Terms & Conditions
ADMISSIONS PROCESS: Bold Earth has a selective admissions process to ensure the best peer groups possible on each trip. We intentionally limit the size of our program, so enrollment is limited. Please submit your application early to ensure a place on the trip of your choice. Apply online at www.boldearth.com/enroll or call 828-435-3971 to check availability prior to application. An $800 deposit holds your student’s place on the trip of his/her choice while you complete the application process.
We ask that admissions paperwork be completed within two weeks of your application date, or you may lose your student’s spot on their preferred trip. We require an application for summer, health history, a confidential parent/guardian questionnaire, and a student questionnaire from all of our students. In addition, we require a confidential school reference for each new student. For new international students, we also require a phone and/or Zoom interview.
In accordance with Federal Law and US Department of Agriculture policy, Bold Earth does not discriminate on the basis of race, color, national origin, gender, or religion. Completed applications will be carefully reviewed on a first-come, first-served basis, and you will be notified about your student’s official acceptance to Bold Earth within two to three weeks. Bold Earth reserves the right to deny acceptance or ongoing participation to any student based on medical, behavioral, physical, or mental health reasons, or for any other reason, in Bold Earth’s sole discretion. If your student is not accepted to Bold Earth, the $800 deposit will be refunded in full. If admissions forms are not received in full by the deadline provided, Bold Earth reserves the right to cancel that student’s application without a refund of fees paid.
Once accepted and enrolled, additional paperwork will be required, including (but not limited to) acknowledgment of risk and liability waivers.
PAYMENT: The $800 deposit is due upon application and is applied to the full cost of the program. Balance due must be paid on or before March 1, 2023. Applications received after March 1 should be accompanied by the $800 deposit; full payment will be due upon acceptance. We gladly accept personal checks and e-checks (we’ll need your bank’s routing number and your checking account number). We also accept Visa, Mastercard, and American Express; there is a non-refundable 2.9 percent transaction fee for every credit card transaction processed. On March 1, 2023, the payment method on file will be automatically charged the remaining balance. Payment plans can be arranged on an individual basis.
REFUND/CANCELLATION POLICY: Prior to January 1, 2023, the $800 deposit is fully refundable less any credit card processing fees. After January 1, 2023, the deposit is non-refundable. Full tuition is due by March 1, 2023. For cancellations after March 1, 2023, the deposit and tuition are non-refundable. No refund will be granted to a student who withdraws voluntarily or is sent home as a consequence of unacceptable behavior; poor physical condition; or a pre-existing medical or physical condition or injury. Students who leave early or cannot attend due to illness or injury (including COVID-19) will not receive any refunds. All additional travel expenses are the responsibility of the parent/guardian. If there is a possibility of cancellation, please contact us as soon as possible.
Bold Earth must enforce this cancellation policy because program expenses are incurred in advance of summer. Cancellations fees are not meant to be punitive but represent cost recovery on the part of Bold Earth. Many of these expenses are negotiated based on a total group number, rather than a per-person basis. We highly recommend families purchase trip insurance for your protection.
If due to COVID-19 and/or other reasons outside our control Bold Earth is unable to operate one or more programs in 2023, enrolled families will be offered the option of switching to another program with availability; transferring tuition forward to 2023 with no fee or penalties; or requesting a refund.
TRIP INSURANCE FOR SUMMER 2023 TRIPS
Trip insurance is not required but is strongly recommended on summer 2023 trips. Each year, students must cancel their participation in a Bold Earth adventure because of medical reasons or unforeseen family or personal circumstances. Should your student be unable to attend or leave a summer trip due to illness (including COVID-19), injury, a family crisis, etc., trip insurance helps you recover the cost of the trip as Bold Earth is not able to issue refunds in these circumstances. You are welcome to use any insurer. Trip insurance policies can cover a variety of situations, including (but not limited to): illness, injury, weather, travel delay, lost baggage, trip interruption, emergency medical coverage, etc. Most policies require you to purchase coverage within 15 to 21 days of your initial deposit in order to include covered pre-existing conditions and the “cancel for any reason” option. If interested in learning more about trip insurance, please contact insurance providers directly.
BOLD EARTH’S EXPECTATIONS: It is the student’s responsibility to bring a safety-conscious mindset; a desire to try new things, challenge themselves, and have a good time; a willingness to participate fully; a desire to help with group chores and tasks; and an age-appropriate ability to care for themselves and others. While some trepidation is quite normal, we expect from each student a positive and unselfish attitude and a desire to be a part of a close community of friends. Bold Earth trips are physically and mentally challenging. Students have a responsibility to be physically prepared by getting in good physical condition before their trip. By signing the student questionnaire and the parent/student agreement, students agree they will abide by these expectations. We reserve the right to send a student home who cannot meet the physical requirements of the trip, or who, in our judgment, does not meet our expectations for demonstrating safe actions or good behavior.
NON-NEGOTIABLES: Bold Earth maintains very high standards because we act as temporary guardians for your student. Any action by a student that jeopardizes his/her safety or the safety of other students will not be tolerated. No one student’s actions (in the leaders’ judgment) will be permitted to negatively affect the enjoyment of the adventure by other students. Individual behavior that keeps the group from forming a close community will not be tolerated. Students must be able to effectively manage their self-care (staying hydrated, eating properly, maintaining appropriate hygiene, etc.); if lack of self-care is repeatedly an issue, a student may be sent home.
If a student has a known emotional and/or behavioral issue, including an eating disorder or self-harm, that was not disclosed to Bold Earth prior to a student’s trip participation, the student will be sent home. If a student discusses suicide or exhibits signs of self-harm (at the discretion of Bold Earth staff), the student will be sent home.
Bold Earth’s areas of expertise do not extend to handling behavioral, emotional, psychological, mental health issues, or eating disorders. We are not a program for youth with emotional, motivational, or behavioral issues, Illegal acts, bullying, sexual harassment, stealing, sneaking away from the group, or other unsafe actions will cause a student to be sent home. Repeated, disruptive actions that will result in dismissal include, but are not limited to; disrespectful language towards other students or staff, sexual activity, failing to abide by the instructions of the leaders, or other actions deemed unsafe or inappropriate. Tents or any other types of accommodation are never co-ed.
Bold Earth programs are 100% alcohol-, tobacco-, and drug-free. The possession or use of alcohol, tobacco, marijuana, any vaping device, or any illegal drug is cause for immediate expulsion from the trip. This policy is absolutely non-negotiable. In the unfortunate circumstance that a rule violation should occur, immediate dismissal will result. The offending student will be flown home immediately; all additional travel expenses are the responsibility of the parent/guardian, and no refund of any type will be granted. Each student will sign a contract prior to their adventure stating they agree to abide by Bold Earth’s policies and rules for the duration of the trip.
HEALTH HISTORY/LIABILITY RELEASE
A completed and signed health history and a signed parent/student agreement must be submitted in order to be considered for official acceptance and enrollment. The health history does not require a physician’s signature, but we do ask parents/guardians to be as open and transparent as possible. In lieu of a doctor’s signature, parents/guardians take responsibility to tell Bold Earth about any and all health issues. Parents/guardians will be required to sign an acknowledgment of risks and a legal liability waiver from Bold Earth, as well as waivers from participating outfitters prior to their student’s participation.
If at any time, parents/guardians or students withhold or provide incomplete or misleading information, or falsely represent their student in their application or any required paperwork, Bold Earth reserves the right to deny admission or ongoing participation to that student.
By signing the health history, parents/guardians acknowledge that trained Bold Earth leaders have the right to administer first aid to students, to engage the services of a medical professional, or to hospitalize a student if deemed necessary. Costs will be the responsibility of parents/guardians and/or their insurance company.
Parents/guardians also give permission to the physician, dentist, or other health care provider selected by Bold Earth to hospitalize, secure proper treatment for, and order injection, anesthesia, and/or surgery for their student.
MEDICAL INSURANCE REQUIREMENTS
Students at Bold Earth are required to have health insurance as parents/guardians are responsible for any medical costs incurred on the trip. If participating in an international trip, we encourage families to purchase travel insurance policies that offer medical coverage while abroad. Many travel insurance companies offer one-time travel medical coverage.
Enrolled families will be required to complete additional paperwork prior to the start of a Bold Earth program, including (but not limited to) an acknowledgment of risks, liability waiver, and activity waivers from participating outfitters. Your student’s final acceptance, enrollment, and participation on their Bold Earth trip is contingent on full payment and on our timely receipt and review of all completed and signed forms. Parents/guardians and students agree to return required forms in a timely manner based on the schedule Bold Earth sets forth, and Bold Earth reserves the right to deny your student’s participation on their program in the event of failure to do so.
TRAVEL TO/FROM BOLD EARTH
When booking travel to Bold Earth, please book your student’s flights to arrive and depart from the specific airport within the windows specified by the Bold Earth travel guidelines. This information is stored on your CampInTouch page, we ask that families not book flights until students are officially accepted and enrolled.
Flights that are booked later or earlier than these windows can create significant challenges for the group. If you choose to book a flight outside the specified windows Bold Earth cannot guarantee that a staff member will be able to pick up or stay with your student outside those windows.
ALTERATIONS TO ITINERARY
Severe weather; high or low rivers; high or low snowpack; unpredictable natural disasters and acts of God; vehicle breakdowns; road closures; volcanic activity; forest fires; illness; any potential threat to safety; or even a brilliant idea from a leader or student may necessitate itinerary changes. In the event of a schedule change, comparable activities will be substituted when possible. You will be notified by email of significant changes.
Students may bring a cell phone to use at the airport upon arrival, and prior to departure. Each student will call home upon arrival so parents/guardians will know they’ve arrived safely. This call usually takes place after your student has met a Bold Earth trip leader, collected his/her bags and met the other students. Please expect up to an hour between the time your student’s flight lands and his/her phone call home to you. Leaders will then collect all electronics, including cell phones. Students are required to turn in any cell phones or communication devices. Failure to do so could result in dismissal from the program.
Because this is an adventure, there’s often no cellular service available, and your student may be three to seven days away from a phone. There is often no way for cell phones to be recharged. Parents/guardians will not be able to call their student while they are on the trip. Though we make every effort to give your student a couple of opportunities to call home, the often remote nature of our trips often makes it difficult for us to give you specific updates about your student while on his/her adventure. Remember, no news is good news. Students without cell phones will have access to a leader’s cell phone when phone calls home are made. Please be aware of this prior to enrollment. Parents/guardians may contact our office if there is an emergency in which a parent/guardian needs to reach their student. If it’s after normal business hours, we’re available 24/7 at the Bold Earth emergency phone number.
To preserve the inclusive nature of our programs we limit the number of new students who have pre-existing relationships, whether from home, school, or otherwise. Bold Earth requires families whose students know each other to disclose this at the time of application.
Students who arrive together with a pre-existing relationship will likely be separated early in the program for the purposes of lodging or activity groups. This is to help them make new friends and avoid an exclusive dynamic on the trip.
While participating in Bold Earth programs, a student may be photographed or videoed by Bold Earth or any other outfitters. By signing the parent/student agreement, you agree to allow the student’s photo, video or film likeness, or reproductions thereof made through any media, including electronic media, to be copyrighted and used for any legitimate purpose by Bold Earth or its assigns.
Bold Earth is wholly committed to the protection and preservation of the natural environment. We use the most current minimum-impact camping techniques and subscribe to the practices of Leave No Trace. Students can expect to shower two or three times during their trip. While students don’t shower daily, there are many days when they will swim.
Bold Earth reserves the right to change its Terms and Conditions at any time, but we will notify parents/guardians in writing. We publish our Terms and Conditions in several places, including but not limited to, our website, the application for summer, and in an applied and/or enrolled student’s CampInTouch forms dashboard. In the case of any discrepancy between published versions, the Terms and Conditions published at www.boldearth.com/terms-conditions/ shall control.