Terms and Conditions

Payment of your tour deposit, submission of your reservation forms, or manual selection of our terms and conditions during the booking process, equates to agreeing to the terms of services and stipulations as indicated below. You are advised to read the terms and conditions before you book your tour.

1. MULTI-DAY TOURS POLICY

1.1 PRICING + PAYMENT TERMS

1.1.1 Base Currency and Quotation

The base currency for all multi-day group tours operated by Art of Active Travel (“AoB”) is United States Dollars (USD). Prices may also be quoted and payment accepted in the client’s home or local currency upon request, subject to prevailing exchange rates and applicable conversion fees.

1.1.2 Exchange Rate Policy

All prices are determined based on an annually set internal exchange rate. In the event of significant or unforeseen fluctuations in foreign exchange rates, AoB reserves the right to revise tour prices to reflect actual market conditions. Any such revision will be communicated prior to the final payment.

1.1.3 Accepted Payment Methods

Payments can be made by bank transfer or credit/debit card, as outlined below:

Bank Transfer: Preferred for high-value transactions. Clients are responsible for any bank charges or transfer fees imposed by their bank or intermediary banks.

Credit/Debit Card: Payments made via card are processed through secure third-party payment gateways.

1.1.4 Currency and Conversion

All prices are quoted in United States Dollars (USD) unless otherwise stated. Upon request, AoB may quote and accept payment in the client’s local or home currency. In such cases, the exchange rate applied will be based on the rate set by AoB at the time of invoicing. Any bank or conversion charges are the responsibility of the client.

1.1.5 Failure to Pay

AoB reserves the right to treat any booking as cancelled by the client if full payment is not received by the due date. In such cases, standard cancellation terms will apply.

1.1.6 Refunds

• Refunds, if applicable, will be processed in the original currency of payment and are subject to deduction of non-recoverable costs such as bank, transfer, or payment gateway fees already incurred.

1.1.7 Single Supplement (SS)

Guided Group Tours

For guided group tours, we try to match solo travelers of the same sex to share a room, subject to availability.

• Bookings made 120 days or more before departure: The Single Supplement is not mandatory. If no room-sharing match is found, AoB will absorb the Single Supplement cost.

• Bookings made within 120 days of departure: The Single Supplement is mandatory due to limited time to arrange room-sharing.

Guests who prefer a private room may choose to pay the applicable Single Supplement at any time.

Private Guided Tours

For private tours, solo travelers are required to pay a Single Supplement for a private room. We are unable to match solo travelers with other guests booking separately.

All Self-Guided Tours

For self-guided tours, Single Supplement is mandatory, as these tours involve more independent travel and private room arrangements are required.

1.2 CANCELLATION POLICY (if you cancel the tour)

At Art of Active Travel, we work closely with our local specialists to secure boutique stays, vehicles, bikes/equipment and guides well in advance. Our cancellation terms help us honour these commitments while staying fair to our guests.

Our terms vary by trip type and destination. Where Section E (Japan, Africa) applies, its terms replace the terms in Sections A–D for that trip. Section F (Trip Credit) applies wherever referenced.

Cancellations and change requests must be sent in writing to us and take effect on the date we receive them (India Standard Time). "Days before departure" means calendar days before Day 1 of your trip.

A. Scheduled Guided Group Departures

These terms do not apply to Japan, Africa Safari and lodge-based journeys, which follow Section E.

Deposit & Payment

• A 20% deposit is required to confirm your booking.
• Your deposit is fully refundable within 14 days of booking (cool-off period), provided the booking is made 14 days or more before final payment is due.
• The remaining balance is due 60 days before departure.
• For bookings made within 60 days of departure, full payment is required at the time of booking.

Cancellation Fees (Per Person)

• After the cool-off period and more than 60 days before departure, you may choose either:
  – a refund of your deposit less a cancellation charge of USD 200 (or equivalent in your booking currency), capped at the deposit amount; or – your full deposit retained as Trip Credit (see Section F), with no cancellation charge.

• 60 days or fewer before departure
  – Cancellation fee of 100% of total trip price.

Changes Initiated by Guest

• More than 60 days before departure
  – One change of tour or date is permitted per booking, subject to availability, to a departure within 12 months of the original departure date. Any increase in trip price and any third-party costs are payable by the guest, and the terms for the new trip apply.
  – Once a trip is rescheduled, the deposit becomes non-refundable, but it may be retained as Trip Credit if you cancel more than 60 days before the new departure (see Section F).

• 60 days or fewer before departure
  – Changes are treated as cancellations and will incur a 100% cancellation fee.

B. All Self-guided Departures

These terms do not apply to Japan, Africa Safari and lodge-based journeys, which follow Section E.

Deposit & Payment

• A 20% deposit is required to confirm your booking.
• Your deposit is fully refundable within 14 days of booking (cool-off period), provided the booking is made 14 days or more before final payment is due.
• The remaining balance is due 60 days before departure.
• For bookings made within 60 days of departure, full payment is required at the time of booking.

Cancellation Fees (Per Person)

• After the cool-off period and more than 60 days before departure, you may choose either:
  – a refund of your deposit less a cancellation charge of USD 200 (or equivalent in your booking currency), capped at the deposit amount; or – your full deposit retained as Trip Credit (see Section F), with no cancellation charge.

• 60 days or fewer before departure
  – Cancellation fee of 100% of total trip price.

Changes Initiated by Guest

• More than 60 days before departure
  – One change of tour or date is permitted per booking, subject to availability, to a departure within 12 months of the original departure date. Any increase in trip price and any third-party costs are payable by the guest, and the terms for the new trip apply.
  – Once a trip is rescheduled, the deposit becomes non-refundable, but it may be retained as Trip Credit if you cancel more than 60 days before the new departure (see Section F).

• 60 days or fewer before departure
  – Changes are treated as cancellations and will incur a 100% cancellation fee.

C. Guided Private & Custom Guided Departures

Guided Private and custom trips involve bespoke planning, special allocations and advance commitments to our partners. Our terms reflect this additional complexity.

Deposit & Payment

• A 20% deposit is required to begin reservations and planning.
• Your deposit is fully refundable within 14 days of booking (cool-off period) if the booking is made 14 days or more before final payment is due.
• After 14 days, the deposit becomes non-refundable.
• The remaining balance is due 90 days before departure.
• For bookings made within 90 days of departure, full payment is required at the time of booking.

Cancellation Fees (% of Total Trip Price, Per Person)

• 0-90 days before departure: cancellation fee of 100% of total trip price, per person

Changes & Customisation

• Within 14 days of booking
  – You may adjust dates or minor trip elements without change fees, subject to availability.

• After 14 days from booking
  – Changes may incur additional costs or fees based on new availability.
  – Major changes (e.g., new dates, region or significantly different itinerary) may be treated as a new booking, and the original deposit may not be transferable.

D. All Bike & Boat Tours

Bike & Boat Tours involve special allocations and advance commitments to our partners. Our terms reflect this additional complexity.

Deposit & Payment

• A 20% deposit is required to begin reservations and planning.
• Your deposit is fully refundable within 14 days of booking (cool-off period) if the booking is made 14 days or more before final payment is due.
• After 14 days, the deposit becomes non-refundable.
• The remaining balance is due 90 days before departure.
• For bookings made within 90 days of departure, full payment is required at the time of booking.

Cancellation Fees (% of Total Trip Price, Per Person)

• 0-90 days before departure: cancellation fee of 100% of total trip price, per person

Changes & Customisation

• Within 14 days of booking
  – You may adjust dates or minor trip elements without change fees, subject to availability.

• After 14 days from booking
  – Changes may incur additional costs or fees based on new availability.
  – Major changes (e.g., new dates, region or significantly different itinerary) may be treated as a new booking, and the original deposit may not be transferable.

E. Japan & Africa Safari Journeys

These terms apply to all trips in Japan, and to all safari and lodge-based journeys in sub-Saharan Africa, whether guided or self-guided, scheduled, private or custom. They replace the terms in Sections A, B, C and D for these trips.

Journeys in these destinations depend on limited-capacity accommodation (such as ryokans, lodges and tented camps), peak-season allocations, light-aircraft transfers and permits that must be secured many months in advance, often with non-refundable commitments to our partners. Our terms reflect this.

Deposit & Payment

• A 20% deposit is required to confirm your booking and begin reservations.
• Your deposit is fully refundable within 14 days of booking (cool-off period) if the booking is made 14 days or more before final payment is due.
• After 14 days, the deposit becomes non-refundable.
• Wildlife permits (such as gorilla and chimpanzee trekking permits), certain park fees and charter flights must be paid in full at the time of booking and are non-refundable from the date of purchase, including during the cool-off period.
• The remaining balance is due 90 days before departure.
• For bookings made within 90 days of departure, full payment is required at the time of booking.

Cancellation Fees (% of Total Trip Price, Per Person)

• 0-90 days before departure: cancellation fee of 100% of total trip price, per person

Changes & Customisation

• Within 14 days of booking
  – You may adjust dates or minor trip elements without change fees, subject to availability.
  – Wildlife permit date changes are subject to the rules and fees of the issuing authority.

• After 14 days from booking
  – Changes may incur additional costs or fees based on new availability.
  – Major changes (e.g., new dates, region or significantly different itinerary) may be treated as a new booking, and the original deposit may not be transferable.

F. Trip Credit

Trip Credit is issued only for cancellations under Sections A and B, where the guest chooses to retain their deposit as credit instead of a refund.

• Trip Credit equals the full deposit paid, per person.
• Trip Credit can be applied towards any future booking with a departure date within one calendar year of the original departure date. Where a booking has been changed, validity runs from the original departure date, not the new one.
• Trip Credit can be used towards any trip, subject to the terms of that trip.
• Any remaining Trip Credit can be used on a further booking within the same validity period.
• Trip Credit may be transferred once to another named guest, by written request.
• Trip Credit has no cash value and cannot be refunded or extended.
• Once applied to a booking, Trip Credit is non-refundable and will not be reissued if that booking is later cancelled.

1.3 OUR CANCELLATION POLICY (if we cancel the tour)

Please note the following details regarding Art of Active Travel’ Cancellation Policy:

• Art of Active Travel reserves the right to cancel any trip at any time for any reason. On the rare occasions when Art of Active Travel must cancel a trip, all tour payments received to date will be refunded, which constitutes full settlement.
• We reserve the right to cancel any tour that does not reach the minimum level of participation. In the unlikely event that we cancel a tour, you will receive a full tour price refund.
• The refunds will be processed back to the originating card.
• Art of Active Travel is not responsible for any personal expenses incurred due to changes in itineraries or tour cancellations, such as prepaid hotel accommodations or airline tickets. We recommend confirming your trip with Art of Active Travel before making travel arrangements that might be non-refundable as well as purchasing travel insurance.

2. CHANGES

Due to circumstances beyond our control, Art of Active Travel may have to make partial changes to the stated itinerary. Every effort is made to keep changes to a minimum, and our high quality is always maintained. We reserve the right to cancel any tour that does not reach the minimum level of participation. In the unlikely event that we cancel a tour, you will receive a full refund. Art of Active Travel will not reimburse for any personal expenses due to changes in itineraries or tour cancellations, such as prepaid hotel expenses or airline tickets. Art of Active Travel reserves the right to decline a reservation or to refuse service during a tour to anyone whose health or behavior could impede the welfare or enjoyment of fellow guests.

3. TRAVELLER CODE

By paying your deposit and submitting your Reservation Forms (online or offline), you certify your agreement to the following Traveller Code:

• I have chosen a trip that suits my abilities, level of fitness, and state of health.
• I do not have any physical conditions or disabilities that are a hazard to me or other travelers.
• I have a valid passport and all visas, permits, certificates, and vaccinations required for travel.
• I will make sure to communicate any special requests at least 30 days prior to travel. This includes dietary restrictions, medical requirements, and room preferences. I also understand that Art of Active Travel will do all it can to accommodate special requests but cannot guarantee they will be possible.
• I will respect the laws and customs of the countries visited.
• I will respect the rights and privacy of other trip members.
• I understand that travel within a group invariably involves compromise to accommodate the diverse desires, travel goals, personalities, and physical abilities of all group members. Art of Active Travel trip leaders may be required to improvise and exercise good faith, use discretion, and/or make decisions based upon group consensus. These decisions may not always please each individual but are intended to satisfy the larger desires of the group.
• I understand that Art of Active Travel reserves the right to refuse service during a tour to anyone whose health or behavior could impede the welfare or enjoyment of fellow guests. An individual may be asked to leave a trip if the leader feels that the person’s continuing participation may prove detrimental to the individual or the group.
• I understand a road less traveled means access to medical facilities and evacuation services may be limited.
• I understand the weather is out of the Art of Active Travel’ control.
• I affirm that I’m familiar with the use of a multi-speed bicycle and understand that the instruction in the use of bicycles will not be provided by Art of Active Travel.
• I will take care of the bike provided by Art of Active Travel and its local partners during the tour.
• I will always wear a helmet when riding.
• I will not use a mobile phone or any sort of camera while riding.
• I will not wear headphones when riding and I will drink alcohol responsibly.

4. INSURANCE

• Medical insurance that covers medical costs in case of an accident during the trip is mandatory to participate in our tours.
• In addition, we strongly recommend purchasing adequate travel insurance to protect yourself from unforeseen events. Our experience shows that guests who purchase travel insurance—including coverage for trip cancellation, interruption, delay, baggage damage, loss or theft, personal accident, death and repatriation costs, medical and emergency expenses (including Covid-19), and personal liability—travel with greater peace of mind.
• We do not sell travel insurance directly, as we believe our customers should have the freedom to choose a policy that best suits their needs. However, we recommend Insured Nomads as a great starting point.

5. LIMITATIONS OF LIABILITY

Release of Liability: Guests are required to provide a signed Release of Liability and Assumption of All Risks and a completed Personal Information Form prior to final payment.

Last Updated: Oct 1, 2026