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 120 and 31 days before Trip Start Date: Forfeiture of Deposit and 50% 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.