Refund Policy

Last Updated: July 15, 2023

At Sunset Meadow, we understand that plans can change. This Refund Policy outlines the terms and conditions regarding refunds for our tours and services. By booking with us, you agree to the terms of this policy.

1. Cancellation and Refund Schedule

Refunds for cancellations are based on the number of days before the tour departure date that we receive your written cancellation request. Please note that the initial deposit is non-refundable in most circumstances.

These cancellation fees are calculated based on the total tour cost, including any add-ons or additional services booked through us.

2. Cancellation Process

To cancel your booking and request a refund, you must notify us in writing. Cancellation notices must be sent via email to [email protected] or by postal mail to our office address. Your cancellation date will be the date on which we receive your written notice.

Please include the following information in your cancellation request:

• Your full name as it appears on the booking
• Your booking reference number
• The tour name and departure date
• Reason for cancellation (for our records)

We will acknowledge receipt of your cancellation request within 2 business days and process your refund according to the schedule above.

3. Refund Processing

Refunds will be processed back to the original form of payment used for the booking. Please note the following processing times:

• Credit Card Payments: Refunds to credit cards typically take 7-10 business days to appear on your statement after processing.
• Bank Transfers: Refunds via bank transfer may take 10-15 business days to be credited to your account.
• Other Payment Methods: Processing times for other payment methods will be communicated at the time of refund.

All refunds are processed in British Pounds (GBP). If your original payment was made in a different currency, the refund amount may vary due to exchange rate fluctuations.

4. Special Circumstances

4.1 COVID-19 Related Cancellations

For bookings affected by COVID-19 government travel restrictions, we offer more flexible options:

• If official government travel advisories prohibit travel to your destination, you may postpone your trip to a later date within 24 months with no change fee.
• Alternatively, you may receive a travel credit for the full amount paid, valid for 24 months from the original departure date.
• If neither option is suitable, a refund may be available, less any non-recoverable costs (typically 10-15% of the tour cost).

Documentation of travel restrictions or medical conditions may be required.

4.2 Cancellation by Sunset Meadow

If we cancel your tour for any reason other than force majeure or insufficient participation:

• You will receive a full refund of all amounts paid, including your deposit.
• Alternatively, you may choose to transfer your booking to another available tour or date.

4.3 Force Majeure Events

If we cancel your tour due to unavoidable and extraordinary circumstances (force majeure) such as natural disasters, civil unrest, or other events beyond our control:

• We will offer a travel credit for the full amount paid, valid for 24 months.
• Alternatively, we will refund all recoverable costs, which may be less than the full amount paid.

5. Non-Refundable Items

The following items are generally non-refundable, regardless of when cancellation occurs:

• Travel insurance premiums
• Visa processing fees
• Certain specialized permits or entrance fees
• Amendment fees for changes made to the original booking
• Any service fees or card processing fees

6. Partial Tour Participation

No refunds will be provided for:

• Arriving late to join a tour
• Leaving a tour before its completion
• Missing any tour components or included activities

If you must leave a tour early due to illness or personal emergency, any additional costs incurred (including transportation, accommodation, and meals) are your responsibility.

7. Travel Insurance Recommendation

We strongly recommend purchasing comprehensive travel insurance at the time of booking. Quality travel insurance can provide coverage for trip cancellation, interruption, medical emergencies, and other unforeseen circumstances that may cause you to cancel your trip.

Travel insurance is particularly important because it may allow you to reclaim cancellation charges from your insurance provider if you cancel for covered reasons, even when our standard refund policy would not provide a refund.

8. Special Promotional Bookings

Tours booked under special promotions (such as "early bird discounts," "flash sales," or other limited-time offers) may be subject to different refund terms. Any special conditions will be clearly communicated at the time of booking and will take precedence over this general refund policy.

9. Group Bookings

For group bookings of 10 or more travelers, custom refund policies may apply. These will be outlined in your group booking contract and may differ from our standard policy.

10. Unused Services

No refunds will be provided for any unused services, accommodations, or features of your tour package. This includes situations where you choose not to participate in an activity or meal, or cannot participate due to personal circumstances.

11. Amendments to this Policy

Sunset Meadow reserves the right to update or modify this Refund Policy at any time without prior notice. Changes will be posted on our website, and the "Last Updated" date at the top of this page will be revised. The Refund Policy in effect at the time of your booking will be the one applied to your reservation.