Cancellation and refund policy 

Fit4Expeditions LLP Cancellation and Refund Policy

The following statements can be found in our Terms & Conditions Policy but to ensure you are clear about the cancellation and refund policy we have laid it out here. If you have any queries about our cancellation and refund policy, please get in touch with us via email.

1. Payment & Refund Policy 


1. Price of Trip

 At the time of booking you will be advised of the current trip price. Once the booking is confirmed the price of your trip is guaranteed and will not be subject to any surcharges. Equally, if the trip is subsequently reduced or discounted you will not be entitled to any refund. 

    2. Deposit 

In order to make a booking we require a deposit for each person travelling. The deposit varies depending on the trip but this will be stated in the booking email. Upon payment of the deposit, the remaining balance of the trip must be paid in full at least two months prior to the trip departure (ie. if the trip begins on the 1st March, the full balance must be paid by 11.59pm on the 1st January). If the trip is in the UK, the full balance must be paid at least one month prior to trip departure. If the full balance is not paid by this due date we reserve the right to cancel your booking and retain the deposit paid or payable at this stage. If you book with less than two months (or one month for UK trips) before the departure date then full payment is due at the time of booking. If extensions or extra services are booked a separate deposit may be required. In this instance we will make you aware of the deposit and additional payment in writing. 

It is very important that before booking your flights or transportation for the trip you should ensure that the minimum number of participants has been reached and the trip is guaranteed. We will inform you via email when the trip becomes guaranteed or you can contact us via email to check. In the case that the minimum number of participants is not reached and therefore the trip is unable to run, we will refund all your payments but we will not be responsible for any costs, expenses or losses you incur as a result. 

Client commitment: 

  1. Pay deposit for trip at point of booking

  2. Pay remaining balance at least two months before trip departure date (or at least one month for UK trips)

Our commitment: 

  1. We will inform clients when the trip is guaranteed so they can proceed with booking flights or transportation when the minimum of participants is confirmed. This will be no later than two months before the international trip departure or one month before in the case of a UK based trip.

  2. Refund all payments made to Fit4 if minimum number of participants is not reached and trip is cancelled 

2. Trip cancellations and changes 

a. In the instance you cancel your booking

You may cancel your confirmed booking at any time before departure. Depending on when you cancel, you may be entitled to a refund as per Table 1. 

Timeframe of trip cancellation  Money to be refunded 

More than 2 months prior to departure  All monies refunded except deposit 

Between one - two months before departure  25% of total trip cost refunded 

Less than one month before departure  No refund possible 

      Table 1

If you are unable to attend the trip you can transfer your booking to another person. This must be completed in writing at least 14 days before departure and may be subject to additional charges. 

b. Insignificant changes to trip made prior to or post departure 

Insignificant changes refer to but are not limited to changes to planned accommodation/hospitality, adjustments to the daily itinerary with no changes to the main objective of the trip or members of staff. 

This is adventure travel, and many of our trips visit remote areas, where events tend to be less predictable. Despite thorough planning and organisation, our trip itineraries can never be taken for granted like regular holidays. Many of the places that we visit do not have the same quality of emergency health and safety services that are available in Western Europe and North America. Road transport may be uncomfortable and unreliable, and hotels may not meet the standards taken for granted in Western Europe or North America.

The nature of our trips require arrangements and participants to be flexible. A variety of factors, including weather, transport difficulties and political instability, might make it necessary to amend the itinerary. The activities in the pre-outlined itinerary must be considered as aims and not contractual obligations. It is necessary that when you make your booking with us you accept this flexibility. The majority of amendments are likely to be insignificant and we hold the right to make these. 

When such changes are made prior to departure we will contact you in writing; if the trip has commenced we will inform you as early as practicable. No compensation is payable for insignificant changes. 

       c. Significant changes 

Occasionally, significant changes are required for circumstances beyond our control and we may be required to make significant alterations to the arrangements of your confirmed booking and/or special requirements. 

Significant changes could include but are not limited to date changes and/or change in location.

Clause 1 and 2 outline the procedure for where significant amendments to the itinerary are necessary. 

(1) In the event that we must significantly alter any of the main characteristics of your confirmed arrangements or confirmed special requirements, we will provide you with the following information in writing as soon as possible:

i)  the proposed alteration(s) and any impact they have on the price of your trip 

ii) in the event that you do not wish to accept the alteration(s) we will inform you of: 

  • details of any substitute package we are able to offer 

  • your entitlement to cancel your booking and receive a full refund if you do not accept the alteration(s) or any substitute package offered

  • the period within which you must inform us of your decision and the outcome if we do not receive a response

(2) If you choose to cancel your booking in accordance with clause 1 or we do not hear from you within 14 days of sending the proposed itinerary changes we will refund the total paid. No compensation will be payable or other liability accepted where a change results from unavoidable or extraordinary circumstances (see below).

     d. If we cancel the trip: 

Occasionally, it may be necessary to cancel confirmed bookings. 

We hold the right to terminate your contract in the event: 

i) we are prevented from performing your contracted trip as a result of unavoidable and extraordinary circumstances (see extraordinary circumstances below) and we notify you of this as soon as reasonably possible 

ii) the minimum number of participants has not been achieved and we have to cancel the trip. 

We will notify you of any cancellation in writing and refund all monies you have paid to us within 14 days of the effective date of cancellation. We will have no further or other liability to you including in respect of compensation or for any costs, expenses or losses you incurred as a result (such as the cost of flights and other services which you book independently in connection with your trip). You will not be entitled to any additional compensation. 

       e. Unavoidable and extraordinary circumstances 

In the event that unavoidable and extraordinary circumstances occur once the trip has commenced, we regret we cannot accept liability or pay any compensation where the performance of our obligations under our contract with you is prevented or affected, or you otherwise suffer any damage, loss or expense of any nature, as a result. 

‘Unavoidable and extraordinary circumstances’ defines a situation which is beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Such situations are likely to include (whether actual or threatened and not limited to) war, riot, civil strike, terrorist activity, industrial dispute, natural disaster, volcanic activity,  adverse weather conditions, fire, flood, an outbreak of a serious illness, closure, restriction or congestion of airports, other transport hubs or airspace, flight restrictions imposed by any regulatory authority or other third parties. Our decisions in deciding whether such circumstances have occurred will be guided by advice from the UK Foreign, Commonwealth & Development Office. 

Client commitment: 

  1. Understand and accept that the amount you will be refunded if you cancel your trip, as found in Table 1

  2. Understand and accept that insignificant changes may be necessary for the trip to run and such changes will not entitle you to any refunds or compensation

  3. Understand and accept that you will be informed in writing of any significant changes prior to the trip departure and you will be entitled  to cancel your booking for a full refund

  4. Understand and accept that if the trip is cancelled due to unavoidable and extraordinary circumstances, we will refund all monies paid to Fit4 within 14 days of the cancellation but we will not be liable for any costs, expenses or losses you incurred as a result of the cancellation 

Our commitment: 

  1. If you cancel your trip, we will refund you as per Table 1 

  2. Due to the nature of our trips, insignificant changes may be necessary and we will inform you of any changes as soon as practicably possible

  3. If we make significant changes to the trip you will be able to cancel your place, if desired. We will then refund any monies you paid to Fit4 within 14 days 

  4. If it is necessary to cancel the trip, we will refund any monies you have paid to Fit4 within 14 days of the cancellation notification 

3. Delayed flight or denied boarding

Should your flight or transport to the trip’s start destination become delayed or cancelled we regrettably are unable to offer any form of refund should you miss the trip departure. We will endeavour to provide appropriate assistance to make the trip possible for you. In this instance we are unable to guarantee such services and such services may incur additional costs. If your transport is delayed or cancelled you may be entitled to compensation from the airline/transport company, you must pursue the transport company for any payments due to you. 

Client commitment: 

  1. Understand and accept that if you are delayed to the trip’s start destination we are unable to offer any form of refund if you miss the trip departure.

Our commitment: 

  1. If you are delayed, we will endeavour to make the trip possible for you. This may incur additional costs. 

     4. Pandemics and other public health emergencies 

We both acknowledge our obligations to comply with any official guidance from governments or local authorities, both in the UK and whilst away regarding global health pandemics and other global crises that may arise. Please note that we will have no liability for any refunds, compensation, costs, expenses or other losses of any kind incurred by you (including, where applicable, the cost of medical treatment), in the following circumstances:

(1) If you or anyone in your booking party test positive for diseases/infections within 14 days of the departure date you must notify us as soon as possible. You may be required to provide proof of your positive result. If in the case, current government guidelines (in either your departure or arrival destination) do not permit international travel we will offer you the following options where possible:

i. Postpone your trip to a later date, if available. We will notify you of any additional costs associated with the new trip.

ii. You may be able to transfer your place on the trip to another person nominated by you, there may be some additional charges associated with this. The feasibility of this will depend upon the timeframe in which we are notified. 

iii. Cancelling your trip, in which case we will follow our cancellation policy according to the date of cancellation by you. You may be entitled to claim these costs back from your travel insurance.

If you test positive for an illness during the trip, please notify us without delay and we will provide reasonable assistance depending on the circumstances. However, we will not be responsible for covering the cost of any curtailment of your trip, missed transport arrangements, additional accommodation required, or other associated costs incurred by you. We advise you to take out a travel insurance policy which covers these costs. 

(2) You fail any tests, checks or other measures imposed by a supplier, airline, port or airport, border control authority or other government body or local authority or fail to submit for testing or assessment when requested to do so, and as such you are denied entry to board the flight, entry to the destination, access to the services or you are otherwise unable to proceed with the trip, or that portion of the trip. 

Client commitment: 

  1. Inform Fit4 of any positive infection test results within 14 days of trip departure

  2. Be prepared to follow any mandatory regulations in countries of travel 

Our commitment: 

  1. In the case you are unable to travel, we will endeavour to transfer your booking to a future trip or another participant. If these options are not possible, we will follow our cancellation policy, as referred to in Table 1. 

5. Travel Insurance 

If you are joining an international Fit4 trip (ie. trip is not taking place in the UK) or you are an international client on any trip, it is essential that you are covered by a comprehensive travel insurance policy before departure covering all applicable dates of travel. Please send us a copy of your policy document and insurance policy number no later than 14 days before departure, so we can verify its suitability. We reserve the right to cancel your booking at any time before departure if we are not satisfied that you have appropriate insurance. In this case, you will not be entitled to any refund.