Booking Terms & Conditions

Between the Ears Expeditions Ltd is registered in the United States of America. The company address is 1942 Broadway STE 314C, Boulder, CO 80302. In the context of these Booking Conditions, the terms "you" and "your" refer to clients, that is all individuals listed on the booking, including any additions or substitutions at a later date. "We," "us," and "our" denote Between the Ears Expeditions Ltd, acting as the agent of the operator. Exceptions to the conditions listed below may be considered on a case-by-case basis at the discretion of Between the Ears Expeditions Ltd.

BOOKING CONDITIONS

Between the Ears Expeditions works as an agent in facilitating contracts between you and ride operators. The responsibility for delivering your holiday arrangement lies with the ride operator, who is the counterpart to your booking contract. In our role as an agent, we do not enter into any direct contracts with you for the provision of services, including rides, accommodation, transport, catering, or additional activities. Our responsibility is to share information about the arrangements provided by the operator and communicate on their behalf. 

To initiate a booking, the party leader must complete a booking form on behalf of all party members, thereby binding them to these booking conditions and the operator's terms. The party leader confirms their authorization and age over eighteen. We will confirm your booking by issuing a confirmation on the operator's behalf upon receipt of the required payment. The contractual relationship between you and the operator is established when we provide you with a confirmation.

PAYMENT AND TRIP COST

To confirm your booking, the participant is required to make a deposit of 50%, or full payment if booking within 90 days of departure. The remaining balance must reach us at least 90 days before departure. Failure to meet payment deadlines may result in the cancellation of your booking. Once you receive your confirmation, the price will remain unchanged.

CHANGES AND CANCELLATION BY THE CLIENT

If you wish to make changes to your confirmed holiday, you must notify us in writing by email. While we will attempt to assist, we cannot guarantee meeting all requests. A $50 administration fee per change may be levied, in addition to any costs incurred by the operator.

All deposits and final payments are non-refundable and non-creditable. Trip cancellation insurance is required in addition to emergency medical coverage insurance. In the event you need to cancel, we will reach out to the waitlist to see if someone would like to fill your spot. If we are able to confirm another rider, we are happy to return your deposit less any transaction fees and a $50 administration fee. You are also welcome to transfer your booking to someone else. Transferring your spot to someone else is possible with at least fourteen days' notice and upon completing new booking forms, subject to the same conditions as the initial rider.

Operators may impose their own cancellation charges, clarified during the booking process. Depending on the reason, you may be able to reclaim these charges under your travel insurance policy. 

INSURANCE

Booking conditions mandate that you have adequate insurance covering personal liability, medical issues, and trip cancellation from the contract's inception to completion. Ensure your insurer is aware of travel details and planned activities. Horse riding holidays can be considered high risk and may not be included in the standard terms of your current travel insurance. Please ensure that you are fully covered, in particular with regard to the maximum cancellation amount and if choosing to ride without a helmet. Please make sure you provide details of your insurer and policy number for our records. Failure to arrange suitable insurance may lead to refusal of booking or cancellation, with no responsibility held by the operator or Between the Ears Expeditions for resulting expenses or damages.

CANCELLATION OR AMENDMENT BY THE OPERATOR

In rare cases, the operator may need to alter or cancel a booking. In the event of minor changes, details will be communicated to you.  A minor change by the operator will not result in refunds or alternatives. Significant changes may prompt alternative arrangements, with associated price adjustments. You have the option to accept or refuse the proposed changes and we will provide a date by which you must inform us of your decision. 

If you do not accept the alternative arrangements you are entitled to a full refund. These riding tours take place in remote and rural locations and the operator has the right to change the itinerary to respond to changes in the weather for you and the horses’ safety.  

If a ride requires a minimum number of riders that is not reached, the operator has the right to cancel your booking. We will inform you in the event of a ride participant minimum and the deadline date to confirm the ride’s departure as communicated by the operator to us. The operator has the right to run the ride with fewer riders than the ride minimum and can decide to do so at their own discretion. In the event of cancellation by the operator they will have no liability to you by way of compensation, expenses or any other sums in the event of not meeting the minimum ride participants. 

Between the Ears Expeditions is not liable for any cancellation or alteration by the operator. Between the Ears Expeditions therefore has no responsibility for any costs, expenses, or losses which you incur due to the cancellation, such as flights you made in relation to your booking. 

FORCE MAJEURE

Except as otherwise stated, the operator cannot be held liable for events constituting "force majeure." This includes unforeseeable events beyond their control, such as war, terrorism, natural disasters, and governmental advisories, and all similar events outside their control. No compensation, expenses, or sums will be paid in such cases.

Between the Ears Expeditions Ltd similarly disclaims liability for any claims arising from unavoidable and extraordinary circumstances.

LIABILITY

OPERATOR

The operator is accountable for services according to their terms, applicable laws, and standards which may differ from those of the USA. The operator may limit liability for breaches, negligence, or faults as stated in their terms, such as but not limited to omissions of the operator, employees, suppliers, and third parties who provide services in connection with your trip. While these limitations are often listed in the operator’s terms, there are some states and countries where certain limitations and exclusions of liability may be authorized or approved by the law of that place which may or may not be included in the operator’s terms.

BETWEEN THE EARS EXPEDITIONS

Between the Ears Expeditions functions as the agent of the operator, and we refrain from entering into any agreements with you regarding the provision of various services, encompassing rides, accommodation, transport, catering, or any additional activities, without restrictions. We assume no responsibility for the holiday itself or for the actions or oversights of the concerned operator. Your contract will be governed by the terms and conditions set forth by the operator.

The responsibilities of Between the Ears Expeditions are restricted to supplying information about rides, riding, and other holiday arrangements offered by operators. This involves facilitating your booking with the selected operator and managing communication between you and the operator concerning your reservation. Between the Ears Expeditions disclaims any liability in any capacity for the operator's contract performance, as well as for the acts and/or omissions of the operator, its employees, agents, suppliers, and other third parties involved in your holiday.

We strive to accurately convey the information provided by the operator regarding the holiday arrangement. In instances of errors or omissions, Between the Ears assumes no liability for information transmitted to us in error. In the event that an error is brought to our attention, we will promptly notify you.

If, under any circumstances, we are found liable, our maximum liability to you—when found at fault for any service provided as an agent for the operator (as opposed to services provided by third parties)—is limited to the commission we earn or are due to earn for the specific booking. 

Our liability is capped at the commission earned for the respective booking. We do not exclude liability for death or personal injury due to negligence. Under no circumstances are we liable for indirect or consequential loss or damage or any sum related to or arising from business, including, without limitation, self-employed loss of earnings.

BAGGAGE AND PERSONAL ITEMS

Transportation of baggage involves various conditions, including by horse through the wilderness, and loss or damage may occur. The operator will strive to ensure your belongings are treated with maximum care, but loss or damage may occur. It is recommended not to travel with valuable items, and proper luggage is advised, which might include but is not limited to dry bags and soft luggage depending on the tour. Neither the operator nor Between the Ears Expeditions is liable for lost, stolen, or damaged luggage. Insurance is recommended to mitigate this risk. We suggest you keep a copy of your passport in a separate safe and dry location. 

LIABILITY FOR HORSE RIDING AND THE HORSES

Horse riding is inherently risky and can result in serious injury or even death. You are responsible for your safety, following instructions, and disclosing accurate information about your riding abilities. The operator has the right to deny you the chance to ride if they deem it unsafe or that you have misrepresented your riding ability, and will not owe you any compensation in the event of your riding ability being misrepresented. 

The operator may request a waiver or disclaimer acknowledging that the ride operator is not responsible in the event of your suffering personal injury, death or damage to property. Regardless of if you are asked to sign a waiver or disclaimer or not, neither the ride operators nor Between the Ears Expeditions will be liable in the event you suffer personal injury, death or damage to property as a result of or in connection with horse riding or any horse related activity or which is otherwise caused by a horse or horses or any other animal.

COMPLAINTS AND PROBLEMS

In case of complaints, inform the operator promptly for resolution. Any verbal complaints should be submitted in writing. If dissatisfied, contact Between the Ears Expeditions, and we will assist within our agency's capacity. Responsibility for remediation remains with the operator unless your complaint is directly related to our services in their own right.

If the operator cannot resolve matters while you are on holiday and you remain dissatisfied you must write to us within 28 days of your return with full details and we will share your complaint with the operator. Failure to follow the complaints procedure may impact your right to claim compensation.

SUPPLIER’S CONDITIONS

Independent suppliers provide accommodation, services, and transport. Bookings are subject to supplier conditions, which may limit or exclude liability. Some suppliers may require a waiver. Between the Ears Expeditions has no liability for supplier-related claims.

BEHAVIOR

Upon booking your holiday, you assume responsibility to the operator for any damage or loss caused by you or any member of your party. Full payment for such damage or loss must be directly settled with the operator in a timely manner. Failure to do so renders you liable for any claims resulting from your actions.

Consideration for others is expected. If, in the operator's opinion or that of any other authoritative figure, you or any member of your party behaves in a manner likely to cause danger, upset, distress to a third party, or property damage, the operator can terminate the holiday without prior notice. The individuals involved must leave the holiday arrangements. Neither the operator nor Between the Ears Expeditions bears further responsibility, including any return travel arrangements. No refunds or reimbursement of expenses will be provided by the operator in such termination cases.

SPECIAL REQUESTS & MEDICAL CONDITIONS

If you have specific requests, you must communicate them at the time of booking. While we strive to relay reasonable requests to the relevant supplier, we cannot guarantee their fulfillment. Failure to meet a special request does not constitute a breach of contract on our part. Noting a special request or including it on your confirmation invoice does not confirm its fulfillment unless specifically confirmed. All special requests are subject to availability.

As agents for operators offering riding holidays for experienced riders, the suitability of riding for individuals with certain disabilities, medical conditions, or reduced mobility may be limited. Notify us in writing, providing full details at the time of booking, allowing us to share this information with the operator. If the operator deems accommodation for specific needs unfeasible, they may decline the reservation or cancel if full details were not initially given.

PASSPORTS, HEALTH & VISA REQUIREMENTS

General information about passport, health, and visa requirements for your holiday destination will be provided. Verify requirements for your specific circumstances with relevant Embassies/Consulates and consult your doctor. You are responsible for ensuring you possess necessary travel and health documents before departure. You must cover all costs related to obtaining such documentation. Changes in requirements necessitate checking for updates before departure. We disclaim liability for refusal of entry due to failure to carry required documentation or non-compliance with passport, visa, immigration, or health formalities.

Regularly check the United States government's travel advice before departure, aligning it with your insurance cover.

DELAY

As agents only, we disclaim liability for delays at your homeward or outward departure point. Seek assistance from your carrier in such instances.

PHOTOGRAPHY

We are active on social media and enjoy sharing images and videos of riders on our operator's tours worldwide. We may use photographs or film taken during your trip. If you do not wish for any video or images of you to be shared, please inform us. Written consent from parents or legal guardians is required before taking photographs of children, complying with legal requirements. While we request foreign suppliers to adhere to this requirement, we are not responsible if they do not comply.

GOVERNING LAW

Your relationship with Between the Ears Expeditions, including aspects covered in these booking conditions, is governed by USA law. Disputes, claims, or any matters between you and Between the Ears Expeditions (excluding those with the operator) are subject to the courts of the state of Colorado, USA.

Your contract with the operator follows the governing law and jurisdiction specified in the operator's terms, typically the law and courts of the country where the arrangements are provided.