PLEASE READ CAREFULLY BEFORE SUBMITTING YOUR REGISTRATION FORM

Recent Information

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.

Reservations

The quickest way to make a reservation is to submit a reservation form or call us at (888) 833-433 or (415) 731-4311. 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: $500.00 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.

Land cost

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 bad weather, trail, river, and road conditions, sickness, government action and bureaucracy, and flight delays; 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 charges

Cancellation charges on air-inclusive packages are applied to the entire cost. VeloAsia will not grant partial refunds for any unused trip arrangements and the trip has commenced or any refunds to trip members who do not complete any portion of the itinerary. Additionally, 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 expenses, and passport and visa fees).

Insurance

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. Details and an insurance application will be sent to you upon receipt of your trip deposit and may also be read on our insurance information page. VeloAsia provides supplementary medical expense, evacuation, and 24-hour consultation assistance insurance coverage for our Vietnam cycling trips, at no additional charge, through www.sosinternational.com.

Single travelers

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.

Participant Responsibility

Trip members soon 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. Please see this profile of travelers who have accompanied us in the past. Please also request contact information for past travelers who have been on a tour you are considering for further information. 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.

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

VeloAsia, its owners, agents, employees, and affiliated companies here by give notice that they act only as agents for hotels, transportation companies, land operators, and suppliers of travel services, and assume no responsibility or liability whatsoever in connection with the operation, safety, condition, or service of any aircraft, motor vehicle, boat, or equipment, including bicycle, kayak, other conveyance, and lodge, or hotel which may be used in whole or in part, for services to VeloAsia trip members. VeloAsia, its operators, airlines, and agents will not be responsible for any act, error, or a mission, nor for any injury, lost, accent, delay, inconvenience, irregularity, or damage which may be occasioned by any cause whatsoever, including acts of nature, civil disturbance, crime, government restrictions and actions, or failure of any means of convenience to adhere to publish schedule which may be more common in lesser-developed countries.

Conditions beyond our control, such delayed flights, weather, bureaucracy, accidents, group dynamics or other conditions may affect our travels. Although we try to remain within a proposed itinerary, Southeast Asia consists of under-developed countries with primitive infrastructure and often a differing cultural perspective of organization and urgency, and varying degrees or lack of English fluency. Delays, flight changes and cancellations, road accidents, traffic delays, and other unpredictable inconveniences which may occur. Although staff will attempt to minimize the effects of the problems when they arise, VeloAsia will not be held responsible for associated costs nor issue refunds. VeloAsia reserves the right, to alter or omit any part of the itinerary at any time, to substitute hotels or guides, or to change any means of conveyance without notice and with that allowance for refund, with the liability for increased costs — if any — to be borne by a trip members.

Hotels and other facilities may not be equivalent to those found in your native country. If during your tour you find it necessary to change accommodations, rooms, or other arrangements, VeloAsia will not be responsible for any associated costs. Unless on a private tour, you must be over 17 years old to participate on a VeloAsia tour unless a specific arrangements are made with parent or guardian.

If VeloAsia deems it necessary to cancel any tour, due to acts of insurrection, disease, strikes, acts of god, or any other cause beyond the control of VeloAsia, refunds will be based upon the difference between the original trip price and the cost of services already provided. VeloAsia reserves the right to accept or reject any person as the trip member at any time. Trip members deemed disruptive to a tour may be asked to leave without refund for unused services. Trip members grant VeloAsia express permission to take a photographic record of its trips for promotional use.