Booking Process

Once you and your Hidden World Travel Expert have finalized details of your trip and itinerary, you will receive a written agreement to review and approve.  On receipt of your signed agreement and deposit, Hidden World will accept your booking and confirm to you in writing within three business days.

Please review the following general Terms & Conditions carefully.  Should they differ in any way from your written agreement, your agreement terms prevail.

In the case that any of the terms is different between the agreement and the terms and conditions detailed below, (including payment terms and cancellation fees) the written agreement prevails.

Deposit and Payment Terms

A per person deposit is required to secure the arrangements and is the only obligation until 90 days prior to your departure date.  Thereafter, payment is due as shown here:

  Private Trips Expeditions Train/River Excursions Flights
Deposit at time of booking $300 per person $1,250 per person 15% of total trip cost Full Payment when issuing the tickets
90 days before the trip 40% per person, minus the deposit Balance of total payment due Balance of total payment due
45 days before the trip Balance


Cancellation by You

Should you need to cancel your booking, you must notify Hidden World in writing, by e-mail or fax.

Days Before Departure Cancellation Charges

  Private Trips Expeditions Train/River Excursions Flights
More than 90 days prior to departure The deposit amount According to each airline policy
61 – 90 days 20% of total trip cost 100% 50% According to each airline policy
45-60 days 35% 90% According to each airline policy
30 – 44 days 50% 100% According to each airline policy
15 – 29 days 80% According to each airline policy
14 days or less 100% According to each airline policy

In the case where one or more persons in a party cancels, the per person cost for the remaining travelers in that party may be adjusted to reflect the new group size.

Alterations by You

Any change to the travel arrangements that you request once your booking has been confirmed will be subject to a $200 handling fee per change and the cost difference in the services, if any. Booking amendments can be accommodated on an availability basis only.

Passports and Visas

Passports valid for at least 6 months after travel completion date are required.  Some countries also require empty pages in passports; travelers are advised to contact applicable embassies for information.

The client accepts full responsibility for obtaining all travel documentation, including but not limited to passport, entry visa and permits prior to commencement of travel, and is solely responsible for any consequences resulting from missing or defective documentation.

Visas may be required to travel to your chosen destination and U.S. citizens should consult with the appropriate Consulates and Embassies. It is the responsibility of the individual traveler to secure the proper documentation prior to commencement of travel.

Travel Warnings

It is the traveler’s responsibility to become informed about the most current travel advisories and warnings by referring to the U.S. State Department’s travel website at or by phone at 1-888-407-4747. In the event of an active State Department Travel Warning against travel to the specific destination location/s of the trip, should the traveler still choose to travel, notwithstanding any travel advisory or warning, the traveler assumes all risk of personal injury, death or property damage that may arise out of the events like those advised or warned against.


We strongly recommend the purchase of trip cancellation insurance, which is available for coverage of expenses in conjunction with cancellation due to illness or accident. Baggage insurance is also recommended.


Hidden World accommodates two pieces of luggage per person.   However, some internal flights and boat trips have luggage weight and size restrictions, and these will be specified in your trip itinerary.  It is the traveler’s responsibility to understand the weight policy for his/her journey and to prepare accordingly.

Claims and Refunds

Refunds are not made for any missed services, except for verifiable extenuating circumstances. For verifiable claims to be considered, they must be received in writing within 30 days of the termination of travel and be accompanied by supporting documentation and/or a statement from the Operating Company verifying the claim. Any adjustment considered will be based on the actual price of the services involved. Hidden World will not accept any liability for any claims that are not received within 30 days of the termination of your travel program.

Limits on Responsibility

Hidden World, its employees, officers, directors, successors, agents and assigns, does not own or operate any entity which provides goods or services for your trip. It purchases transportation (by aircraft, coach, train, vessel or otherwise), hotel and other lodging accommodations, restaurant, ground handling and other services from various independent suppliers (including from time to time other affiliated Hidden World companies). All such persons and entities are independent contractors. As a result, Hidden World is not liable for any negligent or willful act of any such person or entity or of any third person.

Hidden World acts solely as agents for the client with respect to all transportation, hotel and other tour arrangements. In that capacity, Hidden World exercises all reasonable care possible to ensure the traveler’s safety and satisfaction, but, Hidden World neither assumes nor bears any responsibility or liability for any injury, death, damage, loss, accident, delay, or irregularity arising in connection with the services of any airplane, train, ship, automobile, motor coach, carriage, or other conveyance, or the actions of any third-party involved in carrying the traveler or in affecting these tours. Hidden World is not responsible for damages, additional expenses, or any other losses due to cancellation, delay or other changes in air or other services, sickness, weather, strike, war, civil disturbances, acts or threats of terrorism, travel warnings or bans, termination or suspension of war risks or other carrier insurance, quarantine, acts of God or other causes beyond its control. All such losses must be borne by the traveler, and tour rates provide for arrangements only for the time stated. Hidden World is not responsible for delays, changes or cancellation costs due to incorrect, incomplete or expired traveler documents. In the event of cancellation, delay or rescheduling mandated by any of the aforesaid causes beyond Hidden World’ control, the passenger shall have the option of accepting in lieu of the original tour such rescheduled tour or other substituted tour(s) as may be offered, or else, receiving a refund of as much of such advance tour expenditures as Hidden World can recover on the traveler’s behalf from carriers, third-party tour vendors, etc., but, Hidden World shall not have any obligation or liability to the traveler beyond the foregoing. Hidden World reserves the right to make alterations to the tour itineraries and to substitute hotels, vehicles, ships, or activities if this is required. Hidden World reserves the right to cancel, delay, or reschedule any tour prior to departure, and, so long as this is not due to any of the aforesaid causes beyond our control, the passenger shall be entitled to a full refund of all monies paid to that point if he/she so desires, less any non-refundable deposits or uncollectable expenses incurred.

In addition and without limitation, Hidden World is not responsible for any injury, loss, death, inconvenience, delay or damage to personal property in connection with the provision of any goods or services whether resulting from but not limited to acts of God or force majeure, illness, disease, acts of war, civil unrest, insurrection or revolt, animals, strikes or other labor activities, criminal or terrorist activities of any kind, overbooking or downgrading of services, food poisoning, mechanical or other failure of aircraft or other means of transportation or for failure of any transportation mechanism to arrive or depart on time.

Risks: There are certain inherent risks in adventure travel of the type involved here. These include, but are not limited to, hiking, walking safaris, climbing injuries and altitude sickness, and in all trips dangers of animals, inaccessibility to medical attention and difficulty in evacuation from remote locations in the case of a medical emergency. The traveler assumes all such risks with regard to these possibilities.

Arbitration Agreement: Any controversy or claim arising out of or relating in any way to these Terms and Conditions, to the Responsibility Clause, to the brochure, or any information relating in any way to the trip, or to the trip itself, shall be settled solely and exclusively by binding arbitration in Delaware, US, in accordance with the rules of the Arbitration Association then existent.

Travelers Representations: The Traveler represents that neither he nor she nor anyone traveling with him or her has any physical or other condition or disability that could create a hazard to himself or herself or other members of the tour. Hidden World reserves the right to decline to accept anyone on a trip. Hidden World reserves the right to remove from the trip, at his or her sole expense, anyone whose condition is such that he or she could create a hazard to himself or others, or otherwise impact the enjoyment of other passengers on the trip.