Terms & Conditions
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, or religion. We reserve the right to refuse acceptance of any student. We are selective in our admissions process because 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. Our areas of expertise do not extend to handling behavioral, psychological, motivational, or rehabilitation issues. We are not in any way a program for youth with emotional or behavioral problems. You will be notified of an acceptance decision upon receipt of a completed application and all required materials. If your application is not accepted, your deposit will be refunded in full.
Adventure Treks has a selective admissions process to ensure the best peer groups possible on each trip. Apply online at www.adventuretreks.com or call 828-698-0399 to check availability prior to application. An $800 deposit holds your child’s place on the trip of his/her choice while you complete the application process. We ask that admissions paperwork be completed within two weeks of your application date, or you may lose your child’s spot on their preferred trip. We require an application for summer, health history, confidential parent questionnaire, and a student questionnaire from all of our students. In addition, we require a confidential school reference for each new student. For new international students and new students on our Alaska trips, we also require a phone and/or Skype interview. Completed applications will be carefully reviewed on a first-come, first-served basis, and you will be notified about your child’s official acceptance to Adventure Treks within two to three weeks. We intentionally limit the size of our program, so enrollment is limited. Please submit your application early to ensure a place on the trip of your choice.
The $800 deposit is due within seven days of application and is applied to the full cost of the program. Balance due must be paid on or before March 4, 2019. Applications received after March 4 should be accompanied by the $800 deposit; full payment will be due upon acceptance. We gladly accept personal checks and e-checks (we’ll need your bank’s routing number and your checking account number). We also accept Visa, Mastercard, and American Express; there is a 2.5 percent transaction fee for every credit card transaction processed. Payment plans can be arranged on an individual basis.
All deposits are 100 percent refundable before January 1, 2019 (less $50 if you received an early enrollment gift). Prior to March 4, 2019, the deposit is refundable, less a $200 cancellation fee. For cancellations after March 4, 2019, the deposit and tuition are non-refundable. We highly recommend you purchase trip insurance for your protection (see below). No refund will be granted to a student who withdraws voluntarily or is sent home as a consequence of unacceptable behavior; poor physical condition; or a pre-existing medical or physical condition or injury. All additional travel expenses are the responsibility of the parent. If there is a possibility of cancellation, please contact us as soon as possible.
Trip insurance is not required, but is strongly recommended. Each year, students must cancel their Adventure Treks trip because of medical reasons or unforeseen family or personal circumstances. Should your child be unable to attend or have to leave a 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; we recommend Travelex Insurance Services (travelexinsurance.com). 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. We highly recommend purchasing a “cancel for any reason” upgrade to any policy, as it can help cover a broader range of unforeseeable circumstances. We include information here and on our website for your convenience; if interested in learning more about trip insurance, please contact insurance providers directly.
FINANCIAL AID AND DONATIONS
Adventure Treks accepts 501(c)(3) donations to the Charlie Wellman Memorial Foundation and the Grant M. Backerman Foundation, which provide financial aid for qualified applicants. Contributions are greatly appreciated. Scholarship applications are released in early January. Please call us at 828-698-0399 for more information.
ADVENTURE TREKS’ EXPECTATIONS
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 trip. By signing the student questionnaire and the parent/student agreement, 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 trip, or who, in our judgment, does not meet our expectations for demonstrating safe actions or good behavior.
Adventure Treks maintains very high standards because we act as temporary guardians for your child. Any action by a student that jeopardizes his/her safety or the safety of other students will not be tolerated. No one student’s actions (in the instructors’ judgment) will be permitted to negatively affect the enjoyment of the adventure by other students. Individual behavior that keeps the group from forming a close community will not be tolerated. Students must be able to effectively manage their self-care (staying hydrated, eating properly, maintaining appropriate hygiene, etc.); if lack of self-care is repeatedly an issue, a student may be sent home. 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 trip participation, the student will be sent home. If a student discusses suicide or exhibits signs of self-harm (at the discretion of Adventure Treks staff), the student will be sent home. Illegal acts, bullying, sexual harassment, stealing, sneaking away from the group at night, or other unsafe actions will cause a student to be sent home. Tents are never co-ed. Adventure Treks programs are 100% alcohol-, tobacco-, and drug-free. The possession or use of alcohol, tobacco, marijuana, any vaping device, or any illegal drug is cause for immediate expulsion from the trip. This policy is absolutely non-negotiable. In the unfortunate circumstance that a rule violation should occur, immediate dismissal will result. The offending student will be flown home immediately; all additional travel expenses are the responsibility of the parent, and no refund of any type will be granted. Each student will sign a contract prior to their adventure stating they agree to abide by Adventure Treks’ policies and rules for the duration of the trip. Our areas of expertise do not extend to handling behavioral, emotional, psychological, motivational, rehabilitation issues, or eating disorders.
HEALTH HISTORY/LIABILITY RELEASE
A completed and signed health history and a signed parent/student agreement 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 tell Adventure Treks about any and all health issues. Parents will be required to sign an acknowledgment of risks and a legal liability waiver from Adventure Treks, Inc., as well as waivers from participating outfitters prior to their child’s participation.
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. Costs will be the responsibility of parents and/or their insurance company.
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. You will be notified by email of significant changes.
Students may bring a cell phone to use at the airport upon arrival, and prior to departure. Each student will call home upon arrival so parents will know they’ve arrived safely. This call usually takes place after your child has met an Adventure Treks instructor, collected his/her bags, and met the other students. Please expect up to an hour between the time your child’s flight lands and his/her phone call home to you. Instructors will then collect all electronics, including cell phones. Cell phones should be turned off at this time to preserve their charge. 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. There is no way for cell phones to be recharged. Parents will not be able to call their child while he or she is on the trip. Though we make every effort to give your child a couple of opportunities to call home, the wilderness nature of the trip often makes it difficult for us to give you specific updates about your child while on his/her adventure. Remember, no news is good news. Students without cell phones will have access to an instructor’s cell phone when phone calls home are made. Please be aware of this prior to enrollment. Parents may contact our office if there is an emergency in which a parent needs to reach their child. If it’s after normal business hours, we’re available 24/7 at the Adventure Treks emergency phone number.
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 two or three times 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).