1. Registration
A deposit and completed and signed Registration Form are required to reserve a place on a tour or a workshop with Photonyx Tours.
2. Payments
All prices are quoted in US dollars and all payments must be paid in US dollars. For deposits we accept Visa, MasterCard and American Express. Final payment of the trip fee is due 120 days prior to departure and may be paid by check or bank transfer. If you wish to make your final payment with a credit card a 3% convenience fee will be charged.
3. Cancellations and Refunds
We must receive written notice of your cancellation. Based on the cancellation date the following apply:
- Trip deposits are non-refundable.
- 90 days before the trip start date: 75% of the payment (sans the deposit)
- 60 days before the trip start date: 50% of the payment (sans the deposit)
- 30 days before the trip start date: 25% of the payment (sans the deposit)
- Less than 30 days: No refund.
If, on the trip start date, your space has been resold and the tour is full, we will refund your payment, minus the non-refundable deposit and any discounts given to resell your space.
No partial refunds are made for unused portions or services of a trip for any reason. Trips are sold as a package only. This policy also applies to tour extensions and independent travel arrangements. Cancellation fees are not transferable.
4. Trip Insurance
We strongly encourage you to protect your travel investment and purchase a comprehensive travel insurance policy that includes emergency evacuation coverage. We can provide travel insurance options, or it can be purchased online. A CANCEL FOR ANY REASON policy is available. Trip participants without travel protection insurance are considered “self-insured.” Without insurance you assume all risks and losses for any conditions requiring your cancellation.
5. Health considerations
Our tours and workshops are within the capabilities of average people in good health. Some of the workshops might require the capability of walking for several miles over uneven trails, stepping from a small boat and occasionally hiking at high elevations—all while carrying an assortment of camera equipment. If you have concerns about your own capabilities and/or fitness as it relates to a trip, please inquire with us before reserving a space. By forwarding a signed Registration Form and trip deposit, you certify that you do not knowingly have any physical or other conditions of disability that would create a risk for you, or other trip participants and you agree to inform our office in writing if changes in your health, including viral illnesses, occur any time prior to the tour. We reserve the right to request a doctor’s statement of good health. The company’s or trip leader’s judgment shall provide the ultimate determination of an individual’s ability to embark upon or to continue a trip. Once a trip has been confirmed, medical circumstances will not be considered as exceptions to our cancellation policy. We assume no responsibility for medical care or for special dietary requirements. Tour members are asked to refrain from smoking with or near the group.
6. Contact schedule
Participants will receive three emails before the trip departs:
- Initial Tour Information sheet confirms the deposit and provides pre-departure information.
- Invoice/Practical Information provides clothing and photo gear recommendations, climate data, and applicable health advisories. Visa information will also be included (if applicable).
- Final Tour Information includes arrival instructions, itinerary revisions (if any), hotel addresses, trip telephone contact information and participant list. We provide the trip leader’s telephone number(s) and/or email address with final documents so you can inquire about special photographic questions you may have regarding your trip.
7. What is included
The specific details that are included in your trip fee are provided in the welcome email. Generally, these include lodging in double room occupancy, some meals (specified in the itinerary), ground transportation during the trip and guide services provided by the trip leaders.
Most of our trips are priced in double occupancy (shared) accommodations. Single accommodation is available for a supplemental cost in many locations. You will be charged the single supplement fee if you desire single accommodation or if you wish to have a roommate, but one is not available. In some remote locations, clients with single rooms are infrequently compelled to share a room due to circumstances beyond our control.
Not included are airfare or other transportation from your home to the trip staging location, airport departure taxes, insurance, alcoholic beverages, and bar expenses, tips and gratuities to local guides, phone calls, passport or visa expenses, laundry, or items of a personal nature. Rates are based on group tariffs; if the trip does not have sufficient registration, a small party supplement may be charged.
Cost increases may occur unexpectedly due to rising costs of airfares, ground transport, fuel surcharges, accommodations, and currency fluctuations, among others. We may be compelled to amend prices, and we reserve the right to do so without prior notice. An increase in trip prices shall not be sufficient grounds for any refund of funds paid for the trip other than as determined by the terms of our cancellation policy.
8. Logistics
Accommodations. We select among the best available accommodations but refrain from extravagance. Some interesting photographic destinations are far removed from modern amenities, however, and where necessary we will be accommodated in rustic country inns, cabins, or tented camps.
Itineraries. Our itineraries are intended as examples only. Participants should allow for flexibility due to changes in weather, natural history or cultural events, or other logistical arrangements deemed necessary by Van Os Photo Safaris, Inc., or our leaders.
Tour leaders. The second tour leader (and any subsequent additional leaders) listed for each trip on the website will be added as the group size warrants. If only one space remains on a trip, and logistics permit, we accept two people traveling together, even if it exceeds the trip maximum.
9. Responsibility
Photonyx Tours and/or their Agents act only as agents for the passenger (trip participant) in regard to travel including, but not limited to, sightseeing, meals, lodging, transportation, and all other services whether by railroad, motor coach, automobile, van, boat, ship or aircraft or any other conveyance, and they assume no liability for injury, damage, loss, accident, delay or irregularity which may be occasioned for any reason whatsoever, or through the acts, bankruptcy or default of any company or person engaged in conveying the passenger or in carrying out the arrangements of the trip.
They can accept no responsibility for losses or additional expenses due to delay, cancellations or changes in flights or other tour services, and by force majeure including sickness, weather, strike, war, volcanic eruption, terrorist acts, political unrest, quarantine, epidemics, pandemics and outbreaks, or other causes. All such losses or expenses will have to be borne by the passenger, as trip fees provide for arrangements only for the times and locations stated. Baggage is at the owner’s risk entirely.
The right is reserved to
- substitute hotels of similar category for those indicated and to make any changes in the itinerary or transport where deemed necessary, or caused by changes in flight schedules or equipment substitution;
- cancel any trip prior to departure due to low enrollment, in which case full refund of the paid trip funds will be given, but Photonyx Tours is not responsible for any other trip preparation expenses such as penalized or non-refundable air tickets, visa fees, travel insurance premiums and medical related expenses;
- at the company’s sole discretion, suspend or postpone any trip due to force majeure or disease outbreak in which case the trip may be rescheduled, or a refund issued less any non-refundable deposits paid to tour component providers on behalf of the passenger, or a travel credit given, but Photonyx Tours is not responsible for any other trip preparation expenses such as penalized or non-refundable air tickets, visa fees and medical related expenses;
- substitute trip leader(s) for the leader(s) originally specified, in which case the substitution is not a basis for participant cancellation or refund other than provided by our normal cancellation policy; or
- accept or retain any person as a member of any trip.
Trip prices are based on tariffs and exchange rates in effect at the time of publication and are subject to adjustment in the event of any change therein.
A signed Registration Form with the Enrollment Conditions and Release and Assumption of Risk sections must be returned by each participant prior to the commencement of the trip. Participation by any trip member will be declined in the absence of the signed Registration Form including the Release and Assumption of Risk section, with no trip fee refund. No modification to the Registration Form including the Release and Assumption of Risk section will be accepted.
Should Photonyx Images, or anyone acting on their behalf be required to incur attorney’s fees and any costs to enforce this agreement, the enrolling trip participant(s) agree(s) to indemnify and hold them harmless for all such fees and costs. In the event a lawsuit is filed, the enrolling participant(s) agree(s) to do so solely in the County of Santa Clara in the State of California.
ENROLLMENT CONDITIONS AGREEMENT & RELEASE & ASSUMPTION OF RISK
I have read, understand, and agree to the terms, conditions, and provisions of the enrollment information, as stated on the Photonyx Tours website and the Enrollment Conditions section of this form, especially noting the policy on cancellations, refunds, and limitations on responsibility.
I am aware that during any trip or tour that I am voluntarily participating in under the arrangements of Photonyx Tours, a California corporation, and its employees, agents and associates, certain risks and dangers exist while traveling in the United States, foreign countries, and wilderness areas in any country or territory that include the possibility of property damage, bodily injury, and death. There is a possibility of accident or illness occurring without access to immediate or timely medical treatment or facilities. There is a risk of tropical or communicable diseases that may require quarantine and removal from the tour at my expense, food-related illnesses, the risk of personal injury and property damage or delay or inconvenience by forces of nature, wildlife or wildlife models, quarantine, political instability, acts of terrorism, strikes, government restrictions or regulations change, thefts, and the risk of accidents during travel while on foot or by aircraft, train, automobile, van, bus, boat, ship, or other conveyance. I understand that such risks cannot be eliminated without jeopardizing the essential qualities of this trip or tour.
In consideration of, and as part payment for the right to participate in such trips, tours and/or other activities and services arranged for me by Photonyx Tours, its employees, agents and associates, I have and do hereby assume all risks, and hereby release Photonyx Tours, its employees, shareholders, agents and associates, and will hold them harmless from any and all liability, actions, causes of actions, debts, claims, and demands of every kind and nature, howsoever caused, which I now have or which may arise of or in connection with any of my trips or tours and participation in any activities arranged for me by Photonyx Tours, its employees, agents and associates.
Should Photonyx Tours, or anyone acting on their behalf, be required to incur attorney’s fees and costs to enforce this Agreement, I agree to indemnify them and hold them harmless for all such fees and costs. In the event any lawsuit is filed, I agree to do so solely in the County of Santa Clara in the State of California and further agree that the substantive law of that state shall apply in that action without regard to the conflict-of-law rules of that state. The terms hereof shall serve as a release and assumption of all risk for myself, my heirs, executors, and administrators, and for all members of my family.
Photonyx Tours may take photos and video during the photo tour that I participate in and use them for promotional purposes. By making a trip reservation with Photonyx Tours, I agree to let Photonyx Tours use my name and likeness in any images and video in which I may appear, for promotional materials, website, or advertising. Photonyx Tours may also use any written reviews or photos and video I may provide for use on their website and in any advertising and all other forms of publicity. If I prefer to be excluded from this proviso, I will let the tour leader know at the beginning of my trip.
If any part, article, paragraph, sentence, or clause of this Agreement is not enforceable, the affected provision shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law, and the remainder of the Agreement shall continue in full force and effect. I acknowledge that if anyone is hurt or property is damaged during my participation in this activity, I may be found by a court of law to have waived my right to maintain a lawsuit against Photonyx Tours, its employees, shareholders, agents, and associates, based on any and all claims from which I have released them.
Your name: _______________________________________
Signature: ________________________________________
Date: ____________________________________________
Please print this page, sign it and retain for your records. Send us a scan of the signed form before the start of the trip. If we do not have a signed form on file from you by the start of the trip, you forfeit your participation in the trip and forfeit all payments you’ve made for the trip.