It is the traveler’s responsibility to read the following travel policies before signing up for any trip or remitting any payments. All monies are in US dollars. Women Traveling Together reserves the right to change their travel policies without notice.
Policy Questions
Any questions concerning WTT travel and membership policies should be directed to: Women Traveling Together at 1-800-795-7135 (410-956-5250 outside the US) or via e-mail to: wttmail@women-traveling.com.
Membership
Annual Membership (based on the date of membership) in Women Traveling Together entitles members to the "member tour price" and other benefits. In order to receive the member tour price and other benefits, including travel dollars, membership must be active through the end date of any trip the member has a space on. WTT will charge a membership renewal fee at the time of final invoicing in the event the member traveler’s membership expires before the trip end date.
Membership Refund
A full refund of the membership amount paid will be given if WTT is notified in writing within 90 days of the membership date. No refund will be given after 90 days.
Non-Members
All tour participants will receive equal consideration, but women who choose not to join WTT will pay the non-member additional cost, will not receive travel dollars, and will not receive any benefits afforded a member.
Activity Level and Special Needs Travelers
The activity level on all WTT tours requires walking and other physical exertion. Our tours are not suitable for physically challenged or walking impaired individuals.
Roommate Guarantee
Women Traveling Together will guarantee a roommate for any traveler at her request. Travelers who choose to room alone will be required to pay the cost for a single room as stated in the itinerary.
Trip Deposits
Women Traveling Together requires a deposit to hold space on any tour. All payments are in U.S. dollars. The trip deposit amount is listed on each itinerary until such time as full payment is required to hold space.
Payment Methods
Women Traveling Together accepts payment via MasterCard, VISA, Discover, American Express, personal check and money order. Travelers can submit a space reservation with their payment via the Internet, fax, mail, or by phone.
Standby
If a trip is already full, WTT will accept requests on a standby-basis. Should space become available, the notified traveler has the choice to join the tour by paying in full by credit card or forfeiting the space. Should more than one woman on standby wish to take the available space, the first one who submits her payment in full will be awarded the space.
Final Payments
Women Traveling Together will invoice the traveler for final payment approximately 90 days before the trip departs. The exact payment due date is listed on the deposit confirmation receipt mailed to each traveler.
In the unlikely event of a price increase for surcharges, taxes, fees or other costs related to this tour prior to final payment, WTT will notify the traveler of said increase. Traveler has the right to refuse the cost increase and cancel the trip prior to making final payment without penalty.
A traveler who has not paid their final payment two weeks after the final payment due date will be notified via email that she has been canceled from the trip, and her total amount paid to date forfeited.
Itinerary Changes
Itineraries are subject to change. In the event there is an itinerary change, comparable lodging, meals and activities will be provided.
Air Travel
Travelers arriving by air are responsible for allowing sufficient 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 responsible to provide WTT with their flight arrangements no later than 45 days prior to tour departure and to notify WTT in the event the airline should change the arrival or departure time of a flight.
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.
Cancellation by the Traveler
All cancellations MUST be in writing. Email, fax or letter all qualify as acceptable methods of notification. The effective date of the cancellation, and any cancellation penalties, will be based on the date of receipt of the written cancellation.
- Within 14 days after WTT processes your space reservation…100% refund of your deposit.
- After 14 days of processing your space reservation, but before final payment due date…..Deposit forfeited. Travelers who cancel on, or before, the final payment due date may elect to:
a) immediately place the full deposit amount of trip you are cancelling on another posted trip you are not already on, or
b) may “park” the full deposit amount of trip you are cancelling for up to one year from date of cancellation (365 days), to be used as the deposit on a future trip. If the traveler does not select a new trip after 365 days, the deposit will be automatically forfeited.
Note: Deposit of trip you are cancelling can only be moved once. There is no 14 day grace period. If the 2nd trip is cancelled the deposit is forfeited.
- From the Final Payment Due Date until 31 days before travel… 50% of double occupancy, member tour cost, will be forfeited. Any optional payments (such as early arrival, single room charge, etc.) will be refunded in full.
Note: If you have paid in full at the time of your cancellation and the trip you are cancelling is sold out, WTT will assess the cancellation penalty, and then attempt to fill your space up to 31 days before travel. If WTT can fill your space, WTT will refund the cancellation penalty amount less your deposit.
- 30 days or less before travel…100% of all monies paid will be forfeited.
Note: Any penalty imposed by the airline(s) is the complete responsibility of the traveler.
PLEASE UNDERSTAND THAT THERE ARE NO EXCEPTIONS TO OUR CANCELLATION POLICIES.
If you cannot afford to lose the money invested in your travel due to some unforeseen event, WTT strongly recommends you consider travel insurance.
Cancellation of Tours by WTT
On rare occasions, Women Traveling Together must cancel a tour, either because there are not enough travelers to operate the tour, or for other events outside the control of WTT.
Women Traveling Together will make every effort to cancel tours due to lack of travelers prior to final invoicing however, Women Traveling Together reserves the right to cancel any tour at any time up to the day of departure, due to no fault of WTT.
Women Traveling Together is only obligated to refund monies paid to WTT for the canceled tour, and is not responsible for any penalties imposed by the airlines.
Insurance
Cancellation insurance is strongly advised and recommended. Cancellation insurance applications are mailed with the initial trip confirmation package. Any questions about what travel insurance does or does not cover should be addressed directly to the travel insurance company.
Please be aware that your medical insurance may not cover your "out of country" travel.
Assumed Risk
Travel has its own inherent risks, and the traveler acknowledges such risks exist, up to and including death. WTT will take all reasonable precautions to insure the health and safety of the traveler. The traveler agrees to hold WTT, its employees and agents harmless should illness, accident or death occur. WTT is not responsible for the actions, expenses or harm incurred by travelers who disregard the instructions of the WTT representative(s), travelers who depart from the planned activities of the tour, or travelers who follow the instructions of a non-WTT representative(s).
Involuntary/Voluntary Departure from a Tour in Progress
WTT reserves the right to remove any traveler from a tour should the WTT representative(s) determine that the traveler cannot meet the physical requirements of the tour as stated in the itinerary, or is disruptive to the tour time schedule or is adversely affecting the overall group dynamics. In the event a traveler is removed from a tour, 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 that a traveler voluntarily chooses to leave a tour, WTT will require a written, signed statement of the traveler’s intent to depart from the tour. In the event that a traveler voluntarily departs from a tour, WTT will not refund any monies. Transportation costs to return home, airline penalties, and any other expenses will be the responsibility of the traveler.
Use of 3rd Party Operators
Some WTT trips, as noted in the itinerary, are scheduled with tour operators who sell their tours to the general public. The traveler acknowledges that other groups and/or individuals may be a part of the same tour.
Travel Dollars Credits
WTT Members are eligible to earn travel dollars on trips at a rate of 3% of the total land double occupancy cost, less any discounts or other credits.** (Travel dollars are not awarded for the single supplement.) Travel dollars are also earned each time a member renews her membership, and each time a member refers a friend who joins WTT.
- Travel dollar credits can be used on any trip for up to 25% of the land - double occupancy - portion cost of the trip.
- Travel dollar credits will be deducted from the final payment amount.
- The traveler must advise Women Traveling Together of their intention to use travel dollar credits at the time of deposit. No travel dollars will be applied after the final invoice is paid.
** Travel dollars will not be awarded on trips where travel dollars are used to pay for any portion of the trip.
Travel Dollars: Expiration, Forfeiture and Program Cancellation
- Travel dollars unused three (3) years after the date of travel completion will expire. Travel dollars awarded for membership renewals and referrals do not expire.
- 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.
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 their photograph or video footage used in promotional material MUST advise WTT in writing no later than the tour’s final payment due date.