Vaera Journeys

Terms and Conditions

THE FINE PRINT...

 

All bookings are made with Vaera Journeys and the owner of all of its advertised itineraries. By booking a trip with us, paying a deposit, or signing this agreement, you accept all the terms in this agreement on your own behalf and on behalf of all persons listed in the booking, and direct us to perform services for each and every traveler. The terms and conditions set forth in this agreement constitute the entire understanding and agreement between you the traveler and Vaera Journeys, with respect to any and all bookings, reservations, trips, or transactions made with Vaera Journeys. 

All travelers must be 18 years of age or older to travel with Vaera Journeys.

I. Insurance Requirements
It is mandatory that all of Vaera Journeys’ travelers provide proof of current and adequate travel insurance before the trip begins. Travel insurance must cover personal injury, medical treatment, repatriation, and evacuation expenses, including helicopter rescue and air ambulance internationally. It is recommended that travel insurance also address personal property and trip cancellation coverage. Trip cancellation insurance may be the only means of receiving reimbursement for flights and other non-refundable expenses should a Vaera Journeys trip be cancelled for any reason, whether voluntarily by you or as a result of Vaera Journeys’ actions. You are responsible for understanding the specifics of your travel insurance policy, ensuring that your policy covers all optional and included activities listed in the trip itinerary, and ensuring that there are no exclusion clauses (e.g., air delays due to mechanical issues) that would limit the coverage that you might reasonably need. If you have current health insurance coverage, check your insurance policy to see if it provides the coverage described above while traveling outside your country. It is your responsibility to verify your insurance policy details with your insurance provider to ensure Vaera Journeys’ requirements are satisfied.

II. Deposits, Payments, Refunds, and Cancellations
Bookings may be made via communication with our reservations, with payment made through WeTravel. The deposit and payment schedule for our trips appears below.  

A) If booking a multi-day trip more than 25 days from the departure date, a deposit totaling 40 percent of the trip cost is due to confirm your space. The remaining balance is due no later than 25 days before the departure date. If your booking is made within 25 days or less before trip departure date, the entire trip cost must be paid at the time of confirmation.

B) Cancellations
    i. Any cancellations by you will result in the loss of all monies collected from you. For this reason, we strongly recommend you have comprehensive travel insurance that includes cancellation coverage so you are protected financially in case anything comes up that prevents you from joining your trip. 
    
    ii. If you do not pay the balance of your trip within 25 days of the departure date, your booking will be cancelled, resulting in the loss of all money collected. 

    iii. If Vaera Journeys is forced to significantly alter or cancel your trip, we will let you know as soon as possible. In these circumstances, you can choose one of the following options:
    
        1) Accept Vaera Journeys’ offer of a comparable replacement trip (offered at Vaera Journeys’ sole discretion and subject to availability), or
    
        2) Receive a refund of all monies paid.

2) When accepting an offer for a replacement trip:
    
    i. If the cost is lower than the price of your original trip, you will receive a refund for the difference in cost.

    ii. If the cost of the replacement trip is equivalent or higher than your original trip, you owe nothing.

III. Changes by You

Change requests to our itineraries can be very disruptive. If you request to change your trip dates or alter your itinerary after we confirm your booking but before your trip’s departure date, we will consider whether we can reasonably accommodate without any disruption to the trip. If we are able to make such changes, a change fee may be applied. (There is no change fee for transfers to replacement trips described in the preceding section.) The type and scope of change dictates the amount of the change fee and such fees can be substantial. Our outside suppliers, including hotels, often impose additional fees or penalties for changes and cancellations. It is in our sole discretion whether to accept a change request.

IV. Alterations or Cancellation by You After Commencement of Travel

We will forward any alteration that you request after your trip has commenced to our independent suppliers.  We will work with them to try and accommodate reasonable requests but cannot guarantee that any changes will be possible after your trip has commenced. Changes after departure can create severe complications. In the event you request a change, you will be liable for any cancellation charges and change fees that may be imposed for the booking of revised arrangements and for all costs associated with the arrangements themselves. It is in our sole discretion whether to accept a change request.

V. Cancellations or Changes by Us and Flexibility

We reserve the right to cancel, alter or modify any trip without prior notice for any reason, including but not limited to for the safety and/or comfort of clients and for circumstances of Force Majeure, which is defined in this agreement below. This includes the right to replace or substitute guides and accommodations in the trip materials, modify the order in which places are to visited, and make other changes in the itinerary. You acknowledge that the amenities, accommodations, transportation, route, schedule, and itinerary may change without prior notice due to local circumstances or events, which may include mechanical breakdown, flight cancellations, illness, strikes, political disputes, weather, border crossing problems, and other unforeseeable factors. If, prior to departure, we make a significant change because of a problem with a supplier (e.g., bankruptcy), we will, as soon as reasonably possible, notify you of available alternatives.

If we must cancel a trip due to insufficient enrollment, all trip members will be notified a minimum of 30 days before the trip departs and will receive a full refund of payments made to Vaera Journeys.

Any changes may require a supplemental payment from you or result in a partial or full refund. A supplemental payment is a rare situation; however, such a payment may arise due to unexpected events (e.g., increase in government fees). We typically try to absorb any increased fees as a result of a change by us under this section. If we cannot absorb the extra cost, we will give you advance notice in the rare event that a change by us would require a supplemental payment. A refund under this section will constitute full settlement of claims you may have arising out of our cancellation. Unless doing so would create an unstable financial situation for us, we will refund any deposits already paid in the event of a cancellation due to Force Majeure less any non-refundable deposits paid to our third party suppliers. We will work with our suppliers to try and obtain any non-refundable deposits so that we can give you a full refund. We cannot guarantee such a result, though.

VI. Denial of Participation

Vaera Journeys reserves the right to deny participation in the trip to any traveler that Vaera Journeys, in its sole discretion, judges to be incapable of meeting the rigors and requirements of the trip activities, or whose actions or deportment it judges unsuitable for group travel. During the trip, Vaera Journeys has the right in its sole discretion to remove anyone who it determines to detract from others’ enjoyment of the trip. The decision of the guide, host or local supplier is final on all matters that may threaten the safety or interfere with the well-being of others. Any costs resulting from being removed from a trip or being declined participation in a trip is at your expense.

VII. Force Majeure

We will not be deemed in breach of this agreement or otherwise liable to you, by reason of delay in performance or nonperformance of any of our obligations under this agreement to the extent that any such delay or nonperformance is due to any Force Majeure. ” means any circumstances beyond our reasonable control, including without limitation acts of nature, terrorist activities, insurrection, explosion, flood, tempest, forceful wind, fire or accident, war or threat of war declared or undeclared, sabotage, civil disturbance, labor strikes, requisition, sickness, quarantine, government intervention, weather conditions, and unforeseen circumstances. If we and any of our suppliers are affected by Force Majeure, we and our suppliers shall be entitled to, and may in our sole discretion, vary or cancel any itinerary or arrangement in relation to the trip. Regarding civil unrest, once we have investigated the prevailing situation, as we deem fit, it shall remain in our sole and absolute discretion whether to proceed with the trip.

VIII. Optional Activities

During any Vaera Journeys trip, there may be opportunities to participate in activities or local events, which are not included in Vaera Journeys’ packaged trip. Vaera Journeys makes no representations about the safety or quality of these activities and events, or the standard of the independent operator running it. Activities may include, but are not limited to, vehicle/boat/aircraft trips, walking or guided trips, surfing, fishing, hiking, swimming, zip lining, and parasailing. Events may include, but are not limited to, local festivals, concerts, and organized events. You understand and agree that any assistance given by Vaera Journeys’ trip leader or staff to help arrange these optional activities is done in good faith. Vaera Journeys does not sponsor or endorse these activities or events, nor can Vaera Journeys be held liable for any injury or illness resulting from your participation. If you decide to participate in these events, you do so voluntarily and should take precautions to ensure your own safety.

IX. Discounts and Promotions

All discounts and reduced pricing are offered and are applied at Vaera Journeys’ sole discretion. From time to time, Vaera Journeys may offer reduced pricing on selected trips. The reduced pricing applies strictly to new bookings only. Bookings for which the traveler has already paid a deposit are locked into their original price and are not entitled to the reduced pricing.

X. Pre-Departure Documentation

It is important that you carefully read all trip-related documents that you receive from us as soon as you receive them. It is your responsibility to contact us if any information is incorrect. We are not responsible for any errors in documentation if you fail to notify us of any inaccuracies within 30 days of your receipt of those documents. This agreement, our liability waiver, and, if required, a medical statement or certification must be signed and submitted by you in order to travel with us. If we do not receive these signed documents from you prior to departure, we reserve the right to treat your booking as cancelled by you and impose the cancellation fees described in this agreement.

XI. Passports and Visas

You are responsible for ensuring that all necessary travel documents are valid and effective and in your possession for the entire trip. Valid passports are required for travel to most destinations. Please check with the appropriate consulate or embassy for the latest entry requirements. You assume complete and full responsibility for, and hereby release Vaera Journeys from any duty of, checking and verifying any and all passport, visa, vaccination, or other entry requirements of each destination, and all safety or security conditions at such destinations. While we may provide information on such matters as a courtesy to you, we are not responsible for any errors or omissions as to the information provided.

Vaera Journeys is not responsible for delays, changes, or cancellation costs due to incorrect, incomplete or expired traveler documents. In the event that you must cancel, delay or reschedule your trip due to expired or missing travel documentation, you are responsible for all associated costs to rectify the situation. If you are unable to join your trip, you will not be reimbursed or refunded any amounts as per the cancellation terms listed in this document. 

XII. Health and Medical

You represent that you do not have any condition, physical or mental, that would create a hazard for you or other travelers or affect other people’s enjoyment of the trip. If you have a physical condition, dietary restrictions, or other conditions (pre-existing medical) that will require special attention during the trip, you must inform us in writing when the booking is made. We may require a medical certificate if you have a special condition.

Note that we are not a medical authority. We assume no responsibility for any medical care provided to you. You agree to assume all costs of medical care and related transportation that are provided to you during the trip. 

XIII. Complaints and Claims

If you wish to make a claim, submit a complaint, or request compensation for any reason, you agree to do so via email within 30 days after the trip’s completion. Any and all supporting documentation to the claim or complaint must accompany the email. Any claim or complaint received by Vaera Journeys after this deadline will not be accepted or reviewed. Send emails to us at meagan@vaerajourneys.com.

If you have any issues or questions during your trip, promptly notify us or your host or guide so that we can try to address them.

XIV. Limits on Responsibility

At no point, and under no circumstances, is Vaera Journeys responsible for payments or costs relating to external services such as flights, accommodations, services, car service, or any other part of travel that was booked and paid for externally to Vaera Journeys. Vaera Journeys is not obligated to alter any trip itinerary or suspend a trip’s commencement for any reason that prevents you from joining a trip as planned.

XV. Travel Advisories & Warnings

While we continuously monitor the areas we visit as reasonably possible, it is your responsibility to become informed about the areas where you are about travel to including any travel advisories and warnings issued by government authorities in your country. In the U.S., consult the U.S. State Department’s website at www.travel.state.gov or contact them by phone at the number specified on their website. You are responsible for protecting your own well-being and personal property before, during, and after your Vaera Journeys trip. This includes ensuring any and all vaccinations, inoculations, or prescribed medications are taken as directed by your local doctor and/or travel clinic for the areas visited.

XVI. Local Payments

At times throughout your trip, it is likely that you will have the opportunity to participate in activities and/or events that are not included in the trip itinerary. These opportunities allow you to customize your experience and level of adventure on the trip, but keep in mind that Vaera Journeys does not endorse or sponsor these services as mentioned in the Optional Activities section above. All optional activities are paid for locally and directly to the supplier of the activity, event, or service.

XVII. Personal Responsibility

You are responsible for purchasing the style of trip that fits your desired comfort level and participating in activities that are suitable for your fitness level and capabilities. By making a booking, you acknowledge that Vaera Journeys’ trips are adventurous by nature and may involve a significant amount of personal risk.

XVIII. Seat Belt Policy

To ensure the safety of our Travelers and local hosts and guides, Vaera Journeys recommends that everyone stay seated and wear their seat belts at all times while riding in any vehicle that is in motion. This recommendation is not only for your safety but also for the safety of everyone else in the vehicle. It is noted that some vehicles internationally may not be equipped with these restraints as accepted by local laws. Vaera Journeys and our transportation suppliers remain focused on protecting your safety, but they cannot be expected to constantly check to make sure everyone is buckled prior to moving a vehicle. Therefore, it is your responsibility to remain seated and wear your seatbelt properly and at all times while the vehicle is in motion.

XIX. Cultural Differences and Drug Policy

It is acknowledged and understood that traveling to international destinations will expose travelers to unique situations and experiences that are different than those you are familiar with in your home country. These differences enhance the experience and adventure of your trip, and typically involve cultural and social aspects of the region such as food, drink, attire, and local laws. Vaera Journeys and your guide or host will discuss these differences during your trip, but you also have a responsibility to perform your own research and act responsibly while traveling. Vaera Journeys does not tolerate drug use of any kind during our trips and strongly encourages responsible alcohol consumption. This policy is in place for your safety and those traveling with you. We want you to have fun and encourage you to take advantage of the local culture, but Vaera Journeys emphasizes safety as a top priority.

XX. Applicable Law, Choice of Forum, and Severability

You agree that this agreement shall be interpreted according to the laws of the State of New York in the United States. Jurisdiction over any dispute arising out of, in connection with, or relating to this agreement and/or the transactions and relationships among the parties contemplated by this agreement shall be filed exclusively in federal or superior court in the State of New York. You agree to personal jurisdiction in the specified forum. If any portion of this agreement is determined by a court to be null and void, the remaining portions of this agreement shall nevertheless remain valid and binding upon the parties. You also agree that this agreement is intended to be as broad and inclusive as permitted under applicable law. You agree that if any portion of this agreement is found to be void or unenforceable, the remaining provisions shall remain in full force and effect.

XXI. Limitation of Remedies

You agree that the sole remedy for any default by Vaera Journeys arising under this agreement shall be the return of the paid trip cost, to the extent consistent with applicable law. To the maximum extent permitted under applicable law, Vaera Journeys shall not be liable for any special, consequential, indirect, incidental or other damages arising out of or in any way connected to this agreement, including lost profits, whether such damages arise in contract, negligence, tort, under statute, in equity, at law, or otherwise, even if Vaera Journeys has been advised of the possibility of such damages. You expressly waive any right you may have to recover such damages.