Terms & Conditions
Reserving Your Place for Your Vaya Adventure
Early reservations are highly recommended. Airlines often sell out their best fares and hotels can fill up months in advance, particularly the kind of smaller hotels that we generally work with. To reserve your trip, you simply make a $500 non-refundable deposit*, via check, bank transfer, or credit card. You may mail a personal or bank check, transfer the funds, call us with your credit card information or pay your deposit online. Click here to review all of our deposit payment options. Each participant must also fill out, digitally sign, and submit a Booking Form (parents must digitally sign for children under 18). Prior to your departure (typically 3-4 weeks before) you will receive pre-departure information relevant to your trip and your destination, and an itinerary.
Payment Schedule and Pricing
We require the following payment schedule for our trips:*
At time of reservation: $500 per person non-refundable deposit*
90 days prior to departure or at time of invoicing: Balance
Any trips reserved 90 days or less prior to departure require payment in full upon reserving.
Balances are payable by check, bank transfer, or credit card except for payments on cruises (including Galapagos, Amazon, Patagonia, and Antarctica) which are payable by check or bank transfer.
*Payment schedules and deposit amounts for some trips, such as trips including cruises, stays at certain properties or lodges, or trips taken during certain times of year, can vary. Additional payment schedules and requirements set by local operators take precedence over any of these schedules and requirements. Most trips including a cruise or all-inclusive lodge stays have higher deposits. All prices are in U.S. dollars and payments must be made in US dollars. Payment for air tickets is due at the time the tickets are issued. A few of our tours are priced according to the number of passengers in your group. Staff, guides and guests of Vaya Adventures are not included in the tier pricing count. Prices listed on the Vaya Adventures website or elsewhere are subject to change. Accommodations are based on double occupancy. Participants who specifically request single rooms (with no roommate) must pay a “single supplement.” The single supplement varies from trip to trip.
Cancellations and Refunds**
Notice of cancellation of your trip must be received in writing by Vaya Adventures. If it becomes necessary for you to cancel your trip, the following fees will apply to canceled trips, computed as of the date of receipt of written cancellation notice:
|More than 120 days prior to departure:||$0 (initial deposit is non-refundable)|
|91 to 120 days prior to departure:||25% of total cost for entire trip|
|30 to 90 days prior to departure:||50% of total cost for entire trip|
|Less than 30 days:||100% of total cost for entire trip|
**Cancellation schedules for cruises or certain special events are often stricter (please contact us for specific terms & conditions or cancellation policies for any specific property or cruise). Additionally, clients are subject to any cancellation fees assessed by the purveyors of services including hotels, cruise operators, or airlines used in the itinerary. We highly recommend that all clients purchase trip cancellation insurance. No partial refunds are possible for unused portions of a trip. Vaya Adventures is not responsible for any expenses incurred by trip members in preparing for a canceled trip (e.g., nonrefundable advance purchase air tickets, visa fees, inoculations, equipment, etc.) or for any additional arrangements. If for any reason Vaya Adventures cancels your trip, an alternative trip of a similar standard will be offered to you. If this is not acceptable to you, then all moneys paid by you to Vaya Adventures will be refunded. Beyond the trip costs paid to us, Vaya Adventures is not responsible for any loss or damage that arises out of any cancellation for any reason whatsoever.
U.S. citizens traveling outside the United States are required to carry documentation of U.S. citizenship, such as a passport. It is your responsibility to obtain proper documentation to travel, including but not limited to a passport and any required visas. Many countries require that your passport be valid for 6 months beyond the date of travel. Non-U.S. citizens, those traveling on non-U.S. passports, or those arriving to or departing from a non-U.S. destination, should inquire with any applicable embassies or immigration authorities about entry/exit requirements for countries they are visiting, departing from, or returning to. Such items as documentation, vaccines, insurance, or anything else that might be required are the responsibility of the traveler.
We strongly recommend that all of our travelers purchase travel insurance. Travel insurance can help protect you in the event of loss of non-refundable trip deposits and payments that result from cancellation or trip interruption (due to a covered reason such as injury or illness before or during the trip). It also helps with reimbursement for medical emergency costs (including very costly medical evacuation costs), missed connections and baggage loss. Families traveling together, in particular, can benefit from travel insurance, due to the high investment in the trip and the increased risk of one person’s illness resulting in the entire trip being cancelled.
If you are interested in purchasing travel insurance, two suggested options are Arch RoamRight or World Nomads. Arch RoamRight provides more comprehensive options that may include coverage for pre-existing conditions (as long as the policy is purchased within 21 days of making the initial deposit on the trip; other provisions apply). World Nomads offers more economical policies providing good coverage up to a maximum of $10,000 for travelers less than 70 years old, but has no coverage for pre-existing conditions. You can view the details of Arch RoamRight’s plans by visiting the Arch RoamRight website. You can view the details of World Nomad’s plans by visiting the World Nomads website. If you want to shop around to compare coverage and rates, InsureMyTrip.com is a good website for comparing prices from several reputable insurers.
Release of Liability
These paragraphs define our responsibility with respect to all of our trips. Please read them carefully. Participation on your chosen trip represents your acceptance of the following terms and conditions: I acknowledge that I have voluntarily applied to participate in the trip I have chosen (or to any trip to which I transfer). I understand and hereby acknowledge that there are inherent and other risks involved in trips and activities of this kind and I freely and voluntarily assume those risks. I understand that travel in the destination to which I am going involves an increased level of risk from travel in the United States, and that safety standards and travel conditions are not at the same level that they are in the United States. These risks include, but are not limited to: forces of nature, including but not limited to weather; physical exertion for which I am not prepared; any and all risks associated with vehicle collisions or road accidents of any kind; accidents relating to risky physical activities such as snorkeling, rafting, hiking, scuba diving, horseback riding, sea kayaking, and any other physical activity; criminal activity; high altitude; transportation failures; any and all risks associated with food and impure water; any and all risks associated with illnesses or disease; civil unrest; terrorism; consumption of alcoholic beverages; accident or illness without rapid access to medical supplies or services; the adequacy of medical attention once provided; and lost or misplaced luggage. I understand that changes to the planned itinerary may occur as a result of local circumstances or events. I accept changes to the amenities, route, type of transport, and schedule that may be necessitated by these local circumstances and events, including but not limited to mechanical breakdown, strikes, weather, flight cancellations, or other unforeseen problems. Vaya Adventures reserves the right to substitute hotels from those indicated in the itinerary if necessary. I also understand that Vaya Adventures reserves the right to take photographic or film records of any of its trips, and may use any such records for promotional and/or commercial purposes. I understand and acknowledge that the services that Vaya Adventures provides in connection with its itineraries, including hotel accommodations, restaurants, transportation, and other services, are purchased from various independent suppliers that are not owned or operated by Vaya Adventures. I understand and accept that I will not hold Vaya Adventures liable for any actions taken by any local travel providers, including destination management companies and other outfitters that provide all of the services that make up the trip I am participating in. I understand that Vaya Adventures has no right to control these suppliers’ operations and agree that Vaya Adventures will not be liable for any act or omission of any independent supplier or any unrelated third party. I expressly agree that Vaya Adventures, and its own agents and employees, shall not be liable for any delay, mishap, inconvenience, expense, irregularity, damage, loss, injury to person, or damage to property occasioned through the conduct or default of any company or individual engaged in providing these services. Each of these passenger conveyance companies, tour companies, hotels, restaurants, etc., is subject to the laws of the state or country where the service is provided.
Trip Member’s Responsibility
Trip members are responsible for selecting a trip appropriate to their abilities, communicating any special needs to Vaya Adventures prior to commencement of the trip, and for being in sufficient good health to undertake the trip without posing a risk to themselves or others. Trip members are also responsible for bringing the appropriate clothing and equipment for their trip.
Changes to Published Itineraries
Vaya Adventures reserves the right to make changes to its published itineraries before a booking is made. These changes will be made in the interest of improving the itinerary for the clients. If significant changes have been made to a published itinerary prior to reserving, the client will be informed of those changes upon reserving.
The price of the trip includes local ground transportation, local accommodations as indicated in the itinerary, meals as indicated in the itinerary, in some cases domestic and regional flights as indicated in the itinerary, guiding services as indicated in the itinerary, and most park entrance fees. Costs not included in the price are some meals as noted in the trip itinerary, soft drinks and liquor, medical expenses, costs of hospitalization or evacuation, laundry, airport departure taxes, accommodations en route to the destination, visas, international airfares, gratuities, and insurance. Please note that if a trip must be extended or an itinerary modified due to weather, road conditions, lack of transportation, political or civil disputes, medical emergency or other causes beyond our control, the associated costs including any non-recoverable costs are not included in the trip rates or refunds. In such circumstances it is your responsibility to pay directly for actual extra costs in the field (i.e. food, transport, accommodations, etc.).
Vaya Adventures is not responsible for any airline penalties or fees resulting from changes or trip cancellation once airline tickets have been issued. Vaya Adventures is not responsible for any forfeiture that results due to any inability to obtain airline tickets that allow you to participate on a reserved trip. It is your responsibility to make sure that all flights you purchase coincide with the trip itinerary. Please note that all airfare on our trips is subject to change without notice until tickets are issued. PLEASE NOTE: If due to unforeseen circumstances your trip should be delayed or cancelled, please bear in mind that many budget airfares carry major restrictions and in many cases are nonrefundable; may only be valid on the carrier listed (i.e., non-endorsable); may require advance purchase; may only be valid for specific travel dates or times; and/or may involve traveling by an inconvenient route.
Thank you again for traveling with Vaya Adventures. We appreciate your business and hope you are looking forward to your trip!