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Terms and conditions…

Gaia Adventures' Terms and Conditions

Minimum group size for Public Date courses

The Public Date Courses need a minimum number of participants before they are confirmed as running. Usually this is just two people.

For this reason we recommend waiting to book any accommodation or transport until you’ve received confirmation from us that the course will run. GA cannot be held liable for these costs.

In rare cases, should a public date course not have enough participants to run 30 days before it begins, we’ll get in touch and provide the following options where possible…

  • Change your booking to a different public date course
  • Transfer your balance to a private booking, this will probably cost a little more
  • A refund

Gift voucher specific terms and conditions

  1. Vouchers are valid for the named person for 12 months from the date stated on them and cannot be used after that date.
  2. Vouchers cannot be refunded (after the 14 day ‘cooling off period’ after purchase) or exchanged for cash.
  3. If an intended purchase is for a higher amount than the value of the voucher, the difference can be made up. If it is less, then change can not be given.
  4. Vouchers cannot be used in conjunction with any other promotion.
  5. Vouchers cannot be sold or given to any third parties without our written consent.

Cancellation policy for all bookings

Cancellation by Gaia Adventures (GA)

Our experiences are weather dependent. For safety reasons, we may decide to change venue or cancel the event at short notice. When this is necessary we will endeavour to provide at least 24 hours’ notice via telephone and email. In such instances, a refund will not be given, however, we will work with you to re-schedule the booking within the next 12 months.

This is extremely unlikely, and would only be done due to safety concerns, such as an extreme weather event, or unforeseen and last-minute illness.

Cancellation / significant alteration made by you (the client) & refunds.

Cancellation / significant alteration (either total cancellation or changes to the dates, the course requirements, or number of participants) by the client (you).

You can cancel bookings on these terms, and will be refunded accordingly:

  • 31 days or more before the start date: we will refund 100% what you’ve paid, less the deposit
  • 30 days or less before departure: we refund 0% of course fee

We have this cancellation policy because we need to be able to pay our staff, regardless of whether the course / adventure goes ahead, otherwise we’d be letting staff down all the time, and being a small business, we can’t afford to take the hit. We hope you can see and understand this.

We highly recommend purchasing insurance cover, as this could then cover a cancellation, should it occur. Further details are given below.

Please email us with anything concerning cancellation / significant alterations, and telephone us, until you have a definitive response from us.

Payments and booking confirmation

Your payment will only be processed once we have reviewed your selections.

Full payment or a specified deposit is required before we can confirm your course. The full balance is due 30 days prior to the course start date. (See cancellation policy)

We will email an invoice for all private bookings, and also if you have only paid a deposit via the website.

Insurance reminder

Gaia Adventures has full public liability insurance but we advise that you take out your own personal accident and cancellation cover.


A copy of our insurance policy can be provided on request.

Course / Adventure content and the weather

The programmes GA publishes in its literature and website are designed to illustrate the range and scope of activities that can be undertaken. It is very unlikely that any one programme could be or would be followed precisely as it is published. Factors outside of GA’s control will determine this and dictate what can be accomplished reasonably during the course/adventure. The most influential factors will be the weather, the conditions of the mountains, sea, lakes, gorges and crags and the physical fitness of course participants.

Personal Health

Except as disclosed in writing to GA, the Client confirms they are in good mental and physical health and are unaware of any reason why they may be particularly unsuited to taking part in the event/course/activity agreed upon or may be likely to suffer illness or injury during it.

Law and jurisdiction

This agreement shall be construed in accordance with the laws of England and Wales. The Courts of England and Wales shall have exclusive jurisdiction in relation to any matters arising out of this Agreement.

As part of the continual review of safety and associated considerations, the conditions of booking are subject to change, clarification and modification at any time.