Terms & Conditions

About these terms

These terms apply to the VAERO website, initial enquiries, travel design proposals, and any journey arrangements we agree to make for you. A confirmed booking may also be governed by a proposal, invoice, supplier terms, payment schedule, cancellation terms, and any written terms agreed specifically for that journey.

If a journey-specific agreement conflicts with these general terms, the journey-specific agreement should take priority for that booking.

Who we are

VAERO is a travel design brand registered in Georgia. We design and coordinate private journeys through selected destinations with the support of local partners and third-party travel suppliers.

Enquiries and proposals

• Submitting an enquiry does not create a booking or obligation to travel.
• Itinerary ideas, availability, inclusions, prices, and travel dates remain indicative until confirmed in writing.
• A proposal may be updated as availability, supplier pricing, logistics, or client preferences change.
• We may decline or stop work on a request where it is unsafe, impractical, unlawful, outside our service scope, or inconsistent with our standards.

Booking confirmation

A booking is confirmed only when we confirm acceptance in writing and any required deposit or payment has cleared. Until then, suppliers may change availability or pricing.

• You are responsible for checking names, dates, destinations, services, and other booking details before payment.
• You must tell us promptly about any error or missing information in a proposal, invoice, or travel document.
• The person making the booking confirms that they are authorized to act for all travellers in the group.

Prices, currency, and payment

• Prices are normally quoted in the currency shown in the proposal or invoice.
• Quoted prices may change before confirmation due to availability, exchange rates, taxes, supplier changes, or itinerary changes.
• Deposits, interim payments, and final balances must be paid by the dates shown in the proposal or invoice.
• If payment is late, we may pause planning, release supplier holds, charge reasonable costs, or treat the booking as cancelled.
• Bank fees, card fees, currency conversion costs, and intermediary charges are your responsibility unless stated otherwise.

What is included

Only services expressly listed as included in the confirmed itinerary or invoice are included. Anything not listed as included should be treated as excluded.

• Common exclusions include international flights, visas, travel insurance, personal expenses, optional activities, excess baggage, medical costs, and gratuities unless expressly included.
• Images, descriptions, and sample itineraries on the website are illustrative and do not guarantee exact services, conditions, views, rooms, vehicles, or experiences.

Client changes

If you ask to change a confirmed booking, we will try to help where reasonably possible. Changes may depend on supplier availability and may incur additional costs, cancellation charges, exchange-rate effects, or service fees.

Cancellation by you

Cancellation requests must be sent in writing. Cancellation charges depend on supplier terms, timing, non-refundable commitments, and work already performed.

• Deposits and planning fees may be non-refundable.
• Some services may be fully non-refundable once booked.
• Refunds, where available, may be reduced by bank fees, card fees, currency losses, supplier charges, and reasonable administrative costs.

Changes or cancellation by us or suppliers

Travel arrangements may need to change because of weather, road conditions, safety concerns, supplier changes, government action, availability, force majeure, or operational reasons. We will try to provide reasonable alternatives where possible.

• We may cancel or change services if continuing would be unsafe, unlawful, impossible, or materially impractical.
• Supplier substitutions may be made with services of a similar standard where available.
• Refunds or credits for changed services depend on the relevant supplier terms and the circumstances.

Passports, visas, health, and insurance

• You are responsible for valid passports, visas, entry permits, vaccination requirements, health documents, and compliance with immigration rules.
• You should obtain comprehensive travel insurance covering medical care, evacuation, cancellation, interruption, baggage, activities, and destination-specific risks.
• You must tell us about medical, mobility, dietary, or accessibility needs that may affect travel planning or safety.

Destination risks and traveller conduct

Travel can involve uncertainty, including changing weather, road conditions, altitude, remote areas, different safety standards, and local laws or customs. You are responsible for acting responsibly and following reasonable instructions from guides, drivers, accommodation providers, authorities, and VAERO representatives.

• We may refuse or end services for behaviour that is unsafe, abusive, unlawful, discriminatory, or disruptive.
• You are responsible for costs, losses, or damage caused by your conduct or by the conduct of travellers in your group.

Third-party suppliers

Many travel services are provided by independent suppliers such as hotels, guides, drivers, transport companies, restaurants, activity providers, and local operators. Their own terms, rules, and limitations may apply.

Liability

To the maximum extent permitted by law, VAERO is not responsible for losses caused by third-party suppliers, traveller actions, inaccurate information provided by you, events outside our reasonable control, or risks inherent in travel.

Nothing in these terms excludes liability that cannot legally be excluded.

Website content

• Website content is provided for general information and inspiration.
• We try to keep information accurate, but we do not guarantee that all content is complete, current, or error-free.
• All VAERO brand materials, text, design, and imagery on the website are protected by intellectual property rights unless otherwise stated.

Privacy

We handle personal information according to our Privacy Policy. By contacting us or making a booking request, you acknowledge that travel planning may require sharing relevant details with partners and suppliers.

Complaints and support

If something goes wrong during a journey, tell your guide, supplier, or VAERO contact as soon as possible so there is a chance to resolve it during travel. If an issue remains unresolved, send details in writing within 14 days after the journey ends.

Governing law

Unless a specific written agreement states otherwise, these terms are intended to be governed by the laws of Georgia. Courts or dispute-resolution bodies in Georgia may have jurisdiction, subject to any mandatory consumer rights that apply in your country of residence.

Contact

For questions about these terms, bookings, or journey support, contact us by phone, email, or WhatsApp.

• Phone: +995 595 980 077
• Email: contact@vaerotravel.com
• WhatsApp: use the contact link on this page.