COMPANY DETAILS

Between the Ears Expeditions Ltd (“the Company”) is registered in the United States of America. The company address is 1942 Broadway STE 314C, Boulder, CO 80302. “You” and “your” refer to all individuals included on a booking. “We,” “us,” and “our” refer to Between the Ears Expeditions Ltd. We reserve the right to consider exceptions to these terms on a case-by-case basis.

NATURE OF OUR ROLE

Between the Ears Expeditions arranges and coordinates travel-related services, including horseback riding experiences, accommodation, transportation, meals, and activities (“arrangements”), which may be delivered by independent third-party suppliers such as local riding providers, guides, lodging operators, transport companies, and contractors.

We do not directly control, manage, or supervise the day-to-day delivery of the services provided by these independent suppliers. Each supplier is responsible for its own operations, staff, safety practices, animals, equipment, and facilities. Your contract for the performance of these services is with us as the arranger, subject also to the supplier’s own terms, conditions, local laws, and safety requirements. We accept no liability for the acts, omissions, or negligence of independent suppliers except where U.S. law requires otherwise.

BOOKINGS

Participants must complete the booking form and agree to the Terms and Conditions. A booking is confirmed when we issue a receipt or written confirmation after receiving the required payment.

PAYMENT & PRICING

A 50% deposit is required at booking, or full payment if booking within 90 days of departure. Some trips may require a larger deposit or an earlier date of deposit; we will advise you if so. Trips costing less than $2,000 per person require full payment at booking. Remaining balances are due at least 90 days before departure. Failure to pay may result in cancellation under these terms. We may correct pricing errors prior to confirmation. After confirmation, the price will not change. All payments are non-refundable unless explicitly stated otherwise.

CHANGES AND CANCELLATION BY CUSTOMER

All change requests must be submitted in writing. We will attempt to accommodate changes but cannot guarantee success. A $50 administration fee per change may apply, in addition to charges from suppliers. Cancellation must be communicated in writing by the participant. If we can fill your space, funds will be refunded minus a 5% administration fee and any credit card or bank charges. Refunds require bank details within two months of cancellation. If no bank details are provided, the right to a refund expires after six months. Transfers of a booking to another person may be possible with completed documentation and will be assessed on a case-by-case basis.

INSURANCE (MANDATORY)

You must maintain travel insurance from the date of booking through the end of travel. Insurance must cover horse riding and equestrian activities, personal liability, medical treatment, evacuation, trip cancellation and interruption, and the full cost of the trip. You are responsible for ensuring coverage, including if you choose to ride without a helmet. Failure to hold adequate insurance may result in cancellation without refund.

CHANGES OR CANCELLATION BY THE COMPANY

We may make changes or cancel a trip when necessary. Minor changes, such as schedule adjustments, do not entitle you to refunds. Significant changes will be communicated, and you may accept alternative arrangements or decline them. If you decline, you will receive a full refund of amounts paid. Some trips require a minimum number of participants. If minimum numbers are not met, we may cancel the trip. We may also choose to operate trips with fewer than the stated minimum. We are not liable for additional costs incurred due to changes or cancellations, including flights or travel arrangements not booked through us. Trip itineraries may change due to weather, terrain, animal welfare, or safety considerations. Such changes do not constitute significant changes.

FORCE MAJEURE

We are not liable for failure or delay caused by events beyond our control, including natural disasters, war, terrorism, government actions, pandemics, or other extraordinary circumstances. No compensation is payable in such cases.

LIABILITY

Our Liability as Arranger

We are responsible for arranging the holiday as described, passing accurate information provided by suppliers, making bookings with suppliers on your behalf, and providing reasonable care in selecting reputable suppliers. We are not responsible for the acts or omissions of independent suppliers, for local safety standards or conditions outside our control, for illness, injury, death, or property damage arising from horse-related or non-horse-related activities, or for itinerary changes due to weather, terrain, local conditions, or safety considerations. If we are found liable for any matter, our maximum liability is limited to the commission earned or due to be earned for the affected booking. We do not exclude liability for death or personal injury caused by our proven negligence. We are not liable for indirect losses or business losses, including lost earnings.

BAGGAGE & PERSONAL PROPERTY

Your baggage may be transported by pack animals, vehicles, or other means in remote areas, and loss or damage may occur. We recommend not traveling with valuables and using suitable luggage. Neither we nor suppliers accept responsibility for lost, stolen, or damaged property. Insurance is essential. Keep a copy of your passport stored separately.

HORSE RIDING RISKS

Horse riding is inherently dangerous and can result in injury or death. You are responsible for accurately describing your riding ability, following instructions, and assessing your own risk tolerance. Local providers may refuse to allow you to ride if they believe it is unsafe or if you misrepresented your ability. No refund is owed in these cases. You may be required to sign a waiver acknowledging riding risks. Whether or not a waiver is signed, neither we nor any supplier accepts liability for injury, death, or property damage caused by or related to horses or riding activities.

Horseback riding is an inherently dangerous activity that involves significant, unavoidable risks, including falls, collisions, unpredictable or dangerous behavior by horses, equipment failure, encounters with wildlife, variable weather and terrain, and delayed access to medical care due to remote locations. These risks can result in serious injury, permanent disability, or death. By booking with Between the Ears Expeditions, you expressly acknowledge and accept these risks for yourself and any minors you are responsible for. You are responsible for accurately representing your riding ability and physical condition. Local riding providers, guides, or trip leaders have full discretion to reassign you to a different horse, modify your riding level, restrict your participation, or remove you from mounted activities entirely if they believe your continued participation poses a risk to you, other participants, staff, horses, or property. No refund or compensation shall be due in such circumstances. You understand that helmets significantly reduce the risk of head injury. If you choose to ride without a helmet, you do so entirely at your own risk. Some providers may require helmet use regardless of your preference. You may be required to sign a separate Equine Liability Waiver or Assumption-of-Risk Agreement upon arrival. Failure to sign any required waiver may result in removal from all riding activities without refund. Whether or not a waiver is signed, you agree that Between the Ears Expeditions, its employees, representatives, directors, and independent suppliers shall not be liable for any personal injury, death, or property damage arising from or related to horseback riding or interaction with horses or other animals.

COMPLAINTS

If you have a complaint, you must raise it immediately with the relevant Between the Ears representative so they can attempt to resolve it. Verbal complaints must also be submitted in writing. We will assist within the scope of our arranging role. After returning home, you must submit any unresolved complaint in writing within 28 days. Failure to follow this process may affect compensation rights.

SUPPLIERS’ TERMS

Accommodation, transport services, guides, and riding services are provided by independent suppliers with their own terms and liability limitations. Those terms apply to your booking and may require you to sign additional waivers. We are not liable for claims arising from supplier performance or negligence.

BEHAVIOR

You are responsible for any damage caused by you or your party, and payment must be made directly and promptly. Suppliers or trip leaders may remove any participant whose behavior endangers others, causes distress, or damages property. No refunds or additional travel costs will be provided in such cases.

SPECIAL REQUESTS, DISABILITIES & MEDICAL CONDITIONS

Special requests must be made at the time of booking, and we cannot guarantee fulfillment unless confirmed in writing. Horse-riding holidays may not be suitable for all individuals. You must disclose all medical conditions, mobility limitations, or disabilities in writing at booking. Failure to disclose properly may result in cancellation without refund.

PASSPORTS, VISAS & HEALTH REQUIREMENTS

You must ensure you have valid passports, visas, and vaccinations, and you are responsible for all related costs. We are not liable if you are refused entry or incur expenses due to non-compliance with immigration or health requirements. You must check U.S. government travel advisories before departure and ensure your insurance aligns with potential risks.

DELAYS

We are not liable for delays at departure or arrival points. Assistance should be sought from your insurance carrier.

PHOTOGRAPHY & MEDIA

We may use photos or video taken on trips for promotional purposes unless you notify us otherwise. Photos of children require written consent from parents or guardians. We cannot guarantee that foreign suppliers follow the same standard.

GOVERNING LAW

Your relationship with Between the Ears Expeditions Ltd is governed by the laws of the State of Colorado, USA. Any legal actions must be brought in the courts of Colorado. Suppliers’ services may be subject to the laws and courts of the country where those services are provided.