In consideration of the permission to participate in a trek of Hobnail Trekking Co. (“Hobnail Trekking” or “Hobnail”), the participant (the “trekker” or “trek participant”) agrees to be bound by the following terms and conditions. All trek participants must read, agree to, and sign these Terms and Conditions as well as the Waiver, Release of Liability, Assumption of Risk, and Indemnification Agreement.

Eligibility

Trekkers must be at least 14 years old to participate unless otherwise approved by Hobnail Trekking. Anyone under the age of 18 at the time of the trek departure must be accompanied by a parent or guardian for the entire journey.

Voluntary Participation

By registering for a trek, trekker acknowledges that s/he has voluntarily applied to participate on this trek and that s/he has read the description of the trek as it appears on the website.

Your Responsibilities

Medical considerations

If you have any medical or psychological conditions, it is very important that you let us know well before departure so that we can determine whether we will be able to assist you in making suitable arrangements in light of your condition(s). By registering for a trek, the trekker certifies that s/he is physically fit and does not have a condition that would limit mobility. The trekker further certifies that s/he does not have any mental, physical, or other condition or disability that would create a hazard for him/herself or other trekkers. The trekker must notify Hobnail Trekking of any medical issues well before departure. Hobnail Trekking makes no representation or warranty that a trekker is physically or mentally fit to participate on a trek. Each trekker is solely responsible for assessing whether s/he is physically or mentally fit to participate on a trek.

All trekkers should check with their doctor or medical professional about their intent to participate in this trek. Hobnail Trekking reserves the right to refuse anyone from participating in a trek and trek leaders have the right to disqualify anyone at any time during the trek if, in the trek leaders’ sole discretion, they feel the trek member is mentally or physically incapable to continue and/or if a trek member’s continued participation jeopardizes the group’s or his/her own safety or enjoyment. Under these circumstances, refunds are not given and the cost of any expenses incurred due to separating from the group including but not limited to accommodations and food as well as changes to airline accommodations will be the sole responsibility of the trekker.

Hobnail Trekking, its representatives, and its independent contractors are not medical facilities nor experts and therefore have no responsibility regarding medical advice, medications, or inoculations that you or your doctor deem necessary for your safe participation.

In the event the trekker becomes sufficiently incapacitated as to be unable to direct his/her own medical care, the trekker authorizes Hobnail Trekking, its representatives, or its independent contractors to provide any medical treatment they deem necessary in the event of any injury or illness to the trekker while participating on the trek, whether or not administered by medical or non-medical personnel. In addition, the trekker certifies that s/he has medical/travel insurance which will cover personal accidents, medical expenses, medical evacuation, air ambulance, loss of effects, repatriation costs, and all other expenses which might arise as a result of loss, damage, injury, delay, or inconvenience occurring to the trekker.

Hospital facilities for serious problems are often unavailable, and evacuation can be prolonged, difficult, and expensive. Hobnail Trekking, its representatives, and its independent contractors do not assume any liability or responsibility regarding the provision of medical care or costs associated with any health condition that may affect the trekker. By signing the Waiver, Release of Liability, Assumption of Risk, and Indemnification Agreement, you agree to pay for all of your own medical care and transportation including, without limitation, the cost of rescue, emergency evacuation, and emergency medical care.

Your obligations as a trek member

By participating in a Hobnail trek, you assume certain obligations to Hobnail Trekking, its associates, and the other trek members. It is your responsibility to:

• Understand the conditions implied in the Activity Level rating of your selected trek
• Select a trek that is appropriate to your interests and abilities
• Seek advice from a medical professional about your intention and ability to join this trek as well as any required or recommended immunizations that you should receive
• Prepare for the trek by familiarizing yourself with the itinerary and preparation materials sent by Hobnail Trekking
• Bring appropriate gear and clothing as advised by Hobnail Trekking
• Obtain all necessary visas and travel documents
• Follow considerate standards of personal hygiene in order to reduce the risk of contracting diseases and illnesses and for the benefit of your fellow trekkers, including moving to private accommodations (and paying the difference in cost for those accommodations) when your illness may be contagious
• Follow considerate social behavior with other trek participants and respect their habits
• Act in an appropriate and courteous manner befitting the customs of countries you visit
• Listen to and follow all instructions provided by your trek leader
• Complete the trek itinerary as scheduled (or as adjusted by your trek leader as necessary)
• Respect the countries we visit by using environmentally safe products when possible, staying on established routes of travel, and not littering.

Hobnail Trekking reserves the right to decline to accept or retain any person as a trek participant should such person’s behavior, health, or mental condition impede the operation of the trek.

LIMITATIONS OF LIABILITY— PLEASE READ CAREFULLY

Hobnail Trekking may contract with independent contractors to provide transportation, guide services, and/or all other services related to a trek. Hobnail Trekking assumes no responsibility or liability, however caused, for injury, loss, or damage to person or property in connection with any service provided by an independent contractor or resulting directly from the following: – acts of God – detention – annoyance – terrorism – thefts – pilferage – force majeure – civil disturbances – government restrictions or regulations – strikes – delays and expenses arising from quarantine – failure of any means of conveyance to arrive or depart as scheduled – discrepancies or changes in transit or hotel services over which we have no control. The limitations expressed herein are in addition to any agreements and conditions contained in the Waiver, Release of Liability, Assumption of Risk, and Indemnification Agreement.

Payment Schedule

A deposit is required to reserve your spot on a trek, and the balance will be due 60 days prior to departure. Payments can be made at any time up until the day on which the balance is due. Reservations can be made for a trek up to 60 days prior to departure (if made 60 days prior to departure, full payment will be required at the time of reservation). In most cases, no reservations can be made within 60 days of departure; contact Hobnail for exceptions.

Payments may be made by major credit card, cashier’s check, or via ACH. Prices are in US dollars and payments must be made in US dollars.

Hobnail Trekking reserves the right to cancel a reservation if payments are not made on schedule. No refunds will be issued in this instance.

Cancellations

The payment system is structured so that you make payments as they are needed by Hobnail to pay for your reservations and activities on your trek. Hobnail does not hold your payments but encumbers them as they are received. Therefore, no refunds can be issued for trek cancellations.

Once a trek is confirmed (the minimum number of trekkers has been met), any change or cancellation to the reservation will result in a forfeiture of the deposit and any additional monies paid.

Should a trekker choose to cancel his/her reservation prior to the trek being confirmed, s/he can transfer the balance and any other monies paid to a different trek or departure date. This transfer must occur within two years of the booking date (the date on which the reservation was first made), and the request for the transfer must be made in writing and sent via email or US mail. A $200 administrative fee may apply and must be paid before any changes can be honored.

The travel insurance required by Hobnail and/or any that you secure on your own may, under certain circumstances, cover the loss you incur from canceling your trek. Please contact your insurance provider for policy limitations.

Changes to Your Reservation

Trek reservations are not transferable and therefore cannot be transferred to another individual.

Hobnail Trekking reserves the right to make reasonable changes in the itinerary where deemed advisable for the comfort and well-being of trek members.

Hobnail assumes no liability for the cost of any fees incurred for changing airline reservations.

A registered trekker may change their departure date or trek choice at any time before their original trek has been confirmed. A $200 administrative fee may apply and must be paid before any changes can be honored. Once a trek has been confirmed (the minimum number of trekkers has been met), no changes can be made to the original reservation without forfeiting the deposit and any additional monies paid.

The travel insurance required by Hobnail and/or any that you secure on your own may, under certain circumstances, cover the loss you incur from changes made to your trek reservation. Please contact your insurance provider for policy limitations.

Single Room Preference

All accommodations are based on double occupancy. If a trekker is traveling alone or prefers single accommodations, s/he should register for a single room (this option can be selected when making the reservation). 

If the participant is traveling alone and would prefer to share a room, Hobnail will try to match him/her with a roommate of the same gender. In this case, the trekker should register for a single room and make a note that a roommate is preferred. If a match is available, the balance due will reflect a double occupancy, rather than single occupancy, room. If a match is not available, the trekker will be charged the single occupancy rate.

For some treks, single rooms are not available for all nights. When this is the case, it will be noted on that trek page on the Hobnail website as well as in the payment details.

Room assignments are made after all trek balances are paid.

Additional Documents

After reserving a spot on a trek, trekkers will receive three documents via email that must be signed electronically within two weeks of receipt. These documents are the Terms and Conditions (this document), the Waiver, Release of Liability, Assumption of Risk, and Indemnification Agreement, and the Activity Level Acknowledgement Form.

Travel Insurance

Hobnail requires that all trekkers purchase trip/medical insurance that includes helicopter evacuation and coverage for all activities including trekking at altitude. In addition, trekkers must have coverage for repatriation of remains and medical care, and Hobnail recommends further coverage for delayed/canceled flights, lost/delayed baggage, and trip cancellation (for at least as much as the total cost of the trek).

Should a registered trekker have to cancel because of illness, injury, or death, travel insurance may protect the deposit and any other payments made for both air and trek costs. In no way is Hobnail Trekking liable for any coverage decisions made by the trekker’s travel insurance company or underwriter in carrying out its policies.

Whichever company is chosen for travel insurance, the trekker should ensure that the policy meets his/her individual needs and Hobnail Trekking’s requirements. Hobnail will require a copy of the insurance card (or whatever is provided in its place) no later than 60 days prior to departure. A trekker may also choose to provide Hobnail with a copy of his/her primary medical insurance card.

Hobnail recommends that travel insurance is purchased as soon as the deposit is paid on a trek reservation. Each trekker should review the policy details on any insurance carefully and determine whether it is sufficient to meet his/her trip and medical needs during the trek as well as Hobnail Trekking’s requirements.

It is the responsibility of the trekker to read and understand the summary of benefits for the travel insurance policy s/he purchased, including but not limited to any policy related to COVID. Policies vary greatly, so read them carefully before selecting one.

Delays and Cost Increases

The weather in each of Hobnail’s trek locations (and especially on the trail itself) can change quickly, without warning. Hobnail is not responsible for providing any reimbursement for delays in the trek due to bad weather, trail conditions, river levels, road conditions, transportation delays, or government intervention.

The prices are based on tariffs, currency values, airfares, and third-party charges as of the date of publication on the website and are subject to change due to unforeseen circumstances. While everything possible will be done to maintain the listed prices, if it is necessary to levy a surcharge, as permitted by law, Hobnail Trekking reserves the right to do so, and notification will be given to the trekker at the time of final invoicing.

Note about flights: Most treks run during the best weather conditions of the year and many treks include an extra day at the end of the trek to allow for poor weather, sightseeing, and/or shopping. Internal flights and other transportation during the trek are not always dependable; weather conditions may cause flight delays or cancellations and road conditions can prevent transport. The cost of any evacuation by helicopter or alternate transportation required due to unexpected delays or cancellations is in addition to any previously paid air/land costs and must be paid by the trekker before evacuation or alternate transportation departure. Hobnail is in no way responsible for any fees incurred due to missed flights.

If Hobnail Cancels a Trek

Hobnail Trekking reserves the right to cancel all or a portion of a trek for force majeure or any other circumstances beyond their control and, in the event of such cancellation, full or partial refunds or credits for costs not already incurred, if any, will be at Hobnail’s sole discretion. The cost incurred for changing airline accommodations due to any trek cancellation is not included in the trek cost and will be the responsibility of the trekker.

If Hobnail cancels a trek because the minimum number of trekkers required to confirm the departure is not met, registered trekkers will have six months to either request a full refund of all amounts paid or transfer their registration and all payments made to a different departure or trek of their choice within two years of the date of the original trek. In some cases, the trekker can pay an additional fee to enable the trek to continue with less than the minimum required to confirm the departure.  

If a trekker chooses an alternate trek that costs less than the original one and the trekker has paid more than the cost of the alternate trek, a refund will be given for the difference between the two. Requests for a refund or transfer must be made in writing and sent via email or U.S. mail. All treks will be confirmed, or trekkers will be notified of a cancellation, no later than 60 days prior to departure.

In extremely rare circumstances, Hobnail may need to cancel a trek in progress due to safety, health, or welfare concerns, or due to force majeure. In these circumstances, partial refunds or credits, if any, will be at Hobnail’s sole discretion. The cost incurred for changing airline accommodations due to any mid-trek cancellation is not included in the trek cost and will be the responsibility of the trekker. Additionally, Hobnail Trekking is not responsible for additional expenses incurred in preparation for the trek (e.g., airline tickets, visa fees, gear, or medical expenses).

The travel insurance required by Hobnail and/or any that you secure on your own may, under certain circumstances, cover the loss you incur from any changes made to your trek reservation by Hobnail. Please contact your insurance provider for policy limitations.

Refunds for Unused Portions of Trek

Hobnail Trekking does not give any refunds for unused hotel rooms, meals, sightseeing trips, or trek arrangements. Trip price is quoted as a package; credits are not given for services not used.

Address for All Communications in Writing

Any communications that must occur in writing should be sent via U.S. mail and email to the following:

Hobnail Trekking Co.
1008 Goldfinch Court
Kingston Springs, TN 37082
mark@hobnailtrekkingco.com

No Waiver

I agree that any waiver by Hobnail Trekking of any of the foregoing terms and conditions must be in writing and signed by an authorized employee or shareholder of Hobnail Trekking.

By advancing deposit to Hobnail Trekking, the trekker thereby agrees to be bound by the terms and conditions in this agreement.

(Effective 9.27.25)