply. These documents form the entire agreement between you and Grazing Trails (us/we). Your booking will be accepted based on this agreement, and the services outlined on your booking invoice will be provided. The dates and itineraries of the trip are valid until December 31, 2023. After this date, the dates and itineraries are subject to change and should be used as a reference only.
02. Booking on behalf of others
If you book a trip with us on behalf of other people, you are guaranteeing that you have the authority to accept these terms on behalf of the other participants and that you have obtained all necessary consents to do so. You will be the designated contact person for every participant on the booking and will be responsible for making all required payments, communicating any changes or cancellations to us, and keeping the other guests on the booking informed about the trip and any requirements. It is your responsibility to ensure that all information provided about the other participants is accurate and complete, and we will not be held liable for any errors or omissions in this information.
03. Deposits and payments
In order to make a booking with us, please complete our trip booking form and pay the non-refundable deposit of 10%, per participant. Upon receipt of these items, your booking will be confirmed by our team. The final balance payment is due no later than 6 weeks prior to your departure, unless stated otherwise, at which time you will receive a final balance invoice. If the final payment is not made within 7 days of the invoice being sent, your place on the trip will be cancelled. If you are booking less than 6 weeks prior to departure, the full cost of the trip is due at the time of booking.
04. Prices & surcharges
Our trip prices may vary based on demand, market conditions, and availability and are subject to seasonal pricing, which is common in the travel industry. We reserve the right to add surcharges to your trip price up to 21 days before departure due to changes in exchange rates, increases in transportation costs, local operator expenses, taxes, or government actions. In such cases, we will cover up to 2% of the trip cost and you will be responsible for the remainder. If a surcharge results in an increase of more than 10% of the trip price, you can cancel within 14 days of notification and receive a full refund.
Please note that a surcharge may also be applied to credit card purchases. Any discounts or reduced prices that become available after you have paid your deposit will not be applied to your booking. For any bookings or additional services accepted within 30 days of departure, we may charge a late fee of up to USD $125 to cover our additional administrative costs.
To ensure the safety and security of your payments, we accept debit, credit and payment card payments via our secure payment partner, We Travel.
06. Airlines & Other Suppliers
International flights to the country where your trip begins are the responsibility of the traveller. Any other flights included in your trip will be booked by Grazing Trails through our exclusive agents and are subject to their terms and conditions. Grazing Trails acts as an agent for the owners of accommodation, transportation, and other services, and bookings must be accepted subject to the terms and conditions of the carriers or proprietors and the laws of the country in which they are provided.
07. Passport, Visas & Health
It is your responsibility to ensure that you have in your possession all the required documentation and identification required for entry, departure and travel to each country or region you visit on your trip. This includes but may not be limited to, a valid passport, relevant visas, any required health documentation including those related to Covid, travel insurance and any required permits and certificates. Your passport must be valid 6 months after the last date of travel as set out on your itinerary or the date you choose to leave the country should you be staying on after the trip has ended. You must also meet the health requirements of the countries you will visit during the trip. Information on visas and health requirements can be obtained from the relevant embassy or consulate or from your GP. Please note that there may be a fee for obtaining visas, which is not included in the trip price.
08. Travel Insurance
Travel insurance to cover any unexpected circumstances such as trip cancellation, medical emergencies, and other unforeseen events is a compulsory requirement of your booking. It is the responsibility of the traveller to obtain and pay for the appropriate insurance coverage. Failure to obtain adequate travel insurance may result in the termination of your booking with us. We recommend paying particular attention to coverage for activities such as working with animals, trip cancellation, and emergency repatriation in the event of medical issues.
09. Cancellation or changes made by you
In the event that you or any member of your party need to cancel any or all parts of your trip, the cancellation terms set out below will apply. A cancellation will only be deemed as received once we receive written confirmation by email at firstname.lastname@example.org (click email address to reveal).
Cancellation fees, as a percentage of the total booking cost, will be applied as follows:
- More than 60 days before departure – Loss of deposit.
- 60-28 days before departure – 50% of the total booking cost is retained or 30% is retained with the remaining 70% being held toward future travel
- Less than 28 days before departure – 100% of the total booking cost is retained
Any credits arising from cancellation must be used within 2 years of the refund date. Credits are not transferable or redeemable in cash.
We highly recommend that you purchase cancellation insurance that includes coverage for any reason, change of mind, and COVID-19 if such coverage is available in your area. If you need to cancel your trip for any reason, we are not required to provide refunds for any unused services. If you do not join the trip on time, leave it before it is completed, or join it after it has already started, no refund will be provided. In addition to the fees outlined in the cancellation policy, you may also be required to pay fees to accommodation providers, travel agents, or third-party tour and transportation operators. These fees may include non-refund
10. Cancellation or changes made by Us
Our trips price is based on a minimum number of passengers travelling and are confirmed to depart once they have met the minimum group size specific to that trip. If this minimum number is not reached, we reserve the right to cancel the trip no less than 8 weeks prior to the scheduled departure date and offer a full refund, or to propose a supplementary charge to allow the trip to operate subject to passenger agreement, unless your trip is cancelled due to a Force Majeure Event as defined below in this clause.
Cancellation due to Force Majeure
While we will always do our best to provide the trip arrangements as confirmed, there may be situations where unforeseen circumstances such as force majeure require us to modify or cancel a trip element or the entire trip. In these cases, we will inform you as soon as possible
If a trip is cancelled due to a Force Majeure Event, we can offer you the choice of either a 100% credit or a refund of monies paid for your trip, minus any unrecoverable costs.
If the cancellation due to a Force Majeure Event occurs after a trip has commenced, we can offer you the choice of either a pro-rata 100% credit or a refund for the days that remain on your trip, minus any unrecoverable costs. Any credit resulting from a cancellation under this clause does not have an expiration date and may be applied towards any other available trip offered by us, but is not redeemable for cash. It also excludes flights, as they will have their own booking conditions.
In the event of any cancellation, there will be no claim for damages by either party against the other, and we are not responsible for any incidental expenses that you may have incurred as a result of your booking, including, but not limited to, visas, vaccinations, travel insurance excess, or non-refundable flights. Unrecoverable costs may consist of, but are not limited to, credit card fees or non-refundable deposits paid on your behalf for services related to your booking.
11. Itinerary Changes
It’s important to understand that travel of this nature requires a certain level of flexibility, and you should be prepared for potential changes to the itinerary. The itinerary provided for each trip is a general guide, but the route, schedules, activities, amenities, and mode of transportation may be altered without notice due to local circumstances or events. While we strive to operate all trips as described, we reserve the right to make changes to the itinerary and . Please refer to your final trip documents, which will be emailed to you three weeks before departure, for the most updates to the itinerary.
If a major change is made to the itinerary before your trip, we will inform you as soon as possible and give you the option to accept the change, receive a full refund for the land portion of the trip, or choose an alternative trip. If a change to the itinerary is necessary after your trip has begun due to local circumstances or a force majeure event, you will be responsible for covering any additional costs associated with the alterations.
Please note that we are not responsible for any incidental expenses that may result from changes to the itinerary, such as visa or vaccination fees or non-refundable or non-changeable flights.
The cost of your trip includes all accommodation, transportation, activities, and meals as listed in the itinerary. Additionally, you will have the services of a group leader throughout your trip, as outlined in the itinerary
The cost of your trip does not include any of the following other than those specifically stated in the itinerary – flights, airport transfers, taxes and excess baggage charges, meals, visa and passport fees, travel insurance, optional activities and sightseeing, all personal expenses, gratuities and tips.
14. Age & Health requirements
The minimum age to join any trip is 20 years old at the time of departure. For the majority of our trips, there is no upper age limit, but it’s important to keep in mind that aspects of our trips may be physically demanding or require getting on and off local transport with luggage. If you have been hospitalised within the past year, we will require an assessment form signed by your doctor. If you are 70 years of age or older, you will need to complete a self-assessment form and may be required to provide a doctor’s note. Your booking cannot be confirmed until you provide these details. It is your responsibility to obtain proper medical advice at least two months before travel to learn about the latest health requirements and recommendations for your destination.
15. Treatment and tolerance of others (Racism, Transphobia, Homophobia & Dietary Discrimination)
Grazing Trails is committed to creating a welcoming and safe environment for people of all races, gender identities, gender expressions, sexual orientations, physical abilities, physical appearances, socioeconomic backgrounds, life experiences, nationalities, ages, religions, and beliefs. To support this goal, we commit to using considerate language and avoiding behaviour or language that could be unwelcoming or harmful.
Discrimination, harassment, and bullying are strictly prohibited, both in person and online. Harassment may include, but is not limited to, intimidation, stalking, unwanted recording or photography, inappropriate physical contact, sexual or discriminatory imagery, comments, or jokes, misgendering, and sexist, racist, ableist, or otherwise discriminatory or derogatory language. We also do not tolerate unwanted sexual attention.
We do not tolerate any form of harassment. Including but not limited to those mentioned above.
If it is reasonably proven that a customer has engaged in any of these behaviours, we reserve the right to refuse services to that guest. If a guest is removed from a trip due to any form of harassment, Grazing Trails will not be required to refund any portion of the price paid by that guest or to cover any expenses incurred by the passenger following their removal.
16. Our Liabilities
We do not exclude or limit any liability that may arise from proven negligence by any person working for us or our suppliers and subcontractors, servants, or agents in the event of death, bodily injury, or illness. These liabilities will be governed by the laws of the country where the negligence occurred and any legal proceedings will take place in the courts of that country. We will do our best to provide assistance to travellers who become ill, injured, or pass away during their trip. We are also responsible for ensuring that all parts of the trip are provided as described and that all services meet a reasonable standard. However, these obligations and responsibilities do not apply in situations where international conventions for air or sea carriers apply, or in cases of loss or expense due to war, riots, strikes, terrorist activities, or natural disasters.
17. Baggage & Personal Effects
You are responsible for your baggage and personal effects at all times. Please take care to protect and insure them as needed.
Please note that for insurance reasons, group leaders are instructed not to assist customers with their luggage. Please ensure that you only pack as much as you are able to carry and lift yourself without assistance.
18. Group Leader Authority
Grazing Trails group leaders prioritise the safety and enjoyment of the group above all else. The decision of the group leader or host is final on all matters likely to affect the safety or well-being of any traveller or staff member participating in the trip. They reserve the right to make decisions that may affect the published itinerary in order to ensure the safety, comfort, and welfare of the group. If necessary, they may also disqualify a client from the trip for medical or safety reasons, or if their actions are negatively impacting the enjoyment of the trip for the rest of the group. In such cases, any reimbursement for the remaining portion of the trip will be decided between the group leader and the Country Manager. The group leader also has the right to issue a warning to any individual whose actions may put themselves or the group at risk. A second warning will result in that individual being removed from the trip without financial compensation or refund.
19. Acceptance of risk
You understand that participating in this trip may involve a certain level of personal risk and adventure, and that you may be visiting places where the political, cultural, and geographical environment presents dangers and physical challenges that are not present in our daily lives. You also acknowledge that you are choosing to travel at a time when you may be exposed to the COVID-19 virus, and that we will take reasonable steps to ensure your safety. This may include requiring you to follow additional safety protocols on your trip, including self-isolation if you contract COVID-19.
It is your responsibility to familiarise yourself with all relevant travel information, including any applicable health risks and the nature of your itinerary. You acknowledge that you have considered this information when making the decision to travel, and you accept that you are aware of the personal risks involved. To the fullest extent permitted by law, we are not liable for any additional risks associated with this trip.
If you choose to opt out of the single supplement and share a room with another solo traveller, you accept the risks associated with this arrangement. This includes the possibility of conflicts or health issues arising due to compatibility or other factors. We are not responsible for resolving these issues, but the group leader will offer suitable and reasonable solutions at your expense. If a conflict or health issue arises while the trip is in progress, we are not financially responsible for resolving it.
20. Data Protection
21. Marketing Media
By participating in this trip, you consent to us using photos and videos of you taken during the trip for advertising and promotional purposes in any medium we choose. This includes granting us a perpetual, royalty-free, worldwide, irrevocable licence to use these images for publicity and promotional purposes. If you do not want to be included in any photos or videos that may be used for promotional purposes, you must inform your host or group leader on the first day of the trip. It is your responsibility to avoid being included in group photos or videos taken by your host or group leader arrangements.
22. Exchange Rates
Exchange rates are subject to change and are beyond our control. We recommend visiting websites such as xe.com for the most up-to-date exchange rates. Grazing Trails is not responsible for fluctuations in currency exchange rates.
23. Errors & omissions
Although we have made a concerted attempt to verify the accuracy of statements made in our trip documentation and on our website, we can not be held responsible for any error, omission or unintentional misrepresentation that may occur.
24. Complaints & Arbitration
In the unlikely event of a customer complaint, we will do everything possible to offer full resolution on the spot. If the issue cannot be resolved immediately, you should contact us in writing within 14 days of the end of your trip. We will then work with you to resolve the problem as quickly as possible. If the issue is not resolved to your satisfaction, you may choose to refer the case to arbitration.