Terms And Conditions

Rails Gone Vegan curates small group trips that require advanced commitments to accommodations, transportation, and partners. The following policies outline how bookings, payments, and participation are managed to ensured the Trip operates smoothly and fairly for all Travellers.

Definitions:
For the purpose of this agreement, the term “Traveler” refers to any individual participating in the trip, whether payment is made by the Traveler or by a third party on their behalf.
For the purpose of this agreement, the term “Booking Party” refers to the individual or entity responsible for submitting payment.
For the purpose of this agreement, the term “Trip” refers to a specific travel experience, itinerary, or tour offered by the Company and identified by name, dates, and/or location at the time of booking.

By booking and/or traveling on a Trip with Rails Gone Vegan, the Traveler and Booking Party agree to the conditions outlined in this agreement.

A non-refundable deposit is required to reserve the Traveler’s spot on the Trip. Where a booking includes more than one Traveller, the full deposit for all Travellers must be paid before any spots for the Trip are secured. If the full deposit is not received, any partial payments will be refunded minus payment processing fees and any currency conversion costs.

All payments are processed in USD (United States Dollar). If the payment for the Traveler is received in a different currency than USD from the Booking Party, the final charge may vary based on the Booking Party’s bank conversion rate and fees.

The remaining balance will be invoiced in instalments, with due dates communicated clearly in advance to the email provided under the Trip’s booking for the Traveler. The total Trip price and remaining balance are determined based on the Traveler’s occupancy (solo or shared) and room category selected at the time of booking.

At boutique hotels, rooms may vary in layout, decor, or characteristics and may not be identical to those pictured. Rooms are tiered into defined categories. In the event that a booked room category becomes unavailable due to operational reasons, and a lower-priced category is provided, a partial refund equal to the difference in room cost will be issued. No additional compensation, logistics assistance, or refunds will apply.

Once payment is received by the Booking Party, an email confirmation will be sent to the email provided, with the breakdown of remaining instalments.

Legal Name and Age Requirement

The Booking Party must book the Trip using the Traveler’s full legal name exactly as it appears on their passport. This information is required for rail ticketing, airfare bookings, emergency coordination, and insurance documentation, if required. Rails Gone Vegan will also require the Traveler’s passport number, nationality, and passport expiration date at the time of booking.

Rails Gone Vegan is not responsible for issues, delays, or denied services resulting from incorrect or incomplete name submissions. The Booking Party and the Traveler are responsible for verifying that all booking details are accurate at the time of reserving the Trip.

If passport details change after booking, if there is a legal name change from the original Traveler, or if a typo occurs (including failure to provide a full given name), please contact [email protected] to update the Traveler’s profile. Please note that transferring the trip to another Traveler or “potential Traveler” (not yet booked on the Trip) is not permitted.

Travelers must be at least 21 years of age on the first day of the Trip. Age eligibility is based on the Traveler’s date of birth as provided at booking.

Rails Gone Vegan may request documentation to verify a Traveler’s age prior to departure. Initial contact regarding age verification will be made via email.

If a Traveler’s age is found to have been misrepresented or falsified, Rails Gone Vegan reserves the right to cancel the Traveler’s participation in the Trip before or during travel. No compensation, logistics assistance, or refunds will be provided in the event of cancellation due to age misrepresentation, and the Traveler will be solely responsible for any onward or return travel arrangements.

Rails Gone Vegan is not responsible for any issues, delays, or denied services resulting from incorrect or incomplete age information submitted at the time of booking.

Minimum Group Policy

Rails Gone Vegan trips require a minimum number of guests to operate smoothly and to secure hard costs from operational partners.

Certain elements of the Trip, including but not limited to private transportation experiences (such as a private rail carriage), are dependent on meeting separate minimum group size thresholds and supplier availability. In the event that these thresholds are not met or availability cannot be secured, comparable alternatives will be arranged. Such adjustments do not constitute grounds for refund, compensation, or price reduction.

If the 6 October 2026 departure does not meet the minimum Traveler count requirement by 6 August 2026, the trip will be canceled and all payments made to Rails Gone Vegan will be refunded in full, excluding payment processing fees and currency exchange differences.

Refunds may take up to 10 business days to appear.

While this Trip is designed for a small group, Rails Gone Vegan reserves the right to operate the Trip with fewer Travellers when necessary. The Trip price is fixed at the time of booking based on the room category and occupancy selected, and will not increase regardless of when the Trip is confirmed to operate.

Confirmation of a Trip to operate will be communicated in writing via email.

Rails Gone Vegan reserves the right to cancel the Trip at its sole discretion in the event that operational conditions do not support the viability of the Trip. In such cases, all payments made to Rails Gone Vegan will be refunded in full, excluding payment processing fees and currency exchange differences.

Payments

The remaining Trip balance will become due once the Trip meets its published minimum group size.

If the Trip meets its minimum group size on or before 1 August 2026, the remaining balance will be due on the 8 August 2026.

As booking options for the Trip are variable, the exact amount due for each instalment will vary based on the total Trip price selected at booking and will be communicated via email.

Once issued, all payment due dates are binding. Failure to submit payment by the stated due date may result in cancellation of the Traveler’s participation in the Trip, with all payments made remaining non-refundable.

The Booking Party is responsible for submitting payments by the stated due dates. As a courtesy, Rails Gone Vegan may offer a grace period of up to seven (7) calendar days after a payment due date. Grace periods are not guaranteed and may be granted at the discretion of Rails Gone Vegan based on operational requirements.

If payment is not received within the applicable timeframe, Rails Gone Vegan may release the Traveler’s spot on the Trip in order to meet supplier and operational deadlines. Any payments already made will remain non-refundable.

If the Booking Party anticipates difficulty making a scheduled payment, the Booking Party is encouraged to contact Rails Gone Vegan prior to the due date. While payment arrangements may be considered, availability cannot be guaranteed, and all instalments must ultimately be received in full.

In the event of extraordinary or extreme circumstances (such as hospitalization or serious medical emergency), Rails Gone Vegan may review the situation on a case-by-case basis.

Please note that any refunds, or transfer options under extraordinary circumstances may only be considered once the trip has met its published minimum group size and is confirmed to operate. Prior to confirmation of Trip operating, all payments remain subject to standard cancellation and refund policies.

Any compensation will depend on non-recoverable costs, supplier policies, and operational timelines. Documentation may be requested.

Note About USD Currency

All refunds are issued only in USD to the Booking Party, regardless of currency usage or currency exchange rates at the time of payment or refund. Due to daily fluctuations, the final amount refunded to the Booking Party may differ from the original payment amount.

Traveler’s Conduct & Vegan Policy

Rails Gone Vegan reserves the right to remove any Traveler during any duration of the tour if the Traveler’s behavior endangers the safety, wellbeing, or experience of others. In such cases, no refund, financial assistance, logistical assistance, or any other form of assistance will be provided to the Traveler or Booking Party.

Behaviors of/from the Traveler that may result in removal include, but are not limited to:

Use or possession of illicit drugs
Failing to comply with rail and air transit regulations, including bringing or drinking alcohol on board these modes of transit
Harassment of other guests, staff, or the public
Hate speech, discriminatory behavior, or disruptive symbols that reasonably interfere with the safety, comfort, or experience of other Travelers
Refusing safety check-ins and failing to communicate with staff when not participating in scheduled activities.

Travelers are responsible for complying with all local laws, customs, and regulations. Rails Gone Vegan is not responsible for any consequences arising from unlawful behavior. If a Traveler is detained, arrested, fined, or deported due to the Traveler’s actions before, during, or after the Tour, Rails Gone Vegan is not responsible for legal assistance, logistics, fines, or associated costs.

This Trip is a vegan experience guided by vegan ethics. All included meals are plant-based, and the Traveler is required to refrain from ordering or consuming animal products or food, beverages, or other edible products containing animal products during any scheduled group meals or guided activities, even if a venue offers non-vegan options.

For clarity, “animal products” refers to any animal body part, secretion, or derivative from an animal, including but not limited to dairy, eggs, meat, seafood, and honey.

First offense: warning
Second offense: removal from the tour without refund, compensation, or assistance of any kind

Photography

By joining a trip with Rails Gone Vegan, the Traveler acknowledges that photographs and/or video may be taken during the trip for documentation, promotional, and commercial purposes, including but not limited to use on websites and social media.

Travelers who do not wish to have their face included in images or videos used for non-documentation purposes must notify Rails Gone Vegan in writing prior to the trip at [email protected].

While a Traveler may submit a written opt-out request during the Trip, such requests do not apply retroactively to photographs or videos captured prior to receipt of the written notice.

This opt-out does not apply to photography or video required for operational, safety, or documentation purposes, or to incidental or non-identifying appearances (such as background or partial images).

Travel Insurance Strongly Recommended

Rails Gone Vegan strongly encourages all Travelers to purchase comprehensive travel insurance that covers:

Trip cancellation or interruption
Medical emergencies
Travel delays and missed connections

Travel insurance may provide coverage in situations where refunds, compensation, and assistance are not offered by Rails Gone Vegan.

Rails Gone Vegan is not responsible for injuries, illness, delays, losses, or damages incurred during the Trip. Participation in all activities is voluntary and at the Traveler’s own risk.

If the Traveler deviates from the scheduled itinerary of the Trip and misses any form of transit, these costs are non-refundable and Rails Gone Vegan holds no responsibility of getting the Traveler to the next destination on the itinerary. If the Traveler misses any scheduled activity on the itinerary, no refund, compensation, or logistics assistance of any kind will be provided by Rails Gone Vegan. No refunds, credits, or transfers are provided for voluntary withdrawal, late arrival, early departure, or unused services.

The Trip’s itinerary is subject to change due to unforeseen operational, safety, or logistical circumstances. While every effort will be made to preserve the overall experience and value of the Trip, substitutions or adjustments may occur. Any such changes will be made in good faith and do not constitute grounds for a refund or compensation for the Traveler or Booking Party.

The Traveler is responsible for meeting all passport, visa, and vaccination requirements.

Right to Refuse Participation

In rare circumstances, if Rails Gone Vegan reasonably determines prior to the Trip’s departure that a Traveler’s participation may be disruptive to the safety, wellbeing, or overall experience of the Trip, Rails Gone Vegan reserves the right to decline or cancel the Traveler’s participation.

In such cases, all payments made toward the Trip will be refunded to the Booking Party. Payment processing fees and currency exchange differences are non-refundable.

Indemnification

The Traveler and Booking Party agree to indemnify and hold harmless Rails Gone Vegan from any claims, damages, losses, liabilities, or expenses arising from the Traveler’s and Booking Party’s actions, omissions, or violations of these Terms and Conditions.

Limitation of Liability

To the maximum extent permitted by law, Rails Gone Vegan shall not be liable for any indirect, incidental, consequential, or special damages arising from participation in the Trip, including but not limited to loss of enjoyment, personal injury, illness, property loss, or additional expenses incurred.

In all cases, the maximum liability of Rails Gone Vegan shall be limited to the total amount paid by the Booking Party for the Trip.

Third-Party Suppliers & Services

Rails Gone Vegan acts as an organizer and coordinator of travel experiences and does not own, operate, or control transportation providers, accommodation providers, activity operators, guides, or other third-party suppliers involved in the Trip.

All such services are provided by independent third-party suppliers, including destination management companies, hotels, transportation providers, and activity operators. Rails Gone Vegan is not responsible for the acts, omissions, negligence, or failures of any third-party supplier.

Any claims, losses, injuries, damages, delays, or disruptions arising from services provided by third-party suppliers are the responsibility of the applicable supplier and/or the Traveler’s travel insurance provider.

Force Majeure

Rails Gone Vegan shall not be responsible for delays, changes, cancellations, or additional costs caused by events beyond its reasonable control, including but not limited to natural disasters, weather events, government actions, strikes, epidemics, transportation disruptions, or acts of terrorism.

Governing Law

This agreement shall be governed by and interpreted in accordance with the laws of the State in which Rails Gone Vegan LLC is registered, without regard to conflict of law principles.

Acceptance of Terms

By submitting payment for the Trip, the Booking Party and Traveler acknowledge that they have read, understood, and agreed to these Terms and Conditions.