Women traveling together
Terms of travel & membership and conditions of use
Women Traveling Together® (a.k.a. WTT, Company, Merchant, us, we, our) provides women-only packaged group travel (a.k.a. tour, trip, vacation) that is purchased on an individual basis. Participation in our tours is restricted to individuals who are female-by-birth (a.k.a. woman, traveler, group participant, member, non-member, you, your, she, her) and are of a legal age to enter into a binding contractual agreement with Women Traveling Together. WTT defines that age as 21 years old at the time of reservation. WTT also has a membership component (See Section 6.0 of these T&C), however membership is not required to purchase a tour.
These Terms and Conditions represent a contractual agreement between you and Women Traveling Together and contain substantial penalties for cancellation, as well as specific limitations of liability. It is your responsibility to read and comprehend these Terms and Conditions. You will be required to actively affirm you "have Read and Agree to be Bound by WTT's Terms and Conditions" to participate in any service WTT provides. Contact WTT at: wttmail@WomenTraveling.com if you have any concerns about these terms and conditions before using any services offered by Women Traveling Together.
1.0 GENERAL
1.1 Acceptance of Risk: Potential for Financial Loss without Receipt of Services
Women Traveling Together uses intermediaries and 3rd-party suppliers to arrange all services (i.e. lodging, transportation, sightseeing, guides, etc.) related to the tours offered and must enter into binding contractual agreements to provide these services for the group as a whole. You become a participant in the tour group upon receipt of the required payment and processing of your reservation.
Client acknowledges the potential for financial loss without receipt of services exists and accepts this risk at time of reservation. This includes but is not limited to imposed cancellation fees in the event traveler cancels; situations where the traveler elects not to, is prohibited from, or is unable to fully participate in the tour arrangements for any reason; where the tour as a whole, or the individual components of the tour, are delayed, impaired, modified or impossible to deliver due to no fault of Women Traveling Together.
Client payments, when due, are distributed to pay expenses WTT has or will incur for administering your participation in the tour, and to pay intermediaries and 3rd-party suppliers to ensure availability of services and activities for the group as a whole as described in the tour.
Client acknowledges and agrees that upon the due date of each payment, the amount collected is non-refundable, non-transferable, and subject to cancellation penalties as stated in the tour, except where specific conditions are met as described under Section 3.0 "Cancellation by Traveler" and Section 4.0 "Unable to Operate the Tour."
1.2 Travel Protection Plan (aka Trip Cancellation Insurance)
Women Traveling Together does not sell travel protection plans (aka trip cancellation insurance). Client acknowledges it is her responsibility to determine the amount of coverage she needs to acquire to protect her travel investment from the risk of financial loss, to understand the coverage she has elected to purchase, and to be knowledgeable of her travel protection plan’s terms and conditions. Client is encouraged to purchase the broadest amount of coverage with the least restrictions.
Declining to purchase an adequate travel protection plan could result in the loss of your travel cost and/or require more money to correct the situation. You also acknowledge that without this coverage, there may be no way to recoup any losses, costs or expenses incurred. If you choose to travel without adequate coverage, WTT will not be liable for any of your losses howsoever arising, for which trip protection plan coverage would otherwise have been available. This includes all unforeseen or unknowable events that may impact travel.
Submitting an Insurance Claim: Client acknowledges she must cancel - using the Cancellation Form - from the tour prior to submitting an insurance claim. Remaining on the tour while attempting to be reimbursed by insurance is unlawful.
Should Women Traveling Together become aware client has submitted an insurance claim without prior written notification of cancellation, client acknowledges she will be removed from the tour with an effective the date Women Traveling Together becomes aware of the insurance claim. Cancellation penalties - as allowed by the tour's cancellation terms and these global terms and conditions- will be based on the date WTT becomes aware of the insurance claim.
Failure of Insurance Company to Pay Claim: Client acknowledges that Women Traveling Together is not responsible should client's chosen coverage from her insurance company fail to pay her claim, in part or in whole, and agrees she will not reverse legitimately authorized payments to WTT to recover the financial loss.
1.3 Use of FORMS and Email
FORMS:
ALL business transactions (100%) with Women Traveling Together are conducted through our website (www.WomenTraveling.com). WTT uses FORMS to collect information and payments from you and to receive instructions from you regarding your membership and travel with us. This includes, but is not limited to, reserving a spot on a tour, becoming a member or renewing membership, making tour payments, providing information required to travel, managing membership and tour information, and cancelling a tour.
EMAILS:
We use emails to confirm business transactions and to communicate with you. You agree to provide a valid email address - that belongs to you - to establish a business relationship with us. You further agree to receive emails from @WomenTraveling.com regarding the services you have purchased from us.
You acknowledge emails from us contain important information regarding the services you purchased and that some may require you to act by a certain date. Further, you acknowledge that your failure to read emails from WTT or failure to take action by a certain date does not release you from any terms and conditions contained herein.
In the event you change your email address, it is your responsibility to notify WTT immediately via email to: wttmail@womentraveling.com, SUBJECT: Change of Email for [Last Name]. Provide your old and new email address in the text of the email.
1.4 Authorization to Charge Client's Credit Card and Electronic Signature
By submitting a FORM that will result in a charge to your credit card you are providing your electronic signature that you have authorized WTT to charge your credit card the specified amount on the FORM. The Confirmation Email we send to you after we have charged your credit card is your RECEIPT. It is the client’s responsibility to verify the amount charged is accurate and notify WTT immediately if an error is discovered.
1.4.1 Illegitimate Disputes: Client acknowledges and agrees that initiating a dispute over the legitimacy of a credit card charge she previously authorized is illegitimate in the following cases:
1) To dispute any previously authorized payment that did not represent a mistake in the amount charged by WTT.
2) To attempt to recover non-refundable payments and/or cancellation fees imposed by these Terms and Conditions.
3) To attempt to recover financial loss after client-purchased travel insurance fails to pay a claim, in part or in whole, for any reason.
4) To falsify information or facts to claim a refund is due.
1.4.2 Illegitimate Dispute Actions and Fee Assessment: Client acknowledges that Women Traveling Together must expend significant resources to refute illegitimate disputes. Client agrees WTT is entitled to assess fees in the amount of $500 per disputed charge to recoup our expenses. If the client has any Parked Credits toward future travel or accrued Travel Dollars, these credits will be forfeited to compensate Women Traveling Together.
If the illegitimate dispute is associated with a tour the traveler is currently registered for, she will be removed from the tour on the date WTT is notified of the dispute. See paragraph 2.7.2 - Denial of Participation in Tour due to non-compliance with payment requirements.
Client acknowledges Women Traveling Together reserves the right to refuse future credit card payments from the client, and/or refuse future reservations from client, and/or bring legal action for initiating an illegitimate reversal, and/or hire a collection agency to recover any financial losses as a result of the illegitimate reversal.
1.5 Modifications to our Terms and Conditions
Women Traveling Together reserves the right to modify these terms and conditions at any time. Your continued use of our website and services provided by Women Traveling Together constitute your agreement with the modified terms and conditions. If the modifications to the terms and conditions are material, WTT will inform you by posting a notice on this website before the changes go into effect. The notice will designate a reasonable amount of time (the "Notice Period") after which the new terms and conditions will go into effect for all users. If you do not agree with the new terms and conditions, you may cancel your reservation and/or membership in writing prior to the conclusion of the Notice Period. Should you cancel during the Notice Period, WTT will apply the cancellation fees in effect for your tour or membership immediately prior to the date of the posting of the updated Terms and Conditions.
1.6 Acceptance of Terms
Acceptance of these terms and conditions, along with the requirements to participate in a tour, including the tour's Payment Dates -and- Cancellation Terms, and any other official documents provided to you as part of the delivery of the tour, without regard to membership status, and in addition to our privacy policy, constitute the entire agreement between you and Women Traveling Together and both parties agree to be legally bound by the terms and conditions set forth in this agreement.
2.0 PREPARING TO TRAVEL
2.1 Overview of Your Tour's Payment Schedule
Your tour contains your Payment Due Dates can be found under "Payment Dates -and- Cancellation Terms" which is located within the "Pricing & Payment Dates" section for your tour.
- Payment Types & Currency: MasterCard, VISA, Discover, American Express, personal check and wire transfer. All payments are in US Dollars.
- At Time of Reservation: A non-refundable deposit is required to hold a space on the tour. The amount due at the time you make your reservation is listed on the tour and is 100% refundable for 3 days after your space on the tour has been confirmed.
- Additional Deposit(s): On certain tours additional deposit(s) are required. The date additional deposit(s) can be found under "Payment Dates -and- Cancellation Terms" which is located within the "Pricing & Payment Dates" section for your tour. WTT will send a reminder email approximately 7 days prior to the due date(s).
Failure to Pay: A traveler who has not paid the required additional deposit(s) 7 days after the due date listed on the tour will be notified via email that she has been removed from the tour for non-payment and her initial deposit forfeited, plus any other required non-refundable additional deposit(s) already paid.
- Final Payment: A final payment is required to be paid by the Final Payment Due Date and can be found under "Payment Dates -and- Cancellation Terms" which is located within the "Pricing & Payment Dates" section for your tour. This payment will be invoiced via email approximately 14 days before the due date.
Failure to Pay: A traveler who has not paid her Final Payment 7 days after the Final Payment Due Date listed on the tour will be notified via email she has been removed from the tour for non-payment and the cancellation fees as of the Final Payment Due Date of the tour will be enforced.
2.2 Purchasing a Spot on a Tour
- Each tour is unique. It is the traveler's responsibility to read all the information and meet all the requirements for travel as described in the tour.
- After pressing the Purchase button, the WTT website will display a confirmation page to indicate WTT has received your Reservation request – BUT HAS NOT PROCESSED THE FORM. It can take up to 2 business days to process the reservation. See Note 1) and Note 2) below.
- You will receive a BOOKING Confirmation email to indicate your spot on the tour has been confirmed. It is your responsibility to verify the booking information and the amount collected is accurate and to notify WTT immediately if an error is discovered.
NOTES:
1) If you elect to become a member on the reservation form, the membership amount will be a separate charge to the provided credit card. You will receive a Membership Confirmation email detailing the amount you paid, length of membership term you selected, the inclusive dates of your membership, your temporary log-in credentials for MyWTT, and more.
2) Should the room type you chose be unavailable, the tour is already full, your credit card is declined, or any other reason the reservation request cannot be processed, WTT will contact you and instruct you to submit another reservation request. WTT will not hold a spot on the tour for you while we wait for the new reservation request.
2.2.1 Room Type Selection
At time of reservation request the traveler will indicate her room-type. Not all choices may be available for your tour, or at the time you make your reservation.
- If you specify who you want to room with -by name- on the Reservation Request Form, each of you must submit a reservation naming the other as your roommate and pay the room-sharing cost for the tour. Additionally, each of you must pay the Early Arrival, Double Occupancy cost if you elect to share the room before the tour begins.
- Should your specified roommate not submit a reservation, cannot get on the tour for any reason, cancels her booking once on the tour, fails to show up at the start of the tour, etc., you will be automatically assigned a roommate unless you contact WTT and pay the single supplement to have your own room for the tour and for early arrival, if applicable. See paragraph 5.5 of these Terms and Conditions for further details.
- Women Traveling Together reserves the right to require a traveler to be assigned, and pay for, a single occupancy room based on, but not limited to, history of inappropriate sharing behavior, or at our sole discretion for the good of the traveler and the good of the other group members.
2.3 Making Additional Deposits, Partial and Final Payments
- Making Additional Deposit(s), Partial or Final Payment for a tour is accomplished by completing the Payment FORM.
- Only enter the amount. DO NOT include the "$" prefix.
- If making a partial payment - and your outstanding balance is over $500 - the payment amount must be equal to or greater than $500.
- If your balance due is less than $500, the Payment FORM will allow you to enter the exact amount due.
- After WTT has successfully charged the amount authorized, you will receive a Payment Confirmation email and an updated Booking Summary.
Otherwise we will notify you that the charge was declined and instruct you to submit a new payment form.
- It is the client’s responsibility to confirm the amount charged is accurate and notify WTT immediately if an error is discovered.
2.4 Documents Required to Travel
- It is the traveler's responsibility to obtain and present the required documents necessary for travel. This includes, but is not limited to, a valid government-issued photo ID, passport, visa, Letter of Invitation, shot record, proof of medical evacuation insurance, and any other documentation that may be required at time of travel.
- Travelers who have any question as to their ability to obtain and present the required documents necessary to travel to a country should address their questions to the embassy or consulate of the country to which they will be traveling.
- For tours requiring a passport, traveler must be in possession of a machine-readable passport valid for 6 months after her tour return date along with applicable visas.
- It is the traveler’s sole responsibility to secure and/or pay for any and all visas, reciprocity fees, affidavits, immunizations, tests, etc. that are required to be permitted entry into each destination. In some countries you may be subject to entry (reciprocity) fees and/or departure taxes/ exit fees which will be collected at the airports upon entry/departure by local government authorities. Please note that entry to any country may be refused even if the required information and travel documents are complete.
- For up-to-date detailed information on travel documents and visas, entry/exit taxes and further information on entry and exit requirements, please check with your local consular services. Traveler understands that requirements for entry may change. Staying abreast of requirements for entry and obtaining and carrying these documents is your sole responsibility. WTT bears no responsibility for such information and will not be responsible for advising and/or obtaining required travel documentation for any traveler, or for any delays, damages, and/or losses including missed portions of your vacation/holiday related to improper documentation or government decisions about entry.
- Any traveler who cannot obtain proper documentation to travel, no matter when or how that discovery is made, will be responsible for whatever cancellation penalties are in force at the time of cancellation from the WTT tour or at the time of denial of travel.
2.5 Information Required by WTT
WTT requires the following information be provided a to facilitate arrangements for your participation in the group tour. Failure to provide the required information has consequences that are detailed under "Past Due" for each FORM.
Confidential FORM
Emergency contact and other information WTT collects on the Confidential Form is essential for solo traveler safety should an incident occur. We share the dietary information; the other information is held in confidence and is only used in case of an emergency.
Please provide or update this information by your tour's Final Payment Due Date.
Past Due: Final Travel Instructions (i.e. Travel Documents) will be withheld until such time as this information is provided.
Travel Arrangements FORM
This information is required to know when to expect travelers, and when applicable, to arrange transfers.
Please provide no later than 60 days before departure, unless instructed that this information is required sooner.
Past Due: When transfers are included as part of the tour, the traveler will be placed in the final arrival transfer group on the arrival day and the first departure transfer group of the departure day if travel arrangements are not provided by 60 days before departure.
When transfers are not included as part of the tour WTT will list your travel arrangements as "Not yet Provided" in Final Travel Instructions.
Passport FORM
Passport data is required for all international travel. Passport information is only shared when required by local authorities, to book international flights, and to assist in replacing a lost or stolen passport.
Please provide no later than 90 days before departure, unless instructed that this information is required sooner.
Past Due: If the failure to provide passport information interferes with group arrangements a "final request" email will be sent to the traveler notifying her of removal from the tour if her passport information is not provided within 48 hours (2 days) of final request. If the traveler is removed from the tour, any refund of monies will be based on the tour's cancellation terms as of the date of removal.
2.6 Additional Forms and Information Required to Participate in a Tour and/or in Specific Activities
Participation in certain tours and/or specific activities offered as part of a tour may require the participant to sign and return forms and provide information about themselves including, but not limited to release forms, consent agreements, waivers of liability, and/or disclosure of weight, height, and other personal details. These documents and information requirements are in addition to and do not replace any of the Terms and Conditions contained herein.
Failure to sign and return required documents and/or provide required personal information by the date stipulated by WTT for participation in the tour and/or activities of the tour will result in denial of services in part or in full. No money will be refunded for any portion of the tour and/or activities unused due to refusal on the part of the traveler to provide required information and/or sign and return participation agreements.
2.7 Denial of Participation in Tour
Client acknowledges and agrees that Women Traveling Together can remove you from a tour you are registered for - either prior to or after the tour start date - for the reasons listed below.
2.7.1: Non-Payment:
Client acknowledges that she will be removed from a tour if she has not made a required payment by 7 days past the stated payment due date. She will receive an email reminding her the payment is past due, and the date on which she will be removed from the tour if the payment is not received. Once removed from the tour for non-payment, WTT will email client that she has been removed from the tour. Cancellation penalties will be applied based on the date of removal from the tour.
2.7.2: Non-Compliance with Payment Requirements:
Client acknowledges that the dispute of legitimate (i.e. not in error) credit card charge(s) makes her no longer in compliance with the payment requirements for the tour. Client acknowledges she will be removed from the tour on the date WTT is notified of the dispute.
2.7.3: Failure to Provide Required Information:
Client acknowledges that she will be removed from the tour if she fails to provide required information by the date stipulated by WTT for participation in the tour. This includes, but is not limited to, missing valid passport information that interferes with group reservations, missing proof of mandatory emergency evacuation insurance that interferes with group reservations, and/or failure to sign and return required forms and/or required information necessary for participation in the tour. Cancellation penalties will be applied based on the date of removal from the tour.
2.7.4: Unable to Travel Independently without an Aid:
Client acknowledges that she will not be allowed to participate in the tour if she is unable to travel independently without an aid. Upon disclosure or discovery of the inability to travel independently, WTT will notify the traveler of her removal from the tour unless the traveler can provide written documentation of her ability to travel independently without an aid. WTT defines "aid" as a person, animal, or durable medical equipment including, but not limited to, a walker, wheelchair, or cane needed for balance. WTT reserves the right to impose all cancellation penalties in effect at time of removal from tour and to refuse any future reservations from the client.
2.7.5: At WTT's Sole Discretion:
Client acknowledges that Women Traveling Together reserves the right to remove any client from the tour prior to departure for the safety of the client and/or to protect group participants. This includes, but is not limited to, indications of cognitive impairment such as dementia, abusive language and/or threatening behavior towards WTT Staff or group participants, or discovery that the client does not meet minimum requirements for participation in the tour, including changes in mobility or inability to travel independently without an aid. WTT will notify the traveler of her removal from the tour and reserves the right to impose all cancellation penalties in effect at time of removal from tour. WTT reserves the right to refuse any future reservations from the client.
3.0 CANCELLATION BY TRAVELER
3.1 Cancellation Penalties and Dates
Each tour lists the exact dates when cancellation terms will be imposed and the exact dollar amount or percentage amount assessed against your total tour cost - which includes any optional selections. This information is located under "Payment Dates -and- Cancellation Terms" for your tour - which you had to affirm you read in order to purchase a spot on the tour. The "Payment Dates -and- Cancellation Terms" for your tour are repeated in the Booking Summary you will receive once confirmed on the tour.
WTT will not make any exceptions to the cancellation dates or cancellation penalty amounts, regardless of cancellation reason. We strongly encourage you purchase travel insurance to protect your investment.
3.2 Notification, Effective Date and Acknowledgement of Cancellation
- Client must use the Cancellation FORM found at www.WomenTraveling.com website to notify Women Traveling Together of your decision to cancel. No other method of notification will be accepted.
- The effective date of cancellation and removal from the tour will be determined by the date of receipt of Cancellation FORM.
- After WTT has removed you from the tour you will receive a Cancellation Confirmation email detailing the disposition of your payments to date. A Cancellation Booking Summary will be attached showing what you purchased, payment amounts and cancellation penalties. Any refund due will be listed.
- Refunds, whether back to the original credit card used, or by check, can take up to 15 business days to be issued.
3.3 Expenses Incurred on Behalf of Client who Cancels
- Cancellation fees represent recovery of expenses incurred by WTT on your behalf as of the date of your cancellation. These expenses include, but are not limited to, administering your reservation, planning for your participation, and paying 3rd-Party suppliers for your participation - by name - in the tour. These expenses cannot be recovered, regardless of the reason for cancellation.
- Client acknowledges and agrees that should the tour not operate after you have cancelled, for whatever reason, client has no claim to further recompense.
- Client is reminded that the amount and type of trip cancellation insurance you determine is appropriate to protect you from the risk of financial loss is your only recourse for reimbursement of any imposed cancellation terms.
A credit for a specific dollar amount will be issued by Women Traveling Together in the following situations:
- When a client cancels a tour prior to the stated "last day" the tour deposit can be converted to a credit for use on a new reservation.
- As allowed by Section 4.0 "Unable to Operate the Tour" of these Terms and Conditions.
NOTE: WTT does not allow travelers to "move" from one tour to another, or to "transfer" funds from one tour to another.
The process is: 1) Cancel the original tour using the Cancellation Form, 2) Receive the Cancellation Confirmation Email 3) Submit a reservation request for the tour you want to purchase.
To use Parked Credits: Complete a new space reservation request on any tour accepting reservations at the time of Parked Credits use. The FORM will automatically inform you how much in parked credits you have. Enter the amount you want to apply to this tour.
NOTE: You will still be required to enter a valid credit card number to submit the form, however the credit card will only be charged if the parked credits are insufficient to cover the required payment at time of reservation.
Client acknowledges parked credits will be held on client's account for a period of time not to exceed 18 months (549 days) from date of cancellation, unless the period of time is modified as allowed by Section 4.0 "Unable to Operate the Tour" of these Terms and Conditions. Client further acknowledges that unused parked credits will automatically be forfeited if not placed on a future tour by the stated expiration date of the parked credits.
Client acknowledges parked credits have no cash value, can only be applied as a credit to a tour she is not already registered for, and can only be used once. Parked credits cannot be transferred to another WTT member.
If client cancels during the 3-day cancel without penalty period the 1st time she uses her Parked Credits, the Used Credits will be re-parked with their original expiration date(s). When the Parked Credits are used a 2nd time, there will not be a 3-day grace period. Cancellation at any time will result in forfeiture of the total amount of parked credits used. If applicable, additional cancellation fees will be assessed based on date of cancellation.
WTT Members can view their Parked Credits amount and expiration date by logging into MyWTT at www.WomenTraveling.com. Non-Members of WTT must call the WTT office at +1 (443) 458-5634 in Maryland and request the information.
3.5 Held Funds (Money on Account)
The client, or anyone on behalf of the client, can pay money to Women Traveling Together that is not "assigned" to a specific tour. Held Funds have no expiration date and will be treated as the real money once applied to a tour. Client can request a refund of Held Funds at any time as long as the held funds have not already been applied as a payment to a tour.
To use Held Funds: Complete a new space reservation request on any tour accepting reservations at the time of Held Credits use. The FORM will inform you how much in "Credits" you have. This amount also includes your Held Funds. Enter the amount you want to apply to the new tour.
Note: You will still be required to enter a valid credit card number to submit the form, however the credit card will only be charged if the held funds are insufficient to cover the required payment at time of reservation. If you have both Held Funds and Parked Credits and the total amount is more than you authorized be used, WTT will use all of the Parked Credits before using any Held Funds.
WTT Members can view their Held Funds amount by logging into MyWTT at www.WomenTraveling.com. Non-Members of WTT must call the WTT office at +1 (443) 458-5634 in Maryland and request the information.
3.6 Reinstatement Fee to Join a Tour the Traveler has Previously Cancelled
Women Traveling Together will charge a $100 "reinstatement fee" should a traveler rejoin a tour she previously cancelled, regardless of reason for cancellation. The $100 fee recovers the expenses incurred by WTT to reinstate the traveler on the tour.
There is no 3-day grace period on the 2nd reservation of the same tour. The amount due at time of reservation, including the use of parked credits as all or part of the amount due at time of reservation, will become non-refundable upon processing of the reservation and will be forfeited should the traveler cancel at any time. If applicable, additional penalties will be imposed based on the date of cancellation.
Should the traveler cancel the same tour for a second time, regardless of cancellation reason, WTT will not accept a 3rd reservation for the same tour.
4.0 UNABLE TO OPERATE THE TOUR
4.1 Tours Lacking Enough Travelers- At any time before the FINAL PAYMENT DUE DATE: Clients will be notified via email when a tour lacks the minimum number of travelers to operate. All payments will be refunded within 15 business days. Any credits used will be returned to client account with a new expiration date of of 18 months and any travel dollar credits will be returned to the traveler’s account with the original expiration date(s).
- 7 DAYS after the FINAL PAYMENT DUE DATE: In the rare event a significant number of travelers cancel and/or do not make their final payment, resulting in too few travelers to operate the tour, clients paid in full will be notified via email. All payments will be refunded within 15 business days. Any credits used will be returned to client account with a new expiration date of 18 months and any travel dollar credits will be returned to the traveler’s account with the original expiration date(s).
4.2 Tours Impacted by New or Ongoing Travel Disruptions
WTT reserves the right at our sole discretion to cancel or reschedule any tour at any time prior to the tour’s scheduled start date when new or ongoing travel disruptions – that are beyond the control of and due to no fault of WTT – could/do materially impact the ability of Women Traveling Together to deliver the promised tour services or could/do endanger the health and safety of our travelers.
While these events are rare, conditions such as terrorist activities, acts of God/Nature, government restrictions to travel, transportation strikes, and other situations unforeseen or unnamed, can and do happen.
Client acknowledges and agrees that the only potential recourse for reimbursement should these events occur is through the purchase of trip cancellation insurance that would cover such events.
4.2.2 Money will be Refunded IF:
If the Final Payment Due Date of the tour is still in the future when the tour is unable to operate, all payments will be refunded within 15 business days. Any credits used will be returned to client account with a new expiration date 18 months and any travel dollar credits will be returned to the traveler’s account the original expiration date(s).
4.2.3 Credits will be Issued IF:
If the Final Payment Due Date of the tour has already passed, but the tour has not started (i.e day prior to tour start date), and the traveler is unable to travel on the rescheduled dates of the tour.
1) The tour will be rescheduled. Travelers will automatically be transferred to the rescheduled tour dates and informed of the new travel dates and new cancellation terms.
2) If the client is unable to travel on the rescheduled dates, client has 7 days to submit a Cancellation Form for removal from the rescheduled tour and issued a future travel credit equal to the total amount paid. The Credit is valid for 18 months from date of issue (See section 3.4 Parked Credits)and can only be used in part or whole on a future tour accepting reservations at the the time of use.
3) If the rescheduled tour referenced in #1 above cannot operate for any reason, any clients still registered to take the tour at time of cancellation by WTT, the total amount paid for the original tour, plus any additional payments for the reschedule tour, if applicable, will be refunded by check within 15 business days.
4.3 Force Majeure (Superior Force)
No refund or future credit for travel shall be due to the traveler from WTT for failure to perform obligations related to delivery of tour services if such failure, whether in whole or in part, occurs on the tour start date, or while the tour is in progress, and is a result of acts of God/Nature (including fire, flood, earthquake, storm, hurricane, volcano eruption, epidemics, pandemics, or other natural disasters), war, invasion, acts of foreign enemies, cyber-attacks, hostilities (regardless of whether war is declared), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalism, government sanction, government border closures, government enforced quarantine, blockage, embargo, labor dispute, strike, lockout or interruption or failure of any mode of transportation, electricity, internet or telephone services, or anything else unforeseen or unnamed, any one of which could make delivery of tour services impaired or impossible to deliver or perform.
As a good faith effort, WTT will work to determine if any remuneration may be available from the 3rd-party suppliers who are in possession of the money.
- Client acknowledges that determining the possibility of remuneration takes an indeterminable amount time.
- Client acknowledges and agrees that the filing of an insurance claim, and/or taking any action to dispute a previously authorized credit card charge at any time will result in forfeiture of all rights to any remuneration.
WTT will communicate in writing to all travelers still eligible for remuneration the results of WTT's attempts for remuneration.
- Any client who rejects in whole or in part the proffered final terms of remuneration waives all rights to any recompense from Women Traveling Together.
5.0 TRAVEL DISCLOSURES
5.1 Use of Intermediaries and 3rd-Party SuppliersWTT, and its employees, shareholders, agents, and representatives use intermediaries and 3rd-party suppliers to arrange lodging, transportation, sightseeing, guides, and all other services related to this tour. WTT is an independent contractor and is not an employee, agent, or representative of any of these intermediaries and suppliers. WTT does not own, manage, operate, supervise, or control any transportation, vehicle, airplane, hotel or restaurant, or any other entity that supplies services related to your tour unless explicitly disclosed in the tour details. WTT is not affiliated with any other tour operator. All intermediaries and suppliers are independent contractors and are not agents or employees or representatives of WTT.
Some WTT tours, as noted in the itinerary, are scheduled with 3rd-party suppliers who sell their tours to the general public (example: a cruise ship, train, various available-to-the-public activities, etc.). The traveler acknowledges that other groups and/or individuals may be a part of the same tour or activity.
All tickets, receipts, coupons, and vouchers are issued subject to the terms and conditions specified by each supplier, and by accepting the coupons, vouchers, and tickets, or utilizing the services, all customers agree that neither WTT, nor its employees, agents, or representatives are or may be liable for any loss, injury, or damage to any tour participant or their belongings, or otherwise, in connection with any service supplied or not supplied resulting directly or indirectly from any occurrence beyond the control of WTT.
WTT assumes no responsibility or liability, in whole or in part, for any delay, change in schedule, loss, injury or damage or loss of any participant that may result from any act or omission on the part of others; and WTT shall be relieved of any obligations under these terms and conditions in the event of result of acts of God (including fire, flood, earthquake, storm, hurricane, volcano eruption, epidemics, pandemics, or other natural disasters), war, invasion, acts of foreign enemies, cyber-attacks, hostilities (regardless of whether war is declared), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalism, government sanction, government border closures, government enforced quarantine, blockage, embargo, labor dispute, strike, lockout or interruption or failure of any mode of transportation, electricity, internet or telephone services, or illness, accident, or death, or anything else unforeseen or unnamed, any one of which could delay or cause cancellation of services.
Client acknowledges and agrees that the only potential recourse for reimbursement should these events occur is through the purchase of travel insurance that would cover such events.
5.2 Risk Tolerance
By offering reservations for travel in particular international destinations, WTT does not represent or warrant that travel to such areas is advisable or without risk. WTT will not be liable for damages or losses that result from travel to such destinations. It is the traveler's responsibility to determine her level of risk tolerance, including the decision to participate in a tour to a locale, city, country or continent where alerts and warnings have been or could be issued by official government agencies on or before the tour start date. If the tour is still scheduled to operate and the traveler cancels, regardless of the reason, standard cancellation penalties apply.
5.3 Additional Risks
Additional risks and dangers may arise including, but not limited to, hazards of travel by train, automobile, motor coach, aircraft and other means of conveyance, animal interactions, forces of nature, political unrest, other unrest, risks associated with water, food, plants, insects and differing animal regulation, and acts of national and local governments and unrest and acts of others against governments. These risks are not an exhaustive list but are examples of many kinds of risks. You are voluntarily participating in these activities with the knowledge that there are significant dangers involved, and you hereby agree to accept any and all risks.
As lawful consideration for the agreement with WTT to participate in such tours and activities, you agree you will not make a claim against WTT, its related companies or its personnel, or sue for bodily injury, emotional trauma, death, property loss or damage or other loss, cost or expense, however caused, as a result of or related to your contracting for, traveling to or from, or in any and every other way participating in the tour. You release WTT, its related companies and its personnel from any and all claims, known or unknown, arising from contracting for, traveling to or from, and in any and every way participating in a tour. This release of liability and assumption of risk agreement is entered into on behalf of you and all members of your family and party, also including minors. This agreement also binds your heirs, legal representatives and assigns.
Where the guest occupies a motor coach seat fitted with a safety belt, neither WTT nor the Operator nor its agents or co-operating organizations or service providers will be liable for any injury, illness or death or for any loss or damages or claims whatsoever arising from any accident or incident, if the safety belt is not being worn at the time of such an accident or incident. This exclusion and limitation of liability shall not be used to imply that the Operator or its agents or affiliated entities are liable in other circumstances.
5.4 Modifications to the Tour Package by Women Traveling Together
5.4.1 Itinerary Modifications:
Women Traveling Together may modify the tour package without notification to the client and make substitutions of activities, transportation, meals, or any other element of the tour package prior to departure at its sole discretion to facilitate the itinerary, to protect the health and safety of our travelers, and when events occur that are beyond the control of WTT. If WTT makes an itinerary change that materially affects the character of the tour in its entirety (a "Material Change"), WTT will provide notice to all travelers via email as soon as reasonably possible, provided there is sufficient time to do so before departure.
Once a tour has departed, itinerary changes may be necessary because of unforeseen circumstances, operational concerns, or concerns for traveler health, safety, enjoyment or comfort. Any itinerary changes are at the sole discretion of the WTT Tour Leader and Women Traveling Together.
5.4.2 Group Size Modifications:
Women Traveling Together states the minimum and maximum number of travelers under Important Reminders on every tour. WTT may increase the stated maximum number of travelers at its sole discretion and without notice when necessary to facilitate room sharing arrangements or other circumstances that could not be foreseen. In the event of groups in excess of 22 travelers, WTT will send two WTT Tour Leaders or a WTT Tour Leader and locally hired Tour Guide who will travel with the group.
5.5 Roomshare Changes Prior to and While on Tour
5.5.1 Prior to Tour Start:
- If you specify a roommate who cannot get on the tour for any reason, cancels her booking once on the tour, fails to show up at the start of the tour, etc., you will be assigned another roommate unless you contact WTT and pay the single supplement to have your own room for the tour and for early arrival, if applicable.
- If you did not specify a roommate and your assigned roommate (name provided in Final Travel Instructions) cancels the tour at the last minute or fails to show up at the start of the tour, WTT will automatically assign you a new roommate. Only the impacted travelers and the Tour Leader will be notified. You have the option to pay the single supplement to have your own room for the tour and for early arrival, if applicable.
5.5.2 After Tour Begins:
- Any traveler who has a roommate, but decides she wants a single room, for whatever reason, must arrange and pay for the single room directly with the hotel, if available.
- Roommate incompatibility, while rare, does occasionally happen. The WTT Tour Leader is available to discuss actions that may be available to help resolve the conflict, including the possibility of changing roommates.
5.6 Arrivals, Transfers and Delays
- Arrival and departure transfers, when included, are from/to the airport(s) stated in the itinerary. Transfers from other airports, train stations, or any other pick-up point, are excluded unless specifically noted in the itinerary arrival and departure notes.
- Travelers arriving by air are responsible for allowing enough time to deplane, gather luggage and travel to the designated meeting location to join the tour. WTT will not delay the departure of the group for travelers arriving after the designated tour start time as listed in the individual itineraries.
- Travelers are required to provide WTT with their flight arrangements no later than the Final Payment Due Date of the tour. Travelers are also required to notify WTT in the event the airline should change the arrival or departure time of a flight.
- On tours where scheduled transfers are provided, travelers who elect to take alternate transportation to the hotel, for any reason (including the inability to locate the local transfer provider), will not be reimbursed for the transfer expense incurred.
- Travelers who are delayed for whatever reason are responsible for notifying WTT of their situation and to communicate regularly with WTT as to their anticipated arrival time. Delayed travelers are responsible for joining the group as soon as possible and at their own expense if their arrival occurs after the last scheduled transfer.
- Travelers who are delayed or arrive late, for whatever reason, that results in not using or participating in the main tour's inclusions or any pre-tour optional purchases will not be refunded. Adequate travel insurance is the only means to recover these costs.
5.7 Limited Participation or Removal from a Tour in Progress
The WTT representative(s) has the authority to limit a traveler from participating in specific activities. Should the WTT representative(s) determine the traveler is not physically or otherwise capable of safely participating in some or all of an activity, would significantly impact the group pace, or could potentially pose a danger to herself and/or others, the traveler will be instructed to modify or not participate in the activity. In the event a traveler's participation in select activities is restricted, WTT will not refund any monies or pay for alternate arrangements.
The WTT representative(s) has the authority to remove a traveler from a tour. Should the WTT representative(s) determine the traveler is not physically or otherwise capable of continuing the tour, is adversely affecting the overall group dynamics, poses a danger to herself or others, or is willfully ignoring the instructions of the WTT representative(s) to the detriment or safety of herself and/or the group, the traveler will not be allowed to continue with the group. In the event a traveler is removed from a tour, regardless of reason, WTT will not refund any monies. Transportation costs to return home, airline penalties, and any other expenses will be the responsibility of the traveler.
In the event a traveler voluntarily does not participate in activities, or voluntarily quits the tour prior to its scheduled conclusion, WTT will not refund any monies for the unused portion of the tour arrangements. All expenses as a result of these voluntary choices will be the responsibility of the traveler.
5.8 Use of Travelers’ Images in Promotional Materials
Photographs and video taken by Women Traveling Together Tour Leaders and other WTT representatives while on tour are the property of WTT and may be used in promotional materials. Any traveler who does not wish to have her photograph or video footage used in promotional material MUST advise WTT in writing no later than the tour’s Final Payment Due Date
6.0 MEMBERSHIP
Membership in Women Traveling Together is not required to travel with us. See 8.0: Non-Member LimitationsMembership Length and Cost: $45/year or $80/2 years or $110/ 3 years. You select your length of membership when you complete the Membership Form.
6.1 Summary of Benefits
Membership (based on the date you become a member) in Women Traveling Together entitles you to: 1) first notification when tours are posted, 2) member tour price, 3) see a list of fellow travelers with contact information immediately after final payment, 4) earn Travel Dollars after the tour concludes, 5) receive the member magazine SoloTogether ( published 3 times a year), 6) first notification if you are on standby when a tour is sold out, and 7) access to your online account information, and membership directory.
- Membership is for the benefit of the member who has paid the membership fee and whose membership is still active (i.e. not expired).
- Members are strictly forbidden from sharing their access with a non-member to the member portal (MyWTT) or the Membership Directory.
6.2 Member Pricing
To receive the member tour price, membership must be active through the end date of the tour. In the event the traveler’s membership expires before the tour end date, but has auto-renewal turned ON with a valid credit card and expiration date on file, the membership renewal will be authorized no later than 4 weeks prior to tour start. In the event the renewal fails, Final Travel Instructions will be withheld until the traveler either pays the non-member additional cost, or renews her membership manually.
6.3 Membership Directory Access and Terms of Use
6.3.1 Access:
Women Traveling Together has a secure Membership Directory accessible only by current WTT members via the MyWTT portal. This portal requires you to enter your email on file and password to gain access. You can omit your name in WTT's Membership Directory after becoming a member by logging in and editing your "Profile Information." The final question on the "Getting to Know You" FORM asks if you want to share your information in our online Member Directory. Check or un-check the selection box, choose Next and submit the FORM.
6.3.2 Terms of Use:
- Information in the Membership Directory is for social one-to-one email communication between two members at a time. Group emails are prohibited. Members are strictly forbidden from sharing their access to the Membership Directory with a non-member.
- The information available on each member directory listing, which includes client name, email address, city, state, etc. cannot be copied, stored or distributed for any commercial or other purpose.
- Improper use of the Membership Directory or distribution of its contents can subject the offender to civil liability, including reimbursement of all attorney fees.
6.4 Lifetime Membership
Lifetime members no longer have to pay membership dues in order to retain membership status. Lifetime Membership is earned once a member completes their 10th tour with WTT.
6.5 Becoming a Member
Becoming a member is accomplished by completing a Membership FORM or electing to become a member on the Reservation FORM and paying the membership amount based on length of term selected (1, 2 or 3 years).
To send your membership you must check the "I have Read an and Agree to be Bound by WTT's Terms & Conditions" box located above the FORM submission button. “WTT’s Terms & Conditions” is a clickable link (i.e. hyperlink) that displays the terms and conditions in the browser window. By submitting the FORM you are providing your electronic signature that you have read and agree to these terms and conditions and are authorizing WTT to charge your credit card for the membership length selected.
The WTT website will provide a confirmation page to indicate we have received your Membership FORM. We will email a Membership Confirmation with amount paid, length of membership term, and the inclusive dates of your membership after we have successfully charged the amount due to the credit card you provided. This email is your receipt. It is the client’s responsibility to confirm the amount charged is accurate and notify WTT immediately if an error is discovered.
6.6 Membership Auto Renewal
All new members are automatically enrolled in WTT's auto-renewal program (Auto Renewal is ON). Women Traveling Together will send an email, to your email address on file, 14 days before your membership is due to expire. We will advise you what your current auto-renewal status is and what will happen on your membership expiration date if you leave your auto renewal status unchanged, as well as instruct you how to manually renew and how to change your auto-renewal status.
At any time after your membership is activated, you can modify your auto-renewal status by logging into your MyWTT account prior to your membership expiration date.
6.6.1 If auto renewal is ON, these are your options:
- Leave Auto Renewal ON: You are authorizing WTT to renew your membership on the expiration date of your current membership – using the credit card number last used to purchase membership – for the specified renewal length and amount listed under "Manage" for the membership Credit Card on file.
- Renew Manually: Use a different credit card and/or select a different renewal length. The new membership period begins the day after your current membership ends.
- Turn Auto Renewal OFF: Membership will be deactivated on client’s membership expiration date and all travel dollars accrued will be forfeited. If the member is on a tour, the non-member tour price will be applied immediately upon the deactivation of the membership.
6.6.2 If auto renewal is OFF, these are your options:
- Leave Auto Renewal OFF: Membership will be deactivated on client’s membership expiration date and all travel dollars accrued will be forfeited. If the member is on a tour, the non-member tour price will be applied immediately upon the deactivation of the membership.
- Renew Manually: Use a different credit card and/or select a different renewal length. The new membership period begins the day after your current membership ends. Auto renewal will automatically be set to ON at the time the membership renewal is processed.
- Turn Auto Renewal ON: You are authorizing WTT to renew your membership on the expiration date of your current membership – using the credit card number last used to purchase membership – for the specified renewal length and amount listed under "Manage" for the membership Credit Card on file.
6.7 Cancellation of Membership
- A full refund of a new or renewed membership will be given if WTT is notified by email sent to wttmail@womentraveling.com, Subject: Cancel Membership within 3 days of membership payment processing - as stated on the Membership Confirmation email. Thereafter, no refund will be given.
7.0 TRAVEL DOLLAR PROGRAM
- Travel Dollars are credits available to members of WTT and reduce the cost of the tour by the amount of travel dollar credits used.- The Travel Dollar credit applied to the tour is not a payment and has no cash value.
- WTT Members earn Travel Dollar credits on eligible tours at a rate of 3% of the total land double occupancy cost, less any discounts or other credits, and subject to "Travel Dollar Rules and Restrictions" listed below.
- Travel Dollar credits are not awarded for the single supplement, early arrival, late departure, optional excursions, pre- or post-tours, etc.
- Travel Dollar credits are awarded shortly after the conclusion of an eligible tour. Allow 5 days for travel dollars earned from a recently completed tour to be added to your account.
- Travel Dollar credits are also earned each time a member renews her membership (10 credits), and each time a member refers a friend who joins WTT (10 credits).
7.1 Travel Dollars - Rules and Restrictions:
- Log into WomenTraveling.com and go to Upcoming Tours.
- If you have available travel dollar credits, and they are eligible for use on the selected tour per the rules below, you will see a button to "Use Travel Dollars"
- Travel Dollar credits cannot be used until they are earned.
- A very small number of WTT tours are not eligible for the Travel Dollar Program. If a tour is not eligible, it will be noted under "Not Included in the Price."
- When Travel Dollar credits are used to pay for any portion of the tour cost on an eligible tour, travel dollars will not be awarded for that tour.
- Travel Dollar credits can be used on any eligible tour for up to 25% of the land double occupancy cost of the tour.
- Travel Dollar credits cannot be used to pay for membership renewals.
- Travel Dollar credits cannot be used to pay a tour deposit; they can only be applied against the balance due.
- Travel Dollar credits must be applied to the tour prior to payment of the final invoice, or Final Payment Due Date, whichever occurs first.
- No Travel Dollar credits will be applied after the final invoice is paid.
- A traveler who cancels a tour on or before the Final Payment Due Date, will have her travel dollar credits returned to her account with the original expiration date(s).
- A traveler who cancels a tour after the Final Payment Due Date, but before 100% Forfeiture Date, the same percentage of travel dollar credits will be forfeited as the % of tour cost forfeited. The remaining travel dollar credits will be returned to the traveler's account with the original expiration date(s).
- A traveler who cancels a tour after the 100% Forfeiture Date for her tour will forfeit all travel dollar credits used toward the tour's payment.
- A traveler who fails to make a required payment, or is out of compliance with the tour's payment requirements, will forfeit all travel dollar credits used toward the tour's payment.
7.2 Travel Dollars - Expiration, Forfeiture and Program Cancellation:
- Travel dollar credits unused three (3) years after the date of travel completion (i.e. tour end date) will expire.
- Travel dollar credits awarded for membership renewals and referrals do not expire as long as the membership remains active.
- Travel dollar credits awarded as "bonus points" do not expire as long as the membership remains active.
- Should membership be interrupted for any reason, all travel dollar credits accumulated at the time the membership is interrupted or expired will be forfeited.
- WTT reserves the right to cancel the travel dollar credit program with 12 months' notice. Any unused travel dollar credits remaining as of the program’s termination date will be forfeited.
7.3 Travel Dollars - Balance Information:
- Members can view their travel dollar balance by logging in to the "My WTT" section of the WTT website.
- Members can request a summary of their travel dollar credits earned and redeemed by emailing: wttmail@womentraveling.com Subject: Travel Dollar Summary
8.0 NON-MEMBER LIMITATIONS
All tour participants will receive equal consideration on the tour; however, women who choose not to join WTT will:- Pay the non-member additional cost,
- Denied access to the My WTT section of the website,
- Prevented from seeing a list of fellow travelers prior to Final Travel Instructions,
- Will not receive Travel Dollars credits at the conclusion of the tour,
- and will not receive any other benefits afforded a member.
9.0 SEVERABILITY, JURISDICTION AND APPLICABLE LAW
9.1 SeverabilityIf any provision of these terms and conditions shall be held unenforceable, such provision shall be struck and the remainder shall remain enforceable.
9.2 Jurisdiction and Applicable Law
These Terms and Conditions and any agreement to which they apply are governed in all respects by the laws of the state of Maryland without regard to conflicts of law principles. All traveler claims must be submitted in writing and received by WTT no later than sixty (60) days after the completion of the WTT tour. Traveler claims not submitted and received within this time shall be deemed waived and barred.
Our Promise to You
It doesn’t matter which tour you choose.
You’ll find your people and make memories that last a lifetime.