Terms and Conditions

These are the Terms and Conditions that will apply to your booking.  Please read them carefully as you will be bound by them.  These Terms shall constitute the entire agreement between Engaging Cultures Travel, LLC and the Client relating to the subject matter herein, and shall constitute a binding agreement.  There is no verbal or written; representation, warranty, prior agreement, or description of services, other than as expressed herein.

The Contract is with Engaging Cultures Travel, LLC (hereinafter “Engaging Cultures”).  By booking a trip, you agree to be bound by these Terms and Conditions that govern the relationship, the cancellation policy, limitations of liability, as well as other subject matters.  These Terms and Conditions affect your rights and designate the governing law and forum for the resolution of any and all disputes.

Contract

All persons wishing to make a booking have carefully read and understand the Terms and Conditions that follow.  By making a booking with Engaging Cultures or its Agents, you accept on behalf of yourself and all those named on the booking including minors and person under a disability to be bound by these Terms and Conditions.  A booking is accepted and becomes definite only from the date when Engaging Cultures sends a confirmation invoice or email.  It is at this point that a contract between Engaging Cultures and the Client comes into existence.  Before your booking is confirmed and a contract comes into force, Engaging Cultures reserves the right to increase or decrease listed prices.  Engaging Cultures or their agents reserve the right to decline any booking at their discretion.   The person or persons named on the booking are hereafter referred to as the “Client”. All bookings are made with Engaging Cultures, which sells the tours and travel arrangements described in this brochure and or through its “Agents” who sell Engaging Cultures’ tours through an agreement with Engaging Cultures.  These Terms and Conditions shall constitute the entire agreement between Engaging Cultures and the Client relating to the subject matter herein, and shall constitute a binding agreement.  There is no verbal or written; representation, warranty, prior agreement, or description of services, other than as expressed herein.  The service to be provided is/are the tour(s) and/or travel arrangements referred to in the booking confirmation.

Deposit

A non-refundable deposit of $250.00 per person is required at the time of booking.  Final payment is due 30 days prior to departure.  If your reservation is made within 30 days of departure, the entire cost of the program must be paid at the time of the request in order to secure confirmation.

Final Payment

Final Payment is due 30 days prior to departure.  If final payment is not received by the due date, we reserve the right to treat your booking as canceled.  Therefore, your reservation may be canceled and your full deposit, including Travel Insurance payment will be retained by Engaging Cultures.

For larger groups, deposits must be paid to transportation and hotel providers. For groups of 7 or more people, we require the following:

  • 25% of the total trip cost due 60 days prior to trip start date.
  • 100% of the total trip cost due 30 days prior to trip start date.

Cancellations by Client

If you must cancel your trip, you may do so by emailing the destination specialist responsible for your tour, by emailing us at engage@engagingcultures.com, or by selecting the “contact us” link on our website (engagingcultures.com).  Cancellation charges will be calculated as of the date we receive your cancellation request.  Cancellation charges and refunds shall be calculated in accordance with these Terms and Conditions and cancellation policy.  Any applicable refunds will be returned to you in the manner in which payment was made, and processed within 30 days of receipt of your cancellation. Tour deposits are non-refundable, therefore any applicable refunds are calculated on the basis of tour costs minus deposits.

Refund or Cancellations Fees for Individuals and Small Groups (6 people or fewer)

The following scale of charges will apply when cancellation is notified.*


Cancellation Charges 
Number of days prior to arrival Cancellation fee as % of tour price minus deposits
31 days or more full refund (minus processing fee)
30-14 days 50%
13-day of arrival 100%

*Important note: if your Egypt tour includes a “dahabiya” tour, there will be no refund for this portion of your trip once the trip is confirmed.

**Because of high demand, hotels in Petra will charge for cancellations if they are made within 100 days of your tour. This will be deducted from the amount refunded and not necessarily reflected in the above percentages. 

Cancellation Policy for Groups of 7 or More People

Because hotels and transportation providers require a non-refundable deposit for medium and large groups, once you pay for your trip, that payment cannot be refunded. For a group of 7 or more people we require the following:

Cancellation Charges for groups of 7+
Number of days prior to arrival Cancellation fee as % of total price
61 days or more full refund (minus deposit)
60-31 days 25%
30-day of arrival 100%

*Important note: if your Egypt tour includes a “dahabiya” tour, there will be no refund for this portion of your trip once the trip is confirmed.

**Because of high demand, hotels in Petra will charge for cancellations if they are made within 100 days of your tour. This will be deducted from the amount refunded and not necessarily reflected in the above percentages. 

Cancellation Policy Related to COVID-19

During the COVID-19 pandemic, in case of covid-related disruption, Engaging Cultures is operating with a “cancel for credit” policy. This means that if you contract COVID-19 before you leave for your trip, or if government-imposed travel restrictions related to covid disrupt your plans, you can cancel your trip up until your departure day and we’ll hold your payment as credit for future travel at the date of your choice, less any irrecoverable expenses.  Government-imposed restrictions include border closures, lockdowns, do- not-travel warnings and quarantine measures. If you need to cancel due to covid sickness, please email us and include a medical certificate, or in the case of a government-imposed restriction, a relevant website detailing the restriction.

Reservation Changes by Client

2 changes will be made free of charge (while keeping the tour dates the same), after that the client will pay $35 USD per additional reservation change or alteration made to a reservation after the booking is confirmed unless the change increases the value of the booking.  If the client changes their reservation, and the cost of land services or accommodation increases, the client agrees to pay the difference.  A change of tour date within 20 days prior to departure will be charged an amendment fee of $35.00.

Cancellations by Engaging Cultures

Engaging Cultures may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability “Force Majeure” or “Acts of God”* or other external events it is not viable for us to operate the planned itinerary.  If we cancel your trip, you can transfer amounts paid to an alternative departure date or alternatively receive a full refund.  In circumstances where cancellation is due to external events outside our reasonable control, refunds will be less any unrecoverable expenses.  We are not responsible for any incidental expenses that you may have incurred as a result of your booking including, but not limited to, visas, vaccinations, travel insurance excess or non-refundable flights.

*“Force Majeure” includes war, threat of war, riot, civil strife, terrorist activity, natural or nuclear disaster, epidemic, pandemic or other health emergency, fire or adverse weather conditions, technical or maintenance problems with transport, closure or congestion at airports or ports, or other similar events beyond the control of Engaging Cultures.

Reservation Changes by Engaging Cultures

While we aim to operate all trips as described, we reserve the right to change the trip itinerary.

Before departure: If we make a major change we will inform you as soon as reasonably possible if there is time before departure. The definition of a major change is deemed to be a change affecting at least one day in five of the itinerary. When a major change is made you may choose between accepting the change, obtaining a refund of money paid on the land portion of the trip only or accepting an alternative tour offered.

After departure: We reserve the right to change an itinerary after departure due to local circumstances or events outside of our control.  In such emergency circumstances the additional cost of any necessary itinerary alterations will be covered by the Client.  Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itinerary such as visas, vaccinations or non-refundable flights.

Client Information

In order for us to confirm your travel arrangements you must provide all requested details with the balance of the trip price.  Necessary details include full name as per passport, date of birth, nationality, passport number, passport issue and expiry date and any pre-existing medical conditions and you have which may affect your ability to complete your travel arrangements.

Air Arrangements

Engaging Cultures is not responsible if an airline cancels, reschedules, or delays a flight for any reason.  If you purchased air transportation through Engaging Cultures, we will try to assist in making new arrangements providing you have not already checked in with your airline for your first flight segment.  After check-in, you must work with the airline directly to reach your destination or to make any alternate arrangements including amendments to return services.  Please be aware airline fees often apply for modifications to air schedules not related to airline imposed flight cancellations, reschedules or delays.  These fees will be payable to the airline directly at time of request.  If you miss your departure flight or connection, it is your responsibility to work with the airline on which you are ticketed to reach your destination.  No refunds will be provided by Engaging Cultures for portions of trips missed due to canceled, rescheduled or delayed flights after airport check-in, nor is Engaging Cultures responsible for any additional expenses you may incur prior to joining your trip if you miss your departure flight or flight connection.

If you make your own flight arrangements, Engaging Cultures will not be responsible for any loss
resulting from cancellation or changes in international gateways, itineraries or travel dates.

Passports and Visas

All participants must have a valid passport.  U.S. Passports must be valid for at least six (6) months,
subsequent to the return date.  Special entry requirements for non-U.S. citizens may apply.  Please
consult the appropriate Consulate for current requirements.  It is solely the passenger’s responsibility to ensure that all documents needed are completed and current.  We are not responsible if you are refused entry to a country.

Vaccinations

It is the Client’s responsibility to fulfill vaccination requirements for each destination.
Please refer to the Center for Disease Control’s website, www.cdc.gov/travel, for more travel health information and recommendations.

Acceptance of Risk

You acknowledge that the nature of the trip is adventurous and participation involves a degree of personal risk.  The Client hereby assumes all such risk and does hereby release Engaging Cultures from all claims and causes of action arising from any damages or injuries or death resulting from these inherent risks.  Prior to tour commencement, the Client may be asked to sign a participation form.

Travel Protection

We highly recommend the Client obtains personal travel insurance prior to departure. The following travel insurance companies are popular among guests:

Travel Guard

World Nomads

Hotel Accommodation and Transportation

The hotels listed on itineraries are intended to be used on all departures; however hotels are not guaranteed.  Engaging Cultures reserves the right to substitute other hotels than those listed on the itinerary pages.  If a change becomes necessary for any reason, including alternate hotels for additional departures on the same date, or hotel location changes within or outside itinerary cities, the hotel substituted will be of equivalent or higher quality, when available, to those shown.  No refunds are provided for hotel changes; full cancellation penalties as noted above apply. Customers booked in single hotel rooms will be required to pay a single supplement fee.

In the rare event that included train or air services are unavailable, alternate services will be provided.  Itinerary timings are approximate and may be subject to change.

Photographs and Video

Engaging Cultures reserves the right to take photographs during the operation of any program or part thereof and to use them for promotional purposes.  By booking a program with Engaging Cultures, program members agree to allow their images to be used in such photographs.  Program members who prefer that their images not be used are asked to identify themselves to their Engaging Cultures’ representative at the beginning of their program.

Complaints

If a Client has a complaint against Engaging Cultures, the Client must first inform the tour leader at the earliest opportunity to allow the grievance to be rectified.  If satisfaction is not reached, contact Engaging Cultures representative or local Office Manager while on tour in order that Engaging Cultures is provided the opportunity to rectify the matter.  Failure to indicate dissatisfaction while on tour will result in the Client’s ability to claim compensation from Engaging Cultures being extinguished or at least reduced.  If satisfaction is still not reached through these means on tour then any further complaint must be put in writing to Engaging Cultures via its Agents or directly to head office at ‘engage@engagingcultures.com’ or Engaging Cultures Travel ATTN: Customer Service Department, 339 S. Wyman Rd. Fayetteville, AR, 72703 within 30 days of the end of the tour.  Engaging Cultures will not accept any liability for claims received after this period.

Travel Advisories and Warnings

It is the responsibility of the Client to become informed about the most current travel advisories and warnings by referring to the U.S. State Department’s travel website at www.travel.state.gov/ or by phone at 1-888-407- 4747.  In the event of an active State Department Travel Warning against travel to the specific destination location(s) of the program, should the Client still choose to travel, notwithstanding any travel advisory or warning, the client assumes all risk of personal injury, death or property damage that may arise out of the events like those advised or warned against.

Disclaimer of Responsibility

Engaging Cultures its employees, shareholders, officers, directors, successors, agents and assigns (collectively Engaging Cultures), does not own or operate any entity which is to or does provide goods or services for your program.  It purchases transportation (by aircraft, coach, train, vessel or otherwise), hotel and other lodging accommodations, restaurant, ground handling and other services from various independent suppliers.  All such persons and entities are independent contractors.  As a result Engaging Cultures is not liable for any negligent or willful act of any such person or entity or of any third person.

In addition and without limitation, Engaging Cultures shall not be responsible for breach of contract, bankruptcy or any intentional or careless actions or omissions on the part of suppliers, which result in any loss, damage, delay, or injury to any traveler, travel companions or group member.  Engaging Cultures shall not be responsible for any injuries, damages, or losses caused to any traveler in connection with, social or labor unrest, mechanical or construction difficulties, terrorist activities, diseases, local laws, climatic conditions, abnormal conditions or developments, or any other actions, omissions, or conditions outside Engaging Cultures’ control.  By embarking upon the trip, the traveler voluntarily assumes all risks involved with such travel, whether expected or unexpected.  Traveler is hereby warned of such risks, and is advised to obtain appropriate insurance coverage against them.  Retention of reservations or bookings after payment to Engaging Cultures is received shall constitute consent to the above, terms and conditions and an agreement on the traveler’s part to convey the contents of this disclaimer to your travel companions and group members.

Privacy Policy

In order to process your tour booking, Engaging Cultures will need to use personal information for you and other passengers included in your booking.  This personal information may include each passenger’s name, address, phone number, email address, passport number, credit/debit card number and sensitive information such as health, medical, dietary, mobility, religious or other special requirements.  This personal information may be passed on to other suppliers of your travel arrangements in addition to public authorities such as customs and immigration, security and credit checking organizations, and otherwise as required by law.  Similarly, we may also need to provide personal information to contractors who provide services to or for us e.g. sending mail, processing payments, providing marketing assistance.

We may also use the personal information you provide us to review and improve the tours and services that we offer, and to contact you (by post, email and/or telephone) about other tours and services offered by Engaging Cultures that you may be interested in.  If you don’t want to receive this information, or if you want a copy of the personal information we hold about you, write to us at engage@engagingcultures.com.

Applicable Law

The laws of the State of Arkansas, USA govern this Contract (incorporating these Terms and Conditions) to the fullest extent allowable.  Any disputes in connection with a trip of this Contract must be initiated in the courts of the State of Arkansas, USA.

Registered Address

Engaging Cultures Travel, LLC
5371 Old Mill Street
Springdale, AR 72762