Carlyle Lodge Guest Booking Agreement/Cancellation Policy

Guest Booking Agreement/Cancellation Policy

By making a reservation with Carlyle Lodge (Kootenay Mountain Holidays Inc.), the Trip Leader acknowledges that they have read and agree to the terms outlined below on behalf of themselves and their group.

Waiver of Liability

Read the Waiver

Participation in activities at Carlyle Lodge involves inherent risks associated with remote mountain environments, including but not limited to hiking, skiing, snowboarding, avalanche terrain, helicopter transportation, changing weather conditions, and limited access to emergency services.

Prior to arrival, all participants are required to review the Carlyle Lodge Waiver of Liability.

As a condition of participation, every adult participant must sign a paper copy of the Waiver of Liability in person upon arrival. Parents or legal guardians are responsible for signing on behalf of minors.

Trip Leader Responsibilities

  • Communicating booking details to all members of their group.
  • Ensuring all participants have been provided access to the Waiver of Liability and this Guest Booking Agreement.
  • Ensuring all participants understand they will be required to sign a Waiver of Liability in person prior to participation.
  • Coordinating payments and communication between Carlyle Lodge and their group.

Trip Insurance

We strongly recommend that all guests purchase appropriate insurance coverage, including

  • Trip Cancellation and Interruption Insurance
  • Emergency Medical Insurance
  • Emergency Evacuation Insurance

Guests are responsible for ensuring their insurance coverage meets their individual needs.

Acera Insurance

Payment Terms

Reservations are not confirmed until payments and acknowledgement of guest agreement have been received.

All deposits are non-refundable.

Reservations made more than one year in advance may be subject to future price adjustments due to increases in operating costs.

Payments can be made by:

  • E-transfer ( preferred method)
  • Mastercard/Visa ( 3.5% fee)
  • Canadian Cheque
  • U.S. Cheque. * exchange rate is determined when our bank deposits your cheque into our account.

Summer Lodge Bookings

Payment Schedule

  • A $500 non-refundable deposit is required to secure dates.
  • Full payment is due within 30 days of booking.

Cancellation Policy

  • All deposits and payments are non-refundable.
  • No refunds will be provided for weather-related conditions, including but not limited to rain, snow, smoke, road conditions, or transportation disruptions.
  • If a group is unable to attend, they may request permission to transfer their reservation to another party, subject to Carlyle Lodge approval.
  • Carlyle Lodge is not responsible for reselling cancelled reservations but will assist when possible.
  • All cancellations must be made in writing (email) to our office; reservations@carlylelodge.com.

Sourdough Traverse Bookings

Payment Schedule

  • A non-refundable deposit of $3,000 for private groups is required to secure dates, $500 for individual bookings
  • Full payment is due June 1 of the trip year or 30 days prior to departure for bookings made after June 1.

Cancellation Policy

Due to the nature of remote mountain travel, weather, wildfire smoke, and other operational factors may affect the itinerary.

If Carlyle Lodge determines that the Traverse cannot proceed safely as planned:

  • We will first attempt to reschedule the trip.
  • Alternative or modified itineraries may be offered where feasible.
  • If the trip cannot proceed, 40% of the trip cost will be retained to cover non-recoverable operating expenses including staffing, food purchases, trail maintenance, and helicopter-supported camp stocking.
  • The remaining 60% may be refunded or applied as a credit toward a future trip.

Winter Ski Bookings

Payment Schedule

For bookings made within one year of the trip:

  • 25% non-refundable deposit at booking.
  • Remaining balance due September 30 prior to the trip.

For bookings made more than one year in advance:

  • $5,000 non-refundable deposit at booking.
  • $10,000 non-refundable payment due January 30 of the season prior to the trip.
  • Remaining balance due September 30 prior to the trip.

Cancellation Policy

  • All deposits and payments are non-refundable.
  • No refunds will be provided due to weather, avalanche conditions, wildfire smoke, transportation disruptions, or helicopter delays.
  • Cancellation requests must be submitted in writing to reservations@carlylelodge.com

Reservation Transfers

Reservation transfers may be permitted at the discretion of Carlyle Lodge.

  • A $2,000 administration fee applies to all approved winter reservation transfers.
  • Replacement groups must be approved by Carlyle Lodge.
  • The original booking party is responsible for arranging payment transfers directly with the replacement party.
  • Carlyle Lodge will not refund payments already received.

If Carlyle Lodge assists with rebooking a cancelled reservation, any refund provided will be reduced by:

  • The applicable administration fee; and
  • Any difference between the original booking price and the final resale price.

Weather and Transportation Delays

Carlyle Lodge operates in a remote mountain environment where access may be affected by weather, wildfire smoke, road conditions, mechanical issues, or aviation restrictions.

Guests acknowledge that delays to scheduled helicopter transportation may occur.

Incoming guests are responsible for all expenses incurred while waiting for transportation, including accommodation, meals, and travel costs.

No refunds will be provided for delays, shortened trips, or altered transportation schedules resulting from circumstances beyond Carlyle Lodge’s control.

Emergency Evacuations

Guests are solely responsible for all costs associated with emergency evacuations, rescue services, ambulance transportation, air transportation, medical treatment, or related emergency response expenses.

Carlyle Lodge staff will assist in coordinating emergency communications and response procedures but assumes no responsibility for costs incurred.

Right to Cancel

Kootenay Mountain Holidays Inc. reserves the right to cancel, postpone, modify, or terminate any trip, reservation, itinerary, or service when necessary due to safety concerns, weather, operational requirements, government restrictions, or circumstances beyond its reasonable control.