Custom Trips & Payment Policy

1. Process

1.1 Elevation Guides will begin the process of creating a custom trip for you ideally via phone or alternatively electronic communication.  At the minimum we’ll establish the following details:

  • Date range and destination(s)

  • Number of participants and rooming situation

  • Desired activities, difficulty and complexity

  • Accommodation and meal preferences

  • Budget range

If we agree to proceed, each participant will then need to review and complete the form for the applicable Elevation Guides waiver. Each participant is required to sign a paper copy in the guide’s presence on the first day of the trip.

We will then send you a retainer invoice, with a non-refundable Retainer Fee (RF) of $1000 CAD or equivalent (may differ depending upon trip complexity and cost).  The RF covers the cost of designing and researching your custom trip and these terms and conditions listed below apply. 

1.2 Elevation Guides will then create a custom itinerary proposal.  The experience and expertise along with obtaining rates from sub-contractors and partners usually takes 2-3 weeks.  

1.3 You’ll then have 14 days to review the itinerary, and request any changes.  If you’re not satisfied with the itinerary or final price, Elevation Guides will endeavour to adjust the trip to meet your budgetary requirements. If after 14 days you haven’t confirmed your itinerary, we’ll assume you’ve decided not to pursue the trip with Elevation Guides.

Our custom trips are priced as complete packages, and many include confidential contract rates with partners, therefore Elevation Guides is unable to itemise costs. 

1.4 Once the itinerary has been agreed, you’ll be invoiced for a portion of the full cost at a minimum of 30% but this may vary at our discretion.  The balance will be due 90 days before trip start.  

2. Payments 

2.1 Minimum non-refundable Retainer Fee (RF) (see 1.1)

2.2 Initial payment of usually 30% of the full price payable at the time of booking (see 1.4). 

2.2 Remainder is due 90 days before trip start.  If the trip begins in less than 90 days, the full amount is due immediately. (1.4)

2.3 If any payment is overdue seven days, Elevation Guides reserves the right to cancel your booking. You will be liable for any costs incurred.

2.4 Once made, all payments are non-refundable.

Payments to Elevation Guides can be made via a variety of channels and currencies, to be determined on a case by case basis.  

3. Prices

3.1 Unless agreed otherwise, all prices will be $CAD

3.2 Elevation Guides reserves the right to impose surcharges should cost increases occur during the creation of your custom trip. These may include, but are not limited to: increases related to fuel, currency fluctuations, suppliers used for your custom trip or any part thereof, or government action. If the increase exceeds 10% of the total cost, you can cancel your custom trip and Elevation Guides will provide a full refund less an administrative charge of $500 plus the RF.  

3.3 VAT, GST and other local taxes will be included in the price wherever applicable. 

4. Changes and Cancellation by you

4.1 If you wish to change your custom trip after invoice issuance (eg: dates, accommodations, activities), Elevation Guides will strive to make your changes but please note this may not always be possible. Any request for changes must be made in writing. You may be asked to pay an administration charge for the work involved in making the changes plus any further costs incurred.   

4.2 If you wish to cancel a custom trip or leave/return early, Elevation Guides will do its utmost to help you make any necessary arrangements. However, all payments are non-refundable, and any additional costs incurred by Elevation Guides are your liability. 

4.3 NB: if the reason for your change or cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges from your insurer (see 6.3).  

5. Amendments and Cancellation by Elevation Guides 

5.1 Elevation Guides strives to run the custom trip as created. However, occasionally it may be necessary to make minor changes for safety or logistical reasons. Refunds may not be possible or offered.  

5.2 Elevation Guides reserves the right to cancel a custom trip or any part thereof. In this unlikely event, you will receive a refund of all invoices paid to Elevation Guides less any losses incurred by Elevation Guides. 

5.3 No refunds are issued if Elevation Guides is forced to cancel or make significant changes to the trip due to circumstances beyond its control or that of its suppliers. These may include, but aren’t limited to, manmade or natural disasters, illnesses, acts of God, fire, explosion, adverse weather conditions, terrorism, riot, civil commotion, war, hostilities, strikes, riots or civil disturbances and any acts which lead your government to advise travellers against non-essential travel to your destination.

6. Medical and Insurance

6.1 Elevation Guides requires all participants to complete this secure online form detailing medical conditions, food restrictions, emergency contact, and insurance coverage at least 14 days before trip commencement.  If your medical condition changes during the course of our trip, you must keep us informed.    

6.2 Emergency medical insurance is mandatory for all trips. Emergency evacuation insurance is highly recommended for Canadian trips and MANDATORY for international trips.  Mountain rescue is free in Canadian national parks & some Alberta provincial parks. You may be charged for rescue outside Canada and in British Columbia parks and Canadian Crown Land. 

6.3 Comprehensive insurance is highly recommended for all guests.  Ensure your insurance is valid for the duration of your trip. Ideally it should cover delays, cancellation, curtailment, theft, accident, repatriation, medical, third party, liability for injury to others and death, and loss or damage to equipment.

Elevation Guides recommends Global Rescue.