Terms & Conditions
Reserving Your Place for Your Vaya Adventure
Early reservations are highly recommended. Airlines often sell out their best fares and cruise vessels can fill up months in advance, particularly during peak departure dates. To reserve your trip, you simply make the 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). Additional booking forms may need to be completed with additional information depending on your chosen vessel.
Payment Schedule and Pricing
We require the following payment schedule for our trips:*
At time of reservation …………………. A per person non-refundable deposit*
120 days prior to departure or at time of invoicing……………… Balance
Any trips reserved 120 days or less prior to departure require payment in full upon reserving.
Balances are payable by check or bank transfer or bank transfer unless otherwise specified.
*Payment schedules and deposit amounts for Antarctic cruises can vary. The exact amount of the deposit will be stipulated at the time of booking. Additional payment schedules and requirements set by local operators take precedence over any of these schedules and requirements. 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.
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 cancelled 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|
|60 to 90 days prior to departure:||50% of total cost for entire trip|
|Less than 60:||100% of total cost for entire trip|
**Cancellation schedules for some cruises or certain special events are often stricter. Additionally, clients are subject to any cancellation fees assessed by the purveyors of services including hotels or airlines used in the itinerary. We highly recommend that all clients purchase trip cancellation insurance (some vessels require it). 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.
Most Antarctica cruises require emergency medical evacuation and medical insurance. The required insurance will be stipulated at the time of booking. Additionally, we strongly recommend that all of our 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.
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 vessel/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, cruise companies or 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!