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.
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 non-refundable deposit at time of booking. Some specialty trips may require a higher deposit. See the trip page you are joining for deposit requirements.
It is highly recommended you purchase trip cancellation insurance after booking to cover you should you need to cancel your trip.
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:
Scheduled Group Departures – Fixed-date guided trips open for individuals or small groups to join
-
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
Private Group Guided Departures -Scheduled group departures booked exclusively for a private group or fully customized, tailor-made itineraries designed specifically for a private group.
- The trip deposit and final balance are non-refundable
- If you find a suitable replacement, we will refund your payment minus a $100 per person booking fee
Travel Insurance
For all guided trips, medical travel insurance is required, and trip cancellation insurance is strongly recommended.
The cancellation policy is strict. It is strongly reccomended 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 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.
Rooming & Solo Traveler Policy
All tour prices are based on twin-share accommodations unless otherwise stated in the trip itinerary. Most trips offer the option to upgrade to a private single room for an additional charge. For guests who do not select this upgrade, PowderQuest will do its best to pair solo travelers with a same-gender roommate.
If a same-gender match is not available and the guest does not wish to share a room with someone of a different gender, a single room will be provided when possible. In such cases, PowderQuest reserves the right to charge a partial or full single supplement to cover the additional cost. Guests will be contacted prior to the trip to confirm rooming preferences and any applicable charges.
Health and Safety
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.
Clients shall not receive a refund for any portion of the Trip price, used or unused if Client becomes ill before or during the trip. 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 flu or COVID-19 cases including, but not limited to, transportation, accommodation, or medical expenses.
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.
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.