Booking Terms

Last updated: November 4, 2025. For bookings prior to this date, please refer to the booking terms and conditions in your travel account.

Booking Terms

Trip inclusions

The advertised trip price is per person, based on two people sharing a room (double occupancy). Included in your trip price are all accommodations, all transportation during your trip, standard bikes and other equipment, expert guides, entrance fees (excluding Galapagos Islands National Park Entrance Fee) and experiences, most meals, and snacks as detailed in your itinerary. Travel to the starting point and from the ending point of your trip, as well as entry requirements (such as valid passports, visas, or vaccinations), is your responsibility.

We strongly recommend Travel Insurance

Comprehensive travel insurance is mandatory for all trips in the Himalayas, Africa, and South America, and strongly recommended for all other destinations. Coverage must include emergency medical, evacuation, and repatriation. Proof of insurance is required before travel for mandatory destinations. Failure to provide this may result in the cancellation of your booking with applicable Cancellation Fees.

Payment options

1. Standard Payment
Deposit: 25% due at time of booking, payable by all major credit cards in your local currency (USD, CAD, GBP, EUR, AUD, NZD). No credit card fees apply.
Final Payment: Due 120 days prior to your trip. Final payment can be made by check in US Dollars or bank/wire transfer, and most credit cards in your local currency (USD, CAD, GBP, EUR, AUD, NZD). A 3% credit card fee applies. As most guests opt to pay by credit card, this fee will be applied to your invoice after your booking has been made. Should you wish to pay by check or wire, please notify us before making your final payment, and the fee will be removed.

2. Pay in Full & Save 10%Book with a non-refundable full payment and enjoy 10% off. This option is available for trips departing at least 180 days from your booking date. Please note that bookings made with this option are non-refundable and cannot be changed. This offer cannot be combined with any other promotions. Use promo code PIF10 when booking online to claim your savings.

3. Booking within Final Payment Due Date
If you book within 120 days prior to your trip, we require full payment when you book so we can immediately request your accommodations with our partners. If we can’t secure your accommodations, you’ll receive a full refund.

If your payment isn't received by your due date, we may cancel your reservation, and cancellation fees will apply.

We often publish our prices more than a year in advance. Between that time and the time of your trip’s departure, we may be faced with cost increases (for example, foreign currency fluctuations, fuel surcharges, and increases in the cost of services, etc.), and as a result, we may apply a surcharge. If you pay in full at the time of booking, these surcharges will not apply.

Change of Trip or Departure Date

You may change your trip and/or departure date, subject to availability, at any time up to 120 days before your scheduled departure date. If a new trip is booked, the trip price as of the date of change applies.

A change of trip and/or departure will take effect from the date we receive notice in writing. We strongly recommend comprehensive travel insurance that covers cancellation and change penalties.

Cancellation and Refunds

Cancellation by You:

121 days or more before trip departure: 100% of payments already made by you will be held as a lifetime credit, or you can opt for a refund less a cancellation fee of $500.

120-91 days before trip departure: The balance of all payments made by you will be refunded after deduction of a cancellation fee of 50% of the full booking value.

90-0 days before trip departure: No refund applies.

A cancellation by you will take effect when we receive notice in writing. No refund applies if you depart early from a trip (voluntarily or involuntarily). No refunds will apply for missed or unused services, including, but not limited to, accommodation, activities, and meals. We strongly recommend comprehensive travel insurance.

Cancellations by Us

We are occasionally required to cancel a trip for reasons beyond our control, including when the minimum number of guests required to operate a trip is not reached. If your trip is canceled, you may transfer to an alternate departure for no additional fee, transfer to an alternative trip (subject to any difference in price), or receive a full refund.

Cancellations due to Force Majeure

In circumstances where a cancellation is necessary due to conditions or events beyond our control, including but not limited to natural disasters, pandemics, border restrictions, terrorism, or political instability, we will endeavor to transfer your booking to an alternative departure or trip, or offer a credit that can be used towards the balance of any new booking.

Credits and Refunds

All credits and refunds will be less any non-refundable expenses incurred by us. If your booking is changed or transferred for any reason, the Booking Conditions in effect on the date your new booking is made will apply. We are not responsible or liable for any additional expenses you may incur because your booking is canceled or changed, including, but not limited to, visas, vaccinations, medical expenses, clothing, equipment, testing, quarantine, travel insurance excess, or flights.

Using your deposit or credit:

You can use your deposit or credit towards any payment (deposit, final payment, tour extras) at any time with any of our three sister brands (Active Adventures, Austin Adventures, Discovery Bicycle Tours). You can transfer your credit to any other person nominated by you. Deposits and credits are valid for 24 months.

Reservations with multiple travelers:

By completing the booking form and accepting these Terms and Conditions, you agree on behalf of yourself, and all others named on your booking, and you confirm that you are authorized to accept these conditions on their behalf. You also confirm that those named on your booking agree to their booking information being visible to the other guests on your booking in our secure online “My Account”.

Participation Agreement and Release of Liability

Parties and Application
Between: Active New Zealand Limited Partnership trading as Active Adventures, referred to as “the Company”.
And: The traveler named in the booking confirmation “the Traveler”.

All references in this Participation Agreement to, “we”, “our” and/or “us” should be taken as referring to the Company.

All references in this Participation Agreement to, “I”, “you” and/or “my” should be taken as referring to the Traveler.

All Travelers must individually agree to the Participation Agreement (parents/guardians must agree on behalf of minors).

Introduction

I have carefully read the terms and conditions stated in these pages. In consideration for the right to participate, I agree as follows:

Statement of Understanding

Although the Company has made reasonable efforts to assure my safety while participating in the trip and activities offered, I understand that certain risks, dangers, and hazards are inherent. These include, but are not limited to, physical and mental fatigue, slips, falls, and collisions, encounters with wild animals, varied terrain, altitude-related illness, changing weather conditions, acts or omissions of the public or other participants, accident, or illness in remote areas without the possibility of immediate evacuation or availability of medical supplies or facilities, accidents occurring during travel associated with the trip, and exposure to infectious diseases. Encountering these risks, dangers, and hazards could result in physical injuries, death, or damage to personal property. I understand that it is impossible for the Company to list in this agreement every inherent risk, danger, or hazard associated with participating. I understand and appreciate, however, that I may encounter these and other inherent risks, dangers, and hazards not specifically listed in this agreement at any time. I also understand that the trip may include free time. Any activities not included during such free time are undertaken solely at my own risk and therefore the Company, its guides, or any other representatives are not liable or responsible for my actions.

I understand that due to the nature of the activities undertaken, for my safety during some of the itineraries (e.g., the
African bush), the local guides may be armed (with weaponry) or carry other protective equipment (e.g., bear spray).

Assumption of Risk & Liability Waiver

I accept and assume all the inherent risks, dangers, and hazards associated with participation, whether known or unknown, including those specifically identified above. I am voluntarily participating with the knowledge of the dangers involved. I therefore release and discharge the Company and its owners, directors, employees, subcontracted activity and service providers, and business partners from liability for bodily injury, death, property damage or theft, and any of the consequences thereof, arising from my participation in the trip. This release specifically includes, but is not limited to, any damage to, loss of, or theft of luggage, personal effects, or other personal property brought or used during the trip. I acknowledge that I am solely responsible for the safekeeping and care of my belongings, and that the Company does not provide insurance coverage for personal property. I enter into this release of liability on behalf of myself and those members of my party who are under 18. I certify that I am the parent or guardian of any such minors.

Equipment

The Company may provide me with equipment for my use. The Company checks this equipment before each tour; however, I am responsible for checking the equipment upon receipt, that it is suitable for use, as well as alerting guides of any changes in the condition of the equipment that may occur during my use. I understand that I am in exclusive control of any such equipment once the Company provides it to me. I acknowledge that I have read the gear list, I agree to adhere to the recommendations, and I will carry or wear what is suggested by the guides throughout the trip and during any activity.

Consent to First Aid

I provide consent, should the need arise, for my guide to administer first aid to me and any minors traveling with me. I fully release, indemnify, and hold harmless the Company from any and all actions, and any and all claims, for damages whatsoever which may hereafter arise as a result of any first aid, treatment in response to a set of signs or symptoms and/or the administration of any medication in response to a medical, implied consent or emergency situation that involves myself or any minors traveling with me.

Health and Safety

I agree to adhere to the Company’s health and safety measures. I also agree to disclose any pre-existing medical condition and/or physical or mental condition, disability, or injury.

Photographs and Filming

The Company reserves the right to take photographs and/or videos of me during the trip. There may also be photographs and/or videos shared in trip WhatsApp groups. I agree that the Company may use any such photographs and/or videos for business purposes without payment or other consideration.

Program Changes

The Company strives to maintain the trip as advertised. On occasion, conditions beyond the control of the Company may necessitate changes, modifications, or alterations to the itinerary; the substitution of accommodations; or the omission or substitution of specific advertised activities. I accept that the Company may make such decisions in its sole discretion and is not responsible or liable for any expenses or losses that may result from those decisions.

Travel delays

I agree to be at the trip departure point at the agreed departure time. If I miss the start of my trip, any costs for additional travel arrangements to join the trip will be my own.

Travel documents

I acknowledge that it is my responsibility to make sure that I have all necessary travel documents (e.g., passports, visas, vaccines, insurances, etc.) for my journey. The Company is not liable for any disruption to my travel or any associated costs incurred as a result of me failing to have the correct travel documents.

Trip Reservation and Details

My payment of the required deposit and execution of this Participation Agreement constitute consent to all the provisions of the booking conditions and any associated information provided prior to execution, including the itinerary and the provisions contained in this Participation Agreement. The Company provides no warranty, representation, or terms and conditions regarding the trip other than those specifically stated in this agreement. I acknowledge that the Company is the tour operator and that I have no contract or agreement with any other person or Company.

Complaints

In the unlikely event that I encounter any issues during my trip, I agree to raise them at the time with the Company’s guides or staff. The Company will endeavor to find a suitable solution as quickly as possible.

Governing Law

This Agreement shall be governed, construed, and enforced in all respects in accordance with the laws of New Zealand.

Privacy

The Company acknowledges the privacy and data protection obligations it owes to its guests under the EU General Data Protection Regulation (“GDPR”), effective May 25, 2018. These updated obligations are expressed in the Company’s Privacy Policy (see https://activeadventures.com/privacy-policy/) (https://activeadventures.com/privacy-policy/)).

ACTIVE ADVENTURES, ACTIVE NEW ZEALAND, and the ACTIVE ADVENTURES and ACTIVE NEW ZEALAND logos are trademarks of Active New Zealand Limited Partnership.

Active Adventures
Queenstown Central, 1st floor D1-06, 19 Grant Road, Frankton, QTN 9300

EMAIL US (mailto:service@activeadventures.com) | CONTACT US (https://activeadventures.com/contact/) | SET UP MEETING (https://engage.activeadventures.com/meetings/activeadventures/speak-with-us)