Terms and Conditions for ViA Trips


It is important to us that everyone who wants to become a member of any Vikings trip, either it is in Asia, Africa, Australia or America, understands what he/she is getting himself/herself into. This is why we have outlined this document, so that expectations can be set straight for all parties, even before the trip has started.

MONEY STUFF

The price structure of our trips are transparent and are calculated based on costs from previous trips. Keep in mind that most ViA trips are one off and one way adventures, so costs would be higher than routine based trips and each participant are expected to cover an equal part of these costs which covers:

Transport costs included in the participant fees:

  • All gas costs, also for the day trips.
  • All parking costs, including the fees for cars in paid campings.
  • All toll roads and ferries
  • All repairs and servicing of the cars. We will get them serviced once a month.
  • All documents for the cars, that includes car insurance, laisser-passer, etc.

Food and accommodation costs included in the participant fees:

  • Quality tents to be used in pairs.
  • Water Jerry cans for the use of the group.
  • A gas burner, knives, cutting boards, basic pots and pans, etc.

​All other costs, not mentioned above must be covered by each participants individually (paid extra). These costs include, but are not limited to visa fees, all accommodation that is not free camping, all food, transport if you leave the group for any reason.

Deposit required for booking:

We operate on a first come, first serve basis and require a deposit of 500€ to guarantee you a seat on the trip, whether you are just joining for a leg or for the whole trip. This deposit is non-refundable and will be needed for us to set everything up- we will share the trip preparation progress on our member SoME group. This way we show each other that we are all 100% committed to the trip.

Discounts:

As much as we would love to, we cannot give discounts to people based on their skills, country of origin or relationship with the trip organizers. We want each member to have the confidence that the costs of the trip are shared equally between each member. However, there are certain factors that can better cash flow, keep overhead costs down, ensure less vacant seats, help create predictability and give us certainty that we will be able to follow through with our trips. These discounts are mentioned below:

10% off for cash payments and early birds! (3 months in advance)
20% off for multi-leg! (from one month and upwards)
30% off if you decide to join the whole trip    

Cancellations, transfers and refunds:

If you must cancel your booking you may do so at any time by contacting us via email at contact@vagabjorn.com.  Where written notification of the cancellation is received, the following will apply:

If you cancel a trip:

  • 60 days or more prior to departure, we will retain only the deposit 
  • 59 – 31 days  prior to departure, we will retain  50%
  • 30 day or less prior to departure, we retain 100%

As stated in this refund policy,  within 30 days of the trip we will have to retain 100% of payment. Should the traveller be dissatisfied with their trip at any point during or after, or they either choose to cancel due to extenuating circumstances or personal choice during a trip, they will not be eligible for any recompense or refund.

Food kitty:

A food kitty is a group budget we all chip in weekly in order to cook group meals or visit paid historical or quirky places. We will all contribute an average of 10€ per week to purchase local goods from which rotating teams will prepare food for the group. Any unused amount in the kitty will be divided equally between each participant should the trip be finished or should we decide to end it. 

TRAVEL DOCUMENTS AND PASSPORTS

Bjorn has traveled to every country in the World and can be considered an expert on travel logistics and what documents will be needed. He will provide advice on what you need, but keep in mind that requirements will vary according to your nationality and could change at any time for reasons beyond our control. Visas will usually be arranged on the way, unless the itinerary states that you will require to have one beforehand. Still, you have to make sure to check with the appropriate Embassy, Consulate or Foreign Office for the exact requirements for your chosen program and date of travel. 

Some of the countries we go through may require vaccines and we might travel through areas where disease such as dengue and malaria is present. Contact your doctor for medical advice and be prepared to take a few vaccines/shots before setting off.

Simply put, we will strive to give the best advise but ultimately it remains your responsibility to ensure that you have the documentation and visas for entering the country of your trip.

OTHER PRACTICALITIES

Mode of transport:

For most of our trip we will be driving with our own cars which we will take on ferries where it is necessary. For our previous trips we have used varied types of cars, depending on group size and road conditions in the place we are going:

Vikings in Africa: Toyota Hiace
Vikings in Australia: Toyota Landcruiser
Vikings in Asia: Toyota RAV4
Vikings in America: Jeep Rubicon 

Storage:

We usually have plenty of space by putting some of our stuff on the roof, but please only bring what you need and plan ahead with the other members so that we don't each have our own hair dryers, guitars and boxing gloves.

​What is an overlanding journey? 

It’s not a 9-5, it’s not an all-included resort, it’s not just camping, it’s not school, it’s not a time or a place to get on people’s nerves. So, what is it? Well, overlanding is, simply put: a road trip. Although, there is just as much planning to it as there is room for alternative plans and missteps. Overlanding is a combination of a lot of mileage, the freedom of movement, the ability to change plans, sleeping and cooking outdoors, adventure and discovery. Furthermore, large parts of South America is still untapped to mass tourism, a definite change of scenery that might provoke a sense of disorientation and homesickness. Still sounds great, yeah? Again, it is not for everyone, there will be hard times, resilience and commitment are fully needed. Let’s tap into what you will encounter on this multi month journey.

During your trip, you will be part of a team. You will meet strangers from different nationalities, ages, and backgrounds. This will be your team. There will inevitably be a time when someone gets on your nerves or vice versa. This is when honesty and integrity are a must. Conflict is universal, there’s no avoiding it. You will have to deal with conflict. Also, it’s better to know how to treat people instead of learning about everyone’s boundaries. We must be able to pull together in harder times and enjoy each other’s presence when kicking our feet back. What will this team do? There will be

Group tasks:

Usually we will divide the group up in teams which will change on a rotating basis. Teams might include a camp team, a cooking team, a cleaning team etc. Tasks might include but not be limited to grocery shopping and cooking, dishes, camping duties such as gathering firewood, filling up Jerry cans with drinking water and more. Everyone’s input is demanded, there will be no room for divas.

Additionally, there will be team leaders called Bjorn and Tom. They have enough experience to cover what we will visit and the routes taken. There will be suggestions on what to do in various places. However, our job is to deal with the day to day logistics of getting you from A to B, making sure you have food in your bellies at the end of the day, sleep in safe places, taking care of all the car business, organize the obtention of visas and make sure no one is left behind. We are not specialists in birds, trees or foreign food. We will not take you by hand to show you what there is to see. This is the difference between overlanding and a tour. You are all expected to use the free time you will have to do what you want to do, not necessarily what we suggest.

Challenges of traveling in "developing countries":

Foreign infrastructures may demand adaptability and positivity from you. On a global scale, the countries visited during this trip are not the poorest. We will spend quality time in rural areas, where roads, toilets and accommodation might very well range from inexistent to poor. Most urban areas aren’t either on the standards of the megapolis of this world. What does it imply? It implies that there will be long days of driving at times, we have ground to cover, it’s not the most fun but sometimes it’s a necessity, be prepared, don't sulk. There will be delays at times, whether from breakdowns, injuries, sickness, weather, bad roads, border closure, wrong information, life. Flexibility in our itinerary is a must, plans will change. Therefore, we do not guarantee what is proposed in our day to day itinerary. We will do our absolute best to bring people to their place of departure on time. We have not previously failed to do so, and we don’t count on starting now.

Additionally, we might spend 2 or 3 days without a shower while bush camping. We will try to compensate by being near rivers or waterfalls but it might not happen all the time. We will sleep in sketchy looking places that we will judge safe enough as well as under the milky way in the middle of nowhere. On top of it all, we do not guarantee that you will have food at the same time every day, you might consider stacking your own snacks. Lastly, it implies that you will often have to do your natural animal needs behind a bush, so be warned!

If you are ready to overland with strangers and experience discomfort for prolonged periods, then yes this is a trip for you! But if you are not willing to show resilience, commitment, honesty, integrity, adaptability and positivity in exchange for exploring beautiful, sometimes uncommon or rare tourist destinations, then this is not for you! 

ITINERARY

We may be required to modify the itinerary due to unforeseen events such as strikes, protests,  closures , disease outbreaks, holiday, or festivals that can affect your schedule. These are often announced on short notice. We strive to ensure that an alternative is offered, where possible. Vagabjorn reserves the right to modify and/or change the trip itinerary without notice including if there are too few participants, or if the quality of the trip or the safety of travellers is judged by Vaganbjorn to be compromised.

Every reasonable effort will be employed to operate the trip as planned; however, should unforeseen events and conditions require the itinerary to be altered or cancelled, Vagabjorn reserves the right to do so for the safety and best interest of the group. In such a case, refund of payments received by Vagabjorn shall constitute full and final settlement. In the event of cancellation, Vagabjorn is not responsible for any loss incurred on account of non-refundable or non-transferable air tickets or other unrecoverable travel costs. Vagabjorn retains the sole discretion to run any trip notwithstanding the occurrence of any event or the existence of any condition in or near any place of travel included on a trip itinerary, or in proximity to such a place or affecting travel, including air travel, in general.  If Vagabjorn determines in good faith to run a trip, the then no refund under this paragraph shall be payable with respect to that trip and any traveller cancelling a reservation shall be bound by the cancellation policies identified in the preceding paragraphs.

All trips are run on with a multi leg concept, which means that people will hop on and hop off at selected dates/destinations. The people you started off with might not necessarily be the same ones you will finish your trip with for this reason.

The start and end of these legs are usually set to major cities with good airports and connections for onwards travel and the dates that trip legs start/finish on are usually set to the first (1st) or fifteenth (15th) of each month. You are responsible to book your flights on those dates to ensure that we will be there and that we will be able to pick you up at the airport at the time you will arrive.

If the dates you are interested in happen to be shared between legs, do not worry! We are flexible too! Send us a message in the get in touch section for a quote.

Simply put – The trip may change or be cancelled due to a number of factors. We will do our absolute utmost to insure the trip runs as stated.

Arrival and departure into/out of a country:

You are responsible for making your way to the program start location. You must advise us of your arrival details and/or of any changes to these details at the earliest possible opportunity. Should you arrive outside the agreed start date/time for your program, or do not advise us of your correct arrival details, including in the event of a flight delay whilst you are en-route, you will have to cover any necessary transport costs.

Equally, the responsibility of meeting your departing flight/train/bus or other mode of transport lies solely with the traveler, not with us. Vagabjorn holds no responsibility for any missed connections, flights or other.

ACCEPTANCE OF RISKS AND LIMITATION OF LIABILITY

Each Vagabjorn trip is intentionally designed to take travellers “off the beaten path” to locations where facilities, infrastructure, safety and other standards may not be as sophisticated as the traveller’s home territory.  Trips involve physical activity that can be demanding, depending on the condition of the traveller. Medical facilities and services may not be easily accessible and may not be sophisticated in all areas of all trips. There are other risks associated with the trips, such as theft or loss of or damage to property. By undertaking a Vagabjorn trip, you acknowledge that Vagabjorn has no responsibility over any lost, damaged or stolen goods. Some of the services provided in connection with the trip, including lodging, transportation, food service, and local tours and activities, are obtained from independent suppliers over whom Vagabjorn has no control.  By undertaking a Vagabjorn trip, you acknowledge that any illness, injury or discomfort is not the responsibility of Vagabjorn.

You acknowledge that adventure travel and our trips may involve a significant amount of risk to your health and safety. By traveling with us you acknowledge that you have considered any potential risks to health and safety. You hereby assume responsibility for all such risks and release the Vagabjorn from all claims and causes of action arising from any losses, damages or injuries or death resulting from risks inherent in travel, including adventure travel specifically, visiting foreign destinations, and participating in adventurous activities such as those included in our trip itineraries or otherwise offered by other tour operators. Vagabjorn requires that you confirm your assumption of this responsibility by completing the participation waiver (the “Waiver”) prior to departing on your tour. 

You acknowledge that the degree and nature of personal risk involved depends on the trip and the location(s) in which the trip operates, and that there may be a significant degree of personal risk involved in participating, particularly participating in physical activities, travel to remote locations, carriage by watercraft, participation in “extreme sports” or other high-risk activities, or travel to countries with developing infrastructure. Standards of hygiene, accommodation and transport in certain countries where our trips take place are often lower than the standards you may reasonably expect in your home country or region. You agree that the Vagabjorn is not responsible for providing information or guidance with respect to local customs, weather conditions, specific safety concerns, physical challenges or laws in effect in any locations where a trip, product or service is operated. You acknowledge you have considered the potential risks, dangers and challenges and your own personal capabilities and needs, and you expressly assume the risks associated with travel under such conditions.

You must at all times strictly comply with all applicable laws and regulations of all countries and regions. Should you fail to comply with the above or commit any illegal act when on a trip (acting reasonably), your behavior is causing or is likely to cause danger, distress or material annoyance to others, we may terminate your travel arrangements on any product or service immediately at your expense and without any liability on Vagabjorn’s part. You will not be entitled to any refund for unused or missed services or costs incurred as a result of termination of your travel arrangements, including, without limitation, return travel, accommodations, meals, and incidentals.

You are responsible for any costs (including repair, replacement and cleaning fees) incurred by Vagabjorn and our suppliers for property damage, destruction or theft caused by you while on a trip. You agree to immediately report any pre-existing damage to a representative of the team leaders and staff of the accommodation, transportation service, or facility as soon as possible upon discovery.

You agree to take all prudent measures in relation to your own safety while on a trip including, but not limited to, the proper use of safety devices (including seatbelts, harnesses, flotation devices and helmets) and obeying all posted signs and oral or written warnings regarding health and safety. Neither the us or third party suppliers (as defined herein) are liable for loss or damages caused by your failure to comply with safety instructions or warnings.

Furthermore, if a traveller is a victim of crime, or unsavoury conduct, during a Vagabjorn trip, we will do our utmost to support the victim however by attending the trip, you have acknowledged Vagabjorn takes no responsibility or liability for any crimes committed rendering you as the victim.

Traveling by car can be dangerous. Tens of thousands of people loose their lives in traffic every year, with the majority being in countries that have poor infrastructure, lower requirements for safety equipment in cars, poor driving education and higher tolerance for drinking and driving than most of us would have in our home countries. Traffic will be the biggest risk of setting off on a big trip like this, but by doing regular car checks, abstaining from drinking and driving, having experience from driving in different conditions will lower the chances of accidents while on the road. Every member needs to be aware of this traffic risk.

In the event of injury or death, the responsibility of all following circumstances lie solely with the traveler. Vagabjorn will of course attempt to help in any way we can.

We require a signed liability form at the beginning of each Vagabjorn trip.

Simply put – You understand that travel comes with inherent risks and responsibilities and you are responsible for obiding local laws, replacing things you break and being adequately fit and healthy for a Vagabjorn trip.

We require that each participants has a valid travel insurance to cover for theft and any health related issues we will face on the way.

CODE OF CONDUCT

By participating in a Vagabjorn trip, you’re agreeing to abide by our traveller’s code of conduct (available below*) which includes, but is not limited to, adhering to local and international law, respecting local and international cultures, adhering to traffic laws. By attending a Vagabjorn trip, you’re acknowledging you have read and accepted said code of conduct. By breaking the code of conduct at anytime before or during the Vagabjorn trip, We withhold the right to immediately expel the traveller with no refund.

Finally, by undertaking a Vagabjorn trip, you accept to refrain from any public statements via social media, or other, that would fall under the terms of defamation, libel, slander, omission, falsehood, obscenity, pornography, or inaccuracy contained in any such postings, transmissions, information, or content.  

By undertaking the trip of a lifetime with Vagabjorn, not only are you helping a community in a part of the world that few get to visit, you’re also embarking on a epic adventure for yourself.

We’re so, so proud of our past travellers and the community that has formed around Vagabjorn volunteering and travels is a truly beautiful thing. We can’t wait for you to be part of it too. With that in mind, every past traveler on our trips has adhered to a previously unwritten ‘code of conduct’. Over our many trips through many continents and many countries, an informal code of conduct has been created by the awesome nature of people that are attracted to trips like this – where adventure travel meets social good.

As we grow, we want to ensure that this code of conduct is adhered too, to ensure the safety of our travellers, of our local partners and to guarantee that a Vagabjorn trip is the best trip you’ll ever take. With that said, in agreeing to the Terms of Conditions, you’re also acknowledging to respect and adhere to the Vagabjorn Code of Conduct as stated below. Breaching the code of conduct gives Vagabjorn the right to expel any guest, at any time, with no recompense. 

CULTURAL CODE

  • Respect for all local customs, cultures and religions. This could include, but is not limited to, dress code, food choices, language.
  • As a non-denominational, secular organistaion, Vagabjorn expects all volunteers to respect the religious choices of other travellers, staff, and locals along the way.
  • Vagabjorn both acknowledges and supports all genders & sexualities, whilst concurrently understanding local law and culture may oppose that. With that in mind, we expect our staff and travellers to abide by local custom and law accordingly. This is not an endorsement of any belief.

PHYSICAL CODE

  • Respect your group leaders, Vagabjorn staff and other trip guides and participating travellers.
  • No harm to other travellers, Vagabjorn staff, suppliers or yourself.
  • Consent. Non-consensual physical approaches to other Vagabjorn travelers, staff or locals along the way is explicitly forbidden. 

ETHICS CODE

  • Zero tolerance to bring drugs onboard and take part in prostitution.
  • No smoking inside any vehicles or rooms provided by us during a trip.

TIME KEEPING

  • As a group trip, you acknowledge that punctuality allows the trip to run smoothly, and excessive lateness isn’t fair to other travellers.
  • After a 1st and 2nd warning, a 3rd lateness could result in the trip continuing without you, and the traveller having to ‘catch up’ at their own cost.

FORCE MAJEURE

Except where otherwise expressly stated in these Terms, Vagabjorn will not be liable or pay you compensation if its contractual obligations to you are affected by “unavoidable and extraordinary circumstances” meaning any event beyond Vagabjor’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, labor difficulties, interference by authorities, political disturbance, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside Vagabjorn’s or the supplier(s) concerned’s control. 

PRIVACY POLICY

Our Privacy Policy sets out what information we collect, how we collect it and what we do with it.

We have to collect your personal information to be able to deliver this to third parties such as customs, ferries companies and other companies. We collect, use and disclose only that information reasonably required to enable us to provide the particular trip as planned. By submitting any personal information to us you indicate your acceptance of this policy. 

The personal information we collect would typically be, but not always limited to your name, date of birth, gender, email address, telephone number, passport details, medical information and travel insurance details; details of the products and services you have purchased from us or which you have enquired about, together with any additional information necessary to run our trips as stated in the itineraries. Any additional information relating to you that you or a third party has provided to us directly or indirectly

By providing personal details you are agreeing to our use, collection and storage of the information in order that we can provide you with the services that you request and also contact you about certain promotions. This information is stored using strict protocols to ensure security, information integrity and privacy. You have the right to ask in writing not to receive direct marketing material from us. Once properly notified by you, we will take steps to stop using your information in this way.

While on a Vagabjorn trip, we may take video and/or still images of you that may be used in our advertising or on our website. All travellers on our trips authorise us to use images of themselves, such as photographs and videos. If you do not wish for this to happen, please notify us via email. If you send us a review, we may use this on our website, on social media sites and for advertising.

You agree that, while participating in any trip, images, photos or videos may be taken by other participants that may contain or feature you. You consent to any such pictures being taken and grants a perpetual, royalty-free, worldwide, irrevocable license to the organizer, other participants or third party companies that we use, unless you have notified us by email to not agree to this policy. Otherwise you agree that anyone who is taking pictures of you are allowed to reproduce this for any purpose whatsoever (including marketing, promotions and the creation of promotional materials by or with sub-licensees), in any medium whatsoever, whether currently known or hereinafter devised, without any further obligation or compensation payable to you. 

COMPLAINTS PROCESS

If you have any feedback, issues or complaints during your program, you must inform the team leaders immediately who will be able to address the situation. If you are not happy with the actions taken in response, please follow this up with us via email within 28 days of your program end date. We will acknowledge your email within 7 days and aim to provide a full response within 28 days. Failure on your part to notify us and the local teams will deprive us of the opportunity to investigate and to take appropriate action to put things right whilst you are on your program and may affect your legal rights.

As noted, standards of accommodation, cleanliness, hygiene, health and safety and other services may be quite different from what you are accustomed to at home, and you should be prepared for this. We will do our best to prepare you for the likely standards you will encounter before you depart, but we are not liable for any refunds as a result of complaints about standards which we have adequately described.