Before you book
Cancellation & Refund Policy
Effective July 28, 2026
Why this policy exists. Roam Freely Outdoors plans each adventure well in advance. Campsites, permits, lodging, transportation, guides, meals, and equipment may be reserved specifically for each trip. This policy helps us manage those commitments fairly and consistently.
1. Reservation and Payment
A reservation is confirmed after the required 50% deposit per participant is received and the booking is confirmed in writing via email by Roam Freely Outdoors.
The remaining balance is due 90 days before the scheduled departure date.
Reservations made within 90 days of departure require full payment at the time of booking.
Failure to make final payment by the due date may result in cancellation of the reservation and forfeiture of the deposit.
Deposits are applied toward the total trip cost and are not an additional fee.
2. Participant Eligibility
Participants must be at least 21 years of age on the departure date. Roam Freely Outdoors does not permit minors on scheduled group adventures unless the company expressly approves an exception in writing.
3. Guest Cancellations
All cancellation requests must be submitted in writing by email to info@roamfreelyoutdoors.com. The cancellation date is the date the written request is received.
Cancellation Schedule
| Cancellation Timing | Refund Eligibility | Available Option |
|---|---|---|
| More than 91 days before departure | Eligible, less a $275 administrative fee per participant. | Transfer eligible funds to another available trip departing within 12 months, or receive the eligible refund. |
| 90 days or less before departure | No refund. | A transfer or credit may be considered only at Roam Freely Outdoors' sole discretion and is not guaranteed. |
4. No-Shows and Early Departures
Participants who do not arrive for their scheduled trip, arrive after the group has departed, voluntarily leave early, or are removed for violating company policies are not eligible for a refund or travel credit.
5. Trip Transfers
When space is available, Roam Freely Outdoors may approve a transfer to another scheduled trip. All transfers require written approval and may be subject to administrative charges, permit costs, supplier fees, and any increase in trip price. Transfers are not guaranteed.
6. Changes or Cancellations by Roam Freely Outdoors
Roam Freely Outdoors may modify an itinerary, accommodation, route, activity, schedule, or departure point when necessary because of weather, wildfire activity, road or trail conditions, government restrictions, permit issues, safety concerns, supplier changes, insufficient participation, or other circumstances beyond our reasonable control.
If Roam Freely Outdoors cancels a trip before departure and does not provide a comparable replacement trip, guests may choose one of the following:
Transfer all amounts paid to another available Roam Freely Outdoors trip;
Receive a travel credit valid for 12 months; or
Receive a refund of amounts paid directly to Roam Freely Outdoors for the cancelled trip.
Roam Freely Outdoors is not responsible for non-refundable airfare, lodging, rental vehicles, travel insurance, missed connections, lost wages, or other third-party expenses.
7. Weather and Outdoor Conditions
Outdoor adventures are subject to changing conditions. Trips are not cancelled solely because of ordinary rain, snow, heat, cold, wind, or other typical weather conditions. Decisions concerning trip safety, itinerary changes, delays, or cancellation will be made by Roam Freely Outdoors management and guides.
8. Travel Insurance
Comprehensive travel insurance is strongly recommended. Guests should consider coverage for trip cancellation, trip interruption, medical emergencies, emergency evacuation, weather-related delays, and lost or delayed baggage. Guests are responsible for reviewing policy exclusions, deadlines, and coverage limits with their insurer.
9. Refund Processing
Approved refunds are generally issued to the original payment method within 10-14 business days after approval. Financial institutions may require additional processing time.
Where permitted by law and disclosed at booking, non-refundable payment processing fees may be deducted from an otherwise eligible refund.
10. Contact Information
Business
Roam Freely Outdoors LLC
Website
11. Governing Law
This Cancellation & Refund Policy is governed by the laws of the State of West Virginia, without regard to conflict-of-law principles.
Booking acknowledgment. By completing a reservation with Roam Freely Outdoors LLC, the guest acknowledges that they have read, understood, and agreed to this Cancellation & Refund Policy.