Booking Form

INSTRUCTIONS: Thank you for confirming your trip with us. Every participant must submit a completed and digitally signed Booking Form to finalize the booking. We need this information as soon as possible in order to reconfirm your reservations. A parent or guardian must digitally sign the form for any travelers under 18 years of age. ("Digitally signing" simply means that you type in your name with the same effect as signing it.) You should have your passport information available when you sit down to fill out the form. All sections are required. If you have any questions about anything, please don't hesitate to ask.

Traveler Information

Trip ID*
First Name*
Last Name*
Street Address*
State (or Province)*
Zip (or Postal Code)*
Cell phone*
How did you hear about us?*
If referred, please indicate by whom

Passport Information

PLEASE NOTE: Many countries require a passport to be valid 6 months past the travel dates. If you do not yet have a passport or if you are renewing your passport, please note this below and provide us with this information as soon as it is obtained.

Passport Name*
Date of Birth (mm/dd/yyyy)*
Check box if currently renewing or obtaining passport
Passport Number*
Nationality (country of issue for passport)*
Passport Issue Date (mm/dd/yyyy)*
Passport Expiration Date (mm/dd/yyyy)*

Please double check the above entered passport information before proceeding.


PLEASE NOTE: Rooming arrangements are subject to availability

Please indicate the names of any other travelers who will share a room with you:

I would like to have my own room:  

I prefer the following room type:*

If there is anything else we should know about your rooming preferences, please indicate it here:

Please select from the following regarding your arrival and departure information:
I have made my own flight arrangements and have forwarded a copy of my itinerary to Vaya Adventures (best option is to forward the confirmation email you received from the carrier).
I have not yet booked my flight arrangements, but will send Vaya Adventures a copy of my itinerary once I have done so.

Other Information

Please use the space below to let us know about anything you may want us to be aware of:


  • If there are any special events you will be celebrating (birthdays, anniversaries, etc.), special needs or requests you may have.

  • What your very top priorities for this trip are (whether it’s seeing a specific place, doing a certain activity, having a certain experience, seeing a specific wild animal, enjoying a certain type of cuisine, etc.).

  • If you have any other special interests (examples could include things like architecture, wildlife, walking, food, wine, contemporary art, crafts, etc.) that you would like us to take into account in finalizing your trip details and excursions.

  • If you have an interest in attending any live events (opera, live music, theater, soccer game, polo match, etc.)

Diet & Medical Information

Weight (lbs)*
Height (feet-inches)*

Do you have any dietary restrictions or requirements? If so, please list:

Do you have any current medical conditions, infirmities, physical limitations or disabilities that we should be aware of? If so, please list:

Please list the names of any medications you are currently taking that we should be made aware of:

In case of emergency, please contact (the emergency contact must be someone not traveling with you):

Cell Phone or Main Phone*

GTCF (Galapagos Travelers Conservation Fund) - Recommended especially for Galapagos travelers, funds targeted grants to the Charles Darwin Foundation and other worthy environmental organizations working to protect the fragile environment of the islands. We will match all donations to this organization up to an annual minimum total of $2,500; all contributions are tax deductible.

Promujer - Recommended for all travelers, highly respected organization providing microcredit to women to help them improve their lives; operations in several Latin American countries, including Peru, Argentina and Bolivia. We will match all donations to this organization up to an annual minimum total of $2,500; all contributions are tax deductible.

Payment Information

Please review the Terms & Conditions and Release of Liability found below.

By selecting "I agree" I acknowledge that I have read, understand and accept the Terms & Conditions and Release of Liability that accompany this Booking Form.

Date (mm/dd/yyyy)*
Lead Status

A parent or legal guardian must digitally sign the form and accept the Terms & Conditions and Release of Liability for any children under 18 years of age. "Digitally signing" simply means that you type in your name with the same effect as writing your signature.

PLEASE READ THIS NOTE BEFORE CLICKING SUBMIT: Once you click on the Submit button below, it may take a minute for the system to process your booking. Please do not close your browser, hit escape or attempt to re-submit the form until you see a "Thank You" page. Thank you for booking your trip with us!

Terms & Conditions

Reserving Your Place for Your Upcoming Adventure

Each participant must fill out, digitally sign, and submit this Booking Form (parents must digitally sign for children under 18).

Payment Schedule and Pricing

Payment Schedule and Pricing are provided by the travel agent.  Accommodations are based on double occupancy.

Cancellations and Refunds

Cancellation and Refund policy are provided by the travel agent.  It is highly recommended that all clients purchase trip cancellation insurance.  No partial refunds are possible for unused portions of a trip. The travel agent and tour operators are 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 the travel agent or tour operators cancels your trip, an alternative trip of a similar standard will be offered to you.   Beyond the trip costs paid to us, the travel agent and tour operators are 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.

Trip Insurance

It is strongly recommended that all of travelers purchase travel insurance. Travel insurance can help cover everything from baggage loss, missed connections, and trip interruption, to medical emergency, including medical evacuation costs. It also helps protect you in the event of loss of non-refundable trip deposits and payments that result from cancellation or trip interruption.  Families traveling together, in particular, can benefit from traveler’s 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. One insurance provider is Allianz, and their most popular plan is the Classic Plan. You can view details of this plan by clicking on this link: Allianz Classic Plan, or by visiting the Allianz website.

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. The travel agent and tour operators reserves the right to substitute hotels from those indicated in the itinerary if necessary. I also understand that the travel agent and tour operators 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 the travel agent and tour operators 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 the travel agent and tour operators. I understand and accept that I will not hold the travel agent and tour operators 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 the travel agent and tour operators has no right to control these suppliers’ operations and agree that the travel agent and tour operators will not be liable for any act or omission of any independent supplier or any unrelated third party. I expressly agree that the travel agent and tour operators, and their 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 the travel agent and tour operators 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

The travel agent and tour operators 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.

Expenses Covered

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.).

Airline Arrangements

The travel agent and tour operators is not responsible for any airline penalties or fees resulting from changes or trip cancellation once airline tickets have been issued.  The travel agent and tour operators 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 us.

We appreciate your business and hope you are looking forward to your trip!