Terms & Conditions

These Terms and Conditions shall constitute the entire agreement between The Portal.Travel, LLC, a limited liability company formed under the laws of the State of Florida, USA (“The Portal”), and the Client whose name and signature appear below (the “Client”) relating to the subject matter herein and shall constitute a binding agreement. This agreement supersedes any prior oral or written representation, warranty, prior agreement or understanding, or description of services, other than as expressed herein.

Booking Trips & The Contract

A.  General.  All persons wishing to make a booking acknowledge that, by making  

a booking, they have carefully read and understand these Terms and Conditions. By making a booking with The Portal, Client accepts these Terms and Conditions on behalf of Client and all those other persons named on the booking (including minor(s) and/or person(s) under a disability).  A booking is accepted and becomes definite only from the date when The Portal sends the Client a confirmation email. It is at this point that a contract between The Portal and the Client comes into existence. Before a booking is confirmed and a contract comes into force, The Portal reserves the right to increase or decrease trip prices. The Portal reserves the right to decline any booking at its discretion. All bookings are made directly with agents of The Portal.

B.  Age Requirements. The Portal only offers tours and related activities to people over 18 years of age, unless accompanied by an adult who makes the booking on behalf of such minors. For minors accompanied by adults, the minimum age accepted is 6 years of age, unless explicitly stipulated on the Itinerary.

C. Pre-planned (Group) Trips.  The Portal’s Agent will contact Client within 48 hours regarding a completed registration if Client is booking a pre-planned trip, to confirm Client’s participation in the trip. Confirmation of a Client’s participation is a reservation of space, but does not necessarily mean that the trip is confirmed to run. A booked trip will be confirmed to run only upon Client’s receipt from The Portal of a “Confirmed Itinerary.”

D.  Custom Designed Trips.  Client will speak with The Portal’s Agent for the Trip Design Call so the Agent can create a custom trip itinerary. Confirmation of Client’s participation does not necessarily mean that the trip is confirmed to run. A booked trip will be confirmed to run only upon Client’s receipt from The Portal of a “Confirmed Itinerary.”  The Portal encourages Client to refrain from making and purchasing non-refundable travel arrangements and tickets until Client receives the Confirmed Itinerary from The Portal.

Pricing and Deposits

A.  Trip Prices.  All trip prices are quoted in United States Dollars.  The Portal is not responsible for any fees incurred due to currency exchange or fees charged by Client’s credit card or bank for processing funds in either currency.
B.  Deposits.  All trip bookings require deposits per person AND purchase of comprehensive travel insurance (covering both medical and cancellation) in order to secure a booking.  See the cost page in your Confirmed Itinerary.  Deposit refund amounts vary per trip and number of days prior to the trip. See your Confirmed Itinerary for exact cancellation and refund policy details.  Deposits are payable by check, wire, ACH, debit or credit card.  The Portal accepts American Express, Visa, Discover, Mastercard, JCB, and UnionPay.

Acceptance of Booking & Final Payments

A.  Acceptance of Booking.  The Portal will confirm acceptance of the Client’s booking in writing, via email. Please ensure your agent is on your contact list so our emails don’t go to your junk folder! Confirmation of a Client’s booking is a reservation of space, but does not necessarily mean that the trip is confirmed to run. A booked trip will be confirmed to run only upon Client’s receipt from The Portal of a “Confirmed Itinerary.”
B.  Final Payment.  For all trips, the payment of the final balance of the trip price is due 90 days prior to the trip departure date, unless otherwise specified on your Confirmed Itinerary.  If the final balance is not received by the due date, then rates and space and your booking cannot be guaranteed. If the final balance is not paid by 90 days before departure, The Portal reserves the right to treat the Client’s booking as canceled, unless otherwise specified on your Confirmed Itinerary.

Airfare and Travel Documents

A.  Airfare.  The Portal trips do not include domestic or international airfare unless otherwise specified on your Confirmed Itinerary. The Portal strongly recommends that Clients wait until the trip is confirmed to run before booking airfare or making any non-refundable travel arrangements.

B.  Required Travel Documents.  The Client must be in possession of a valid passport required for entry, departure, and travel to the tour destination (passport must be valid six months past the return date and have at least 3 blank pages), and all visas, permits, and certificates including vaccination certificates, insurance policies, etc., that are required for the whole of the journey. The Client accepts full responsibility for obtaining all such documents, visas, and permits prior to the start of the tour, and is solely responsible for any adverse consequences resulting from missing or defective documentation. Any information or advice given by The Portal regarding visas, vaccinations, climate, clothing, baggage, special equipment, etc., is purely advisory, provided as a courtesy to the Client, and The Portal is not responsible for any errors or omissions as to the information provided by third parties such as the appropriate governmental authorities.

C.  Trip Details.  To expedite the obtaining of travel documents and flight bookings please note that all international trip-related documents such as Pre-Travel Information will be accessible through your Safari Dashboard and Guest Portal. An activation email to set up your private account will be sent once the trip is confirmed to run. The Portal will aim to confirm trips within a reasonable time frame.  For detailed information about required documents for your trip, see your Pre-Travel Information Details provided by The Portal.

Health and Fitness

A.  General.  Most trips arranged by The Portal should not be overly strenuous for people who are healthy and reasonably fit. All travelers are expected to be able to carry their own bags and their itinerary. If you (or anyone on whose behalf you are booking) are affected by any condition, medical or otherwise, that might affect your or other people’s enjoyment of the trip, you must advise us of this at the time of booking. If your health or fitness changes between the time of booking and the trip departure date, you must notify The Portal of these changes before the trip starts.

B. Special Requirements.  Client must notify The Portal in writing during the process of booking or on your Trip Design Call of any known or suspected medical conditions, pregnancy, disability, mental health and/or physical condition which may affect fitness to travel and/or any medical condition during travel. Failure to timely notify The Portal may result in the Client being refused travel. Failure to timely notify The Portal of any such condition that results in cancellation will cause full cancellation fees to the Client. Some trips may be unsuitable for Clients due to age, mobility, disability, pregnancy, or physical or mental conditions. It is the Client’s responsibility to check prior to booking. The Portal may refuse to carry pregnant women over 24 weeks or Clients with certain conditions. The Portal is not required to provide any special facilities unless it has agreed to do so in writing. The Portal will endeavor to meet special requests including dietary requests, but such requests do not form part of the Contract and therefore The Portal is not liable for not providing these requests. Medical facilities vary from country to country and The Portal makes no representations and gives no warranties in relation to the standard of such facilities, care, and treatment. The Portal is not responsible to provide healthcare-related facilities, care, or treatment.

Travel & Health Insurance

A.  Mandatory Travel Medical Coverage.  It is mandatory that all Clients obtain travel medical insurance while traveling with The Portal. This insurance must cover personal injury and emergency medical expenses including, but not limited to, helicopter evacuation, air ambulance, and repatriation. Clients must provide proof of insurance and coverage details in their Guest Portal during the trip preparation process or they will be declined participation on their trip.  All medical expenses are the sole responsibility of Client. 

B. Mandatory Comprehensive Travel Coverage.  Coverage must be extended to include cancellation, curtailment, and all other expenses that might arise as a result of loss, damage, injury, delay, or inconvenience occurring to the Client during travel. The Portal shall have no liability for loss, theft of, or damage to baggage or personal effects. Personal belongings lost or stolen while unattended by the Client in public lounges or other public areas, whether on board a vessel, train, bus, or other mode of transportation, publicly owned or operated by The Portal or elsewhere, are not reimbursable. Losses due to ordinary wear and tear and acts of God are not reimbursable. The Portal shall in no event be liable for loss or damage of valuables or other articles left in or on facilities used by The Portal such as hotels, homestays, vessels, expedition vehicles, or any other mode of transportation. The Client acknowledges that the cost of The Portal trips do not include medical or cancellation insurance and that the Client is required to obtain separate coverage at an additional cost. When obtaining travel insurance the Client must ensure the insurer is aware of the type of travel to be undertaken. The Portal has seen such insurance issued by and recommends Arch RoamRight Pro Plan Policy.  As a courtesy, The Portal will provide individual quotes by Arch RoamRight once the Client’s deposit has been received. 

Safety and trip enjoyment

A. General.  The Portal organizes trips in natural areas where the environment can sometimes lead to unpredictable conditions. To avoid possibly dangerous situations, both for Clients and the animals, it is extremely important that all travelers obey any rules and regulations imposed by The Portal Trip Leaders, hosts, or Local Guides and instructions given by them. The Portal reserves the right to prohibit any Client from continuing on a trip with no right of refund if, in our opinion, that Client’s actions pose a threat to the safety of them, others, or to the wildlife, or if that Client’s actions or behaviors are seriously jeopardizing the enjoyment of the trip for others. The decision of The Portal Trip Leader, host, or representative will at all times be final on all matters likely to affect the safety and well-being of the trip. All Clients must, at all times, strictly comply with the laws, customs, foreign exchange, and drug regulations of all countries visited, and The Portal will not accept responsibility or liability for any Client who contravenes any laws or other regulations of any country visited.

B.  Client Responsibility.  The Client acknowledges that he or she will be visiting places where the political, cultural, and geographical attributes present certain risks, dangers, and physical challenges greater than those present in their daily life. By booking travel with The Portal, the Client acknowledges they have considered the potential risks, dangers, and challenges, and expressly assumed the risks associated with such travel conditions. The Client is solely responsible for acquainting themselves with customs, weather conditions, physical challenges, and laws in effect at each stop along the itinerary, and is encouraged to locate or make contact prior to embarkation with his/her local embassy or consulate at the trip destination.

C.  Alcohol and Drugs.  We are committed to putting your safety and well-being first on all of our trips. The Portal wants to create a space together where all people in the group feel safe and empowered physically, spiritually, and emotionally. Each trip of The Portal has a different tolerance for alcohol consumption and in many trip scenarios, responsible use of alcohol is permitted. This tolerance is based on many factors such as: location, accommodation types, local outfitter policies, activities, cultural situations, etc.  If your guide thinks that you are not in the appropriate condition to undertake an activity, for any reason, they have the right to decline your participation or may suggest a modified approach. The use of illegal substances or drugs is not permitted and any use of these will result in being evicted from the trip at your own expense. We want you to have the best possible adventure and appreciate your helping us create an inclusive and healthy group environment that is about taking excellent care of ourselves and each other.

D.  Evacuation Procedures and Costs.  The Portal’s Trip Leader or escort, local guides, hosts, or other representatives' decisions will at all times be final on all matters likely to affect the safety and well-being of the trip. We reserve the right to prohibit any traveler from continuing on a trip (with no right of refund) if, in our opinion, that traveler’s actions pose a threat to the safety of others, to the wildlife, to themselves, or if the traveler’s actions or behaviors are a nuisance to or harming the enjoyment of the trip for others.  Evacuation and removal costs are to be covered by the person being evacuated or removed.

Cancellation

A.  Cancellation of a Trip by the Client.  Any cancellation by a Client must be made in writing (via email) and be acknowledged by The Portal in writing (via email). See your Confirmed Itinerary for exact cancellation and refund policies.

B.  Cancellation of a Trip by The Portal.  The Portal reserves the right to cancel any trip for any reason, but will not cancel a tour less than 45 days before departure except for Force Majeure or unusual or unforeseen circumstances outside The Portal’s control. When a trip is canceled by The Portal before the agreed date of departure for any reason other than the fault of the Client, the Client can either:

  • Take a substitute trip of equivalent or superior quality if The Portal is able and willing to offer such a substitute and pay any difference in price between the price of the trip originally purchased and that of the superior substitute trip; or

  • Take a substitute trip of lower quality if The Portal is able and willing to offer one and to recover from The Portal the difference in price between the price of the trip originally purchased and that of the substitute trip; or

  • Have a full refund of all monies paid under the Contract.

The Portal is not responsible for any incidental expenses or consequential losses that the Client may have incurred as a result of the booking such as visas, vaccinations, non-refundable flights or rail, non-refundable car parking or other fees, loss of earnings, or loss of enjoyment, purchases for a trip, etc. If the Client is offered a refund but requests an alternative trip of a higher value than that originally booked, then the Client must pay the difference in price. Where after departure a significant element of the trip contracted for cannot be provided, The Portal will make suitable alternative arrangements (in its sole reasonable discretion) for the continuation of the trip. If it is not possible to provide such a suitable alternative or the Client reasonably rejects any suitable alternatives, The Portal will provide the Client an equitable refund of unused trip portions. Where a significant alteration or cancellation occurs which is not due to Force Majeure or other circumstances beyond The Portal’s control, The Portal will in some circumstances offer compensation. Significant alterations do not include the substitution of a vessel, modification of itineraries, change in cabin category or hotel accommodation.

Suppliers, independent contractors and destination management companies

Hotels, shuttle services, excursions or other elements of a trip by The Portal will be arranged by The Portal with destination management companies and local suppliers, who may themselves engage the services of local operators and/or subcontractors. The terms and conditions of the suppliers will be applicable. These may limit or exclude the liability of the supplier. The liability of The Portal will not exceed that of any supplier. Local laws and regulations of the applicable country will be relevant in assessing the performance of the services of any supplier. Neither The Portal nor any carrier is liable for acts or omissions of independent contractors.

claims and complaints

A.  Procedure.  If a Client has a complaint against The Portal, the Client must first inform the trip leader, guide, or host at the earliest opportunity to allow the grievance to be rectified. If satisfaction is not reached, contact The Portal while on your trip in order thatThe Portal is provided the opportunity to rectify the matter. Failure to indicate dissatisfaction while on your trip will result in the Client’s inability to claim compensation from The Portal, such remedies being extinguished or at least reduced. If satisfaction is still not reached through these means on the trip, then any further complaint must be put in writing to The Portal within 30 days of the end of the trip; otherwise, all complaints and claims are waived by Client.

B.  Limitation of Liability. The Portal is not responsible for any improper performance  or non-performance of any services forming part of the Contract which are wholly attributable to the fault of the passenger, the unforeseeable or unavoidable act or omission of a third party unconnected with the provision of any services to be provided under the Contract; unusual and unforeseeable circumstances beyond the control of The Portal and/or the relevant supplier, the consequences of which could not have been avoided even if all due care had been exercised.  This includes, but is not limited to, an event of force majeure or any event which The Portal and/or the relevant supplier could not, even with all due care, have foreseen or forestalled.  In the event that The Portal is responsible for any death, injury, or illness caused by the negligent acts and/or omissions of its destination management companies or suppliers of services which form part of the Contract, then The Portal limits its liability to twice the Contract Price paid by or on behalf of each Client.

C.  Acceptance of Risk.  The Client acknowledges that the nature of the trip is adventurous and may involve a significant amount of personal risk. The Client hereby assumes all such risk and does hereby release The Portal from all claims and causes of action arising from any damages or injuries or death resulting from these inherent risks. At the time of booking, the Client is required to sign The Portal’s RELEASE OF LIABILITY AND ASSUMPTION OF RISK AGREEMENT, ITINERARY AGREEMENTS, and these TERMS AND CONDITIONS. Please read carefully.

miscellaneous

A.  Photography.  In the course of participation in a custom or group trip organized by The Portal, photos or video may be taken by participants or guides. These images may be used in any materials, website, social media, etc., by The Portal, unless Client specifically requests to the photographer or in writing to The Portal to not use any material in which your image is depicted.  Otherwise, permission is granted to The Portal to perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.

B.  Data Protection.  To ensure that tours run smoothly, The Portal needs to use personal information (such as name, address, special needs, health conditions, dietary requirements, etc.) provided by Clients to The Portal, and also to pass on such information to other outfitters, guides, suppliers, or destination management companies involved in the operation of the trip. The Portal will apply appropriate security measures to protect such personal data and will only pass on data that is applicable to outfitters, guides, suppliers, or destination management companies responsible for the trip. By completing The Portal’s Registration or Guest Form, Clients consent to this information being transferred as required.

C.  Updating of Terms and Conditions.   The Portal reserves the right to update or alter these Terms and Conditions as necessary or appropriate at any time, and it is the Client’s responsibility to be familiar with them. The latest Terms and Conditions may be requested from The Portal and can be found on The Portal’s website.  With the exception of such necessary or appropriate updates, these booking Terms and Conditions, the Release of Liability and Assumption of Risk Agreement, and Itinerary Agreements may only be waived or amended by written mutual consent. When a Client completes and submits the Guest Form, they agree to accept all these conditions, and when the booking is accepted, The Portal agrees to carry out the obligations as defined therein.

D.  Possible Pandemic Restrictions.  Client understands that each destination will have its own policies regarding public health and pandemic restrictions. Global restrictions may prevent entry into certain countries or possibly even affect the ability of Client to depart Client’s home country.  Client should consult his or her individual Itinerary for relevant information and explanation of how credits for rescheduling or refunds (if applicable) will be handled.

E.  Severability.  In the event that any term or condition contained herein is unenforceable or void by operation of law or as being against public policy or for any other reason, then such term or condition shall be deemed to be severed from this Agreement or amended accordingly only to such extent necessary to allow all remaining Terms and Conditions to survive and continue as binding.

F.  Successors and Assigns.  These Terms and Conditions, the Release of Liability and Assumption of Risk Agreement, and Itinerary Agreements shall inure to the benefit of and be binding upon The Portal and the Client and their respective heirs, legal personal representatives, successors, and assigns.

G.  Applicable Law.  These Terms and Conditions shall be governed by and construed under the laws of the State of Florida.  Any legal action arising from or related to these Terms and Conditions shall be filed in the state or federal courts of Florida, and the parties hereby consent to the personal jurisdiction of such courts.