1. Acceptance of Terms
By making a booking through SummitX Adventures ("Company", "we", "our"), you acknowledge that you have read, understood, and agree to be bound by these Booking Terms & Conditions. These terms govern all domestic and international expeditions, guided treks, and outdoor experiences offered by SummitX.
If you are booking on behalf of another person or entity, you represent and warrant that you have the authority to bind them to these terms. Minors under 18 must be accompanied by a parent or legal guardian, who must sign all necessary waivers.
2. Booking & Payment
All bookings are subject to availability and confirmation by SummitX Adventures. Payment terms are as follows:
- Deposit: A non-refundable deposit of 30% of the total package price is required to secure your reservation.
- Balance: The remaining 70% is due 60 days prior to the departure date. For bookings made within 60 days of departure, full payment is required at the time of booking.
- Accepted Methods: Credit/Debit cards, bank transfers, and select digital wallets. All prices are listed in USD unless otherwise stated.
- Taxes & Fees: All applicable local taxes, park fees, and government levies are included unless explicitly noted as "extra".
3. Cancellation & Refund Policy
Due to the specialized nature of outdoor expeditions, our cancellation policy is strictly enforced to cover non-recoverable vendor and guide costs:
- 90+ days before departure: 100% refund of the deposit (minus a $75 administrative fee).
- 60–89 days before departure: 50% refund of the total paid amount.
- 30–59 days before departure: No refund. Balance due remains payable.
- Less than 30 days / No-show: 100% forfeiture of all payments.
Transfer Option: You may transfer your booking to another person up to 45 days before departure for a $150 processing fee. All waivers and requirements must be met by the new participant.
Travel Insurance: SummitX strongly recommends purchasing comprehensive travel insurance that covers trip cancellation, medical evacuation, and adventure sports. We are not liable for non-covered losses.
4. Health & Safety
Outdoor adventures carry inherent risks. By booking, you acknowledge that you are in good physical and mental health and fit to participate in the activity level specified.
- All participants must complete a Health & Fitness Declaration form prior to departure.
- SummitX reserves the right to refuse participation to any individual deemed medically unfit by our lead guide or emergency medical advisor.
- Participants with pre-existing conditions must provide a physician's clearance letter.
- First aid kits, emergency communication devices, and certified Wilderness First Responders are standard on all trips.
5. Weather, Itinerary Changes & Force Majeure
Outdoor expeditions are highly dependent on weather, trail conditions, and seasonal factors. SummitX Adventures reserves the right to modify, delay, or cancel any portion of the itinerary for safety reasons.
- Weather Disruptions: In the event of severe weather, alternate routes or accommodations may be used. No refunds will be issued for weather-related itinerary changes unless the entire trip is cancelled by SummitX.
- Force Majeure: SummitX is not liable for delays or cancellations caused by events beyond reasonable control, including but not limited to natural disasters, civil unrest, pandemics, transport strikes, or government travel restrictions.
- In the case of full trip cancellation due to Force Majeure, a credit voucher for 100% of the paid amount (valid for 18 months) or a prorated refund based on incurred costs will be offered.
6. Participant Requirements & Code of Conduct
To ensure a safe and respectful environment, all participants must adhere to our Code of Conduct:
- Follow all instructions from guides and local staff at all times.
- Respect local cultures, wildlife, and Leave No Trace principles.
- Alcohol and recreational drug use is strictly prohibited during active trail days and at high-altitude camps.
- SummitX reserves the right to remove any participant exhibiting dangerous, disruptive, or illegal behavior. No refunds will be issued for early removal.
7. Equipment & Liability
SummitX provides core expedition gear (tents, stoves, safety equipment) where specified. Personal items (clothing, boots, sleeping bags) are the responsibility of the participant unless explicitly stated as "fully catered".
- Participants are liable for damage to Company property caused by negligence or misuse.
- SummitX is not responsible for loss, theft, or damage to personal belongings, electronics, or cash. Use of secure storage/lodges is recommended.
- By participating, you voluntarily assume all known and unknown risks associated with outdoor adventure travel, including but not limited to injury, illness, or death.
8. Media & Photography
SummitX Adventures documents our expeditions for promotional, educational, and safety review purposes. By joining, you grant us a non-exclusive, royalty-free license to use photographs, videos, and audio recordings featuring you in our marketing materials, website, and social media. If you prefer not to be featured, please inform our team in writing prior to departure, and we will make reasonable efforts to accommodate your request.
9. Dispute Resolution & Governing Law
These terms shall be governed by and construed in accordance with the laws of the State of Colorado, USA, without regard to its conflict of law principles. Any disputes arising from these terms or your booking shall first be subject to good-faith negotiation. If unresolved, disputes shall be settled through binding arbitration in Denver, Colorado, in accordance with the rules of the American Arbitration Association. Class action waivers apply.
10. Contact & Support
If you have questions regarding these terms, your booking, or require special accommodations, please contact our Adventure Concierge team:
- Email: bookings@summitxadventures.com
- Phone: +1 (888) 555-0192
- Hours: Mon–Fri, 8:00 AM – 6:00 PM MST