Registration
Booking and Reservations
Signing up for a VO Adventure
Deposits to reserve your spot
Paying the Balance of the Adventure Cost
Travel Insurance
Information about Accommodations on Venture Outside Trips
Assistance getting to and from the Trip Points of Origin
Group Rates
Getting Trip-specific Information After You Book
Trip Cancellation Policy
Signing up for a VO Adventure
As a first step, we invite you to email us with any questions you may have. We’ll be happy to respond to your email, or we’ll call you during our “in the
office” hours, or during a time that’s convenient for you. Make sure you include your phone number and preferred time for us to reach you, and we’ll
return your call promptly!
When you’re ready to sign up for one of our adventures, we’ll ask you to Register by downloading our Registration Form, and faxing or mailing
to VO as explained below. We'll work out the details with you and confirm your reservation once we receive your deposit. To ensure trip availability, we
recommend that you make reservations at least 90 days prior to departure, but contact us to determine availability when less than 90 days. If we have
the room, we’ll try to accommodate you, since we’ve gone on quite a few short notice trips ourselves, and we understand!
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Deposits to reserve your spot
We ask that you make a deposit when you reserve your trip. Usually this is $500, but it is less for some of the shorter trips. Deposits can be made by check, money order, or Visa or Master Card.
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Paying the Balance of the Adventure Cost
The balance of your trip cost is due 90 days prior to trip departure and may be paid by check, money order, Visa, or MasterCard. Please make checks payable in US funds. If you register for a trip within 60 days of trip departure, full payment is due at the time of booking. If your payment is not received when due, VO reserves the right to treat the reservation as canceled.
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Travel Insurance
VO recommends you purchase travel insurance to protect yourself against losses caused by trip cancellation, loss or damage of baggage, non-refundable airfare or emergency medical expenses. We have arrangements with travel agents who can work with you to obtain this.
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Information about Accommodations on Venture Outside Trips
Standard accommodations on trips that specify inns are double occupancy and almost always include a private bath (unless otherwise specified in your detailed trip itinerary). However, where specified, some adventures will include camping or other special accommodations. In general, we’ll assign two people per room by gender, unless a couple or friends ask to be in the same room. As we strive to offer inns with distinctive appeal and character, rooms with two beds may consist of one bed and a foldout sleeper.
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Assistance getting to and from the Trip Points of Origin
Unless otherwise listed, the place of origin for trips to Panama is Panama City, and the place of origin for trips to Maine and New England is Portland, Maine.
For those arriving and leaving on scheduled trip start and finish dates, VO will handle transportation to and from the international airports.
For those who arrive early or who stay longer, VO assumes that you will be staying at a hotel in the city of origin. VO will pick you up or drop you off at any hotel in these locations.
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Group Rates
For any of our adventures and classes, a 10% discount is offered to groups of five or more who jointly confirm reservations for the same regularly scheduled trip.
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Getting Trip-specific Information After You Book
After we receive your reservation and deposit, VO will send a confirmation and pre-departure packet. This packet will include information on how to prepare for your trip, a daily itinerary, a travel insurance application, suggestions for preparing for your trip, a list of items to bring, information about the trip meeting time, gateway city transfers and pre/post-trip lodging.
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Trip Cancellation Policy
If you cancel your trip, you must notify us in writing or by fax. We calculate your refund on the day we receive written cancellation. All refunds will be processed within 30 days of your cancellation. There is a non-refundable processing fee of $100 per person for cancellation. This fee reflects only the cost of administering a reservation and is not intended to be punitive in any way. We realize the majority of those who cancel their reservations do so out of necessity. For all cancellations, we will refund you the cost of your trip less the following, per person charges:
Number of days prior to trip departure: Cancellation fee per person
90+ days or more: $100 processing fee.
89-60 days: 50% of total price.
59-30 days: 75% of total price.
29-0 days: 100% of total price.
Exceptions to this policy cannot be made for any reason, including weather or personal emergencies. Please note:
There is no refund for leaving a trip early or arriving late.
Refunds for unused gateway city transfers and equipment rentals are only given if VO is notified 90 days prior to the start of the trip. Single supplements are considered part of the trip price and are subject to cancellation fees.
For our international tours, please consult the trip's daily itinerary or call our office to receive the specific cancellation and refund policy.
VO reserves the right to cancel any tour due to acts of nature, road conditions, insufficient number of participant or unforeseen circumstances that mandate change that may arise.
If VO is unable to provide you with another trip that is satisfactory, all moneys paid will be refunded and shall constitute full settlement with you.
VO is not responsible for any additional expenses that may be incurred by a guest in relation to a canceled tour including non-refundable lodging deposits.
VO is not responsible for any costs incurred due to travel delays, flight cancellations or sickness.
VO is not responsible for penalties that may be incurred due to the purchase of nonrefundable air tickets.
Guests who fail to provide signed "Release of Liability and Assumption of All Risks" and personal information forms prior to trip departure will not be allowed to join the trip and the cancellation policy applies.
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