Booking Terms and Conditions

1. General

These Booking Terms and Conditions (“Terms”) govern all bookings made with Five by Five (5x5) Tours (“we,” “us,” “our”). By making a booking, you (“you,” “your,” “traveler,” or “group leader”) agree to be bound by these Terms.

2. Booking Process

  • Bookings must be made online.

  • A booking is not confirmed until you receive written confirmation from us.

  • Group bookings must be made by a group leader who accepts responsibility for all members.

3. Payments

  • A non-refundable deposit (amount specified per trip) is due at the time of booking.

  • The balance is due no later than 30/45/60 days before departure (timeline varies by trip).

  • Bookings made within this window require full payment upfront.

4. Cancellations & Refunds

a. By You

  • All cancellation requests must be made in writing.

  • Refunds, if any, are processed as follows:

    • More than 60 days before departure: refund minus deposit

    • 30–59 days before departure: 50% refund

    • Fewer than 30 days: no refund

  • Some components (e.g., ground transport, event tickets) may be non-refundable regardless of timing.

b. By Us

  • We reserve the right to cancel a trip due to low enrollment, force majeure, safety concerns, or other unavoidable reasons.

  • If this happens, you’ll receive a full refund or an alternate option.

5. Changes

  • Post-booking changes are subject to availability and may incur administrative fees.

  • Name changes may be possible depending on airline or ticketing policies.

6. Travel Documents

  • You are responsible for valid government-issued ID and any required travel documents.

  • No refunds will be given if you are denied travel due to missing or invalid documents.

7. Inclusions & Exclusions

  • Your booking includes only what is listed in the official itinerary.

  • Personal expenses, travel insurance, and meals not listed are not included unless stated otherwise.

8. Air Travel

  • Flight schedules may change.

  • We are not responsible for delays or disruptions due to airlines, weather, or unforeseen events.

9. Accommodation

  • Lodging will match what’s listed in your package if included.

  • We reserve the right to substitute accommodations with a similar or better property.

10. Event Tickets

  • Tickets are non-refundable and non-transferable.

  • If an event is canceled, we follow the organizer’s refund policy.

11. Minimum Numbers

  • Some tours require a minimum number of participants.

  • If that number isn’t met, you’ll receive an alternative or full refund.

12. Travel Insurance

  • Strongly recommended.

  • You are responsible for your own coverage (trip interruption, medical, baggage, etc.).

13. Health & Fitness

  • You must be fit to travel and take part in planned activities.

  • We reserve the right to remove any traveler unable to safely participate.

14. Liability

  • Our liability is limited to the total amount paid for your booking.

  • We are not responsible for third-party actions or events beyond our control.

15. Code of Conduct

  • Disruptive behavior may result in removal from the tour without refund.

16. Force Majeure

  • We are not liable for delays or cancellations due to natural disasters, war, pandemics, or government restrictions.

17. Governing Law

  • These Terms are governed by the laws of Alberta and applicable Canadian laws.

18. Amendments

  • We may update these Terms at any time. The version in effect at the time of booking will apply.