GeoEx Terms of Service

Terms of Service

Reservations

The quickest way to make a reservation is to call us at 888-570-7108. We accept VISA, MasterCard, Discover, and American Express credit cards for the initial deposit. For custom trips, GeoEx also charges an itinerary development deposit that will be credited toward the cost of your trip; it is not refundable should you decide to cancel. The balance may be paid by check or credit card. Early reservations are recommended, since group size is limited and some trips require extra preparation time.

When we receive your deposit, we will confirm your space and send you a confirmation packet. This will be followed by a packet that contains a detailed trip itinerary; visa applications; medical, health information and optional Travel Protection Plan information; clothing and equipment recommendations; a suggested reading list; general information on the countries you will be visiting; and our full terms and conditions. Your air tickets, trip roster, and final trip briefing (with contact numbers and group meeting locations) will be sent out approximately three weeks prior to departure.

Land Cost

Prices listed are in U.S. dollars and are based on double occupancy. We endeavor to keep land costs as published. However, since our trips are often planned more than a year in advance, we reserve the right to change land costs due to extraordinary circumstances beyond our control.

For group trips, the land cost is typically based on 6 to 16 full-paying trip members. Trip physicians, staff, or guests of GeoEx (e.g., travel writers/photographers and leaders-in-training) are not included in determining the tier price. On some trips the land cost is higher for smaller groups.

The land cost typically includes: deluxe accommodations; most meals; baggage handling; ground transportation; sightseeing as outlined in the trip itinerary; entrance fees and permits; most gratuities, and the services of English-speaking guides.

The land cost typically does not include: international airfare; domestic airfare on certain trips; en-route expenses to/from your GeoEx trip; passport, visa, excess baggage, and airport departure fees; some meals (to allow for individual choice of restaurants); alcoholic beverages, some gratuities (which are not compulsory), laundry, telephone calls, and other items of a personal nature; expenses resulting from delays beyond GeoEx’s control; or the optional Travel Protection Plan.

Itemization of costs will not be provided. There is a standard payment schedule. At the time of reservation, a minimum deposit of $500 per person is due for group trips, or $1,000 per person for custom trips. The balance is due 120 days prior to departure or upon receipt of the invoice. Payment schedules for cruises, safaris, and some custom trips vary.

Travel Tuesday Promotion

• Eligibility:  Reduced rates are available for new bookings made during the promotion window (December 3 – 6, 2024). No retroactive discounts will be applied. 
• Booking Window: Guests must book one of the featured departures by the end of the promotion period (Friday, December 6) to qualify for the promotional rates. 
• Non-Transferable: The reduced rates apply only to the designated group trips and departure dates and cannot be transferred to other trips or combined with other promotions. 

Cancellation and Refunds

We hope you like what you’ve seen on our website and that you’re inspired to travel with us. To make a reservation, ask a question, or simply share your comments, please get in touch with us.

If it becomes necessary for you to cancel your trip (or any portion thereof), you should notify your travel agent or GeoEx in writing, by e-mail ([email protected]) or by fax (415-346-5535) immediately.

GeoEx will assess a cancellation charge to cover loss of nonrefundable advance payments we have made on your behalf to ground operators and government agencies; communication expenses; and the loss of time that may permit resale of your space. The following cancellation charges will apply:

1) Cancellation charges on air-inclusive packages apply to the entire cost. GeoEx will not grant partial refunds for any unused trip arrangements after the trip has commenced or any refunds to trip members who do not complete any portion of the itinerary. Additionally, cancellation charges for safaris, cruises, air tickets, and custom trips may vary.

2) GeoEx reserves the right to cancel trips that are below the trip minimum (usually five persons). All trip members will be notified a minimum of 30 days before the trip departs and will receive a full refund. In the event of trip cancellation, GeoEx is not responsible for additional expenses incurred by trip members (e.g., nonrefundable “advance purchase” air tickets, medical expenses, and passport and visa fees).

3) Standard Cancellation Charges for Group Trips: Nonrefundable cancellation charge: $500-$1000 per traveler. 120-61 days prior to departure: 50% of land cost. 60 days or less to departure: No refund. At or after trip departure: No refund. Note: We offer a complimentary one-time transfer of deposit on most group trips up until 120 days prior to departure.

4) Standard Cancellation Charges for Custom Trips: Nonrefundable cancellation charge: 35% of trip cost per traveler. 120-91 days prior to departure: 50% of land cost. 90days or less to departure: No refund. At or after trip departure: No refund. Cancellation charges for cruises, safaris, and some custom trips vary.

Travel Protection Plan

An Optional Travel Protection Plan for trip cancellation/ interruption and baggage loss is available at a supplemental cost. This coverage will offset cancellation charges in the event of illness before or during the trip and if you need to cancel for work reasons. Details will be sent to you upon receipt of your trip deposit and you can also review it at: Ripcord Plan Summary. GeoEx includes supplementary medical expense, evacuation, and 24-hour consultation assistance coverage for every trip, at no additional charge.

Late Bookings and International Clients

Those who book within 21 days of departure and international clients may be subject to special courier fees to deliver trip documents and air tickets.

Single Travelers

We will make every effort (if you so desire) to match you with a same-sex roommate when we receive your application. If there is no one with whom you can share accommodations, you will be charged the single supplement fee. If a single room must be assigned to you due to a last-minute roommate cancellation or incompatibility, or for any other reason, the single supplement charge (or applicable pro-rated charges) will be assessed.

Air Transportation

GeoEx has a full-service, in-house, air-ticketing department with decades of experience in arranging complex travel. Unless you are working with a travel agent or specify otherwise, we will assume that you want us to make all domestic and international air reservations according to the trip itinerary. We recommend that you contact our air department as soon as you book your trip. Early reservations ensure the most desired airlines, routings, fares, and departure times. If you are not using us for your air travel, it is your responsibility to give us your air schedule at least 60 days prior to departure so that we may confirm your arrival and departure hotels. For those individuals not arriving or departing on the group schedule, airport transfers are not included in the land cost.

A note of caution regarding discount consolidators and travel websites: First, you should not expect the same level of service from a discount company that you receive if you book your air travel through GeoEx or your travel agent. Discount consolidators and websites sell a large volume of tickets and typically do not offer professional travel planning consultation, particularly in the event of delayed or canceled flights. In the long run, you get what you pay for. If you choose the budget alternative, be extremely careful which company you select and reconfirm all reservations directly with each airline.

Health Precautions and Participant Responsibility

Please see our official Terms and Conditions.

Release and Limitation of Liability

Please see our official Terms and Conditions.

Binding Arbitration

Please see our official Terms and Conditions.