At Luminous Photo Expeditions LLC (Luminous Photo Expeditions), we are committed to providing exceptional travel experiences. To ensure a smooth and transparent process for both our clients and our team, we have established detailed policies regarding payments, cancellations, and other important terms. These policies are designed to protect all parties involved, clarify expectations, and address potential scenarios that may arise during the planning and execution of your trip. We strongly encourage you to read and understand the following information carefully, as it outlines the conditions of your participation in our tours.
By booking a trip with us, you agree to adhere to these terms and conditions.
Acknowledgment: By signing up for a trip with Luminous Photo Expeditions, the Client acknowledges that they have read, understood, and agree to be bound by these Terms and Conditions. This includes, without limitation, the policies on payments, cancellations, surcharges, liability, and assumption of risk.
1. Payments
1.1 Deposit: A non-refundable deposit is required at the time of booking to secure your place on the trip. The deposit amount will vary depending on the trip and will be outlined in your trip details.
Deposits are non-refundable if the Client cancels the trip, or if the trip is affected by Force Majeure events beyond the Company’s control.
If the Company cancels a trip for operational reasons within its control (such as insufficient participants), the Client will be offered either:
- a full refund of all monies paid, including the deposit, or
- the option to transfer the deposit and payments to another departure.
Deposits are used to secure accommodations, transportation, permits, and other services that require advance payments to third-party suppliers.
All deposits are strictly non-refundable under any circumstances, including cancellation by the Client, cancellation by the Operator, or Force Majeure events.
1.2 Final Payment: Full payment of the remaining trip balance is due 120 days prior to the departure date unless otherwise agreed upon in writing. For bookings made less than 120 days before departure, full payment is required at the time of booking. Cancellations will be subject to the standard cancellation schedule based on the number of days prior to departure.
1.3 Late Payments: If the balance is not received by the due date stated on your invoice, we reserve the right to treat the booking as canceled. In such cases, we will retain the deposit and apply our standard cancellation charges as outlined in the “Cancellations & Refunds” section. This is to compensate for administrative and operational costs already incurred.
In addition, we reserve the right to apply interest at 1.5% per month (or the maximum allowed by law) on overdue balances or, at our discretion, transfer the booking to a waitlist until payment is received in full.
1.4 Payment Methods: Payments can be made via bank transfer, credit card, or other methods as specified in the trip documentation. Additional fees may apply for certain payment methods, such as credit card processing fees.All bank or credit card fees are the responsibility of the Client and must not be deducted from payments
1.5 Non-Recoverable Costs
Non-Recoverable Costs’ include, but are not limited to, permits, supplier deposits, accommodation prepayments, airline ticketing fees, and other payments already made to third parties on the Client’s behalf which cannot be recovered.
2 – Reservations, Deposits & Payments
2.1 Acceptance of Terms
Submission of any reservation request or payment constitutes the Client’s acknowledgment and acceptance of these Terms and Conditions.
A reservation is considered confirmed only once the Company has received the required deposit and has issued written confirmation of the booking.
2.2 Reservation Deposit
A non-refundable deposit is required to secure a place on any tour.
The deposit amount and payment schedule will be specified in the booking confirmation or trip proposal.
Until the deposit is received, the Company cannot guarantee availability of the tour or the quoted price.
Deposits are used to secure accommodations, transportation, permits, and other services that often require advance non-refundable payments to third-party suppliers.
2.3 Final Payment
Unless otherwise stated in writing, the balance of the tour price is due no later than 120 days prior to the tour departure date.
If the reservation is made within the final payment period, the full tour price is due at the time of booking.
Failure to pay the balance by the due date may result in cancellation of the reservation and forfeiture of the deposit.
2.4 Payment Methods
Payments may be made by bank transfer, credit card, or other payment methods approved by the Company.
Any bank fees, wire transfer charges, or credit card processing fees are the responsibility of the Client unless otherwise specified.
All payments must be made in the currency specified in the invoice.
2.5 Reservation Changes
Requests to modify travel dates, transfer reservations, or make other booking changes may be considered at the Company’s discretion and may be subject to administrative fees or supplier penalties.
The Company cannot guarantee that requested changes will be possible once deposits have been paid to third-party suppliers.
2.6 Payment Disputes and Chargebacks
The Client agrees that any questions, concerns, or disputes regarding charges must first be addressed directly with the Company.
By submitting payment, the Client acknowledges and agrees to the Company’s Terms and Conditions, including the cancellation and refund policies.
The Client agrees not to initiate a credit card chargeback or payment dispute without first making a good-faith effort to resolve the matter directly with the Company.
If a chargeback or payment dispute is initiated, the Company reserves the right to provide the payment processor or financial institution with copies of this Agreement, booking confirmations, invoices, payment records, correspondence, and any other documentation demonstrating that the Client accepted these Terms and Conditions.
If a chargeback is initiated in violation of these Terms and the Company prevails in the dispute, the Client agrees to reimburse the Company for any administrative costs, banking fees, legal expenses, or collection costs incurred in responding to the dispute.
The Client acknowledges that the Company’s cancellation and refund policies constitute the sole basis for determining eligibility for refunds.
2.7 Transfer of Reservation
Reservations are made for the specific individual(s) named at the time of booking and may not be transferred to another person without the prior written consent of the Company.
Requests to substitute one participant for another must be submitted in writing and are subject to the Company’s approval. The Company reserves the right to refuse such requests at its sole discretion, particularly where operational, logistical, safety, or regulatory considerations apply.
If a substitution is approved, the replacement participant must complete all required booking documentation, waivers, and payments before participating in the tour.
Any additional costs incurred as a result of the substitution, including supplier penalties, administrative fees, or changes to transportation or accommodations, shall be the responsibility of the Client requesting the substitution.
The Company may charge a reasonable administrative fee for processing a transfer request.
2.8 Minimum Participants and Trip Confirmation
Many tours offered by the Company require a minimum number of participants in order to operate as Many tours offered by the Company require a minimum number of participants in order to operate as planned. Minimum participant numbers, where applicable, may be specified in the trip proposal or booking confirmation.
The Company may also choose to operate the tour with fewer participants at its discretion.
If the minimum number of participants has not been reached, the Company reserves the right to cancel the departure, modify the itinerary, or offer the tour as a private departure at an adjusted price.
In the event that the Company cancels a tour due to insufficient participation, the Client may choose one of the following options:
- Transfer the deposit and any payments made to another tour operated by the Company, subject to availability; or
- Receive a refund of payments made to the Company, excluding any non-recoverable costs already incurred.
The Company will make reasonable efforts to notify Clients of such cancellations as early as possible.
The Company shall not be responsible for additional expenses incurred by the Client in preparation for the tour, including but not limited to airfare, visas, insurance, accommodations, or other travel arrangements.
2.9 Passports, Visas, and Entry Requirements
The Client is solely responsible for ensuring that they possess all necessary travel documentation required for the tour. This includes, but is not limited to, a valid passport, visas, entry permits, vaccination certificates, and compliance with any health, customs, or immigration requirements of the countries visited.
Unless otherwise specified in writing, passports must be valid for at least six months beyond the final date of travel and must contain sufficient blank pages for entry and exit stamps.
The Company may provide general information regarding entry requirements as a courtesy; however, such information may change without notice. The Client remains solely responsible for verifying all current passport, visa, and entry requirements with the appropriate government authorities prior to departure.
The Company shall not be responsible for any losses, expenses, delays, denied boarding, or inability to participate in the tour resulting from the Client’s failure to obtain or maintain the required travel documentation.
No refunds shall be provided if a Client is unable to participate in the tour due to failure to meet passport, visa, health, or entry requirements.
3.Cancellations:
3.1. Cancellations by Client:
3.1.1 Cancellation Requests:
The Client acknowledges that tour payments are essential to covering the overall costs of the expedition, including equipment, operations, staffing, and administrative expenses. The Company incurs the majority of these costs well in advance of departure.
All cancellations must be submitted in writing via email to luminousphotoexpeditions@gmail.com. The date that we receive the written cancellation determines the cancellation charge applicable. Departure is defined as set forth in your itinerary, regardless of the date that you may depart from your location of origin.
If you must cancel before Departure, Luminous must assess cancellation charges based on its cancellation schedule to cover non-refundable and non-recoverable Tour expenses.
3.1.2. Refund Policy:
Refunds will be processed according to the following schedule, less the non-refundable deposit and any non-recoverable costs, such as permits, supplier deposits, accommodations, or airfare paid on the Client’s behalf (see 3.1.2):
- 76 days or more before departure: Nonrefundable deposit of 30% of the tour cost will be retained, plus any non-recoverable costs. Any balance payments received will be refunded.
- 61–75 days before departure: 50% of the total tour cost will be forfeited, plus any non-recoverable costs.
- 60 days or less before departure, or at/after tour departure: No refund will be issued.
3.1.3 Non-Recoverable Costs:
Certain costs (including but not limited to permits, accommodation deposits, or payments already made to local providers) are strictly non-refundable, regardless of when the cancellation occurs. These will be deducted from any refund amount.
3.1.4. Travel Insurance: We highly recommend purchasing comprehensive travel insurance that includes coverage for trip cancellations, interruptions, medical expenses, and emergency evacuations. This ensures you are fully protected against unforeseen events during your journey. As a Safe Travel Partner with Global Rescue, we encourage you to explore this option for added security. For your safety, basic travel insurance is mandatory for all expeditions.
3.1.5. After the departure date, no refunds will be issued for any unused portion of the tour or services. If the Client voluntarily chooses to modify or depart from any part of the itinerary, they do so entirely at their own expense and risk, and the Company will not be liable for any additional costs incurred.
3.1.6. No Cancellations for Day Tours: Once a day tour is booked and full payment is made, the reservation is non-refundable and cannot be canceled. No refunds, credits, or rescheduling will be provided, regardless of the reason for cancellation. By booking a day tour, the Client acknowledges and accepts this no-cancellation, no-refund policy.
3.2 Cancellations by the Company
3.2.1 Operator Cancellations & Minimum Participants (Non–Force Majeure)
If the Company cancels a tour for reasons within its control, including failure to reach the minimum number of participants required to operate the trip, the Client will be offered one of the following options:
A) Transfer the deposit and all payments made to another tour operated by the Company, subject to availability; or
B) Receive a full refund of all monies paid to the Company, including the deposit, excluding any non-recoverable costs already incurred.
The Company may also offer the option to operate the trip with fewer participants at a revised price reflecting the actual operational costs of the smaller group. Any such revised pricing will be communicated before the final payment deadline.
The Company shall not be responsible for additional expenses incurred by the Client in preparation for the tour, including but not limited to airfare, visas, insurance, accommodations, vaccinations, or equipment purchases.
3.2.2 Force Majeure Cancellations
In the event of a Force Majeure Event (as defined in Section 10), including but not limited to natural disasters, pandemics, political unrest, government restrictions, or major transportation disruptions, the following shall apply:
The Company cannot be held liable for additional costs incurred by the Client as a result of a Force Majeure Event, including but not limited to missed flights, accommodations, meals, or loss of enjoyment.
Deposits remain strictly non-refundable.
The Company will make all reasonable efforts to reschedule or reroute the affected trip.
If rescheduling is not feasible, the Company may, at its discretion, issue a credit toward a future trip of equal or similar value.
Refunds of balances (excluding deposits) may only be provided if and when third-party suppliers return recoverable funds, and will be limited to the amounts actually refunded to the Company.
3.3. Cancellation Terms
These terms apply to all tour components, including but not limited to single supplements, pre- and/or post-tour arrangements, hotel nights, and any other confirmed services made on the Client’s behalf.
A Client’s decision not to participate in the tour due to U.S. State Department advisories, personal concerns about travel, lack of a valid passport, inability to obtain required visas, or similar circumstances will be deemed a cancellation and will be subject to the Company’s standard cancellation charges.
Luminous Photo Expeditions is not responsible for any expenses incurred by the Client in preparation for the tour, including but not limited to non-refundable airline tickets, seat reservations, passport or visa fees, vaccinations, travel insurance, or equipment purchases, even in the event the tour is canceled for reasons beyond the Company’s control.
No refunds will be provided for any unused portion of a tour once it has begun, including if the Client departs early, arrives late, misses the scheduled departure date, or is removed from the tour by the Company.
Cancellation charges apply regardless of the reason for cancellation, including but not limited to weather events, terrorism, civil unrest, airline delays, strikes, personal or family emergencies, or government travel advisories. Such circumstances do not automatically entitle the Client to a refund beyond the terms of this cancellation policy.
For this reason, Clients are required to maintain valid health insurance and are strongly encouraged to secure comprehensive travel insurance, including trip cancellation and interruption coverage, to protect their investment.
3.4 Trip Transfers
At the Company’s sole discretion, the Client may request to transfer their booking to another departure or trip offered by the Company. Such requests must be made in writing and are subject to availability and any supplier penalties or administrative fees.
Approval of a transfer is not guaranteed and will depend on operational considerations and payments already made to third-party suppliers.
4. Passports, Visas and Health Matters
4.1 It is your sole responsibility to ensure that all necessary travel documents, including passports, visas, and any required medical vaccinations, are obtained and arranged prior to departure. We cannot be held liable for the cancellation of your trip if you are unable to board your flight or continue your tour due to missing or invalid documentation.
4.2. If you are unable to travel because you do not have (or cannot obtain) the required visa, we reserve the right to retain the full cost of the trip as per our cancellation policy. Please ensure all documentation is in order well in advance of your departure.
5. Amendments to Bookings
5.1 Changes by the Traveler: Requests to amend bookings must be submitted in writing. Changes are subject to availability and may incur additional administrative fees and costs from local providers.
5.2 Changes by the Company: While every effort is made to operate the trip as described, we reserve the right to make adjustments to itineraries due to unforeseen circumstances (e.g., weather, safety concerns, changes in local regulations). These changes do not constitute grounds for cancellation or refund.
6. Traveler Responsibilities
6.1 Travel Documents: You are responsible for ensuring you have all necessary travel documents, including a valid passport, visas, permits, and proof of travel insurance, which is now mandatory to join our expeditions. Failure to provide proof of the required insurance prior to departure may result in denial of participation without refund.
6.2 Health and Fitness: You must disclose any medical conditions that may impact your ability to participate in the trip. Failure to do so may result in cancellation of your participation without a refund. By booking, Clients confirm they are in suitable health and assume risks inherent to adventure and cultural travel.
6.3 Waiver Requirement: All participants are required to complete and sign the Company’s Assumption of Risk, Waiver, Release & Indemnity Agreement before joining any expedition. Failure to provide a duly executed waiver prior to departure may result in denial of participation without refund.
7. Travel Advisories & Client Responsibility
7.1 Client Awareness & Responsibility
The Client acknowledges that they are responsible for staying informed about travel advisories, warnings, and safety conditions in the destinations they will be visiting. This includes consulting the U.S. Department of State’s Travel Advisories (travel.state.gov), the Centers for Disease Control and Prevention (CDC) for health-related updates, and any other relevant sources. The Client agrees to make their travel decisions accordingly and assumes any associated risks.
7.2 Travel Warnings & Insurance Requirements
While we will make reasonable efforts to inform Clients of relevant changes to U.S. State Department travel advisories, it remains the Client’s sole responsibility to stay updated on travel warnings and ensure they have appropriate travel insurance that covers their chosen destinations. The Company accepts no liability if the Client:
a) Chooses to cancel a booking due to a U.S. State Department advisory or other government warnings.
b) Fails to obtain adequate travel insurance covering their destination.
The Company will not typically cancel a trip solely because the U.S. State Department advises against travel to a particular country or region. Clients are strongly encouraged to assess risks independently and secure comprehensive insurance before departure.
Clients who choose to cancel a trip due to travel advisories, geopolitical concerns, or personal safety considerations will be subject to the standard cancellation terms outlined in this Agreement.
8. Surcharges
8.1 Operational Price Adjustments
The total cost of your trip is subject to surcharges arising from factors beyond our control, including but not limited to:
- Government regulations or actions
- Increases in fuel prices for transportation
- Rising costs of accommodations or scheduled airfare
In such cases, we will absorb up to two percent (2%) of the total trip price. Any additional increases beyond this threshold will be passed on to the Client as a surcharge. If the surcharge exceeds ten percent (10%) of the total trip price, the Client has the right to cancel their booking within fourteen (14) days of receiving the updated invoice and receive a full refund, excluding the deposit.
8. 3. Currency Adjustments
All trips are quoted in United States Dollars (USD). Our operational currency is Euros (EUR). Prices are calculated using the prevailing EUR/USD exchange rate published by the European Central Bank on the date of the initial invoice.
- We will absorb fluctuations of up to five percent (2%) in the EUR/USD exchange rate.
- Any fluctuation beyond this threshold may result in a price adjustment to cover the increased cost of operations.
- Deposits are fixed in EUR equivalent and are not subject to currency adjustment or refund.
- The balance of the trip price will be re-invoiced at the adjusted rate if applicable.
Adjustments are applied solely to cover external cost increases beyond our control and not to increase company profit margins.
8. 3. Price Changes for Late Bookings
For bookings made less than 8 weeks prior to departure, the total trip cost is subject to change based on current airfare and accommodation rates. If flight prices or other expenses have increased at the time of booking, the Company reserves the right to pass these additional costs to the Client.
9. Third-Party Services & Local Partners
We act as an agent for carefully selected third-party suppliers (including accommodations, airlines, DMCs, and local guides). While we facilitate arrangements, we are not responsible for the acts or omissions of these suppliers.
10. Liability, Assumption of Risk & Limitation of Liability.
10.1. Liability & Assumption of Risk
Luminous Photo Expeditions LLC (“the Company”) organizes and coordinates travel services including accommodations, transportation, guides, and other travel-related services. In doing so, the Company works with independent third-party suppliers including airlines, hotels, transportation providers, local guides, and destination management companies (DMCs).
These suppliers operate independently and are not employees, agents, or representatives of the Company. While the Company exercises reasonable care in selecting reputable partners, the Company cannot control their actions and is therefore not responsible for their acts, omissions, negligence, or failure to perform services.
By booking a trip with Luminous Photo Expeditions, the Client acknowledges that adventure and cultural travel involves inherent risks. These may arise from, but are not limited to, wildlife encounters, outdoor activities, transportation, accommodations, political instability, weather conditions, and remote environments. Such risks may result in personal injury, loss or damage to property, discomfort, or inconvenience. Travel involves inherent risks, including but not limited to physical exertion, wildlife encounters, unpredictable weather, transportation delays, and remote medical access. The Client agrees to assume these risks and understands that travel conditions, safety standards, and infrastructure may differ from those in the United States.
The Company shall not be held responsible for the acts or omissions of third-party suppliers, including but not limited to airlines, accommodations, local guides, and transport providers.
Participation in the tour confirms the Client’s understanding that expedition travel involves uncertainty and that flexibility and adaptability are essential components of the experience.
Limitation of Liability:
To the fullest extent permitted by applicable law, the Company’s total liability to the Client, whether arising in contract, tort, negligence, strict liability, or otherwise, shall in no event exceed the total trip price paid by the Client to the Company for the tour.
The Company shall not be liable for any indirect, incidental, consequential, or special damages, including but not limited to missed flights, lost income, emotional distress, loss of enjoyment, or additional travel expenses.
Nothing in these Terms shall exclude or limit liability for gross negligence, willful misconduct, or liability that cannot be excluded under applicable law.
10.1.1 Mandatory Participant Waiver
All participants are required to complete and sign the Company’s Assumption of Risk, Waiver, Release & Indemnity Agreement before joining any expedition.
This waiver forms an integral part of these Terms & Conditions and sets out the assumption of risk, release of liability, and indemnification obligations applicable to participation in the tour.
Failure to duly complete and return this agreement may result in denial of participation without refund.
The completed waiver must be submitted within 14 days of making the initial reservation and deposit. If the required forms are not received within this timeframe, the Company may treat the reservation as cancelled by the Client and apply the cancellation terms set forth in these Terms & Conditions. Participation in the tour is contingent upon receipt of all required documentation.
10.2 Mode of Transportation
Each tour utilizes locally arranged transportation, which may include jeeps, buses, trains, boats, or other modes of transport as specified in the itinerary.
a) The Company’s responsibility is limited to selecting competent, independent subcontractors to provide reasonable and locally appropriate transportation and services related to the tour. The Company exercises due care in selecting such suppliers but is not responsible for the independent actions or negligence of these third parties.
b) The Client understands that transportation safety standards may vary by country and may not always meet U.S. standards. For example, safety features such as seat belts or airbags may not be available on some vehicles.
10.3 Accommodation Standards
The Company strives to provide safe, comfortable, and culturally immersive accommodations. However, the Client acknowledges that accommodation safety standards, especially in developing regions, may not align with U.S. standards. Features such as fire escapes, smoke detectors, and emergency exits may not always be available.
10.4 Liability for Tour Arrangements
The Company accepts responsibility for ensuring that the tour services and arrangements detailed in the itinerary are provided as described. However, the Company does not accept liability for compensation if:
- The failure in tour arrangements was caused by the Client’s own actions.
- The issue arose due to the actions of a third party unrelated to the tour.
- The issue was unforeseeable or unavoidable, even with due diligence by the Company or its suppliers.
- The failure was caused by Force Majeure (as defined in Section 3.2.2 and 10.5).
If the Client suffers personal injury or death as a result of participating in an activity forming part of the tour arrangements booked with the Company, the same liability exclusions and limitations apply.
10.5 Force Majeure
The Company shall not be held liable or responsible for any failure or delay in performing our obligations under this Agreement where such failure or delay arises from causes beyond our reasonable control (“Force Majeure Events”). These include, but are not limited to:
- Natural disasters (earthquakes, floods, hurricanes, volcanic eruptions, wildfires);
- Pandemics, epidemics, or public health emergencies;
- Government regulations, travel restrictions, or border closures;
- Strikes, lockouts, or labor disputes;
- Acts of war, terrorism, political unrest, or civil disturbances;
- Airline cancellations or significant transportation disruptions;
- Any other extraordinary events or circumstances beyond our control.
In the event of a Force Majeure:
- Deposits remain non-refundable, as stated in Section 2.
- We will make all reasonable efforts to reschedule or reroute the affected trip. Where this is not possible, we may, at our discretion, issue a credit toward a future trip of equal or similar value.
- Refunds of balances (excluding deposits) may only be provided if and when third-party suppliers return recoverable funds, and will be limited to the amounts actually refunded to the Company, less any Non-Recoverable Costs as defined in Section 1.5.
- We cannot be held liable for additional expenses incurred by the Client as a result of a Force Majeure Event, including but not limited to missed flights, accommodations, meals, or loss of enjoyment.
By booking, the Client acknowledges that certain risks — including political, environmental, and health-related events — are inherent to international travel and accepts that our liability is limited in such circumstances.
10.6 Responsibility Before and After the Tour
The Company’s responsibility begins when the client meets the group at the designated start point of the tour, typically at the airport or a specified location in the destination city. We are not responsible for any additional expenses the Client incurs in traveling to the meeting point, including flights, delays, or missed connections.
10.7. Limitation of Liability for Day Tours
For Clients booking day tours while traveling on a cruise, the Client acknowledges that Luminous Photo Expeditions LLC or Colombia Photo Expeditions LLC d/b/a Luminous Photo Expeditions acts solely as an intermediary between the Client and locally contracted Destination Management Companies (DMCs) providing these services.
While we coordinate logistics and make arrangements in good faith, we are not responsible for any failures, delays, or service disruptions caused by the DMC, including but not limited to:
- Missed ship departures
- Transportation delays
- Changes to itineraries beyond our control
- Any negligence or actions by the DMC or its employees
The Client agrees that any claims or disputes related to the day tour services must be directed to the DMC, as they are the sole provider responsible for delivering these services
10.8 Itinerary Changes and Operational Flexibility
Many journeys organized by the Company involve travel in remote or developing regions where circumstances may change unexpectedly. The Client acknowledges that expedition-style travel requires a degree of flexibility and adaptability.
The Company reserves the right to modify the itinerary, accommodations, transportation, guides, or activities when reasonably necessary due to circumstances including, but not limited to:
- weather conditions
- wildlife movements
- safety concerns
- political or local conditions
- transportation disruptions
- health considerations
- operational requirements
- decisions made in the interest of participant safety or overall trip success
Such changes may be made before or during the tour.
Reasonable itinerary changes do not constitute a breach of contract and shall not entitle the Client to refunds, compensation, or damages.
Where possible, the Company will make reasonable efforts to provide comparable alternatives.
10.9 Airline and Transportation Schedule Changes
The Company is not responsible for airline schedule changes, flight delays, cancellations, missed connections, baggage delays, or any other disruptions related to air travel or transportation services operated by third-party providers.
Airlines, airports, and other transportation providers operate independently of the Company and may modify schedules, routes, aircraft, or departure times without notice.
The Client is responsible for confirming their flight schedules and ensuring adequate connection times.
The Company shall not be liable for any costs, delays, missed tour activities, additional accommodations, or other expenses resulting from airline or transportation disruptions.
Clients are strongly encouraged to obtain travel insurance covering flight delays, trip interruption, and related travel disruptions.
Airlines operate independently of the Company and may modify schedules, routes, aircraft, or departure times without notice.
10.10 Insurance Requirement:
Because deposits and certain tour payments are non-refundable, the Company strongly recommends travel insurance that includes trip cancellation and interruption coverage. Clients who choose to travel without adequate insurance assume full financial responsibility for any losses that may occur.
10.11. Waiver Requirement:
Participation in any tour or expedition organized by Luminous Photo Expeditions LLC requires the completion and signing of the Company’s Assumption of Risk, Waiver, Release, and Indemnity Agreement (“Participant Waiver”), together with any required participant documentation, including participant information forms, emergency contact details, and proof of required travel insurance.
This waiver forms an integral and binding part of the contractual relationship between the Client and the Company and supplements the Terms and Conditions governing participation in the tour.
All participants must complete and return the required waiver and related participant documentation within fourteen (14) days of booking, or by such other deadline as communicated by the Company.
Failure to submit the required waiver and documentation within the specified timeframe may result in the Company treating the reservation as cancelled by the Client, and the cancellation terms outlined in these Terms and Conditions shall apply.
Participation in the tour is contingent upon the Company receiving a properly executed waiver prior to departure. The Company reserves the right to deny participation to any individual who has not completed the required documentation, and no refund will be provided in such circumstances.
The Participant Waiver sets forth important provisions including the assumption of risk, release of liability, and indemnification obligations related to participation in expedition travel, wildlife observation, cultural exploration, and other activities included in the tour.
By booking a tour and signing the Participant Waiver, the Client acknowledges that they have read, understood, and voluntarily accepted the risks associated with participation in the expedition.
10.12 No Guarantee of Specific Experiences or Outcomes
The Company designs itineraries to provide meaningful cultural, wildlife, and photographic experiences. However, many elements of travel — particularly wildlife sightings, weather conditions, cultural events, and access to certain locations — are inherently unpredictable and beyond the Company’s control.
The Company does not guarantee the occurrence of specific wildlife sightings, photographic opportunities, cultural events, environmental conditions, or other experiences described in marketing materials or itineraries.
Such variations do not constitute a breach of contract and do not entitle the Client to refunds, compensation, or claims for loss of enjoyment.
11. Media Release & Use of Likeness
During the course of an expedition, the Company or its representatives may take photographs, video recordings, or other media documenting the trip and the experiences of participants.
By participating in a tour with Luminous Photo Expeditions, the Client grants the Company a non-exclusive, worldwide, royalty-free, and irrevocable right and license to use, reproduce, publish, modify, distribute, and publicly display such photographs, video, or other media that may include the Client’s likeness for promotional, marketing, editorial, educational, or commercial purposes. This may include, but is not limited to, use on websites, social media platforms, printed materials, presentations, advertising, and other promotional content.
The Client understands that no compensation shall be owed for the use of such media.
Clients who prefer not to appear in promotional photographs or recordings must notify the Company in writing by email no later than seven (7) days prior to the tour departure date, and the Company will make reasonable efforts to respect such requests.
Nothing in this section grants the Company ownership of photographs or media created by participants during the tour.
12. Travel Insurance, Health & Safety
12.1 Mandatory Insurance Coverage
The Client must obtain and maintain comprehensive travel insurance covering cancellation, curtailment, medical expenses, and third-party liability for themselves and any dependent relatives. Additionally, the Client must ensure their insurance policy includes coverage for loss, damage, or theft of personal belongings and baggage.
Given the nature of certain tours, which may involve remote or hazardous conditions, the Client must confirm that their policy provides full coverage for medical expenses, repatriation, helicopter rescue, and air ambulance services in the event of an accident or illness.
Clients who elect to travel without insurance must sign a Travel Insurance Waiver acknowledging their decision and assuming full financial responsibility.
Because deposits and certain payments are non-refundable, the Company strongly recommends that Clients obtain travel insurance that includes trip cancellation and interruption coverage, including Cancel-For-Any-Reason (CFAR) coverage when available.
12.2 Proof of Insurance
The Client must provide proof of a valid insurance policy and payment of premiums to the Company before departure and, if requested, to the tour leader or guide at the start of the tour.
If a Client arrives for the tour without adequate insurance coverage, the Company reserves the right to deny participation in the tour. In such circumstances, the Client shall not be entitled to any refund.
In the event of an incident requiring an insurance claim, the Client agrees to pursue all remedies directly with their insurance provider.
12.3 Emergency Contact Information
Prior to departure, the Client must provide the Company with the name, address, and contact details of a designated emergency contact.
The Client authorizes the Company to contact this individual in the event of an emergency during the tour.
The Client’s insurance policy must extend for the full duration of the tour and include coverage for travel days and potential delays beyond the planned itinerary.
12.4 Coverage Duration
12.5 Medical Evacuation and Safety Authority
In the event that a Client becomes ill, injured, physically compromised, or otherwise unable to safely continue the journey, the Company and its guides reserve the right, in their sole discretion and in consultation with medical professionals where available, to require the Client to obtain medical care, evacuate from the trip, or otherwise modify or terminate their participation in the program.
The Client agrees to comply with such decisions when they are made in the interest of personal safety, the safety of other participants, or the logistical integrity of the expedition.
Any costs associated with medical care, evacuation, transportation changes, additional accommodations, or other services required as a result of such circumstances shall be the sole financial responsibility of the Client.
The Company shall not be liable for any losses resulting from such decisions, including but not limited to missed activities, unused accommodations, or early termination of participation.
12.6 Expedition Continuity
The Company designs its itineraries for the benefit of the group as a whole. In circumstances where a Client’s illness, injury, or personal situation requires medical care, evacuation, or changes to travel arrangements, the Company will make reasonable efforts to assist the affected Client.
However, the continuation of the overall itinerary for the remaining participants shall take priority. The Company reserves the right to continue the tour while arranging appropriate assistance for the affected Client.
Any costs arising from altered travel arrangements, additional guides, private transportation, accommodation changes, or other services required as a result of such circumstances shall be the responsibility of the affected Client.
13. Participant Conduct, Health & Safety Compliance
13.1 Compliance with Guide Instructions
Participants must comply at all times with the instructions of the Company’s guides, tour leaders, and local operators.
These instructions may relate to safety, health considerations, wildlife interactions, environmental protection, cultural sensitivities, logistical requirements, or the proper functioning of the expedition.
Failure to follow such instructions may result in removal from activities or termination of participation in the tour.
13.2 Refusal of Medical Treatment or Evacuation
If a qualified medical professional or the Company’s guide reasonably determines that a participant requires medical treatment, descent, evacuation, or other safety-related intervention, the participant agrees to comply with such recommendations.
If a participant refuses recommended medical care or evacuation, the Company reserves the right to require the participant to withdraw from the trip or from certain activities.
The Company shall not be responsible for any consequences resulting from a participant’s refusal to accept recommended medical care or evacuation.
13.3 Removal from Trip for Safety or Conduct
The Company reserves the right to remove any participant from the tour, without refund, if the participant:
- behaves in a manner that endangers themselves or others
- fails to follow safety instructions
- significantly disrupts the experience of other participants
- engages in illegal, abusive, or irresponsible behavior
- is deemed medically or physically unable to continue safely
In such circumstances, the Company may arrange reasonable assistance for onward travel or accommodation, but all resulting costs shall be the responsibility of the participant.
13.4 Fitness to Participate
Participants are responsible for ensuring that they are medically and physically fit to participate in the tour.
Many journeys organized by the Company involve travel in remote areas, variable terrain, wildlife environments, high altitudes, or other physically demanding conditions.
Participants must inform the Company in advance of any medical condition, disability, or physical limitation that may affect their ability to safely participate in the tour.
The Company reserves the right to decline or terminate participation of any traveler whose physical condition, medical status, or behavior may compromise their own safety, the safety of other participants, or the successful operation of the tour.
Any costs resulting from a participant’s inability to continue the tour shall be the responsibility of the participant, and no refund shall be provided unless otherwise specified in these Terms and Conditions.
14. Company Tour Leader
The Company will appoint Tour Leader(s) to represent the Company and oversee the tour. The Client agrees to accept the decisions of the Tour Leader, who shall have full discretion and authority to ensure the proper execution of the Company’s obligations under the contract.
If the Client’s physical condition or behavior is deemed to negatively impact their own well-being or that of other group members, the Tour Leader has the authority to remove the Client from the tour. In such cases, the Client will not be entitled to a refund or any other compensation.
15. Complaints
15.1 Resolving Complaints During the Tour
We are committed to addressing and resolving any complaints as they arise. To facilitate this process, the Client agrees to the following procedure:
a) The Client must notify the Tour Leader or the Company’s designated office as soon as possible regarding any perceived failure or issue related to the Company or its suppliers. Prompt communication allows both parties to take immediate action to resolve the matter.
b) If the issue remains unresolved, the Client agrees to provide written details of the complaint to the Tour Leader before the tour concludes.
c) Should the complaint still remain unresolved, the Client must submit a formal written complaint to the Company within 7 days of completing the tour.
15.2 Compliance with Complaint Procedures
The Client agrees that these provisions are reasonable and acknowledges that failure to follow this procedure may result in the forfeiture of any claims arising from this contract, at the Company’s discretion.
16. Dispute Resolution, Governing Law & General Provisions
16.1 Mediation and Arbitration
Any disputes arising from or related to this Agreement or the Client’s participation in the trip shall first be submitted to non-binding mediation. If mediation does not resolve the dispute, the matter shall be submitted to binding arbitration in accordance with the rules of the American Arbitration Association. The arbitration shall take place in Queens, New York, unless otherwise agreed by both parties.
16.2 Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of New York. All legal proceedings arising from or related to this Agreement shall take place in Queens, New York.
16.3 Authority to Amend Terms
No individual or entity, unless expressly authorized in writing by Luminous Photo Expeditions, has the authority to waive, alter, or amend any of the conditions outlined in this Agreement.
16.4 Client Responsibility & Acknowledgment
The Client acknowledges that, prior to entering into this Agreement, they have reviewed and understood all relevant information regarding passport and visa requirements, health formalities, and any other necessary travel documentation for the tour. The Client further confirms that they are not aware of any circumstances that would prevent them from meeting these requirements.
