Terms & Conditions

  • Reservations

    Apex Expeditions, LLC encourages you to confirm your space on an expedition as early as possible in order to avoid disappointment and to secure the best airfares. Reservations are confirmed once we receive the initial deposit along with a completed and signed Reservation and Release of Liability Form from each traveler. All prices are quoted in U.S. dollars and must be paid in U.S. dollars. Per person pricing is based on double occupancy. The Solo Rate is paid by participants who specifically request single accommodations and is subject to availability. If you are traveling alone and wish to share accommodations, we will try to match you with a roommate of the same gender. However, if a roommate is not available, the published solo rate will be charged. Upon confirming your reservation you will be required to pay the published Solo Rate, if we are able to pair you with a roommate, the supplement will be refunded at the time that the final trip payment is due for all participants. Please note that solo accommodations are limited and cannot always be guaranteed throughout.


    Apex Expeditions’ rates include all accommodations; all meals, activities and excursions as described in the itinerary; local beer and local wines at lunch & dinner, services of Apex expedition leaders and local guides throughout the itinerary; all gratuities; airport transfers; permits and entrance fees; and taxes.


    Costs not included in the price of your Apex expedition include all airfare, except as noted in the itinerary; premium brand drinks and liquor; travel insurance (Trip Cancellation and Interruption as well as Emergency Medical and Evacuation insurance); airport departure taxes; passport and/or visa fees; excess luggage fees; items of a personal nature (phone calls, laundry, souvenirs, etc.); and independent travel arrangements pre- or post-trip.


    20% of the trip cost will confirm your place on our land-based expeditions while 25% of the trip cost will confirm your place on our ship-based expeditions.

    The final balance is due 150 days prior to departure.

    All prices are quoted in U.S. dollars and must be paid in U.S. dollars.

    Additional costs associated with your expedition, including but not limited to airfare, private pre- or post-tour travel arrangements, visa fees, and equipment, are subject to their own terms & conditions which will be outlined at time of booking.

    Cancellation and Refund Policy

    In order to cancel your Apex Expedition, you must notify us in writing. At the time that written notification is received, the following cancellation penalties will apply:

    • 150 days or more prior to departure: $1,000 per person
    • 91 through 149 days prior to departure: 50% of expedition fare
    • 1 through 90 days prior to departure: 100% of expedition fare

    No partial refunds are possible for any unused portion of your trip. In the unfortunate event that you must cancel before departure, refunds will be returned less the cancellation fees outlined above plus any additional non-refundable cancellation fees and payments already advanced to airlines, hotels and local service providers. Failure to deliver complete payment 150 days prior to departure will be considered notification of cancellation by default and is subject to cancellation charges as stated above. Apex Expeditions, LLC reserves the right to deny participation to anyone whom it deems unsuitable for a trip.

    You are further advised that medical evacuation, if available, is expensive and may not be immediate due to the remote nature of our expeditions.

    Travel Protection

    In today’s changing travel environment, it’s important to protect your travel investment so you can relax and enjoy your trip. Unforeseen events such as flight delays, baggage loss or even a sudden sickness or injury could impact your travel plans. For your convenience, we offer a Travelex Insurance Services protection plan to help protect you and your travel investment against the unexpected. For more information on the available plans click here or contact Travelex Insurance 800-228-9792 and reference location number 47-0234.

    The product descriptions provided here are only brief summaries and may be changed without notice. The full coverage terms and details, including limitations and exclusions, are contained in the insurance policy. Travelex Insurance Services, Inc CA Agency License #0D10209. Travel Insurance is underwritten by Berkshire Hathaway Specialty Insurance Company, NAIC #22276. V94

    Itinerary Changes, Delays and Cancellations

    All expedition arrangements are subject to change and Apex Expeditions, LLC reserves the right to change an expedition’s itinerary, dates, expedition leaders, or accommodations as the situation warrants. If a trip must be delayed or the itinerary changed due to political unrest, strikes, logistical problems that may impede trip operations, severe weather, road conditions, transportation delays, government intervention, airline schedules, illness, or other contingencies for which Apex Expeditions, LLC or its agents cannot make provision, the cost of delays or changes is not included.

    Apex Expeditions, LLC reserves the right to cancel any trip prior to departure for any reason whatsoever, including force majeure (acts of God, war, labor strikes, earthquake, flooding, etc.), logistical problems that may impede trip operations, or insufficient sign-ups. If a trip is cancelled due to force majeure (acts of God, war, labor strikes, earthquake, flooding, etc.), Apex Expeditions, LLC will promptly refund the portion of the trip cost not already advanced to suppliers and use its best efforts to recover and refund the balance as promptly as possible; however, this cannot be guaranteed. The refund of payments received shall release Apex Expeditions, LLC from any further liability. A trip with insufficient sign-ups would normally be cancelled a minimum of two months prior to departure. Apex Expeditions, LLC is not responsible for expenses incurred by trip members in preparing for a cancelled trip (e.g., nonrefundable advance purchase air tickets, visa fees, inoculations, equipment, etc.) or for any additional arrangements should the trip member have embarked prior to the scheduled group departure date.


    Participants in an Apex expedition are held responsible for being in sufficiently good physical and mental health to undertake the expedition. We would be happy to counsel you on the requirements for each trip and whether the expedition you have selected is appropriate for you, but it is the participant’s responsibility to prepare for the trip by studying the itinerary and pre-departure information provided and by bringing the appropriate clothing and equipment as advised therein. It is crucial that any medical problems and related dietary restrictions are made known to us at the time of reservation and/or well in advance of the trip’s departure. The expedition leader has the right to deny participation to anyone deemed unsuitable for the trip and/or if continued participation will jeopardize either the individual involved or the group. There will be no refund given under these circumstances.

    Cost Increases & Currency Fluctuations

    Due to many factors beyond our control we reserve the right to change our prices as or when circumstances dictate. Our tour price does not have an allowance to cover dramatic increases from fuel costs or currency fluctuations. Therefore, Apex Expeditions, LLC reserves the right to initiate a rate surcharge at any time before departure if there are exceptional cost increases beyond our control.

    Luggage Restrictions & Documentation

    Luggage size and weight limitations for both checked and carry-on luggage are imposed by the airlines or as an operational requirement due to type of aircraft used within each program. Detailed information will be provided in the individual trip documentation. Each participant is responsible for making sure that they have the necessary and valid travel documents including a passport valid for six months after your return home, visas and immunizations where necessary.

    Photographic Release

    Apex Expeditions, LLC and its assigns, reserve the right to take photographic or film records of any of its trips. Individual participants should be aware that Apex Expeditions, LLC may use any such photographic or film records for promotional and/or commercial purposes, or joint marketing efforts with third parties, without remuneration to the trip members.

    Limitation of Liability

    Apex Expeditions, LLC gives notice that it does not own or operate any entity that provides services for your expedition, including but not limited to transportation providers, hotel accommodations, food service providers, local guides and porters, equipment suppliers, ground and safari operators, etc. These services are purchased from various independent suppliers who are not affiliated with Apex Expeditions, LLC in any way. Apex Expeditions, LLC, its owners, employees, officers, or contractors shall not be held liable for any negligent or willful act or failure to act of any such person or entity, nor for any act or inaction of any other third party not under its control. Without limitation Apex Expeditions, LLC is not liable for any direct, indirect, consequential, or incidental damage, injury, death, loss, accident, delay, inconvenience, or irregularity of any kind which may be occasioned by reason of any act or omission beyond its control, including, without limitation, any willful or negligent act, failure to act, or breach of contract of any third party, such as an airline, train, hotel, restaurant or food supplier, bus, taxi, van, or safari operator, or local outfitter or guide, whether or not it uses the Apex Expeditions name, which is expected to or does supply any goods or services for your expedition. Apex Expeditions, LLC cannot be liable for any loss, injury, death, or inconvenience due to delay or changes in schedule; overbooking or downgrading of accommodations; technical problems of any aircraft, vessel, automotive vehicle or other equipment or instrumentality; strikes; war; insolvency default of any third party; acts of government; bites or attacks by animals, insects or pests; sickness; the lack of appropriate medical care; evacuation to same, if necessary; weather; strikes; acts of God; acts of terrorism or the threat thereof; quarantine; epidemics or the threat thereof; criminal activity; or any other cause beyond its control. In no event will Apex Expeditions, LLC be responsible for incidental, consequential or special damage or loss suffered by any person. By confirming your participation in this program, you understand, agree with, and agree to be legally bound by the terms of the release and waiver of liability set forth herein.

    Compulsory Arbitration

    The parties agree to resolve any controversy or claim concerning this website, web page, the literature for a trip, or the trip itself, by binding arbitration in Seattle, Washington, USA in accordance with the rules of the American Arbitration Association then existing, and judgment on the arbitration award may be entered in any court having jurisdiction over the subject matter of the controversy. In any such arbitration the substantive but not procedural law of the State of Washington shall apply. This agreement to arbitrate does not waive or modify the liability release contained in this document. The arbitrator and not any federal, state or local court or agency shall have exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability, conscionability, or formation of this contract, including but not limited to any claim that all or any part of this contract is void or voidable.