Booking Terms

Document Date: 6th April 2026

Dolomites Active Tours is thrilled to welcome you on board for an unforgettable adventure. We commit to offering you a professional service, and we are members of the Adventure Travel Trade Association.

To help you plan with complete confidence and peace of mind, we’ve put together our booking terms. They’re designed to be clear and straightforward, covering everything from payments to cancellations. If you have any questions at all, we are always here to help.

1. Booking

First Contact and Quote: You have the freedom to choose how you start your journey. Simply make an appointment for a personal chat, request a quote, or ask general questions by contacting us.

Quote Acceptance: Once you’ve decided on a tour and you’re ready to make a booking, you can reserve your spot. The Lead Guest (person making the booking) will need to formally accept our quote and complete an online Booking Request Form. Since all reservations are subject to availability, we’ll contact the hotels, guides, and other Service Providers to confirm availability of the itinerary activities and services.

We will put a temporary ‘hold’ on your accommodations, guides, and services (trip dependent), and we will issue a Booking Invoice and Payment Instructions (by email).

Booking Confirmation: A 30% deposit is required within 72 hours of issuing the invoice. Your reservation can only be secured once the deposit has been paid. We’ll confirm the booking by sending you a welcome email with your trip details.

Note: Bookings made within 60 days of the start of your trip will require full payment to secure the booking.

See below for more details on making payments.

2. Short Notice Booking

We know that travel plans can sometimes come together at the last minute, and we’re happy to welcome bookings at any time. However, if you book within 60 days of the trip start date, then we may be unable to secure your accommodations and services. If this happens, we try to find suitable alternatives.

3. Our Role as Tour Organiser and Intermediary

Dolomites Active Tours (the Tour Organiser) acts as a Tour Organiser and intermediary for all tours and travel services detailed on this website, including services sold under our own brand. We act on behalf of, and make arrangements with, independent third-party providers (the Service Providers), which include but are not limited to hotels, transportation companies, guides, activity operators, equipment rental companies, and other service providers.

By accepting these Booking Terms, you acknowledge that:

We sell tours and services which are owned and operated by the Service Providers.
The Service Providers are responsible for the safe and proper provision of the travel service itself (e.g., the safety of the accommodation, the maintenance of the rental equipment, or the conduct of the guided tour).
Our contractual responsibility is strictly limited to the exercise of due care and skill in the making of the booking and arrangements with the Service Providers. To the maximum extent permitted by law, we do not accept liability for any negligent act, omission, or failure on the part of any Service Provider or any other third party. Refer to our Safety and Liability Waiver for further information.

4. Trip Inclusions

Inclusions: The specific inclusions (and exclusions) for each trip are listed on the individual tour page and itinerary. Any extras you’d like to add (e.g., airport transfers, room upgrades, etc.) will be quoted separately.

Accommodation: We typically use 3 or 4-star equivalent hotels or locally owned bed and breakfasts or guest houses. We work with reputable Service Providers, and all these accommodations have been assessed for quality, cleanliness, and services.

Mountain Huts: Some of our tours also include overnight stays in mountain huts (Rifugio). These are basic accommodations, designed to provide a warm and safe refuge on the mountain. The huts selected for our tour are based on location to suit the itineraries, rather than the quality of services.

Meals: We typically offer regional restaurants and eateries, giving you a chance to connect with and experience the local culture. Many places offer gluten-free and vegetarian options, and you can often find details on the menu. For Guided Group Tours, many meals are included in the tour. If you or anyone in your group has special dietary needs or a food allergy, then it’s important to let us know on the Quote Request or during the booking process.

Equipment: Rental of equipment and gear, such as skis, snowboards, bikes, helmets, via ferrata kits, etc. are specific to each trip (refer to the itinerary or trip details page on our website to check what is included). During the booking process, you may be asked to provide some details (age, height, weight, etc.), to help organize appropriately sized rental equipment. Sometimes we will also offer the option for equipment upgrades (e.g., skis, snowboards, bikes).

Transport: During the trip, transport and transfers will be provided by independent third-party Service Providers. We exercise due care in selecting providers who use modern, air-conditioned vehicles and who represent to us that their drivers are fully licensed, insured, and hold the required local certifications (such as NCC) for passenger transport.

What’s not included:

Generally, flights and transport to the starting point (pick up location) on day one and from the finishing point (drop off location) on the final day are excluded. Plus, personal items and travel requirements such as valid passports, visas, or vaccinations. Refer to the itinerary or trip details page on our website to check what is included and what is excluded.

5. Single Person Supplement

Our tours are priced on a twin-share basis, meaning two guests sharing a room. For solo guests, hotels generally charge the same rate for the room whether it’s occupied by one person or two. To cover this extra cost, a Single Person Supplement is added for the accommodation part of the tour only.

The supplement amount may be listed on the individual tour page; if not, we will clarify this in your quote. We do our best to keep this charge as reasonable as possible, and it’s only there to cover the additional accommodation costs.

Note: If you are a group of people that will require a single occupancy room (e.g. odd number of people), then the Single Person Supplement will still apply (unless we are able to secure a family room).

6. Groups & Lead Guest Responsibilities

Lead Guest

The person making the booking is considered the Lead Guest and is responsible for all financial payments, deposits, and cancellation fees. The Lead Guest must be 18 years or older.

When making a reservation for yourself and others, as the Lead Guest, you are responsible for providing us with accurate and up-to-date details for each guest. This will include standard identification details, personal information such as age, height and weight, as well as allergies and dietary needs. We only ask questions that are necessary for us to tailor the trip to your group for maximum comfort and safety. We do not sell your personal data.

By submitting the Booking Request Form and accepting these Booking Terms, you confirm that you are authorized to act on behalf of and provide information for all guests named in the booking.

Participant

Any individual guest on the tour.

Financial Obligations

Clauses regarding payment, deposits, and refunds apply specifically to the Lead Guest

7. Payment Options

When we confirm availability for your requested itinerary or tour, you will receive a Booking Invoice and Payment Instructions.
We use WISE and/or STRIPE as our chosen secure, encrypted payment gateway for credit card payments, or you can arrange a bank/Wire transfer.

Tour prices are quoted in Euros, and if you pay in Euros, we do not charge additional fees.

Bank/Wire Transfer: We will, by default, send the invoice to be paid in Euros.

If you choose, we can create an invoice in USD or AUD (using the WISE exchange rate of the day), this will incur an additional 2.5% processing fee.

When using bank and wire transfers, make sure you carefully check the account details before making the payment.

Credit Card Payments: You can choose to pay in your local currency (credit card fees and currency exchange fees are applicable). Payment can be made in 40+ currencies, including USD, GBP, CAD, AUD, NZD, CHF, SGD, NOK, SEK, to name a few. Payment by Credit Card will incur an additional 3.5% processing fee.

Your bank or credit card company charges (if any) are separate from any fees noted above.

After payment has been received, you will be sent a receipt. For bank/wire transfers, the payment receipt may take a few days. Please contact us if you have any concerns or issues with your payment.

8. Payment Schedule

Payment Request: Once we have confirmed availability, we will send a payment request, and we will ‘hold’ your activities and services for 72 hours. If you do not make the payment within 72 hours, then you may lose the allocated spots. If you make the payment after the deadline, and the spots have been reallocated (sold to someone else), then we will return your payment (minus any bank fees or charges). We will not charge any office administration fees.

Deposit: If you book more than 60 days before the start date, then a 30% deposit is required to secure your reservation.

Full Payment: Regardless of when you book, a full payment will be required 60 days before the start date of your trip/itinerary. Meaning, bookings made within 60 days of the start of your trip will require full payment to secure the booking.

Booking confirmation: Your reservation is confirmed once the deposit has been paid. We’ll confirm your booking and send you a welcome email with your trip details.

9. Cancellations and Refunds

We understand that plans can change, and we’ll always do our best to be fair and transparent. Our date change and cancellation terms depend on the type of trip you book.

Self-Guided Tours, Small Group Tours, Winter Breaks, and Private Tours

60 days or more before your trip starts: cancellation fee of €250 per person (plus bank or credit card fees)
59 to 31 days before your trip starts: cancellation fee of 50% of the total trip cost (plus bank or credit card fees)
30 days or fewer before your trip starts: cancellation fee of 100% of the total trip cost

Important Notes

Dolomites Active Tours is unable to offer refunds for personal emergencies or cancellations outside of our standard policy.
It is STRONGLY ADVISED that all Participants obtain comprehensive travel insurance. This is both for your protection and peace of mind.
Changing the dates of a confirmed trip is treated the same as a cancellation at the above rates.
Refunds are not available for any unused services or activities during your trip.
Once the tour begins, refunds are not available for activities that are cancelled due to the weather, unexpected closures to routes, or due to any reason outside of our control.

10. If We Need to Cancel

We’re committed to running your trip as planned. On rare occasions, we may need to cancel. Here’s how that works and what we’ll do for you.

If payment isn’t received

If your deposit or full payment isn’t received by the due date, we may cancel your reservation. In that case, the cancellation will be treated as a guest cancellation under our Booking Terms (cancellation policy).

When we may cancel a departure

We may cancel a trip in its entirety if:

Safety or operational issues arise (e.g., severe weather, natural events, road or trail closures, or essential services becoming unavailable).
Government advice or restrictions (such as border closures, visa changes, or health directives) affect the trip.
Force majeure events and things no one can reasonably foresee or prevent.
Service Provider issues outside our control can occur, including but not limited to failure, negligence, or operational cancellation by any Service Provider (for example, an accommodation partner is unable to provide the contracted service, and no suitable alternative is available). As Tour Organiser, we are not liable for the acts, omissions, or failures of the Service Providers; however, we will provide you with the options outlined below.

What we’ll do for you

If we cancel your trip due to Force Majeure or circumstances outside our control, we will:

Offer to move you to a new date or a comparable trip; or
Provide a travel credit to use on a future trip; or
Give a refund of all payments you’ve made to us for that trip, minus any non-recoverable costs (we will make every reasonable effort to recover all deposits paid to Service Providers; however, any funds that are deemed strictly non-recoverable by those providers will be deducted from the refund). We will provide you with the necessary documentation to claim these non-recoverable costs from your travel insurance provider.

Please note: we can’t refund costs paid to third-party suppliers that are outside your tour booking with us (like flights, independent hotels, travel visas, and credit card fees).

As the Tour Organiser, we are not the physical operator of the activities. Any claims for refunds due to the operational failure of a Service Provider must be directed to that provider. We will act as an intermediary to facilitate this process where possible.

How we’ll keep you informed

We actively monitor bookings and conditions. If your departure is affected, we’ll let you know as soon as possible and guide you through your options – clearly and promptly.

If the problem is minor, you agree to allow us a reasonable time to rectify the issue or find a suitable solution.

11. Other Requirements

Age Restrictions

The Lead Guest (person making the booking) must be 18 years or older. It is the responsibility of the Lead Guest to ensure that all other guests (included in the booking) meet the minimum age requirements for the booked trip.

Outdoor activities like skiing, winter sports, hiking, via ferrata, cycling, and gravity sports often require a level of skill, physical strength, emotional maturity, attention to complex safety briefings, and the ability to operate under stress. Duly, a minimum age is normal for our trips. However, every itinerary is different, and age suitability information will be specified in the trip details.

Any guest under the age of 18 years old is considered a minor and must be accompanied by a parent or guardian for the entire duration of the tour. The accompanying adult must accept and sign (where applicable) all agreements on behalf of the minor.

Adequate Travel Insurance

You are advised to obtain adequate comprehensive travel and accident insurance to protect both your safety and your travel investment. A good policy should include coverage for your itinerary activities, medical treatment, rescue and evacuation, repatriation, trip cancellation or interruption, and loss of personal belongings.

If you choose to travel without adequate insurance, you waive any right to seek recovery from the Tour Organiser for costs or losses that would have been covered by a comprehensive policy (including search, rescue, and medical expenses).

Unexpected events can happen – illness, injury, flight delays, or lost luggage – and travel insurance gives you peace of mind knowing you’re protected. We recommend arranging your policy as soon as you book your trip, so you’re covered straight away.

In addition, if you need a Schengen visa, then you may be required to obtain adequate travel insurance. More details are available here.

Please note: Dolomites Active Tours cannot refund costs outside your trip booking with us (such as flights, visas, or independent hotel stays). Travel insurance helps safeguard you against these additional expenses.

12. Safety & Liability Waiver Agreement

Because our trips take place in mountain environments and other active settings, participation naturally involves a degree of risk. This separate Safety and Waiver agreement will also contain a specific Release of Liability and Assumption of Risk clause that details the inherent risks in the activities organised by us and provided by the Service Providers.

Individual Signatures: The Lead Guest may accept the Booking Terms on behalf of the group to initiate the contract; however, every individual guest must personally sign the Safety & Waiver Agreement prior to participation. The Lead Guest warrants that they will provide a copy of the Safety & Waiver Agreement to all participants in their group prior to their financial commitment to the tour.

Refusal of Service: Failure of any guest to sign the required documentation or providing false information regarding age, skill level, or medical status will result in immediate removal from the tour with no refund.

IMPORTANT: Please note that examples of the Safety and Waiver agreements are on our website for your reference. These agreements are updated from time to time.

Example – Small Group Tours and Self-Guided Tour Agreement reference.
Example – Winter Breaks Agreement reference.

If you have any questions, please don’t hesitate to get in touch at moc.sruotevitcasetimolod.gnigatsobfsctd-50e7de@olleh

CHPBS Pty Ltd Trading as Dolomites Active Tours, 120 Jonson Street, Byron Bay, NSW 2481, Australia

13. Governing Law

This Agreement is governed by the laws of New South Wales, Australia. The parties submit to the exclusive jurisdiction of the courts of New South Wales and any courts competent to hear appeals from those courts. You agree that any claim brought against the Company, regardless of where the incident occurred, must be commenced in a court within New South Wales. We operate within the Australian Consumer Law, Competition and Consumer Act 2010, NSW Fair Trading Act 1987, and Australian Privacy Principles (APPs) under the Privacy Act 1988.

Registered Business: CHPBS Pty Ltd Trading as Dolomites Active Tours [ABN: 68 626 060 848], 120 Jonson Street, Byron Bay, NSW 2481, Australia