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Alpenventures UNGUIDED

Cancelation Policy

At Alpenventures UNGUIDED, we want to make your adventure as worry-free as possible. With that, we offer as flexible a cancelation schedule as we possibly can, considering the time-intensive tour booking process in working with huts and other family-owned accommodations.

All customers are advised to purchase travel insurance that will cover their costs in the case of a necessary cancelation.

​Unforeseeable Factors: Outdoor adventure itineraries are subject to a variety of unforeseeable factors, such as changes in hut opening seasons and trail closures. Should any changes be required to a trip for reasons excluding weather and safety conditions, Alpenventures GmbH will work with the customer to find a suitable alternative or will refund the deposit in full.

​Conditions and Safety:  Alpenventures GmbH's customers are expected to be prepared to adventure in a variety of weather conditions, as long as it is safe. Safe alpine conditions cannot be guaranteed and Alpenventures GmbH will not provide any compensation or incur any extra costs if a trip is not fulfilled as planned due to conditions. However, safety is important to us, and Alpenventures GmbH will support our customers on tour in re-booking huts and accommodations as much as possible if the customer and Alpenventures GmbH together deem the conditions as unsafe.*

​*Unsafe conditions are dependent on the activity and can include avalanche danger levels for winter tours, thunderstorms during tours that include summits or high and exposed terrain, or low visibility during tours requiring advanced navigation skills. In most cases, unless extreme or related to climbing or snowpack conditions, rain will not be considered an unsafe condition.

​Changes - Date Changes/Postponing a Tour/Canceling Part of a Tour - All Participants

Many of the mountain huts and small, family-operated hotels we work with do not have a dedicated admin team and sometimes struggle to keep track of reservation changes. In order to ensure the best experience on the trail for all of our customers, we encourage customers to only change reservations when it is absolutely necessary.

Alpenventures GmbH does not have an obligation to accommodate date changes. Should a date change be required by the customer; the following fee schedule applies:

  • More than 30 days prior to the trip start date: 50€ per person administrative fee*, not to exceed 20% of the cost of the tour​​, and less any  deposits/payments already paid to Service Providers by Alpenventures GmbH
  • Between 29 and 12 days prior to the trip start date: 100€ per person administrative fee*, and less any  deposits/payments already paid to Service Providers by Alpenventures GmbH

  • Less than 12 days prior to the trip start date: We will do our best to accommodate your needs, and will provide you with a quote to include the sum of any cancellation fees plus a 150€ per person administrative fee*

For postponed tours, customers are locked in at the tour price that they booked the tour at for 26 months. Add-on pricing will be updated to current rates when the tour takes place.

Customer Cancelation - Full Tour/All Participants

Alpenventures GmbH understands that surprises occur in life. We offer the following cancelation policy: ​

  • More than 30 days prior to the trip start date: we will refund your payments less a 100€ per person administrative fee*, not to exceed 20% of the cost of the tour, and less any  deposits/payments already paid to Service Providers by Alpenventures GmbH

  • Between 29 and 12 days prior to the trip start date: we will retain 80 percent of the trip cost 

  • Less than 12 days prior to the trip start date or once the trip has begun: there will be no refund

TIP: Many accommodations on the Tour du Mont Blanc charge the full cost of the reservation at the time of booking. For this reason, the Tour du Mont Blanc is usually the most expensive tour to cancel. The Alta Via 1 and Best of the Dolomites Trek are also quite expensive to cancel due to high deposit requirements. If you are booking a tour with us and know there may be a need to cancel the tour, we recommend avoiding thesetours.

Customer Cancelation - Full Tour/Some Participants

When one or more tour participants cancel, but other participants continue with the tour, the Cancelation Fee calculation becomes quite complex. In this case, it is only possible to cancel the tour and it is not possible to postpone the tour for only some of the participants.

Here, the Standard Cancelation Policy applies, and additionally, there will be charges for expenses at accommodations where we are not able to adjust the room size to accommodate the smaller group size. This can become very expensive for Classic and Comfort Package tours, especially on routes with very limited availability, such as the Tour du Mont Blanc and the Alta Via 1.

For example, consider a group of 2 that books the Classic Package on the Alta Via 1, and is booked into several private double rooms. If one participant later cancels the tour, it is unlikely that we would be able to find availability in a single room, and possibly not even in a dormitory, for the one who is still doing the Alta Via 1. In this case, in order to keep the itinerary intact for the one traveller, we need to keep the double room, and often, will also need to pay for not only 2 guests to overnight, but also for half-pension (dinner and breakfast) for 2 guests, even when there is only 1 guest (this is a requirement determined by the accommodation). This additional expense that we have to pay will be deducted from the refund for the canceling customer/s.

The cancelation charges in this case will vary for each itinerary. Please reach out to your Adventure Planning Expert if you need a Partial Tour Cancelation.

If you anticipate that one or more members of your group may need to drop off your tour, we recommend booking the Ultralight Package for the best cancelation conditions.

*Administrative fees will not be charged for cancelations that are the result of what qualify under German law as “Hoeherer Gewalt,” or extreme circumstance (an Act of God). Customers may have the possibility to cancel without an Administrative Fee penalty fee in cases such as a major national disaster, a war or terrorist attack that impacts the direct area of the tour. In cases of “Hoeherer Gewalt,” both the Alpenventures GmbH and the Customer have the right to cancel. The balance of outstanding expenses, such as non-refundable deposits, will be split evenly between both parties.

Tour Availability Refund Pledge applicable to Standard Itineraries*

Due to the complex and time-consuming nature of booking our itineraries, we require a booking and a deposit prior to beginning the process of working through availability for that itinerary. Of course, this means that if we don’t find availability for your itinerary, we will refund your full deposit right away.

When you submit your booking, you are committing to booking an itinerary:

  • within the date range you provided in your booking
  • that covers the stretch of trail that you booked
  • that is not more difficult than the longest day of the itinerary on the website for the tour you booked
  • for the number of days you booked
  • for the number of people you booked

If we are not able to meet all of the above criteria, we will work with you to find solutions to make your itinerary work. These solutions may include off-trail accommodation that is easily reachable with available transportation, expanding the date range or itinerary adjustments that may impact the number of days and/or the difficulty level. We will ask permission before proceeding with any of these modifications. Once we receive your permission to proceed with a modified itinerary, we consider this a binding commitment and will proceed accordingly.

If we are not able to book an itinerary for you that meets the criteria above, and we are not able to find a solution that you are in agreement with, we will refund your full deposit right away.

If we are able to meet all of the above criteria or are able to make the itinerary work with adjustments that you agree to, and you still decide to cancel the tour, then the Standard Cancelation Policy applies.

Note: We strive to honor all requests for specific room configurations, accommodation level and specific accommodations or huts but are not able to apply the Tour Availability Refund Pledge to these criteria. If any accommodations are downgraded due to availability, we will adjust the invoice down accordingly.

*Standard itineraries are not pre-booked. We make reservations when we receive the booking. We have a very small number of Guaranteed Itineraries available each year for the Alta Via 1 and for the Tour du Mont Blanc. These are pre-booked. Because availability for Guaranteed Tours is already confirmed, the Tour Availability Refund Pledge does not apply.

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