Terms and Conditions
Updated: June 2023
General Definitions
In the terms and conditions below, a person who is registered on a Dancing Spirit Tours pilgrimage is referred to as ‘pilgrim’ or ‘traveler’. A Dancing Spirit Tours product is referred to as a ‘pilgrimage’, ‘journey’, or ‘trip’. These terms are synonymous with one another.
Each pilgrimage information page includes specific terms and conditions relevant to that pilgrimage, which supersede the general terms and conditions listed here and can vary from pilgrimage to pilgrimage (especially 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 pilgrim to read, understand and accept both the general and specific terms and conditions of each pilgrimage and are binding on each pilgrim once a booking and payment have been made.
Trip Guide / Journey Itinerary
A detailed hour-by-hour itinerary will be provided to all pilgrims at the Welcome Orientation on the first day of the pilgrimage. 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 existence 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 pilgrimages and most include some amount of walking. Some of the pilgrimages 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 pilgrimage.
Accommodation
All prices are shown on a per person rate. Single, double, and twin room availability vary based on capacity. The onus is on the pilgrim 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 pilgrim, please let us know and we will endeavour to partner you with another solo pilgrim. 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 pilgrimage to pilgrimage, however, specifics are listed in each journey’s Trip Guide. To request a Trip Guide for any journey, email [email protected]. 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 pilgrims 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 pilgrim 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 pilgrims are extending their pilgrimage to other countries, please establish entry requirements for those countries as well. Applications, costs and relevant documentation are the responsibility of the pilgrim. Dancing Spirit Tours, their staff and their agents, cannot be held liable for any visas or travel documents not held by the pilgrim 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 and payment of the deposit.
Your deposit is non-refundable. Up until 6 months of the start date of the pilgrimage, your deposit is transferable one time only to any other pilgrimage that begins within 1 year of the cancelation date. 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 another pilgrimage.
Payments
Full payment is required 120 days before the start date of the pilgrimage. Refer to the below section on cancellation fees made after the date full payment is due.
Cancellation by Pilgrim
Cancellations must be in writing and are subject to the following penalties:
—> 119 – 61 days – 50% of the pilgrimage price (not including the deposit) is non-refundable.
—> less than 60 days and no-shows – 100% of the pilgrimage price (not including the deposit) is non-refundable.
For example, you paid in full for a pilgrimage with a total price of $6,000, with a $1,500 deposit. If you cancel 80 days prior to the start date, you are entitled to a refund of $2,250.
Minimum Participants
Please note that we require a minimum number of pilgrims for the pilgrimage to operate. Should the minimum number of pilgrims not be reached, we will re-cost the pilgrimage based on the number of confirmed pilgrims or, if possible, tailor make an itinerary best suited to your requirements. If confirmed pilgrims choose not to accept the new costing or tailor made alternative, the pilgrimage 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 pilgrims besides the cost of the Dancing Spirit Tours pilgrimage. Flight, transportation, other tour operators, and accommodation/activity costs outside of the inclusions in the Trip Guide for the pilgrimage are not the responsibility of Dancing Spirit Tours and will not be compensated. For this reason, we strongly recommend that all pilgrims purchase travel insurance including emergency medical and trip cancellation insurance. Dancing Spirit Tours does not sell travel insurance.
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 pilgrims from currency fluctuations. The onus is on the pilgrims 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 pilgrim 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 pilgrims or tellers administrating bank transfers. All bank transfer fees are the responsibility of the pilgrim. For payment arrangements or queries, contact [email protected]
Travel Insurance
We strongly recommend pilgrims purchase travel insurance including emergency medical and trip cancellation insurance on their entire trip, including the pilgrimage for which they are registered. We also recommend purchasing emergency medical insurance for abroad. Pilgrims 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 pilgrims purchase personal travel insurance that includes baggage, medical and trip cancellation insurance. Should you require assistance, please contact [email protected] for recommendations.
Medical Information
Pilgrimages 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 pilgrimage. 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 pilgrimage are independent contractors and are not agents or employees of Dancing Spirit Tours. All travel documents for pilgrimage 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, pandemics, 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 behavior is deemed likely to affect the smooth operations of a tour, or adversely affect the enjoyment or safety of other pilgrims. 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 pilgrim.
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 pilgrimage services, and then only for the purposes of your pilgrimage. We will always safeguard your personal information to the best of our ability. Upon registration and leading up to the pilgrimage we will use your data, including your name and the email address you provided us, to send you emails with information pertaining to the pilgrimage. 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 pilgrimage 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 European Data Protection Board’s General Data Protection Regulation and British Columbia Business Practices and Consumer Protection Act, the British Columbia Personal Information Protection Act.
Photo & Video Release Form
Each pilgrim 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 pilgrimage. Participation is voluntary and the pilgrim will receive no financial compensation for the use of any recording of their likeness.