Terms and Conditions

Please read these Booking Terms and Conditions carefully before making a reservation. They are intended to ensure clarity, transparency, and a smooth travel experience. 

These Booking Terms and Conditions (the “Terms” or “Agreement”) constitute the entire understanding and agreement between you, the tour “Participant” (referred to as “you”, “client”, “customer” or “the Participant”), and Exotic Nature Trails (referred to as “Exotic Nature Trails,” “ENT,” “we,” or “us”). 

By booking a tour with Exotic Nature Trails, you confirm that you have read, understood, and agreed to be bound by these Terms.  

These Terms apply to all bookings, trips, transactions, or services provided by Exotic Nature Trails, including tours operated directly by us and tours delivered in collaboration with local service providers and suppliers. 

1. Registration 

Registration for a tour is completed by fully completing and submitting the Registration Form available on the Exotic Nature Trails website. Registration shall only be considered valid once a deposit of EUR 500 to EUR 1.000 per participant, depending on the specific tour, has been received by Exotic Nature Trails. The applicable deposit amount will be communicated to the Participant during the booking process. 

The remaining balance of the total tour price must be paid no later than 30 days prior to the scheduled departure date, unless otherwise stated in writing by Exotic Nature Trails. 

By submitting the Registration Form, the Participant expressly confirms and agrees that: 

1. The Participant has read, understood, and accepted these Booking Terms and Conditions, as well as any specific conditions, requirements, or information contained in the tour program in which they are participating;
2. The Participant confirms that they are in adequate physical and mental health to participate in the tour and acknowledges that participation involves inherent risks associated with outdoor and active travel activities;
3. The Participant is aware of and accepts the physical, psychological, and cultural demands of the tour, including but not limited to the risk of personal injury, illness, inconvenience, discomfort, or other unforeseen events that may occur during the trip.

Exotic Nature Trails reserves the right to consider any registration invalid if payment is not made in accordance with the conditions and deadlines set out above, without prejudice to the application of any applicable cancellation or administrative fees. 

2. Booking Confirmation

A booking is confirmed only once Exotic Nature Trails has received both a fully completed Registration Form and the applicable deposit payment, and has issued a written booking confirmation. 

Bookings are processed in chronological order based on the date and time of receipt of the completed Registration Form and deposit. Participants acknowledge that certain tours may have a limited number of places and that availability cannot be guaranteed until booking confirmation has been issued by Exotic Nature Trails. 

3. Cancellations by the participant

If a Participant wishes to cancel their booking, notice of cancellation must be submitted in writing by email or other written communication and shall only be effective upon receipt by Exotic Nature Trails. 

Upon cancellation, the Participant shall be liable for cancellation fees in accordance with the scale set out below, calculated as a percentage of the total tour price per participant. 

Cancellation fees apply as follows: 

• From 90 to 31 days prior to the tour start date: 50 percent of the total tour price; 

• 30 days or less prior to the tour start date, or in the event of a no show: 100 percent of the total tour price 

In addition, an administrative fee of EUR 200 per participant applies to all cancellations, regardless of the cancellation date. 

No refunds are provided for late arrival, early departure, unused services, or failure to join the tour for any reason.  

Participants acknowledge that no exceptions to this cancellation policy will be made for reasons including, but not limited to, weather conditions, transportation delays, acts of terrorism, civil unrest, personal circumstances, family matters, illness, medical emergencies, or other events beyond the Participant’s control. Participants are therefore strongly advised to obtain comprehensive travel insurance covering cancellation, interruption, medical expenses, and emergency evacuation. 

4. Cancellation or Significant Changes by Exotic Nature Trails

Exotic Nature Trails reserves the right to cancel a tour prior to departure for operational, safety, logistical, or commercial reasons, including but not limited to insufficient participant numbers or supplier failure. 

In the event that Exotic Nature Trails cancels a tour prior to departure, the Participant shall be entitled to a refund of all payments received for the canceled tour, which shall constitute full and final settlement of any claims against Exotic Nature Trails arising from such cancellation. 

If a tour is canceled within 30 days of the scheduled departure date, Exotic Nature Trails may, at its discretion, offer an additional incentive or discount toward an alternative tour operated by Exotic Nature Trails, without prejudice to the Participant’s right to receive a full refund. 

If, prior to departure, a significant change becomes necessary due to circumstances such as supplier insolvency or unavailability, Exotic Nature Trails will notify Participants as soon as reasonably possible and will offer suitable alternatives where available. Such alternatives may result in a price adjustment, either a supplemental payment or a partial refund, depending on the revised arrangements. 

No refunds or compensation shall be payable for cancellations or changes resulting from events classified as Force Majeure, as defined in these Terms and Conditions. 

5. Schedules 

Participants are required to comply with the scheduled start times of the tour and all intermediate meeting times communicated by Exotic Nature Trails, guides, or local suppliers. 

Failure to arrive on time, repeated delays, or behavior demonstrating a lack of consideration for other participants may result in the Participant being unable to take part in part or all of the scheduled activities. No refunds or compensation shall be provided in such circumstances. 

6. Changes by Exotic Nature Trails

In the interest of safety, operational efficiency, and overall quality of the experience, Exotic Nature Trails reserves the right to modify schedules, routes, locations, accommodations, activities, or the structure of the program where necessary. 

Such changes may occur due to weather conditions, safety concerns, supplier availability, access restrictions, or other unforeseen or unavoidable circumstances that make it impracticable or unsafe to operate the tour as originally planned. 

7. Flexibility of Itineraries and Services

Participants acknowledge that tours involve travel in environments where conditions may change rapidly. As such, amenities, accommodations, transportation, routes, schedules, and itineraries may be subject to change without prior notice due to local circumstances or events beyond the control of Exotic Nature Trails. 

These circumstances may include, but are not limited to, mechanical breakdowns, transportation disruptions, flight delays or cancellations, illness, strikes, political or civil disturbances, adverse weather conditions, border or access restrictions, or other unforeseeable factors. 

Such changes do not constitute grounds for cancellation, refund, or compensation, except as expressly stated in these Terms. 

8. Participant Responsibilities During the Tour
9. a) Tour Start and Travel Arrangements

It is the Participant’s responsibility to arrive at the designated departure location on the specified tour start date and at the stated time. Exotic Nature Trails is not responsible for any loss, delay, or additional expense resulting from missed or delayed flights, altered travel itineraries, late arrivals, or early departures. 

1. b) Compliance with Laws and Conduct

Participants are required to comply with all applicable local laws and regulations, respect local customs and cultures, act responsibly toward fellow participants, and follow reasonable instructions and guidance provided by guides or local suppliers during the tour. 

1. c) Guided Tours and Authority

On guided tours, the decisions of the guide or local supplier are final on all matters that may affect the safety, well-being, or enjoyment of the group or any individual participant. 

Exotic Nature Trails reserves the right to remove a Participant from the tour, without refund or compensation, if the Participant: 

1. is deemed unable to safely meet the physical or technical requirements of the tour; or
   b. behaves in a manner that negatively impacts the safety, enjoyment, or well-being of other participants or staff.
2. Degree of difficulty and Fitness Requirements

It is the Participant’s responsibility to ensure that the selected tour is suitable for their physical condition, technical ability, experience, and overall fitness level. 

While Exotic Nature Trails provides information and guidance regarding the degree of difficulty of each tour and responds to reasonable questions during the booking process, Exotic Nature Trails cannot be held responsible if a Participant is unable to complete the tour or any part of it due to insufficient fitness, ability, or preparation. 

10. Health Requirements 

The physical and technical demands of each tour vary depending on the itinerary. While some walking tours require only moderate activity, certain cycling or mixed-activity tours may be physically demanding. 

By agreeing to these Terms, the Participant confirms that they are in good physical and mental condition and that no medical, physical, or psychological condition exists that could endanger themselves, other Participants, guides, or staff, or materially affect the enjoyment of the tour. 

Participants are responsible for assessing their own suitability for the tour and for seeking medical advice where appropriate prior to booking. 

11. Security and Guided Activities 

The safety of Participants, guides, and staff is a priority of Exotic Nature Trails. Equipment used in activities is suitable for its intended purpose and, where required, appropriate personal protective equipment will be provided. 

On guided tours, guides are trained and authorised to make operational decisions in the field in response to safety, weather, or logistical conditions. At least one guide on guided tours is trained in first aid and basic mechanical support. 

Participants must follow the reasonable instructions and decisions of the guide at all times. Failure to do so may result in removal from the tour without refund. 

12. Accommodation 

Exotic Nature Trails selects accommodations based on route logistics, availability, and suitability for the nature of each itinerary. Where possible, priority is given to accommodations with local character, appropriate comfort, and integration with the surrounding environment, in order to provide adequate rest and a positive overall experience. 

Participants acknowledge that, particularly in rural or remote areas, accommodation options may be limited. In order to preserve the integrity of the route and operational feasibility, accommodations may include hotels, guesthouses, private accommodations, rural lodgings, shelters, or campsites. Wherever feasible, Exotic Nature Trails seeks to avoid high-density tourism areas. However, this cannot be guaranteed in all circumstances. 

Due to limited availability, single-room accommodations cannot always be guaranteed, particularly for Participants traveling alone. Room sharing may be required, including shared double rooms or multi-occupancy accommodations. Any such limitations will be described in the tour information where known in advance. 

All accommodations are intended to provide basic comfort and hygiene standards, including clean bedding, bathroom facilities, and hot water. 

13. Meals

Unless expressly stated in the tour description, lunches and dinners are not included in the tour price. 

Where meals are included, Exotic Nature Trails endeavours to select quality, locally appropriate restaurants or food providers. In remote areas, food supplements may be provided when necessary. 

Participants with dietary requirements or restrictions must inform Exotic Nature Trails in writing at the time of booking. While reasonable efforts will be made to accommodate such requests, they cannot be guaranteed. 

14. Logistics, Luggage, and Personal Belongings

Participants are advised not to place valuables such as money, credit cards, personal documents, electronic devices (including laptops, tablets, cameras, and similar items), or fragile items in luggage being transported by the tour. Exotic Nature Trails accepts no responsibility for any loss of or damage to such items resulting from failure to follow this recommendation. 

Each Participant is responsible for their own luggage, equipment, and personal belongings at all times. Exotic Nature Trails assumes no liability for loss, theft, or damage to personal property, regardless of cause, except where required by applicable law. 

Unless otherwise stated, luggage is limited to a maximum of 20 kg per participant (80-liter total volume), with a maximum of two pieces of luggage per Participant. For logistical efficiency and ease of transport, Exotic Nature Trails strongly recommends that Participants travel with a single piece of luggage whenever possible. 

15. Special Requirements

Participants requiring special arrangements, including dietary preferences, must notify Exotic Nature Trails as early as possible. While reasonable efforts will be made to accommodate such requests, they cannot be guaranteed and may be subject to additional costs.  

16. Travel Documentation

After receipt of final payment, Participants will receive pre-departure documentation by email. Participants must review all documentation promptly and notify Exotic Nature Trails of any inaccuracies within 10 days of receipt. 

Participants are solely responsible for ensuring that all passports, visas, vaccinations, and other travel documents are valid and comply with the requirements of the countries visited. Exotic Nature Trails accepts no liability for consequences arising from incomplete, invalid, or missing documentation. 

17. Use of Images and Media

Exotic Nature Trails may use photographs or video recordings taken during tours for promotional and marketing purposes, including digital and printed media. 

Images clearly identifying individuals will not be sold or used for unrelated commercial purposes. Participants who do not wish to appear in such material must notify Exotic Nature Trails in writing prior to the tour. 

18. Complaints and Claims

Any issue or dissatisfaction arising during the tour must be reported as soon as reasonably possible to the guide or local representative, in order to allow Exotic Nature Trails the opportunity to investigate and, where feasible, resolve the matter during the tour. 

Failure to notify Exotic Nature Trails promptly may limit or exclude the Participant’s entitlement to any compensation or refund, to the extent that the delay has prevented or reduced the possibility of resolving the issue. 

Participants are advised not to make independent changes to tour arrangements without prior notification to and agreement from Exotic Nature Trails. Any such changes made independently shall be at the Participant’s own expense and risk, and Exotic Nature Trails shall not be responsible for any additional costs incurred or for providing refunds for services not used as a result of such changes. 

If an issue cannot be resolved during the tour, a written complaint must be submitted to Exotic Nature Trails in writing, by email or other written communication, within 30 days of the end of the tour. Complaints submitted after this period will not be accepted. 

19. Liability and Limitation of Responsibility 

Exotic Nature Trails acts, in certain circumstances, as an organiser and, in others, as an agent or intermediary for independent third-party suppliers, including but not limited to hotels, accommodation providers, transport companies, activity providers, equipment suppliers, and other service providers involved in the delivery of the tour (each a “Supplier”). 

Exotic Nature Trails exercises reasonable care in the selection of Suppliers but does not control or operate their services. Accordingly, Exotic Nature Trails shall not be liable for any act, omission, negligence, default, or failure to perform by any Supplier, nor for the acts or omissions of their employees, agents, or subcontractors. 

Without limitation, Exotic Nature Trails shall not be responsible for any personal injury, illness, death, loss, damage, delay, or inconvenience resulting from: 

1. the acts or omissions of independent Suppliers or third parties not under the direct control of Exotic Nature Trails; 

1. defects, breakdowns, or failures of vehicles, vessels, aircraft, equipment, or other instrumentalities operated by Suppliers; 

1. events of Force Majeure or other circumstances beyond the reasonable control of Exotic Nature Trails, including but not limited to natural disasters, adverse weather conditions, fire, mechanical failures, strikes, civil unrest, epidemics, border or regulatory actions, or itinerary changes arising therefrom. 

Exotic Nature Trails shall not be liable for any loss, damage, or expense arising from insufficient, expired, improperly issued, or missing passports, visas, vaccination certificates, or other required travel documentation. 

To the maximum extent permitted by applicable law, Exotic Nature Trails’ total liability arising out of or in connection with a tour shall be limited to the amount actually paid by the Participant for the tour. Exotic Nature Trails shall not be liable for any indirect, incidental, special, or consequential damages, including loss of enjoyment or loss of profit, except in cases of gross negligence or willful misconduct attributable directly to Exotic Nature Trails. 

Nothing in these Terms shall exclude or limit liability where such exclusion or limitation is not permitted under applicable law. 

20. Severability 

If any provision of these Terms is found to be invalid, illegal, or unenforceable under applicable law, such invalidity or unenforceability shall not affect the validity or enforceability of the remaining provisions of these Terms. 

Any provision determined to be invalid or unenforceable shall be replaced by a valid and enforceable provision that, to the maximum extent permitted by law, reflects the original intent and commercial purpose of the invalid or unenforceable provision. 

21. Successors and Assigns 

Exotic Nature Trails reserves the right to update or amend these Terms at any time. The version published on the Exotic Nature Trails website at the time of booking shall apply. 

22. Amendments to Terms and Conditions 

We reserve the right to update and/or alter these terms and conditions at any time, and it is your responsibility to be familiar with them. The latest Terms and Conditions can be found on the Exotic Nature Trails Website. 

23. Entire Agreement 

These Terms constitute the entire agreement between the parties and supersede all prior communications or agreements. 

24. Applicable Law and Jurisdiction

These Terms are governed by the laws of Portugal. Any dispute arising from or related to these Terms shall be subject to the exclusive jurisdiction of the courts of Lisbon, Portugal. 

25. Disclaimer 

Participants acknowledge that adventure and active travel involve inherent unpredictability. Routes, schedules, accommodations, and activities may be modified due to environmental conditions, weather, safety considerations, or other operational factors. 

By participating in the tour, Participants accept that such changes may occur and agree that reasonable flexibility is required. Such modifications shall not, of themselves, constitute grounds for cancellation, refund, or compensation, except as expressly provided in these Terms.