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Group Reservation Policy
Terms & Conditions of Service Contract Description of Activity: Every effort has been made to describe activities offered in an accurate manner. However, activities are offered in an outdoor, natural, uncontrolled environment. It is understood that every activity will be somewhat different each time it is offered because of weather conditions, the participants involved, and the specific guide leading the event etc. Weather Conditions: All activities (except balloon flights) take place as scheduled rain or shine, cloudy or clear, warm or cold. These are outdoor adventure activities and participants are advised to dress appropriately for the weather on the activity day. (In Arizona, the summer months have very hot desert temperatures that peak in the afternoon. In Colorado, it is not unusual to experience an afternoon rain shower or extreme changes in temperature.) At our discretion, activities are sometimes altered to accommodate changes in weather and provide the safest possible experience. There is no charge if an activity is canceled entirely by Adventures Out West because of safety considerations relating to weather. Reservation Policy: We agree to hold staff and equipment available for your use when you make a confirmed reservation. During peak season, this often means turning away other groups for that same date. The larger the group, the more notice that is suggested to ensure availability. No reservation is complete until a contract is signed and the agreed deposit is received. The deposit varies with the activity and size of group, and is discussed below. The balance of the activity fee is due on the date of the activity. We may be able to accommodate guests added on short notice but we cannot assure you that space will be available for more than the number you guarantee. Experience indicates that some guests may not show up for the activity, arrive late after the activity has departed, or phone to cancel with less than 48 hours notice. These guests will still be charged. Late Payment Fee: Non>>payment or late payment of the reservation deposit or 14 day payment may result in cancellation of the reservation at the discretion of AOW. In that event there will be no refund of the deposits paid to date. Final payment is due the date of the activity. Balances unpaid after that time are subject to a late charge of 1.5 % per month or the maximum allowed by law, if different, together with expenses incidental to collection, including reasonable attorney’s fees. Waivers: The activities offered by Unicorn Balloon Company and AOW are physical activities offered in a natural environment, not amusement park rides provided in an artificial environment. All activities involve the risk of physical injury despite the experience of the guide and the precautions taken. All participants will be advised of these risks and must sign a Waiver of Liability. Participates must affirm they have medical insurance or personal financial sources sufficient to cover the cost of rescue, transportation and/or medical treatment that may be required, and agree to pay such expenses incurred on their behalf. Unicorn Balloon Company and AOW is not responsible for damage or loss of equipment or clothing that guests choose to take along on any activity. Venue:
The proper venue for any action arising out of this agreement, whether
contract or tort, shall be in the State Courts of El Paso County,
Colorado. Group Size 20 and under (7 days) A block reservation for 20 persons or less will be held at any time with a deposit of 25%. >> 7 days before the scheduled departure a Guarantee Number will be provided. >> 48 hours before the pick>>up time the Final Guarantee Number is due. This number may not be less than 80% of the Guarantee Number previously provided at seven days. >> Payment for this number of guests or the actual number of guests (whichever is greater) is due at the time of the tour. Example: a reservation for 15 persons is reduced to 10 persons, seven days before the scheduled flight (no penalty). 48 hours before the scheduled pick up the number is reduced to 8 persons (no penalty). Five persons actually show up the morning of the flight. The client will be billed for 8 persons. Group Size 21 to 50 Persons (14 days) >> A block reservation for 21 to 50 persons will be held at any time with a deposit of 25%. >> 14 days before the scheduled departure a Guarantee Number will be provided. >> 48 hours before the pick>>up time the Final Guarantee Number is due. This number may not be less than 80% of the Guarantee Number previously provided at fourteen days. >> Payment for this number of guests or the actual number of guests (whichever is greater) is due at the time of the tour. Group Size 51 Persons or more >> A group size of 51 persons or more will require additional lead time and large balloons brought in from Albuquerque, Aspen, or Denver. Special arrangements will have to be made including a minimum payment per balloon even if the balloons are not able to fly due to weather. To avoid higher costs, try to fly on more than one day or arrange for balloon "hops". Jeep, Horse & Bike Tours Plus All Other Activities Guarantee Group Size 1 to 18 Persons (48 hours) >> A block reservation for up to 18 persons (i.e. 3 jeeps) may be made at any time with a deposit of 25%. >> 7 days before the scheduled departure a Guarantee Number will be provided. >> 48 hours before the pick>>up time the Final Guarantee Number (not less than 80% of the Guarantee Number) is due. >> This final guarantee number of guests or the actual number of guests (whichever is greater) will be billed at the time of the tour. Example: a reservation for 18 persons is reduced to 9 persons 48 hours before the scheduled pick up (no penalty). 3 persons actually show up for the jeep tour. The client will be billed for 9 persons. Group Size 18 to 42 Persons (7 days) >> A block reservation for 18 to 42 persons may be made at any time with a deposit of 25%. >> 14 days before the scheduled departure a Guarantee Number will be provided. >> 48 hours before the pick>>up time the Final Guarantee Number (not less than 80% of the Guarantee Number) is due. >> This number of guests or the actual number of guests (whichever is greater) is due at the time of the tour. Example: a reservation for 42 persons is reduced to 30 persons seven days before the scheduled jeep tour (no penalty). 48 hours before the scheduled pick up the number is reduced to 24 persons (no penalty). 20 persons actually show up for the jeep tour. The client will be billed for 24 persons. Group Size 43 Persons or more >> A group size of 43 persons or more will require additional equipment and lead time. >> A block reservation will be held with a deposit of 50% at the time the reservation is made. >> 14 days before the scheduled departure a Guarantee Number will be provided and full payment included. This number may be no less than 90% of the block reservation number. >> After this time the reserved number is a firm commitment with no adjustment. We may be able to accommodate additional guests added on short notice but we cannot assure you that space will be available for more than the Guarantee Number. Our seven jeeps each hold about six persons for a total of 42 persons. A group size of 43 persons or more will require additional Jeeps. (In Arizona, we have very easy access to additional Jeeps provided adequate notification of a group size is given. In Colorado, Jeeps may be rented from Denver or Vail, which they may or may not be available. If Wranglers are available, they only hold 3 guests. This will double the cost per seat. We advise using every effort to split the group into tours on more than one day or at more than one time during the day.) Rafting Trips Guarantee Group Size 20 and under (7 days) >> A block reservation for 20 persons or less will be held at any time with a deposit of 25%. >> 7 days before the scheduled departure a Guarantee Number will be provided. >> 48 hours before the pick>>up time the Final Guarantee Number (not less than 80% of the Guarantee Number) is due. >> This final guarantee number of guests or the actual number of guests (whichever is greater) will be billed at the time of the tour. Example: a reservation for 15 persons is reduced to 10 persons, seven days before the scheduled trip (no penalty). 48 hours before the scheduled pick up the number is reduced to 8 persons (no penalty). Five persons actually show up the morning of the trip. The client will be billed for 8 persons. Group Size 21 to 50 Persons (14 days) >> A block reservation for 21 to 50 persons will be held at any time with a deposit of 25%. >> 14 days before the scheduled departure a Guarantee Number will be provided. >> 48 hours before the pick>>up time the Final Guarantee Number (not less than 80% of the Guarantee Number) is due. >> This number of guests or the actual number of guests (whichever is greater) is due at the time of the tour. Group Size 51 Persons or more >> A group size of 51 persons or more will require additional equipment and lead time. >> A block reservation will be held with a deposit of 50% at the time the reservation is made. >> 14 days before the scheduled departure a Guarantee Number will be provided and full payment included. This number may be no less than 90% of the block reservation number. >> After this time the reserved number is a firm commitment with no adjustment. We may be able to accommodate additional guests added on short notice but we cannot assure you that space will be available for more than the Guarantee Number.
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