Terms and Conditions

The terms “Iconic,” “we” and “our” refer to Iconic Adventures LLC, which offers and operates all the trips listed herein. All trips are offered subject to Iconic’s standard terms and conditions, which are found in our trip planners, on our website and by request. Please review the terms and conditions carefully prior to completing your reservation. Some of these terms and conditions are set out below to draw your attention to the fact that our obligations to you are limited.

Prices, Reservations and Payment*

Our prices are shown in USD and final amount and payment will be in USD. Final conversion rate is determined by your bank. We charge a single supplement to individual guests who wish to ensure that they have private rooms throughout a trip. To reserve your trip, we require a deposit of US$1,500 per person for most trips. The balance of your payment is due 60 days prior to departure. If reserving your trip within 60 days of departure, full payment is required. To complete your reservation, you must complete, sign and return a Personal Information Form and a Release of Liability Form within 14 days of the receipt of your confirmation package, which will include these forms. These forms include additional terms and conditions of travel, including limitations of our obligations to you.

Cancellation / Switching Trips

If you must cancel your reservation, your cancellation fee will be determined according to the terms outlined in the chart below. Transfers to another trip or to a holding account for a future trip are only allowed before final payment, after which time our cancellation policy applies. If the trip costs more than your original trip, you must pay the difference. Transfer policy does not apply to Custom Trips. Exceptions to our cancellation policy cannot be made for any reason, including weather, terrorism, civil unrest or personal emergencies. There is no refund for arriving late or leaving a trip early. Private rooms and staterooms, and internal air charges are considered part of the total trip cost and are subject to cancellation fees. Percentage charges are calculated on total trip cost.

Should you cancel your reservation more than 100 days in advance of the departure date, the entire deposit is transferable as a future trip credit to be used by the same guest towards an Iconic trip departing within 12 months of the original trip cancellation date. This credit cannot be extended beyond 12 months and may be transferred to another trip only once. Within 60 days of departure, the regular cancellation fees will apply.

Days Prior to Trip Cancellation
120+ Days Prior to Trip Start  100% Refundable Deposit
61-119 Days Prior to Trip Start 100% Transferable to Another Iconic Trip OR 50% Refundable Deposit
0-60 Days Prior to Trip Start Trip Cost Non-Refundable

Private/Corporate Trip Cancellation

For Private and Corporate Trips: Transfers to another trip or leaving funds on account for a future trip are not permitted without penalty.  Deposit and payment terms:

Days Prior to Trip Cancellation
100 or more Days Prior to Trip Start  Deposit
31-99 Days Prior to Trip Start 35% of Trip Price
0-30 Days Prior to Trip Start 100% of Trip Price

Release of Liability

Guests are required to provide a signed Release of Liability Form and a completed Personal Information Form prior to trip departure; you will receive these materials shortly after reserving your trip. You may also complete your forms online. We are unable to allow guests to participate in any aspect of a Iconic trip without a signed release form.

Cancellation Insurance

We strongly recommend you purchase cancellation insurance to protect yourself from unexpected circumstances that may cause you to cancel your trip. We recommend Arch RoamRight cancellation insurance. A summary of the insurance will be included with your confirmation package and can be found here or by request.

Cancellation by Iconic

Iconic reserves the right to cancel any trip at any time for any reason determined in our sole discretion, including if there are too few participants, or if the quality of the trip or the safety of guests is judged by Iconic to be compromised. In such a case, refund of payments received by Iconic shall constitute full and final settlement. In the event of cancellation, Iconic is not responsible for any loss incurred on account of non-refundable or non-transferable air tickets or other unrecoverable travel costs. Iconic retains the sole discretion to run any trip notwithstanding the occurrence of any event or the existence of any condition in or near any place of travel included on a trip itinerary, or in proximity to such a place, or affecting travel, including air travel, in general. If Iconic determines in good faith to run a trip, then no refund under this paragraph shall be payable with respect to that trip and any traveler cancelling a reservation shall be bound by the cancellation policies identified in the preceding paragraphs.


There are no general age limitations on private ready-to-book trips, custom trips, or self-guided trips, although specific itineraries may have age-specific activities, and all minors must be accompanied by an adults.

Preparing for Your Trip

Our trips entail risks—and rewards—beyond those encountered at home. We count on our guests to ensure they are healthy and fit; to read our pre-trip materials about clothing, training and medical requirements; and to appreciate that in some countries local living standards, practices, services and accommodations may differ from those in North America or Europe.

Travel Documents and Passports

The visa and passport requirements of countries to which we travel vary according to the nationality of each guest and may change at any time for reasons beyond our control. Although we endeavor to provide you with accurate information about these requirements it remains the responsibility of each guest to verify that he or she has the appropriate travel documents for his or her nationality. Iconic is not liable for any expenses or costs arising from any guest being prohibited from entering a country scheduled to be visited on a trip.

External Travel Services

Iconic may recommend the services of external travel companies or other support services in response to requests made by guests for services outside of the scope of an Iconic trip. Although we endeavor to recommend only companies that provide the highest levels of service and work closely with them to try to obtain special treatment for our guests, we do not guarantee the services provided by third parties. Iconic is not liable for any injury, expenses or costs arising from any services, or lack thereof, provided by any third party nor the standards of care which guests experience when using those services.


By sending a deposit toward your trip purchase and returning your Trip Information Form, you certify that you do not have any physical condition or disability that would create a hazard for you or other guests and that you have received all appropriate or necessary vaccinations indicated by your proposed trip. Please consult your doctor.


Before travelling on a trip, we strongly recommend you review your personal insurance and health insurance to ensure you have coverage appropriate to meet your needs, and the needs of your family and dependents, in case of any loss of property or illness, injury or death.

Limitation of Liability, Release and Indemnity

When pricing each trip, we strictly and expressly rely on each guest to read, sign and return our standard Release of Liability Form. This document will be sent to you after you have paid your initial deposit. The document must be completed and returned to us within 14 days of registering for a trip. Our receipt of the completed and signed form will complete your reservation.

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