Essential Information
Quick links: General Information| When you book | Before you go | During your trip | Your Financial Protection
Programme specific information: Cycling | Winter | Walking | Family
General Information
Trip Notes
The Trip Notes form our contract with our clients and they contain the most up-to-date information about our holidays, including details about the itinerary, and inclusions and exclusions. We recommend you download the latest version before your trip.
Flights & Transfers
Upon arrival at your destination, airport transfers will be at an additional cost (unless shown in your documentation as a free transfer); please ask your sales consultant for details. Services start and end at the local joining point detailed in the Trip Notes, brochure and website.
Accommodation
The Trip Notes describe the type of accommodation used, including details about camping, huts, teahouses, bathroom facilities and any nights spent in multi-share rooms. Our aim, wherever possible, is to use properties that are in keeping with the area that we visit and is locally-owned. All accommodation is carefully chosen, but please be aware that electricity, plumbing and hot water can sometimes be erratic, and other facilities will vary in standard.
Our prices are based on twin-share accommodation which means that if you book on your own, we will arrange for you to share with a person of the same gender, based on information you give at the time of booking. If you have any conditions, preferences or reasons which may preclude you from sharing a room, we encourage you tospeak to your sales consultant about a single supplement. We will provide twin rooms for non-couples and whilst we cannot always guarantee double rooms for couples, please request this at the time of booking.
Wherever possible we offer optional single supplements. In the case that it is not possible to secure single accommodation for the whole tour, details can be found in the Trip Notes. Please be aware that paying a single supplement does not guarantee you sole use of a twin or double room, and that single rooms are often smaller than a standard twin or double room. We do not arrange room shares for single travellers on self-guided trips, so single supplements are compulsory.
Group size
Most of our trips are group holidays and require a certain number of participants to operate; we indicate normal group sizes in the Trip Notes, brochure and website. In the unlikely event that a trip does not reach the normal minimum, we may be forced to cancel the tour; a decision will usually be made between eight and six weeks before departure, unless there are late cancellations from other passengers. We reserve the right to confirm trips on numbers lower than the minimum indicated and occasionally we may exceed the normal maximum. If at the time of booking your trip is not guaranteed, we strongly recommend that you do not make any non-refundable or non-changeable travel arrangements.
Age requirements
The minimum age for each itinerary is shown in the Trip Notes and brochure. For most tours, the minimum age is 16 years, however those aged 16 and 17 years can only travel on the understanding that an accompanying adult takes full responsibility for them. There is no upper age limit, but as most holidays are quite active we may ask clients over the age of 80 a number of questions about their health and fitness.
When you book
Dietary requirements
Please advise us of any dietary requirements so that we can pass this information on to the relevant airlines and our local operators. We will endeavour to cater to your requirements, but in some cases we may suggest you consider bringing some personal supplies to supplement what can be provided locally.
Pre-existing conditions and fitness
You must advise us of any pre-existing conditions, illnesses, disabilities or recent surgeries which may affect your or other people’s enjoyment of the holiday. Please read the Trip Notes carefully for details of the level of the activity and any necessary experience required on your holiday. It is your responsibility to ensure that the trip or activity is suitable for you and that you are fit enough to participate fully. If you are worried about any pre-existing medical condition or if you are unsure of your own physical ability, we recommend that you seek medical advice prior to booking. In certain cases we may require a doctor’s letter confirming your suitability to join a specific trip.
Insurance
It is an essential condition of joining an Exodus trip that you have an adequate and valid travel insurance policy for the full duration of your trip to cover the cost of medical treatment, cancellation and curtailment, and the activities included in our holidays (including the maximum altitude on treks).
Before you go
Passports
All travellers require a full passport for Exodus tours; generally, this should be valid for six months after the date of your scheduled return home. Requirements change often and other regulations may apply, so be sure to check with the nearest embassy of the country you intend to visit.
Visas
Obtaining any visas that are required is your responsibility. Details of current visa requirements for the country you are visiting or for transit destinations, such as the USA, are given in the Trip Notes. Visa regulations can, and do, change, sometimes at short notice, but where we become aware of changes to regulations, we will notify you. We cannot be held responsible for mistakes by embassies or third parties, sudden changes to regulations or actions of border officials which are beyond our control.
Health requirements
The Trip Notes list vaccination requirements for the countries visited on each trip. We strongly recommend that you contact your doctor or a travel health clinic for up-to-date advice.
Travel advice
Exodus monitors travel advice closely for every country we visit, and we follow their advice to the letter. Should the advice be to avoid non-essential travel to an area of a country we planned to visit, we will ensure itineraries are changed and travellers are contacted.
Should the advice change to recommend against travel to a whole country, we will not operate the tour and will instead offer all travellers the chance to transfer to an alternative tour or request a full refund.
Travelling to the USA?
If you are travelling to the USA, the US authorities have introduced a requirement for passengers travelling under the Visa Waiver Programme (VWP) to register for Electronic Travel Authority (implemented 1st January 2009). The ESTA is valid for two years, so you will only need to apply once even if transiting in the US on both your outbound and return journeys. For additional specifics about the VWP please consult the VWP information on the U.S. Embassy website.
Please note that not all nationalities have the same eligibility for travel to the USA, and you may not be covered by the visa waiver programme. New regulations stipulate as of 21 January 2016, any person who has travelled to Iran, Iraq, Sudan, or Syria since March 2011, or have dual nationalities of these countries, may no longer qualify for the VWP.
If you do not hold an Australian, New Zealand or British passport, or are in doubt of your eligibility, please check the visa requirements with your local U.S. Embassy.
Passengers who have not applied for and received travel authorisation via ESTA prior to travel may be denied boarding, experience delayed processing or be denied admission at the U.S port of entry. However, neither possession of a visa, nor meeting the basic requirements for travelling visa-free on the VWP, guarantees admission to the United States. As with most countries, the final determination of admissibility is made by immigration officials at the port of entry.
Important reminder: If you are refused boarding or denied admission at the US port of entry you will still be subject to our cancellation charges in accordance with the terms of our contract with you.
We recommend that you carry your ESTA approval with you when you travel.
All queries in relation to this requirement should be addressed via the US Embassy Consular department.
Please be aware that some other agencies have set up websites that ask for a more substantial amount of money to organise your Visa Waiver registration, these are unnecessary and sometimes fraudulent, so please be careful and use the suggested official US Embassy website.
Travelling to Canada?
Canada has introduced a new entry requirement, known as an eTA, for visa-exempt foreign nationals travelling to Canada by air. British citizens, Europeans, Australian and New Zealand passport holders must apply prior to travel – it costs CAD$7 to get an eTA and it will be valid for up to five years. For more details and to apply please visit www.cic.gc.ca/english/visit/eta-start.asp to apply. Exceptions include U.S. citizens and travellers with a valid visa.
During your trip
Leaders
You must abide by the authority of the tour leader and their word is final; if the leader deems you to be unfit or unsuitable for a particular activity, you may not be allowed to participate with the rest of the group. If by choice or necessity you leave the group, we will not be able to supply alternative services, leaders, activities or any refund.
Adventure travel warning
Whilst we ensure that all activities are operated to the local legal standard and that risk assessments are carried out annually, many of our holidays do carry an element of risk.
On many of our tours, the areas are remote and events far less predictable than on a conventional holiday. Health, safety and operational standards, particularly of hotels and transport, are often not up to levels we have come to expect. We require that all the properties and transport we use comply fully with local regulations, but we do not guarantee the same standards as in your home country. If you choose to travel on this type of holiday, you must be prepared to accept that this is all part of the experience.
Outdoor activities are weather dependent to an extent and some can become dangerous in certain conditions. If the leader feels there is any heightened level of risk involved in activity, they may amend it as they see fit or cancel it, in which case we will do our best to offer an alternative activity.
Adverse weather conditions, political situations and a host of other uncontrollable factors can mean a change in itinerary. It is unlikely that an itinerary would be substantially altered, but if changes are necessary, we will make the best possible alternative arrangements which maintain the integrity of the original itinerary. We will do everything we can to minimise the effect, but we cannot be held responsible for the impact of changes outside our control.
Crime and other security risks exist in all countries and whilst travelling in a group is a safeguard, it is not a guarantee of safety. We will take all reasonable care of you, but we cannot do this adequately if you do not at all times take sensible precautions yourself.
Your Financial Protection
Exodus is fully licensed and bonded as a tour operator. We hold Air Travel Organisers Licence (ATOL) number 2582 issued and bonded with the Civil Aviation Authority (CAA). We are also bonded to the International Air Transport Association (IATA) and we are members of Federation of Tour Operators (FTO) and ABTA – The Travel Association. This means you can book your Exodus holiday with confidence, as all monies paid to us for your trip are fully protected.
Exodus Membership details:
ATOL (Air Travel Organisers Licence): 2582
ABTA – The Travel Association: Licence number: Y 0751
IATA (International Air Transport Association) Licence number: 91239702
Programme specific information
Cycling:
Local bike conditions
1) From 1st January 2016 onwards, a hire bike will be included in the price of all cycling holidays, excluding our Drop Bars trips and UK trips. At the time of booking we will need to take your height in order to reserve equipment.
2) There may on occasions be insufficient bikes available in the correct size; we will endeavour to find suitable alternative equipment, but this cannot be guaranteed. We will tell you before you book whether suitably sized bikes are available.
3) The equipment remains the property of the supplier and you may not sell, hire out or part possession with the equipment.
4) You must not misuse the equipment and must return it in the same condition as when received (ordinary wear and tear excepted). The supplier is entitled to charge for any damage caused to the equipment during the period of hire.
5) You must ensure that the equipment is adequately secured when not in use. In the event of the equipment being lost or stolen, you may be liable for the replacement value of the equipment
6) You must not use the equipment whilst under the influence of drink or drugs and should immediately notify the Supplier in the event of breakdown or loss.
Bringing your own bike
Any client bringing their own bike will receive a discount off the price of the holiday; you will need to advise us at the time of booking if you are taking your own bike. Any clients bringing their own bike should ensure they have adequate cover for loss, damage or theft under their travel, home contents or a specialist insurance policy as if Exodus is confident that we have taken all reasonable care to ensure the safety of your bike, in the rare event of loss, damage or theft you will need to claim under you own insurance policy.
Winter:
Snow reliability
We have taken care to select locations that have good snow reliability and during normal winters, all the activities we describe should be possible. In the event of poor conditions, we will do our best to get you to the nearest available snow or to arrange a suitable alternative package of similar activities. We are not able to offer a guarantee of snow, nor will we regard poor snow conditions immediately prior to a trip to be a valid reason for cancellation, as conditions can change very quickly and just one fall of snow can improve conditions considerably.
Equipment
On almost all trips we supply all the specialist equipment you will need for the included activities. For skiing trips, hire of skis, boots and poles is paid locally; details are in the Trip Notes. If you would prefer to bring your own equipment, please inform us at the time of booking.
Walking:
Altitude
As detailed in the Trip Notes, some of our trips go to altitude (3000m and above) where there is a risk of being affected by Acute Mountain Sickness (AMS). Our itineraries are designed to enable everyone to acclimatise to these altitudes, but you should be aware that it is still possible for you to be affected. A number of medical conditions can reduce the body’s ability to acclimatise and may make you more susceptible to AMS. If you are worried about any pre-existing medical condition or if you are unsure of your own physical ability, we recommend that you seek medical advice prior to booking.
Family
Child Prices
Discounted child prices are valid for children aged 5-14 years at the time of booking.
Rooming arrangements
The Trip Notes provide specific details about rooming arrangements for families of various sizes. In general, however, families of two will have one twin room, families of three will have a triple room where available (although triple rooms will often be a twin room with an additional mattress or bed), families of four will have two twin rooms and larger families will have a combination of twin and triple rooms. On camping trips, tents are usually for two clients only and where communal accommodation is used, all adults and children are put together and privacy will be limited.
Whilst we do our very best to ensure that families are allocated rooms close together, we cannot guarantee this as most family holidays take place in peak season, so we have little control over the location of rooms.
Travelling as a family
On all trips, local staff are there to help ensure the holiday runs as smoothly as possible and to sort out the best possible alternatives in the unlikely event that it does not. What they cannot do is act as child minders or babysitters. They will treat your children as “small adults”, but it is your responsibility to look after your young ones. During free time or if you decide to opt out of a part of the itinerary, you are responsible for your family and any arrangements that may need to be made. Under no circumstances should this responsibility fall on our staff or any fellow travellers outside your immediate family.
Age requirements
The minimum age for each Family Adventure itinerary and activity is shown in the Trip Notes and brochure. These ages apply to the date of departure, not the date of booking and therefore, for each family booking there must be at least one child under the age of 18 years. Regrettably we cannot accept unaccompanied children under the age of 18 years. There is no upper age limit, but as most holidays are quite active we may ask clients over the age of 80 to send a letter confirming their understanding of the nature of the holiday and that they are fit enough to participate fully.
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