BOOKING CONDITIONS

Nomadic Road LLC-FZ · Effective 09/17/2026

Welcome to Nomadic Road. This document sets out the terms on which you join one of our expeditions. It is written to be read, and it is also a contract: when you pay a deposit, or otherwise confirm a booking with us, you accept these conditions and enter into a binding agreement with Nomadic Road LLC-FZ, a company registered in Dubai, United Arab Emirates (Nomadic Road, we, us). These conditions, together with your booking form, your proforma invoice, the expedition page and the pre-departure documents we send you, form the whole agreement between us. They should be read with our Privacy Policy.

1. The booking

1.1 Your booking is confirmed when we have received your deposit and sent you written confirmation. Until then, dates and prices may change, as set out in section 6.

1.2 This agreement runs from confirmation until the day after the last day of your expedition. If we issue a future travel credit, this agreement ends and a new one applies to the new booking.

1.3 Each booking is per person. Every explorer on a booking is bound by these conditions, and every explorer pays their own fees.

2. What we provide

2.1 Nomadic Road designs and runs self-drive motoring expeditions. For each expedition we arrange the vehicles, the route, the accommodation, the meals, the support crew and the experiences described on the expedition page, to a standard we set.

2.2 What is included and what is not is set out on the expedition page under What's Built Into Your Expedition and What's Left to You. If a cost exists, it appears on one of those two lists. Nothing is discovered later.

3. What an expedition is

3.1 Our expeditions go into remote terrain. Accommodation is the best available in each place, chosen by us, and it varies from night to night by design: hotels and lodges where they exist, and camps we raise ourselves where nothing exists. Camps have shared toilets and showers. Lunches on the road are packed or set up by our crew. Standards differ from country to country and from night to night, and that variation is part of the expedition.

3.2 The route, the stays and the daily programme may change during the expedition for weather, safety, road or river conditions, the condition of a property, or local circumstances. The expedition leader decides on the ground, with safety first. Where the expedition as a whole is delivered, changes of this kind do not give rise to a refund.

3.3 The price covers the whole operation: the crew, the vehicles, the support convoy, the field kitchen, the permits, the years of scouting behind the route. It is not calculated per night of accommodation, and no partial refund is offered on the basis of the standard of any night.

3.4 You drive in convoy, under the leader's direction on pace, spacing and stops. The leader's decision on safety is final. Convoy discipline is the one rule we do not bend.

3.5 If anything falls short during the expedition, tell the leader at the time, so it can be put right on the ground. Concerns raised only after the expedition are considered in that light.

3.6 Expeditions are small groups of people who chose the same road. Mutual respect between explorers is expected, and the leader may step in where it is not shown.

4. Your obligations

4.1 You will respond promptly to our requests for information, documents, approvals and decisions that we reasonably need to organise your expedition. You accept these obligations for anyone you book on behalf of.

4.2 You are responsible for holding, and carrying at all times, every document required for entry to, travel within and departure from each country on the route: a passport valid as that country requires, visas, an international driving permit alongside your national driving licence, vaccination or medical certificates where required, signed vehicle rental agreements, insurance documents, and anything else we or a government authority reasonably ask for. Originals travel with you; copies reach us before the deadlines we set.

4.3 We guide you on visas and permits, but we do not give legal or medical advice and make no representation that information we pass on about visas, health requirements, weather, equipment or vehicles is complete or current. Any cost or loss arising from missing or defective documents is yours, including any cost or loss it causes us.

4.4 You will check every form, agreement and document you provide and tell us immediately of any error. Names on every document must match your passport exactly. Incorrect or incomplete information may prevent your entry to a country or your participation in the expedition, and may lead us to cancel your booking.

4.5 Failure to meet these obligations may result in cancellation of your booking, or your exclusion from part of the expedition, at our discretion and subject to the cancellation terms in section 7.

5. Minors

5.1 Tell us at the time of booking of anyone under 18 travelling with you, and hold every document, consent and affidavit each country requires for a minor, notarised where the country requires it, especially where both parents are not travelling.

5.2 A minor is your responsibility at all times. We do not provide childcare. You will ensure the minor follows every law and rule of the country and the vehicle rental company when in or operating a vehicle, and you will tell us in writing of the minor's dietary requirements and allergies before departure.

5.3 Minimum ages differ by expedition and are stated on the expedition page or in your quotation. Anyone driving must hold a full driving licence from their home country.

6. Price and payment

6.1 Prices are per person and in US dollars. A deposit of 25% confirms your booking. The balance is due 90 days before departure. If the balance is not received by then, we may cancel your booking without refund.

6.2 Payment is by credit card through our payment platform, whose terms you accept when you pay, or by wire transfer to our bank account. A booking paid by wire is confirmed when the funds are received. You will keep your payment details complete, current and accurate.

6.3 Dates and prices are set in good faith. Two things beyond our control can move them after you book: a domestic flight schedule that changes can shift the dates by a day, and a sharp move in fuel prices can change the price. If either happens, we tell you first, and why. Where a price increase after booking exceeds 7% of the expedition price, you may cancel within 14 days of our notice and receive a full refund of what you have paid; otherwise the increase is payable. Increases below 7% are payable.

6.4 Fuel for the expedition vehicle is included in the price, and you never pay for fuel on the road.

6.5 We may from time to time offer a reduced price on remaining places to complete a group. A confirmed booking is held at the price contracted and is not eligible for a later reduction.

7. Cancellation and refunds

7.1 A cancellation must reach us in writing, by email to expeditions@nomadicroad.com, before the departure date. Our costs in preparing your expedition are assessed as at the date we receive it. Comprehensive cancellation insurance, taken at the time of booking, is strongly advised.

7.2 Refunds are calculated on the total fees payable, according to when notice is received:

• 90 days or more before departure: 100% refund
• 75 to 89 days before departure: 85% refund
• 60 to 74 days before departure: 50% refund
• Fewer than 60 days before departure, or no notice: no refund

7.3 Refunds are made by the original payment method within 15 business days of your notice, less an administration fee covering bank and card charges.

7.4 No refund is made for any part of the expedition you do not take, whether you leave early, miss days, or do not begin, except as set out in 7.2.

7.5 In place of a refund, we may at our discretion offer a credit towards a future expedition departing within 1 year of your original departure date. A credit is not transferable. When a credit is issued, this agreement ends and a new booking is made on the conditions current at that time.

8. Health and fitness

8.1 You may be asked to complete our medical form and to provide medical information we reasonably request, for the safety of everyone on the expedition. The form is due 2 weeks before departure. A form not returned, or information not provided, may lead us to cancel your booking under section 7.

8.2 If you have a condition that may affect your ability to take part, or that may require medical assistance during the expedition, you must send us a physician's letter confirming your fitness, at least 2 weeks before departure. If a condition arises inside that period, you must tell us in writing at once. We may cancel your booking where a condition is indicated and not cleared by a physician, and you confirm that you have no condition that would create a hazard for you, for other explorers or for our crew.

8.3 You are responsible for judging your own fitness for the expedition, its driving, its activities, its accommodation and its food, and we recommend that you consult a physician before booking. We do not give medical advice. Expeditions pass through remote areas where medical facilities are limited or absent, and where those that exist may not meet the standard you are used to.

8.4 If we judge at any point that your physical or mental health makes you unfit to continue, or a danger to yourself or others, we may exclude you from any part of the expedition, at your own cost.

8.5 If you are pregnant, tell us when you book. We may decline explorers beyond 24 weeks of pregnancy.

8.6 Tell us your dietary requirements and allergies at least 2 weeks before departure. We make every reasonable effort to meet them, within what the region can supply. We are not responsible for requirements notified after that date or not notified at all.

9. The vehicle

9.1 Vehicles are supplied by our local fleet partners. You will sign the rental agreement the fleet partner provides, and you will abide by its terms and by the terms of its insurance.

9.2 By booking, you declare that you hold a valid driving licence and an international driving permit, both in good standing, and that you have the driving competence and confidence to take part.

9.3 At handover you will check the vehicle with our representative, record any defect, and countersign the record. You will return the vehicle in the condition you received it, allowing for the expedition’s normal wear.

9.4 During the expedition you will carry out the ordinary daily checks, stop the vehicle if any warning light shows or any fault is suspected, and inform our crew at once. You will lock the vehicle whenever it is left, and never leave it unattended with the keys inside.

9.5 Tell us immediately of any breakdown, accident, damage, theft, confiscation or impounding. Repairs undertaken without our instruction are not reimbursed. In the event of confiscation or impounding, you are liable for the resulting costs unless we are shown to be directly responsible. After an accident or confiscation the rental agreement may end; a replacement vehicle, where we provide one, is subject to availability and a new rental agreement.

9.6 Only you, and any other explorer named on the rental agreement, may drive the vehicle. You will not drive under the influence of alcohol or drugs, carry passengers for reward, tow, exceed the vehicle's load, give driving lessons, assign the rental agreement, carry dangerous goods, or drive in breach of local traffic law. Off the planned route is off the expedition.

9.7 You are liable for any offence committed with the vehicle during the expedition and for any fine arising. You authorise us to release your details to a government authority that requires them in connection with the vehicle, in accordance with data protection law.

9.8 We are not responsible for the loss, theft or damage of personal belongings carried in or left in the vehicle.

9.9 We may remove you from driving, or cancel your expedition under section 7, if you do not comply with this section or with the fleet partner's terms.

9.10 Vehicle insurance differs by country. Before you book, we set out what the vehicle’s insurance covers, the deposit and the excess or deductible that apply, and the comprehensive upgrades available. You are liable for the excess or deductible on any damage the insurance covers, for the full cost of any damage it does not cover, and for any damage not reported to us at the time. Personal insurance that covers the vehicle rental excess is strongly advised, and it is a condition of section 10.

10. Insurance

10.1 Comprehensive travel insurance is a condition of joining, and we ask to see the policy before you travel. It must cover medical treatment, emergency evacuation, trip interruption and cancellation, baggage, and the vehicle rental excess, and where the expedition goes to altitude or into remote terrain, activity of that kind. A minimum of US$500,000 of medical and evacuation cover is strongly advised.

10.2 Vehicle insurance differs by country. What the vehicle carries, and the comprehensive upgrades available, are set out before you book.

11. Media

11.1 A filmmaker travels with most expeditions. You consent to being photographed and filmed during the expedition, and to Nomadic Road, its crew and its partners using your image and voice in that material for promotional purposes, without payment. If you do not wish to appear in promotional material, tell us in writing before departure and we will respect it.

11.2 Material you take and share with us may be used by us in our publications and online, without payment. You keep ownership of your own material; you grant us a perpetual, royalty-free licence to use, edit and publish it. We may share expedition material with the group as a keepsake, but are not obliged to provide copies of anything.

12. Booking for others

12.1 You may book for others only if you are yourself an explorer on the booking and have accepted these conditions for yourself. You warrant that you have each person's consent to book for them and to give us their information, that each is fit to take part, and that each will comply with these conditions. You are our primary contact for the booking, and we are not liable for information you fail to pass on to the people you have booked for.

13. Prohibited items

13.1 You will not carry, on your person or in your baggage, anything that may endanger other explorers, the crew or the public, including explosives, weapons of any kind including sporting weapons, and flammable materials, nor any illegal substance.

14. Changes and termination by Nomadic Road

14.1 We may end this agreement at any point where you have not complied with it, including the health, document, vehicle and conduct requirements above. In those cases no refund is due.

14.2 If we cancel an expedition before departure for a reason within our control, we refund in full everything you have paid us, and we may, at our discretion and on proof, reimburse flight cancellation fees you have incurred.

14.3 We may amend these conditions from time to time. We will notify you of changes; if you continue with your booking after notice you accept the amended conditions, and if you do not, the booking ends under section 7.

14.4 Termination takes effect when we notify you by email.

15. Events beyond our control

15.1 We are not responsible, and no refund is due, for delay, change or cancellation caused by events beyond our control or that of our partners: acts of God, weather and climate, road, river or sea conditions, equipment failure, epidemic or pandemic and any related government order or restriction, war, terrorism, civil disturbance, strike or labour shortage, act of any government or authority, fire, collision, an unexpected shortage or price shock in fuel, or the death or incapacity of an expedition leader.

16. Risk and limitation of liability

16.1 You understand that an expedition of this kind carries real risk: unmarked roads and tracks, river crossings, altitude, extreme weather, wild animals, remote terrain without ready access to medical care or rapid evacuation, and physical demands for which you may not be prepared. You accept these risks as your own, and you arrange insurance to cover them.

16.2 To the fullest extent the law allows, Nomadic Road and its officers, employees, crew, partners and affiliates are not liable for loss, damage, injury, illness, death, delay, inconvenience or expense arising from the expedition, whether caused by a third-party provider, an event beyond our control, or otherwise, and our liability to you in any event is limited to the amount you have paid us for the expedition. This limitation binds you and anyone you book for, including minors and their guardians, and their successors.

16.3 We are not liable for loss of or damage to valuables or personal property at any point during the expedition.

16.4 Every expedition is offered as described on its page. We do not warrant the weather, the state of the roads, the behaviour of animals, the availability of any sighting, the accuracy of history told around a fire, or that the expedition will be uninterrupted or without risk.

16.5 You confirm that you have had the opportunity to take medical and other advice on the risks before accepting these conditions.

17. Notices

17.1 Notices under this agreement are given by email and take effect when sent to a correctly stated address. Notices to us go to expeditions@nomadicroad.com. Each party will inform the other of any change of email address.

18. General

18.1 This agreement may not be assigned or transferred by you without our written consent.

18.2 A failure by either party to enforce a provision is not a waiver of the right to enforce it later.

18.3 If any provision is found invalid or unenforceable, the rest of the agreement stands.

18.4 This agreement, with the documents named at the start, is the entire agreement between us and replaces anything said or written before it.

19. Disputes and governing law

19.1 If a dispute arises, you and we will first try to resolve it in good faith between ourselves, for 30 days from written notice. Discussions in that period are without prejudice and confidential.

19.2 A dispute not resolved in that period is referred to binding arbitration in Dubai, United Arab Emirates, before a single arbitrator, under the rules of the Dubai International Arbitration Centre. Any award of damages against us is limited as set out in 16.2.

19.3 This agreement is governed by the laws of the United Arab Emirates as applied in the Emirate of Dubai. Any court proceedings arising from it are brought in the courts of Dubai, and each party submits to their exclusive jurisdiction. During the expedition you will also comply with the laws of every country on the route.

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