Terms & Conditions - Capture the Atlas Photography Tours
Payments & Deposits
To reserve your spot, a deposit per participant is required at the time of registration. The deposit amount will depend on the Photo Tour; Some Photo Tours may require a higher additional deposit due to advance booking or transportation requirements. Required deposit amounts will be listed on the individual Photo Tour page on our website, together with the due date for the remaining amount of the Photo Tour. Payment in full is required when registration is completed less than 60 days before the departure date. The participants spot is subject to cancellation by the Photo Tour Operators if payments are not received when due. If a participant would like to cancel, they must send a writing notification by email.
Final Payment in FULL is required within 60 days before departure for the Photo Tour or participants risk losing the deposit and having their spot forfeited to a participant on the waiting list. If full and final payment is not received by this date you will be notified via email two times requesting final payment. After that, we will consider your failure to make payment a cancellation and your spot in the Photo Tour will be forfeit and offered to those participants on the waiting list.
Participants can send a payment for the deposit of full payment via Bank Transfer, Wire transfer or Paypal®. Participants can email us if they have any questions regarding making the final payment.
In any case, Capture the Atlas will not bear the cost or commission of any check, bank transfer, wire transfer or Paypal fee associated with the payment of the deposit, the remaining amount or the Payment in full.
Cancellations & Refunds
Cancellations must be required in writing by email at all times. Please note your cancellation is not considered official until you have received a return email confirmation acknowledging your cancellation. At the time we receive your cancellation notification, the following per person charges will be applied.
91 days or more before departure
If your spot is filled by another participant, we’ll refund your deposit minus payment processing fees and $100 administrative fee. If we cannot fill your spot, a $300 cancellation fee will apply, plus any additional costs incurred, as well as any fees that are charged by the suppliers providing the services included in the Photo Tour.
31-90 days before departure
If your spot is filled by another participant, we will refund your deposit minus payment processing fees and $100 administrative fee. If we cannot fill your spot, a $500 cancellation fee will apply, plus any additional costs incurred, as well as fees, if applicable, that are charged by the suppliers providing the services included in the Photo Tour.
30 days or less before departure or anytime after departure
If your spot is filled by another participant, there will be a $200 administrative fee charged and the rest of your payment will be refunded. If we cannot fill your spot, NO REFUNDS WILL BE GIVEN and your deposit will be forfeited.
We have the right to cancel this photo tour for lack of registrants if the minimum participants enrollment is not met. We will contact you in advance if we are considering a cancellation. In the case that we cancel the photo tour, 100% of your deposit and payments will be returned. Capture the Atlas is not, however, liable for expenses incurred such as airfare, accommodations, or gear & equipment, and for this reason we also recommend the purchase of cancellation insurance.
If there is any reason that might keep you from attending the Photo Tour, we also recommend purchasing Cancel for any reason travel insurance.
No refund will be made for any tour hours or days missed due to late arrivals or early departure by the participant. It is very important that the participant arrives on time for the start of a tour. Any delay from a participant could jeopardize the opportunity for the rest of the group to enjoy the tour. In case of late arrival by the participant that Capture the Atlas is unable to accommodate, the participants Photo tour will be canceled without refund. It is thus important to contact Capture the Atlas if the participant is late to see if Capture the Atlas can arrange a possible solution.
In case of an early departure, the participant will bear all the costs and responsibility that it may involve (additional guides hire, transport, hotel room, etc.). If the departure is due to an illness or an accident, the participant will use his/her personal health and accident insurance to which he/she will have subscribed prior to the tour.
If the participant leaves the tour before its completion, he/she will not be able to receive any refund for the time missed.
If the participant arrives at the destination before the Photo Tour, Capture the Atlas will not be responsible for covering any transport, accommodations, guide services, excursions, food or and any other expense.
The safety of all the participants and the group is our first priority. For that reason, each participant hereby confirms that they understand and agree to purchase the required insurance listed below, that is valid internationally, and that they will be required to provide a proof prior to departure for the Photo Tour and in order to participate.
Participants must provide at least 30 days prior to the start of the Photo Tour their insurance emergency number, insurance email contact, and a number of policy in case the Photo Tour leaders need to communicate with the insurance company should any emergency arises.
• Accident & Sickness Medical Expense Coverage (minimum $100,000 USD)
• Emergency Evacuation & Repatriation of Remains (minimum $200,000 USD)
• Accidental Death / Dismemberment
• Trip Cancellation Coverage
Suggested Additional Coverage
• Baggage and Personal Effects Coverage
• Hospital Room and Board
• Trip Delay / Interruption
Capture the Atlas is not a travel insurance agency/broker or intermediary and has no obligation in assisting in the purchase of any type of travel/medical insurance.
Capture the Atlas can suggest and express its opinion about different companies and policies but is not liable for any issue related to the purchase of any type of travel/medical insurance.
Capture the Atlas also suggest to evaluate your risk and to take out travel insurance that covers the full value of the Photo Tour and personal effects in the case of Trip cancellation, loss or theft of baggage, and emergency evacuation. Capture the Atlas, their owners, agents, and subsidiaries will not be held responsible for these expenses. It is vital for you to realize that if you experience a delay or find it necessary to cancel or cut short the Photo Tour for any reason, you will lose part or the entire sum of the amount paid (see the section “Payments & Deposits and Cancelations & Refunds” in the terms and conditions above).
Travel insurance helps to minimize the risk of monetary losses you would incur in the event of a delay of your departure due to weather, airline strike, missed connection, etc., your inability to travel for reasons such as illness, injury, unforeseen financial complications and other personal circumstances, or if you were required to cut the Photo Tour short for medical or any other reasons.
There are restrictions and limitations on any insurance program. For this reason, we always recommend that you read carefully the fine print of your insurance policy.
Fitness and Health
Anyone who is reasonably fit should be able to participate in most activities on the Photo Tour. It’s possible to experience general fatigue due to long flights and changes in time zones. You will need to be sufficiently agile to climb in and out of the transport vehicle and be able to carry and manage your own photography equipment and luggage. We will hike trails and paths ranging from easy to moderate throughout the Photo Tour. Participants may choose to opt out of such activities at their own discretion. Some hotels may not be equipped with elevators or air-conditioning.
If the participant has any special needs or any physical condition that feels might prevent him/her from fully participating, it must be listed and disclose when filling the Capture the Atlas Photo Tour Registration Form in the “personal information” section and must send an email to us in advance with any further questions or concerns. Capture the Atlas assumes no responsibility for the participants medical care nor guarantee to meet their special dietary requirements.
Capture the Atlas reserves the right to ask for a Clean bill of health from a doctor if it is considered necessary prior to the development of the Photo Tour.
Please be aware that medical services and facilities might not be readily available during all or part of the Photo Tour. This could include emergency medical care, presence of physicians, or adequate medication. Please notify us in advance of any allergies, physical / mental conditions or medications you’re currently taking that may affect your health also in the Capture the Atlas Photo Tour Registration Form.
Participants must provide with two emergency contacts information to Capture the Atlas before the Photo Tour in the Registration form. This information will include full name, relationship, number and email. Capture the Atlas will not use this information for any purpose except for informing the emergency contacts in case an emergency happens.
If Vaccinations are required for a Photo tour, each participant is responsible for the cost of these vaccinations and will need to show proof of vaccinations to Capture the Atlas prior to the start date of the tour.
Changes in Services
Capture the Atlas reserves the right to alter the prices of the Photo Tour Rates for any change based on tariffs, U.S. exchange rates and supplier fees. If the group falls below the minimum requirement, the Photo Tour is subject to cancellation or a small group supplemental fee to make the Photo Tour possible.
Capture the Atlas reserves the right to cancel or make changes to the published itinerary, including removal or substitution of tour leaders, whenever, in its judgment, conditions warrant, without consulting the participants. Participants have no right to any refund or other considerations in the event of these itinerary or leader changes. Capture the Atlas reserves the right to cancel any Photo Tour before departure, in which case a full refund of all amounts paid to the participants will be made. Any costs incurred by the participant to be able to participate in the tour (booking of hotel rooms on location, flights, train tickets, etc.) will not be refunded by Capture the Atlas.
If changes are made, tour leaders will plan each day considering the interests of the group and the weather at hand. Be assured that Capture the Atlas will make substitutions that are similar in quality and interest when possible.
If there is a change in the itinerary that requires the booking of new accommodation due to weather, accident or unforeseeable conditions, the cost of the new accommodation will be bear by each participant and not by Capture the Atlas.
Capture the Atlas is not responsible for the conditions of a third party rented vehicle, and will not be responsible for any delay or change in the Photo Tour caused as a consequence of the service of third-party rental companies.
Included in Photo Tour Costs
Capture the Atlas Photo Tours include group ground transportation for the Photo Tour activities, accommodations, based on double occupancy (two people sharing a room), services of driver, English speaking guide and photography leaders throughout the Photo Tour. Meals will be included if they are listed on the individual Photo Tour website page. Tickets, entrance fees, external activities will also be included if they are listed on the individual Photo Tour website page.
NOT Included in Photo Tour Costs
Domestic or International airfare to and from the Photo Tour beginning & ending locations; airfare tax; airport departure tax (if applicable); airport departure transfers; additional transfers or accommodations that may be required by those not traveling with the group; excess baggage charges; meals / snacks not included in the Photo Tour as indicated on the individual Photo Tour website page; side activities taken on your own; passport / visa expenses; individual medical or travel insurance costs; any expenses of a personal nature, such as room service, laundry, drinks outside of meals & alcoholic beverages; medical expenses; photography equipment; any activities not specified in the Photo Tour itinerary or that are listed as optional, or any items not listed in what is included on the individual information page on our website; possible fuel surcharges; exchange rate surcharges; modest gratuities to the guides and drivers are customary.
Airfare is NOT included in the Photo Tour Rates provided. Before booking your airfare, please contact Capture the Atlas for arrival and departure time specific requirements. Capture the Atlas can accept no responsibility for losses or additional expenses on airfare due to trip cancellation or alteration. We suggest booking a refundable fare or purchasing the optional insurance in case the Photo Tour must canceled, postponed or altered.
In some Photo Tours, a limited number of single rooms/cabins are available at an extra cost on a first-come, first-served basis. Capture the Atlas will assist participants requesting a roommate. Participants will be notified if a suitable roommate is not available, in which case the single rate will be charged.
Accommodations are based on double occupancy (two people sharing a room). Requests for single occupancy are assigned on a first-come, first-served basis, when available and subject to a supplemental fee at the rate stated on the individual Photo Tour website page. The process for requesting single accommodation takes place at the moment of the booking before the Photo Tour and never once in the destination.
Food and Drink
Lunches and dinners will be taken in places convenient to the shooting areas. This will allow maximum flexibility.
During the Photo Tours, Capture the Atlas goal is to gather the entire group to have lunch or dinner together, but it is not mandatory for the participant to eat together with the group. In any case, participants must abide by the specific times for breakfast/lunch/dinner pointed by the Photography Leaders so the itinerary is not compromised.
Breakfast, lunches, and dinners might be taken at uncommon times following the Photo Tour itinerary where the priority is photographing the different locations.
Food will not be included unless listed on the individual Photo Tour website page.
In order to fit and travel comfortably, there is a maximum luggage capacity to be carried per participant. Unless confirmed in the Photo Tour specific site or by Capture the Atlas in the email information, this luggage will be a Medium suitcase/bag of 24″-28″ (60-71cm) and a standard Camera bag.
If this limit is not considered by the participant, and due to the extra size of the luggage we are forced to rent additional transport or a bigger vehicle to fit comfortably all the participants, this cost will not be borne by Capture the Atlas but by the participant which luggage exceeds the determined limit.
Capture the Atlas LLC and its designated Photo tour operators and Photo Tour leaders reserve the right to take photographs or videos during the operation of any Photo Tour or part thereof and to use the resulting photography, videos, or recordings for promotional or commercial use. By making a reservation on a Capture the Atlas LLC Photo Tour, the participant agrees to allow his/her likeness to be used by Capture the Atlas LLC, the authorized third parties, and the Photo tour operator without compensation to the participant. If the participant prefers that his/her likeness not be used, he/she must notify Capture the Atlas in writing prior to departure of the expedition.
Copyright in all photographs, video, and related materials (herein referred to as “Photo Tour Materials”) created by the participant shall belong to the participant upon creation. The participant grants to Capture the Atlas, their owners, agents and subsidiaries, a non-exclusive, worldwide, irrevocable license to use any Photo Tour Materials voluntarily provided to the Capture the Atlas in any media for the following purposes: editorial use, promotion of this editorial use, advertising and promotion of Photo Tours offered by Capture the Atlas or promotion of Photo Tours led by Photo Tour Leaders representing the Capture the Atlas.
Participants Privacy & Data
Capture the Atlas will not share with any third parties the participants personal data (such as name, contact details, registration form details, travel preferences, and any special needs/disabilities or dietary requirements) and will use them for the operational needs related to organizing the Photo Tour. Capture the Atlas may also use the participants email to send information and newsletter related to its activity; If the participant wishes to not receive these, he/she should inform Capture the Atlas upon booking.
Code of Conduct
Participants are expected to conduct themselves in a manner that is respectful to the group and other participants.
Capture the Atlas groups are aimed at international participants without distinction of race, religion, genre, and age, and each participant must respect the other participants of the group at all times before and during the Photo Tour.
Any use of illegal drugs or substances, committing or participating in any criminal or illegal activity & violence of any sort will not be tolerated and will result in the participant’s immediate removal from the Photo Tour, without refund and at the participant’s expense. Photo Tour leaders are authorized, and hereby reserve the right, to remove or exclude participants from the Photo Tour, or any portion thereof, for actions they deem as inappropriate or disruptive to the group and the Photo Tour without any refund or compensation.
If the participant has a complaint, he/she should first inform the Photo Tour leader while on the Photo Tour so that the Photo Tour leader can attempt to resolve and rectify the matter. If the participant is still dissatisfied, he/she should submit the complaint in writing to Capture the Atlas within 30 days of the completion of the Photo Tour.
Third-party vendors and contractors
Capture the Atlas acts only as an agent for the various independent suppliers that provide hotel accommodations, transportation, sightseeing, activities, or other services connected with the Photo Tour. Such services are subject to the terms and conditions of those suppliers.
Capture the Atlas and its respective employees, agents, representatives, and assigns accept no liability whatsoever for any injury, damage, loss, accident, delay, or any other incident which may be caused by the negligence, defect, default of any company or person in performing these services. Responsibility is not accepted for losses, injury, damages or expenses of any kind due to sickness, weather, strikes, hostilities, wars, terrorist acts, acts of nature, local laws or other such causes. All services and accommodations are subject to the laws and regulations of the country in which they are provided. Capture the Atlas is not responsible for any baggage or personal effects of any individual participating in the Photo Tour arranged by Capture the Atlas. Individual travelers are responsible for purchasing a travel insurance policy if desired, that will cover some of the expenses associated with the loss of luggage or personal effects as stated above in the “travel insurance” section.
Release of Liability
By registering for any Capture the Atlas Photo Tour, participants certify that they have carefully read the dates, schedule of activities, the requirements, and the “Terms & Conditions” for the Photo Tour and are aware that the Photo Tour involves the risk of personal injury, death or loss (damage) to property. In consideration of the benefits derived by the Photo Tour, participants voluntarily recognize and accept all risks thereof. Participants agree on behalf of themselves, their dependents, heirs, executors, and assigns, to release and hold harmless Capture the Atlas LLC, its employees, subsidiaries, affiliates, officers, directors, successors, representatives, assigns and its designated tour operators (hereinafter referred to as the “Photo Tour Operators”) from any and all claims, including but not limited to liability for delays, monetary damages, illness, injuries, death, or for the loss of or damage to property resulting directly or indirectly from any occurrences or conditions. Participants agree to abide by the conditions set forth under the “Terms & Conditions” and other sections as stated herein or elsewhere published. Participants affirm that they are covered by medical insurance, which is valid overseas and affirms that they have not relied on any additional oral or written representation of the Tour Operators for executing this release. Participants further acknowledge receipt of this release and understand and accept its terms and conditions. Any questions participants had concerning this release have been answered fully.
Capture the Atlas organize, promote, and sell the Photo Tour along with services they purchase from other suppliers. The suppliers are independent contractors and are not agents or employees of the Tour Operators. They supply services that include but are not limited to, transportation, accommodations, meals, and excursions using local guides. While we endeavor to make travel arrangements with reputable suppliers, Capture the Atlas is not responsible for the willful or negligent acts and/or omissions of such suppliers, their employees, agents, servants, or representatives, including, without limitation, their failure or inadequate delivery of services. All travel and arrangements are subject to the terms and conditions specified by the suppliers, air carriers and/or applicable governing laws. Capture the Atlas and the suppliers providing transportation or any service can accept no responsibility for losses or additional expenses due to, but not limited to, delay, inconvenience, changes to or cancellation of itinerary, sickness, weather, strike, war, quarantine, terrorism, defects in vehicles, breakdown in equipment, animals including transportation by animals, hiking, and any act, omission, negligence or other causes beyond their control. All such losses or expenses will be borne by the passenger, as the Photo Tour rates provide for arrangements only for the time stated. Capture the Atlas is not responsible for expenses incurred by Photo Tour participants in preparing for the Photo Tour (i.e.: air tickets, visa/passport fees, equipment, medical expenses, individual transfers, etc.).
Assumption of Risk
Participants are voluntarily participating in the Photo Tour with knowledge that it involves some inherent risks and danger including, but not limited to, forces of nature, terrorism, civil unrest, strikes, wild animals (including animals used for transportation), all activities including hiking over rough terrain, theft, cancellation or changes in itinerary, negligent action of others or their agencies, or means of conveyance or accommodation which may not be operated nor maintained to standards common in Western countries like the United States. This includes health-related issues, and participants must be aware that medical services or facilities may not be readily available or accessible during all or part of the Photo Tour. This includes emergency medical care, the presence of physicians, and adequate medication. On expeditions of this type, it is not possible to accommodate persons with severe health problems, physical disabilities or mental illness. It is the passenger’s responsibility to judge the appropriateness of the travel activities to their own physical and mental capabilities. By forwarding the deposit, the passenger certifies they agree with these terms and conditions and that they do not have any mental, physical or other condition or disability that would create a hazard for them or other participants. Capture the Atlas and its suppliers take no responsibility for special arrangements or problems incurred by passengers unable to participate in the Photo Tour or planned activities. The right is reserved to decline any person as a member of the Photo Tour or to require any participant to withdraw from the Photo Tour at any time.
The participant agrees to defend and indemnify Capture the Atlas, and its affiliate companies from and against any and all demands, claims or lawsuits (including without limitation, third party asserted demands, claims or lawsuits), actions, liabilities, damages, costs, losses and/or expenses (including reasonable attorneys’ fees and expenses) (collectively, “Claims and Damages”) which Capture the Atlas may incur, suffer or be required to pay by reason of actions taken by the Participant, including those which result in damage to property owned by third parties, or any other Claims and Damages arising in connection with a third party claim suffered due to actions taken by the Participant. The Participant is liable to reimburse Capture the Atlas for any Claims and Damages collected by third parties, during the Photo Tour or after, as a result of or related to actions taken by the Participant.
Any controversy or claim arising out of or relating to this Agreement or the performance hereunder, brochures, or any other literature concerning a Capture the Atlas Photo Tour, or the breach thereof, including without limitation any claim related to illness, injury, or death, shall be subject to the following conditions:
- The dispute will be governed by Pennsylvania, USA law.
- The parties agree that they will attempt in good faith to settle any and all disputes arising out of, under or in connection with this Agreement, including without limitation the validity, interpretation, performance and breach hereof, through a process of mediation in Pennsylvania, the USA under the supervision of a mutually agreed-upon mediator.
- In the event that mediation fails to settle such a dispute, the parties agree that they will proceed to arbitration in Pennsylvania, USA, using one arbitrator pursuant to the then existing rules of the American Arbitration Association;
- The maximum amount of recovery to which a participant will be entitled under any and all circumstances will be the published cost of the participant’s Photo Tour with Capture the Atlas. This agreement to arbitrate does not waive or modify any liability release agreed by the participant.
Additional Terms and Conditions may apply to some of the Capture the Atlas Photo Tours and will be provided with pre-photo tour information mailings. By registering for a Photo Tour with Capture the Atlas, the participant agrees to the release of liability statement and the Terms and Conditions published on the website (https://capturetheatlas.com/photo-tour-terms-conditions) or in any printed materials.
Participants hereby acknowledge that they have read, understand and agree to, and will abide by, all the Terms and Conditions of participation in the Photo Tour as set out above.
Participants must submit the Capture the Atlas Photo Tour registration form and Liability Waiver when doing the initial payment of the Deposit, the remaining payment, and the full payment and always prior to the start of the Photo Tour.
Participants confirm that they have reviewed & agree to the dates and costs of the Photo Tour and that they understand that flights are not included in the cost.