Origin Expeditions – Official Company Details
- Phone: +32 486 07 88 92
- VAT: BE0828.161.947
- Address: Beekstraat 18, 1742 Ternat, Belgium
- Email: info@origin-expeditions.com
0. General Provisions
These Special Travel Terms and Conditions are an addition to the General Travel Terms and Conditions. In the event of any conflict, the General Travel Terms and Conditions shall prevail.
1. Registration, Invoicing, and Payment
- 1.1The traveler is registered after electronically confirming the registration form and paying the deposit. The deposit and balance invoice will be sent via email and confirm the reservation. The deposit, amounting to at least 30%, must be paid within 3 working days after receipt of the purchase order. If the deposit is not paid within 4 working days, Origin Expeditions reserves the right to cancel the booking, with cancellation costs as outlined below. Non-payment of the deposit does not constitute termination of the contract, and cancellation costs will still apply.
- 1.2The organizer or, if applicable, the reseller reserves the right to refuse a traveler's application if the traveler:
- 1° Previously participated in a trip organized by the organizer or reseller and received a negative evaluation from at least two tour guides or one guide and one fellow traveler due to causing inconvenience and/or damage to other travelers, guides, third parties, accommodations, or other properties.
- 2° Has a physical limitation that does not match the required physical condition for the trip as specified on the website or brochure, potentially endangering the proper conduct of the group trip.
- 3° Requires certain facilities that are not available at the accommodations included in the trip, and the organizer would incur disproportionate costs to adapt the trip to the traveler's needs.
- 1.3Amounts already paid by the traveler to Origin Expeditions will be refunded if the registration is refused by Origin Expeditions.
- 1.4Once the deposit or the full amount has been received, a confirmation of your registration will be sent. The full amount must be paid no later than 8 weeks before departure. If the full amount is not paid 8 weeks before departure, Origin Expeditions reserves the right to cancel the booking and charge the traveler the corresponding cancellation fees as outlined below.
- 1.5Travelers registering less than 8 weeks before departure must pay the full amount in one payment within 2 days of receiving the invoice. Origin Expeditions reserves the right to cancel the booking in case of late payment.
2. Cancellation by the Traveler
- 2.1If the traveler wishes to cancel their trip with Origin Expeditions, they must send a registered cancellation letter to Origin Expeditions, Beekstraat 18, 1742 Ternat, Belgium. The traveler must also notify Origin Expeditions of the cancellation as soon as possible by phone or email.
- 2.2If the traveler cancels their booking, they must pay the following cancellation fees:
- From the registration date up to and including 91 days before departure: 15% of the total travel cost.
- From 71 to 90 days before departure: 30% of the total travel cost.
- From 51 to 70 days before departure: 50% of the total travel cost.
- From 31 to 50 days before departure: 80% of the total travel cost.
- From 0 to 30 days before departure or no-show: 100% of the total travel cost.
Additional cancellation fees for airline tickets, train tickets, ferry tickets, or other costs from suppliers may also apply.
Above costs are always increased by any booked insurance premiums.
For cancellation of tickets for flights and activities already issued, 100% of the costs will always be charged, regardless of the cancellation date.
3. Changes Requested by the Traveler
- 3.1 Every traveler has the right to make changes to their booking free of charge within 2 calendar days of receiving the invoice. A traveler may transfer their booking to another person, provided that they cover any resulting costs (see below). Origin Expeditions reserves the right to refuse a change request if the individual taking over the booking falls under one of the conditions described in Article 1.2.
- 3.2 For changes requested by the traveler later than 4 days after receiving the invoice (e.g., changes to departure date, destination, or program such as arriving a day earlier), an administrative fee will apply (see Articles 3.3, 3.4, and 3.5 of the Special Travel Terms). All booking changes must be requested by email.
- 3.3 Change fees up to 60 days before departure: €25 administrative fee plus any costs charged by suppliers (e.g., name changes for flights, accommodation changes, etc.).
- 3.4 Change fees less than 60 days before departure: refer to cancellation conditions. Refunds, if applicable, are reduced by administrative, change, and insurance costs.
- 3.5 The person transferring the package travel agreement and the person taking it over are jointly and severally liable for the payment of the remaining balance and any additional costs arising from the transfer.
4. Travel Costs
Published prices are per person and include VAT. The agreed price in the contract is fixed, and all mandatory services are included unless a clear material error is identified. The agreed price may be adjusted up to 21 calendar days before departure due to changes in:
- 1°Transportation costs, including fuel costs.
- 2°Taxes or fees related to specific services included in the agreement.
If the price increase exceeds 10%, the participant may cancel the agreement without costs and is entitled to a refund of all amounts paid. Such cancellations must be submitted in writing within 5 days of receiving notice of the price increase.
5. Cancellation and Changes by the Organizer
- 5.1 Origin Expeditions reserves the right to cancel a trip entirely or partially if extraordinary circumstances arise before or during the trip that were unknown at the time of sale and would have prevented the trip from taking place.
- 5.2 Origin Expeditions may cancel a trip up to 20 days before departure if the minimum number of participants required for the trip is not reached. Travelers will receive a full refund of all amounts paid. The organizer may implement changes to the program or transportation/accommodation after confirmation, but must notify the traveler immediately.
- 5.3 Sudden snowfall, storms, local conditions, or other external factors (e.g., political unrest, strikes, etc.) may necessitate program adjustments before or during the trip. These adjustments may result in deviations in routes, excursions, accommodations, and local transport. The organizer will minimize any negative impacts on the traveler but cannot provide additional compensation.
- 5.4 If program changes are necessary during the trip due to factors beyond the organizer’s control, in the case of a guided group trip or excursion, the guide will seek an equivalent alternative while considering the preferences of the participants. The guide makes the final decision, and any additional costs may be borne by the traveler.
- 5.5 Such program changes may result in deviations in routes, excursions, accommodations, or local transport from what is stated in the brochure. In such cases, the organizer is obliged to offer alternatives that maintain the original character of the trip as much as possible.
6. Liability of the Travel Organizer and Guides
- 6.1 The civil liability of the travel organizer is covered by their mandatory statutory professional insurance.
- 6.2 The travel organizer is not liable for unforeseen events arising from force majeure, such as unforeseen changes in regulations, delays or cancellations of flights, accidents, strikes, weather conditions, or natural phenomena. Additional transportation or accommodation costs arising from these situations are the traveler's responsibility.
- 6.3 Neither the travel organizer nor the guide is liable for any detention by police and/or other authorities resulting from the traveler failing to comply with local laws. All consequences are the responsibility of the traveler.
- 6.4 The individual traveler cannot hold the travel organizer liable for moral or material damage or injury incurred during walks or treks, whether on or off trails, due to errors or misinterpretations of provided route descriptions, maps, or GPS devices. In all cases, the traveler's own decision is legally valid, not the advice or instructions of any other party. The individual traveler acknowledges and agrees that nature and hiking conditions can change daily, beyond the travel organizer's reasonable control.
- 6.5 Given the adventurous nature of some trips, the accuracy of services provided by third parties abroad will be assessed according to local standards and customs.
- 6.6 Origin Expeditions is not responsible for and does not explicitly supervise the leisure activities of (minor) participants during their trips. Only parents, not guides, are responsible for careless and abnormal behavior of participants.
- 6.7 The traveler is responsible for vaccinations if necessary. Since the travel organizer has no medical authority, the traveler must evaluate the provided information with a qualified doctor. Special health risks (e.g., diabetes, heart conditions, asthma, epilepsy) must be reported at registration.
- 6.8 The traveler is responsible for all formalities regarding luggage and currency. Non-compliance with the legal requirements of the destination country is the traveler's responsibility, including any resulting damages. Origin Expeditions only provides appropriate assistance to travelers in difficulty, particularly by providing information about medical services, local authorities, and consular assistance, as well as by helping with communication or finding travel arrangements. If these difficulties result from the traveler's intent or negligence, the organizer may charge a reasonable fee for this assistance.
- 6.9 Subject to applicable legal limitations on any compensation payable by Origin Expeditions, compensation is limited to three times the total amount of the package trip.
7. Formalities
- 7.1Personal details must be accurately completed at registration. Origin Expeditions uses this information for booking flights, train tickets, etc. Origin Expeditions is not responsible for the accuracy of personal details used for such bookings. Any errors resulting in additional costs are the responsibility of the traveler.
- 7.2The traveler must ensure they have an ID card valid for at least six months after returning from the trip. Travelers without Belgian nationality must inquire with the relevant authorities about any formalities they need to fulfill. The traveler must ensure they have a valid international passport and, if necessary, visas for their destination.
- 7.3At registration, the traveler must declare any health risks. The traveler must also declare whether they are receiving medical or paramedical treatment or taking medications that could affect the execution of or participation in the trip. The traveler agrees to report any changes in health status before departure to Origin Expeditions. Special health risks (e.g., diabetes, asthma, heart conditions) must be reported at registration. Personal damage, as well as damage to third parties resulting from inaccurate information, is entirely the responsibility of the traveler.
8. Conduct During the Trip
- 8.1The traveler must follow the guidelines of the guide regarding safety, the course of the trip, and group dynamics. If the traveler violates these guidelines and/or causes inconvenience or disruption that endangers the proper execution of the trip, they may be excluded from further participation without being entitled to full or partial compensation.
- 8.2If the traveler lacks sufficient physical capacity to safely complete the trip, the guide may decide to exclude the traveler from further participation without any entitlement to compensation. Any resulting inconvenience and costs are the responsibility of the traveler.
9. Late Payment
If the amount due is not settled on the due date, interest of 10% per year will automatically apply from the invoice date, without the need for a formal notice. Each month started will be counted as a full month.
10. Luggage
The organizers cannot be held responsible for the loss or theft of luggage or belongings of the traveler. Advice regarding the allowed weight of luggage must be followed. Any extra costs for overweight luggage are the responsibility of the traveler (not only for flights but also for bus or train travel). In the event of non-delivery of luggage by the airline, the traveler must obtain the necessary certificates from the carrier (lost luggage).
11. Insurance Against Financial Insolvency
In accordance with Article 54 et seq. of the Package Travel Act, Origin Expeditions is insured through the Travel Guarantee Fund, Kalkoven 5 (b. 0202), 1820 Steenokkerzeel, to fulfill its obligations to travelers in the event of financial insolvency.
12. Rental Vehicles and Equipment
For certain trips, Origin Expeditions provides rental vehicles and camping equipment to travelers. Travelers are required to treat this material with care and responsibility. Traffic fines and damages are the responsibility of the travelers. Comprehensive insurance is included wherever possible; however, for certain trips involving rental vehicles, there may be a deductible per damage incident and/or certain damages may not be covered by the insurance. These uncovered damages or deductibles are the responsibility of the travelers.
13. Trip Duration and Program
- 13.1Changes to transport schedules may affect the trip duration. The traveler is not entitled to a full or partial refund of the travel price if departure times deviate by no more than 36 hours from the original schedule.
- 13.2The travel organizer is not liable for damages resulting from delays beyond the responsibility of the carrier.
- 13.3The trip program serves as a travel guide and does not form part of the contract. Photos on the website are illustrative and are not part of the contract.
- 13.4Participants must join the group at the agreed time and place. Any costs incurred due to late arrival or failure to join the group on time are the responsibility of the traveler. Services missed as a result of late arrival are non-refundable.
- 13.5Travelers who deviate from the planned or suggested route during the trip or who separate themselves from the group and fail to arrive at the agreed times are responsible for any additional costs incurred and have no right to refunds for unused services.
14. Nature of the Trip
- 14.1The traveler explicitly acknowledges awareness of the adventurous nature of the trip, which may involve a lack of comfort and possible program changes due to local conditions in the destination country.
- 14.2Due to the nature of certain trips, the traveler should be aware of potential risks and the possible lack of or limited level of medical care, infrastructure, and communication facilities. In such cases, the traveler cannot hold the travel organizer or local operator liable.
15. Photography
Photos taken during an Origin Expeditions trip may be used in Origin Expeditions' communications. These may include photos featuring travelers.
16. Testimonials
Testimonials, either anonymous or with a name, as recorded in the final question of the opinion forms, may be used in Origin Expeditions' communications. If the traveler does not wish for this to occur, they must explicitly state this on the form.
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