Refund & Cancellation Policy
Please read carefully before booking. By paying a deposit you agree to these terms in full.
Deposits are non-refundable. When you pay a deposit, that money is gone regardless of when you cancel — it compensates us for the spot we held and the planning work already done.
The later you cancel, the more you lose. If you cancel within 90 days of departure, you forfeit your entire payment. If you cancel between 90 and 120 days out, you forfeit 75%. There are no exceptions for personal circumstances.
Travel insurance is not optional. It is required. If you cannot afford to lose the full trip cost, you cannot afford to book without insurance.
What you forfeit, by when.
| Notice Given | Amount Forfeited | Amount Refunded |
|---|---|---|
| More than 120 days before departure | Deposit only | Balance refunded in full |
| 90–120 days before departure | 75% of total trip cost | 25% refunded |
| 60–89 days before departure | 90% of total trip cost | 10% refunded |
| Less than 60 days before departure | 100% — no refund | Nothing |
| No-show / failure to depart | 100% — no refund | Nothing |
Deposits are non-refundable under all circumstances. This applies regardless of how far in advance you cancel, whether you have a personal emergency, illness, bereavement, change of employment, or any other reason. The deposit compensates Photography Group Trips for the planning costs incurred and the spot held on your behalf.
Cancellation dates are determined by the date written notice is received at info@photographygrouptrips.com — not the date it is sent.
How to Cancel
All cancellations must be submitted in writing via email to info@photographygrouptrips.com. Verbal or informal cancellations are not accepted. The cancellation date is the date we acknowledge receipt of your written notice — not the date you sent it.
You will receive written confirmation of your cancellation and any applicable refund amount within 5 business days. Refunds, where applicable, are processed within 14 business days of confirmation.
Transferring Your Spot
You may transfer your spot to another person subject to our approval, provided the transfer request is made more than 60 days before departure and the replacement participant meets our booking requirements. A transfer fee of $150 applies. Transfers within 60 days of departure are not permitted.
You are responsible for recovering any funds from the person you transfer to. Photography Group Trips is not party to any private financial arrangements between participants.
Cancellation by Photography Group Trips
Photography Group Trips reserves the right to cancel any expedition due to insufficient bookings (minimum 6 participants required), active government travel advisories, force majeure events, or circumstances that in our sole judgment make the expedition unsafe or unviable.
In the event we cancel: you will receive a full refund of all payments made directly to us. Photography Group Trips is not responsible for any consequential costs you may have incurred including but not limited to international flights, accommodation, visas, travel insurance premiums, or equipment purchases. We strongly recommend booking refundable flights and comprehensive travel insurance for this reason.
We will provide as much notice as possible in the event of a cancellation. In situations beyond our control, notice may be short.
Itinerary Changes
Photography Group Trips reserves the right to modify itineraries at any time due to weather, safety conditions, political circumstances, site closures, or other factors beyond our control. We will make every reasonable effort to provide equivalent experiences when changes are necessary. No refunds or compensation are provided for itinerary modifications where the expedition itself proceeds.
Removal from Expedition
Photography Group Trips reserves the right to remove any participant from an expedition at any time for behavior that is disruptive, disrespectful toward local communities or fellow participants, unsafe, or inconsistent with our documentary ethics approach. Removal from an expedition for behavioral reasons carries no refund of any kind.
If a participant is unable to continue due to medical reasons, Photography Group Trips will assist in arranging their departure from the group but is not responsible for any associated costs. No refund is provided for any unused portion of the trip.
Force Majeure
Photography Group Trips is not liable for any failure or delay in performance caused by events beyond our reasonable control including natural disasters, pandemic, acts of war or terrorism, government actions, civil unrest, or similar events. In such circumstances we will endeavor to reschedule affected expeditions. Where rescheduling is not possible, refunds will be considered on a case-by-case basis but are not guaranteed.
Payment Plans
Payment plan arrangements must be agreed in writing before your balance due date. Failure to make agreed payments on schedule may result in cancellation of your booking. The cancellation policy above applies to all cancellations regardless of whether a payment plan was in place.
Travel insurance is mandatory for all participants and must be in place before your final balance payment. At minimum your policy must cover trip cancellation, emergency medical expenses, and medical evacuation. We also strongly recommend coverage for camera equipment and flight delays.
Photography Group Trips is not responsible for losses that would have been covered by adequate travel insurance. If you cannot secure travel insurance due to a pre-existing condition or other reason, please contact us before booking.
Proof of insurance may be requested at any time prior to departure. Failure to provide proof of adequate insurance may result in cancellation of your booking without refund.
Questions about this policy?
Email Eric directly. All policy questions are handled personally and in writing so there is a clear record for both parties.
Email Us