Soaring Expeditions

Terms & Conditions

Booking Your Trip and Payment Details

1. Booking Process

"To make a booking please follow the procedure shown on our website or ask for an offline application form." Applicants under 18 require parental consent. A contract is established once the company receives a completed form and deposit. The booking acknowledgement through the website does not constitute confirmation until the invoice is dispatched.

2. Deposit and Payment Schedule

"A minimum deposit of $100.00 US$ per person must accompany the booking." The company encourages installment plans with 30% due three months before departure. Full payment is required six weeks prior to departure; bookings made closer to the date require immediate payment. Failure to pay by the deadline results in automatic cancellation with applicable fees.

3. Price Coverage and Adjustments

"The price quoted for any trip covers the cost of the planning, the organization and carrying out of the trip, including supplies, accommodation, administration and staff, except for" vaccination fees, travel insurance, flights, passports, visas, personal equipment, and expenses excluded on invoices. The company reserves rights to correct errors and adjust prices for transportation costs, taxes, or exchange rate changes. "Only if the amount of any increase in our costs exceeds 2% of the total cost of your trip will we levy a surcharge." Surcharges over 10% permit cancellation with full refund.

4. Travel Insurance Requirements

"It is essential that you have adequate and appropriate cover for your trip including any adventurous activities such as trekking at altitude." Coverage must include cancellation protection from booking date and medical expenses including evacuation and repatriation.

5. Health and Medical Fitness

At booking, participants confirm they are in good health and physically capable of completing all trip aspects. Those with medical conditions or disabilities must contact the company beforehand. "If any information given in the application form or medical questionnaire is shown to be materially incorrect or incomplete, we reserve the right to cancel your booking or terminate your participation."

6. Special Requests

"Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on your invoice or any other documentation is not confirmation that the request will be met." All special requests are subject to availability unless specifically confirmed in writing.

Cancellations and Changes

7. Cancellation Charges

Written cancellation notice is required. Charges:

8. Insurance Recovery

Cancellation charges may be recoverable through travel insurance; claims go directly to insurers. Partial cancellations triggering price recalculations will result in re-invoicing.

9. Place Transfers

"You may transfer your place to someone else (introduced by you) if you are prevented from travelling, providing we are notified not less than 2 weeks before departure." All supplier costs must be paid before transfer completion.

10. Trip Modifications

Changes depend on practicality and availability with potential associated costs. The company charges no amendment fee but passes through supplier costs. Date changes are treated as cancellations with applicable charges.

11. Itinerary Modifications

"The itinerary is a guide to which we will attempt to adhere, but it may be necessary to alter this at short notice" due to weather, road conditions, or force majeure. Content remains similar when reasonably possible. Additional costs from weather delays are shared by mutual agreement.

12. Changes and Cancellations by the Company

Trips require minimum participant numbers. "If the minimum number of bookings required for a particular trip has not been received, we are entitled to cancel it." Cancellations for insufficient bookings require 28-day notice. "Significant change" is defined as alterations with major trip impact.

When significant changes occur, customers choose: 1. Accept modified arrangements 2. Book alternative trip at same or lower price 3. Cancel for full refund

Compensation applies unless changes result from force majeure or insufficient bookings. No compensation for minor changes. After-departure changes due to force majeure allow no refunds or compensation.

13. Force Majeure Definition

"'Force majeure' means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid." Examples include war, natural disasters, adverse weather, and similar uncontrollable events. "We regret we cannot accept liability or pay any compensation where the performance of our obligations under our contract with you is prevented or affected by 'force majeure'."

Liability and Responsibility

14. Company Liability

"We promise to make sure that the trip arrangements we have agreed to make, perform or provide as applicable as part of our contract with you are made, performed or provided with reasonable skill and care." The company accepts responsibility for death, personal injury, or deficient services resulting from failure to exercise reasonable care by staff, employees, agents, or suppliers.

The company is NOT responsible for injuries, illness, death, loss, damage, or expenses resulting from customer actions, third-party acts beyond control, or force majeure. The company accepts no liability for non-contracted services supplied by third parties.

Claims are evaluated against contracted promises and local laws at the service location. Local legal compliance satisfies requirements even if Mongolia regulations differ, except for safety feature absence.

Limitation of Liability:

15. Delays

"We regret we are not in a position to offer you any assistance in the event of delay at your outward or homeward point of departure." Airlines may provide compensation; customers must pursue carriers directly. Arrival at departure points remains customer responsibility.

16. Supplier Conditions

Suppliers operate under their own terms, which may limit liability for death, injury, delays, or loss/damage.

17. Staff Decisions and Behavior

"While the trip is in progress, all decisions are made by Soaring Expeditions staff and you must act in accordance with all reasonable instructions you are given." Staff may withdraw participants if presence endangers safety, order, discipline, or trip success.

"If in our reasonable opinion or in the reasonable opinion of any other person in authority, you behave in such a way as to cause or be likely to cause danger, upset or distress to our staff or to any third party or damage to property, we are entitled, without prior notice, to terminate your trip."

Withdrawn participants receive no refunds and must cover all resulting costs. Participants indemnify the company against losses from their actions. Customers are liable for any damage caused, with full payment due to accommodation owners or suppliers immediately.

18. Passport and Visa Requirements

"All visitors to Mongolia require a visa unless they come from one of the visa exempt countries or countries that can obtain a visa on arrival." Passports must be valid for minimum six months from arrival. Customers bear all documentation costs. "We regret we cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry all required documentation."

Customers reimburse the company for fines or penalties incurred due to missing documentation.

19. Complaints Process

Problems must be reported immediately to trip guides and service suppliers. "Any verbal notification must be put in writing and given to our trip guide / local agent and the supplier as soon as possible." Unresolved issues must be reported using provided contact details. Written complaints to the company must occur within 14 days of trip completion, referencing booking reference and details.