BOOKING TERMS & CONDITIONS
All bookings are made with The Vacation Project LLC, owner of all advertised itineraries found in our brochure and on our website (herein referred to as “The Vacation Project” or “the Company”). We are registered in New York and through our third-party tour operators maintain appropriate licenses and permits to operate commercially in the areas visited. By booking a trip with us and/or by using our website, you are agreeing to these Booking Terms and Conditions, which constitute the entire agreement between you and us.
All Travelers must be 18 years of age or older to travel with The Vacation Project unless they are accompanied by an adult.
All of The Vacation Project’s travelers are required to provide proof of current and adequate travel insurance before the beginning of any trip booked with us. Your travel insurance must cover up to $100,000 USD in personal injury and medical treatment and $200,000 USD in repatriation and evacuation expenses including international helicopter rescue and air ambulance services. Your travel insurance must also include coverage for personal property and trip cancellation. You acknowledge that trip cancellation insurance may be the only means of receiving reimbursement for flights and other non-refundable expenses should you cancel you’re Vacation Project trip for any reason, whether voluntarily on your part or as a result of The Vacation Project’s 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 that there are no exclusion clauses which would limit the coverage for any activity type. If you are a resident of the United States with current health insurance coverage, it is likely that your policy will be acceptable so long as it covers you while traveling outside the United States. It is your responsibility to verify your insurance policy details with your insurance provider to ensure these requirements are satisfied.
All trips (unless otherwise noted) require payment of a non-refundable deposit amounting to 50% of the trip price for each person to confirm your spot on the trip. However, if your booking is made within 30 days or less of the trip’s departure date, the full amount of the trip is due at the time of booking.
Trip Changes are on a case by case basis for change of itinerary or date. If you put a deposit down, we maybe able to switch your itinerary destination or switch to a different date depending upon availability.
Itineraries are subject to change depending on current events and other variables, with reasonable notice.
Trip Confirmation and Payment Details
Booking is easy with our secure online booking system. The Vacation Project accepts credit cards and may accept other forms of payment in the future as acceptable methods of payment.
i) Any cancellations made on your behalf will result in the loss of all money collected. For this reason, we strongly recommend you have comprehensive travel insurance for every traveler within your group that includes cancelation coverage so everyone is protected financially in case anything comes up that prevents them from joining the trip.
ii) If the balance of the trip is not paid in full within 30 days of the departure date, your trip will be canceled resulting in the loss of all money collected.
iii) If The Vacation Project 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 The Vacation Project’s offer of a comparable replacement trip, or
(2) Receive a refund of all monies paid.
c) When accepting an offer for a replacement trip:
(1) If the cost is lower than the price of your original trip, you will receive a refund for the difference in cost.
(2) If the cost of the replacement trip is equivalent or higher than your original trip, you owe nothing.
Extracurricular Non Endorsed Activities
During any Vacation Project trip, there may be opportunities to participate in activities or local events which are not included in The Vacation Project’s packaged trip. THE VACATION PROJECT DISLCAIMS ALL RESPONSIBILILTY AND MAKES NO REPRESENTATIONS OR WARRANTIES WITH REGARD TO THE SAFETY OR QUALITY OF THESE ACTIVITIES AND EVENTS, OR THE STANDARDS OF THE INDEPENDENT OPERATOR RUNNING IT. Activity examples 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. It is understood and acknowledged by the Customer that any assistance given by The Vacation Project’s trip leader or staff to help arrange these optional activities does not constitute a waiver of this disclaimer or create representations and warranties on the part of the Company. Any such activities that you choose to engage in are done at your own risk. The Vacation Project does not sponsor or endorse these activities or events, nor can The Vacation Project be held liable for any injury or illness or any consequence whatsoever resulting from your participation. If you decide to participate in these events, you do so voluntarily and are responsible for taking appropriate precautions to ensure your own safety.
Discounts and promotions
All discounts and reduced pricing are applied at The Vacation Project’s discretion. From time-to-time, The Vacation Project may offer reduced pricing on selected trips. The reduced pricing applies strictly to new bookings only. Bookings for which the Customer has already paid a deposit are locked into their original price and are not entitled to any reduced pricing.
Passports and Visas
Valid passports are required for travel to most destinations. Please check with the appropriate consulate or embassy for the latest visa requirements. You assume complete and full responsibility for, and hereby release The Vacation Project from any duty or responsibility for, 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. It is your responsibility to ensure the veracity and adequacy of information provided to the Company.
You are allowed to bring one piece of baggage weighing up to 50 lbs. (23 kg) and one additional medium/small sized “day pack” on the trip. If you need to bring additional baggage, you are responsible for requesting approval from The Vacation Project before your trip begins. The Vacation Project is not responsible for securing or protecting your baggage or belongings at any time during any trip.
Trip & Itinerary Changes
Advertised prices are based on current rates of exchange, tariffs and taxes. The Vacation Project reserves the right to increase its trip prices without notice to cover increased costs, tariffs and taxes with reasonable notice to Customer. Additionally, The Vacation Project reserves the right with reasonable notice to Customer to implement fuel and other surcharges at any time, even subsequent to payment of deposit and/or partial booking fees, to address unexpected or unplanned fluctuations in global exchange markets. The Vacation Project reserves the right with reasonable notice to the Customer to withdraw any trip or part therein and to alter the itinerary or trip inclusions, as it deems necessary or appropriate under the circumstances. In the event that there are either unforeseen or uncontrollable result in trip cancellation, delays, itinerary changes, or other adjustments, The Vacation Project will use reasonable commercial efforts to provide comparable alternatives. Any resulting additional costs to The Vacation Project that result from such alternatives may be passed on to you with reasonable notice. In most instances, trips will operate as originally planned, but The Vacation Project reserves the right to make reasonable alterations after the final itinerary has been issued.
Promotional And Other Photography
The Vacation Project reserves the right to take photographs during the operation of any program or part thereof and to use them for promotional purposes. By booking a reservation with The Vacation Project, you agree to allow your images to be used in such photographs. These images will NOT be sold for editorial, trade, advertising, or for any other purpose or in any other manner and/or medium without your inspection or approval. However, they may be used in The Vacation Project promotional materials and The Vacation Project will maintain the copyright in said photos. You hereby release The Vacation Project and his/her legal representatives and assigns from all current and/or future claims and liability relating to said photographs.
I acknowledge that the photographer on this trip may own the rights to the photos and be allowed to use them for personal use and promotional uses only.
I acknowledge that because the Company or the photographer will own the rights to the photos, I agree not to sell any photos or make a commercial profit on them but to only use them for personal use. I acknowledge that any other use may expose me to legal liability.
What does this mean? The Vacation Project wants to share the documented beauty of your experience. The Vacation Project will be using photos taken on our trips for promotional purposes (our website, social media channels, press inquiries etc.). However, we want to be clear that The Vacation Project will never sell these images or make a dime off of them. Should you have specific photography concerns, you are responsible for raising them prior to booking or with the photographer on your trip PRIOR to the taking of any photographs on that trip.
The Vacation Project’s name and logo are registered trademarks of the Company, and may not be copied, imitated or used, in whole or in part, without the prior written permission of The Vacation Project. You acknowledge and accept that The Vacation Project disclaims all liability due to the failure of the photographer’s equipment, including cameras, related photographic equipment or computers, or his or her failure to take photographs appropriate to every customer’s unique tastes or interests.
Complaints, Claims, and Refunds
Refunds are not issued for any included activity or trip location that is missed or altered due to circumstances beyond The Vacation Project’s reasonable control, including but not limited to acts of God, war, strikes or labor disputes, significant weather event, government orders or any other force majeure event. Anyone looking to make a claim, submit a complaint, or request compensation for any reason must do so in writing or email within 30 days after the trip’s cancellation or completion. Any and all supporting documentation to the claim or complaint must accompany the written letter or email. Any claim or complaint received by The Vacation Project after this deadline will not be accepted or reviewed. The Vacation Project reserves the right to honor or resolve these claims at its exclusive discretion. All such claims will be subject to Arbitration.
Limits on Responsibility
The Vacation Project 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 cancelation terms listed in this document.
At no point, and under no circumstances, is The Vacation Project 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 The Vacation Project. The Vacation Project is not obligated to alter any trip itinerary or suspend a trip’s commencement for any reason outside of our control that prevents you from joining a trip as planned.
The Vacation Project reserves the right to make alterations to our trips, itineraries, inclusions, and activities at any time with reasonable notice to Customer. The Vacation Project may also replace the hotels, vehicles, or included activities without notice so long as these adjustments do not materially alter the trip or jeopardize the safety of its Travelers.
Travel Advisories & Warnings
While The Vacation Project continuously monitors the areas we visit, it is your responsibility to become informed about the areas where you are about travel to including any travel advisories and warnings issued by the U. S. State Department. Visit their travel website at www.travel.state.gov or contact them by phone at 1-888-407-4747. You are responsible for protecting your own well-being and personal property before, during, and after your Vacation Project 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.
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 The Vacation Project’s trips are adventurous by nature and may involve a significant amount of personal risk. You understand and assume each and every risk associated with any trip or activities thereto, any of which can cause injury or even death. Risks and hazards that may be present during any trip include, but are not limited to:
· Travel by automobile or other means of conveyance;
· Hazards of traveling, hiking, exploring, or participating in activities that take place in remote or rugged, unpredictable terrain and where phone or radio communications are unavailable
· Risks associated with wildlife encounters while participating in any outdoor activity
· Risks associated with crossing roadways and entering/exiting vehicles
· The unavailability of immediate medical attention or means of rapid evacuation in case of emergency
· Risks of injury, dehydration, or even death resulting from my participation in any sporting or adventurous activity such as boating, surfing, fishing, swimming, diving, parasailing, hiking, yoga, zip lines, rope swings, walking tours, photography tours, vehicle tours, and scenic flights
· Mechanical or construction failures of vehicles and equipment
· Any physical, mental, or other conditions or disabilities that belong to you or anyone you are traveling with may be a hazard to any group members and may be exacerbated by any of the other risks contained herein
· Acts of God, acts of terrorism, forces of nature, and unpredictable weather conditions
· Areas of unsafe or unstable conditions due to political or civil disturbances, or other unforeseen circumstances
In addition to assuming any of the risks and hazards of a trip, some of which are listed above (though a complete listing is not possible), you agree to be responsible for any and all expenses resulting from any inherent risk, whether identified or not, and as a result of your negligence.
You further certify that you are in an appropriate and good physical condition for participating in the trip of your choosing and to participate in any activities relating thereto, and have the ability to safely engage in adventure travel activities and all other activities in which you may partake while a Vacation Project passenger. You understand that it is advisable to obtain appropriate medical evaluation and your doctor’s approval prior to initiation of certain travel and/or exercise activities. Your participation in these activities is purely voluntary. No one is forcing you to participate, and you elect to participate in spite of the risks.
The Vacation Project reserves the right to decline anyone from joining a trip with justifiable cause. The Vacation Project also reserves the right to remove you from a trip if you are creating a hazard to yourself or others, impacting the enjoyment of others, or participating in any illegal activity. Any costs resulting from being removed from a trip or being declined participation in a trip is at your expense.
The Vacation Project and its affiliated entities and its employees, shareholders, officers, directors, successors, agents, and assigns, neither own nor operate any person or entity which is to, or does, provide goods or services for these trips or tours. Because The Vacation Project does not maintain any control over the personnel, equipment, or operations of these suppliers, The Vacation Project assumes no responsibility for and cannot be held liable for any personal injury, death, property damage, or other loss, accident, delay, inconvenience, or irregularity which may be occasioned by reason of (1) any wrongful, negligent, willful, or unauthorized acts or omissions on the part of any of the tour suppliers, or other employees or agents, (2) any defect in or failure of any vehicle, equipment, instrument owned, operated or otherwise by any of these suppliers, or (3) any wrongful, willful, or negligent act or omissions on any part of any part of any other party not under the supervision or control of the Operator.
Cultural Differences and Drug Policy
It is acknowledged and understood that traveling to international destinations will expose travelers to unique situations and experiences that may be 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. The Vacation Project staff will discuss these differences during your trip, but you also have a responsibility to perform your own research and act responsibly while traveling. It is your responsibility to be aware of all differences in law between your home country and any country(ies) you may visit as part of your itinerary and to obey said laws. It is also recommended you try to maintain awareness of any customs that may be strictly interpreted in said country(ies) and The Vacation Project will try to inform you of any that may be germane to your trip. The Vacation Project 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 The Vacation Project emphasizes safety as a top priority.
New York law governs these Terms and Conditions to the fullest extent allowable. Any disputes in connection with an Vacation Project trip or these Terms and Conditions will be initiated in the Superior Courts of New York where exclusive jurisdiction and venue reside. If a court or any other appropriate authority finds any portion of this document to be invalid, the remainder will remain in full force and effect.
From time to time, the Company may need to change its Terms and Conditions because of changes in its business, or in its attempts to serve your needs better. The Vacation Project will use reasonable efforts to publish any changes to its Terms and Conditions, including publishing the current terms on our website. Please check back from time to time to review any changes to our policy.
If you have any questions or concerns regarding this policy, please contact us at The Vacation Project.