Planning a journey with La Via Gaia should feel inspiring and seamless. These Terms & Conditions are designed to clearly outline how bookings work — including payment schedules, what’s included in your experience, what’s not, and how changes or cancellations are handled. Our goal is to be transparent, fair, and consistent with how we operate: thoughtfully, collaboratively, and with care for our travelers, culinary hosts, and trusted local partners. If you have any questions or need assistance with a specific booking, please contact us at travel@laviagaia.com.
This document outlines the terms and conditions for booking a travel experience with La Via Gaia LLC (“La Via Gaia”). Please read these terms carefully before confirming your reservation.
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.
ACCEPTANCE OF TERMS
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.
TRAVEL INSURANCE
Travel insurance is not included in the cost of your La Via Gaia journey and is strongly recommended for all travelers. Because La Via Gaia experiences involve advance, non-refundable commitments and may take place in destinations where medical care, evacuation, travel disruptions, or other unforeseen events may occur, travelers are solely responsible for obtaining appropriate travel insurance coverage.
Travel insurance may allow you to seek reimbursement for trip costs if travel plans change due to unforeseen circumstances and may provide coverage for medical treatment, emergency evacuation, transportation, and theft, loss, or damage of personal belongings while traveling. Travelers are encouraged to purchase a comprehensive policy that includes, at minimum, coverage for trip cancellation and interruption, baggage loss or delay, medical expenses, accident and life coverage, emergency evacuation, and repatriation.
For optimal coverage, travelers should insure the full cost of their trip within two (2) weeks of their initial trip deposit. Please note that most “Cancel For Any Reason” (CFAR) policies must be purchased on or near the date of the initial deposit and are subject to the insurer’s terms and conditions.
In the event a traveler cancels their participation, or if a La Via Gaia experience is modified, rescheduled, or canceled for any reason, travel insurance shall be the traveler’s primary means of reimbursement for any expenses not otherwise refundable under these Terms & Conditions. Travelers are responsible for all medical care, evacuation, transportation, and related expenses incurred during travel. La Via Gaia shall not be liable for any losses, costs, or damages that may be recoverable through travel insurance.
By confirming a booking with La Via Gaia, the traveler acknowledges and accepts responsibility for obtaining adequate travel insurance coverage for the duration of the trip.
TRAVELER CODE
By confirming a booking with La Via Gaia, you acknowledge and agree to the following Traveler Code, designed to ensure a safe, respectful, and enjoyable experience for all guests, hosts, and partners:
Right Fit:
You have selected a journey that matches your abilities, fitness level, and overall health, and you feel comfortable participating safely in the activities described.
Personal Responsibility & Mobility:
Travelers are responsible for managing their own mobility and personal needs. Our experiences may include walking on uneven terrain, stairs, historic settings, or rural environments and are not suited for guests requiring physical mobility assistance or personal care. La Via Gaia hosts, guides, and partners cannot provide physical assistance.
Medical & Dietary Needs:
Please inform us of any relevant medical conditions, mobility considerations, allergies, or dietary restrictions as early as possible — ideally at least 30 days prior to departure. We will make reasonable efforts to accommodate requests, but cannot guarantee that all needs can be met in every destination.
Travel Documentation:
You are responsible for ensuring you have a valid passport, visas (if required), vaccinations, insurance, and any other entry or travel documentation necessary for your journey.
Respect & Conduct:
We ask all travelers to respect local customs, cultural norms, fellow guests, hosts, and communities. A spirit of curiosity, kindness, and flexibility helps create the best experience for everyone.
Remote Travel Considerations:
Some destinations may have limited access to medical care, transportation, or evacuation services. By traveling, you acknowledge and accept these realities.
Safety & Group Experience:
La Via Gaia reserves the right, at its sole discretion, to refuse service or remove a traveler whose health, conduct, or behavior poses a risk to themselves or others, or significantly impacts the experience of the group.
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.
Deposit Payment Schedule:
- At the time of booking: Pay the $1,500 non-refundable 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 full payment is not received when due, LA VIA GAIA reserves the right to cancel your Trip Deposit / Booking Reservation and to apply cancellation fees in accordance with the standard policy.
- If the booking is made within 150 days of the trip start date: Full payment is required to guarantee participation on the trip.
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 Cancellations 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 a single supplement, 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.
A non-refundable booking fee of $1,500 per person applies to all La Via Gaia journeys. This fee covers administrative planning, service coordination, payment processing, and the advance commitments required to secure our curated travel experiences. If you cancel your trip for any reason, this fee is not refundable.
Cancellation fees will be applied per person according to the following schedule, based on the date we receive your written notice:
Days before departure date**/ Cancellation Fee
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.
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.
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, such as low enrollment, 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, our standard terms and conditions will apply.
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 as an intermediary for independent suppliers providing lodging, transportation, meals, and activities (“Suppliers”). Suppliers are independent contractors and are not controlled by LA VIA GAIA. Supplier services may be subject to their own terms and the laws of the destination
HEALTH & WELLNESS COURTESY
Your health and the well-being of the group are very important to us. Because our journeys involve close shared experiences — transportation, meals, and guided activities — we kindly ask travelers to be mindful of others if they are feeling unwell.
If you have symptoms of a cold, flu, or any contagious illness during the trip, we encourage simple precautions such as masking in close spaces, limiting participation in group activities when appropriate, and letting your host know so we can support you. These small gestures help protect fellow travelers, especially those who may be more vulnerable.
We will do our best to assist you in accessing local medical care and adjusting arrangements where possible.
Our goal is simply to create a respectful, comfortable environment where everyone can enjoy the journey safely.
FORCE MAJEURE
LA VIA GAIA 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 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 DOCUMENTS & ENTRY REQUIREMENTS
You are responsible for ensuring all required travel documents are valid and in your possession for the duration of your trip. Passports should be valid for at least six months beyond your return date, and we recommend renewing or applying early if needed.
Additional requirements may include visas, travel authorizations, or vaccination documentation. For example, ETIAS, a new travel authorization for visa-exempt travelers entering many European countries, is expected to begin in September 2026. More information can be found at: https://travel-europe.europa.eu/en/etias
While La Via Gaia may provide general travel guidance as a courtesy, travelers are responsible for verifying all entry requirements and documentation. We cannot be responsible for issues resulting from incomplete or incorrect travel documents.
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.
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.
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.
SUCCESSORS AND ASSIGNS
This agreement shall be binding upon and benefit La Via Gaia LLC and the traveler, as well as their respective heirs, legal representatives, successors, and permitted assigns.
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
By participating in a La Via Gaia journey, you acknowledge that travel and related activities — such as sightseeing, walking tours, tastings, cooking classes, outdoor experiences, transportation, and cultural visits — involve inherent risks. These may include illness, injury, travel delays, weather conditions, transportation issues, unfamiliar environments, limited access to medical care in some locations, and other circumstances beyond our control. While La Via Gaia carefully curates experiences and works with trusted partners to prioritize safety and comfort, not all risks can be eliminated without altering the nature of authentic travel. You understand that participation is voluntary and agree to take responsibility for your own health, safety, and personal belongings throughout the trip. You also acknowledge that third-party suppliers, guides, accommodations, and transportation providers operate independently, and La Via Gaia cannot control all conditions or circumstances that may arise. By booking and participating, you voluntarily accept these inherent risks and agree to travel responsibly, exercising good judgment for your own well-being and that of the group. If signing on behalf of a minor, you confirm that these risks have been discussed and accepted on their behalf.
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, by booking and participating in a La Via Gaia journey, you agree to release and hold harmless La Via Gaia LLC, its owners, employees, representatives, hosts, guides, partners, suppliers, and affiliated service providers from any claims, liabilities, damages, or losses arising from your participation in the trip, except where prohibited by law.
You acknowledge that travel involves inherent risks and that many services — including accommodations, transportation, dining, and activities — are provided by independent third parties outside of La Via Gaia’s direct control. You accept responsibility for your own safety, well-being, and personal property throughout the journey.
You also agree to indemnify and hold La Via Gaia harmless from claims resulting from your own actions, negligence, or failure to follow reasonable instructions during the trip.
If you are booking on behalf of a minor or other traveler, you confirm that you have the authority to accept these terms on their behalf. By confirming your booking, you acknowledge your acceptance of these terms and your voluntary assumption of the risks associated with travel.
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
