Booking Terms, Conditions & Waiver
Read this agreement thoroughly and carefully before booking a trip; it contains important terms and conditions regarding the trip you are purchasing including, but not limited to, our rights to cancel or alter the tour, our cancellation and refund policies, and a limitation of our liability and other important disclaimers.
AGREEMENT
The terms and conditions outlined in this agreement constitute the entire understanding and agreement between you, the trip “Participant,” and LA VIA GAIA, LLC (“LA VIA GAIA”) concerning any and all bookings, tours, or transactions made with LA VIA GAIA.
By booking, you accept all of the terms in this agreement, including the liability waiver, and direct us to perform services on your behalf. All persons named in this booking (“Participants”) are subject to this agreement. By booking, 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.
PAYMENT AND ACCEPTANCE OF BOOKINGS
The entire trip cost must be paid when booking unless otherwise stated on the Trip Itinerary page (see Trip Deposits).
Payments must be in U.S. dollars and may be made by Check, PayPal or by Visa, MasterCard, Discover, or American Express credit cards. Full payment is required to make a reservation. Payments on the credit or debit card statement will be listed as LA VIA GAIA or LA VIA GAIA LLC.
If you pay by check, please make it payable to LA VIA GAIA, LLC and mail it to 1819 Kater Street Philadelphia, PA 19146.
A booking is not final or confirmed until you receive an email confirmation from us. Early bookings are recommended because our group size is limited.
We reserve the right to decline any booking for any reason permitted by law, including those described in other sections in this agreement.
TRIP DEPOSITS
For some trips, and at LA VIA GAIA’s sole discretion, Participants may elect, in lieu of full payment, to pay a Trip Deposit / Booking Reservation of $1,500 per person to guarantee participation on the trip, subject to our Terms and Conditions.
DEPOSITS PAYMENT SCHEDULE
- At the time of booking: Pay the $1,500 deposit per person.
- 150 days before your trip start date: Full balance payment is due. We’ll send you a reminder email before the remaining balance is charged to your card.
If the booking is made within 150 days of the trip start date: Full payment is required to guarantee participation on the trip.
If full payment is not received when due, LA VIA GAIA reserves the right to cancel your Trip Deposit / Booking Reservation and to apply a 100% cancelation fee.
Solo travelers must request a “Single—No Share” room (if available for their specific trip departure) at the time of booking to guarantee a single room.
All other booking terms and conditions apply to Trip Deposits / Booking Reservations, including our cancellation policies (see Cancelations By You And Refunds, below).
PRICING, INCLUSIONS, & EXCLUSIONS
The trip price is in U.S. dollars, based on double occupancy, and includes the services specified in the itineraries, including meals, accommodations, admission fees, and guided activities as stated. Local taxes, gratuities, and all ground transportation within the itinerary at pre-arranged times are also included.
Prices do not include any item not specifically listed above or in the itinerary, including but not limited to, air and other transportation to and from trip start and termination points; all expenses during leisure time (hotel room mini-bar, laundry service, non-group drinks); travel insurance or travel protection (i.e., medical insurance, emergency evacuation and similar services); airport arrival/departure fees or country taxes; personal expenses; private transportation; and all items of a personal nature.
Participants who request single accommodations pay for a single supplement, which is subject to availability.
Trip prices are subject to change without notice.
CANCELLATIONS BY YOU AND REFUNDS
To cancel your booking, you must email us your complete booking details at travel@laviagaia.com or call us at +1 (267) 528-6508. Cancellation fees will be applied per person according to the following schedule, based on the date we receive your written notification:
FOR THE 2025 TRIPS
Days before departure date /Cancellation fee per participant
120+ days / $500
61-119 days / 50% of trip price*
0-60 days / 100% of the trip price*
FOR THE 2026 TRIPS
Days before departure date /Cancellation fee per participant
150+ days / $1500
91-149 days / 50% of trip price*
0-90 days / 100% of the trip price*
*Trip price is the listed trip price, including single supplements. The departure date is the date the trip begins, regardless of the date you may depart from your location of origin.
We will refund the applicable balance to you using the original payment method for your booking.
No refunds will be provided for any reason for the unused portion of a trip once the trip begins, including if you leave a trip for any reason. The trip price is a package cost, and refunds and credits are unavailable for unused services.
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 and other reasons, we encourage you to purchase trip cancellation and interruption insurance and travel protection (e.g., travel medical insurance and emergency evacuation services).
LA VIA GAIA is not responsible for expenses incurred by participants in preparing for a trip (i.e., non-refundable advance purchase air tickets, private transportation, etc.) or any additional arrangements pre- or post-departure date. The term applies whether the tour is altered, modified, or canceled by us or you for any reason. Because the tour may be canceled if the minimum number of participants have not signed up, we recommend purchasing refundable air tickets or trip cancellation insurance.
CHANGES BY YOU
Due to the requirement that our trips have a minimum number of travelers, we do not allow changes in departure dates after we confirm your reservation. In addition, our outside suppliers, including hotels, often impose additional fees or penalties for changes and cancellations. However, if you have any issues with your tour dates, please contact us at travel@laviagaia.com or at +1 (267) 528-6508 only when possible. We will work to assist you if appropriate and subject to our sole discretion.
CANCELLATIONS OR CHANGES BY US AND FLEXIBILITY
LA VIA GAIA reserves the right to refuse, block, or cancel a booking at any time or at its sole discretion.
LA VIA GAIA reserves the right to cancel, alter, or modify a trip before departure for any reason, including insufficient Participant reservations. LA VIA GAIA and its suppliers reserve the right to substitute hotels, restaurants, routes, or other services listed in the itinerary with comparable services if necessary.
When a tour is canceled for foreseeable reasons, then you agree that a full refund of trip payments made to us will constitute the full settlement of any claims you may have against LA VIA GAIA or our suppliers, partners, or travel intermediaries.
In the rare event that LA VIA GAIA is forced to cancel or reschedule a trip for any unforeseen circumstance beyond the reasonable control of LA VIA GAIA, such as, but not limited to, acts of nature, war, labor strikes, earthquake, flooding, pandemics, quarantines, international travel restrictions, national emergencies, etc., LA VIA GAIA will reschedule your trip departure. Your booking will automatically transfer to the rescheduled date. If you cannot travel on the rescheduled date, you may keep 100% of your booking value as a credit, which can be used on any LA VIA GAIA trip within 24 months of the issuance date. Otherwise, if you elect to cancel your booking, the following cancelation terms apply based on your trip’s original travel date:
FOR THE 2025 TRIPS
Days before departure date /Cancellation fee per participant
120+ days / $500
61-119 days / 50% of trip price*
0-60 days / 100% of the trip price*
FOR THE 2026 TRIPS
Days before departure date /Cancellation fee per participant
150+ days / $1500
91-149 days / 50% of trip price*
0-90 days / 100% of the trip price*
When you cancel a booking for any reason, including electing not to travel on your trip’s rescheduled travel date, the Cancellation fee applies as listed above. This is to offset unrecoverable costs to LA VIA GAIA, including credit card fees, non-recoverable deposits, non-refundable permits and booking fees, local taxes, and administration costs.
LA VIA GAIA commits non-refundable, non-recoverable trip payments before scheduled departure dates. We will use reasonable efforts to recover and refund booking balances to guests when possible. However, LA VIA GAIA does not guarantee the recovery of any or all of the advance payments made, and the use of reasonable efforts to recover these payments will not include the institution of legal proceedings in foreign jurisdictions. For this and other reasons, we encourage you to purchase trip cancelation and interruption insurance.
CREDIT CARD AUTHORIZATION FOR POST-BOOKING CHARGES
You authorize LA VIA GAIA to charge your credit card for any cancellation fees or supplemental payments you incur post-booking.
RESPONSIBILITY
LA VIA GAIA acts only as an intermediary for the various independent suppliers that provide lodging, meals, transportation, sightseeing, activities, or other goods and services connected with your trip (“Supplier” or “Suppliers”). You acknowledge that you are aware and clearly understand that these Suppliers are independent contractors, are not managed by LA VIA GAIA, and are not agents or employees of LA VIA GAIA. A Supplier’s services are subject to the Supplier’s terms and conditions and the local laws and regulations of the relevant country.
FORCE MAJEURE
LA VIA GAIA will not be deemed in breach of this agreement or otherwise liable to you because of a 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 LA VIA GAIA, 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, quarantine, government intervention, weather conditions, and unforeseen circumstances.
TRAVEL INSURANCE
The trip price does not include travel insurance. We strongly recommend that you purchase comprehensive travel protection, covering trip interruption and cancellation, baggage, medical, accident/life, evacuation, repatriation, and other expenses that might arise as a result of loss, damage, injury, delay, or inconvenience occurring to you. You also agree to assume all medical care, evacuation, transportation, and related expenses costs.
PASSPORTS AND VISAS
You are responsible for ensuring that all necessary travel documents are valid, effective, and in your possession for the entire tour. Passports are required for all U.S. citizens traveling abroad and should be valid for at least 6 months after your return date. We suggest you apply for or renew a passport early. Other required documents may include visas, permits, and vaccination certificates.
You assume complete and full responsibility for checking and verifying any and all passports, visas, vaccinations, or other entry requirements. You are also solely responsible for any adverse consequences of 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.
HEALTH REQUIREMENTS AND MEDICAL CARE
By booking, you represent that you do not have any physical or other conditions that would create a hazard for you or other Participants or affect other people’s enjoyment of the trip.
If you have a physical condition, dietary restrictions, or other conditions that will require special attention during the tour, you must inform us in the Additional Information section when making a booking. We reserve the right to accept or decline the booking at our sole discretion.
TRAVELER CODE
By making a booking, you certify your agreement to the following Traveler Code:
- I have chosen a trip that suits my abilities, level of fitness, and state of health.
- I do not have any physical conditions or disabilities relevant to this tour that could be a hazard to me or other travelers.
- I have a valid passport and all visas, permits, certificates, and vaccinations required for travel.
- I will communicate any special requests at least 30 days before travel. This includes dietary restrictions, medical requirements, and room preferences. I also understand that La Via Gaia will make a reasonable effort to accommodate special requests but cannot guarantee they will be possible.
- I will respect the laws and customs of the countries visited.
- I will respect the rights and privacy of other trip members.
- I understand that La Via Gaia reserves the right to refuse service to anyone whose health or behavior could impede the welfare or enjoyment of fellow guests. An individual may be asked to leave a trip if the trip guide/host/leader feels that the person’s continuing participation may prove detrimental to the individual or the group.
YOUR LIABILITY
You agree to defend and indemnify La Via Gaia and all of its respective owners, members, officers, directors, employees, agents, and successors and assigns from and against any claims, causes of action, demands, suits, proceedings, investigations, losses, damages, fines, penalties, fees, expenses, costs and any other liabilities of any kind or nature including but not limited to reasonable legal and accounting fees, arising out of or related to:
- Your breach of this Agreement or the documents referenced herein;
- Your violation of any law, rule, regulation, or guideline;
- Your violation, infringement, or misappropriation of the rights of a third party, including without limitation any rights of publicity or privacy;
- Your use of this Website;
- Your booking or use of any Products obtained through this Website; or
- Your negligence or willful misconduct.
COMPLAINT PROCEDURE
If you have a complaint during your trip, you must promptly notify LA VIA GAIA or your trip host of the problem so that we can attempt to remedy the situation and allow you to enjoy the remainder of your trip. While we strive to provide you with a comfortable and enjoyable trip, your notice to LA VIA GAIA or its suppliers of a complaint does not mean that we will accept liability or responsibility and evaluate each complaint as it arises. At the same time, failure to raise a concern or complaint while you are on the trip will extinguish or reduce any ability to claim recourse from LA VIA GAIA or its suppliers. Further, if you attempt to address the problem independently without using this notice procedure, you assume responsibility for any added costs you may incur and forfeit any potential remedy. If you are unsatisfied after using this notice procedure, you must write your complaint to LA VIA GAIA within fourteen (14) days of the trip’s end date. However, LA VIA GAIA and its suppliers will not accept any liability for claims received after fourteen days.
IMAGES RELEASE
You agree that LA VIA GAIA may use, re-use and reproduce any images, photos or videos that you send to us, or that are taken by our guides, staff, contractors and/or other travelers of you 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 you do not want us to use any images of you taken by us or other participants during the tour, you must inform us or your tour leader in writing at the start.
LIMITATION OF REMEDIES
YOU AGREE THAT THE SOLE REMEDY FOR ANY DEFAULT BY LA VIA GAIA LLC ARISING UNDER THIS AGREEMENT SHALL BE THE RETURN OF THE PAID TOUR COST. TO THE MAXIMUM EXTENT PERMITTED UNDER APPLICABLE LAW, LA VIA GAIA SHALL NOT BE LIABLE FOR ANY SPECIAL, CONSEQUENTIAL, INDIRECT, INCIDENTAL OR OTHER DAMAGES ARISING OUT OF THIS AGREEMENT, INCLUDING LOST PROFITS, WHETHER SUCH DAMAGES ARISE IN CONTRACT, NEGLIGENCE, TORT, UNDER STATUTE, IN EQUITY, AT LAW, OR OTHERWISE, EVEN IF LA VIA GAIA HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. YOU EXPRESSLY WAIVE ANY RIGHT YOU MAY HAVE TO RECOVER SUCH DAMAGES.
SEVERABILITY AND HEADINGS
If any provision of this agreement shall be unenforceable or invalid under any applicable law, such unenforceability or invalidity shall not render the contract unenforceable or invalid. 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. Titles and headings of this Agreement are for convenience only and shall not affect the construction of any provision of this Agreement.
UPDATING OF TERMS AND CONDITIONS
LA VIA GAIA reserves the right to update and/or alter these terms and conditions at any time. It is your responsibility to be familiar with these terms and conditions.
APPLICABLE LAW AND CHOICE OF FORUM
Any dispute arising out of this agreement, including all tort claims and any dispute relating to bookings, tours, or transactions made with LA VIA GAIA– whether such dispute arises in contract, tort or otherwise – shall be resolved exclusively by the state and federal courts located in Philadelphia, Pennsylvania. You agree to the personal jurisdiction of those same courts. The laws of the State of Pennsylvania, USA, govern this agreement.
MERGER
This Agreement is the final, complete, and exclusive statement of the parties’ agreement on the matters contained in it. It supersedes all previous negotiations and agreements.
LIABILITY, ASSUMPTION OF RISK, & INDEMNIFICATION
All travelers are required to accept LA VIA GAIA’s Liability Waiver, which is a legally binding agreement. Please read this carefully. By agreeing to the Terms and Conditions at the time of booking, you accept and acknowledge LA VIA GAIA’s Liability Waiver below.
ACKNOWLEDGMENT AND ASSUMPTION OF RISKS
I am voluntarily participating in the Tour, which will involve various activities depending on my itinerary and the activities I elect to participate in. I understand that this list is not exhaustive of all Activities that may be made available to me and that I may decide to join in. I expressly agree to be responsible for my welfare and fully assume all of the risks, both known and unknown, voluntarily and knowingly, to the fullest extent permitted by law. If signed on behalf of a Minor, I have discussed the travel risks with the Minor, and he or she wishes to participate in the Tour nevertheless.
MEDICAL CERTIFICATION
I certify that I have adequate insurance to cover any injury or damage I may cause or suffer while participating in the Tour, or else I agree to bear the costs of such injury or damage myself. I further certify that I have no medical or physical conditions that could interfere with my safety in the Tour, or else I am willing to assume the risk of and bear the costs that may result, directly or indirectly, from any such condition.
WAIVER OF LIABILITY, RELEASE, INDEMNIFICATION, AND COVENANT NOT TO SUE
To the fullest extent permitted by law, I, an adult traveler, or a parent or legal guardian of the Minor, for myself, the Minor, my heirs, legal and personal representatives, next of kin, including my spouse, successors and assigns (individually and collectively, “Releasors”), expressly RELEASE, WAIVE, FOREVER DISCHARGE, HOLD HARMLESS AND COVENANT NOT TO SUE La Via Gaia, its owners, officers, employees, directors, representatives, volunteers, guides, local operators and suppliers, successors and assigns (individually and together, “Released Parties”) from and against any and all liability, claims, causes of action, demands, costs, damages, losses or suits of any and every kind which I or the Minor now have or may later have against the Released Parties arising out of, relating to, or in connection with the Tour arranged through or provided by LA VIA GAIA whether arising from the Released Parties’ negligence or otherwise.
In addition, I agree to indemnify fully (that protects and defend, and satisfy claims against) and hold harmless each Released Party from any and all claims, actions, suits and demands (including all reasonable attorney’s fees and costs incurred by the Released Party) initiated by a third party and arising from, attributable to or related to my or the Minor’s negligent or intentional actions or inactions, whether arising from the Released Parties’ negligence or otherwise, occurring during the trip.
I AGREE THAT THE TERMS OF THIS AGREEMENT SHALL SERVE AS A COMPLETE RELEASE AND EXPRESS ASSUMPTION OF RISK for myself, all members of my family and all minors traveling with me or on whose behalf I am signing this agreement, including the Minor (collectively encompassed by the term “their” in this paragraph), my and their heirs, as well as my and their next of kin, successors, assigns, and legal and personal representatives. I intend to assume all risks associated with the Tour entirely and release the Released Parties from all liability to the maximum extent permitted by law.
SERVICE HELP
For answers to your questions, email us at travel@laviagaia.com, call us at +1 (267) 528-6508, or you can write to us at:
LA VIA GAIA, LLC 1819 Kater Street Philadelphia, PA 19146
