Terms and Conditions
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 tour participant 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.
A detailed itinerary will be provided to all tour participants on the first day of the tour. The itinerary is subject to change due to circumstances beyond our control including weather, political upheavals, delayed/changed flights or at the sites themselves: for example on our crop circle tours, the itinerary is flexible according to the locations of new crop circles, although all attractions mentioned on the itinerary are covered. 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, acts of war and/or terrorism, war, God, or nature. Should any change be made to the itinerary, we will endeavor to ensure a comparable alternative is provided.
Average fitness levels are recommended for all journeys and most 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, provided the participant notifies Dancing Spirit Tours at the time of registration. The onus is on each participant to ensure that they are medically fit to undertake the tour.
All prices are shown on a per person sharing rate with a single or triple supplement. Double, twin and single rooms are usually available and your preference will be specified on the booking forms. If you are traveling alone and are happy to share with another single in a twin room, please let us know and we will endeavor to partner you with another single traveler. If this is not possible, the single supplement will apply.
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.
Journey Inclusions & Exclusions
Inclusions and exclusions vary from journey to journey, however, specifics are listed under each journey itinerary. As a rule, personal documentation and visa costs, departure taxes, 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 are not included. Prices quoted are subject to change in the event of any unforeseen increases in fuel costs including currency fluctuations (relevant to aircraft or travel and transfer services) and/or Government levies/taxes.
All travelers require a passport valid for at least 6 months after the date you 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 travel agent or relevant consulate 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 & Payments
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. If you register for a future journey (with the exception of Vienna, please see below), you are automatically entitled to receive a full refund for your deposit up to 1 year (365 days) prior to the start of the journey. Your deposit becomes non-refundable within 364 days prior to the start date of the journey. Trip Guides (day-to-day itineraries) are available a minimum of 380 days in advance of a tour. 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 before your deposit becomes non-refundable so you have a chance to consider the detailed itinerary.
If you cancel within 364 days of the start date of the journey, your deposit is transferable to any other journey that begins within 2 years of the cancelation date. Note that our Vienna tours require a non-refundable deposit to secure your reservation. Full payment is required 90 days before travel (unless otherwise stated on the journey page). Full payment for all Vienna tours is required 180 days before travel. 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. Payments can be made by credit card or bank / wire transfers. For alternative payment arrangements or queries, contact [email protected]
Please note that we require minimum numbers for the journeys to operate. Should the minimum number of participants not be reached, we will re-cost the journey based on the number of confirmed guests or, if possible, tailor make an itinerary best suited to your requirements. If confirmed participants 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. We strongly recommend that all travelers take out travel insurance including trip cancellation insurance. 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 or any other circumstances outside the control of Dancing Spirit Tours are not the responsibility of Dancing Spirit Tours. Cancellations for any of these reasons will not be eligible for any form of refund.
Unless otherwise stated on the specific terms and conditions listed on every journey page. 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.
60 – 89 days – 50% of the balance tour price (after deposit) is non-refundable.
less than 59 days and no shows – 100% of the total tour price is non-refundable.
Cancellation Fees for all Vienna tours are as follows:
Upon registration — a non-refundable deposit of $2,500.
179 -90 days – 50% of the balance tour price (after deposit) is non-refundable.
less than 89 days and no shows — 100% of the total tour price is non-refundable.
Refunds and Unused Services
No refunds will be made for no-shows or any other unused services irrespective of whether they form part of the inclusive tour price or are in respect of pre-booked optional arrangements.
Currency Exchange Rates & Bank Charges
All prices are in American Dollars, as stated on the relevant tour page. This protects our clients from currency fluctuations. The onus is on the client to ensure we receive the full amount due, without bank charge deductions. If you wish to remit your payment in a currency different to the cost currency, please use the Scotia Bank of Canada´s exchange rate at http://www.scotiabank.com/rates/fxrates.html for the most up to date conversions as a guideline, however, actual Bank rates on the day of payment will apply.
Individuals are responsible for their own personal insurance. Personal items, such as jackets, cameras, purses and daypacks are the sole responsibility of the owner. We strongly recommend tour participants take out personal travel insurance including baggage, medical and trip cancellation insurance. Should you require assistance, please contact [email protected] for recommendations.
Journeys may include camps/lodges that are situated in Malaria areas. Please consult a general practitioner, pharmacist or travel clinic, and establish what precautions will be required. 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.
Accreditation & Passenger Liability
All local ground operators contracted by Dancing Spirit Tours or its partners are accredited tourism companies. Service providers carry passenger liability.
In order to offer the most comprehensive offering possible, Dancing Spirit Tours has researched various Affiliate options and has endeavored to select the appropriate affiliate partners. Dancing Spirit Tours takes no liability whatsoever, for any dealings between the affiliate partners shown and any client or site visitor who engages them through a banner click through.
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 is 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 it´s 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 resorts 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 passengers. 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 resulting from the inability for journeys to depart as scheduled, such as cancellations due to acts of war and/or terrorism, war, God, or 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 tour participant.
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.