Before You Go
Bear Camp at Chilko Lake
Overview
Trip Snapshot
We pride ourselves in running a relaxed and flexible schedule. Every trip is different depending upon the group, other trips on the water, and sometimes the weather. Please refer to your confirmation letter for the exact dates of your trip.
| MEETING PLACE: | Airport South – Vancouver’s regional airfield (terminal TBD) |
| MEETING TIME: | For our flight to Williams Lake or to Chilko Lake (time TBD) |
| RETURN TIME: | Approximately 3-4 PM to Airport South |
| RIVER RATING: | Class II+ |
| RIVER MILES: | 21 |
| TRIP LENGTH: | 5 days |
Itinerary at a Glance
Day 1
Meet at Airport South, Vancouver’s regional airfield, for a scenic flight to the Chilko Lake region. The details of our flight will be confirmed closer to the date. See the Travel Arrangements section below for more information.
Depending on our arrival time to Bear Camp, you may enjoy a hike, paddle on the lake, or casting a line for trout as a great way to unwind after your travels. A spectacular view, dinner, and an evening to discuss your coming days’ activities will help you settle into the moods and rhythms of the trip.
Days 2 – 4
Refer to the trip page for a more detailed sample itinerary.
Day 5
After breakfast on the final day of your trip, you’ll transfer back to Williams Lake or the local airstrip for a return flight to Vancouver. The flights typically arrive late afternoon, between 3-4 PM. We recommend spending this night in Vancouver in case of delays due to the weather.
Included in Your Trip Cost
- Skilled, professional guide service provided by our affiliate operator
- 4 nights of accommodations in a deluxe safari tent
- Roundtrip air & ground transport package to & from Chilko Lake
- All meals from dinner on day 1 through breakfast on the final day
- Quality beer, wine, and some liqueurs in camp
- Towels, soap, and shampoo
- All activities and equipment as outlined in the itinerary
- 27-oz Klean Kanteen water bottle
Not Included in Your Trip Cost
- Transportation to and from Vancouver
- Optional floatplane flight transfers (contact OARS for details)
- Pre and post-trip accommodation (in Vancouver) and meals
- Excess baggage charges
- Single supplement fee
- Insurance of any kind, including a travel protection plan or mandatory emergency medical & evacuation coverage
- Optional add-ons: heli-hiking or heli-biking (minimum number of participants required), Lava Canyon rafting
- Fishing license
- Items of a personal nature (see suggested packing list below)
- Gratuities
Getting Ready
Pre-Trip Checklist
☐ Purchase Travel Protection: In order to take part in this trip, each participant must have a minimum of Emergency Medical Evacuation coverage in place for the dates of the trip. This can be purchased as stand-alone coverage, independent of a comprehensive travel protection plan. You can learn more about the plan we highly recommend and get a quote for this type of policy by entering a Trip Cost amount of $0.
Please note: By entering a Trip Cost amount of $0, the plan will not include Trip Cancellation coverage and you may not be eligible for Emergency Medical Expense benefits relating to any pre-existing conditions.
☐ Trip Forms: Each participant will need to complete the required trip forms within two weeks of making a booking. Refer to your confirmation email for the link to the online forms. If you prefer to fill out paper forms, please let us know right away. If you are reserving within 90 days of departure, your forms must be completed immediately to ensure we can properly plan for your trip.
☐ Reserve flights, shuttles, and lodging: Verify with your adventure consultant that your trip has met minimum numbers prior to booking flights and/or reserving overnight lodging for the night before and after your trip, if applicable. It is important to make reservations early as rooms may be limited during peak travel periods.
☐ Whitewater Orientation: To increase your safety, we expect everyone to watch our Whitewater Orientation video before joining us.
☐ Physical Requirements: Your outdoor adventure will be an active participatory trip. Please inform us of any physical limitations you may have as soon as possible. If you exceed 260 pounds, please give us a call. Make sure you are exercising frequently in the months leading up to your trip and can meet our Essential Eligibility Criteria.
☐ Payments: Final payment is due in our office 90 days prior to your trip (refer to your invoice for final payment date). Please let us know if you would like us to automatically charge your credit card on file when final payment is due.
Travelers’ Responsibility Code
1. Read the pre-trip literature and arrive at the meeting place on time.
2. Understand the risks: your safety is ultimately your responsibility.
3. Treat your fellow guests and guides with respect and courtesy; harassment of any kind will not be tolerated.
4. Wear clothing and personal protective equipment suitable for the current conditions.
5. Listen to and follow the guides’ instructions.
6. Abide by the managing agency’s rules.
7. No drugs or alcohol during the day; alcohol is allowed in moderation in the evenings.
8. Minimize your impact on the environment.
9. Wear the issued and properly–fitted Personal Flotation Device (PFD) at all times when in the boats or swimming. Wear a helmet when required.
10. Your children are your responsibility!
Essential Travel Documents
Passports
If you don’t have a passport, apply for one immediately because the process can be lengthy. If you do have a passport, find it and check the expiration date to see that it is valid for at least 6 months from your planned entry into Canada. US passport cards are NOT accepted as a valid form of identification for Canadian domestic flights, so please travel with actual passport. Make a photocopy of the photo page of your passport and carry it separately from your passport. It is also a good idea to leave a copy with your emergency contact at home.
We request that you send us a copy to keep on file for emergencies during your trip. If your passport is lost or stolen, a photocopy will help the local consulate speed up authorization for replacement. Also, check your passport for blank pages. If you do not have at least two blank pages in your passport, we recommend that you apply to have extra pages added.
Do not pack your passport in your checked luggage. If you are carrying a customs form, please keep it in a safe place at all times (we do not recommend carrying it in the passport because you often must submit the passport at hotels, where reception clerks can easily lose the form.)
Visas
Visas are not required for U.S. citizens to enter Canada. For non-U.S. citizens, please check with the consulate.
Travel Arrangements
GETTING TO VANCOUVER, CANADA
By Air
Vancouver International Airport is served by numerous air carriers and unless you have pre-trip plans elsewhere in Canada, this will be your point of arrival in Canada.
Let us know if you’d like assistance with arranging your international flight logistics. Our partners at Exito Travel specialize in international destinations and we’d be happy to obtain a quote from them on your behalf.
Please do not purchase airfare until your departure has been confirmed by the minimum number of required guests.
By Auto
Vancouver is 140 miles from Seattle and the drive takes approximately 3 hours. Keep in mind you will have to cross the border and there may be traffic delays.
MEETING PLACE & TIME
We highly recommend that you arrive in Vancouver the day before your trip begins.
If you plan to arrive at Vancouver International Airport on the day of your trip, it is essential you arrive a minimum of three hours before our flight to the Chilko Lake region. You need to allow enough time for possible flight delays, time to clear customs, and time to transfer from the Vancouver International Airport to Airport South.
Any taxi can take you to Airport South from Vancouver International (a 10-15 minute drive) or from your hotel. For those driving, there is long-term parking available for a daily charge.
Flight Info: Getting to Chilko Lake
Your one-hour flight to the Chilko region on the first day of the trip will depart from Airport South, Vancouver’s regional airfield. The departure time will be confirmed closer to the trip date but may be as early as 8 AM and as late as 3 PM. Check-in for commercial flights begins one hour before departure, while check-in for charter flights is 30 minutes before departure. Note that charter flights are sensitive to weather conditions and therefore at greater risk of being delayed or canceled.
You will not be met by an OARS representative in Vancouver; instead, you’ll be met upon arrival at our final destination airport, depending on your flight details.
- The Multisport Program utilizes roundtrip commercial flights to/from Williams Lake Airport, followed by a 4-hour scenic drive across the Chilcotin Plateau to the Bear Camp (with water, snacks, and stops en route). If you wish to avoid this drive on day 1 or the last day of your trip, we can arrange a direct charter flight for an additional cost. Options include flying into or out of the airstrip at Chilko Lake, or to and from Chilko Lake by amphibious float plane.
- The Bear Viewing Program will typically include group flights directly to/from the airstrip at Chilko Lake. There are some instances where commercial flights to/from Williams Lake are required for operational reasons.
If you are going to be late for our flight, please call us as soon as possible (800-346-6277) to see if we can hold the plane. This may not be possible and participants missing our flight will be responsible for their own airfare and expenses to Chilko Lake.
The planes used for these regional flights are small. If you’re not comfortable flying in small planes, please let us know so we can advise you of your options.
Return Flight
On the final day of your adventure, we typically arrive back at Airport South, Vancouver’s regional airfield, by 4:00 PM. This should allow time to make a flight departing Vancouver after 7:00 PM, but we recommend you overnight in Vancouver and depart the next day.
PRE- & POST-TRIP ACCOMMODATIONS
Pre- and post-trip lodging is not included in the trip cost. If you plan to arrive early or stay late, we recommend that you make reservations well in advance in order to guarantee lodging.
Recommended (near the airport):
- Sandman Signature Vancouver Airport (800) 726-3626
- Fairmont Vancouver Airport (866) 540-4441
- Radisson Airport Hotel (800) 967-9033
Useful Information
Time ZoneS
Chilko Lake is located in the same international time zone as the U.S. West Coast, Pacific Standard Time.
Money Matters
The Canadian monetary unit is the Canadian dollar (CDN). Like U.S. currency, coins are the penny, nickel, quarter, and the dollar or “Loonie” piece. More recently, a two-dollar coin has come into circulation to replace two-dollar bills. Avoid carrying large sums of cash at any time during your holiday. Credit cards are widely accepted.
American dollars are accepted in most establishments. If converting American to Canadian dollars, you’ll get the most favorable rates at banks. Most banks are open from 9 AM to 4 PM Monday to Friday, though some branches stay open later and on Saturday mornings. ATMs are everywhere.
Canada’s Goods & Services Tax (GST)
Canada has a Goods and Services Tax (GST) of 5% and the province of British Columbia has a 7% Provincial Sales Tax (PST), as well as a liquor tax and hotel tax. For non-residents of Canada, a portion of the GST taxes (including those paid for your river trip) can be recuperated. Be sure to keep receipts and ask customs officials on your departure from the country for the necessary forms and information.
Health & Medical Info
Although we do not require any immunizations to participate in this trip, it is important that you be up-to-date on several standard immunizations and that you check with your physician prior to departure. The CDC is a good resource for recommendations pertaining to international travel immunizations.
CPAP Machine
If you require the use of a CPAP machine and intend to bring one with you, be sure to alert your OARS Adventure Consultant prior to your trip to let us know the dimensions of the machine, description of battery(s), and any protective case(s). Travel-sized CPAPs are readily available and often come with a battery kit. You must assess the power needs of your CPAP and bring the battery(s) needed to operate it for each night of your travels. We’re typically able to accommodate the transportation of your machine and accessories on the trip; however, please understand that despite efforts to protect your equipment we can’t guarantee your machine and accessories won’t suffer water or impact damage and therefore we recommend additional protective case(s) for your machine & accessories.
DIETARY RESTRICTIONS
We need to know as soon as possible about any dietary restrictions we should consider in planning your trip. If you have food allergies or restrictions, we will do our best to accommodate your needs.
Beyond our standard menu, we can provide options for vegetarian, vegan, and many allergy-restricted diets without applying a fee. However, we cannot always provide the same diversity or sophistication for restricted diets as we do for our regular menu. Similarly, certain allergen-free snack foods are difficult or impossible to source in our locations, so feel free to bring your own favorite snacks to supplement our provisions. Please let your Adventure Consultant know if you intend to do so.
We cannot guarantee that cross-contamination from allergens will not occur during meal prep, and reserve the right to refuse service to anyone as it relates to safety, including the potential for a medical emergency caused by a severe food allergy. Also, due to the constraints of cooking for a large group in a wilderness setting, the availability of ingredients or specialty items in remote locations, and limited packing space, we are unable to cater to dietary preferences (likes or dislikes).
BEVERAGES/WATER
We provide a selection of beer, wine, and some liqueurs in the evening. For your safety and the safety of others, alcoholic beverages are limited to camp at the end of the day’s activities.
We also supply a selection of non-alcoholic beverages with meals and plenty of fresh drinking water throughout the day. Our drinking water at Bear Camp is a combination of filtered well water and filtered water from the lake. It is of great quality and you’re able to drink the water directly from our water sources in camp.
BATHING
There are a total of five full bathrooms with hot showers and flush toilets, all closely centered in and around the main cabin.
Laundry
There is no laundry service while at Bear Camp.
ElecTRICITY
Electricity at Bear Camp is solar generated with a fuel-powered generator as backup. Outlets are in each safari tent and in the lodge for recharging batteries and devices.
Cameras
Please bring a small bag or carrying case, preferably waterproof, to hold your camera and other items you might want during each day. To further protect your camera you may wish to place it in a zip-loc plastic bag or special waterproof camera case. We also recommend padding it with a towel or clothing. Sand can be a problem, so clean your camera every night with tissue, a brush, and lens paper. We also strongly recommend you take out a rider on your homeowner’s policy to cover your camera, especially if it’s fine equipment. If you are planning on bringing a digital camera make sure to bring additional memory cards, batteries, and any other extras you will need.
Electronics & Technology
The use of electronic devices, especially music players and flying drones, on your trip may represent an intrusion into the wilderness experience of your fellow guests. We ask that you please be mindful of the impacts on others and respect the wilderness nature of the trip. Please bring headphones if you intend to listen to music during the trip and leave your drone at home.
Many of our guests travel with their smartphone although cell service may be limited once you leave Vancouver. On a trip like this, there is always the risk of water damage to smartphones and other electronic devices, even when they are stowed in a dry case. If you intend to take your phone or other electronic device with you on the water, consider investing in a small, waterproof case just for your phone.
Communication
Because of our remote location at Bear Camp, cellular phones are not an option. Bear Camp does have a landline for receiving calls. Internet is available while at Bear Camp via a satellite connection, therefore the speed is slow and can’t facilitate streaming, but can manage emails and similar online usage.
Wildfires & Smoke
Fire activity can impact the air quality on our trips, and occasionally wildfires may be present in the immediate vicinity of where we’re traveling. In general, we will not cancel a trip on account of smoky conditions, except in cases of clear danger to life or property.
Learn more about rafting during wildfire season with OARS, including info about some of our protocols and travel protection recommendations.
Fishing
If you plan to fish you must have a fishing license, which can be purchased online or in Vancouver if you have time. U.S. citizens fall under the Non-Resident Alien category. A Basic License is good for Chilko Lake and everything downstream of the upper 17 miles of the Chilko River. Fishing the classified waters section of the Chilko River (17-mile section from the headwaters; fly fish only) requires a “Class II” license (plus the basic license if fishing further downstream).
All Bear Camp guests have access to fly or spin rods, flies/lures, Gore-Tex waders, and felt boots. However, if you have a favorite 5-6 wt. fly rod or spinning set up, we recommend you bring it along.
Weather
We recommend checking for an up-to-date weather forecast for Chilko Lake, BC one week before your trip.
The weather is one of the few details we can’t control. During late June through early August, the Chilko-Chilcotin region tends to be dry in climate and warmer than the coast. In mid-summer, daytime highs in the interior can reach the high 80’s° F, while temperatures can drop significantly overnight. Rain is always a possibility in British Columbia. Being properly prepared for weather variations is an important factor in fully enjoying your trip. Be sure to follow our recommended equipment list, as our experience suggests a multi-layering approach with a range of temperatures and conditions in mind.
Average Air Temperatures at Chilko Lake
| Air (Day)°F | Air (Night)°F | |
| June | 65 | 49 |
| July | 70 | 52 |
| August | 70 | 51 |
| September | 60 | 49 |
| October | 52 | 44 |
Packing for Your Trip
We want you to be prepared and comfortable for your trip. Below you’ll find some general tips for how to dress and what to pack and a comprehensive packing checklist. The need for warm weather or cold weather items should be based on a reliable weather forecast leading up to your trip.
Clothing for physical activity should be quick-drying and made of synthetics or merino wool. Warmth and comfort are the main objectives of this outline. Weather conditions can vary considerably. It’s important to dress in layers so that you can maintain a comfortable body temperature no matter what Mother Nature may have in store. The inner base layer should move perspiration outside, where it can evaporate. The intermediate layer should insulate while the outside layer should act as a barrier to wind and rain.
Clothing
Late-season trips, from late August through October, can experience wild swings in temperature and weather. Therefore, be sure to bring warm layers and outerwear, a warm hat and gloves, and rain gear. We have rubber boots and insulated flotation jackets available at camp for cold or wet days on the water.
Active clothes—Bring a combination of lightweight synthetic or Merino wool fabrics that breathe well for hiking, biking, horseback riding, or fishing. Be sure you have comfortable freedom of movement, especially for uphill and downhill activities. Conditions may vary greatly from day to day, so plan for all conditions!
On the river—Start with a swimsuit and/or swim trunks and a synthetic or Merino wool shirt as a base layer. Additional layers for sun protection or insulation can be added and subtracted depending on the weather, temperature, and how wet you’re getting in the rapids. Wetsuits are provided.
At Bear Camp—When the weather is warm, lightweight pants/skirt or shorts and shirt make great camp wear. Anytime the forecast calls for cool evenings and cold nights, a dry set of long underwear is the perfect base layer under long pants and a fleece sweater.
Footwear
For water-based activities—The best choice is an amphibious shoe that drains water, protects your toes, and won’t come off in swirling currents. A retired pair of athletic shoes can work well, too. Sport sandals with a heel strap are a good option, especially on rivers with sandy beaches. Find professional-grade options made by Chaco®, the official footwear sponsor of OARS guides.
Hiking—The importance of good footwear cannot be overstated. Given that our trails are often gravelly or sometimes muddy, you need a good walking shoe or boot with a firm sole, good ankle support, and a degree of water resistance. It’s now easy to find a “hybrid” walking boot, which combines the lightweight, ventilated features of a shoe with the support and durability of a boot.
Horseback riding—Ideally a boot with a rigid sole & heel and ankle coverage is worn, but we know traveling with this type of footwear isn’t ideal. We may have a pair of boots to loan, so let us know your shoe size in advance. A good hiking shoe or boot is sufficient for a one-day outing.
Please note: If you buy new shoes or sandals for the trip, make sure you break them in first
Socks—Bring at least one pair for each day of hiking. We recommend merino wool material. It may be a good idea to bring along some additional items such as foot powder, cushioned pads, and/or bandages or 2nd Skin®, which provides cushioned comfort with an antiseptic for blistered and sore feet. You will also want a pair of neoprene, wool, or fleece socks for the river. They will keep your feet warm, even when wet.
Headwear
During the day—Wide-brimmed hats are a good choice for sun protection. Ball caps are also useful since they fit under helmets, which are required attire when paddling the river.
At Bear Camp—In the evenings, mornings, or when the weather is cool, you’ll want a beanie-style hat to wear. They are the perfect remedy for bed-head as you rise from your safari tent to secure your morning cup of coffee or tea, or for retaining warmth in the evening hours after the sun sets.
Rain Gear
Rain gear protects you from rain, wind, and the splash of the rapids. It is one of the essential items that all passengers should have no matter what time of year they are traveling. Look for a jacket and pants that are 100% waterproof, not just water-resistant. A hooded jacket is recommended as well as good secure closures around your head, neck, wrists, and ankles. Do not bring a rain poncho as it cannot be worn under your PFD.
Sun Protection
Protecting yourself from the sun should be taken very seriously! In many cases, a long-sleeve shirt is the best method for preventing sunburn on your upper body. Lightweight long pants may also be appropriate to protect your legs. A hat, sunscreen, lip balm, and sunglasses are also a must.
Bugs & Mosquitoes
Bugs and mosquitoes vary depending on location and time of year. It’s a good idea to come prepared with insect repellent. Long-sleeved shirts and pants may be desirable at times.
MENSTRUAL CYCLE
Even if you aren’t anticipating your menstrual period, come prepared for it. We recommend you bring some sandwich-size Ziploc™ bags. These bags can store products during the day while you are on the river. Used pads or tampons can be disposed of in the trash at lunch or at camp. We provide some menstrual products on most trips for emergencies.
Packing List
Equipment and Personal Items
☐ 1-liter water bottle: durable and reusable
☐ Daypack for short hikes (to carry a water bottle, camera, rain gear, and more)
☐ Headlamp or flashlight (consider bringing extra batteries)
☐ Polarized sunglasses with securing strap (consider bringing a spare)
☐ Toiletries
☐ Sunscreen and lip protection: waterproof & SPF 30 or higher (aerosol sprays not recommended)
☐ Moisturizing lotion or cream
☐ Insect repellent
☐ Personal first-aid kit (medications, Band-Aids, antibiotic ointment, ibuprofen, moleskin, eye drops, etc.)
☐ Spare pair of glasses and/or contacts (wind and blowing sand can cause problems for contact wearers)
☐ Locking carabiner (for clipping a water bottle or personal dry bag into a raft or inflatable kayak)
☐ Cash for gratuities and incidentals
Footwear
☐ Athletic shoes or lightweight hiking boots: 1 pair, waterproof, comfortable, and with good tread
☐ River shoes or sandals with a heel strap (such as those made by Chaco®); “Aqua socks” strongly discouraged
☐ Socks: 2-3 pairs lightweight for hiking
☐ Socks: 1 pair of neoprene, wool, or fleece for the river
Clothing
☐ Long-sleeved shirt: 2-3 lightweight and light color for sun protection (UPF-rated shirts are great)
☐ Long pants: 1-2 pairs lightweight and quick-drying (a sturdy pant may be desirable for horseback riding, but not required)
☐ Shade hat, ball cap, or visor with securing strap and a spare
☐ Rain jacket & pants: waterproof (not water resistant) A hooded jacket with secure closures is recommended
☐ Swimwear: tankinis and board shorts are a great option
☐ Underwear
☐ Shorts: 1-2 pair
☐ T-shirts/tops: 2-3
☐ Synthetic or merino wool long underwear: 1 set top & bottom (light-, mid- or expedition-weight depending on the time of year & weather forecast)
☐ Down or synthetic insulated jacket or fleece jacket
☐ Warm gloves – to be worn during various activities and while at camp
☐ Warm hat
Optional Items
☐ Paddling gloves: particularly useful on fall trips (late August through October)
☐ Camera and accessories
☐ Bathing wipes: pre-moistened disposable towels
☐ Binoculars: small
☐ Flip-flops or similar for camp
☐ Fishing rod with case and tackle
☐ Small bags: stuff sacks, zip locks, or similar for organizing items in your travel bag
☐ Sarong: useful for sun protection, evaporative cooling, changing clothes, etc.
☐ Sketchbook, notebook and pen, paperback book
☐ Bandana
☐ Earplugs
Packing Your Gear
On the commercial flight to or from Williams Lake, the checked bag allowance is one bag limited to 50 lbs per passenger. Baggage exceeding the allowance is subject to excess baggage fees.
If you are booked on a charter flight to or from Chilko Lake, the checked bag allowance will likely be 40 lbs per passenger.
While we encourage you to travel light, you’ll also want to be sure you pack all the essentials. Although we are returning to the comfort of Bear Camp each evening, we want to make sure you are prepared for both land and water environments. The personal equipment list will address what you will need to wear in conjunction with our gear. Weight restrictions come into play with our local and domestic flights, so please follow our recommendations closely.
Valuables
We recommend that you check your personal insurance policy before traveling to ensure that you are covered for theft and loss while traveling. As a safety precaution, do not travel with excessive cash or jewelry if it is not necessary.
HELPFUL LINKS
- Find all the gear you need for your trip online in the OARStore and 15% of your purchase helps provide under-resourced youth with outdoor adventure experiences.
- Recommended Reading: Discover the Pacific Northwest: Best British Columbia Books
Reminders
GRATUITIES
Tipping is appreciated by our staff. If you are wondering how much to tip, you may consider that we operate in a service industry with a host of behind-the-scenes contributors in addition to the guides on your trip. In general, we suggest a gratuity based on 10 – 15% of the trip cost. It is customary on OARS trips for gratuities to be given to the Trip Leader, in the form of cash or a personal check, who will then distribute appropriately amongst all the guides and support staff.
SOMETHING VOLUNTARY
In reviewing your statement, you’ll note a $1 per person per day donation to the Fraser Basin Council, a non-profit charitable organization dedicated to ensuring that the Fraser River Basin in British Columbia – a mighty salmon-producing watershed almost the size of California – continues to support the healthy ecosystems upon which sustainable communities depend. One hundred percent of these funds go directly to fostering collaborative solutions to improving water quality, raising awareness on the importance of a healthy Fraser Basin, and inspiring youth to become actively engaged in shaping a sustainable future. Please notify our office if you would prefer to delete the donation from your balance.
Terms & Conditions
Reservations and Deposits
A $1000/person non-refundable deposit is required at the time of reservation. Deposits may be made by check, money order, or Visa/Mastercard (American Express and Discover incur a 3% processing fee). Prices are in US Dollars, and all payments must be made in US Dollars. Payment of the deposit establishes your acceptance of our complete Terms and Conditions. Individual departures and trip capacity are strictly limited by the managing agency.
Canceling your trip after your deposit is processed will incur cancellation fees because OARS has absorbed costs on your behalf and will turn others away who would like to book the spaces we’re holding for you. Final payment is due 90 days before departure. Accounts on which final payment has not been received 80 days before the departure date will be canceled without exception.
Cancellations and Refunds
Your deposit is fully refundable, less a 3% processing fee, for 7 days after you book when you submit a deposit 7 days or more before the final payment due date.
If you must cancel your reservation after the rescission period described above, your cancellation fee will be determined according to the schedule below. We regret we cannot make exceptions to the cancellation policy for any reason, including foul weather, poor air quality, wildfire activity, acts of terrorism, civil unrest, or personal emergencies. There is no refund for arriving late or leaving a trip early. For these reasons, we strongly urge you to consider purchasing a travel protection plan.
| DATE OF CANCELLATION | CANCELLATION FEE |
| 90 or more days before your trip | Full deposit |
| 89 to 0 days before your trip | 100% of the trip price/person |
Requests to transfer a date will be treated as a cancellation, per the terms above.
Canceled Trips
OARS International and the outfitter R.O.A.M. Adventures, Inc. reserve the right to cancel any trip due to insufficient registration or other factors that make the trip impractical to operate. Do not make nonrefundable travel arrangements unless you have spoken to your Adventure Consultant regarding the status of your trip.
If a trip must be canceled or postponed due to force majeure (factors outside the control of OARS), OARS will provide full credit for payments made toward future travel, or a refund less a 5% service fee plus any nonrefundable payments made on your behalf to 3rd-party suppliers. OARS will make good faith efforts to recover deposits made on your behalf to 3rd-party suppliers, however, we can’t guarantee recovery of any or all of the advance payments made. OARS is not responsible for expenses incurred by participants in preparation for a canceled trip.
Medical
Under most circumstances, if you are of an adventurous spirit and in reasonably good health, you should have no problem enjoying an OARS International People with medical conditions, including pregnancy, should have a physician’s approval before taking an adventure travel trip.
Travel Protection
Because there are costs that you will incur if you cancel the spaces on this trip that we’re now holding for you, or in the event you need to be evacuated during the trip due to an unforeseen illness or injury, we strongly encourage our guests to purchase an optional travel protection plan. A travel protection plan may help reimburse the cost of your pre-paid, non-refundable payments in the event you are prevented from taking your trip for a covered reason. Trip participants must understand that in the event of an illness or injury on a wilderness trip, evacuation can be prolonged, difficult, and expensive. Learn more about the plan we recommend.
Please note: To be eligible for coverage for pre-existing medical conditions, you must purchase the plan within 21 days of your initial trip payment and you must be medically fit to travel at the time you pay for the plan.
In order to take part in this trip, each participant must have a minimum of Emergency Medical Evacuation coverage in place for the dates of the trip. This can be purchased as stand-alone coverage, independent of a comprehensive travel protection plan. You can get a quote for this type of policy by entering a Trip Cost amount of $0 when getting a quote.
Please note: By entering a Trip Cost amount of $0, the plan will not include Trip Cancellation coverage and you may not be eligible for Emergency Medical Expense benefits relating to any pre-existing conditions.
Liability Release / Assumption of Risk
Everyone is required to sign a standard liability release/assumption of risk form before the trip, confirming awareness that there are inherent risks associated with the trip. Due to the nature of the activities, a condition of your participation is that you will sign this form and return it to our office before the trip begins. Anyone who refuses to sign the form will not be allowed to participate, and consistent with OARS International’s cancellation policy, there will be no refund of the trip fees at that time.
Responsibility – An Important Notice
O.A.R.S. International, Inc., ROAM Adventures, Inc., and cooperating agencies act only in the capacity of agent for the participants in all matters relating to transportation and/or all other related travel services and assume no responsibility however caused for injury, loss or damage to person or property in connection with any service, including but not limited to that resulting directly or indirectly from acts of God, detention, annoyance, delays and expenses arising from quarantine, pandemics, strikes, theft, pilferage, force majeure, failure of any means of conveyance to arrive or depart as scheduled, civil disturbances, government restrictions or regulations, and discrepancies or change in transit over which it has no control. Reasonable changes in the itinerary may be made where deemed advisable for the comfort and well-being of the participants, including cancellation due to water fluctuation, insufficient bookings (this trip requires a minimum of 2 guests), and other factors. There is risk in whitewater rafting, particularly during high-water conditions. Rafts, dories, and kayaks do capsize. You could be swept overboard. Your guide will make every attempt to assist, but you must be strong and agile enough to “self-help” and “float-it-out” without further endangering yourself or others. We reserve the right not to accept passengers weighing more than 260 pounds or with a waist/chest size exceeding 56 inches. We may decide, at any time, to exclude any person or group for any reason we feel is related to the safety of our trips. We are experienced in accommodating people with various disabilities. Please give us an opportunity to make you feel welcome. We need to discuss any special requirements ahead of time.
OARS trips occur in areas where unpredictable environmental conditions are to be expected. To moderate dangerous situations for our guests and guides, all travelers must obey the rules and regulations as determined by the managing agencies and the Trip Leader and demonstrate reasonable consideration for other guests and OARS employees. We reserve the right to remove any guest from a trip if, in our opinion, that guest’s actions or behaviors pose a threat to the safety of her/himself or others, or if those actions or behaviors compromise the enjoyment of the trip for others. Should a guest be asked to leave a trip, there will be no refund for the unused portion, nor will OARS be responsible for additional expenses incurred by the guest for accommodations, return transport, change fees, etc. Prices subject to change without notice. Upon advancement of deposit, the depositor agrees to be bound by the above-recited terms and conditions. OARS is an equal opportunity provider.
R.O.A.M. Adventures, Inc.
R.O.A.M. Adventures, Inc., a travel partner of OARS International, is the operator of this trip. A representative will escort you throughout the program. These staff members are the very best and will strive to ensure your complete satisfaction.