Terms & Conditions
GREAT NOMAD EXPEDITIONS
Terms & Conditions, Booking Policy and Participant Agreement
Operated by Big Blue Flower LLC
Effective Date: 01/01/2024
1. Introduction and Acceptance of Terms
Welcome to Great Nomad Expeditions.
Great Nomad Expeditions specialises in authentic, immersive adventure travel throughout Mongolia, including horseback expeditions, camel journeys, yak riding, reindeer experiences and cultural journeys alongside nomadic communities.
Our expeditions are designed to provide extraordinary experiences in some of Mongolia's most remote and challenging environments. They are not conventional package holidays. Participants must understand and accept the physical demands, inherent risks and unpredictable nature of wilderness travel.
Great Nomad Expeditions is operated by Big Blue Flower LLC (referred to throughout these terms as "the Company", "we", "our" or "us"), working with Mongolian partners, guides, herders and service providers.
By booking an expedition, paying a deposit or confirming acceptance of these terms, participants acknowledge that they have read and understood this agreement and agree to be bound by its provisions, subject to applicable law.
These terms apply to all expeditions organised by the Company unless otherwise expressly agreed in writing.
2. Booking and Acceptance
Submitting an application or expressing interest does not guarantee a place on an expedition.
All applications are subject to review and acceptance by Great Nomad Expeditions.
Depending on the expedition, applicants may be required to provide:
Details of their riding experience and ability.
Information about their physical fitness.
Relevant medical information affecting safe participation.
Their current weight, where animal welfare limits apply.
Recent photographs or videos demonstrating riding ability.
Previous experience with remote travel, camping or multi-day expeditions.
The Company reserves the right to decline an application where an applicant does not meet the genuine safety, welfare or participation requirements of the expedition.
A booking is confirmed only when the Company has accepted the applicant, received the required deposit and issued written booking confirmation.
3. Expedition Prices and Currency
All expedition prices, deposits, balances and other payments are quoted and payable in United States Dollars (USD), unless expressly stated otherwise in writing.
Payments may be accepted through approved methods, including international bank transfer, Wise, PayPal or credit card, as advised by the Company.
Participants are responsible for applicable bank transfer fees, currency conversion charges and payment provider fees disclosed before payment.
Any additional charges imposed by a participant's bank or payment provider are the participant's responsibility.
The Company will provide payment instructions and a breakdown of the expedition price before payment is required.
4. Deposits and Payment Terms
A 25% non-refundable deposit of the total expedition price is required to secure a confirmed booking.
The deposit is applied towards the total expedition cost.
Deposits are non-refundable in the event of voluntary cancellation by the participant
The remaining 75% balance must be paid no later than 30 days before the expedition start date.
Bookings made within 30 days of departure require payment in full at the time of confirmation.
If the final balance is not received by the due date, the Company may contact the participant and provide a reasonable opportunity to remedy the non-payment. If payment remains outstanding, the Company may cancel the booking and apply the relevant cancellation conditions.
Participants are strongly encouraged to obtain comprehensive travel cancellation insurance as soon as they make their initial booking.
5. Participant Cancellations and Refunds
All cancellations must be submitted in writing.
Cancellation charges are calculated from the date the Company receives written notification and are based on the total confirmed expedition price.
The following cancellation schedule applies to voluntary participant cancellations:
Cancellation periodCancellation charge 31 days or more before departure 25% of total expedition price (deposit)15–30 days before departure 50% of total expedition price 14 days or fewer before departure100% of total expedition price. Failure to attend or departure after expedition commencement: Up to 100% of total expedition price
Payments already received will be applied towards the applicable cancellation charge. Any amount paid above that charge will be refunded.
Where the cancellation charge exceeds payments already received, any outstanding amount will be handled in accordance with the agreement and applicable law.
These charges reflect the advance planning, administration, reservations, staffing and other commitments associated with remote expeditions. They are intended to be proportionate to the Company's legitimate costs and losses, taking account of costs saved or reasonably recovered.
Travel insurance is strongly recommended to protect participants against financial losses if they are unable to attend their expedition for any reason, including illness, injury, personal emergencies or travel disruption.
Participants should verify the circumstances covered by their insurance policy, as not every reason for cancellation is insurable.
6. Transfers to Alternative Expeditions
We understand that unexpected circumstances can prevent participants from travelling.
Where possible, Great Nomad Expeditions will endeavour to assist participants by transferring their deposit or eligible payments to another expedition.
Transfers are not guaranteed and remain subject to:
Availability on the requested expedition.
The participant meeting the requirements of the alternative expedition.
Costs and commitments already incurred.
Any difference in expedition price.
The Company's written approval.
Any transfer offered outside a participant's legal entitlements is a discretionary goodwill arrangement.
A transferred booking will be subject to the agreed conditions for the new expedition.
7. Compulsory Medical and Emergency Evacuation Insurance
Comprehensive medical and emergency evacuation insurance is mandatory for every participant on every Great Nomad Expeditions trip.
Participants will not be permitted to commence an expedition without evidence of appropriate, valid insurance.
The policy must provide coverage appropriate to the expedition's location, activities and risks, including:
Emergency medical treatment and hospitalisation in Mongolia.
Emergency medical evacuation from remote locations.
Medical transportation and repatriation where medically necessary.
Horse riding, camel riding, yak riding, reindeer activities or other planned activities, as applicable.
Relevant high-altitude, winter or remote wilderness activities where applicable.
Participants must check that their insurance does not exclude the specific activities undertaken on their expedition.
Before departure, participants must provide:
The name of their insurance provider.
Their policy number.
Their insurer's 24-hour emergency assistance contact details.
Evidence of medical and emergency evacuation coverage.
Any other information reasonably required to verify appropriate coverage.
The Company may refuse participation where compulsory insurance requirements have not been satisfied.
Participants are responsible for their insurance premiums, deductibles, exclusions and any medical or evacuation expenses not covered by their policy, except to the extent that applicable law makes another party responsible.
Additional travel insurance is strongly recommended.
In addition to compulsory medical and evacuation insurance, we strongly advise purchasing extensive travel insurance covering trip cancellation, interruption, delayed or cancelled flights, lost luggage, missed connections and unforeseen circumstances that may prevent attendance.
8. Expedition Risks and Acknowledgment
Participants acknowledge that adventure travel in remote Mongolia involves inherent risks that cannot be completely eliminated, even when reasonable precautions are taken.
These risks may include:
Falls from horses, camels, yaks or reindeer.
Kicks, bites, sudden movements or unpredictable animal behaviour.
Riding across steep, rocky, uneven or unstable terrain.
River crossings and water-related hazards.
Extreme cold, heat, wind, snow, rain and rapidly changing weather.
Altitude-related illness, dehydration, exhaustion and exposure.
Injuries arising from outdoor activities, camping and transportation.
Mechanical breakdowns, difficult road conditions and vehicle incidents.
Limited communications and restricted access to emergency services.
Delays in obtaining medical assistance or evacuation.
Serious injury, permanent disability or death.
Participants understand that Mongolia's remote regions may have limited medical facilities, communications and emergency response infrastructure.
Emergency evacuation may take many hours or longer depending on weather, location, transport availability and local conditions.
Helicopter evacuation cannot be guaranteed and may be unavailable in certain regions or seasons.
Participants voluntarily accept the inherent risks of their chosen expedition.
This acknowledgment does not waive any legal rights or release the Company from responsibilities that cannot lawfully be excluded.
9. Medical Fitness and Disclosure
Participants are responsible for assessing their suitability for the expedition and obtaining appropriate medical advice before departure.
Participants must disclose relevant medical conditions, injuries, allergies, medications or limitations that could reasonably affect their safety or the safety of others during the expedition.
This includes conditions that may require treatment, emergency assistance or changes to planned activities.
The Company may request medical clearance where reasonably necessary because of the expedition's physical demands or a disclosed medical concern.
Participants must carry sufficient quantities of their prescribed medication for the expedition, with appropriate documentation where required.
Participants must not take medication from the expedition medical kit without authorisation from the designated medical personnel.
Medical information will be handled confidentially and shared only where reasonably necessary for safety, emergency response or the delivery of appropriate care, in accordance with applicable privacy laws.
10. Riding Ability and Participant Suitability
Riding expeditions require participants to possess the skills and physical ability appropriate to their chosen journey.
Unless otherwise specified, riders must be able to:
Mount and dismount independently.
Ride confidently at walk, trot and canter where required.
Maintain control of their horse in open spaces.
Ride over varied and potentially challenging terrain.
Follow instructions from expedition leaders and local herders.
Manage the physical demands of consecutive riding days.
Some expeditions, particularly the Great Nomad Challenge, require advanced riding experience, endurance and confidence travelling at faster paces over extended distances.
Other expeditions may operate at a slower pace or accommodate participants with different experience levels.
The standard maximum rider weight is 90 kg, unless a different limit is expressly specified for an individual expedition.
Weight limits are established for animal welfare and participant safety.
Participants must provide accurate information about their riding experience, physical condition and weight.
Where a participant's ability differs materially from their application, the Company may reassess their participation and implement reasonable safety measures, including restricting certain activities.
11. Expedition Leader Authority and Safety Decisions
The expedition leader has operational authority over safety decisions during the expedition, supported by local guides, herders and medical personnel.
Participants must follow reasonable safety instructions from authorised expedition staff.
The expedition leader may:
Alter routes, distances or travel schedules.
Suspend riding or other activities.
Change animals or equipment.
Require rest or medical assessment.
Restrict participation in activities where a serious safety concern exists.
Arrange alternative transport or accommodation where reasonably necessary.
These decisions may be made in response to weather, terrain, animal welfare, medical concerns, participant ability or other circumstances affecting safety.
Where a participant presents a serious or continuing risk to themselves, other participants, staff, animals or local communities, the Company may remove them from an activity or expedition after a reasonable assessment of the circumstances.
Any financial consequences will depend on the reason for removal, costs incurred and applicable law.
12. Expedition Itineraries and Changes
Our expeditions take place in remote environments where flexibility is essential.
Published itineraries, distances, routes and activity schedules represent the intended expedition programme but may be affected by circumstances beyond our reasonable control.
These may include:
Severe or unexpected weather.
Flooding, snow, ice or impassable terrain.
Nomadic family migration patterns.
Animal availability or welfare requirements.
Road closures or transportation difficulties.
Medical emergencies.
Government restrictions.
Local community circumstances.
The Company may make reasonable itinerary changes where necessary for safety, logistics or the successful operation of the expedition.
We will endeavour to provide suitable alternative activities or arrangements where reasonably practicable.
If a substantial part of the agreed expedition cannot be delivered, the Company will assess appropriate alternatives, refunds or other remedies in accordance with the booking agreement and applicable law.
13. Expedition Cancellation by the Company
The Company may need to cancel or postpone an expedition because of circumstances affecting its safe or lawful operation.
Where the Company cancels an expedition for reasons within its control, participants will be offered the remedies required by applicable law, including a refund where appropriate.
Where an expedition cannot proceed because of extraordinary circumstances beyond the Company's reasonable control, the Company will notify participants as soon as practicable and explain the available options.
Depending on the circumstances and applicable law, these may include:
Transfer to a later expedition.
A suitable alternative expedition.
A credit by mutual agreement.
A full or partial refund.
Participants are responsible for independently booked flights, accommodation and other travel arrangements except where the Company is legally responsible for those losses.
We strongly recommend that participants arrange appropriate travel disruption and cancellation insurance.
14. Force Majeure and Extraordinary Circumstances
The Company will not be treated as having guaranteed performance where an extraordinary event outside its reasonable control prevents or materially disrupts the expedition.
Such circumstances may include natural disasters, extreme weather, epidemics, civil unrest, war, border closures, government restrictions or major transportation disruption.
The Company will take reasonable steps to minimise disruption, communicate with participants and consider available alternatives.
Refunds, credits, transfers and other remedies will be determined according to the circumstances, contractual obligations and applicable law.
Nothing in this section excludes legal rights that cannot lawfully be waived.
15. Animal Welfare
Animal welfare is fundamental to Great Nomad Expeditions.
Our expeditions depend on the knowledge and experience of Mongolian herders and the wellbeing of the animals that make these journeys possible.
Participants must:
Follow instructions concerning animal handling, riding and care.
Treat all animals with respect.
Avoid approaching, feeding, catching or riding animals without permission.
Never strike, abuse or deliberately mistreat an animal.
Respect decisions made by herders and expedition leaders regarding animal fitness, workload and rest.
Report concerns about animal welfare to expedition staff.
The Company may restrict or remove a participant from animal-based activities where their conduct presents a serious welfare risk.
Animal welfare decisions take precedence over completing a particular distance or activity.
16. Cultural Respect and Conduct
Our expeditions are built around genuine relationships with Mongolian families and communities.
Participants are expected to demonstrate respect for local customs, traditions, religious practices, property and personal privacy.
Participants must:
Follow reasonable cultural guidance from local staff.
Respect the privacy of families and individuals.
Request permission before photographing people where appropriate.
Avoid disruptive, offensive or exploitative behaviour.
Treat fellow participants, guides, drivers, herders and staff respectfully.
Harassment, discrimination, threatening behaviour, violence or serious misconduct will not be tolerated.
17. Alcohol, Drugs and Prohibited Behaviour
Participants must not engage in activities while impaired by alcohol or drugs where doing so creates a safety risk.
The use or possession of illegal drugs is prohibited.
Participants must comply with Mongolian law regarding alcohol, drugs and other controlled substances.
Alcohol consumption with working expedition crew during operational duties is prohibited.
The Company may restrict participation or take other proportionate action where substance use or misconduct creates a serious safety concern.
18. Camping, Accommodation and Facilities
Participants acknowledge that many Great Nomad Expeditions involve basic accommodation and remote camping.
Depending on the expedition, facilities may include:
Shared tents or traditional Mongolian gers.
Limited or no shower facilities.
Basic or outdoor toilets.
Limited electricity or communications.
Shared sleeping or living arrangements.
Irregular access to shops and supplies.
Participants should not expect the facilities or comforts of a conventional hotel-based holiday.
Accommodation and facilities may change according to local availability and expedition conditions.
19. Emergency Procedures and Medical Evacuation
In a medical emergency, expedition staff will take reasonable steps to obtain appropriate assistance using the resources available.
Participants acknowledge that emergency care may be limited by location, weather, communications and transportation.
Where a participant is unable to provide consent and urgent treatment is necessary, staff may assist in obtaining emergency care in accordance with applicable law and medical advice.
The Company cannot guarantee a particular evacuation method, response time, hospital or medical outcome.
Participants remain responsible for obtaining and maintaining compulsory medical and evacuation insurance.
20. Passports, Visas and Travel Documents
Participants are responsible for ensuring they possess valid passports, visas, entry permits and other documents required for travel to Mongolia.
Participants must confirm entry requirements applicable to their nationality and travel circumstances.
Where internal flights or restricted-area permits are required, participants may be asked to provide passport details within specified deadlines.
The Company may provide general guidance but cannot guarantee visa approval, entry into Mongolia or compliance with requirements that are the participant's responsibility.
21. Flights, Delays and Late Arrivals
Unless expressly included in the expedition price, international flights and related travel arrangements are the participant's responsibility.
Participants should allow sufficient time for international connections and potential delays.
If a participant arrives late, misses a scheduled transfer or cannot join the expedition at the agreed time, the Company will endeavour to assist where reasonably possible.
Additional transportation, accommodation or logistical costs may apply and will be explained where practicable.
Refunds or adjustments for missed activities will depend on the circumstances, services provided and applicable law.
22. Photography, Video and Documentary Filming
Photography and filming may take place during Great Nomad Expeditions for documentation, participant memories, educational purposes and potential promotional or documentary projects.
Participants may appear incidentally in general expedition photographs or footage.
Where identifiable images, interviews or recordings are intended for promotional or commercial use, the Company will obtain appropriate consent or rely on another lawful basis where permitted.
Separate release agreements may be required for documentary participation, interviews or substantial on-camera appearances.
Participants must respect the privacy and wishes of fellow travellers, staff and local communities when taking photographs or recording video.
Commercial filming or photography by participants may require prior written permission and any necessary local approvals.
23. Personal Belongings and Equipment
Participants are responsible for bringing the clothing, equipment and personal supplies specified in the expedition packing list.
Suitable equipment is essential for safety and comfort.
The Company may require participants to obtain or use appropriate safety equipment before taking part in particular activities.
Participants are responsible for reasonable care of their personal belongings.
The Company is not responsible for loss or damage caused by circumstances outside its reasonable control, except where liability arises under applicable law.
Travel insurance covering personal belongings is recommended.
24. Environmental Responsibility
Participants must minimise their environmental impact and follow responsible wilderness travel practices.
This includes:
Removing personal rubbish.
Respecting wildlife and natural habitats.
Avoiding damage to vegetation and waterways.
Following instructions concerning camp hygiene and waste disposal.
Respecting protected areas and local environmental regulations.
Our expeditions aim to support responsible tourism and meaningful economic opportunities for Mongolian communities.
25. Liability and Legal Responsibilities
The Company will take reasonable steps to organise and operate expeditions safely and in accordance with its legal obligations.
Participants acknowledge the inherent risks of remote adventure travel and agree to follow reasonable safety requirements.
The Company is not an insurer of participants against every injury, loss, delay or unforeseen event.
Responsibility for any loss, injury or damage will be determined according to the circumstances, the Company's contractual and legal duties, and applicable law.
Nothing in these terms excludes or limits liability for negligence, personal injury, fraud, wilful misconduct or any other matter to the extent that such liability cannot lawfully be excluded or limited.
Nothing in these terms removes any mandatory consumer or statutory rights.
26. Governing Law and Jurisdiction
Big Blue Flower LLC, as the operating company of Great Nomad Expeditions, conducts its expedition activities in Mongolia subject to applicable Mongolian laws and regulations.
These Terms & Conditions are intended to be governed by and interpreted in accordance with the laws of Mongolia, to the extent permitted by applicable law.
The parties agree to seek an amicable resolution of disputes in the first instance.
Where a dispute cannot be resolved informally, the parties may use applicable mediation, administrative or judicial procedures available under Mongolian law.
Any court jurisdiction provision is subject to mandatory laws and rights that may apply to the participant or the transaction.
27. Complaints and Dispute Resolution
Participants are encouraged to raise concerns with the expedition leader as soon as reasonably practicable so that issues can be addressed during the expedition where possible.
Formal complaints may be submitted to the Company in writing.
The Company will review complaints fairly, consider the relevant circumstances and endeavour to provide a timely response.
Nothing in this section prevents a participant from exercising any statutory right or seeking an available legal remedy.
28. Changes to These Terms
The Company may update these Terms & Conditions to reflect changes in operations, legal requirements or expedition procedures.
The version provided to and accepted by a participant at the time of booking will ordinarily apply to that booking.
Any material change affecting an existing confirmed booking will require an appropriate legal basis or agreement and will not remove rights provided by applicable law.
29. Agreement and Participant Acknowledgment
By confirming a booking, each participant acknowledges that they:
Have read and understood these Terms & Conditions.
Understand the physical demands and inherent risks of their chosen expedition.
Have provided accurate information relevant to safe participation.
Understand that a 25% non-refundable deposit is required, subject to applicable law.
Understand that all expedition payments are in USD.
Understand that the full balance is due 30 days before departure.
Agree to obtain compulsory medical and emergency evacuation insurance.
Understand the recommendation to obtain comprehensive travel cancellation and disruption insurance.
Agree to follow reasonable instructions from expedition leaders, guides, herders and medical personnel.
Agree to respect Mongolian communities, local customs, wildlife and animal welfare.
Understand that itineraries may change due to safety, weather and operational circumstances.
Understand that Big Blue Flower LLC operates its expeditions subject to applicable Mongolian laws and regulations.
Great Nomad Expeditions
Operated by Big Blue Flower LLC
Website: www.greatnomadexpeditions.com
Email: [Insert official booking email]
Registered business address: [Insert verified business address]
End of Terms & Conditions
If you have any questions about this policy, please don’t hesitate to contact us. We're here to help you have an unforgettable and safe adventure.