Cancellation Policy - Equinox Guiding Service

RESERVATION, CANCELLATION, AND REFUND POLICY

Last updated March 6, 2026

Thank you for choosing Equinox Guiding Service for your rock climbing, ice climbing, mountaineering, and instructional programs.

When you make a reservation with us, we commit a guide or instructor specifically to your trip or course and often reserve time that cannot be rebooked on short notice. Because of this, cancellations can significantly affect our business and the guides who depend on those bookings.

We understand that plans sometimes change, and this policy is intended to be clear, fair, and transparent for everyone involved.

RESERVATIONS AND PAYMENT

Full payment is required at the time of booking in order to secure your reservation for any guided trip, climbing course, camp, or mountaineering program.

Your reservation is not confirmed until payment has been received.

CANCELLATIONS AND REFUNDS

Cancellations made 30 or more days before your program

If you cancel 30 or more days before your scheduled program date, your payment will be refunded minus a 4% administration fee.

Cancellations made less than 30 days before your program

If you cancel less than 30 days before your scheduled program date, you will receive a credit for a future reservation rather than a refund.

This credit may be applied to a rescheduled program date within the same season, subject to availability, at no additional charge.

Cancellations made less than 48 hours before your program

If you cancel less than 48 hours before your scheduled program date, you are not eligible for a refund.

We will do our best to offer a credit for a future reservation when possible, but this is not guaranteed.

No-shows

If you fail to arrive for your program on the scheduled date and time, you are not eligible for a refund or credit.

Short-notice bookings

Reservations made less than 48 hours before the scheduled program date are non-refundable.

If circumstances allow, we will try to offer a credit for a future reservation, but this is at our discretion.

RESCHEDULING

If you cancel more than 30 days in advance, or if a credit is issued under this policy, we will work with you to reschedule your program for another available date within the same season whenever possible.

Rescheduling is subject to guide availability, conditions, and program scheduling.

WEATHER POLICY

We always hope for good conditions, but climbing and mountaineering programs take place in dynamic mountain and coastal environments where weather is a normal part of the experience.

Participants should come prepared for a range of conditions.

Rock climbing programs

We do not automatically cancel rock climbing programs because of rain.

If the 24-hour forecast predicts more than a 40% chance of rain, participants may reschedule at no cost. We include participants in this decision-making process whenever possible.

Ice climbing programs

Ice climbing programs may be adjusted or rescheduled in cases of:

  • unsafe or extreme cold

  • poor ice conditions

  • inaccessible climbing locations

  • travel issues that make the objective unreasonable or unsafe

If weather or conditions prevent the program from running as planned, we will typically offer a credit toward a future reservation. Refunds are generally not available within 48 hours of the program date.

Weather-related adjustments by Equinox

If Equinox Guiding Service determines that conditions are unsafe or unsuitable, we reserve the right to:

  • change the location

  • adjust the itinerary

  • shorten the program

  • reschedule the program

  • issue a credit for a future date

Safety decisions are made at our sole discretion.

ADDITIONAL COSTS

Unless specifically stated otherwise, participants are responsible for any additional costs associated with the program, including but not limited to:

  • park entrance fees

  • camping fees

  • lodging

  • meals

  • transportation

  • personal equipment not included in the program

Some programs may have special logistics or additional expenses that will be discussed in advance on a case-by-case basis.

TRIP INSURANCE

We strongly encourage all participants to purchase trip insurance to protect their investment in the event of illness, injury, travel interruptions, weather-related delays, or other unexpected changes.

Trip insurance can help cover costs that are not refundable under this policy.

DOGS

For the safety, focus, and comfort of all participants, dogs are not permitted on Equinox Guiding Service programs unless expressly approved in advance.

Please leave pets at home.

TRANSPORTATION

Equinox Guiding Service does not provide transportation to or from program locations unless specifically stated in writing.

Participants are responsible for arranging their own transportation to the meeting location or trailhead for all guided trips, climbing programs, and courses.

PARTICIPANT RESPONSIBILITY

Participants are responsible for:

  • arriving on time

  • bringing appropriate clothing and personal gear

  • communicating relevant health or logistical concerns in advance

  • reviewing all pre-program information provided by Equinox Guiding Service

Failure to arrive prepared may affect the program and does not automatically qualify for a refund.

OUR RIGHT TO MODIFY OR CANCEL A PROGRAM

Equinox Guiding Service reserves the right to modify, shorten, reschedule, or cancel a program if necessary due to:

  • weather

  • conditions

  • guide illness or injury

  • safety concerns

  • insufficient participant readiness

  • other circumstances beyond our control

In such cases, we will make reasonable efforts to offer an alternative date, adjusted itinerary, or credit when appropriate.

CONTACT US

If you have questions about this Reservation, Cancellation, and Refund Policy, please contact us at:

Equinox Guiding Service LLC

20 Mechanic St Suite 101

Camden, ME 04843

United States

Email: admin@equinoxguidingservice.com

Phone: 207-619-3957