Booking Documents

All the above documents that apply to this trip have to be filled and signed to proceed with the Client booking.

Please, click on the following documents to download.

Trip Terms and Conditions

1) Booking Agreement

Please make sure you read the terms and conditions properly. Once you have signed the booking form, you acknowledge and accept the terms and conditions outlined in this contract. All of the provided information is given for your safety and security; it would be best to familiarize yourself with this information. By using our services, you acknowledge and agree that you will follow these terms and conditions and any rules applicable to this policy.

The terms and conditions outlined in this agreement constitute the entire understanding and agreement between you, the trip “Group Leader” and v-adventures LLC, with respect to any and all bookings, tours, or transactions made with v-adventures LLC.

By submitting a booking form and signing this agreement, you accept all of the terms in this agreement and direct us to perform services on your behalf. All persons named in this booking (“Participants”) are subject to this agreement. By signing this agreement, you affirm that you have made all other Participants listed in the booking aware of these terms – regardless of how final payment is made – and that all Participants accept these terms.

2) Trip Details 

    • Trip ID: 
    • Departure date:
    • Return date:
    • Client:

3) Booking and Deposit Information

The client will have to immediately sign our Terms and Conditions and pay a non-refundable booking fee to confirm the tour. The non-refundable booking fee is due to start the booking process officially. Once the documentation and the funds are received, we will issue an invoice for the deposit that is due after 7 days. When the deposit is received, this contract has gone into effect, and your booking has been set. The final balance is due 90 days before departure. 

Please note, we are a facilitator, and our partners reserve the right to refuse bookings for any reason.

4) Booking Confirmation 

Upon receiving your signed booking form, please scrutinize it to ensure that all of the information is accurate and complete. 

If the Client finds an error in his/her booking form, please contact us immediately so we can fix it, as there is a very short window of time in which changes can be made. If we have not received notice of confirmation issues within 7 days of the receipt being sent, we will assume that all the information is accepted as correct. 

After 7 days, we may not be able to make changes to his/her booking. Any changes that can be made outside the 7-day window may be assessed as a booking change fee.

5) Payments

Upon receiving your signed booking form, please scrutinize it to ensure that all of the information is accurate and complete. 

If the Client finds an error in his/her booking form, please contact us immediately so we can fix it, as there is a very short window of time in which changes can be made. If we have not received notice of confirmation issues within 7 days of the receipt being sent, we will assume that all the information is accepted as correct. 

After 7 days, we may not be able to make changes to his/her booking. Any changes that can be made outside the 7-day window may be assessed as a booking change fee.

6) Children Policy

A child of 12 years will be charged the full adult per person rate on all services provided.

Parents and/or Legal Guardians must sign for participants under the age of 18

For each Participant under the age of 18:

Participant’s Parent/Guardian

 

Date

Print Name 

 

Signature 

 

Minor’s

First name

Last Name

1

  

2

  

3

  

4

  

7) Client Responsibilities

By booking our services, you agree to accept the decisions made by our company and any other affiliates of our company while you are on the trip. 

Suppose at any time an authoritative person believes that your health, safety, or conduct are in danger or will put another person in danger or trouble. In that case, they may exclude you from certain parts of the trip, or in some cases, the entire trip. If this happens, you are not entitled to a refund or any other form of compensation.

8) Unforeseeable Circumstances

In the instance of unforeseeable circumstances that will interfere with your tour, we cannot be held responsible for these conditions or pay any compensation for the inconvenience. 

These types of circumstances are things that are out of our control, such as wars, extreme weather, civil unrest, terrorist activity, fire, pandemic, and other similar unavoidable events of this nature.

9) Cancellation Policy and Refunds

To cancel your booking, you must submit your request to us in writing by email at info@v-adventures.com or postal mail at 1499 Sierry Springs Dr. Prescott AZ 86305. 

9.1) Regular Cancellation Policy

All cancellation notices must be given in writing and signed by the Client who booked the tour. Cancellation fees will be applied per person according to the following schedule, based on the date we receive your written notification:

    • The Booking Fee and the Deposit are fully non-refundable 
    • Balance: between 120 and 45 days before the departure, a credit note will be issued
    • 44 days or less: loss of the full amount

Foreign currency-based supplier rates can fluctuate relative to the US dollar and may result in a price increase to the final invoice. Airfare quotes are estimates only and are subject to change until tickets are issued. Ticketed airfares are non-refundable.

Suppose payment costs have not been paid in full before you canceled. In that case, a cancellation charge will be levied against the Client, even if the customer has purchased insurance that protects against cancellations. It will then become the Clients’ responsibility to collect money directly from the Clients’ insurance company. 

Your flights have to be paid in full in the deposit, and they are non-refundable. In case of cancellations, it will become the Client’s responsibility to collect money directly from the clients’ insurance company.

No refunds will be provided for any unused portion of a tour once the tour begins (departure date), including if you leave a tour for any reason or have to be removed from a tour. There are no exceptions to this cancellation and refund policy, including for reasons related to weather, terrorism, civil strife, personal, family, or medical emergencies or any other circumstances beyond our control. For this reason, we strongly encourage you to purchase trip cancellation and interruption insurance. 

There are no refunds for personal expenses. The Client will not be reimbursed for any personal expenses such as airfare, hotel, or other travel expenses due to changes in itineraries or tour cancellations.

9.2) COVID-19 Special Cancellation Policies

9.2.1) Official COVID-19 Travel Ban Declaration

These Special Cancellation Policies are applicable in case of a COVID-19 travel ban declared by the WHO (World Health Organization https://www.who.int/) or the US Department of State Advisory (https://www.state.gov/coronavirus/), in the dates the Client is traveling.

These policies are applicable for all new bookings unless differently stated and signed by the Client in the Booking Confirmation, or unless other different situations, due to circumstances beyond our control, may occur, and we reserve the right to do this. 

9.2.2) New bookings, departure between January 1st, and June 30th, 2021
    • Booking fee: not refundable
    • Deposit: credit voucher, between 120 and 45 days before departure
    • Balance: credit note, between 120 and 30 days before departure
    • From 29 days prior to departure, loss of the full amount
9.2.3) New bookings, departure between July 1st, and December 31st, 2021
    • Booking fee: not refundable
    • Deposit: credit voucher for the full value of the deposit, between 120 and 60 days before departure
    • Balance: credit note, between 120 and 45 days before departure
    • From 44 days prior to departure, loss of the full amount
9.2.4) Postponing conditions, for COVID-19 test positive, within one week before departure

If this is the case, there is no refund from v-adventures. The Client must double-check if any refund is eligible with the adventure travel insurance of his/her signed policy. However, v-adventures offers the Client and his/her family group 2 options, for postponing their trip

    • Postpone the trip up to 1 year from the supposed date of the departure. Even if v-adventures tries to keep the price of the trip fixed, additional unpredictable fees can be applied by flight carriers, local transports, and other accommodations or activities suppliers. 
    • Postpone the trip up to 2 years from the supposed date of the departure, subject to the availability and new suppliers rates.

Confirmation dates are subject to availability and have to be fixed at least 3 months before departure. 

The voucher and the credit note’s amounts are the Deposit/Balance values, less any non-refundable deposits or balances advanced to local suppliers, local governments, flight tickets, admin, bank, and rate exchange fees. 

10) Changes by the Client

If the Client or any Participants change their tour dates or alter their itinerary after we confirm their tour, a change fee will be imposed. The type and scope of change dictate the amount of the change fee. Our outside suppliers, including hotels, often impose additional fees or penalties for changes and cancellations. These are included in the change fee and can be substantial.

No refund will be issued for any unused accommodation, tours, activities, meals, services, or means of transport, including the cancellation of domestic and regional air tickets. 

If any changes to your tour need to be made before the departure date, we reserve the right to charge a 250 USD fee per alteration. If you make changes to your tour after it has already begun, we will consider it a breach of your contract, and the rest of your services will not be refunded. If required, we will help the client plan changes, and services will be charged.

11) Price Adjustment

The quoted tour price is based on tariffs, fees, airfares, and costs in effect at the time you sign this agreement. 

We reserve the right to increase the quoted price after booking if inflation, costs of fuel, labor or materials, airfares, supplier costs, currency exchange rates, tariffs, government fees, and admission charges change. The Client agrees to and will pay for any price increase.

12) Credit Card Authorization for Post-Booking Changes

The Client authorizes v-adventures LLC to charge the credit card number in the Trip Booking Form for any change fees, price increases, or supplemental payments that you incur post-booking. If you prefer a different payment method, you must notify us in writing at the booking time.

13) Alterations By Us and Flexibility

We reserve the right to cancel, alter, or modify any tour without prior notice for our Clients’ safety and/or comfort.

In some instances, it may become necessary for us to make changes to your tour due to circumstances beyond our control, and we reserve the right to do this. Most of the changes that need to be made are small and will have little to no effect on your trip quality. But when a significant change needs to be made before the departure date, we are aware that this may affect your plans. These changes can include a downgrade in accommodations for some or all of the trip, a tour to a different area than planned, and the tour’s overall time. If any of these changes are necessary, we will inform you immediately. We will try to offer an alternative depending on the circumstances.

The Client acknowledges 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 notify you of available alternatives as soon as reasonably possible.  

Any changes may require a supplemental payment from you or result in a refund, less the cancellation fees, and the non-refundable deposits. If we cancel, which is rare, a check or wire transfer for a full refund will be issued to you less any airline ticket cancellation fees, and non-refundable deposits advanced to local suppliers. 

No refunds under this paragraph will be provided due to cancellations or changes due to Force Majeure.

14) Company Liability and Responsibility

v-adventures LLC acts only as an intermediary for the various independent suppliers that provide lodging, meals, transportation, sightseeing, activities, or other goods and services connected with the Client’s tour. 

The Client acknowledges that he/she is aware and clearly understands that these Suppliers are independent contractors, are not managed by v-adventures LLC, and are not agents or employees of v-adventures LLC. A supplier’s services are subject to the supplier’s own terms and conditions and the relevant country’s local laws and regulations. v-adventures LLC will not provide any refund for a Supplier’s delay, cancellation, overbooking, or strike.

15) Force Majeure

v-adventures LLC will not be deemed in breach of this agreement or otherwise liable to you because of delay in performance or nonperformance of any of its obligations, under this agreement to the extent that any such delay or nonperformance is due to any Force Majeure. 

“Force Majeure” means any circumstances beyond the reasonable control of v-adventures LLC, including without limitation acts of God, 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, pandemic, quarantine, government intervention, weather conditions, and unforeseen circumstances.

Suppose v-adventures LLC and/or any of its suppliers are affected by Force Majeure. In that case, they shall be entitled to, and may in their sole discretion, vary or cancel any itinerary or arrangement in relation to the tour. Regarding civil unrest, once v-adventures LLC has investigated the prevailing situation, as it deems fit, it shall remain in v-adventures LLC’s sole and absolute discretion whether to proceed with the tour.  

According to the terms and conditions within this contract, we will make sure that services are provided as agreed upon. If you decide to claim us, the burden of proof is on you to show that we were negligent. We can only be responsible for our own employees’ actions, not those of any third-party affiliates who may be subcontracting work for us.

We CANNOT be held liable for injury, damages, or loss of any sort, not will issue compensation for any of the following reasons:

    • The actions or withheld information from anyone in your party
    • The actions or withheld information from another party traveling with you, which could not have been known or prevented by us
    • Any unforeseen circumstances as listed above

We also cannot be held liable for any damages or losses in connection with business activities. We cannot be held liable for any services that are not an explicit part of our contract, meaning activities or services that were not provided by or arranged by us. 

Third-party affiliates or independent contractors provide many of the services included within your tour. They have their own terms and conditions that must be followed and our policies. This applies especially to self-drive trips, where clients do sign a contract with one of our rental partners. These services that we have agreed to provide you as per your contract will be used to decide whether these services were properly executed.

16) Delays

Flight times are merely estimates and can change quickly due to mechanical problems, weather, or other things that are beyond our control, so, therefore, we cannot be held responsible for a delayed flight.

If your flight was canceled or delayed for a significant amount of time, the airline has to make provisions for you. We cannot help assist you if you are delayed at the airport, nor can we compensate you for the inconvenience or refund your travel services. However, you may be able to obtain a partial refund for parts of a tour that you miss due to an airplane delay. 

For these reasons, we always recommend purchasing insurance.

17) Hazardous Situations

If you book a tour that you know will bring you into close proximity to wild animals or other natural hazardous situations, you choose this tour at your own risk. 

v-adventures cannot be held responsible for any animal attacks or other unfortunate happening that occur in an area where the threat of harm is real. 

There may not be medical assistance at the ready in some areas, so please keep this in mind when booking your tour. You must follow the advice and suggestions from local managers, in case of a self-drive trip, and/or of your guide, tour leader, lodge manager in all the other types of trips to minimize these risks. 

If you disobey instructions, you will be breaching your contract.

18) Indemnification 

The Client agrees to “indemnify” (meaning to defend and to pay or reimburse) v-adventures LLC against any claim by anyone, including minors, arising in whole or in part from an injury or other loss suffered or caused by the Client in connection with his/her participation in any Adventure Activities.

19) Medical

19.1) Health Requirements and Medical Care  

Our tours are physically active, with varying levels of demands and fitness requirements, depending on the specific itinerary. By signing this agreement, The Client and all Participants represent that they do not have any physical or other conditions that would create a hazard for himself/herself or other Participants or affect other people’s enjoyment of the tour. 

v-adventures LLC assumes 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 tour.

 19.2) Medical  Issues and Disabilities

If the Client or any Participants have a physical condition, dietary restrictions, or other conditions that will require special attention during the tour, they must inform us in writing when the booking is made. We may require a medical certificate if you have a special condition. 

We reserve the right in our sole discretion to accept, decline or remove anyone from a tour (at departure or during the tour) who we judge to be incapable of meeting the tour’s physical demands.

Special requests may be made during the time of booking for party members with medical issues or disabilities, and we will do our best to try to accommodate them. If we can grant the request, we will note it on your account and on the booking form you receive. Unless the booking form has made a note of the special request, it has not been confirmed. If you receive your booking form and your request is not noted, please contact us immediately. At this time, we do not accept bookings contingent upon granting special requests. 

If there are medical issues that you or a party member has that may affect your tour, please let us know before you confirm the booking. If we cannot reasonably accommodate these issues or feel that the person with these issues would be unsafe on tour, we reserve the right to cancel your booking or refuse service.

20) Travel insurance and Rescue

An adventure travel insurance subscription is mandatory for all our Clients, to protect them against fees due to cancellations, any medical reasons, lost or stolen property, and other adventure travel risks. 

We strongly recommend that the Client purchases a comprehensive adventure travel insurance, covering trip interruption and cancellation, baggage, medical, accident/life, evacuation, repatriation and other expenses that might arise due to loss, damage, injury, delay, or inconvenience occurring to any Participants.

Participants may purchase insurance through our preferred providers:

If the Client decides not to use our preferred providers, we assume he/she is securing protection through another adventure insurance company of his/her choosing. The Client agrees to assume all costs of medical care and transportation are not included in the chosen policy. As such, we require that the Client purchases adventure travel-related medical insurance even if his/her current medical policy does cover the Client and the Participants during their tour. 

v-adventures will require proof of coverage and coverage details. Please provide us with this information, including the policy number, and emergency contacts upon making your booking. 

You are responsible for making sure that the insurance is suitable and covers any needs you may have, and will cover any activities you may participate in.

21) Formalities

Travelers shall be solely responsible for complying with the formalities required by the police, customs, health, and other authorities at the point of departure, at the destination, and whilst in transit. v-adventures LLC will endeavor to provide the client before departure with the latest information concerning such regulations and restrictions. v-adventures LLC shall not be responsible and does not accept any liability for any inaccuracies or omissions in this regard.

Travelers may not carry any unlawful articles or substances whilst traveling in the Southern African region. Should any traveler contravene the aforesaid prohibitions, such a traveler will be responsible for his or her own repatriation and all costs associated therewith. v-adventures LLC will under no circumstance assist any such offender in any dealings or negotiations with any authority.

22) Documentation

It is important that the Client carefully reads all trip-related documents that he/she receives from us as soon as you receive them. 

It is the Client’s responsibility to contact us if any information is incorrect. We cannot accept any liability if the Client does not notify us of any inaccuracies within 7 days of his/her receipt of those documents. 

All the Booking Documents, this agreement, all the waiver of liability, and assumption of risk agreement and, if required, a medical statement or certification must be signed and properly submitted. 

If the Client fails to submit this and other necessary documentation prior to departure, we reserve the right to treat your booking as canceled by you and impose the cancellation fees described in this agreement.

The Client is responsible for ensuring that all necessary travel documents are valid and effective and in his/her possession for the entire tour. Passports are required for all U.S. and foreign citizens traveling abroad and should be valid for at least 6 months after your date of return. We suggest you apply for or renew a passport early. Other required documents may include visas, permits, and vaccination certificates. 

The Client assumes complete and full responsibility for checking and verifying any and all passport, visa, vaccination, or other entry requirements for all the participants in his/her party. The Client is also solely responsible for any adverse consequences resulting from incomplete or defective documentation. While we may provide information or advice on matters such as visas, vaccinations, climate, clothing, baggage, and special equipment in good faith as a courtesy to you, we are not responsible for any errors or omissions as to the information provided.  

Please note that it takes several weeks to obtain a passport, visa, vaccinations, etc., if the Client is creating a new one, so we suggest applying for one at least 6 weeks before the departure date. All party members over the age of 16 must have a passport. 

The onus is on the traveler to ensure that their passports are valid for travel and that they are in possession of valid visas for all countries being visited and that all necessary health certificates for these destinations are in order.

23) Complaint Procedure

If the Client has a complaint during his/her tour, the Client must promptly notify v-adventures or the tour leader of the problem so that they can attempt to remedy the situation. 

Failure to do so while you are on tour will extinguish or reduce your ability to claim compensation from v-adventures. Further, if any Participant attempts to address the problem on his/her own without using this notice procedure, he/she assumes responsibility for any added costs you may incur and forfeit any potential refunds.

If the Client is not satisfied after using this notice procedure, he/she must submit his/her complaint in writing to v-adventures within 30 days of the tour’s end date. v-adventures will not accept any liability for claims received after this period.

24) Tour Start Date

It is the Client’s responsibility to be ready to embark on the tour as specified in the itinerary. v-adventures is not responsible for any losses due to canceled or missed flights, changed flight itineraries, late arrivals, or early departures.

25) Compliance with Local Laws and Tour Etiquette

All Participants must strictly comply with all local laws, respect local customs and culture, accurately assess their own abilities, respect other trip members’ privacy, and follow the suggestions and advice of any assigned guide. 

The local guide or local supplier’s decision is final on all matters that may threaten the safety or interfere with the well-being of others. 

During the tour, v-adventures or the local guide/supplier has the right in its sole discretion to remove anyone 

a) who it judges to be incapable of meeting the demands and requirements of participating in the tour activities; or 

b) who it determines to detract from others’ enjoyment of the tour.

26) Photographs and promotional material

Photographs on the offer and on the website and on the online offers are intended to give an overall impression rather than details of a specific place.

v-adventures shall not be held liable for any errors or omissions in any of their promotional material and travel information, publications and documentation including any such material, information, publications and documentation made available in digital or electronic media or format, or made available on the website.

27) Images Release

The Client agrees that v-adventures may use, re-use, and reproduce any images, photos or videos that any Participant send to us, or that are taken by our guides and/or other travelers of them individually or in a group, in any medium, including but not limited to print, electronic media, or Internet, free of charge and without your right to inspection, for promoting and publicizing our travel products and services worldwide. 

If the Client does not want us to use any images of their person that are taken by other participants or us during the tour, the Client must inform your tour leader in writing at the start of the tour or us.

28) Limitation of Remedies 

You agree that the sole remedy for any default by v-adventures arising under this agreement shall be the return of the paid tour cost. 

To the maximum extent permitted under applicable law,v-adventures LLC 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 the statute, in equity, at law, or otherwise, even if v-adventures has been advised of the possibility of such damages. 

The Client expressly waives any right he/she or any Participant may have to recover such damages.

29) Severability

If any provision of this agreement shall be unenforceable or invalid under any applicable law, such unenforceability or invalidity shall not render the agreement unenforceable or invalid as a whole. Such unenforceable provision will be replaced with one that is valid and enforceable and which achieves, to the extent possible, the original objectives and intent of the original provision.

30) Successors and Assigns

This agreement shall inure to the benefit of and be binding upon v-adventures and any Participant and their respective heirs, legal personal representatives, successors, and assigns.

31) Updating of Terms and Conditions

v-adventures reserves the right to update and/or alter these terms and conditions at any time. It is the Client’s responsibility to be familiar with these terms and conditions. 

The latest terms and conditions can be found on the v-adventures’ website https://www.v-adventures.com

32) Applicable Law and Choice of Forum

Any dispute arising out of this agreement, including all tort claims – whether such dispute arises in contract or in tort or otherwise – shall be resolved exclusively by the state and federal courts located in Prescott, AZ. 

The laws of the State of Arizona, USA, govern this agreement.

33) Merger

This agreement is the final, complete, and exclusive statement of the parties’ agreement on the matters contained in this agreement. It supersedes all previous negotiations and agreements.   

⚝   I AM AWARE THAT THIS DOCUMENT HAS SERIOUS LEGAL CONSEQUENCES. I HAVE READ AND UNDERSTAND THE TERMS AND CONDITIONS SET OUT ABOVE, AND ACKNOWLEDGE THAT I AM BOUND THEREBY, AND TO THE FULLEST EXTENT POSSIBLE IN-LAW HEREBY BIND.

Client’s printed name

Signature

Date

Last update of this document: April 14th, 2021

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