Specimen of a document last updated January 2026 V1.3

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These Terms and Conditions ("Terms") govern the engagement of Track & Trail ("Leader", "Guide", "we", "us") to plan, lead, and/or support a walk, hike, trek, or expedition ("Expedition") for [Client/Participant Name or Group] ("Participant", "you"). By booking, participating in, or otherwise engaging our services, you agree to be bound by these Terms. In circumstances where these Terms apply to a person who has not yet attained the age of 18, or is categorised as a vulnerable adult, their parents or guardians agree to accept these Terms on their behalf.

 

Important: Outdoor activities involve inherent risks. Please read these Terms carefully.

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1. Scope of Services

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1.1. Wherever in this document the words Trek or Expedition are used, they shall be interchangeable and refer to any of the services we offer. These services are listed in paragraph 2.1 of our Safety Operating Standard.

 

1.2. The Leader agrees to provide guiding and leadership services for the Expedition as described in the itinerary, proposal, or booking confirmation ("Services").

 

1.3. Services may include training, route planning, group leadership, basic risk management, and coordination of logistics as specified. Any services not expressly included in the contract of engagement are excluded.

 

1.4. The Leader does not provide professional medical care, rescue services, or guarantee summit success or completion of objectives.

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2. Participant Responsibilities

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2.1. Fitness & Experience: You will be required to confirm that you possess the physical fitness, and where training is not offered, technical skills, and experience required for the Expedition, or have disclosed limitations in writing prior to departure. 

 

2.2. Accurate Information: You agree to provide accurate personal, medical, dietary, and emergency contact information. Failure to disclose relevant information may result in removal from the Expedition without refund in accordance with paragraph 8.2 of this document.

 

2.3. Compliance: You agree to follow the Leader’s instructions, safety briefings, and decisions at all times. 

 

2.4. Equipment: You are responsible for bringing and maintaining the appropriate personal equipment as specified in the kit list that will be provided.

 

2.5. Conduct: You agree to act responsibly, respect local cultures and environments, and refrain from behaviour that endangers yourself or others.

 

3. Leader Authority & Decision-Making

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3.1. The Leader has full authority to make decisions in the interest of safety, including but not limited to changes in itinerary, pace, route, objectives, or early termination of the Expedition.

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3.2. Such decisions may be based on weather, terrain, health of participants, environmental conditions, political/security issues, or other factors.

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3.3. No refunds or compensation will be due for changes or cancellations made for safety or force majeure reasons.

 

4. Assumption of Risk

 

4.1. You acknowledge that trekking and expedition activities involve inherent risks, including but not limited to: slips and falls, rockfall, avalanches, altitude sickness, extreme weather, wildlife encounters, illness, injury, permanent disability, or death.

 

4.2. You voluntarily assume all such risks, whether known or unknown, even if arising from the negligence of the Leader to the fullest extent permitted by law.

 

5. Health, Medical Treatment & Evacuation

 

5.1. You are responsible for your own health and medical expenses.

 

5.2. In the event of illness or injury, you authorise the Leader to arrange emergency treatment or evacuation at your expense if you are unable to do so.

 

5.3. You acknowledge that evacuation and medical facilities may be limited, delayed, or unavailable in remote areas.

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6. Insurance

 

6.1. You are required to hold adequate travel and expedition insurance, including coverage for:

• Medical expenses

• Emergency evacuation and repatriation

• High-risk or altitude activities (as applicable)

• Trip cancellation and personal liability

 

6.2. Proof of insurance may be required prior to departure. Failure to provide proof may result in exclusion without refund.

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7. Fees, Payments & Expenses

 

7.1. Fees are as outlined in the booking confirmation or contract.

 

7.2. Unless otherwise stated, fees do not include personal expenses, visas, flights, personal equipment, insurance, medical costs, or emergency evacuation.

 

7.3. Additional costs arising from itinerary changes, delays, or participant actions are your responsibility.

 

8. Cancellation & Withdrawal

 

8.1. Participant Cancellation: Cancellation terms, including notice periods and refunds, are as specified in the booking confirmation. Deposits are generally non-refundable.

 

8.2. Removal from Expedition: The Leader may remove any participant for safety, medical, or conduct reasons. No refund will be provided.

 

8.3. Leader Cancellation: If the Leader cancels the Expedition for reasons other than force majeure, liability is limited to refund of fees paid, excluding consequential losses.

 

9. Limitation of Liability

 

9.1. To the maximum extent permitted by law, the Leader shall not be liable for:

9.1.1. Personal injury, illness, or death

9.1.2. Loss or damage to personal property

9.1.3. Delays, disruptions, or changes beyond our control

 

9.2. Total liability, if any, shall be limited to the amount of fees paid for the Services.

 

10. Indemnity

 

10.1. You agree to indemnify and hold harmless the Leader from any claims, damages, losses, or expenses arising from your participation, breach of these Terms, or negligent or unlawful acts.

 

11. Force Majeure

 

11.1. The Leader shall not be liable for failure or delay due to events beyond reasonable control, including but not limited to natural disasters, extreme weather, political unrest, pandemics, strikes, or government restrictions.

 

12. Photography & Media

 

12.1. You grant permission for photographs or video taken during the Expedition to be used for promotional or educational purposes, unless you opt out in writing (in the circumstances where participants have yet to attain the age of 18, or are categorised as vulnerable adults, their parents or guardians assume this responsibility).

 

13. Environmental Responsibility

 

13.1. You agree to follow Leave No Trace principles and all local environmental regulations. Failure to do so may result in participants being removed from the Expedition.

 

14. Governing Law & Jurisdiction

 

14.1. These Terms shall be governed by and construed in accordance with the laws of England and Wales, and any disputes shall be subject to the exclusive jurisdiction of its courts.

 

15. Severability

 

15.1. If any provision of these Terms is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

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