WORKSHOP TERMS & CONDITIONS
Any non-photographer (spouse, friend or significant other) who wishes to come along is counted as a participant and as such must pay his/her way. Each workshop has its own itinerary and price structure, detailing what is included and what is not included in the workshop fee. These details are on each individual workshop description page.
Reservations and Payment
Full payment and a completed registration form will reserve a place for you on a workshop/trip. Fees are quoted in US dollars and must be paid in US dollars only. Upon processing of your credit card for your deposit, a receipt and confirmation will be sent by email.
Cancellations and Refund
A refund will be given if the workshop/trip is sold out at the time of cancellation, and your spot can be filled with someone from our waiting list. Cancellation fees are not transferable, and no refunds are made for unused or missed portions or services of a workshop/trip for any reason whatsoever. You must notify us in writing of your withdrawal and cancellation. There may be a processing fee deducted from the refund (you’ll be notified based on the workshop, type).
For workshops that are run by third parties, such as Cruise Workshops and special tours, the cancellation and refund policies, as well as other terms and conditions will be dictated by the provider of that particular workshop and supersede the Rockhopper Terms & Conditions. Please check the terms and conditions of these workshops for specific details.
All notifications must be made via email to email@example.com.
The date of your email notification will be used as the date you gave your notice to cancel, at which time the following fees apply:
For workshops inside the USA: Cancellations received: • 45 days or more prior to the workshop start date will be subject to a $250 per person fee • 44 to 22 days prior to the workshop start date will be subject to 50% of workshop/trip fee • 21 days or less to the workshop start date will be subject to 100% of the workshop/trip fee
Rockhopper Workshops reserves the right to cancel any trip/workshop inside the USA at any time prior to the workshop/trip start date, in which case a full refund of all funds will be given. However, Rockhopper Workshops is not responsible for any expenses such as, but not limited to, non-refundable air tickets or other transportation and lodging. Please consider trip and travel insurance. (ask us for recommendations)
For workshops/trips outside the USA: Cancellations received: • 60 days or more prior to departure date will be subject to a $500 per person fee • 59 to 31 days prior to departure date will be subject to 50% of workshop/trip fee • 30 days or less to departure date will be subject to 100% of the workshop/trip fee.
Because most of the workshop/trip fees for trips outside the USA trips are paid directly to a travel guide or service, in any unforeseen circumstance beyond our control, such as but not limited to, a medical emergency, Rockhopper Workshops has the right to substitute a trip leader/instructor with someone of equal or similar credentials, at any time prior to the trip departure date. If such a change is necessary, you will be notified immediately. However, such a change will not be deemed sufficient grounds for a refund other than stated in the cancellation policy. Rockhopper Workshops also has the option to cancel the trip any time prior to the workshop/trip departure date, in which case a full refund of all funds will be given. However, Rockhopper Workshops is not responsible for any expenses such as, but not limited to, non-refundable air tickets.
Cruise Workshops: For cruises, charters, and workshops where Rockhopper workshops contracts with a third party to facilitate the workshop and payments are paid directly to them, then the terms and conditions of the charter company will be in effect and supersede the terms and conditions shown here.
To enjoy the workshop/trip as intended, a minimum level of fitness is required. By registering for this workshop/trip you certify that you do not have any physical limitations or other conditions that would create a risk for yourself or other participants. Rockhopper Workshops reserves the right to decline to accept anyone that they consider unsuitable due to fitness level. Rockhopper Workshops also reserves the right to remove from the trip, at the participant’s own expense, anyone whose condition is such that it could create a hazard to himself or herself or others or otherwise impact the enjoyment of other participants on the trip.
Responsibility and Liability
You will be responsible for studying all pre-trip information; bringing photographic equipment, personal items, and appropriate clothing; for acting in a manner considerate of fellow participants, environments, and locations. Smoking is not permitted at any time during the workshop/trip in or near the vehicles, other participants, dining areas, or shooting locations. Any participation in an illegal event during the workshop gives just cause to immediately terminate your participation in the workshop with no refund(s). We reserve the right at our discretion to accept, decline to accept, or remove any participant on a workshop/trip.
You understand that while itineraries are carefully planned, they are not a guaranteed schedule of activities, events, or participation. There may be situations beyond our control due to weather, geography, natural history, cultural events, governmental restrictions, or other situations that will cause changes in timing, locations, and activities. Rockhopper Workshops reserves the right to make any changes in the published itinerary whenever, in their judgment, conditions warrant or if they deem it necessary for the comfort, convenience, or safety of participants. You understand that any of these changes are insufficient reasons for a partial or complete refund.
Rockhopper Workshops reserves the right to take photographs/videos of workshop participants during the workshop/trip and to use them in connection with the advertising and promotion of future workshops and also the ongoing workshop blog. Should any images or video be used, the participants will receive a copy of any and all said photographs and/or video. Your registration serves as a release of liability of Rockhopper Workshops and/or any cooperating agents/partners and a complete assumption of all risks.
Rockhopper Workshops will assume no liability for losses or additional expenses due to any act, error, omission, injury, illness, loss, delay, mishap, or damage to persons or property arising from any cause or expenses thereof associated with workshop/trip participation or in transit thereto or therefrom. The participant waives any claim against Rockhopper Workshops and/or any cooperating agents/partners for any such loss, damage, injury, or death. You further agree that if you are injured or become ill, Rockhopper Workshops may, at your cost, arrange or supply medical treatment, evacuation, or any other emergency services on your behalf as Rockhopper Workshops deems necessary or appropriate for your safety and well-being.
The offer of free or discounted products or services by sponsors, and the subsequent acceptance by workshop participants, is strictly a promotional transaction between those parties. If, for any reason, those items or services are not delivered to the participant, are delivered in an unacceptable condition, or fail to perform as expected, Rockhopper Workshops has no responsibility to cure such defects or deliver the same or alternative products, services or compensation to the participant.
Any claim or dispute in connection with this Agreement shall be submitted to binding arbitration before one Arbitrator in Indianapolis, IN, under the rules and regulations of the American Arbitration Association. Any award shall provide for the payment of reasonable attorney’s fees, costs, and disbursements to the prevailing party and a judgment thereon may be entered by the appropriate court in Indianapolis, Indiana. This Agreement shall be construed, interpreted, and enforced in accordance with the laws of the State of Indiana. You agree that no oral representations, statements or other inducements apart from the foregoing written above have been made. This Agreement sets forth our entire understanding and may not be modified except in writing. By registering for a workshop/trip, you agree that you are 21 years of age or older and that you have carefully read, fully understand and agree to all the contents of the Terms and Conditions listed above.
You acknowledge to be responsible for paying your own travel, accommodation, and food costs directly, as well as for any other cost not specifically included in each workshop’s “WHAT’S INCLUDED” section. We do not assume any liability nor will act as an intermediary between you and any third party should any problem or controversy arise, in case of, i.e. only and not limited to, refunds, cancellations, and so on.
Since we believe that it is always possible to find good images under what people normally consider “bad” weather, workshops will be conducted no matter what the weather conditions are. However, we solely reserve the incontestable right to decide whether not go out on days when the weather conditions are such as to pose danger to people or things, or when we deem the weather to make it absolutely impossible to photograph.
We are not responsible for any delay or failure to comply with any of our obligation under these Terms and Conditions if the delay or failure arises out of events beyond our reasonable control. Such events shall include, i.e. only and without limitation to, failures of infrastructures, either physical or informatics, government interventions, wars, civil unrests, hijacking, fires, floods, accidents, storms and/or tornados, epidemics and pandemics, strikes, lockouts, canceled flights or trains, terrorist attacks, and so on.
COVID-19 SPECIAL CLAUSE (temporary). Will be in effect starting July 01, 2020, and until September 30, 2023. This clause amends clause FORCE MAJEURE above, in case of COVID-19 pandemic only. This is valid for group Workshops booked before February 01, 2021 and running between July 01, 2020 and September 30, 2023, only. This is valid if, and only if, all five of the following conditions are met: a. We are forced to cancel a group Workshop scheduled to run between September 01, 2020, and September 30, 2023 due to the COVID-19 pandemic, and we are forced to cancel said Workshop not later than twenty-one days before the Workshop’s star. And you have booked said Workshop before February 01, 2023. Plus, said Workshop has been paid by you in full, and the Workshop’s payment deadlines have all been respected by you.
Under this clause and in the exception FORCE MAJEURE, we will offer you a choice between the two following options, of which you might only choose one. OPTION 1: REPLACEMENT WORKSHOP. We will offer you a replacement Workshop, taking place in the same destination, of the same duration, and following the same program of the canceled Workshop. OPTION 2: BALANCE CREDIT. We will offer you the option to credit your canceled Workshop’s balance towards one or more new Workshops.
OPTION 1: REPLACEMENT WORKSHOP. Conditions: a. We will solely reserve the incontestable right to set new dates for the replacement Workshop offered to you; b. We will inform you of said new dates within 30 days of the canceled Workshop’s ending date; c. We will reschedule the replacement Workshop to take place no later than two years from the canceled Workshop’s starting date, and preferably within one year if conditions allow; d. We will reschedule the replacement Workshop to take place not earlier than 90 days from the canceled Workshop’s starting date; e. If the replacement Workshop will not be fully booked, we will reserve the incontestable right to open booking for the replacement Workshop until maximum attendance is reached, according to the canceled Workshop’s maximum attendance policy.
OPTION 2: BALANCE CREDIT. Conditions: a. Your credited balance amount shall be used against the balance of one or more new Workshops; b. Eligible Workshops are any Workshops running at any time in the future and open for booking on the Website, provided there is available room; c. Your new Workshop(s) shall be booked within two years of the canceled Workshop’s starting date; d. Any credited balance left unused past the said deadline will be forfeited; e. Your canceled Workshop’s deposit will be forfeited.
To accept the offer, you shall confirm your preference for either OPTION 1: REPLACEMENT WORKSHOP or OPTION 2: BALANCE CREDIT within fourteen days of receiving our offer.
By accepting the offer you acknowledge the following: a. Your selected option is final and shall not be changed; and b. You accept your selected option’s Conditions in full.
Conversely, by not accepting the offeror failing to answer our offer within fourteen days of receiving it, you acknowledge the following: a. You accept the offer’s expiration; and b. You accept that such expiration is final; and c. You accept that the canceled Workshop will be treated according to FORCE MAJEURE from above.
If you choose OPTION 1: REPLACEMENT WORKSHOP, all you need to do is inform us of your decision. The replacement Workshop will run exactly as the one it replaces, except for the dates. If you choose OPTION 2: BALANCE CREDIT, you’ll have to book one or more new Workshops of your choice through the Website, as you would normally do. We will then apply your credited balance against the new Workshop’s balance when invoicing you for it.
Exception: If the workshop is being facilitated by a third party such as a cruise charter company or specific land-based ground tour, then that facilitating company’s policy will be in force.
The Following Section is Applicable to Workshops/Trips Outside the USA
Prices and Arrangements
Some of these trips are planned more than a year in advance and, in rare situations, unexpected and unavoidable price increases may occur due to a price change in supplier services, lodging, ground transport, fuel surcharges and currency fluctuations, among other reasons. We reserve the right to amend prices, if necessary. Additionally, our rates are based on group size and if sufficient registration is not met, it may be necessary to charge a small party supplement. Should any such price increase becomes necessary, we will contact you immediately. Before departure, we will supply you with a list of resources for traveling. However, these and all other travel or medically related arrangements are the final responsibility of the participant. The supplier/outfitter of all trips is subject to change at Rockhopper Workshops’ discretion. Such price increases and/or changes will not be deemed sufficient grounds for a refund other than stated in the cancellation policy.
If, for any reason you are late arriving at a workshop, it will be your responsibility to meet up with the group. You will be expected to arrange and pay for your own way until you catch up with the group.
Single accommodations are available for a supplemental cost in many locations; please see the individual workshop/trip page for details. In some remote locations, clients with single rooms are infrequently compelled to share a room, without regard for the participant’s gender, due to circumstances beyond our control. In such cases, appropriate per diem refunds will be made reflecting the direct cost of the single room at the facility where clients are required to share.
You are responsible for ensuring that you have the proper travel documents. A list of visa requirements for your destination country and how to get the visas will be sent to you after registration. US citizens traveling outside the United States are required to carry a US passport, valid for six months after your re-entry to the US, and should also have sufficient blank pages for visa and immigration stamps. If you are not a US citizen, contact the embassy or consulate of the country you are traveling to for entry requirements. We cannot be held responsible should you be denied entry to a country due to non-compliance with these requirements.
Travel insurance is not included in the workshop/trip cost. Participants for workshop/trips outside the USA are required to have travel insurance. You will need to send us proof of a minimum of $50,000 per person in Emergency Evacuation/Repatriation insurance at least 48 hours before departure. This is typically a very minimal charge. You can purchase this insurance directly from Travel Guard, Travelex, or similar company. You can get a quote from their website here; travelguard.com, travelex-insurance.com. You also may purchase insurance from any other company that offers travel insurance, you can see alternatives in the workshop FAQ. We recommend a plan that offers coverage for medical and dental emergencies, medical evacuation, missed connections, lost luggage, and trip cancellation. It is also advisable to carry insurance for your camera equipment.
Specific requests such as adjacent or connecting rooms, roommate gender, or special dietary needs should be advised at the time of registration. Every effort will be made to secure your special requests. However, we cannot guarantee that all requirements will be met and have no liability to you if they are not met.
Each workshop has a maximum number of students and this is defined in the details for each workshop. All efforts are made to make the ratio of instructors to students one of the smallest and best in the business.
Workshop/trip prices include the handling of two pieces of baggage per person. Weight restrictions on some routes on internal air flights may apply; details will be provided with preliminary program documentation. Baggage and personal effects are handled the at owner’s risk throughout the travel program. Please check with your international carrier for other baggage restrictions applicable to your international flight.
Other Terms and Conditions
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This section of the site was last updated March 27, 2023