PLEASE READ CAREFULLY BEFORE SUBMITTING YOUR REGISTRATION FORM
Much of Southeast Asia is undergoing rapid change. As the region does, so must we. This means the new tours are added throughout the year, and existing itineraries and departure dates change accordingly. We endeavor to keep all of travelers current with any alterations, although in some cases, itineraries may change only days before departure and even during a tour — the itinerary confirmed may not be the actual one ultimately taken. Hotel, transport providers and airlines often also adjust their costs higher, often dramatically, and VeloAsia reserves the right to pass these increases on to you regardless of tour and services quoted at registration.
Selecting the Right Trip
VeloAsia is responsible for helping you choose and prepare for a trip. Your responsibility is to select a trip to best matches your interests, your physical abilities, and your perception of an enjoyable tour; prepare for your trip; then enjoy your travels with us. By submitting your registration form, you agree that you are in adequate physical and mental health to comfortably undertake what can be a rigorous travel experience.
We recognize and acknowledge that our adventurous spirit, informal style, and unique approach to our trips is not for everyone(we don't feel it completely accurate to simply call our cultural adventures "bike tours" and Backroads or B&R fans may not appreciate our closer-to-the-ground tours — although many do). We would be happy to provide unfiltered traveler references to get the perspective of someone who has been on a similar trip with us in the past.
The quickest way to make a reservation is to submit a reservation form or call us at (888) 833-433 or (415) 731-4377. You may also send or fax. We accept Visa, Master Card, and American Express credit cards for the initial deposit and the balance of the land cost may be paid by check or credit card. Early reservations are recommended as group size is limited and airlines and hotels in Asia typically fill months in advance of high season, especially during the Lunar New Year period.
After receiving your reservation form and deposit, we will confirm your space and send your confirmation packet which contains a detailed trip itinerary; visa applications and instructions; medical, health, and insurance information; clothing and equipment recommendations; recommended reading list; and general information on the countries you will be visiting, including maps and guidebooks. Air tickets, trip roster, hotel contact list, and final trip briefing (with all local office and staff contact numbers and a group meeting location) will be sent out approximately three weeks prior to departure. In the meantime, you will have access to our exclusive online client site, with recent information on culture, restaurants and news by country.
Payment Schedule for all Tours
At time of reservation: Non-refundable $500.00 deposit per person (varies by private trips or tour extensions). Balance is due 60 days prior to departure or upon receipt of invoice. Payment schedules for private tours vary. See detail itinerary for specific information. Non-payment of tour fees by due date may lead to cancellation of your bookings.
Prices listed are in U.S. dollars and are based on double occupancy. Land cost typically includes: deluxe or first class accommodations with private bath where available; most meals, baggage handling, and porterage; airport and ground transportation; sightseeing and activities as outlined in the trip itinerary: entry fees and permits; services of English speaking leaders; emergency medical and air evacuation insurance; cost of research, itinerary development, documentation, and educational materials; activities; equipment and mechanical support. Itemization of costs will not be provided.
Land cost does not include: international air fair; domestic or regional airfare on certain trips; en route accommodations at stopover cities at the beginning and end of your trip; passport, visas, excess baggage, airline fuel and security surcharges, security and airport departure fees; some meals to allow for individual choice of restaurants (although a wide variety of recommendations will be provided); alcoholic beverages, gratuities (customarily based on satisfaction with service), laundry, telecommunications charges, and other items of a personal nature; expenses resulting from delays due to airline re-schedulings and cancellations, bad weather, trail, river, and road conditions, sickness, government action and bureaucracy; or trip cancellation/delay insurance.
Cancellation and Refunds
If it becomes necessary for you to cancel your trip (or any portion thereof), you should immediately notify your travel agent or VeloAsia in writing, by email, or by fax. VeloAsia will assess the cancellation charge to cover loss of non-refundable advance payments we have made on your behalf to hotels, airlines, and local agencies; and the loss of time that may permit resale of your space. Cancellation charges below will be applied.
Cancellation Fee Schedule
Cancel days before departure:
61-90 days = Full refund minus deposit
60-31 days: 50% of Land Cost charged
30-7 days: 75% of Land Cost charged
under 6 days: No refund
Cancellation charges on air-inclusive packages are applied to the entire cost. VeloAsia will not grant partial refunds for any unused trip arrangements at anytime or any refunds to trip members who do not complete or partake in any portion, activities, or other aspects of the trip itinerary. Cancellation charges for air tickets and private tours may vary, See detailed itinerary for specific information. VeloAsia will not be responsible for costs associated with traveler's electable changes to an itinerary, including change of accommodations, activities or itinerary for any any reason whatsoever. VeloAsia reserves the right to cancel trips that are below the trip minimum (usually four persons). All trip members will be notified a minimum of 30 days before the trip departs and will receive a full refund. In the event of a trip cancellation, VeloAsia is not responsible for additional expenses incurred by a trip members. (e.g., non-refundable advance purchase airline tickets, medical insurance and expenses, and passport, visa and other trip-related fees).
In the age of SARS, avian flu, and airline strikes, we strongly recommend that you purchase trip cancellation/interruption insurance to protect your investment. This coverage will offset cancellation charges in the event of an illness before or during the trip trip cancellation. Trip cancellation/interruption and baggage insurance is available at a supplemental cost through VeloAsia. Details and insurance application will be sent to you upon receipt of your trip deposit and may also be read on our insurance information page. VeloAsia may provide supplementary medical expense, evacuation, and 24-hour consultation assistance insurance coverage for our Vietnam cycling trips, at no additional charge, through www.internationalsos.com. VeloAsia assumes no responsibility for the services provided by SOS without exception.
We make every effort (if you so desire) to match you with a same-sex roommate when we receive your application. If there is no one with whom you can share, you will be charged a single supplement fee. If a single room must be assigned to you due to a last-minute roommate cancellation or incompatibility for any other reason, the single supplement charge (or applicable prorated charges) will be assessed.
VeloAsia reserves the right to modify the itinerary of a tour in the event of airline and other transport re-scheduling, delays, cancellations, surface transportation changes, and/or events beyond its control make alterations necessary. Accommodation and service providers may increase our contract rates without adequate advance notice after a trip cost has already been posted. VeloAsia reserves the right to substitute accommodation and/or services of equivalent quality in such cases.
Trip members assume the responsibility to select or design a trip most appropriate to their physical abilities, cycling skills and interests. Good physical and mental fitness are prerequisites for getting maximum enjoyment out of our tours. Most VeloAsia tours may be done by cyclists of any physical ability. However, for some of our two-week trips, such as in Vietnam, you should be able to handle your bike safely in traffic and others, such as Myanmar and Laos, may be during periods of extreme heat. "Expedition" or first-time trips are tours that VeloAsia deems much higher in risk than our other tours. Only travelers in optimal physical and mental health should consider these trips. VeloAsia reserves the right to refuse participants it feels not appropriate for these tours.
Please ask us for a profile or references of travelers who have accompanied us in the past. A suggested cycling training program will be mailed to you upon request. By signing the Liability Release and Assumption of Risk Forms sent in your confirmation mailing, you acknowledge you have no known condition which would endanger yourself or others by participating in these tours. In the event of a medical emergency, participants grant guides, staff, and VeloAsia booking office permission to arrange emergency services, such as medical evacuation or treatment and participant agrees that VeloAsia assumes no cost or liability for any services such arranged, without exception. A participant is no longer on tour once they are evacuated by emergency services and any responsibility VeloAsia has for the participant is terminated at that point. VeloAsia may arrange cancellation and other supplemental trip insurance for members. VeloAsia is acting only as a an agent for sale of such insurance: participant agrees that the specific insurance coverage purchased and ultimately any insurance claims files are the sole responsibility of the participant.
Travelers are responsible for studying all pre-departure information; for bringing all detailed equipment and clothing; for acting in a manner considerate of fellow group members, tour staff and people within the countries visited. Smoking is not permitted in buses or cars, below the decks on boats, and other designated nonsmoking areas. Any damage to rental equipment is the responsibility of the tour participant.
Limitation of Liability
All travelers must agree to all conditions and submitted a signed copy of the following before arrival in-country:
VELOASIA LIABILITY RELEASE AND ASSUMPTION OF RISK AGREEMENT
PLEASE READ THIS AGREEMENT CAREFULLY, IT IS LEGALLY BINDING
I have consulted with family member and legal counsel regarding my trip with VeloAsia and this agreement. I willingly agree to the following contractual representations and agreements cited below. Reconozco que si inglés no es mi idioma nativo, yo soy responsable de solicitar una forma en tal idioma.
EMERGENCY medical insurance is required for my tour I acknowledge that I will have such medical insurance coverage before arrival in country for my tour.
TERMS AND CONDITIONS
I acknowledge that I have read and agree to VeloAsia’s Terms and Conditions, which I agreed to when I submitted my tour payment. If I cannot recall these Terms and Conditions, I agree that I will request a copy to be sent to me by VeloAsia and refer to it before signing this document.
I ACKNOWLEDGE THAT BICYCLING IS AN INHERENTLY DANGEROUS ACTIVITY. Furthermore, I understand that cycling in an undeveloped country significantly increases the danger of bicycling, including the dangers of bicycling with varying road conditions including, for example, but not limited to: the dangers of collision with pedestrians, animals, vehicles, and stationary or moving objects; the dangers arising from surface hazards, equipment maladjustment or failure, extremely poor road infrastructure, absence of traffic signs and lights, inadequate safety equipment, lack of traffic enforcement, laws, and control, dangerous and drunken driving, adverse weather conditions, and my own inexperience bicycling and traveling in such countries and road conditions.
My participation in a VeloAsia tour and any aspect of a tour is completely voluntary. I ASSUME ANY AND ALL RISKS OF DANGER AND BODILY INJURY TO MYSELF, INCLUDING PERMANENT OR PARTIAL DISABILITY, OR DEATH, CAUSED BY OR ARISING FROM MY PARTICIPATION IN THE TOUR.
I acknowledge that VeloAsia makes no guarantee to the reliability or safety of suppliers of services and equipment to their tours, including freelance drivers, guides, mechanics, transport providers, rental bicycles, and other third-party suppliers. I also understand that VeloAsia does not explicitly guarantee my safety or protection while on tour and makes no representations as such. I acknowledge that VeloAsia requires I have emergency medical and air evacuation insurance for this tour. This coverage is mandatory. In the event of an accident or illness, I assume all responsibility damages or loss of my property, for arrangement and all costs associated with emergency evacuation, medical, hospital and recovery treatment and services. If I become incapacitated, I consent to allow emergency medical evacuation and treatment for my injuries to be made on behalf. I understand such services and treatment may be deemed inadequate and agree that VeloAsia accepts no responsibility for the adequacy nor expenses associated with any such services ultimately provided.
I AGREE THAT I WILL WEAR A HELMET at all times on the bicycle, which can protect against serious head injury and death. I will inspect any bicycle, kayak, and other equipment supplied to me and by agreeing to use any supplied equipment, accept responsibility for the condition, safety and adequacy of the equipment. I also agree that VeloAsia or its agents are not responsible for mishaps that may arise from a faulty or malfunctioning equipment, whether or not supplied and/or repaired by VeloAsia or its agents on tour.
I HAVE CONSULTED WITH A MEDICAL PROFESSIONAL REGARDING THE TRIP(S) I WILL BE PARTICIPATING IN. I HAVE NO PHYSICAL OR MEDICAL CONDITION AND AM NOT ON MEDICATIONS, WHICH TO MY KNOWLEDGE, WOULD ENDANGER OTHERS OR MYSELF IF I PARTICIPATE IN THIS TOUR WHICH MAY INCLUDE RIGOROUS BICYCLE RIDING UNDER VERY HIGH TEMPERATURES AND OTHER ADVERSE CONDITIONS. I have selected this tour with the understanding that I am in condition to complete it without any distress or endangerment to my health. In case of emergency, I authorize others to seek evacuation or medical attention on my behalf if I am unable or choose not to do so. I assume all financial and personal responsibility for any services arranged by others regardless of the quality of services ultimately provided and confirm this by placing my initial here:
I acknowledge that I may not receive the same level of governmental services or protection in the countries of Southeast Asia that I would in my own or other countries. I ACKNOWLEDGE THAT TRAVEL IN UNDERDEVELOPED COUNTRIES, SUCH AS VIETNAM, MYANMAR OR LAOS, FOR EXAMPLE, MAY ENTAIL RISKS GREATER THAN THOSE FOUND IN RELATIVELY MORE DEVELOPED ONES. I acknowledge that I will be traveling in a country where medical services, food, sanitation, transportation services, law enforcement, traffic laws, driving behavior, communication and other services may be deemed inadequate, not equivalent to, and more dangerous than those of the United States, Canada, Britain, Australia, or other developed countries. I ACKNOWLEDGE VELOASIA WILL NOT BE RESPONSIBLE FOR ANY LOST OR STOLEN EQUIPMENT OR BAGGAGE WITHOUT EXCEPTION.
I agree that if any part or section of this VeloAsia Liability Release and Assumption of Risk Agreement is found to be void or unenforceable, then such part or section will be stricken but the rest of the Agreement will remain in effect. I also agree that should I or my successors sue or assert any claim against this agreement, I or my successors shall be liable for the expenses, including legal fees, incurred by the other party or parties in defending, unless the other party or parties are finally adjudged liable on such claim for willful and wanton negligence.
I HAVE READ VELOASIA'S TERM & CONDITIONS, INCLUDING THE CANCELLATION AND REFUND POLICY, AND AGREE TO ALL CONDITIONS STATED THEREIN.
I HAVE CAREFULLY READ, UNDERSTAND, AND AGREE TO ALL CONDITIONS AND TERMS SET FORTH IN THIS assumption of risk FORM. I have carefully read this agreement.
I understand that it is a LEGALLY BINDING AND ENFORCEABLE contract AND SIGN OF MY OWN FREE WILL.
SIGNATURE:________________________ DATED: ___________
SIGNATURE OF SPOUSE, LEGAL PARTNER, FAMILY MEMBER, OR PHYSICIAN (required):
SIGNATURE:________________________ DATED: ____________
Mail to VeloAsia or Fax signed form to (206) 350-4208