VanArnam Adventures Terms and Conditions and Guest Agreement

These Travel Terms and Conditions and Guest Agreement (the “Agreement”) apply to and govern all travel programs and related services offered by or through VanArnam Adventures (“VanArnam Adventures,” “we,” “us,” or “our”). “You,” “your,” and “guest” mean each person participating in a program.

Please read this Agreement carefully. By doing one or more of the following—(a) reserving a program with VanArnam Adventures, (b) submitting any payment to VanArnam Adventures, or (c) participating in a VanArnam Adventures program—you acknowledge that you have read and understood this Agreement and agree to be bound by its terms.

If you make a reservation or submit payment for one or more traveling companions (each a “Companion”), you represent and warrant that you are authorized to act on behalf of each Companion and agree that this Agreement is binding on each Companion.

1. Reservations and Payments

For programs departing in 2027, a deposit of $1,000 per person, per program (the “Deposit”) is required to secure a reservation.

For programs departing in 2028 and beyond, a Deposit of $2,000 per person, per program is required to secure a reservation.

The applicable Deposit amount will also be identified on the trip webpage, reservation form, invoice, or other program documents.

The remaining balance (the “Final Payment”) is due no later than 80 days before the program’s scheduled departure date. If a reservation is made 80 days or fewer before departure, the entire cost of the program, including any extensions and optional services, is due at the time of reservation.

Deposits and Final Payments may be made by check, money order, ACH, wire transfer in same-day U.S. funds, or major credit card.

If Final Payment is not received by the applicable due date, the reservation may be subject to a late-payment fee equal to 2% of the outstanding invoice balance per week, or the maximum rate permitted by law, whichever is less. VanArnam Adventures may also cancel the reservation, with or without notice, at its sole discretion. Deposits, Final Payments, and any other amounts received from a guest are collectively referred to as “Payments.”

2. Guest Cancellations and Refunds

All cancellations must be submitted to VanArnam Adventures in writing. Cancellation notices may be sent by email to vanarnamadventures@gmail.com. A cancellation becomes effective on the date VanArnam Adventures receives the written notice.

The following refund policy applies:

81 or more days before departure: If VanArnam Adventures is able to fill the canceled guest’s spot, the guest will receive a refund of the Deposit paid for that reservation. If the canceled spot cannot be filled, the Deposit is non-refundable.

45 through 80 days before departure: The guest will receive a refund of $2,000 per person. All Payments exceeding that refund amount are non-refundable.

44 days or fewer before departure: All Payments are non-refundable.

Any refund due will be processed within 30 calendar days after VanArnam Adventures determines that the conditions for the refund have been satisfied. A guest’s failure to participate in all or any portion of a program, including late arrival or early departure, does not entitle the guest to a refund.

3. Programs Canceled by VanArnam Adventures

All programs are subject to cancellation by VanArnam Adventures in its sole reasonable discretion before the scheduled departure date.

If VanArnam Adventures cancels a program before its scheduled departure date, the guest’s remedy will be as follows:

• If the cancellation results from a Force Majeure Event, as defined below, VanArnam Adventures may, in its sole discretion, refund an amount equal to the Payments it has received from the guest, less Payments advanced to suppliers that VanArnam Adventures is unable to recover and the actual and reasonable expenses incurred in attempting to recover those amounts.

• If VanArnam Adventures cancels the program for reasons other than a Force Majeure Event, VanArnam Adventures will refund all Payments it has received from the guest for that program.

The refund described in this section is the guest’s sole and exclusive remedy if VanArnam Adventures cancels a program. Except for the applicable refund, VanArnam Adventures is not responsible for any expenses or losses arising from a canceled program, including non-refundable airfare, other transportation, lodging, meals, change fees, visa fees, medical expenses, equipment or clothing purchases, insurance premiums or deductibles, lost wages or income, or costs associated with additional or alternative arrangements.

4. Force Majeure

VanArnam Adventures is not liable for injury, loss, death, inconvenience, cost, delay, or damage to a person or property resulting from circumstances beyond its reasonable control, including acts of God; illness or disease; epidemics or pandemics; war; riot; civil unrest; insurrection or revolt; flood; cyclone; hurricane; fire; earthquake; other natural occurrences, weather events, or disasters; animals; strikes or other labor activity; criminal or terrorist activity; overbooking or downgrading of services; food poisoning or other adverse health conditions; mechanical or other failures of aircraft, vessels, vehicles, or other transportation; termination, interruption, or cancellation of services by suppliers; untimely arrival or departure; governmental action; or any similar circumstance beyond VanArnam Adventures’ reasonable control (each a “Force Majeure Event”).

5. Rates

Program rates are based on minimum participation levels, current transportation fares, vendor expenses, tariffs, taxes, exchange rates, and currency values. Although VanArnam Adventures makes reasonable efforts to maintain published program rates, Program rates are based on minimum participation levels, current transportation fares, vendor expenses, tariffs, taxes, exchange rates, and currency values. VanArnam Adventures makes reasonable efforts to maintain published program rates but reserves the right to adjust rates before a reservation is confirmed when changes in these underlying costs make an adjustment necessary.

6. Itineraries and Program Changes

Accommodations, transportation, activities, excursions, meals, and other program components are subject to change or substitution because of unforeseen circumstances or circumstances beyond VanArnam Adventures’ reasonable control. VanArnam Adventures will make reasonable efforts to operate programs as planned, but adjustments, substitutions, and changes may occur before or after the final itinerary has been issued.

VanArnam Adventures may withdraw a program or any portion of it and may make reasonable alterations or substitutions to an itinerary or program inclusion when it determines that doing so is necessary or appropriate.

VanArnam Adventures may also withdraw or modify a program if required by a tour operator, transportation provider, accommodation provider, other vendor, governmental authority, weather conditions, road conditions, safety considerations, or other circumstances beyond its reasonable control.

If circumstances beyond VanArnam Adventures’ reasonable control result in additional costs for services that are outside the originally included program, VanArnam Adventures will notify affected guests as soon as reasonably practicable. Guests will be responsible for personal expenses and for additional services they elect to purchase.

7. Items Not Included

Unless specifically identified as included in the applicable itinerary or program materials, program prices do not include:

• Travel insurance, trip-cancellation insurance, or passenger protection plans;

• Domestic, international, or internal airfare;

• Transfers and luggage-handling fees except in connection with specifically scheduled group transportation;

• Passports, visas, or other travel-document costs;

• Airport departure taxes, airline ticketing fees, and airline-imposed charges;

• Airport transfers for guests arriving or departing outside scheduled group dates or times;

• Excess baggage charges;

• Gratuities to drivers, guides, ship crews, or others unless expressly included;

• Meals and beverages not identified as included;

• Drinks ordered separately before or after scheduled group meals;

• Hotel bar or lounge purchases, minibar charges, room service, spa services, rentals, and other incidental charges unless expressly identified as included;

• Sightseeing, excursions, or activities not included in the itinerary;

• Personal expenses, including laundry and communication charges; and

• Optional activities, which are subject to availability.

Guests are solely responsible for paying all expenses not expressly included in the program price.

8. Activity Participation and Transportation

VanArnam Adventures programs may include travel by private vans, minibuses, boats, ferries, and other forms of transportation, as well as activities such as walking or hiking on uneven terrain, cycling or e-biking, driving guest-operated vehicles, boating, rafting, horseback riding, swimming, and other recreational or outdoor experiences described in the applicable itinerary.

Each guest is responsible for reviewing the itinerary, considering the nature of the planned activities, and selecting a program appropriate for the guest’s experience, abilities, physical condition, health, and comfort level. Participation in any particular activity is voluntary, and guests must follow the instructions of VanArnam Adventures, local guides, vehicle providers, transportation companies, activity operators, and other suppliers.

Travel and recreational activities involve inherent risks that cannot be completely eliminated, even when reasonable care is exercised. By reserving and participating in a program, each guest acknowledges and voluntarily accepts the risks ordinarily associated with the transportation, destinations, terrain, weather, equipment, vehicles, and activities included in that program.

Guests are expected to exercise reasonable care for their own safety and the safety of others, use seat belts, helmets, personal flotation devices, and other safety equipment when provided or required, and comply with applicable laws and supplier instructions. A guest must not drive a vehicle, operate equipment, cycle, swim, boat, raft, or participate in another activity while impaired by alcohol, medication, fatigue, or any condition that could make participation unsafe. A guest should promptly notify the trip host or activity provider of any concern that may affect the guest’s ability to participate safely.

VanArnam Adventures or the applicable activity, transportation, or vehicle provider may restrict or discontinue a guest’s participation in an activity when there is a reasonable safety concern or when the guest does not comply with applicable safety requirements, laws, or provider instructions.

9. RELEASE OF LIABILITY FOR ORDINARY NEGLIGENCE

To the fullest extent permitted by applicable law, each guest releases and agrees not to bring a claim against VanArnam Adventures and its owners, members, managers, employees, trip hosts, representatives, and agents (collectively, the “Released Parties”) for personal injury, illness, death, property damage, or other loss arising from participation in a program, including claims caused in whole or in part by the ordinary negligence of a Released Party.

This release does not apply to gross negligence, reckless or willful misconduct, intentional wrongdoing, or any liability that cannot legally be waived. It also does not alter any rights or responsibilities governed by the separate terms, waivers, rental agreements, or insurance requirements of an independent transportation company, vehicle provider, guide, outfitter, hotel, activity operator, or other supplier.

10. Fitness to Travel

VanArnam Adventures programs may include physically active elements. To participate safely and enjoy a program as intended, guests must possess an appropriate level of physical and mental fitness.

Each guest represents that the guest has no physical, mental, or other condition, impairment, or disability that would create an unreasonable risk of injury or other hazard to the guest or others in connection with the selected program. VanArnam Adventures may, in its sole discretion, limit, restrict, or prohibit a guest’s participation in any program activity if it reasonably considers the guest unsuitable for that activity because of the guest’s condition or fitness level.

At the guest’s sole expense, VanArnam Adventures may remove a guest from a program or restrict a guest’s activities when the guest’s physical or mental condition may create a hazard to the guest or others or materially impair other guests’ enjoyment of the program.

Any physical or mental condition, disability, dietary requirement, or need for treatment or special assistance must be disclosed to VanArnam Adventures in writing when the reservation is made. Guests should request details about a program’s physical requirements before reserving. VanArnam Adventures does not undertake a duty to monitor or make medical or health decisions for any guest.

11. Health and Safety and Assumption of Risk

Guest health and safety are priorities, but travel involves inherent risks that may lead to illness, injury, disability, property loss, or death. These risks may be greater when programs take place in remote locations, foreign countries, or areas far from medical facilities. Each guest acknowledges and voluntarily assumes the risks associated with participating in a VanArnam Adventures program.

Travel and group activities may expose guests to influenza, COVID-19, and other communicable illnesses. VanArnam Adventures cannot guarantee that a guest will not be exposed to or infected by a communicable illness before, during, or after a program. Each guest acknowledges the contagious nature of communicable illnesses and voluntarily assumes the associated risks.

12. Guest Code of Conduct

Guests must behave in a manner consistent with the safety, comfort, and enjoyment of the group. Prohibited conduct includes verbal abuse; offensive or threatening language; harassment; discrimination; uninvited physical contact; solicitation; vandalism; theft; violence; possession of illegal substances or items; unsafe conduct; dangerous or reckless operation of a vehicle or equipment; refusal to follow reasonable safety instructions from VanArnam Adventures, a trip host, guide, transportation provider, activity operator, or other supplier; and other illegal, disruptive, abusive, or offensive behavior.

Failure to comply with this policy may, in VanArnam Adventures’ sole discretion, result in intervention by VanArnam Adventures personnel or law enforcement, reporting to governmental or law-enforcement authorities, restriction from activities, or removal from the program at the guest’s sole expense. A guest removed for violating this policy is not entitled to a refund.

13. Travel Advisories and Warnings

Each guest is responsible for reviewing current travel advisories and warnings issued by the U.S. Department of State and other applicable governmental authorities. U.S. Department of State advisories are available at https://travel.state.gov.

If a guest chooses to travel to a destination that is subject to an active governmental travel warning, the guest knowingly assumes the risks described in that warning. To the fullest extent permitted by law, the guest agrees to defend, indemnify, and hold VanArnam Adventures harmless from claims, injuries, deaths, property damage, losses, or expenses arising from events that are the same as or similar to those described in the warning.

14. Travel Insurance

VanArnam Adventures strongly recommends that every guest purchase comprehensive travel and cancellation insurance to protect against unexpected circumstances, including illness, injury, travel interruption, trip cancellation, supplier failure, and Force Majeure Events. Guests should also consider coverage for emergency medical care, medical evacuation, baggage loss or damage, and personal effects.

Insurance policies differ, and guests are responsible for understanding the terms, exclusions, coverage limits, and deadlines of any policy they purchase. Guests interested in travel insurance may contact VanArnam Adventures at vanarnamadventures@gmail.com.

15. Baggage and Personal Property

Unless otherwise stated in the itinerary, program rates include transportation during the program of up to two pieces of carrier-compliant baggage per person. Air carriers and other transportation providers may impose separate restrictions on the quantity, dimensions, and weight of baggage and may reject or charge additional fees for baggage that exceeds those limits. Guests are solely responsible for complying with those requirements and paying any associated fees.

Baggage, valuables, and personal effects remain at the guest’s sole responsibility and risk throughout the program. Guests should confirm all applicable baggage restrictions directly with their transportation providers.

16. Passports, Visas, and Travel Documents

Valid passports are required for U.S. citizens traveling to foreign destinations, and some destinations require visas, entry authorizations, vaccinations, permits, or other documentation.

VanArnam Adventures may make reasonable efforts to provide general information about travel-document requirements as a courtesy. However, each guest is solely responsible for confirming and obtaining all passports, visas, entry authorizations, health documents, permits, and other documents required for the guest’s nationality, itinerary, and return home. Each guest is also responsible for ensuring that the guest’s passport has sufficient validity and blank pages.

VanArnam Adventures is not responsible for expenses, losses, delays, or other consequences resulting from a guest’s failure to obtain required documentation or from a governmental authority’s decision to deny or restrict entry, exit, or reentry.

17. Photographs and Videos

VanArnam Adventures and its representatives may photograph or record guests during a program.

In consideration of the benefits received through participation in the program, each guest grants VanArnam Adventures a non-exclusive, irrevocable, worldwide, perpetual, royalty-free license and release, with the right to sublicense, to use, reproduce, edit, adapt, publish, display, distribute, and create derivative works from photographs, videos, recordings, or other visual depictions of the guest made during the program (collectively, “Images”) for the purpose of promoting and marketing VanArnam Adventures and its services.

This permission includes use of the Images on VanArnam Adventures’ website, social-media channels, digital media, advertisements, presentations, and printed materials. This section does not authorize the use of a guest’s name in a manner that falsely implies an endorsement beyond the guest’s participation in the program.

18. Data Rights and Permissions

Information collected by VanArnam Adventures through its website, reservation process, forms, and communications may be stored and used to provide requested services and for other purposes consistent with VanArnam Adventures’ Privacy Policy.

By providing an email address, telephone number, or other contact information, a guest authorizes VanArnam Adventures to use that information to communicate about reservations, programs, services, and related matters, subject to applicable law and the Privacy Policy.

19. Arbitration

Any controversy or claim arising out of or relating to any service or product offered or obtained through VanArnam Adventures, including a claim involving bodily injury, death, or property damage, will be resolved by binding arbitration in Seattle, Washington, before a single arbitrator reasonably knowledgeable about travel-service matters. The arbitration will be conducted under the applicable rules of the American Arbitration Association. Judgment on the arbitration award may be entered in any court having jurisdiction.

20. Limitation of Liability

VanArnam Adventures and its employees, members, managers, shareholders, officers, directors, representatives, and agents (collectively, the “VanArnam Adventures Group”) do not own or operate the independent entities that provide goods or services in connection with a program. VanArnam Adventures purchases transportation, accommodations, food, ground handling, activities, and other services (collectively, “Vendor Services”) from independent third-party suppliers (“Vendors”) over whom the VanArnam Adventures Group has no right of control or authority.

Vendor Services are provided “as is” without warranty by the VanArnam Adventures Group. To the fullest extent permitted by law, the VanArnam Adventures Group makes no express or implied warranties concerning the program or Vendor Services, including implied warranties of merchantability or fitness for a particular purpose.

To the fullest extent permitted by law, the VanArnam Adventures Group is not liable for the acts or omissions of a Vendor or other third party, including damage, death, loss, delay, or injury to a person or property caused in whole or in part by a Vendor or third party, or for the standard of care provided in connection with Vendor Services.

To the fullest extent permitted by law, the VanArnam Adventures Group is not liable for indirect, incidental, consequential, special, punitive, or exemplary damages, including lost wages, income, savings, profits, or consortium, even if such damages are foreseeable or the VanArnam Adventures Group has been advised of their possibility.

The VanArnam Adventures Group’s maximum aggregate liability, whether arising in tort, equity, statute, or contract, will not exceed the total amount paid or payable by the guest to VanArnam Adventures for the program giving rise to the claim. Any limitation in this section that is prohibited by applicable law will be interpreted and enforced to the maximum extent permitted.

21. Additional Terms

Program dates, details, inclusions, accommodations, transportation, and costs are provided in good faith based on information available when published but are subject to change as provided in this Agreement. VanArnam Adventures reserves the right to substitute accommodations, transportation, activities, and other itinerary components when it reasonably determines that a substitution is necessary or appropriate. Additional expenses resulting from changes requested by a guest are the guest’s sole responsibility.

VanArnam Adventures may modify these Terms and Conditions from time to time. A modification will apply to reservations made on or after the revised effective date. The terms in effect when a guest makes the guest’s initial Payment will govern that guest’s reservation unless the guest and VanArnam Adventures agree otherwise in writing.

If any provision of this Agreement is held invalid or unenforceable by a court or arbitrator with jurisdiction, that provision will be interpreted to give effect to the parties’ intentions to the greatest extent permitted by law, and the remaining provisions will remain in full force and effect.

No waiver of any provision of this Agreement will be effective unless made in writing. A waiver on one occasion does not constitute a waiver on any other occasion.

This Agreement, together with the applicable reservation form, itinerary, invoice, and program-specific documents, constitutes the agreement between the guest and VanArnam Adventures concerning the program. If a program-specific written document expressly conflicts with this Agreement, the program-specific document will control with respect to that program.

22. Acceptance of Agreement

Any Payment to VanArnam Adventures, including a Deposit, constitutes the guest’s acknowledgment that the guest has read, understood, and agreed to these Terms and Conditions and any applicable program-specific documents.

22. Contact Information

Questions, required disclosures, and written cancellation notices may be sent to:

VanArnam Adventures
Email: vanarnamadventures@gmail.com