This cancellation policy is subject to update or change without notice.
Purchasing Trip Cancellation/Interruption/Evacuation Insurance is an important part of preparing for your expedition. If you choose to decline purchasing this coverage, you are voluntarily assuming the full financial risk of cancelling or interrupting your trip for any reason, including illness, injury, family emergencies, travel disruptions, or other unforeseen circumstances.
Any financial losses resulting from your inability to participate remain your responsibility—not that of Elements Adventure Company. Refunds or credits will only be provided where expressly stated in our published cancellation policy below, or where required by law.
For these reasons, we strongly recommend that every participant obtain appropriate trip cancellation/interruption and evacuation insurance.
All courses, trips or tours may be subject to modification or cancellation by Elements Adventure Company (EAC) due to low registration, weather, wildfire, floods, droughts, global pandemics, or other unforeseen circumstances. When a course, trip or tour is modified or cancelled, EAC assumes no responsibility for non-refundable airline tickets, travel, lodging or other expenses incurred.
Please contact us for a recommendation for an insurance provider.
If EAC must modify or cancel an entire trip or expedition for any reason, we will first endeavor to provide an alternative trip/expedition tour during the same dates as the original trip. If clients are unable or unwilling to attend the alternative provided, they may elect one of two options:
1. Receive a full credit valid for two (2) years from the date of the cancelled trip/expedition, after which time they forfeit any unused credit to EAC.
2. Clients have the option to have their fees refunded, less the cancellation fee specified for each trip/expedition outlined below.
There may be a need to make a financial adjustment if the alternative trip costs differ significantly form the original trip (for example: not needing a charter flight).
Medical Cancellations and Fitness to Participate
If a participant needs to cancel due to a medical condition or change in health (whether the decision is made by the participant or by the lead guide), Elements Adventure Company is not obligated to attempt to fill the participant’s space or to provide any refund or credit beyond the terms of our published cancellation policy. This is the purpose of trip cancellation insurance, which we strongly recommend all participants purchase.
Participants with a medical condition that may affect their ability to safely participate in an expedition may be required, at the sole discretion of Elements Adventure Company, to satisfy one or more of the following conditions before being permitted to participate:
- The medical condition must be stable and well-controlled, with no recent changes that could reasonably increase the likelihood of complications during the expedition.
- The participant must have demonstrated experience safely managing the condition independently in environments where immediate medical care is not available.
- Written medical clearance from the participant’s family physician or treating specialist may be required, confirming that the participant is medically fit for the specific expedition.
- The participant must bring an adequate supply of all required medications and medical equipment, together with appropriate backup supplies to account for travel delays, loss, damage, or emergencies.
- The participant must disclose any significant medical conditions, medications, or treatment plans before the expedition and promptly advise Elements Adventure Company of any material changes in their health before departure.
- The participant must be able to safely manage their condition without creating an unreasonable risk to themselves, other participants, or the guiding team.
- The lead guide and/or Elements Adventure Company must be satisfied that the participant can safely undertake the expedition. The decision to permit or refuse participation rests solely with Elements Adventure Company and may be made before or at any time during the expedition if safety concerns arise.
Partial Cancellations: EAC will not provide refunds for any missed days on trips or courses, including for medical reasons.
Gift Vouchers: Purchases are final and non-refundable.
The following is an outline of our Cancellation Policy for all courses, trips, and tours. Please read the appropriate section that applies to your program or trip.
Courses
Moving Water Canoeing & Swiftwater Canoeing Rescue Courses
Deposit: To hold a spot on a course, a non-refundable $60 per person deposit is due upon registration.
Balance Due: The balance is due 14 days before the course starts.
Cancellations and Transfers:
Up to 14 days before the course start date: Full credit will be available for any course or offering (dependent upon prerequisite skills/experience) within 14 months of the original course date, or refund minus a cancellation fee of $60 per person.
13 days or less before the course start date: Cancellations less than 14 days prior to a course are not eligible for refunds, transfers or credits.
Transfers and substitutions: Up to 14 days prior to the course start date, one transfer to another course is permitted without charge. Any subsequent transfers will require a transfer fee of $60/person. Substitutions are not permitted unless approved at the sole discretion of EAC. Cancellation policy timelines and $60 apply for substitutions and transfers.
No-shows: May not transfer to another course and will not receive credit or refund.
4-day intensive COURSES
Deposit: To hold a spot on a course, a non-refundable $100 per person deposit is due upon registration.
Balance Due: The balance is due 30 days before the course starts.
Cancellations and Transfers:
Up to 30 days before the course start date: Full credit will be available for any course or offering (dependent upon prerequisite skills/experience) within 14 months of the original course date, or refund minus a cancellation fee of $100 per person.
29 days or less before the course start date: Cancellations less than 30 days prior to a course are not eligible for refunds, transfers or credits.
Transfers and substitutions: Up to 30 days prior to the course start date, one transfer to another course is permitted without charge. Any subsequent transfers will require a transfer fee of $100 per person transfer fee. Substitutions are not permitted unless approved at the sole discretion of EAC. Cancellation policy timelines and $100 fee apply for substitutions and transfers.
No-shows: May not transfer to another course and will not receive credit or refund.
Lake Canoeing Courses:
Deposit: To hold a spot on a course, a non-refundable $60 per person deposit is due upon registration.
Balance Due: The balance is due 14 days before the course starts.
Cancellations and Transfers:
Up to 14 days before the course start date: Full credit will be available for any course or offering (dependent upon prerequisite skills/experience) within 14 months of the original course date, or refund minus $60 per person cancellation fee.
13 days or less before the course start date: Cancellations less than 14 days prior to a course are not eligible for refunds, transfers or credits.
Transfers and substitutions: Up to 14 days prior to the course start date, one transfer to another course is permitted without charge. Any subsequent transfers will require a $30/person transfer fee. Substitutions are not permitted unless approved at the sole discretion of EAC. Cancellation policy timelines and $30 fee apply for substitutions and transfers.
No-shows: May not transfer to another course and will not receive credit or refund.
Trips and Expeditions
If EAC must modify or cancel a trip or expedition for any reason, we will first endeavor to provide an alternative trip/expedition tour during the same dates as the original trip. If clients are unable or unwilling to attend the alternative provided, they may elect one of two options:
1. Receive a full credit valid for two (2) years from the date of the cancelled trip/expedition, after which time they forfeit any unused credit to EAC.
2. Clients have the option to have their fees refunded, less the cancellation fee specified for each trip/expedition outlined below.
There may be a need to make a financial adjustment if the alternative trip costs differ significantly form the original trip (for example: not needing a charter flight).
In the event that EAC is unable to provide an alternative tour/expedition, a full refund will be issued.
Medical Cancellations: Note: If a client must make a cancellation for any trip due to medical reasons, we will make a reasonable effort to fill that spot and consider issuing a partial credit or refund, but this is NOT guaranteed and is at the discretion of Charles Ruechel.
Partial Cancellations: EAC will not provide refunds for any missed days on trips or courses, including for medical reasons.
Four Rivers in Four Days Canoeing Trip, paddle into purpose retreat & find your flow retreat
Deposit: EAC requires a $500 per person deposit to secure a booking and reserve a spot on the trip.
Balance Due: The balance is due 60 days before the trip, after which time, no refund will be available.
Cancellations:
Up to 60 days before trip departure: Full credit available for any trip or offering within 14 months of the original trip date, or refund minus a $200 per person cancellation fee.
Less than 60 days before trip: No credits or refunds available.
Transfers and substitutions: Up to 60 days prior to the trip start date, one transfer to another trip is permitted without charge. Any subsequent transfers will require a $100/person transfer fee. Substitutions are not permitted unless approved at the sole discretion of EAC. Cancellation policy timelines and $100 fee apply for substitutions and transfers. Transfers or substitutions cannot be made less than 90 days prior to the trip.
Kootenay River Expedition / Great white bull adventure / Couples Adventure Retreat / Cariboo river trip
Deposit: To hold a spot on the trip, a $500 per person deposit is due upon registration.
Balance Due: The balance is due 90 days before the trip starts.
Cancellations:
Up to 90 days before trip departure: Full credit available for any trip or offering within 14 months of the original trip date, or refund minus a $200 per person cancellation fee.
Less than 90 days before trip: No credits or refunds available.
Transfers and substitutions: Up to 90 days prior to the trip start date, one transfer to another trip is permitted without charge. Any subsequent transfers will require a $100/person transfer fee. Substitutions are not permitted unless approved at the sole discretion of EAC. Cancellation policy timelines and $100 fee apply for substitutions and transfers. Transfers or substitutions cannot be made less than 90 days prior to the trip.
Upper Stikine / Lower Stikine / Jennings / Turnagain / Gataga / Taku / Bonnet Plume River Canoeing Expeditions
Deposit: To hold a spot on the trip, a $1600 per person deposit is due upon registration.
Balance Due: The balance is due 90 days before the trip starts.
Cancellations:
Up to 90 days before trip departure: Full credit available for any trip or offering within 14 months of original trip date, or refund minus $800 per person cancellation fee.
Less than 90 days before trip: No credits or refunds available.
Transfers and substitutions: Up to 90 days prior to the trip start date, one transfer to another trip in the same calendar year is permitted without charge. Any subsequent transfers within the same calendar year will require a $175/person transfer fee. Clients may transfer 100% of their deposit to a trip in the following year pending agreement to the following year’s policies and trip fee increases. Substitutions are not permitted unless approved at the sole discretion of EAC. Cancellation policy timelines and $175 fee apply for substitutions and transfers. Transfers or substitutions cannot be made less than 90 days prior to the trip.
Tours
Wild Mushroom Tours
Cancellations and Transfers:
Up to 8 days before your tour start date: Full credit will be available for any trip or offering within 14 months of the original trip date, or refund minus a $30 per person cancellation fee.
7 days or less before your tour start date: No refunds will be available.
Transfers and substitutions: Up to 7 days prior to the tour, only one substitution or only one transfer to another tour is permitted, and is free of charge. Substitutions and transfers are not permitted less than 7 days before the tour. Cancellation policy timelines apply for substitutions and transfers.
No-shows: May not transfer to another tour, receive credit or refund.
Salmon Tours & Voyageur Canoeing
Deposit: A deposit of $60 per person is required to hold spots on a tour.
Balance Due: The balance is due 7 days before the tour.
Cancellations and Transfers:
Up to 8 days before your course start date: Full credit will be available for any trip or offering within 14 months of the original trip date, or refund minus a $30 per person cancellation fee.
7 days or less before your course start date: No refunds will be available.
Transfers and substitutions: Up to 7 days prior to the tour, only one substitution or only one transfer to another tour is permitted, and is free of charge. Substitutions and transfers are not permitted less than 7 days before the tour. Cancellation policy timelines apply for substitutions and transfers
No-shows: May not transfer to another tour, receive credit or refund.
