Booking Terms & Conditions

Welcome to our Sumatra Booking Terms page. Here you’ll find all information regarding payments, cancellations, and policies for tours and experiences with Escape to Sumatra.

1. Booking & Deposit Policy – Sumatra Booking Terms

To confirm your booking, a deposit is required at the time of reservation. This deposit allows us to secure accommodations, guides, transportation, and services with our trusted local partners.

Guests are responsible for ensuring they have valid travel documents, visas, and comply with local laws. For official travel guidance in Indonesia, see the Indonesian Ministry of Tourism

Deposit Requirements

  • Jungle Retreat: 30% of the total booking price
  • Jungle Trekking: 30% of the total booking price
  • Mentawai Tribe Experience: 30% of the total booking price
  • Private Tours: Deposit amount depends on your personalized itinerary and will be confirmed via email communication.

The deposit can be paid via PayPal, Revolut, or Wise. You don’t need a PayPal account to make the payment — a debit or credit card is sufficient.

The remaining balance will be paid in person upon arrival in Indonesian Rupiah (IDR) before your trek, retreat, or tour begins. You’ll receive an invoice with your deposit confirmation and the exact remaining balance to bring in cash.

Once your deposit is received, you’ll get a Booking Confirmation Email with all trip details and payment summary.

2. Final Payment – Sumatra Booking Terms

The remaining balance must be paid in cash (IDR) upon arrival in Sumatra, before the start of your trek, retreat, or tour. We’ll inform you in advance of the exact amount and its equivalent in EUR or USD.

We recommend booking your experience:

  • At least 3 months in advance for all tours.
  • 6 months in advance for high season (July–August).

3. Cancellation & Refund Policy – Sumatra Booking Terms

By paying the deposit, you enter into a contract confirming that Escape to Sumatra will provide the booked services (treks, activities, transport, accommodation, etc.). You may cancel your booking at any time, but cancellation fees may apply depending on the type of booking and timing of cancellation.

  • If cancelled more than 2 months before the start date: The deposit is fully refundable, minus any transaction fees (approx. 10%).
  • If cancelled less than 2 months before the start date: The deposit is non-refundable, as it covers expenses already paid to secure your accommodation, meals, and retreat staff.
  • If cancelled more than 2 weeks before the start date: The deposit is fully refundable, minus transaction fees.
  • If cancelled less than 2 weeks before the start date: The deposit is non-refundable, as it covers expenses for guides, permits, and logistics already arranged.
  • During high season (July–August): Cancellations must be made at least 1 month before the start date for a refund (minus transaction fees). If cancelled less than 1 month before, the deposit is non-refundable.

We understand that unexpected situations may occur, so we are flexible and happy to reschedule your trek whenever possible, depending on availability.

For private tours, cancellation conditions depend on the specific arrangements and services included. All details will be discussed and confirmed via email communication before your booking is finalized.

Cancellations for additional or optional activities (such as workshops, day trips, or short tours) depend on prior arrangements and will be handled case-by-case, depending on what has already been booked and paid locally.

If a refund applies, please note:

  • Transaction fees (typically around 10%) will be deducted from your refund.
  • Refunds will be processed only via PayPal, Revolut, or Wise, and will not be issued in cash.
  • Refunds will be made to the same account used for the original deposit.
  • Refunds will be processed within 14 days of cancellation approval.

4. Itinerary Changes

By paying the deposit, you confirm that Escape to Sumatra will provide the booked services (treks, tours, activities, and transport). Once your booking is confirmed, we reserve local teams, guides, and vehicles specifically for your dates.

You may request itinerary changes, but please note:

  • Additional fees may apply if services (such as guides, transport, or accommodation) have already been booked or prepaid.
  • Our teams do not accept other work once they are booked for your itinerary, and compensation is still paid even if you later cancel or change your plans.
  • If you change your arrival date, we’ll do our best to adjust your itinerary, but this may not always be possible due to other bookings.

It is the guest’s responsibility to inform us of any itinerary or arrival date changes as soon as possible and to be prepared to cover any related costs.

Important:
We are not responsible for extra charges caused by last-minute changes (less than 20 days prior to arrival), including flight delays or cancellations. These costs remain the guest’s responsibility.

5. Cancellation by Escape to Sumatra

In the unlikely event that we must cancel your trip due to unforeseen circumstances (e.g. natural disasters, political unrest, or lack of availability), you will receive one of the following options:

  1. A full refund, or
  2. Credit for a future trip, valid for 18 months.

Refunds will be processed within 14 days of the cancellation notice.

I stand corrected! It’s important to make sure the terms match your actual workflow so you aren’t promising a document check that you don’t actually perform.

If you don’t want to be responsible for verifying their paperwork, we should shift the wording to put the entire burden of proof and responsibility on the guest. This way, if something happens and they don’t have insurance, they can’t claim you were supposed to check it.

Here is the revised version with that specific line removed and the “at your own risk” language strengthened:

6. Mandatory Travel Insurance & Liability

Travel insurance is strictly mandatory for all participants of Escape to Sumatra tours, treks, and retreats. It is the guest’s sole responsibility to ensure they have purchased a policy that provides comprehensive coverage, including but not limited to:

  • Personal accident, injury, and disability
  • Medical expenses & Emergency medical evacuation
  • Trip cancellation and interruption

Escape to Sumatra is not responsible for any costs, losses, or damages incurred due to injury, illness, flight delays, or other travel disruptions. By booking, you certify that you have an adequate insurance policy in place for the specific activities booked (e.g., jungle trekking in remote areas). Failure to obtain insurance is done entirely at the guest’s own risk.

7. Release of Liability & Assumption of Risk

By booking with Escape to Sumatra, you acknowledge that you are voluntarily participating in adventure activities—including jungle trekking, river crossings, and wildlife encounters—that take place in remote, rugged environments. These activities carry inherent risks, including physical injury, illness, or accident.

Escape to Sumatra, its owners, guides, and local partners accept no responsibility or liability for any injury, loss, damage, accident, disability, or death that may occur during the trip. By paying your deposit, you agree to the following:

  • Assumption of Risk: You understand the nature of adventure travel in Sumatra and assume all risks associated with it.
  • Waiver of Liability: You release Escape to Sumatra from any and all claims for damages or loss, regardless of the cause.
  • Personal Responsibility: You agree to follow all safety instructions provided by your guides. Failure to follow safety protocols is at your own risk.

8. Responsibilities of Guests

  • Health & Safety: You confirm that you are in good physical health and have no undisclosed medical conditions. You must inform us of any medical conditions or dietary restrictions before your trip so we can accommodate your needs safely.
  • Documentation: Ensure your passport is valid for at least 6 months after your trip ends and that you have all required visas and vaccination certificates.
  • Conduct: Respect the local culture, environment, and wildlife. Sustainability and community support are at the heart of Escape to Sumatra, and guests are expected to trek responsibly.

9. No-Show & Early Departure

If you fail to join the trip, arrive late, or leave before it ends, no refund will be issued. All arrangements, guides, and accommodations will have already been secured and paid for.

10. How to Book with Us

Step 1: Contact us via email or WhatsApp to discuss your itinerary.
Step 2: Pay your deposit via PayPal, Revolut, or Wise.
Step 3: Receive your booking confirmation with all trip details and payment summary.

Questions?

Our Sumatra FAQ

If you have any questions about these terms or your upcoming adventure, please contact us at:
📧 info@escapetosumatra.com
🌏 www.escapetosumatra.com