Photographers Trail Notes, LLC Workshops. Terms and Conditions

Liability

By attending one of our workshops, you acknowledge and accept certain risks. Your application serves as a release of liability and signifies your complete assumption of all risks for you and your heirs, administrators, executors, successors, and assigns. This applies to all family members as well. By accepting our terms of service, you confirm that you understand that travel, regardless of the destination or mode of transportation, carries inherent risks of injury, illness, death, loss, or damage to personal property. These risks may arise from natural events, negligence, or the actions of others. In consideration of your participation in a workshop, activity, or any program conducted by Photographers Trail Notes, LLC, or their assigns, you voluntarily release Photographers Trail Notes, LLC, their employees, assigns, independent contractors, and anyone involved from any damages, liabilities, costs, or injuries, whether mental or physical, known or unknown.

By participating, you agree to assume all risks associated with these activities. You acknowledge that traveling to remote, mountainous, or wilderness-like areas, which may not be maintained to the standards you are accustomed to, can involve additional risks, dangers, and inconveniences. These may include, but are not limited to, terrorism, natural disasters, encounters with wild animals, hotel accommodations, air travel, vehicles, trains, roads, walkways, trails, and other means of transportation, as well as other unknown risks. You also recognize that medical services and facilities may not be readily available during all or part of the trip, including medical care, the presence of physicians, and medication. We assume no liability for medical care or for any dietary requirements you may have.

Unless accompanied by a parent or legal guardian (with our approval), participants must be at least 21 years old to attend our workshops. By submitting your application, you confirm that you fully understand and agree to release and hold harmless Photographers Trail Notes, LLC, its owners, agents, associates, and subcontractors from any and all liabilities, actions, claims, debts, and demands of every kind, whether known or unknown, that may arise in connection with your participation in any activities arranged by them, including any liability related to their negligence.

You also acknowledge that traveling with a group often requires compromise to accommodate the diverse desires, travel goals, personalities, and physical abilities of all members. While we carefully plan itineraries, they should be viewed as guidelines rather than guaranteed schedules of activities, events, or participation. Participants must remain flexible and accept any changes deemed necessary by the program leader or professional guides. Additionally, unforeseen circumstances such as geographic, climatic, physical, or governmental factors may cause changes in timing, locations, and activities. Therefore, you agree that no discounts or refunds will be issued for activities that are altered or affected by these circumstances.

You will be responsible for reviewing all pre-trip information, bringing the appropriate equipment, personal items, and clothing, adhering to standards of dress and hygiene, and behaving considerately towards fellow participants, locations, and environments. We reserve the right to cancel any activity and to accept or reject any individual as a participant. The judgment of the workshop or trip leader will be the final determination of an individual's ability to participate in or continue with any activity or program

Health and Fitness

You are responsible for selecting an activity that aligns with your physical abilities and interests. It is important to ensure that you are in good health to participate. By accepting our terms of service and paying your deposit, you certify that you do not have any known physical conditions or disabilities that could pose a risk to yourself or other participants. Additionally, you authorize Photographers Trail Notes, LLC and/or its trip leader to provide medical assistance in the event of an emergency. We reserve the right to request a doctor’s statement confirming your good health. If, after making reasonable accommodations for your physical abilities, the trip leader determines that your continued participation would negatively impact the group's experience, you may be removed from the workshop. Any expenses incurred due to your early departure will be your responsibility. We also reserve the right to assess your fitness for the trip based on any new information you provide prior to the start of the trip.

Not Included

Air transportation and related fees (unless otherwise specified in the itinerary), optional activities listed in the itinerary, gratuities (unless noted otherwise), passport and visa expenses, baggage/accident/cancellation insurance, personal expenses such as laundry and telephone calls, meals (except as stated in the itinerary), alcoholic beverages, and any other items not explicitly mentioned as included.

Insurance

If you do not have an existing policy, we strongly recommend purchasing travel insurance. This type of insurance typically covers losses related to trip cancellation and interruption, travel delays, loss of baggage and travel documents, baggage delays, medical emergencies, and accidental death. Additionally, if you are traveling outside your home country, we highly recommend obtaining travel medical insurance to ensure that you are covered in case you need medical care or hospitalization.

Cancellation or Change of a Workshop 

While Photographers Trail Notes, LLC will make every effort to operate a trip once it is confirmed, we reserve the right to cancel or change a trip at any time due to insufficient bookings or for reasons beyond our control that may create unsafe or undesirable travel conditions for participants. In such cases, a full refund will be issued. However, the financial liability of Photographers Trail Notes, LLC is limited to the amount paid for the workshop and does not extend to cover any associated travel costs incurred, such as non-refundable airfare, visa fees (if applicable), clothing, equipment, miscellaneous transportation costs, medical expenses, travel insurance premiums, and others. We also reserve the right to refuse acceptance of any participant for any reason at any time, and we are not responsible for any additional expenses incurred by those participants.

Cancellation and Refund Policy

To reserve your spot for the workshop, a deposit is required in advance. This deposit will secure your place if it is accepted within 48 hours of submission. If your deposit is not accepted, it will be returned to you within 48 hours. 

Cancellations must be made in writing by emailing us at contact@photographerstrailnotes.com. We understand that participating in our workshops requires a commitment, and unforeseen circumstances may arise that could lead to your cancellation. Depending on the cancellation date, the following policies will apply:

  • More than 90 days before the workshop start date: Full refund of any payments made.

  • 60-89 days before the workshop start date: Refund of any payments made, excluding 20% of the full workshop payment.

  • 30-59 days before the workshop start date: Refund of any payments made, excluding 50% of the full workshop payment.

  • Within 30 days of the workshop start date: No refund available.

If all participant spots for the workshop are filled, cancellations made less than 90 days before the event will be refunded in full, minus a $250 administrative fee.

Use of Likeness, Image, Name, and Testimonials

We reserve the right to take photographs or videos during any workshop and to use these images for promotional purposes, including advertising and publicity in both print and electronic media. By booking a reservation with Photographers Trail Notes LLC, participants agree to allow their images to be used in such photography. If you prefer that your image not be used, please inform your tour leader at the beginning of your trip. We also reserve the right to use any written reviews or behind-the-scenes photos you provide for our advertising and publicity in both print and electronic formats.

Arbitration

You agree that any claims, controversies, or disputes related to the enforcement or interpretation of this document, or arising from your registration, participation, or attendance at a Photographers Trail Notes LLC workshop, will be submitted to binding arbitration. This arbitration will follow the rules and regulations of the American Arbitration Association and will take place in Harris County, Texas. By agreeing to this, you waive your right to bring an action before a judge or jury in any court and understand that you are giving up your rights to discovery and appeal. Any award rendered in the arbitration may be entered as a judgment by any court of competent jurisdiction. If you refuse to submit to arbitration after agreeing to this provision, you may be compelled to arbitrate under the authority of the Texas Code of Civil Procedure.

Itinerary Changes

The weather can be unpredictable, and storms may occasionally cause road closures, making it difficult or impossible to access intended locations. In the event of such weather situations or closures, we may need to alter some or all of our published itinerary.

Travel Documentation

You must ensure you have the correct travel documents and immunizations. Verify with the relevant consulates or visa agencies to determine if a visa is required. A valid passport is necessary for international travel.

Leave No Trace

By registering for a Photographers Trail Notes, LLC workshop, you acknowledge that Photographers Trail Notes, LLC follows a Leave No Trace ethic for its activities in nature and on public lands. You agree to adhere to Leave No Trace best practices, as well as other relevant practices for the areas you will visit during the program. This commitment helps minimize and mitigate your impact on the locations visited during Photographers Trail Notes, LLC workshops. You agree to follow Leave No Trace best practices or other best practices specific to the areas you will visit in order to minimize your impact during the program. Click here for information on Leave No Trace principles and practices.

All participants will be required by the National Park Service to sign and return an Acknowledgment of Risk form. This Acknowledgment and Assumption of Risks and Release and Indemnity Agreement does not imply that the participant or parent is releasing Photographers Trail Notes, LLC from liability for injuries, damages, death, or other losses that may occur within the jurisdiction of the National Park Service due to the negligence, gross negligence, recklessness, or intentional conduct of Photographers Trail Notes, LLC. This includes any negligence related to judgments and decisions made by Photographers Trail Notes, LLC, as well as any failure to take reasonable precautions to ensure the provision of safe and defect-free equipment.