Terms & Conditions
The Adventure Treks experience is most successful when it’s a partnership between parents, students, and us. Communication and full disclosure are important to us. We want you to understand our policies and where we’re coming from, so we can build the best possible relationship with your family. The information contained herein will help you be more informed and understand Adventure Treks’ high standards and expectations for both students and families.
HOW TO APPLY
While we operate with rolling admissions, we intentionally limit the size of our program. Programs fill quickly, so it’s important to apply early to ensure a space.
How to apply for a summer 2021 trip: There are two ways students can apply: submit an application online at www.adventuretreks.com/enroll or call our office at 888-954-5555 Monday through Friday, 9 a.m. to 5 p.m. EST. To secure a spot on your student’s preferred trip, we require a $1,000 deposit at the time of application (we cannot guarantee a space on a trip until a deposit is paid).
How to apply for the Leadership Adventure Semester (fall 2020): Submit an application online at www.adventuretreks.com/enroll. To secure a spot on the Leadership Adventure Semester, we require a $1,000 deposit at the time of application (we cannot guarantee a space on a trip until a deposit is paid).
While we operate with rolling admissions, we intentionally limit the size of our program. Programs fill quickly, so it’s important to submit an application early to ensure a space.
We are selective in our admissions process to ensure the best peer groups possible on each program, as the close community we strive to foster and the quality experience we seek to provide for each student can be compromised by a single student.
After an application is submitted, you’ll receive an email the next business day outlining the next steps. This email includes information on how to pay the deposit, reviews all the required paperwork and how to complete each form, deadlines for submitting a complete admissions package, and notification of acceptance timeline.
Admissions for summer 2021 trips: For new students, a complete admissions package includes an online student application, $1,000 deposit, health history, confidential parent questionnaire, student questionnaire, and confidential school reference. We may require an additional interview with a director. A complete admissions package for returning students and Camp Pinnacle alumni includes an online student application, $1,000 deposit, health history, confidential parent questionnaire, and student questionnaire.
Completed admissions packages are reviewed in the order in which they are received. Our timeline for notification of acceptance for students changes throughout the year, depending on the proximity to summer. Generally, you’ll be notified within two weeks. However, while we strive for timeliness, we evaluate every applicant individually and we may choose to extend the process to ensure that the specific trip and/or Adventure Treks is the best fit for the student. Adventure Treks reserves the right to deny acceptance or ongoing participation to any student, based on medical, behavioral, physical, or mental health reasons, or for any other reason, in Adventure Treks’ sole discretion. If your student is not accepted at Adventure Treks, the $1,000 deposit will be refunded in full.
Admissions for the Leadership Adventure Semester (fall 2020): For the Leadership Adventure Semester, a complete admissions package includes an online student application, $1,000 deposit, two essays, student questionnaire, two references, and health history.
Once Adventure Treks has received all completed materials, spoken with both references, and held the video chat interview, prospective students will be notified of their official acceptance within one week. Students will be notified via the email address and/or cell phone provided on their application.
WHAT WE ARE NOT
Adventure Treks’ areas of expertise do not extend to handling behavioral, emotional, psychological, motivational, rehabilitative issues; mental health issues; or eating disorders. We are not in any way a program for youth with emotional, motivational, or behavioral problems.
WHAT’S INCLUDED IN TUITION
Tuition at Adventure Treks is transparent, and there are no hidden costs. Tuition includes, but is not limited to, activities, food, group gear, outfitter costs, and transportation. Not included in tuition is airfare; clothing; any elective costs such as trip insurance; and any costs incurred on the trip, such as medical expenses or replacing your student’s lost/broken gear. Additional fees may apply on a case-by-case basis, in such instances as early arrival for international students or students who are gluten-free and require special accommodations.
For payment, we accept personal checks and e-checks from US banks only (we’ll need your bank’s routing number and your checking account number). For Visa, Mastercard, and American Express credit cards, there is a 2.5% bank processing fee for every credit card transaction processed. We accept debit cards from US banks with no extra fee. For international families, wire transfer information will be emailed to you after your application is submitted. Payment plans can be arranged on an individual basis.
For summer 2021 trips: The $1,000 deposit is applied to the full cost of an Adventure Treks trip and is due within seven days of the application date. Final balances are due in full by March 1, 2021. For new students who apply after March 1, the $1,000 deposit is due at the time of application and balance is due upon official acceptance. For returning students and Camp Pinnacle alumni who apply after March 1, tuition is due in full at the time of application. Adventure Treks reserves the right to cancel unpaid applicants whose full tuition is more than 30 days past due, with no refund. The 30-day time frame begins March 1 for any student enrolled at that time, and begins at the time of official acceptance for those students who enroll after March 1. Students whose tuition is not paid in full by the start of a trip will not be permitted to participate, and must return home immediately at their own expense, unless prior arrangements have been made.
For Leadership Adventure Semester (fall 2020): The $1,000 deposit is applied to the full cost of the Adventure Treks semester and is due within three days of the application date. Final balances are due in full by August 15, 2020. For students who apply after August 15, the $1,000 deposit is due at time of application, and the final balance is due upon official acceptance.
REFUND AND CANCELLATION POLICIES
For summer 2021 trips: All deposits are 100 percent refundable through January 1, 2021. Between January 2 and February 28, 2021, deposits are non-refundable. (If you’ve paid tuition in full and cancel by February 28, you forfeit the $1,000 deposit.) For cancellations that occur after March 1, 2021, deposits and tuition are non-refundable. Adventure Treks must be notified of all cancellations in writing.
Adventure Treks must enforce this cancellation policy because program expenses are incurred well in advance of summer, including (but not limited to): commissioning the construction of brand-new vans; non-refundable outfitter deposits; campground reservations; equipment and food purchases; and staff hiring. Many of these expenses are negotiated based on a total group number, rather than a per-person basis. We highly recommend families purchase trip insurance for your protection.
Once a trip starts, no refund will be granted to a student who withdraws voluntarily or who is sent home as a consequence of unacceptable behavior; poor physical condition; illness or injury; mental health concern; prolonged homesickness; or pre-existing medical or physical condition or injury that prevents them from continuing on the trip. All additional travel expenses are the responsibility of the parent.
If due to COVID-19 and/or other reasons outside our control Adventure Treks is unable to operate programs in 2021, enrolled families will be offered the option of transferring tuition forward to 2022 with no fee or requesting a full refund.
For Leadership Adventure Semester (fall 2020): All deposits are 100 percent refundable if by August 15 we make the decision to cancel the program. After August 15, deposits and tuition are non-refundable.
If the Leadership Adventure Semester starts and then is interrupted or closed for any reason during our operating dates, we cannot guarantee that we will be able to provide any refunds, though we will do our best to refund recoverable costs.
For cancelled 2020 students who transferred tuition to 2021: For families whose children were not able to join an Adventure Treks summer 2020 Blue Ridge trip and who transferred tuition or a deposit forward:
- Full tuition transfer: For families who have paid in full, they will lock in the 2020 tuition rates for 2021 if they transferred their full tuition payment. They will also be able to transfer any early enrollment discounts they received for 2020.
- Deposit transfer: For families who have paid their $800 deposit for 2020, they will receive $100 off 2021 tuition if they transferred their full deposit payment. (This $100 discount cannot be combined with any other early enrollment discounts.)
All families pushing their full tuition and deposits forward to 2021 will receive a full week of priority enrollment before registration opens to new students. The money families transferred to 2021 is based on the money they had currently paid toward tuition for the 2020 season. If families received a scholarship or had not paid the full tuition amount for this season, they only transferred the money currently paid.
ENROLLMENT PAPERWORK AND WAIVERS
Parents and/or students will be required to complete additional enrollment paperwork prior to the start of an Adventure Treks program, including (but not limited to) an acknowledgment of risks, liability waiver, and activity waivers from participating outfitters. Your student’s final acceptance, enrollment, and participation on their Adventure Treks program is contingent on full payment and on our timely receipt and review of all completed and signed forms. Parents and students agree to return required forms in a timely manner based on the Adventure Treks published schedule, and Adventure Treks reserves the right to deny your student’s participation on their program in the event of failure to do so.
TRIP INSURANCE FOR SUMMER 2021 TRIPS
Trip insurance is not required but is strongly recommended on summer 2021 trips. Each year, students must cancel their participation in an Adventure Treks trip because of medical reasons or unforeseen family or personal circumstances. Should your child be unable to attend or leave a summer trip due to illness, injury, a family crisis, etc., trip insurance helps you recover the cost of the trip. You are welcome to use any insurer. Trip insurance policies can cover a variety of situations, including (but not limited to): illness, injury, weather, travel delay, lost baggage, trip interruption, emergency medical coverage, etc. Most policies require you to purchase coverage within 15 to 21 days of your initial deposit in order to include covered pre-existing conditions and the “cancel for any reason” option. If interested in learning more about trip insurance, please contact insurance providers directly.
Adventure Treks will make every effort to follow and implement policies and protocols established by national, regional, state, and local government, along with the CDC. We will also use our own judgment when in the best interest of the Adventure Treks community.
FINANCIAL AID AND DONATIONS
Adventure Treks accepts donations to the 501(c)(3) non-profit organization Charlie Wellman Memorial Foundation, which provides financial aid for qualified students. Contributions are greatly appreciated. Scholarship applications are released in early January every year. Please call us at 888-954-5555 for more information.
For summer 2021 trips: Students may bring a cell phone to use when traveling to and from Adventure Treks. Students without cell phones will have access to an instructor’s cell phone when phone calls home are made. Because this is a wilderness trip, there’s often no cellular service available, and your child may be three to seven days away from a phone. Parents will not be able to call their student while they are on the trip. Though we make every effort to give students an opportunity to call home, the wilderness nature of the trip often makes it difficult for us to give you specific updates about your student while on their adventure. However, during the summer, parents can always reach someone at Adventure Treks 24 hours a day, seven days a week, in the event of an emergency.
For Leadership Adventure Semester (fall 2020): Students may bring a cell phone, laptop computer, tablet, or other electronic device to use at designated times throughout their program. While on extended backcountry trips, students will not bring their cell phones, satellite phones, or GPS trackers. All instructors will carry cell phones and/or satellite phones to use in case of an emergency. We highly recommend that students bring a digital camera or GoPro-type camera for photography. Students will maintain a group blog that friends and family can view during their program.
Adventure Treks is not responsible for any electronics or items that are lost, damaged, or ruined, even if collected by instructors.
Exclusive relationships are highly discouraged at Adventure Treks because they detract from the overall group experience. In order to preserve the unique nature of our program and in the interest of inclusivity, we limit the number of new students who have a pre-existing relationship, whether from home, school, or otherwise, to no more than two to three on any one program (depending on the size of the program).
It is the student’s responsibility to bring a safety-conscious mindset; a desire to try new things, challenge themselves and have a good time; a willingness to participate fully; a willingness to help with group chores and tasks; and a willingness to care for themselves and others. While some trepidation is quite normal, we expect from each student a positive and unselfish attitude and a desire to be a part of a close community of friends. Adventure Treks trips are physically and mentally challenging. Students have a responsibility to be physically prepared by getting in good physical condition before their program. By completing all paperwork, students agree they will abide by these expectations. We reserve the right to send a student home who cannot meet the physical requirements of the program, or who, in our judgment, does not meet our expectations for demonstrating safe actions or good behavior.
Any action by a student that jeopardizes their safety or the safety of other students or instructors will not be tolerated. No one student’s actions (in the instructors’ judgment) will be permitted to negatively affect the enjoyment of the program by other students. Individual behavior that keeps the group from forming a close community will not be tolerated. If a student has a known emotional and/or behavioral issue, including an eating disorder or self-harm, that was not disclosed to Adventure Treks prior to a student’s program participation, the student will be dismissed. If a student discusses suicidal ideations or exhibits signs of self-harm (at the interpretation of Adventure Treks staff), the student will be dismissed. Illegal acts, bullying, any type of harassment, stealing, leaving the established boundaries of camp, or other unsafe actions will cause a student to be dismissed. Tents and cabins are never co-ed. In the unfortunate circumstance that a rule violation should occur, immediate dismissal will result.
ALCOHOL, TOBACCO, & ILLEGAL DRUG POLICY
Adventure Treks programs are 100 percent alcohol-, tobacco-, and drug-free. The possession or use of alcohol, tobacco, marijuana, any vaping or e-cigarette device, or any illegal drug is cause for immediate expulsion from the trip. This policy is absolutely non-negotiable. If a student brings any of these substances, they should expect to be caught and dismissed.
MEDICAL INSURANCE REQUIREMENTS
Students at Adventure Treks are required to have health insurance; if participating on the British Columbia Adventure trip, be sure to check that your student’s policy is accepted in Canada. If students do not have health insurance, parents and students will be responsible for any medical costs incurred on the program. Many travel insurance companies offer one-time travel medical coverage.
HEALTH HISTORY AND MEDICAL TREATMENT AUTHORIZATION
A completed and signed health history must be submitted in order to be considered for official acceptance and enrollment. The health history does not require a physician’s signature, but we do ask parents to be as open and transparent as possible. In lieu of a doctor’s signature, parents take responsibility to completely and accurately represent their student’s physical and mental health, and to tell Adventure Treks about any and all health issues. Parents and students also agree to update Adventure Treks regarding any medical or psychological issue that arises after official acceptance that could affect their student’s ability to participate on their trip. If at any time, parents or students withhold or provide incomplete or misleading information, or falsely represent their student, in interviews, the application, or any required paperwork, Adventure Treks reserves the right to deny admission or ongoing participation to that student. By signing the health history, parents and students acknowledge that trained Adventure Treks instructors have the right to administer first aid to students, to engage the services of a medical professional, or to hospitalize a student if deemed necessary.
ALTERATIONS TO ITINERARY
Severe weather; high or low rivers; high or low snowpack; unpredictable natural disasters and acts of God; vehicle breakdowns; road closures; volcanic activity; forest fires; illness; any potential threat to safety; or even a brilliant idea from an instructor or student may necessitate itinerary changes. In the event of a schedule change, comparable activities will be substituted when possible. In the event of significant changes to your student’s itinerary, we will notify you via email.
While participating in Adventure Treks programs, a student may be photographed or videoed by Adventure Treks or any other outfitters. By signing the parent/student agreement, you agree to allow the student’s photo, video or film likeness, or reproductions thereof made through any media, including electronic media, to be copyrighted and used for any legitimate purpose by Adventure Treks or its assigns.
Adventure Treks is wholly committed to the protection and preservation of the natural environment. We use the most current minimum-impact camping techniques and subscribe to the practices of Leave No Trace. Students can expect to shower at least once a week during their trip. While students don’t shower daily, there are many days when they will swim. Students always have soap and water available to wash up at their campsites.
PERMITS AND LICENSES
Adventure Treks operates under licensed permits in the following areas: North Cascades National Park (WA), Olympic National Park (WA), Olympic National Forest (WA), Gifford-Pinchot National Forest (WA), Mt. St. Helens National Volcanic Monument (WA), Okanogan-Wenatchee National Forest (WA), Mt. Hood National Forest (OR), King Range Bureau of Land Management (CA), Shasta-Trinity National Forest (CA), Point Reyes National Seashore (CA), E.C. Manning Provincial Park (BC), Chugach State Park (AK), Chugach National Forest (AK), Alaska State Lands/DNR (AK), Denali State Park (AK), Pisgah National Forest (NC), Nantahala National Forest (NC), DuPont State Forest (NC), Rocky Mountain National Park (CO), Yellowstone National Park (WY & MT), Grand Teton National Park (WY).
In accordance with Federal Law and US Department of Agriculture policy, Adventure Treks does not discriminate on the basis of race, color, national origin, gender, religion, or sexual orientation. However, as stated above, Adventure Treks reserves the right to deny acceptance or ongoing participation to any student, based on medical, physical, or mental health grounds, or for any other reason, in Adventure Treks’ sole discretion.
Adventure Treks reserves the right to change its Terms and Conditions at any time, but we will notify parents in writing. We publish our Terms and Conditions in several places, including but not limited to, our website, the application for summer, and in an applied and/or enrolled student’s CampInTouch forms dashboard. In the case of any discrepancy between published versions, the Terms and Conditions published at www.adventuretreks.com/terms-conditions/ shall control.