At SummitX Adventures, we understand that plans change. Our refund and cancellation policy is designed to be fair, transparent, and flexible while accounting for the unique logistics and upfront costs involved in outdoor expeditions.
1. Cancellation & Refund Timeline
Refund amounts are determined by the number of days between your cancellation date and the scheduled departure date. Refunds are processed to the original payment method.
| Notice Period | Refund Percentage | Fees Retained |
|---|---|---|
| 60+ days before departure | 100% | Administrative fee ($50) |
| 31–59 days before departure | 75% | 25% of total booking |
| 14–30 days before departure | 50% | 50% of total booking |
| 7–13 days before departure | 25% | 75% of total booking |
| Less than 7 days / No-show | 0% | Full amount retained |
2. Refund Process & Timeline
- All refund requests must be submitted in writing via our booking portal or directly to bookings@summitx.com.
- Upon approval, refunds are issued within 7–14 business days, depending on your payment processor and bank.
- Credit card refunds may take an additional 3–5 days to reflect in your account statement.
- Original payment methods are used for all refunds unless otherwise agreed upon in writing.
3. Non-Refundable Items
The following costs are strictly non-refundable regardless of cancellation timing:
- Airfare, train tickets, and pre-arranged transportation
- Travel insurance premiums
- Equipment rentals reserved and confirmed over 14 days in advance
- Permits, park fees, and visa processing costs paid on your behalf
- Accommodation deposits for partner lodges outside SummitX control
4. Weather, Safety & Force Majeure
- Operator Cancellation: If SummitX cancels a trip for weather or safety reasons, you will receive a full refund or the option to transfer to a future expedition at no extra cost.
- Participant Cancellation Due to Weather: Personal cancellations due to weather forecasts are subject to the standard tiered schedule above.
- Force Majeure: Events beyond reasonable control (e.g., political unrest, pandemics, natural disasters) may result in partial refunds, travel credits, or trip transfers, depending on contracted vendor refunds.
5. Group & Corporate Bookings
Bookings for groups of 10+ participants or corporate retreats are subject to customized terms outlined in your signed agreement. Generally:
- Individual dropouts within a group are not refundable unless covered by travel insurance.
- Group cancellations follow a separate schedule negotiated at booking.
- Corporate accounts with annual contracts may have priority rescheduling privileges.
6. Travel Insurance Recommendation
We strongly recommend purchasing comprehensive travel insurance that covers trip cancellation, medical emergencies, evacuation, and gear loss. SummitX is not liable for costs incurred due to personal illness, injury, or unforeseen personal circumstances. Partner insurers can be arranged at checkout.
7. Questions or Exceptions?
Every adventure is unique. If your situation doesn't fit neatly into this policy, please reach out. Our team reviews exceptional cases on a case-by-case basis and will do our best to work with you.
Need Assistance?
Our expedition support team is available Monday–Friday, 9 AM – 6 PM EST.