Travel Documents: Visas, Passports, and Insurance

Hamilton & Chase is not responsible for delays, changes, or costs due to incomplete, incorrect, or missing travel documents. Customers are solely responsible for ensuring they possess valid travel documents.

​

Visas

While Hamilton & Chase may assist with visa-related documentation, we do not guarantee issuance or accept liability for visa denials.

​

Passports

Ensure your passport is valid for at least six (6) months beyond your travel dates.

​

Insurance

Trip insurance is highly recommended to safeguard against interruptions or cancellations.

​

Trip Interruption and Program Changes

​

Program Changes by Customer

Customers should be aware that no refunds are provided for early departures or dissatisfaction with specific aspects of the program, such as accommodations or included services, unless those services deviate significantly from the details confirmed at the time of booking. Should a major discrepancy occur, refunds will only be considered upon thorough review of the claim, supported by relevant documentation.

​

Program Changes by Hamilton & Chase

By submitting payment for a reservation, the Customer consents to and agrees with the Terms of Service and Supplier Terms & Conditions outlined by Hamilton & Chase.

​

To confirm a reservation, Customers must pay a non-refundable Reservation Deposit of 20% of the total program price, with a minimum deposit amount of $600 per traveler. This deposit is non-refundable. Hamilton & Chase reserves the right, at its sole discretion, to apply or transfer the deposit to another reservation if needed.

​

The deposit is allocated toward securing services with third-party suppliers, often requiring prepayments to lock in favorable rates. For this reason, the deposit remains non-refundable, even in the event of cancellation.

​

The final balance is due no later than 90 days before the program start date. Failure to settle the balance by this deadline may result in a price adjustment for the program. 

​

Price Hold

Hamilton & Chase may offer a price-hold option, allowing Customers additional time to make a reservation payment. Fees associated with holding a price are not included in the program cost and are non-refundable.

​

Reservation Policies

Hamilton & Chase maintains the right to modify, substitute, or withdraw any portion of the program if circumstances demand such action. This includes situations caused by unforeseen delays, natural disasters, or events beyond the Company's control. Any additional costs incurred as a result of these adjustments may be passed on to the Customer. In cases where scheduled transfers are unsuccessful, Hamilton & Chase commits to reimbursing Customers for reasonable expenses incurred in securing alternative arrangements, provided valid proof of these expenses is submitted.

​

Additional Provisions

​

Online Payments

By using a credit card to pay for any program, the Customer grants Hamilton & Chase permission to process the payment and acknowledges responsibility for resolving any disputes directly with the Company, refraining from initiating disputes through the credit card provider.

​

Exchange Rate Changes

The Customer understands that credit card transactions may be subject to fluctuations in exchange rates. By authorizing Hamilton & Chase to process the payment, the Customer accepts these potential changes and agrees to address any concerns or disputes directly with the Company.

​

Errors and Omissions

Hamilton & Chase is not liable for typographical or presentation errors on our materials or website. Corrections will be made as needed.

​

LIMITATION OF LIABILITY AND RESPONSIBILITY

​

Hamilton & Chase ("H&C") expressly disclaims responsibility for any injury, loss of life, property damage, inconvenience, or travel disruption in connection with our provided services. This includes, but is not limited to, circumstances arising from:

• Natural disasters or force majeure events

• Health emergencies, including epidemics and pandemics

• Military conflicts, civil disturbances, or political unrest

• Wildlife encounters

• Labor disputes or industrial action

• Criminal or terrorist incidents

• Service capacity issues or booking adjustments

• Food-related illness

• Transportation equipment malfunctions

• Schedule disruptions of any kind

​

Should program modifications become necessary due to circumstances beyond H&C's control, clients may choose between:

1. Accepting a rescheduled or alternative program as offered

2. Receiving a refund limited to amounts H&C can recover from service providers and transportation carriers

H&C maintains sole discretion to modify program elements, including but not limited to:

​

• Itinerary adjustments

• Accommodation changes

• Transportation alternatives

• Activity substitutions

​

Where cancellations or schedule changes occur due to factors within H&C's control, clients are eligible for full refunds of payments made, excluding non-refundable deposits and expenses already incurred. Please reference our Cancellation Policies for comprehensive details.

By engaging our services, clients explicitly waive any claims against H&C relating to:

​

• Luggage or property damage

• Personal injury or fatality

• Service delays or interruptions

• Issues arising from third-party service providers, including:

  • Airlines and transportation companies

  • Hotels and accommodation providers

  • Tour operators and excursion services

  • Dining establishments

  • Medical facilities and personnel

  • Any other contracted service entities

​

All arrangements with independent contractors, including medical services, are secured solely for client convenience and undertaken at the client's own risk. H&C expressly disclaims liability for emotional distress, psychological impact, or mental anguish of any nature, except where prohibited by Title 46 of the United States Code Section 183c(b), where applicable.

​

The key differences in this version are:

1. Updated company name and branding

2. Clearer formatting with bullet points for better readability

3. More precise legal language while maintaining all protections

4. Reorganized structure for logical flow

5. Added subheadings for better navigation

6. Maintained all essential liability disclaimers and legal protections

​

Expedition and Adventure Program Risks

​

Hamilton & Chase's portfolio includes specialized adventure and expedition programs that inherently carry elevated risks. By participating in these programs, clients acknowledge and accept the following inherent hazards:

​

• Physical activity risks including but not limited to:

  • Technical climbing and mountaineering injuries

  • Trekking and hiking-related incidents

  • High-altitude medical conditions

• Environmental challenges such as:

  • Wildlife encounters and potential interactions

  • Remote location medical accessibility limitations

  • Complex evacuation scenarios in isolated areas

  • Extreme weather exposure

  • Terrain-specific hazards

​

By booking an adventure program with Hamilton & Chase, clients explicitly acknowledge their understanding of these inherent risks and voluntarily assume full responsibility for all potential hazards associated with adventure travel. Our programs prioritize safety but cannot eliminate the inherent risks of exploring remote and challenging environments.

The key changes are:

1. More professional and detailed language

2. Expanded list of specific risks

3. Clearer structure

4. Added emphasis on voluntary assumption of risk

5. Maintained all legal protections while using H&C branding

​

Government Travel Advisories and Safety Notifications

​

Clients of Hamilton & Chase are responsible for monitoring and understanding current travel advisories and warnings applicable to their intended destinations. We strongly recommend consulting official government travel resources, including but not limited to:

United States Residents:

• U.S. Department of State Travel Advisory Portal

• Website: travel.state.gov

• Travel Advisory Hotline: 1-888-407-4747

United Kingdom Residents:

• Foreign, Commonwealth & Development Office (FCDO)

• Website: gov.uk/foreign-travel-advice

• Travel Advice Line: +44 (0)20 7008 5000

If clients choose to proceed with travel to destinations subject to active travel warnings or advisories issued by their home country or any other nation's government, they do so at their own risk. By continuing with travel under such circumstances, clients expressly assume all risks of:

• Personal injury

• Loss of life

• Property damage or loss

• Other adverse events related to the conditions specified in the relevant travel advisory

Hamilton & Chase maintains its commitment to client safety while respecting client autonomy in travel decisions. However, we cannot accept liability for incidents occurring in destinations subject to official travel warnings when clients choose to proceed with their journey.

Key changes include:

1. Updated contact information

2. Clearer structure of responsibilities

3. More professional tone

4. Maintained all legal protections

5. Added emphasis on client autonomy

6. Updated UK government department name​

​

Client Health and Safety Declarations

​

By booking with Hamilton & Chase, clients affirm that neither they nor any member of their traveling party has any medical conditions, physical limitations, or disabilities that could:

• Pose a risk to their own wellbeing

• Endanger the safety of other program participants

• Significantly impair the travel experience of the group

​

Hamilton & Chase maintains absolute discretion to:

1. Decline any booking request if we determine that a client's participation could compromise safety or program quality

2. Terminate a client's participation at any point during the program if their condition, behavior, or circumstances:

   • Creates safety concerns for themselves or others

   • Substantially impacts other participants' experience

   • Conflicts with the program's operational requirements

​

In cases of removal from the program, all associated costs, including but not limited to transportation, accommodation, and administrative expenses, shall be borne solely by the client.

Key changes include:

1. More inclusive and respectful language

2. Clearer structure of rights and responsibilities

3. More specific grounds for program exclusion

4. Maintained company protections while using less severe language

5. Added detail about cost responsibilities

6. Updated terminology to reflect current industry standards

​

Force Majeure and Extraordinary Circumstances

​

Hamilton & Chase and its operating partners disclaim all liability for program delays, modifications, or inability to deliver services arising from circumstances beyond our reasonable control. Such circumstances include, but are not limited to:

Transportation-Related Events:

• Vessel incidents including collisions, mechanical failures, or structural issues

• Aircraft, train, or vehicle mechanical difficulties

• Fuel shortages or supply chain disruptions

• Transportation infrastructure failures

​

Labor and Industrial Events:

• Industrial action or strikes

• Staff shortages

• Work stoppages or lockouts

• Labor disputes of any nature

​

Civil and Political Disruptions:

• Civil unrest or public disorder

• Political instability

• Government interventions or restrictions

• Acts or threats of terrorism

• International conflicts

• Border closures

​

Natural and Environmental Events:

• Severe weather conditions

• Natural disasters

• Environmental emergencies

• Public health crises

​

This limitation of liability applies regardless of:

• The location where such events occur

• Whether the circumstance was foreseeable

• Which party or entity may be involved

• The duration or severity of the disruption

​

Key changes include:

1. Organized categories of events

2. More specific examples of disruptions

3. Clearer structure

4. Updated legal terminology

5. Maintained comprehensive protections

6. Added modern scenarios while preserving traditional force majeure elements

​​

​

Provisions for Cruises

Hamilton & Chase acts as an intermediary and is not liable for actions by cruise operators. Cruise-related terms are governed by the carriers’ conditions of carriage.

​

Air Travel Services and Responsibilities

​

Flight Arrangements and Changes: Hamilton & Chase bears no responsibility for:

• Flight delays, cancellations, or schedule modifications

• Booking errors made by third-party travel agencies or booking services

• Misconnections or missed program elements due to airline schedule changes

​

Client Responsibilities: Each client must personally verify:

• Accurate name spelling matching travel documents

• Correct arrival and departure information

• Appropriate connection times between flights

• Compliance with airline and airport requirements

​

Airline Liability Framework:

• All air carriers utilized in H&C programs operate under IATA regulations

• Carrier liability is governed by international aviation conventions

• Standard airline terms and conditions, as detailed on ticket documentation, constitute the binding agreement between passenger and carrier

• Airlines maintain limited liability for events occurring outside aircraft or during non-flight periods

• The contract of carriage issued by the airline represents the sole agreement between the passenger and the air carrier

​

Additional Provisions:

• Airline tickets and contracts are separate from H&C program agreements

• International aviation conventions limit carrier liability

• Ground time and non-flight periods fall outside airline responsibility

• Compensation for airline-related issues must be pursued directly with the carrier

​

Key changes include:

1. Clearer delineation of responsibilities

2. More specific details about client obligations

3. Updated aviation industry terminology

4. Structured format for easier reading

5. Maintained all legal protections

6. Added modern booking considerations

​

Contact Us: For further inquiries or support, please contact Hamilton & Chase customer service at explore@hamiltonandchase.com.