2024 / 2025
General Policies
Cancellation and Refund Policies
No one ever expects to get injured, sick, or have a family emergency the week prior to a trip, but it happens. Probably more often than you think. We put months of work into each trip and event and we budget for them to sell out. This is why all of our trips carry a strict cancellation policy for all of our Multi-day Trips. The guides we hire, lodging we reserve, the food we purchase, and how we funnel our resources all depend on how many people have signed up for the event. Last minute cancellations, regardless of the circumstance, require additional work and the later the cancellation the less of a chance we have to fill the vacant spot. We have decided to apply our cancellation policy to every client. To protect from unforeseen circumstances that may lead to a cancellation and a loss of investment we suggest that participants purchase trip protection.
$100 deposit for all trips is non-refundable. This deposit allows us to continue in-good-faith booking on your behalf for the trip.
The remainder of your trip’s fee must be paid 30 days prior to the trip.
You are entitled to a full refund (minus the deposit) 30 days prior to the trip’s departure. If you do not cancel or book before 30 days prior, we can not refund your fee. There is the opportunity to transfer your spot to another individual. Please note that this is an accommodating version of an industry standard policy.
In addition to our Multi-day Trips, our Ticketed Dinners are also non-refundable. All sales of our Ticketed Dinners are final but transferrable to another person if you can not attend the dinner. We can not save your ticket as a credit to another dinner. We hope you can understand that we do not operate like a restaurant.
Weather Cancellation: All dinners and trips operate rain or shine or smoke. Weather's no reason not to have fun! In case of extreme or dangerous conditions, our tours or dinners will be refunded to you in full.
Trip Run Minimum Cancellation: All of our trips have a minimum number of people to run each trip without cancellation. For group Multi-Day Trips and for our Ticketed Dinners, Windward Adventures has a right to cancel the event if it does not meet participation requirements or for any other circumstance. If for some reason we need to cancel the trip due to lack of participation, you will be issued a complete refund including your deposit.
Windward Adventures’ Cancellation: For group Multi-Day Trips and for our Ticketed Dinners, Windward Adventures has a right to cancel the event due to any circumstance. At which time, you will be issued a complete refund including your deposit.
Payments for Multi-day Trips
Registration Fee: A non-refundable $100 registration fee per person is due at registration
Program Fees/Balance of Fees: Payment due no later than 30 days prior to your scheduled event date. You will be invoiced through Square shortly after your registration online.
Full payment of deposit + trip fee is due at registration when registering within 30 days of the scheduled trip date.
Failure to pay fees on or before the due date will constitute default by participant and result in forfeiture of registration for their trip.
Understanding of Risk / Participant Responsibilities for our Multi-Day Trips
You are choosing to engage in an activity in which guided and non-guided individuals have encountered risk. While those moments are extremely rare, they may occur at any time and be out of our control. We ask that participants acknowledge the risks and hazards of their trip’s activity and make their own choices about whether or not to engage in this activity.
PARTICIPANT RESPONSIBILITIES
Outdoor activity is both an individual challenge and a team endeavor. Each Participant is required to share in the responsibility of the safety and success of the team. For this reason, we ask that each trip participant:
Possess the necessary physical and mental fitness required for the trip’s activity.
Review and understand all trip information.
Update the Windward Adventures team if there are any changes to your health or medical information before departure.
Be properly attired and equipped as outlined prior to your trip.
Act in a considerate manner toward all team members.
Help minimize our environmental impact and follow appropriate Leave No Trace practices.
Describe yourself, honestly and accurately, in terms of fitness, health, skills, abilities, and equipment to your guide staff.
Communicate with your guide staff if there are any changes in your medications or health while on your program.
Adhere to the advice of your guide staff.
Continue to self-assess throughout the program, evaluating your fitness, health, skills, and abilities in terms of the demands required of the program.
Windward Adventures reserves the right to dismiss any participant from a trip or trip activity at any time if the Windward Adventures team determines, in its sole discretion, that the participant is not physically, technically, or psychologically prepared for, or capable of participating in the activity, the participant harasses or demeans anyone in the group, is intoxicated, or for any other reason that may compromise the safety, health, or well-being of the participant or the entire group. If this decision is made, the participant will not receive any refunds or credits and will be financially responsible for all additional costs associated with an early departure, including, but not limited to transportation, hotel reservations, meals, etc.