Multi-Day Tour Reservation Policies

Reservations

AOA’s guided tours are very popular and advanced planning is often necessary. We recommend making your reservations at least 3-5 months in advance. We can accommodate last-minute bookings provided space is available, so please call our office to check.

You may reserve your trip by booking online on the individual trip page or calling our office (toll free 866-455-1601). Please allow at least 10 minutes to complete your reservation by phone.

Reservations are not guaranteed until the AOA office has confirmed them, we have received the required payment, and your trip profile is complete.

Havasupai Reservations

AOA has been an outfitter on the Havasupai Indian Reservation since 1997, and licensed each year since the guide license program’s inception. All of AOA’s trip departures are subject to the policies and regulations set forth by the Havasupai tribal council. Changes to regulations for licensed outfitters, and any potential effects to AOA’s scheduled departures, are at the discretion of the tribe. For 2019, the tribal leadership is debating the future of the guide licensing program and there has been discussion of a moratorium for commercial tours. We are in close communication with the Havasupai General Counsel and the Havasupai Tourist Enterprise. We will update our customers when we receive definitive news, a final decision is expected no later than mid-January 2019. Should this negatively impact any reservations made by our customers for 2019, we will provide a full refund.

Grand Canyon Backpacking Reservations

Backcountry campsites in Grand Canyon National Park are not guaranteed until the park issues permits through a lottery system. Actual trip dates will be based on the permits secured (usually 4 months in advance).

In the event of changes in departure dates for either Grand Canyon National Park Backpacking trips or Havasupai trips, guests may transfer to alternative dates with AOA reservation staff approval. AOA is not responsible for additional expenses incurred by guests in preparing for the original dates or transferring to alternative dates (e.g., non-refundable air tickets, rental cars, hotel reservations, visa fees if applicable, gear, medical expenses, etc.).

Trip Planning Information

Once you have made your reservation with Arizona Outback Adventures, a confirmation email will be sent to you. It will contain link to your reservation portal where you must complete your client profile and sign your waivers to finalize your reservation.

Be sure to read your trip preparation info in detail. It will contain information such as:

  • Packing list
  • Training tips
  • Average temperatures in your destination
  • What to expect

Havasupai Trip Planning

If you are traveling to Havasu Falls on a guided AOA hiking trip, please be sure to read your trip preparation info thoroughly. The rising popularity of this destination has led to many visitors arriving unprepared for the challenge of the hike and the remoteness of the campground.

Please note that all of AOA’s hiking trips are designed around the hike itself. We do not utilize helicopter services on any of our trips. While helicopter flights to/from the rim do exist, this is not part of our services and should be reserved for emergency situations only. Should a participant on our tours decide to utilize the Havasupai helicopter for a non emergent purpose, you are choosing to remove yourself from AOA’s services, including guides, permits, transportation, and gear. We do this in order to provide the best customer experience for all our guests.

Payments & Cancellations

All prices are quoted in US dollars and are subject to change. We accept Visa, MasterCard, American Express, Discover, personal checks, and cash.

Deposits

A deposit equal to 30% of the trip price and associated fees, plus the full price of any add-on service(s), is required to hold your reservation on any trip. For your protection, it is always better to pay for all your travel arrangements by credit card.

Balance Due

For standard AOA departures, the balance is due 60 days prior to your trip departure date. Trip balances will be automatically charged to your credit card on file. If you would like to pay the balance on a different credit card, you are able to do so through your Client Portal, or you may contact our office and we can arrange this over the phone.

Local Permits & Fees - Subject to Change

National Parks, Native American (Tribal) Reservations, National Monuments, National Forests, BLM Lands, Nature Preserves, and County/State Parks all charge entry and/or permit fees. Many assess a different fee for commercial tour groups than for self-organized visitors. These fees take a variety of forms and all are subject to change without notice. These changes are not within AOA’s control and are often implemented with very little notice. As a result, we reserve the right to change this fee to our customers after their trip has been booked.

AOA collects these fees and then remits them directly to the parks, agencies, or tribes as required. The fee advertised by AOA is accurate at the time of booking only. Should there be an increase or decrease in these fees between the time of booking and the departure of your trip, AOA will update your account and will charge the updated fee at the time the trip operates.

Solo Accommodations Upgrade

All trip itineraries reflect double occupancy prices. Most trips have additional costs if you are a single traveler who wishes to have a single room or tent, however some do not. There are a limited number of single rooms/tents available on each trip. If you are traveling alone, we will pair you up with another single traveler, of the same gender, unless otherwise requested.

Discounts

Please see our Promos & Discounts page for all of our current promo offerings or call our office for special group discounts!

Cancellation Fees

All cancellations must be made in writing via email or fax. Cancellation fees abide by the following schedule:

  • 91 or more days prior
    • Full refund for all trips EXCEPT Grand Canyon Rim to Rim 5-day and 3-day, and Grand Canyon Phantom Ranch Hiking, which require a $250 per person cancellation fee.
  • 61 to 90 days prior
    • Forfeit of deposit (30%) minus any add-on service(s)
  • 31 to 60 days prior
    • 50% of trip cost minus any add-on service(s)
  • 0 to 30 days prior
    •  100% of trip cost including permits & fees, and any add-on services (no refund).

Transferring Trips

If you want to transfer your trip to another date, the above cancellation fees will apply.

Itinerary Changes/Trip Cancellation

Itinerary Changes

Every attempt will be made to adhere to each trip’s published routes and itinerary; however, safety issues, weather or other extenuating circumstances beyond our control may result in unexpected changes. Should these changes affect a guest’s travel plans, Arizona Outback Adventures is not responsible for additional expenses incurred by guests (e.g., non-refundable air tickets, rental cars, hotel reservations, visa fees if applicable, gear, medical expenses, etc.).

Trip Cancellation

Trip Minimums

Each guided trip requires a minimum number of participants for departure. For most multi-day trips, the minimum is 2. Arizona Outback Adventures (AOA) reserves the right to cancel scheduled trips that do not meet minimum sign-up requirements. If a cancellation is necessary, AOA will notify guests no less than 30 days prior to the departure date of their trip. In the event of a trip cancellation, the options are:

Guests may select another departure date for an equivalent trip at no additional charge; AOA will operate the trip for an additional charge per guest based on the number of guests signed up 30 days prior to the departure date of the trip; or, AOA will provide a full-refund of any monies paid to AOA.

Force Majeure

AOA reserves the right to revise or cancel all or a portion of a trip for force majeure (e.g., terrorism, war, fire, flood or other natural disaster) or any other circumstances beyond our control. If a trip is cancelled due to force majeure, AOA will make every effort to offer an alternative trip for the same departure and return dates with an itinerary that offers experiences similar to the original trip. If AOA offers an alternative trip in place of the original trip, guests may choose to join the alternative trip or select another departure date for the original trip at no additional charge.

If a guest chooses to cancel altogether, cancellation fees will apply as outlined above. In the event of AOA’s cancellation and AOA does not offer an alternative trip, full or partial refunds, if any, will be at AOA’s sole discretion.

In the event of cancellation by AOA, AOA is not responsible for additional expenses incurred by guests in preparing for the trip (e.g., non-refundable air tickets, rental cars, hotel reservations, visa fees if applicable, gear, medical expenses, etc.).

Travel Insurance

Why Purchase Travel Insurance?

Life happens, even on vacation. Travel insurance helps provide financial coverage for events such as trip interruption, lost luggage, closures or cancellations, and in the event of medical needs. Learn more about the various levels of coverage provided by AIG Travel Guard and get an anonymous quote by clicking below.

We recommend Travel Guard insurance.