booking, re-scheduling & cancellation policy
How to Book
To book a trip, please get in touch via email. Before any money is exchanged, we'll have a conversation to ensure the trip is a good fit for your experience, expectations, and goals. A booking is confirmed once we have received your completed booking forms and a 25% deposit.
Deposit & Payment
A 25% non-refundable deposit is required to secure your place on a trip.
The remaining balance is due 60 days before departure unless otherwise stated.
If the final balance is not paid by the due date, Mountain Immersive reserves the right to cancel your booking and retain the deposit.
Cancellation & Rescheduling by You
More Than 60 Days Before Departure
Reschedule: Transfer your booking and deposit to another Mountain Immersive trip within 24 months at no additional cost.
Cancel: Receive a refund of all monies paid, less the 25% deposit.
30–60 Days Before Departure
Reschedule: Transfer your booking to another Mountain Immersive trip within 12 months. The original deposit is not transferrable.
Cancel: Receive a refund of 50% of the total trip cost if all money has been paid.
Less Than 30 Days Before Departure
If you cancel within 30 days of departure, we will make reasonable efforts to fill your place. If your place is filled, you will receive a refund of all monies paid, less the 25% non-refundable deposit. If your place cannot be filled, no refund will be available.
Transferring Your Booking
You may transfer your booking to another person at any time, provided they meet the requirements of the trip and complete all required booking documentation.
No transfer fee applies.
Trip Numbers
Some trips require a minimum number of participants to operate safely and sustainably.
If minimum numbers are not met, Mountain Immersive reserves the right to cancel or postpone the trip.
In this situation, participants will be offered either:
A full refund of monies paid to Mountain Immersive; or
The option to transfer all payments to another Mountain Immersive trip.
Changes to Itineraries
Mountain Immersive trips take place in dynamic environments where weather, trail conditions, transport schedules, local regulations, safety considerations, and other factors can affect the planned itinerary.
While we always aim to deliver the experience as advertised, Mountain Immersive reserves the right to modify routes, accommodation, transport, activities, guides, campsites, schedules, or other aspects of a trip where necessary.
These changes do not entitle participants to a refund and are considered a normal part of adventure travel.
Cancellation or Changes by Mountain Immersive
Mountain Immersive reserves the right to modify, postpone, reroute, or cancel a trip where necessary due to circumstances beyond our reasonable control, including but not limited to:
Severe weather
Natural disasters
Political instability or civil unrest
Government travel restrictions
Border closures
Epidemics or pandemics
Safety concerns
Supplier failures
Transport disruptions
Any other unforeseen circumstances that may affect the safe operation of the trip
Where a trip is cancelled by Mountain Immersive before departure, participants will be offered either:
A transfer of all monies paid to another Mountain Immersive trip; or
A refund of monies paid, less any non-recoverable costs already incurred on behalf of the trip.
Examples of non-recoverable costs may include accommodation deposits, permits, transport bookings, local staffing costs, administration fees, supplier charges, or other expenses that cannot be recovered.
Mountain Immersive is not responsible for any additional costs incurred by participants, including but not limited to flights, accommodation, visas, travel insurance, equipment purchases, vaccinations, loss of earnings, or other personal expenses.
Travel Insurance
Comprehensive travel insurance is strongly recommended and may be mandatory for certain trips.
Participants are responsible for ensuring they have suitable cover for trip cancellation, medical expenses, emergency evacuation, personal belongings, and any activities undertaken during the trip.
Participant Responsibility
Participants are responsible for ensuring they:
Meet the fitness and experience requirements of the trip.
Disclose any relevant medical conditions or concerns.
Hold valid passports, visas, permits, and any other required documentation.
Follow the reasonable instructions of Mountain Immersive staff and local partners where safety is concerned.
Why We Have These Policies
Mountain Immersive is a small business operating highly personalised experiences in remote environments. Significant planning, administration, logistics, permits, accommodation, transport, and local partnerships are often organised well in advance of each trip.
These policies help us operate sustainably while remaining fair and flexible for participants.
Questions
If anything is unclear, please get in touch. We're always happy to discuss the details before you book.