Terms and Conditions

General Definitions

In the terms and conditions below, a person who is registered on a Dancing Spirit Tours journey is referred to as ‘traveller’, ‘participant’, ‘pilgrim’, and/or ‘guest’. These terms are synonymous with one another. 

A Dancing Spirit Tours product  is referred to as ‘tour’, ‘pilgrimage’, ‘journey’, and/or ‘trip’. These terms are synonymous with one another. 

Each journey information page includes specific terms and conditions relevant to that tour, which supersede the general terms and conditions listed here and can vary from tour to tour (especially payment and cancellation fees). If an item is not specifically covered in the terms and conditions stated on each journey page, it will fall under the general terms and conditions listed on this page. The onus is on the traveller to read, understand and accept both the general and specific terms and conditions of each journey and are binding on each participant once a booking and payment have been made.

Trip Guide / Journey Itinerary

A detailed hour-by-hour itinerary will be provided to all participants at the Welcome Orientation on the first day of the tour. The itinerary is subject to change due to circumstances beyond our control including scheduling changes, force majeure, weather, acts of war and/or terrorism, political upheaval, disease outbreak, acts of God, or nature, delayed/changed flights or at the sites themselves: for example on our crop circle tours, the itinerary is flexible according to the condition, location, and existance of new crop circles. Dancing Spirit Tours reserves the right to change the journey leader, tour guide, sightseeing, locations visited and/or accommodation should the need arise for any reason including scheduling changes, force majeure, weather, acts of war and/or terrorism, political upheaval, disease outbreak, acts of God, or nature. Should any change be made to the itinerary, we will endeavor to ensure a comparable alternative is provided.

Fitness Levels

Average fitness levels based on your age group are recommended for all journeys and most tours include some amount of walking. Some of the journeys involve walking up steep hills, stairs and across fields, and entering into enclosed spaces such as caves and underground chambers. Optional modifications to the itinerary will be offered in most cases, provided the participant notifies Dancing Spirit Tours at the time of registration that they are unable to participate in activities described in the Trip Guide or that they are below average fitness. The onus is on each participant to ensure that they are medically fit to undertake the journey.

Accommodation

All prices are shown on a per person rate. Single, double, twin and triple room availability vary based on capacity. The onus is on the tour participant to select your preferred room type at the time of registration. If you are traveling alone and are happy to share a twin room with another solo traveler, please let us know and we will endeavor to partner you with another solo traveler. If this is not possible, Dancing Spirit Tours will inform you and you will be offered a single room if it available, at your cost, should you decide to register for the single room.

Reservation Process

Please select the Register Now button on any of the Journey pages and complete the online registration form in full. This will be sent to us and we will process the reservation subject to availability. Please ensure that you complete the required booking documents, as stated in your registration confirmation email, at the time of reservation to ensure that we have your correct personal information.

Inclusions & Exclusions

Inclusions and exclusions vary from journey to journey, however, specifics are listed in each journey’s Trip Guide. To request a Trip Guide for any journey, email [email protected]ittours.com. As a rule, personal documentation and visa costs, departure taxes, emergency medical, travel and trip cancellation insurance, telephone calls, excess baggage charges, medical requirements including inoculations or vaccinations, meals and beverages not specifically mentioned in inclusions, laundry, optional extra tours, gratuities not specified and items of a personal nature, and costs associated with emergency situations are not included. Prices quoted are subject to change in the event of any significant, unforeseen cost increases like: increases in fuel costs, currency fluctuations (relevant to aircraft or travel and transfer services) and/or Government levies/taxes or other reasons.

Travel Documentation

All travellers require a passport valid for at least 6 months after the date you are scheduled to return to your home country, together with onward travel documents and sufficient funds for the duration of the stay. The onus is on the traveler to ensure passports and relevant visas are current and valid. Sufficient blank VISA pages in your passport (not endorsement pages) are also required by certain immigration authorities; please ensure that you have at least 3 blank, double facing pages in your passport prior to travel. If there are insufficient blank pages in your passport then entry into a country could be denied. All passport holders should verify with their relevant government body concerning visa entry requirements. If travelers are extending their journey to other countries, please establish entry requirements for those countries as well. Applications, costs and relevant documentation are the responsibility of the traveler. Dancing Spirit Tours, their staff and their agents, cannot be held liable for any visas or travel documents not held by the traveler nor any costs relating to refused travel by airlines or the authorities.

Deposits

Reservations are accepted on a first come, first served basis, as space is limited. To secure your place, a deposit is due at time of reservation. We are unable to reserve a place on the tour without a completed registration form, required booking documents, and payment of the deposit.

For Recurring Journeys (tours that have a published Trip Guide) your deposit is 100% refundable up to 365 days prior to the start date of the journey. Your deposit becomes non-refundable within 364 days prior to the start date of the journey. If you cancel between 31 – 364 days before the start date of the journey, your deposit is transferable to any other journey that begins within 2 years of the cancelation date. If you cancel within 30 days of the start date of the journey, your deposit is forfeit and not transferable. 

Deposits can not be transferred more than once. For example, you cancel Trip A and transfer your deposit to Trip B, but if you subsequently cancel Trip B, your deposit is forfeit and can not be transferred to an additional journey.

New Journeys may not have a Trip Guide yet, but they sell out fast. Secure your spot by placing a deposit and we will send you the Trip Guide when it is available so you have a chance to consider the detailed itinerary before confirming your booking. For New Journeys, you are automatically entitled to receive a full refund for your deposit until the Trip Guide is published. Once the Trip Guide (day-by-day itinerary) is published for a New Journey, travellers are notified by email and given a 14-day window to decide whether to confirm their booking, thus making the deposit non-refundable, or whether to cancel their booking and receive a full refund for the journey.

Payments

Full payment is required 90 days before the start date of the journey (unless otherwise stated on the journey page). Refer to the below section on cancellation fees for cancellations made after the date full payment is due. Please refer to the specific terms and conditions part of each journey page for specific date deadlines for deposits and payments. If no specific terms and conditions are outlines on the specific journey page, these general terms and conditions apply.

Tour Cancellation by Traveller

Unless otherwise stated on the specific terms and conditions listed on every journey page, the following cancellation conditions apply. Cancellations after payment of the deposit or balance must be in writing and are subject to the following penalties:

–> Upon registration – deposit in the amount specified on the Booking Page is non-refundable within 364 days of the start date of the journey, but is transferable to any other journey with a start date within 2 years of the cancelation date, unless the participant cancels within 30 days of the start of the journey, in which case the deposit is forfeit. 

–> 60 – 89 days – 50% of the tour price (minus deposit) is non-refundable, 100% of the deposit is non-refundable, but is transferable to any other journey with a start date within 2 years of the cancelation date.

–> 31 – 59 days – 100% of the tour price (minus deposit) is non-refundable, 100% of the deposit is non-refundable, but is transferable to any other journey with a start date within 2 years of the cancelation date.

–> less than 30 days and no-shows – 100% of the tour price (minus deposit) is non-refundable, 100% of the deposit is non-refundable and non-transferable.

Minimum Participants

Please note that we require a minimum number of participants for the journey to operate. Should the minimum number of participants not be reached, we will re-cost the journey based on the number of confirmed travellers or, if possible, tailor make an itinerary best suited to your requirements. If confirmed travellers choose not to accept the new costing or tailor made alternative, the journey will be cancelled and a full refund of the payment received will be given. Dancing Spirit Tours is not responsible for additional costs incurred by travellers besides the cost of the Dancing Spirit Tours journey. Flight, transportation, other tour operators, and accommodation/activity costs outside of the inclusions in the Trip Guide for the journey are not the responsibility of Dancing Spirit Tours and will not be compensated. For this reason, we strongly recommend that all travellers purchase travel insurance including emergency medical and trip cancellation insurance. Dancing Spirit Tours does not sell travel insurance.

Tour Cancellation by Dancing Spirit Tours

Dancing Spirit Tours is not responsible for conjunction air tickets or additional travel arrangements booked through any source. Cancellations due to travel advisories, acts of war or terrorism, acts of God, natural disasters, strikes, technical problems, political upheaval, disease outbreak, force majeure, or any other circumstances outside the control of Dancing Spirit Tours are not the responsibility of Dancing Spirit Tours. Cancellations by Dancing Spirit Tours for any of these reasons will not be eligible for any form of refund.

Currency Exchange Rates & Bank Charges

All prices are in American Dollars (USD), as stated on the relevant Trip Guide. This protects our travellers from currency fluctuations. The onus is on the travellers to ensure we receive the full amount due, without bank charge deductions. If converting payments from another currency to American Dollars, the onus is on the traveller to remit the most current actual Bank conversion rates on the day of payment will apply.

Payments can be made by credit card or bank / wire transfers. If you choose to pay by bank transfer, please do it in person with a teller at your bank in order to ensure bank transfers are free from error. Dancing Spirit Tours is not responsible for any errors made by tour participants or tellers administrating bank transfers. All bank transfer fees are the responsibility of the tour participant. For payment arrangements or queries, contact [email protected]

 

Travel Insurance

We strongly recommend travellers purchase travel insurance including emergency medical and trip cancellation insurance on their entire trip, including the Dancing Spirit Tour for which they are registered. We also recommend purchasing emergency medical insurance for abroad. Travellers are responsible for their own personal insurance. Dancing Spirit Tours does not sell insurance or recommend one insurance company over another. Personal items, such as jackets, wallets, cameras, purses, luggage and daypacks are the sole responsibility of the owner. We strongly recommend travellers purchase personal travel insurance that includes baggage, medical and trip cancellation insurance. Should you require assistance, please contact [email protected] for recommendations.

Medical Information

Journeys may include camps/lodges/accommodations that are situated in areas of infectious disease. Please consult a general practitioner, pharmacist or travel clinic, and establish what precautions and vaccinations are required for your journey. Dancing Spirit Tours does not give medical advice. Please discuss all other travel related medical questions with your general practitioner prior to travel. Some countries require yellow fever inoculation prior to travel. Please check for all required immunizations with your nearest travel clinic or general practitioner.

Special Requests & Dietary Preferences

Special requests and dietary preferences should be specified at the time of booking on the required booking documents. Whilst every effort will be made to fulfill these requests, Dancing Spirit Tours cannot guarantee that these requests will be met. It is the responsibility of the traveller to ensure their own dietary restrictions and needs are met prior to consuming food and drink.

Accreditation & Passenger Liability

To the best of our knowledge, all local ground operators contracted by Dancing Spirit Tours or its partners are accredited by  local tourism authorities.

Affiliate Partnerships

Dancing Spirit Tours has researched various Affiliate options and has endeavored to select the appropriate affiliate partners, including travel agents. Dancing Spirit Tours takes no liability whatsoever, for any dealings between the affiliate partners.

Responsibility Clause

Dancing Spirit Tours acts as a tour operator and/or booking agent. The local ground handlers and suppliers providing transportation, sightseeing arrangements, meals and accommodation for the duration of the tour are independent contractors and are not agents or employees of Dancing Spirit Tours. All travel documents for tour services issued by Dancing Spirit Tours are subject to the terms and conditions specified by the suppliers and ground handlers and the laws of the countries in which the services are supplied. By agreeing to utilize the services of Dancing Spirit Tours, the tour participant agrees that neither Dancing Spirit Tours nor its employees will be liable as per the terms and conditions stated on this website. www.dancingspirittours.com 

Dancing Spirit Tours is not responsible for any changes in schedule, strikes, delays, acts of governments, acts of God, fires, riots, theft, pilferage, epidemics, quarantine, medical or customs regulations, accident, loss, injury, or damage to you or to those traveling with you, in connection with any accommodation, transportation or any other services, resulting directly or indirectly from any occurrence or conditions beyond its control, including defects in vehicles, breakdown in equipment, thefts, delays or cancellation. Neither shall be liable for any delay, inconvenience, loss of employment, upset, disappointment, distress or frustration, whether physical or mental, resulting from the act or omission of Dancing Spirit Tours. In addition, neither Dancing Spirit Tours, nor its employees shall be liable for any damage, loss, claim, cost or expense arising out of personal injury, accident, death, loss, damage or delay of baggage or other property. 

Dancing Spirit Tours cannot be held responsible for the late arrival of passengers at airports or destinations due to weather, acts of God or any other incident outside their control, nor are they to be held liable for payment or any refund for unused hotel accommodation or meals occasioned by such late arrivals. No person, other than a representative of Dancing Spirit Tours authorized by a document in writing, may vary, add or waiver any term or condition of this website. Dancing Spirit Tours and suppliers contracted for services reserve the right to refuse to accept or retain any person whose behaviour is deemed likely to affect the smooth operations of a tour, or adversely affect the enjoyment or safety of other travellers. Dancing Spirit Tours, it’s agents, and suppliers shall be under no liability to any such person for refund, compensation, repatriation or any other matters arising. Dancing Spirit Tours is not responsible for circumstances beyond it’s control including trip cancellations by Dancing Spirit Tours resulting from the inability for journeys to depart as scheduled, such as due to acts of war and/or terrorism, war, disease outbreak, epidemics, force majeure, forces of God, and/or forces of nature. Written notice of any claim against Dancing Spirit Tours must be received no later than fourteen (14) days after the date that services were provided to a traveller.

Privacy Policy

Dancing Spirit Tours recognizes that privacy is important. In order to provide you with the services that we offer, we will collect some personal information from you which will only be used to facilitate your travel with us and will never be sold, rented or given to any third parties other than airlines, hotels and ground handlers who partner with us in providing you travel services, and then only for the purposes of your trip. We will always safeguard your personal information to the best of our ability. Upon registration and leading up to the journey we will use your data, including your name and the email address you provided us, to send you emails with information pertaining to the journey. This data is stored securely and used through a third party email management system. We will also need to collect payment information in order to process checks and/or credit cards. This information will only be collected through secure means using proven third-party tools and will not be stored or retained by Dancing Spirit Tours.

At the conclusion of each journey we will delete all personal information we have gathered from you with the exception of your name, mailing address, phone number, email, and payment history for our business record requirements. In addition, we comply with the ‘Right to be Forgotten’ laws that state you can request, in writing, for us to delete all personal information we have on file, including emails and and other contact information.

Our privacy policies are in compliance with the British Columbia Business Practices and Consumer Protection Act, the British Columbia Personal Information Protection Act, and the European Data Protection Board’s General Data Protection Regulation.

Photo & Video Release Form

Each client is given a Photo Release Form at the time of registration with the option to grant Dancing Spirit Tours permission to publish photographs and videos recorded during the duration of the Journey. Participation is voluntary and the client will receive no financial compensation for the use of any recording of their likeness.

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