Sapphire Adventure Travel Terms & Conditions
Effective Date: 02 / 01 / 2026
Company: Sapphire Adventure Travel, LLC (“Agency”)
Please thoroughly review these Terms & Conditions of Sapphire Adventure Travel LLC. By booking travel services through Sapphire Adventure Travel, you (“Client”) agree to these Terms & Conditions on behalf of yourself and any travel companions you represent or make payments on behalf of.
AGENCY ROLE & SCOPE OF SERVICES
Sapphire Adventure Travel (“Sapphire,” “we,” “us,” or “our”) acts solely as a booking agent on behalf of its clients in arranging travel-related services. By making a booking and/or submitting payment through Sapphire Adventure Travel, you acknowledge that you have reviewed, understand, and agree to these Terms & Conditions, on behalf of yourself and all travelers included in your booking.
When you book travel through Sapphire Adventure Travel, we arrange for you to enter into a contract directly with one or more third-party travel suppliers, which may include but are not limited to cruise lines, expedition operators, airlines, hotels, tour operators, ground handlers, or other service providers (collectively, “Suppliers”). Your confirmation invoice will identify the applicable Supplier(s) providing your travel services.
Sapphire Adventure Travel does not own, operate, manage, or control any Supplier and is not responsible for the acts, errors, omissions, representations, warranties, breaches, or negligence of any Supplier. All services provided are subject to the terms, conditions, limitations, and cancellation policies imposed by the applicable Supplier(s).
Your booking is considered confirmed, and a binding contract between you and the Supplier(s) is formed, once Sapphire Adventure Travel issues written confirmation on the Supplier’s behalf.
While Sapphire Adventure Travel takes care in selecting reputable and experienced Suppliers, we make no guarantees regarding their performance or financial stability and assume no responsibility or liability for any loss, injury, damage, expense, delay, inconvenience, or irregularity resulting from:
(a) the acts or omissions of any Supplier;
(b) defects in, failure of, or delay involving any vessel, vehicle, aircraft, accommodation, or equipment operated or provided by a Supplier; or
(c) circumstances beyond our direct control, including the actions of third parties.
Payments
To secure travel arrangements through Sapphire Adventure Travel (“Sapphire,” “we,” “us,” or “our”), a deposit and/or full payment is required in accordance with the terms and conditions of the applicable travel supplier (“Supplier”). Deposit amounts, payment schedules, and final payment deadlines vary by Supplier and will be clearly stated on your invoice or booking confirmation.
In many cases, full payment is required at the time of booking, particularly for reservations made close to departure or as required by the Supplier. Where a deposit is permitted, the remaining balance must be paid in full by the final payment due date indicated on your invoice. Failure to submit payment by the required deadlines may result in cancellation of your booking by the Supplier and the imposition of cancellation penalties, which may include forfeiture of all monies paid.
All prices and payments are charged in U.S. Dollars (USD) unless otherwise specified.
Some banks and credit card issuers assess foreign transaction fees, currency conversion fees, or other charges related to international transactions. Because Sapphire Adventure Travel may remit payments to international Suppliers, your bank may treat your payment as an international transaction even if charged in USD. Sapphire Adventure Travel is not responsible for these fees, exchange rates, or additional charges imposed by your bank or card issuer. Any questions regarding such fees should be directed to your financial institution.
You are responsible for all charges associated with your travel arrangements, including but not limited to fares, taxes, port fees, government charges, duties, and assessments. By submitting payment information or a credit card authorization form, you authorize Sapphire Adventure Travel to process payments and, where applicable, to transmit payment details to Suppliers for the purpose of securing travel services on your behalf.
Failure to make required payments, violation of a Supplier’s payment terms, or failure to comply with a Supplier’s conditions of purchase may result in cancellation of your reservation, denial of access to travel services, late payment fees, or loss of all funds paid. Certain bookings are non-refundable once deposited, and in some cases, no refunds are permitted after booking. These policies are determined solely by the Supplier and will be outlined in their terms and conditions.
Pricing
All prices quoted by Sapphire Adventure Travel (“Sapphire,” “we,” “us,” or “our”) are based on information provided by third-party travel suppliers (“Suppliers”) and are subject to availability and confirmation at the time of booking. Prices are not guaranteed until a booking is confirmed by the applicable Supplier.
Sapphire Adventure Travel reserves the right to correct errors or omissions in advertised or quoted prices at any time, including after a quote has been issued but prior to booking confirmation. Pricing errors may occur due to electronic, clerical, typographical, or supplier-related inaccuracies. Suppliers reserve the right to honor or decline any booking made at an erroneous price, and you acknowledge and accept this right. Sapphire Adventure Travel shall not be held liable for pricing discrepancies arising from such errors.
All pricing is set by the Supplier and is quoted in U.S. Dollars (USD) unless otherwise stated. Prices and availability may change without notice until a booking is confirmed. Sapphire Adventure Travel is not responsible for fluctuations in pricing, inventory availability, or changes resulting from inaccurate or incomplete information provided by Suppliers or other third parties.
Prices do not include any additional charges imposed by governmental authorities or regulatory bodies, including but not limited to taxes, port fees, fuel surcharges, customs fees, duties, value-added tax (VAT), or similar assessments. Such charges may be added, modified, or increased by the Supplier or relevant authority at any time, sometimes without prior notice, and are the responsibility of the passenger.
Suppliers may reserve the right to amend pricing even after a booking has been confirmed or fully paid due to circumstances beyond their control, including but not limited to increases in fuel costs, airfare, government-imposed taxes or fees, currency exchange rate fluctuations, or other operational costs. By booking through Sapphire Adventure Travel, you acknowledge and consent to any such post-purchase price adjustments imposed by the Supplier in accordance with their terms and conditions.
Any discounts, promotions, or special offers are determined solely by the Supplier and apply only if available at the time of booking. Sapphire Adventure Travel has no control over, and no advance knowledge of future promotions or price reductions. New discounts or promotions do not apply retroactively to existing bookings, and no price adjustments or refunds will be issued if a promotion becomes available after your booking is confirmed.
Changes & Cancellations by Client
All requests to cancel or modify a booking must be submitted to Sapphire Adventure Travel (“Sapphire,” “we,” “us,” or “our”) in writing via email. Requests will take effect on the date and time they are received by Sapphire Adventure Travel. You are responsible for ensuring you receive written confirmation acknowledging any change or cancellation request prior to travel.
Sapphire Adventure Travel will make reasonable efforts to assist with requested changes; however, we cannot guarantee that any Supplier will accommodate amendments, substitutions, or special requests. All changes and cancellations are subject to the terms, conditions, and availability of the applicable travel supplier (“Supplier”).
All cancellations and amendments are governed exclusively by the Supplier’s cancellation and change policies. These policies may impose penalties of up to one hundred percent (100%) of the total booking cost and typically increase closer to the departure date. Some Suppliers do not permit changes under any circumstances, in which case full cancellation penalties may apply.
Supplier cancellation and change policies will be provided to you in writing prior to deposit and are reflected on your invoice. The effective date of cancellation is the date Sapphire Adventure Travel receives your written cancellation request and will determine the applicable penalties.
In addition to any Supplier-imposed penalties, Sapphire Adventure Travel reserves the right to charge an administrative fee of $100 per person, per change or cancellation, to cover professional time and administrative costs. This fee is non-refundable and applies regardless of whether the Supplier issues a refund.
Changes Requested by Client
If you request changes to a confirmed booking prior to departure or during travel, you will be responsible for any increase in cost, Supplier-imposed change fees, or additional charges resulting from the modification. No refunds will be issued for unused or partially used travel services.
Requests to transfer a booking to another traveler or to alternate dates will be submitted to the Supplier on your behalf but are not guaranteed. Some Suppliers prohibit name changes or date transfers entirely, or may treat such requests as cancellations subject to full cancellation penalties. All change or transfer requests must be submitted in writing to Sapphire Adventure Travel.
Important Notice
Once travel arrangements are confirmed, cancellations and change penalties are strictly enforced by Suppliers and no exceptions are made. In many cases, bookings are non-refundable once deposited. For this reason, Sapphire Adventure Travel strongly recommends purchasing comprehensive travel insurance to protect your travel investment against unforeseen events.
Changes & Cancellations by the Supplier
Sapphire Adventure Travel (“Sapphire,” “we,” “us,” or “our”) acts solely as a booking agent and does not own, operate, or control the services provided by third-party travel suppliers (“Suppliers”). Passenger(s) acknowledge and understand that Suppliers reserve the right to modify, delay, substitute, or cancel any portion of a trip, including itineraries, vessels, accommodations, departure dates, ports of call, or services, at any time and for any reason, in accordance with their individual terms and conditions.
In the event a Supplier makes a significant change to, or cancels, your confirmed travel arrangements prior to departure, Sapphire Adventure Travel will notify you as soon as reasonably practicable. We will also act as an intermediary between you and the Supplier to communicate available options offered by the Supplier, which may include alternative itineraries, travel credits, rescheduled departures, or refunds, as determined solely by the Supplier’s policies.
All remedies, compensation, or refunds arising from a Supplier-initiated change or cancellation are governed exclusively by the Supplier’s terms and conditions. Sapphire Adventure Travel has no authority to override or modify Supplier policies and assumes no liability for decisions made by Suppliers regarding itinerary changes, operational adjustments, or cancellations.
Suppliers are independent entities, and Sapphire Adventure Travel does not manage, supervise, or control their operations. Once alternative arrangements or remedies are offered by the Supplier and communicated to you, Sapphire Adventure Travel shall have no further liability in connection with the Supplier’s change or cancellation.
Travel Insurance
Many expedition and remote-destination trips require passengers to carry emergency medical and evacuation insurance that meets minimum coverage thresholds set by the applicable travel supplier (“Supplier”). Required coverage amounts vary by Supplier and itinerary; however, Sapphire Adventure Travel (“Sapphire,” “we,” “us,” or “our”) strongly recommends a minimum of USD $500,000 per person in emergency medical evacuation coverage, unless a higher amount is required by the Supplier. It is the passenger’s responsibility to confirm and comply with all insurance requirements imposed by the Supplier.
As your booking agent, Sapphire Adventure Travel strongly recommends insurance coverage that includes, where available: trip cancellation (including “cancel for any reason” coverage), trip interruption, trip delay, baggage loss or delay, emergency medical expenses, medical repatriation, emergency evacuation, supplier or financial default, and any coverage specifically required by your Supplier.
By choosing to decline or carry insufficient travel insurance, passenger(s) knowingly assume all risks associated with travel disruptions, medical emergencies, evacuations, cancellations, delays, and Supplier-imposed penalties. Passenger(s) further acknowledge and accept full financial responsibility for any cancellation fees, losses, damages, or out-of-pocket expenses incurred as a result of insufficient or absent insurance coverage.
Passengers are responsible for reviewing their travel insurance policy in full, including the confirmation of benefits, exclusions, limitations, and claim procedures. Sapphire Adventure Travel does not underwrite or administer travel insurance and has no control over policy terms, coverage determinations, or claims decisions made by any insurance provider. Due to privacy and regulatory laws, insurance providers may be unable to discuss policy details or claims with Sapphire Adventure Travel. Accordingly, Sapphire Adventure Travel shall not be liable for the denial of coverage, claim outcomes, or any losses resulting from a passenger’s insurance policy or lack thereof.
Travel Documents, Visas, Passport & Health Requirements
It is the sole responsibility of each passenger to obtain and maintain all required travel documents, including but not limited to valid passports, visas, permits, transit documentation, and proof of onward travel, as well as to comply with all immigration, customs, and entry requirements applicable to their itinerary. Passport validity requirements, blank page requirements, visa rules, and entry regulations vary by destination and nationality and may change without notice.
By offering travel arrangements to international or remote destinations, Sapphire Adventure Travel (“Sapphire,” “we,” “us,” or “our”) does not represent or warrant that travel to any destination is advisable, risk-free, or suitable for every traveler. Conditions at destinations may change at any time, and Sapphire Adventure Travel shall not be liable for any loss, damage, injury, or expense arising from travel to such destinations.
Passengers are also solely responsible for meeting all health and vaccination requirements, including but not limited to routine immunizations, destination-specific vaccines, medical screenings, or documentation required by governmental authorities, ports, or Suppliers. You are advised to consult the appropriate embassies or consulates and your healthcare provider well in advance of travel to confirm current requirements based on your individual circumstances.
Sapphire Adventure Travel may provide general information as a courtesy; however, such information should not be relied upon as definitive or complete. We assume no responsibility for inaccuracies, omissions, or changes to travel documents or health requirements.
Failure to comply with any passport, visa, immigration, or health requirements may result in denied boarding, refused entry, fines, penalties, quarantine, or removal at the passenger’s expense. Sapphire Adventure Travel shall not be responsible for any costs, losses, or damages incurred as a result of a passenger’s failure to meet these requirements, and no refunds will be issued in such circumstances.
Force Majeure / Events Beyond Control
Sapphire Adventure Travel (“Sapphire,” “we,” “us,” or “our”) acts solely as a booking agent for third-party travel suppliers (“Suppliers”), each of whom maintains their own force majeure provisions within their respective terms and conditions. Passenger(s) acknowledge and agree that in the event of a force majeure event, Suppliers may, in their sole discretion and in accordance with their policies, modify, delay, substitute, postpone, or cancel any portion of a trip, including itineraries, departure dates, vessels, ports of call, accommodations, or services.
For purposes of these Terms & Conditions, “Force Majeure” means any event or circumstance beyond the reasonable control of Sapphire Adventure Travel or the applicable Supplier, including but not limited to: acts of God; extreme or adverse weather conditions; ice conditions; natural disasters; earthquakes; floods; volcanic activity; fires; mechanical failures; breakdowns of vessels, aircraft, vehicles, or equipment; war or threat of war; terrorism; civil unrest; riots; strikes or labor disputes; governmental actions or omissions; changes in laws, regulations, or port access; public health emergencies; epidemics or pandemics; quarantine restrictions; failures of communication systems; or any other unforeseeable or unavoidable event beyond the control of the affected party.
Sapphire Adventure Travel shall not be liable for any loss, damage, delay, inconvenience, or expense incurred as a result of a Supplier’s inability or failure to perform all or part of its obligations due to a force majeure event. Any refunds, credits, or alternative arrangements offered as a result of such events shall be determined solely by the applicable Supplier in accordance with their terms and conditions.
Where possible, Sapphire Adventure Travel will use reasonable efforts to assist passengers in communicating with the Supplier and to seek any available remedies or alternatives offered by the Supplier. However, Sapphire Adventure Travel has no authority to compel a Supplier to issue refunds, credits, or compensation and assumes no responsibility for outcomes determined by the Supplier.
Limitation of Liability & Responsibility
Sapphire Adventure Travel (“Sapphire,” “we,” “us,” or “our”) acts solely as a booking agent for disclosed third-party travel suppliers (“Suppliers”) and is not the source, provider, or operator of any travel services. The Suppliers identified in your itinerary, invoice, or travel documentation are the entities responsible for providing the services purchased, and by booking through Sapphire Adventure Travel, you consent to the use of those Suppliers.
Because Sapphire Adventure Travel does not own, manage, operate, or control any Supplier or their facilities, equipment, personnel, or operations, Sapphire Adventure Travel shall not be liable for any injury, illness, death, loss, damage, expense, delay, inconvenience, or irregularity of any kind arising from or related to any act, omission, negligence, willful misconduct, or failure of any Supplier or third party.
This includes, without limitation, liability arising from:
(a) the provision, non-provision, or inadequate provision of travel services;
(b) mechanical failures, equipment defects, or operational decisions;
(c) itinerary changes, delays, cancellations, or deviations;
(d) Supplier cancellation or refund policies;
(e) fuel surcharges, price increases, bankruptcy, insolvency, or cessation of operations;
(f) acts of governments or regulatory authorities; or
(g) any other matter outside Sapphire Adventure Travel’s direct control.
Sapphire Adventure Travel makes no guarantees regarding a Supplier’s ability to accommodate special requests, including but not limited to dietary requirements, accessibility needs, or medical accommodations, and assumes no responsibility if such requests cannot be met.
To the fullest extent permitted by law, Sapphire Adventure Travel expressly disclaims all liability, whether based in contract, tort, negligence, strict liability, statute, or otherwise, for any direct, indirect, incidental, consequential, special, exemplary, or punitive damages arising out of or related to travel services booked through Sapphire Adventure Travel.
You acknowledge and agree that Sapphire Adventure Travel receives compensation solely in the form of commissions and service fees for arranging travel. In the unlikely event that Sapphire Adventure Travel is found liable for any claim arising from a booking, any recovery shall be strictly limited to the amount of commissions and service fees actually received by Sapphire Adventure Travel in connection with the booking giving rise to the claim.
Assumption of Risk & Acknowledgment of Expedition Travel
Passenger(s) acknowledge that expedition, adventure, and remote-destination travel— including but not limited to travel to Antarctica, the Arctic, Alaska, and other polar or wilderness regions—involves inherent risks that are different from, and greater than, those associated with conventional leisure travel. These risks may exist despite the use of experienced operators, safety protocols, and reasonable precautions.
Such risks may include, but are not limited to: extreme and rapidly changing weather conditions; ice, sea, and wildlife hazards; limited medical facilities; delayed or unavailable emergency response or evacuation; mechanical or equipment failure; rough seas; altered or abandoned itineraries; physical exertion; remote landings; transportation by small vessels, aircraft, or vehicles; and increased risk of illness, injury, or inconvenience due to the remoteness of the destination.
Passenger(s) understand and accept that expedition itineraries are inherently flexible and subject to change at any time due to weather, ice conditions, wildlife activity, safety considerations, operational requirements, or other factors beyond the control of Sapphire Adventure Travel (“Sapphire,” “we,” “us,” or “our”) or the applicable travel supplier (“Supplier”). Changes to routes, ports of call, landing sites, or daily activities are a normal and expected part of expedition travel and do not constitute a breach of contract or grounds for a refund.
By booking travel through Sapphire Adventure Travel, passenger(s) voluntarily assume all risks associated with expedition and adventure travel and acknowledge that such risks cannot be eliminated without fundamentally altering the nature of the experience. Passenger(s) further acknowledge that they are physically and medically fit to participate in the trip and accept full responsibility for assessing their own health, capabilities, and suitability for the activities involved.
Passenger(s) agree to release, waive, and hold harmless Sapphire Adventure Travel from any claims, demands, losses, damages, liabilities, or expenses arising from or related to the inherent risks of expedition travel, except to the extent caused by Sapphire Adventure Travel’s own gross negligence or willful misconduct.
Governing Law
These Terms & Conditions shall be governed by and construed in accordance with the laws of the state of Montana, without regard to conflict‑of‑law principles.
BY MAKING A BOOKING OR PAYMENT, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREED TO THESE TERMS & CONDITIONS.