The Cancellation Policy serves as a crucial component of the Participant Agreement and Terms & Conditions, providing clear guidelines and procedures regarding cancellations and refunds for Summit Expeditions’ trips. It is designed to supplement and complement the overarching terms outlined in the Agreement, ensuring transparency and fairness in managing cancellations by both parties. This policy aims to clarify the responsibilities and expectations regarding cancellations, helping to maintain the integrity of our operations and the satisfaction of our clients.

DEPOSIT POLICY

The deposit paid to secure your booking is non-refundable and non-transferable, unless explicitly agreed upon by Summit Expeditions. This deposit ensures your reservation on the Trip and is a commitment to participate. If you cancel your participation in the Trip, you forfeit the deposit amount. This policy is in place to cover the costs associated with trip planning, organization, and securing your place, which are incurred upon booking.

CANCELLATION BY YOU

Cancellations must be made in writing and sent via email to Summit Expeditions by the party leader as soon as possible, with confirmation of receipt by Summit Expeditions. Verbal cancellations will not be accepted. Funds paid, whether deposit or balance payments, cannot be transferred to another person unless agreed upon by Summit Expeditions.

Upon Summit Expeditions’ receipt of cancellation, you will be liable for the following cancellation charges:

• More than 120 days before Trip Start Date: Forfeiture of Deposit
• Between 90 and 61 days before Trip Start Date: Forfeiture of Deposit and 50% of Additional Funds Paid
• Between 60 and 31 days before Trip Start Date: Forfeiture of Deposit and 75% of Additional Funds Paid
• 30 days or less before Trip Start Date: Forfeiture of Deposit and 100% of Additional Funds Paid

CANCELLATION BY SUMMIT EXPEDITIONS

Summit Expeditions reserves the right to cancel the Trip before the Trip Start Date. If the cancellation is not due to a reason beyond its reasonable control, including acts of God, natural disasters, war, civil disturbance, government action, epidemic, or pandemic (“Force Majeure”), Summit Expeditions will notify you and refund any fees paid by you, minus any nonrefundable, prepaid expenses paid by Summit Expeditions for the Trip. This refund is your sole and exclusive remedy, and Summit Expeditions’ sole liability, and you agree to release Summit Expeditions from any further liability, including pre-departure expenses, airfare, visa fees, clothing and equipment purchases, and medical expenses.

In the event of a cancellation before the Trip Start Date or during the Trip due to Force Majeure, Summit Expeditions will notify you, and you will not be entitled to a refund of any fees paid. Summit Expeditions will not be liable to you in any way for such cancellation, and you agree to release Summit Expeditions from any and all liability related to such cancellation.

REFUND PROCESS

Refunds, if applicable, will be processed within 30 days of the cancellation notice and will be made to the original payment method used for the booking. Any bank charges or fees incurred for the refund will be deducted from the refund amount.

TRAVEL INSURANCE

Summit Expeditions strongly recommends that you purchase travel insurance to cover any unforeseen circumstances that may lead to trip cancellations or disruptions. Summit Expeditions is not responsible for any costs incurred due to your failure to obtain adequate travel insurance.

ACCEPTANCE OF TERMS

By booking a Trip with Summit Expeditions, you acknowledge that you have read, understood, and agree to abide by the terms and conditions of this Cancellation Policy. 

At Summit Expeditions, we understand that travel plans can change. We strive to be as flexible and fair as possible; however, due to the nature of our trips and the advance arrangements required, especially with international partners and government agencies, our cancellation policy is structured to reflect those commitments.

General Terms

Trip-Specific Policies

Cancellation policies may vary based on the specific expedition or itinerary and are subject to change at any time. The terms applicable to your trip will be outlined in your individual booking agreement and are considered binding once a deposit or payment has been made.

Changes to the Policy

 Summit Expeditions reserves the right to update or modify the cancellation policy at any time, with or without notice. Updated terms will apply to all bookings made after the date of change.

Permit-Based Trips

For certain trips that require non-refundable permits secured well in advance—such as **Climbing Mt. Kilimanjaro** and the **Uganda Gorilla Experience**—the following additional terms apply:

Permit Fees: These permits are subject to strict government regulations and must often be paid for months in advance. As such, **permit fees are non-refundable** once secured.

Refund Deductions: In the event of a cancellation for a permit-based trip, Summit Expeditions reserves the right to deduct **the full cost of any pre-paid permits** from the total amount paid by the participant, **regardless of the deposit amount**, prior to the issuance of any refund.

We highly recommend that all travelers purchase comprehensive travel insurance that includes coverage for trip cancellations, delays, and interruptions.

For specific questions regarding your trip’s cancellation terms, please contact our office directly – hello@summitexpeditions.com