Any non-photographer (spouse, friend or significant other) who wishes to come along is counted as a participant and as such must pay his/her way. Each workshop has its own itinerary and price structure, detailing what is included and what is not included in the workshop fee. These details are on each individual workshop description page.
RESERVATIONS AND PAYMENTS
A full payment and completed registration form will reserve a place for you on a workshop/trip. Fees are quoted in US dollars and must be paid in US dollars only.
CANCELLATIONS AND REFUNDS
A full, 100% refund will be given if the workshop/trip is sold out at time of cancellation, and your spot can be filled with someone from our waiting list. Cancellation fees are not transferable and no refunds are made for unused or missed portions or services of a workshop/trip for any reason whatsoever. You must notify us in writing of your withdrawal and cancellation.
All notifications must be made via email to PODAS president Kevin Raber at firstname.lastname@example.org.
The date of your email notification will be used as the date you gave your notice to cancel, at which time the following fees apply:
For workshops inside the USA: Cancellations received:
• 45 days or more prior to workshop start date will be subject to a $250 per person fee
• 44 to 22 days prior to workshop start date will be subject to 50% of workshop/trip fee
• 21 days or less to workshop start date will be subject to 100% of the workshop/trip fee
Phase One reserves the right to cancel any trip/workshop inside the USA at any time prior to workshop/trip start date, in which case a full refund of all funds will be given. However, Phase One is not responsible for any expenses such as, but not limited to, non-refundable air tickets.
For workshops/trips outside the USA: Cancellations received:
• 60 days or more prior to departure date will be subject to a $500 per person fee
• 59 to 31 days prior to departure date will be subject to 50% of workshop/trip fee
• 30 days or less to departure date will be subject to 100% of the workshop/trip fee
Because most of the workshop/trip fees for trips outside the USA trips are paid directly to a travel guide or service, in any unforeseen circumstance beyond our control, such as but not limited to, a medical emergency, Phase One has the right to substitute a trip leader/instructor with someone of equal or similar credentials, at any time prior to the trip departure date. If such a change is necessary, you will be notified immediately. However, such a change will not be deemed sufficient grounds for a refund other than stated in the cancellation policy. Phase One also has the option to cancel the trip any time prior to the workshop/trip departure date, in which case a full refund of all funds will be given. However, Phase One is not responsible for any expenses such as, but not limited to, non-refundable air tickets.
To enjoy the workshop/trip as intended, a minimum level of fitness is required. By registering for this workshop/trip you certify that you do not have any physical limitation or other condition that would create a risk for yourself or other participants. Phase One reserves the right to decline to accept anyone that they consider unsuitable due to fitness level. He also reserves the right to remove from the trip, at the participant's own expense, anyone whose condition is such that it could create a hazard to himself or herself or others, or otherwise impact the enjoyment of other participants on the trip.
RESPONSIBILITY AND LIABILITY
You will be responsible for studying all pre-trip information; for bringing photographic equipment, personal items, and appropriate clothing; for acting in a manner considerate of fellow participants, environments, and locations. Smoking is not permitted at any time during the workshop/trip in or near the vehicles, other participants, dining areas or shooting locations. Any participation in an illegal event during the workshop gives just cause to immediately terminate your participation in the workshop with no refund(s). We reserve the right at our discretion to accept, decline to accept, or remove any participant on a workshop/trip.
You understand that while itineraries are carefully planned, they are not a guaranteed schedule of activities, events, or participation. There may be situations beyond our control due to weather, geography, natural history, cultural events, governmental restrictions or other situations that will cause changes in timing, locations, and activities. Phase One reserves the right to make any changes in the published itinerary whenever, in their judgment, conditions warrant, or if they deems it necessary for the comfort, convenience, or safety of participants. You understand that any of these changes are not sufficient reason for partial or complete refund.
Phase One reserves the right to take photographs/video of workshop participants during the workshop/trip and to use them in connection with the advertising and promotion of future workshops and also the ongoing workshop blog. Should any images or video be used the participants will receive a copy of any and all said photographs and/or video. Your registration serves as a release of liability of Phase One and/or any cooperating agents/partners and a complete assumption of all risks.
Phase One will assume no liability for losses or additional expenses due to any act, error, omission, injury, illness, loss, delay, mishap, or damage to persons or property arising from any cause or expenses thereof associated with workshop/trip participation or in transit thereto or therefrom. The participant waives any claim against Phase One and/or any cooperating agents/partners for any such loss, damage, injury, or death. You further agree that if you are injured or become ill, Phase One, may, at your cost, arrange or supply medical treatment, evacuation or any other emergency services on your behalf as Phase One deems necessary or appropriate for your safety and well being.
The offer of free or discounted products or services by sponsors, and the subsequent acceptance by workshop participants, is strictly a promotional transaction between those parties. If, for any reason, those items or services are not delivered to the participant, are delivered in an unacceptable condition, or fail to perform as expected, Phase One has no responsibility to cure such defects or deliver the same or alternative products, services or compensation to the participant.
Any claim or dispute in connection with this Agreement shall be submitted to binding arbitration before one Arbitrator in Melville, NY under the rules and regulations of the American Arbitration Association. Any award shall provide for the payment of reasonable attorney's fees, costs and disbursements to the prevailing party and a judgment thereon may be entered by the appropriate court in Melville (Suffolk County) New York. This Agreement shall be construed, interpreted and enforced in accordance with the laws of the State of New York. You agree that no oral representations, statements or other inducements apart from the foregoing written above have been made. This Agreement sets forth our entire understanding and may not be modified except in writing. By registering for a workshop/trip, you agree that you are 21 years or age or older, and that you have carefully read, fully understand and agree to all the contents of the Terms and Conditions listed above.
THE FOLLOWING SECTION IS APPLICABLE TO WORKSHOPS/TRIPS OUTSIDE THE USA
PRICES AND ARRANGEMENTS
Some of these trips are planned more than a year in advance and, in rare situations, unexpected and unavoidable price increases may occur due to a price change in supplier services, lodging, ground transport, fuel surcharges and currency fluctuations, among other reasons. We reserve the right to amend prices, if necessary. Additionally, our rates are based on group size and if sufficient registration is not met, it may be necessary to charge a small party supplement. Should any such price increase becomes necessary, we will contact you immediately. Before departure we will supply you with a list of resources for traveling. However, these and all other travel or medically related arrangements are the final responsibility of the participant. The supplier/outfitter of all trips is subject to change at Phase One’s discretion. Such price increases and/or changes will not be deemed sufficient grounds for a refund other than stated in the cancellation policy.
If, for any reason you are late arriving to a workshop, it will be your responsibility to meet up with the group. You will be expected to arrange and pay for your own way until you catch up with the group.
Single accommodations are available for a supplemental cost in many locations; please see individual workshop/trip page for details. In some remote locations, clients with single rooms are infrequently compelled to share a room, without regard for the participant’s gender, due to circumstances beyond our control. In such cases, appropriate per diem refunds will be made reflecting the direct cost of the single room at the facility where clients are required to share.
You are responsible for ensuring that you have the proper travel documents. A list of visa requirements for your destination country and how to get the visas will be sent to you after registration. US citizens traveling outside the United States are required to carry a US passport, valid for six months after your reentry to the US and should also have sufficient blank pages for visa and immigration stamps. If you are not a US citizen, contact the embassy or consulate of the country you are traveling to for entry requirements. We cannot be held responsible should you be denied entry to a country due to non-compliance with these requirements.
Travel insurance is not included in the workshop/trip cost. Participants for workshop/trips outside the USA are required to have travel insurance. You will need to send us proof of a minimum of $50,000 per person in Emergency Evacuation/Repatriation insurance at least 48 hours before departure. This is typically a very minimal charge. You can purchase this insurance directly from Travel Guard, Trevelex or similar company. You can get a quote from their website here; travelguard.com, travelex-insurance.com. You also may purchase insurance from any other company that offers travel insurance, you can see alternatives in the workshop FAQ. We recommend a plan that offers coverage for medical and dental emergencies, medical evacuation, missed connections, lost luggage and trip cancellation. It is also advisable to carry insurance for your camera equipment.
Specific requests such as adjacent or connecting rooms, roommate gender or special dietary needs should be advised at time of registration. Every effort will be made to secure your special requests. However we cannot guarantee that all requirements will be met and have no liability to you if they are not met.
Each workshop has a maximum number of students and this is defined in the details for each workshop. All efforts are made to make the ratio of instructors to students one of the smallest and best in the business.
Workshop/trip prices include the handling of two pieces of baggage per person. Weight restrictions on some routes on internal air flights may apply; details will be provided with preliminary program documentation. Baggage and personal effects are handled the at owner's risk throughout the travel program. Please check with your international carrier for other baggage restrictions applicable to your international flights.