Terms and Conditions

Booking Terms and Conditions

Please read these booking conditions carefully. By making a booking with Wild Roots Expeditions, you acknowledge that you have read and understood these terms and agree to them in full. When returning a booking form, your typed name or digital signature counts as your legal signature and indicates your acceptance of these booking terms and conditions.

Appointment of Agent

By booking with Wild Roots Expeditions, you appoint Wild Roots Expeditions as agent to act on your behalf and make the agreed arrangements and payments for your trip. Wild Roots Expeditions acts as agent and not as owner of the accommodation and other services included in your itinerary. The quoted price includes a tour arrangement fee for the work done before your arrival to plan, assemble, and arrange your tour.

Provisional Booking

All bookings are provisional until availability has been confirmed and the required first payment has been received. If requested accommodation, travel dates, or services are unavailable at confirmation or payment, Wild Roots Expeditions will discuss suitable alternatives with you. A rate amendment may result from an alternative arrangement.

Rates Amendments

Wild Roots Expeditions reserves the right to amend a quoted rate if preferred accommodation is unavailable, exchange rates fluctuate, you request itinerary changes, or third-party suppliers or authorities introduce unforeseen price increases. Minor changes may be absorbed where possible, and the aim is to honour quoted rates and avoid unforeseen adjustments.

Your Contract and Financial Protection

Your booking may be subject to the laws, consumer protections, and financial protection arrangements applicable to the Wild Roots Expeditions legal entity or supplier arrangement used for your trip. Confirm the contracting entity, payment currency, applicable jurisdiction, and financial protection details before making payment.

Commitment Fee

During busy periods, you may be asked to pay a small non-refundable commitment fee early in the booking process. This fee signals your intent to book. If you confirm your booking, the commitment fee counts toward your first advance payment and is not an extra fee. It does not lock you into a specific quote or itinerary.

First Payment

For bookings made more than seven weeks in advance, a first payment of 30% of the full price is required to confirm your reservation, unless a supplier requires a higher deposit. This first payment includes the tour arrangement fee for services rendered and costs incurred before your trip. Part of the first payment may be used to pay supplier deposits and secure availability. Flights and some suppliers may need to be paid in full at booking and may be non-refundable.

Quotes are valid for a limited time. If the first payment is not received by the payment deadline, provisional reservations may lapse and availability may be lost. A booking is confirmed only once the first payment has been received.

Balance Payment

Unless instructed otherwise, the balance is payable at least seven weeks before departure. Some suppliers require earlier full payment, and you may be asked to pay the balance earlier as a result. Bookings made within seven weeks of departure may require full payment at booking. Failure to pay the balance may result in cancellation and forfeiture of the first payment.

Transaction fees, wire transfer costs, cash deposit fees, foreign exchange conversion fees, and bank routing fees are for your account. The full quoted amount must clear into the relevant account. If payment is made in a foreign currency or if services are priced in another currency, Wild Roots Expeditions may recalculate the balance if exchange rates fluctuate significantly.

Changes to Confirmed Bookings

Changes to confirmed bookings may be requested, subject to availability. Changes may result in rate amendments and will only be made if possible and if they do not inconvenience other clients or suppliers.

Changes Made by Us

Every effort will be made to provide the accommodation, services, and activities described and quoted. If unforeseen circumstances require a change, Wild Roots Expeditions will notify you as soon as reasonably possible and discuss suitable alternatives. Weather, traffic, vehicle breakdowns, civil unrest, road closures, supplier issues, maintenance, and other circumstances may require itinerary changes or cancellation of activities. Wild Roots Expeditions may change accommodation, vehicles, transport, meals, guides, and other details when necessary and will aim to offer an alternative of similar value.

Third-Party Suppliers

When third-party suppliers such as accommodation providers, airlines, tour operators, transfer providers, or activity providers are booked on your behalf, their quality and performance are outside Wild Roots Expeditions’ direct control. Standards may differ, availability may be limited, and outside factors such as power interruptions, weather, renovations, supplier operations, traffic, or the behaviour of other guests may affect your experience. If a problem arises, Wild Roots Expeditions will try to resolve it with the supplier. Refunds from suppliers are not guaranteed.

Excluded Items and Spending Money

Your quote and booking confirmation will state what is included and excluded. Unless otherwise stated, excluded items may include international flights, airport taxes, visas, border costs, some meals, alcoholic drinks, gratuities, optional activities, and personal expenses. You are responsible for having a valid payment method and enough spending money for excluded or optional items.

Legal Jurisdiction

The applicable law and jurisdiction depend on the legal entity, supplier arrangement, and payment route used for your booking. Confirm these details before making payment. Any legal action, claim, or dispute will be governed by the jurisdiction stated in your booking confirmation or final approved terms.

Binding Agreement

Acceptance of these terms and conditions is a precondition before payment. By booking with Wild Roots Expeditions, making payment, or returning a completed booking form, you acknowledge that you agree to these terms and conditions. If any provision is invalid, unlawful, or unenforceable, the remaining provisions remain in full force and effect.

Behaviour

You are expected to act within the law and consider fellow travellers, staff, guides, suppliers, communities, and property. If your behaviour endangers staff or other passengers, causes damage, or seriously disrupts the trip, Wild Roots Expeditions may terminate your participation without further liability.

Expectations

Wild Roots Expeditions will discuss your expectations during the booking and travel process and will try to meet them as far as realistically possible. No guarantee is made regarding weather, wildlife sightings, exact travel times, Wi-Fi signal, electricity supply, room allocation, guide allocation, or other unpredictable factors that may affect your experience.