Payment Policy and Cancellation Fees
A non-refundable deposit is required to reserve your spot – final amount to be posted soon. This allows us to lock in your private train carriage and begin securing accommodations and immersive experiences across the route.
All payments are processed in USD. If you are paying in another currency, your final charge may vary based on your bank’s conversion rate and fees.
Remaining balance will be invoiced in 2 installments, with due dates communicated clearly in advance.
You’ll receive an email confirmation when your payment has been received, along with your next steps.
Grace Period for Cancellations
Changed your mind? No hard feelings — we offer a 14-day grace period for cancellations from the date of your first payment.
Within this 14-day window, you may cancel for a full refund of your deposit and any other payments made.
Refunds are processed in USD and may vary depending on currency exchange rates and bank processing fees. The payment processor and bank fees are non-refundable (typically 4.9%).
Example: If you book on May 1 at 3:33 p.m. PST, you have until May 14 at 11:59 p.m. PST to cancel under the grace period.
Please email [email protected] to request a cancellation within this window.
Allow up to 10 business days for refund processing.
Refunds After Grace Period
After the 14-day grace period, deposits are non-refundable unless the train is fully booked and we are able to fill your spot from the waitlist.
If we successfully fill your spot, you’ll receive a refund minus payment processor and banking fees (typically 4.9%).
All refunds are issued in USD. If you paid in another currency, the refunded amount may differ due to your bank’s exchange rate at the time of refund.
Once you request a cancellation at [email protected], we’ll let you know if we’re able to fill your spot from the waitlist.
Minimum Group Policy
Our trips require a minimum number of guests to operate smoothly and to secure hard costs from our partners — we are not holding your funds as a casual reservation. This is why deposits are non-refundable unless we’re able to refill your spot.
If the main trip (May 17–30, 2026) does not meet the minimum by January 6, 2026, we will cancel the departure and refund all payments in full — including deposits and add-ons.
If the Chiang Mai post-trip extension (May 30–June 2, 2026) does not meet its own minimum by March 7, 2026, only that segment will be canceled. In that case, you’ll receive a refund for the extension only.
In either case, payment processing fees and currency exchange differences are non-refundable. However, because the post-trip extension is billed separately, the value of any non-refundable processing fees for the extension will be credited toward your main trip’s second payment. This way, if the post-trip does not proceed, the processing fee will be applied to your main trip balance instead of being forfeited.
Refunds may take up to 10 business days to appear.
Payment Schedule for Main Trip
Payment 1 (Deposit): Due anytime between June 2025 – January 6, 2026
Payment 2: Due between January 6 – January 31, 2026
Payment 3 (Final Balance): Due between January 31 – March 14, 2026
Payment Schedule for Chiang Mai Post-Trip Extension
Payment 1 (Deposit): Due anytime between June 2025 – March 7, 2026
Payment 2 (Final Balance): March 7 – April 7, 2026
Guests are responsible for submitting payments on time. If a scheduled payment is missed, we’ll send a reminder by email. If payment is not received within 7 calendar days of the due date and no prior arrangement has been made, we reserve the right to release your spot and offer it to someone on the waitlist.
If this happens, any payments already made will be treated as non-refundable unless we are able to fill your spot. In the event your spot is filled due to non-payment, a refund will be issued minus applicable processing and bank fees. If your spot is not filled, your payment remains non-refundable.
If you’re having trouble making a scheduled payment, just reach out — we’re happy to work with you as long as we have notice. However, all payments must be received in full with ample time before the trip to confirm your participation. If we do not receive your full payment on time, we may need to release your spot. This will result in a non-refund.
Note About USD Currency
All refunds are issued in USD only, regardless of currency exchange rates at the time of payment or refund. Due to daily fluctuations in exchange rates, the final amount you receive in your local currency may be higher or lower than your original payment.
If you are refunded due to a replacement joining the trip, you will receive your refund in USD only, minus applicable fees. Rails Gone Vegan is not responsible for differences in exchange rates or conversion fees incurred by your financial institution.
Partial Participation or Missed Events
While we’d love to travel with you the whole way, joining part of the itinerary isn’t always feasible.
Shortened trips may be allowed only in Malaysia and must be pre-approved. Pricing will be higher due to fixed group costs. Please email [email protected] so we can curate an itinerary for you.
If joining mid-trip, we’ll work with you to coordinate domestic travel, but Rails Gone Vegan is not responsible for missed transportation segments.
Rails Gone Vegan does not issue partial refunds for activities that are skipped, substituted, or rescheduled due to weather, venue availability, guide illness, or other circumstances beyond our control. All experiences listed in the itinerary are included in your package, but may be adjusted as needed to ensure the safety and quality of the trip.
Refunds will also not be issued for guests who choose not to participate in specific activities, meals, or accommodations during the tour for personal reasons.
Guest Conduct & Vegan Policy
Rails Gone Vegan reserves the right to remove any guest from the tour if their behavior endangers the safety, wellbeing, or experience of others. In such cases, no refund or financial assistance for early departure will be provided.
Behaviors that may result in removal include, but are not limited to:
- Use or possession of illicit drugs
- Harassment of other guests, staff, or the public
- Hate speech, discriminatory behavior, or symbols (including non-verbal expressions such as clothing, flags, or accessories)
- Refusing safety check-ins or failing to communicate with staff if not participating in daily activities. (Guests are welcome to take downtime or rest, but for safety reasons, face-to-face daily check-ins will be required if you choose not to join scheduled programming.)
This is a vegan experience and is guided by vegan ethics. All included meals are plant-based, and we kindly ask guests to refrain from ordering or consuming animal products during any scheduled group meals or guided activities, even if a restaurant or vendor offers non-vegan options.
For clarity: “animal products” refers to any part or secretion from an animal — this includes but is not limited to dairy, eggs, meat, seafood, and honey.
Guests join this tour with the expectation of a fully vegan environment.
- A first offense will result in a warning.
- A second offense may result in dismissal from the tour without refund.
We appreciate your respect for this space and the shared values of our group.
Travel Insurance Strongly Recommended
We highly encourage all guests to purchase comprehensive travel insurance that covers:
- Trip cancellation or interruption
- Medical emergencies
- Travel delays and missed connections
Trip insurance may be able to cover you in scenarios where we cannot offer a refund.
Waitlist Policy
If our rail journey is full, you’ll be invited to join the public waitlist listed on our website.
If a spot opens up, you’ll receive an email and have 24 hours to secure your space with a deposit before it’s offered to the next person in line.