VITAL Booking Terms & Conditions

VITAL Adventures Booking Terms & Conditions

Effective Date: November 4, 2025

These are the complete Terms and Conditions that govern all VITAL Adventures bookings. Please read them carefully as you will be bound by them when you register for any VITAL Adventure.

1. ACCEPTANCE OF TERMS

By registering for a VITAL Adventure, you acknowledge that you have read, understood, and agree to these Booking Terms & Conditions, as well as our Cancellation Policy. Your booking becomes confirmed once you submit your enrollment payment and receive a confirmation email from us.

VITAL Adventures reserves the right to update these terms and conditions at any time. Updated terms will apply to all bookings made after the effective date of the update.

2. DEFINITIONS

"VITAL Adventures," "we," "us," or "our" refers to VITAL Ventures and its employees, shareholders, subsidiaries, affiliates, officers, directors, successors, representatives, and assigns.

"You," "your," or "participant" refers to the person(s) registering for and participating in a VITAL Adventure.

"Adventure" refers to any VITAL Adventures trip, retreat, training hike, related activity, or event.

"Enrollment Fee" refers to the initial non-refundable payment of $1,500-$1,750 that secures your spot and provides immediate access to pre-adventure resources.

"Balance Payment" refers to the final payment due 120 days before your adventure start date.

3. PAYMENT SCHEDULE

3.1 Enrollment Fee (First Payment)

Amount: $1,500 - $1,750 (varies by adventure)

Your enrollment fee secures your spot on the adventure team and immediately grants you access to your Preseason Success Package, which includes:

  • Personalized Goal Setting Program

  • VITAL Basic Training & Healthy Habits Program

  • Essential Gear List customized for your specific adventure

  • VITAL Community Access

This enrollment fee is non-refundable because it provides immediate access to valuable digital resources and personalized planning tools delivered upon registration. It also reserves your limited spot on the adventure team.

3.2 Balance Payment (Final Payment)

Due: 120 days before your adventure start date (exception Costa Rica 2026 is 70 days)

The balance payment is the remainder of your total adventure cost. Your specific Balance Due Date will be provided in:

  • Your booking confirmation email

  • Your VITAL Adventures client portal

  • Your personalized invoice

Payment Plans Available: Payment plans for the balance are available on a case-by-case basis. All participants must pay in full by the deadline regardless of payment plan. Contact us to discuss payment plan options: contact@vitalventures.live

Late Registration: If you register after the 120-day Balance Due Date, full payment is required immediately to secure your spot (subject to availability). (Costa Rica 2026 70-day Balance Due Date)

Failure to Pay Balance: If your balance payment is not received by the Balance Due Date, your enrollment fee is forfeited and your booking is automatically cancelled.

3.4. CANCELLATION BY YOU

4.1 Before the Balance Due Date

If you need to cancel before your balance payment is due, you have the following option:

Transfer to Another Adventure:

  • Transfer your enrollment fee to a different VITAL Adventure taking place within the next 24 months

  • Enrollment fees can only be transferred ONCE

  • You must notify us in writing of your transfer request

Note: Your enrollment fee is forfeited upon cancellation, but you are NOT required to pay the remaining balance and you retain access to all Preseason Package materials.

4.2 After Balance Payment (Within 120 Days of Adventure - or 70 Days Costa Rica 2026)

All payments are non-refundable and non-transferable once your balance is paid.

This is why we strongly recommend travel insurance (see Section 5 below). Quality travel insurance with "Cancel for Any Reason" coverage can reimburse you for 50-75% of your trip cost if you need to cancel for covered reasons including medical emergencies, family emergencies, or other unforeseen circumstances.

5. TRAVEL & CANCELLATION INSURANCE

5.1 Our Strong Recommendation

VITAL Adventures strongly recommends all participants purchase comprehensive travel insurance that includes:

  • Trip Cancellation/Interruption Coverage - Reimburses non-refundable trip costs if you must cancel or cut your trip short due to covered reasons (illness, injury, family emergency, etc.)

  • Cancel For Any Reason (CFAR) Coverage - Provides 50-75% reimbursement even if your reason isn't covered by standard policies (must be purchased within 14-21 days of your initial deposit)

  • Medical & Emergency Evacuation Coverage - Minimum $100,000 recommended for adventure activities

5.2 Why Insurance Matters

Adventure activities carry inherent risks, and insurance protects your investment. After your balance is paid (120 days before departure), your payments are non-refundable. Travel insurance can recover most or all of your costs if unexpected circumstances prevent you from participating.

5.3 Recommended Providers

We recommend comparing coverage from reputable travel insurance providers specializing in adventure travel:

Travel Insurance Providers (for trip cancellation, medical reimbursement, and lost baggage):

  • Wanderwell Insurance (VITAL Partner)*

  • World Nomads (adventure sports specialist)

  • Allianz Global Assistance

  • Travel Guard

  • IMG Global

Emergency Evacuation & Medical Transport (for international adventures):

  • Global Rescue (VITAL Partner)* - Provides emergency evacuation, rescue, and medical transport services in remote locations. Note: This is not travel insurance and does not cover trip cancellation or reimburse medical claims. Global Rescue physically extracts and transports you in emergencies.

*VITAL Adventures receives compensation for referrals to partner providers. This does not affect the cost to you or change our recommendation—we partner with companies we trust and use ourselves.

Important: Purchase travel insurance within 14-21 days of your enrollment payment to qualify for maximum coverage including pre-existing conditions and Cancel For Any Reason options. For international adventures, we strongly recommend adding emergency evacuation coverage through Global Rescue.

For questions about travel insurance or evacuation services: contact@vitalventures.live

6. CANCELLATION OR RESCHEDULING BY VITAL ADVENTURES

VITAL Adventures reserves the right to cancel or reschedule any adventure for any reason, including but not limited to: insufficient enrollment, weather conditions, safety concerns, force majeure events, or other circumstances beyond our control.

We make every effort not to cancel an adventure less than 30 days before departure except in cases of force majeure, natural disasters, extreme weather, safety concerns, or other circumstances beyond our control.

6.1 Your Options If We Cancel

Your enrollment fee is non-refundable because you have already received access to training programs, expert resources, and planning materials (available 90 days before your adventure). However, your enrollment fee will always count as credit toward any future VITAL Adventure.

Option 1: Transfer to Another Adventure

  • Transfer your balance payment (minus any non-refundable costs already paid to suppliers) to the same adventure on a future date or to a different VITAL Adventure

  • Your enrollment fee automatically transfers as credit toward your new booking

  • No transfer fee applies when we initiate the cancellation

Option 2: Credit on File

  • Keep your balance payment (minus any non-refundable vendor costs) on file as credit with no expiration date

  • Your enrollment fee remains as credit on file

  • Use toward any future VITAL Adventure

Option 3: Refund

  • Receive a refund of your balance payment minus any credit card processing fees, non-refundable deposits we paid to suppliers, and costs already incurred on your behalf

  • Your enrollment fee is converted to credit on file (non-refundable, no expiration) for use toward any future VITAL Adventure

  • We work diligently with our suppliers to minimize non-refundable costs and recover as much of your money as possible

Note: If you purchased travel insurance, you can file a claim with your provider for reimbursement of any non-refundable portions including the enrollment fee. We will provide documentation including a receipt and cancellation notice for your insurance claim.

7. FORCE MAJEURE

VITAL Adventures assumes no liability for any loss, damage, delay, or cancellation resulting in whole or in part from an Act of God or any other force majeure condition, including without limitation:

  • Fire, volcanic eruption, hurricane, environmental pollution or contamination

  • Inclement weather, earthquake, flood, water or power shortages or failures

  • Tropical storms or hurricanes

  • Low or high water levels

  • Riots, civil commotions, or disturbances

  • Sabotage, arrests, strikes, or labor disruptions

  • Restraint of rulers or peoples, expropriations

  • Acts of terrorism, war, insurrection

  • Quarantine restrictions, government health advisories

  • Epidemics, pandemics, or warnings or alerts of any kind

  • Government seizures, refusal, cancellation, suspension, or delay of any government authority or any license, permit, or authorization

  • Damages to our facilities or travel supplier facilities

  • Any other unforeseen circumstances or factors that impact negatively on, or hamper, our ability to fulfill any contractual conditions

In circumstances amounting to force majeure, we are not required to refund any money to you. However, if we can recover any funds from our suppliers, we will refund these to you without any additional charge. Your enrollment fee is always non-refundable.

This is precisely why comprehensive travel insurance with Cancel For Any Reason coverage is so important for adventure travel.

8. MEDICAL CONDITIONS & FITNESS REQUIREMENTS

8.1 Disclosure Requirements

You must notify VITAL Adventures in writing during registration of any medical conditions, pregnancy, disability, or any other mental or physical condition that may affect your fitness to travel and/or participate in adventure activities.

Failure to disclose relevant medical information may result in:

  • Being refused participation, in which case you are bound by the cancellation terms outlined above

  • No refund eligibility

  • Potential safety risks to yourself and others

8.2 Participant Responsibility

Some adventures may be unsuitable due to age, mobility, disability, pregnancy, or physical/mental conditions. It is your responsibility to:

  • Clear major medical concerns with your doctor before booking

  • Consult with a VITAL Adventures representative about adventure requirements

  • Maintain appropriate fitness levels for your chosen adventure

  • Confirm with your physician that your current health allows you to attend and participate in the adventure and perform the physical demands required

VITAL Adventures reserves the right to refuse participation to anyone who does not meet the physical, mental, or medical requirements for safe participation.

8.3 Special Requests

We do our best to accommodate special requests including dietary restrictions, but such requests do not form part of the binding booking contract. VITAL Adventures is not liable for being unable to fulfill special requests that were not agreed to in writing.

9. REQUIRED TRAVEL DOCUMENTS & PREPARATION

9.1 Your Responsibility

You are responsible for obtaining and maintaining:

  • Valid passport (must be valid 6 months past your return date for international adventures)

  • All required visas, permits, and certificates

  • Vaccination certificates (if required)

  • Any other documentation required by destination countries

9.2 Consequences of Missing Documentation

You are solely responsible for:

  • Any adverse consequences from missing or defective documentation

  • Staying informed about current travel requirements

  • Completing all required documents before departure

Any information or advice given by VITAL Adventures regarding visas, vaccinations, climate, clothing, baggage, or special equipment is purely advisory and provided as a courtesy. We are not responsible for errors or omissions in information provided by third parties such as governmental authorities.

We recommend reviewing:

  • U.S. State Department travel information: https://travel.state.gov/content/passports/en/alertswarnings.html

  • Centers for Disease Control travel notices: https://wwwnc.cdc.gov/travel/notices

10. SAFETY & TRIP ENJOYMENT

10.1 Safety Standards

We take your safety and well-being very seriously, which is why we partner with accredited operators, licensed guides, and trained professionals for all VITAL Adventures. However, you are ultimately responsible for your own safety and must sign a liability waiver before departure.

10.2 Participant Conduct

To ensure safe conditions, you must:

  • Obey all rules and regulations imposed by VITAL Adventures leaders and local guides

  • Follow all instructions given by adventure leaders

  • Comply with laws, customs, and regulations of all countries visited

10.3 Removal from Adventure

VITAL Adventures reserves the right to remove any participant from an adventure, with no refund, if in our opinion that participant's actions:

  • Pose a threat to their own safety or that of others

  • Seriously jeopardize the enjoyment of other participants

  • Violate local laws or regulations

  • Involve undisclosed substance abuse or behavioral issues

  • Demonstrate inability to meet the rigors and requirements of participating in the activities

  • Constitute abusive behavior toward other participants, leaders, or third parties

The decision of the VITAL Adventures leader or representative is final on all matters affecting safety and well-being.

11. ADVENTURE ITINERARY CHANGES

11.1 Right to Modify

VITAL Adventures and its partners reserve the right to alter adventure programs and itineraries due to:

  • Weather, road conditions, or local circumstances

  • Mechanical breakdown, flight cancellations, illness, strikes

  • Political disputes, natural disasters, or other unforeseeable factors

  • Any other circumstances we deem necessary to improve trip quality and/or accommodate the comfort and well-being of guests

This includes changes or cancellation of planned activities, accommodations, routes, or any other aspect of the adventure itinerary to ensure the safety of participants and staff.

11.2 No Liability for Changes

We accept no responsibility for losses or expenses due to delays, changes, or cancellations caused by strikes, accidents, sickness, weather, war, natural disasters, or other circumstances beyond our control.

If you choose not to participate in any part of the adventure itinerary (activities, meals, etc.), you are not entitled to any refund

12. SUPPLIERS & INDEPENDENT CONTRACTORS

12.1 Third-Party Services

Hotels, transportation services, guiding, and other elements of VITAL Adventures are provided by local suppliers who may engage local operators and sub-contractors. We endeavor to work only with reputable and competent suppliers, though we cannot guarantee service quality or performance as these contractors are outside our direct control.

12.2 Independent Contractor Status

VITAL Adventures is an independent contractor and is not an employee, agent, or representative of any supplier. We do not own, manage, operate, supervise, or control transportation, lodging, restaurants, or other service providers.

VITAL Adventures is not liable for any negligent or willful act or failure to act of any third-party service provider, or of any other third party.

13. ASSUMPTION OF RISK & RELEASE OF LIABILITY

13.1 Acknowledgment of Risks

By participating in a VITAL Adventure, you acknowledge and voluntarily assume all risks associated with adventure travel, including but not limited to:

  • Motor vehicle collisions, animals, roadway hazards, slips and falls

  • Criminal or terrorist acts, government actions

  • Consumption of food or water

  • Exposure to elements (heat, cold, sun, water, wind)

  • Your own negligence and/or negligence of others, including negligence on the part of VITAL Adventures

  • Insects, reptiles, and animals

  • Accidents or illness in remote areas without medical services

  • Fatigue, overheating, and physical exertion

  • Known or unknown medical conditions

  • Inadequate medical attention or evacuation capabilities

  • Breakdown or failure of equipment

  • High altitude conditions

  • Acts of God or force majeure

  • Acts of war, civil unrest, insurrection, or revolt

  • Strikes or other labor activities

  • Physical exertion for which you are not prepared

  • Forces of nature and weather conditions

  • Transportation failures

  • Consumption of alcoholic beverages, medications, or other substances

  • Terrorism or the threat thereof

  • Stolen, lost, or misplaced luggage or property

  • Theft or break-ins

  • Epidemics or pandemics, including exposure to COVID-19 by any means of transmission

You acknowledge that the enjoyment and excitement of adventure travel is derived in part from the inherent risks incurred by travel and activity beyond the accepted safety of life at home or work.

13.2 Release of Liability

VITAL Adventures and its employees, agents, and representatives are not liable for:

  • Any loss, injury, or damage to travelers or belongings

  • Any occurrence beyond our control

  • Delay, change in schedule, loss, or injury from any act or omission by others

  • Personal property loss or theft

  • Any obligations during strikes, labor disputes, acts of God, government actions, fire, war, terrorism, insurrection, riots, epidemics, pandemics, illness, injury, quarantine, medical regulations, delays, or cancellations

You agree to hold harmless and fully release VITAL Adventures from any and all claims, causes of action, and damages arising from, caused by, or related to in any manner or fashion to your participation in any VITAL Adventure.

13.3 Binding Nature

This release and assumption of risk is legally binding upon you personally, all members of your family and all minors traveling with you, and your and their heirs, successors, assigns, and legal representatives. It is your intention to fully assume all the risks associated with this adventure and to release VITAL Adventures from any and all liability to the maximum extent permitted by law.

13.4 Waiver Requirement

All participants must sign VITAL Adventures' separate Liability Waiver, Release and Assumption of All Risks Agreement before departure. The waiver forms part of this binding contract.

15. PHOTOGRAPHY & MEDIA RELEASE

15.1 Grant of Rights

During your adventure, photos or video may be taken by participants, adventure leaders, or guides. By participating, you grant VITAL Adventures a perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes including but not limited to:

  • VITAL Adventures website and marketing materials

  • Social media platforms

  • Promotional content and advertisements

  • Joint marketing with third-party partners

You assign to VITAL Adventures all right, title, and interest you may have in or to any and all media in which your name or likeness might appear.

15.2 Opt-Out Option

If you do not wish your image to be used in VITAL Adventures promotional materials, you must notify us in writing at: contact@vitalventures.live


16. CLAIMS & COMPLAINTS

16.1 Reporting Process

If you have a complaint during your adventure:

  1. Inform the adventure leader immediately to allow the issue to be addressed in real-time

  2. Contact us while on the adventure (contact@vitalventures.live) if the issue is not resolved

  3. Submit written complaints within 15 days of the adventure end date

16.2 Limitation on Claims

Failure to report dissatisfaction during the adventure will limit or eliminate your ability to claim compensation. We cannot address issues we are not made aware of during the adventure when correction is possible.

17. DISPUTE RESOLUTION

17.1 Governing Law

These Terms and Conditions, and any disputes arising from or relating to your VITAL Adventure, shall be governed by and construed in accordance with the laws of the State of New York, without regard to its conflict of law provisions.

17.2 Jurisdiction & Venue

You agree that any dispute concerning, relating to, or referring to this Agreement, any promotional materials, or the adventure itself, shall be resolved exclusively in the State or Federal Courts located in the County of Westchester, State of New York. You consent to the personal jurisdiction of said courts.

17.3 Waiver of Jury Trial

By agreeing to these terms and conditions, both you and VITAL Adventures waive any right to a trial by jury in any legal proceeding arising out of or relating to these Terms and Conditions or your participation in a VITAL Adventure.

18. GENERAL PROVISIONS

18.1 Entire Agreement

These Terms and Conditions, together with our Cancellation Policy and the Liability Waiver, constitute the complete understanding between you and VITAL Adventures. This agreement replaces, supersedes, and precludes any prior oral or written agreement between the parties.

18.2 Modifications

This agreement can only be modified, altered, or terminated in writing executed by both parties. VITAL Adventures reserves the right to update these Terms and Conditions for future bookings by posting revised terms on our website.

18.3 Severability

If any portion of this agreement is found to be void or unenforceable, the remaining portions shall remain in full force and effect.

18.4 No Waiver

The failure of VITAL Adventures to enforce any provision of these Terms and Conditions shall not constitute a waiver of that provision or any other provision.

18.5 Assignment

You may not assign or transfer your rights or obligations under these Terms and Conditions without our prior written consent. VITAL Adventures may assign its rights and obligations without restriction.

19. ACKNOWLEDGMENT OF UNDERSTANDING

By enrolling in a VITAL Adventure, you acknowledge that:

  • You have carefully read and fully understand these Terms and Conditions

  • You understand the legal ramifications of this Agreement

  • You have had the opportunity to ask questions and seek legal counsel if desired

  • You are signing this agreement of your own free will

  • You agree to be responsible for your own welfare and accept any and all risks of delay, unanticipated events, inconvenience, illness, injury, emotional trauma, or death

  • The cost of your VITAL Adventure is based upon you executing this Agreement and the associated Liability Waiver

  • This Agreement is legally binding upon you, all members of your family, all minors traveling with you, and your and their heirs, successors, assigns, and legal representatives

20. CONTACT INFORMATION

For questions, cancellations, transfers, payment plans, or any inquiries regarding these Terms and Conditions:

VITAL Adventures
 Email: contact@vitalventures.live
Website: vitalventures.live

Please contact us directly rather than requesting chargebacks from your credit card company. We will work with you to process any eligible refunds in a timely manner according to these terms.

21. MINORS

21.1 Parental Consent

If you are registering a minor (anyone under age 18) for a VITAL Adventure, you as parent or legal guardian:

  • Give permission for your child or ward to participate in the adventure

  • Agree individually and on behalf of your child or ward to all terms in this Agreement

  • Acknowledge that you are legally responsible for the minor's conduct and well-being

  • Agree to execute the separate Liability Waiver on behalf of the minor

21.2 Age 18 Before Departure

If your minor child turns 18 before the commencement of the VITAL Adventure, he or she will be required to sign his or her own Liability Waiver form.

VITAL Adventures is committed to supporting your mental and physical health through community, nature, and personal growth. These Terms and Conditions exist to protect both you and our ability to deliver exceptional adventure experiences.

By registering for a VITAL Adventure, you confirm that you have read, understood, and agree to be bound by these Booking Terms & Conditions.

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14. CREDIT CARD BOOKINGS & PAYMENTS

14.1 Accepted Payment Methods

We accept major credit cards including Visa, Mastercard, American Express, and Discover. By providing credit card authorization, you:

  • Agree to all charges associated with your adventure booking

  • Acknowledge and accept these terms and conditions including cancellation terms

  • Agree not to make improper chargebacks

14.2 Chargebacks

Before initiating a chargeback, please contact us to discuss any concerns about charges. We will work with you to resolve issues.

VITAL Adventures retains the right to dispute any improper chargeback and recover costs including attorney's fees. We may cancel travel reservations related to improper chargebacks.

The following chargebacks are considered improper:

  • Chargebacks from non-cancellable reservations

  • Chargebacks from charges authorized by family, friends, or associates with access to your card (excluding fraud)

  • Chargebacks due to supplier product inconsistency

  • Chargebacks resulting from force majeure or circumstances beyond our control

  • Chargebacks because you disagree with the cancellation policy

14.3 Currency & Fees

All adventure prices are quoted and payable in USD. VITAL Adventures is not responsible for any fees incurred due to currency exchange or fees charged by your credit card/bank for processing funds.