Introduction
These Booking Conditions outline the terms and responsibilities governing all travel services provided by Summit Balkans. They are designed to ensure transparency, safety, and a clear understanding between the Company and its clients. By making a booking with Summit Balkans, you enter into a legally binding agreement and acknowledge that you have read, understood, and accepted these conditions in full. These terms reflect standard practices within the European and Balkan adventure tourism sector, with particular attention to the specific nature of guided and self-guided mountain travel.
1. Contract & Acceptance
A contract between the Traveler and Summit Balkans is established once a booking request has been accepted in writing (via email or official confirmation) and the required deposit or full payment has been received.
From that moment, these Booking Conditions apply to all services and all participants included in the booking. The contract is considered binding regardless of whether the Traveler has physically signed a document.
The person making the booking confirms that they are authorized to accept these conditions on behalf of all members of their group. It is their responsibility to ensure that all participants are fully informed of these terms, including any risks, obligations, and participation requirements associated with the tour.
2. Booking Process
To initiate a booking, Travelers must submit a formal request through official communication channels such as the Company's website, email, or authorized representatives.
Travelers are required to provide accurate and complete personal information, which may include:
- Full name (as per passport)
- Date of birth and nationality
- Passport details (where required for permits or border crossings)
- Emergency contact details
- Relevant medical conditions or dietary requirements
- Any other relevant information required for the booking by Summit Balkans
All bookings are subject to availability and operational feasibility and are not guaranteed until confirmed in writing by Summit Balkans.
The Company reserves the right to decline a booking at its discretion, particularly where safety, logistical, or operational concerns arise, or where incomplete or inaccurate information has been provided.
3. Prices
All prices are quoted in Euro (EUR) and are based on the itinerary, services, group size, and logistical arrangements specified at the time of booking.
Prices include only those services explicitly listed in the confirmed itinerary. Any services not clearly stated—such as personal expenses, beverages, optional activities, or additional services—are excluded unless otherwise agreed in writing.
Summit Balkans reserves the right to adjust prices prior to final payment in the event of significant changes in external costs, including but not limited to:
- Fuel or transportation costs
- Exchange rate fluctuations
- Government-imposed taxes or fees
- Changes in supplier pricing
Any such adjustments will be communicated transparently and without delay. Once the final balance has been paid, no further surcharges will be applied.
4. Deposit & Payment
A non-refundable deposit of 20% of the total tour price is required to confirm a booking. This deposit secures the Traveler's place and enables the Company to proceed with reservations and operational planning.
The remaining balance must be paid no later than 30 days prior to the departure date. For bookings made within 30 days of departure, full payment is required within 48 hours of confirmation.
Payments must be made using the methods specified by the Company. Any bank charges or transfer fees are the responsibility of the Traveler.
Failure to meet payment deadlines may result in cancellation of the booking, with applicable cancellation fees applied as outlined below.
5. Cancellation by Traveler
All cancellations must be submitted in writing and will take effect on the date they are received by Summit Balkans.
Cancellation fees are applied to compensate for costs already incurred and commitments made with accommodation providers, transport services, and local partners:
- More than 45 days before departure: loss of deposit
- 44 to 30 days before departure: 30% of total price
- 29 to 15 days before departure: 60% of total price
- 14 days or less before departure (including no-show): 100% of total price
No refunds will be issued for unused services once the trip has commenced. This includes missed accommodations, transfers, activities, or early departure from the tour.
Travelers are strongly encouraged to obtain travel insurance to cover cancellation costs.
6. Changes by Traveler
Travelers may request changes to their booking, such as travel dates, participant names, or selected services. All such requests must be submitted in writing.
Summit Balkans will make reasonable efforts to accommodate changes, subject to availability and operational constraints.
Minor changes may be permitted without additional charge if requested sufficiently in advance. Subsequent changes, or changes involving third-party services (such as accommodation or transport), may incur administrative fees and additional supplier costs.
Changes requested close to the departure date may not be feasible and may be treated as a cancellation and rebooking under the applicable cancellation terms.
7. Cancellation or Changes by Summit Balkans
Summit Balkans reserves the right to cancel or modify a tour in the event of circumstances that prevent its safe or viable operation.
Such circumstances may include:
- Insufficient number of participants
- Safety concerns or risk factors
- Adverse weather or environmental conditions
- Unforeseen logistical challenges or external disruptions
In such cases, Travelers will be offered:
- An alternative tour of equivalent standard and value
- The option to transfer to a different departure date
- A full refund of payments made
Summit Balkans is not responsible for additional costs incurred by the Traveler outside the services booked, including flights, visas, equipment, or personal arrangements.
8. Force Majeure
Summit Balkans shall not be held liable for failure to perform its obligations where such failure is due to events beyond its reasonable control.
Such events may include, but are not limited to:
- Natural disasters (floods, earthquakes, fires)
- Extreme or hazardous weather conditions
- Political unrest or security concerns
- Pandemics or public health emergencies
- Government actions, restrictions, or border closures
In such cases, the Company will make reasonable efforts to offer alternative arrangements, rescheduling options, or partial refunds, depending on the extent to which services can be recovered.
9. Flexibility & Itinerary Changes
Adventure travel, particularly in mountainous and remote regions, requires a degree of flexibility and adaptability.
While every effort is made to follow the planned itinerary, changes may be necessary due to weather conditions, trail accessibility, safety considerations, or local circumstances beyond the Company's control.
Summit Balkans reserves the right to modify routes, accommodations, schedules, or daily activities when deemed necessary to ensure the safety, well-being, and overall experience of participants.
Such changes do not constitute a breach of contract and are considered an inherent part of adventure travel.
10. Health, Fitness & Medical Conditions
Travelers are responsible for ensuring that they are physically and medically fit to participate in the selected tour.
Many itineraries offered by Summit Balkans involve:
- Long-distance hiking
- Mountain terrain and elevation gain
- Variable weather conditions
- Limited access to infrastructure and medical services
Any pre-existing medical conditions, injuries, allergies, or special requirements must be disclosed at the time of booking.
The Company reserves the right to refuse participation or remove a Traveler from the tour if their condition is deemed to pose a risk to themselves or others, or if they are unable to meet the physical requirements of the itinerary.
11. Authority of the Tour Leader or Guide
The designated tour leader or guide has full authority during the trip, particularly in matters concerning safety, route decisions, timing, and group management.
All participants are required to follow the guide's instructions at all times and to act responsibly within the group.
Failure to comply with instructions, or behavior that endangers the safety or enjoyment of others, may result in removal from the tour without refund.
12. Travel Insurance
Summit Balkans strongly recommends that all Travelers obtain comprehensive travel insurance prior to departure.
Such insurance should ideally cover:
- Medical emergencies and evacuation
- Trip cancellation or interruption
- Personal liability and belongings
While not mandatory, Travelers acknowledge that they are responsible for their own insurance arrangements and accept the risks associated with participating without adequate coverage.
13. Passport, Visas & Documentation
Travelers are responsible for ensuring that they possess all necessary travel documents, including a valid passport, visas, and any required permits.
It is the Traveler's responsibility to verify entry requirements for all countries included in the itinerary.
Summit Balkans cannot be held liable for denied entry, delays, missed services, or additional costs resulting from incomplete, invalid, or incorrect documentation.
14. Risk Acknowledgement
By participating in a Summit Balkans tour, Travelers acknowledge that adventure travel involves inherent risks.
These risks may include, but are not limited to:
- Physical exertion and fatigue
- Exposure to unpredictable weather conditions
- Travel in remote or rugged environments
- Limited access to immediate medical care
Participation is voluntary, and Travelers accept full responsibility for their own safety, decisions, and actions during the tour.
15. Liability
Summit Balkans acts as an organizer and intermediary for various travel services, including accommodation, transport, and guiding.
To the fullest extent permitted by applicable law, the Company shall not be held liable for:
- Loss or damage of personal belongings
- Injuries, accidents, or incidents caused by third parties
- Delays, cancellations, or disruptions beyond its reasonable control
The Company's liability is limited to the value of the services provided under the booking.
16. Optional Activities
Optional or additional activities not included in the main itinerary are undertaken at the Traveler's own discretion and risk.
Such activities may be operated by independent third-party providers. Summit Balkans does not accept responsibility for the safety, quality, or delivery of these services.
17. Complaints & Claims
Any issues arising during the tour must be reported immediately to the guide or Company representative in order to allow for prompt resolution.
If a complaint cannot be resolved during the trip, it must be submitted in writing within 14 days after the completion of the tour.
Claims submitted after this period may not be considered.
18. Photos & Marketing
During the tour, photographs and videos may be taken for promotional and marketing purposes.
By participating, Travelers consent to the use of such materials by Summit Balkans unless they explicitly request otherwise in writing prior to the tour.
19. Governing Law
These Booking Conditions are governed by the laws of the Republic of Kosovo.
Any disputes arising from these terms or the services provided shall be subject to the exclusive jurisdiction of the competent courts of Kosovo.
Summit Balkans Evlia Qelebia, Mitrovica e Veriut 40000, Kosovo +383 48 300 155 · info@summitbalkans.com