BOOKING TERMS & CONDITIONS
All bookings are made with Element Sports Coaching (Inc) (ESC). By booking a trip you acknowledge that you have read, understand and agree to be bound by these Terms. If you make a booking on behalf of other participants, you guarantee that you have the authority to accept and do accept these Terms on behalf of the other participants in your party. Your booking is confirmed and a contract exists between us when you receive receipt of both registration and payment.
You are required to pay a deposit of $500USD per person per trip for your booking to be confirmed. This deposit is fully refundable for 30 days after which point it is non-refundable.
Payment of the balance of the trip price is due 90 days before the departure date. Though we will make every attempt to remind you of the due date, if this balance is not paid on or before the due date we reserve the right to treat your booking as cancelled.
In order for us to confirm your booking you must provide all requested details with your initial payment. Necessary details include but are not limited to your full name as per passport, date of birth, cycling/running history, dietary requirements and any pre-existing medical conditions you have which may affect your ability to participate in an ESC trip. Participants who were registered by someone else are responsible for providing this information to ESC. Failure to provide requested details may result in additional charges or non-refundable cancellation of your trip.
You must disclose any pre-existing medical conditions which may impact your ability to travel, participate in a multisport trip, visit remote areas or which may adversely affect the experience of others in the group. ESC reserves the right to deny you permission to travel or participate in any aspect of a trip at any time and at your own risk and expense where ESC determines that your physical or mental condition renders you unfit for travel or you represent a danger to yourself or others. ESC does not provide medical advice. You should consult your physician to confirm your fitness for travel, participation in any planned activities and for advice on vaccinations and medical precautions. It is your responsibility to assess the risks and requirements of each aspect of the trip based on your own circumstances, limitations, fitness level and medical requirements.
CANCELLATION BY YOU
If you cancel the trip only:
> Within 30 days of booking (but more than 90 days from departure): Full refund
> Before January 30 (but after the 30 day grace period): Deposits are non-refundable. Trip payment will be refunded in full.
> January 30th or less from the trip start date: No refunds.
If you cancel six-month training program for Oregon Multisport Adventure
> Within 30 days of booking (but more than 90 days from departure): Full refund of deposit only.
> Before January 30 (but after the 30 day grace period): Deposits are non-refundable. You will pay three months coaching services at a rate of $297 USD per month. No additional payments will be charged after February 2024 payment.
> January 30th or less from the trip start date: No refunds or cancellation of monthly payments.
You are strongly encouraged to take out cancellation insurance to cover potential loss due to cancellation on your part. If you do not arrive for the trip, arrive late or leave early no refunds will be issued and you are responsible for any additional costs associated with transport to and from the tour.
CANCELLATION BY US
We may cancel a trip at any time up to 90 days before departure if the trip has not met the minimum booking numbers. We may cancel a trip at any time prior to departure due to terrorism, natural disasters, pandemics, civil unrest, official government travel warnings or restrictions or other external events that prevent us from safely operating the planned itinerary. If we cancel your trip due to low participant numbers, you will receive a full refund (minus Training Costs if applicable - see below). In circumstances where the cancellation is due to external events outside our reasonable control refunds will be less any unrecoverable costs. 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 or non-refundable flights.
Training Costs: If you joined with a six month agreement with Team Element in specific preparation for the trip and we have to cancel the trip, monthly payments made up to that point (December, January and February) for training with Team Element will cover the remainder of your coaching program for the 6 months. The deposit will be refunded and if applicable, any additional lump-sum payment. Total non-refundable payment is $1641 for 6 months coaching with the final 3 months of coaching being individualized to your goals. No additional payments beyond February will be made unless you choose to continue coaching services beyond May 30th.
The price of your trip includes:
- All accommodation as listed on the Details page for your trip
- All transport as listed on the Details page for your trip
- All meals as listed on the Details page for your trip
- All organized multisport activities as listed on the Details page for your trip
- All extra activities and sightseeing as listed on the Details page for your trip
- Drinking water and coffee with breakfasts
- Pre-trip communication and guidance
- Experienced Element Sport Coaching trip leaders
The price of your trip does not include:
- Alcohol or beverages other than water and breakfast coffee
- Visa and passport fees
- Travel insurance
- Optional activities or personal expenses
- Any other exclusions listed on the Details page for your trip
Minimum Age: Our trips are intended as adult trips, though exceptions may be made for certain trips for travelers under the age of 18 (minor) who are capable athletes and comfortable in an adult environment. ESC reserves the right to approve or deny a spot to a minor. All travelers under the age of 18 must be accompanied by a legal guardian who will be responsible for the minor’s day to day care.
Maximum Age: We have no maximum age limit though our trips are physically active and participants must ensure that you are capable of participating fully and safely. It is your responsibility to obtain proper and detailed medical advice prior to travel for the latest health requirements and recommendations for your destination.
Each trip has a specific set of minimum and maximum number of participants. If a trip has not met the minimum group size by the time that balances are due (90 days prior to departure) then ESC reserves the right to cancel that trip. Though cancellation is a last resort, travelers should be aware of the possibility and refrain from booking flights until given confirmation that the trip is going. In the event that ESC cancels a trip due to low participant numbers, full credit transfers or refunds will be issued (see conditions above).
PASSPORT AND VISAS
You must carry a valid passport and obtain all of the appropriate visas, permits and certificates for the countries which you will visit during your trip. Your passport must be valid for 6 months beyond the duration of the trip, or for the length of time specified by your country. We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation.
Travel insurance or a signed waiver declining coverage is mandatory for all travelers. If you choose travel insurance it should cover against personal accident, death, medical expenses and emergency repatriation. We also recommend that it covers trip cancellation, lost luggage and personal effects. You must provide proof of travel insurance or a signed waiver declining coverage prior to the trip start date or you will not be permitted to participate.
CHANGES TO ITINERARY
ESC reserves the right to make itinerary adjustments when necessary if we deem a scheduled activity or destination unsafe due to weather conditions or other local considerations.
AUTHORITY ON TOUR
Our trips are run by at least one and typically two experienced group leaders with one serving as the Head Guide. The decision of the Head Guide is final on all matters related to the safety or well-being of all trip participants. If you fail to comply with a decision made by the Head Guide or interfere with the well-being of the group, the Head Guide may direct you to leave the trip immediately at your own expense, with no right of refund. You must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries visited.
ACCEPTANCE OF RISK
You acknowledge that the nature of the trip is active and participation involves a degree of personal risk and physical fitness capabilities. You may be visiting places where the politics, culture and geography present dangers and physical challenges greater than those present in your daily life. We take all current and recommended precautions and safety measures related to the COVID-19 virus, but cannot guarantee an exposure-free environment. We use information from the US State Department in assessing whether the itinerary should operate but it is also your own responsibility to acquaint yourself with all relevant travel information and the nature of your itinerary.
Optional activities not included in the trip price do not form part of the trip or this contract. You accept that any assistance given by your guides in arranging optional activities does not render us liable for them in any way. The contract for the provision of that activity will be between you and activity provider.
PHOTOS AND MARKETING
You give your permission and royalty-free license to us using images of you taken during the trip for advertising and promotional purposes, both in print and digital mediums.
Any personal information that we collect about you may be used for any purpose associated with the operation of a trip or to send you marketing material in relation to our trips, events or news. Your details otherwise will not be disclosed nor sold to any third-party.
DISCLAIMER/STATEMENT OF RESPONSIBILITY
We contract with a network of companies and individuals to assist in the running of our trips. Because ESC does not maintain any control over the personnel, equipment, or operations of these suppliers, we assume no responsibility for and cannot be held liable for any personal injury, death, property damage, or other loss, accident, delay, inconvenience, or irregularity which may be occasioned by reason of (1) any wrongful, negligent, willful, or unauthorized acts or omissions on the part of any of the tour suppliers, or other employees or agents, (2) any defect in or failure of any vehicle, equipment, instrument owned, operated or otherwise by any of these suppliers, or (3) any wrongful, willful, or negligent act or omissions on any part of any other party not under the supervision or control of the Operator.