WTT Travel Policies
WTT Policy Statement Last Revised: January 1, 2019

 

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 443-458-5634 (in Maryland) or via e-mail to: wttmail@women-traveling.com.

Activity Level & Personal Responsibility

All WTT tours require walking, sometimes extensive, and other physical exertion. The tour you are considering describes the activity rating - which you will be asked to confirm you read and agree to at the time of your space reservation.

As a solo traveler you are responsible for yourself, your possessions, your physical fitness, and all other aspects related to participation in the WTT tour you have chosen. Because of this requirement, WTT tours are not suitable for anyone who is physically challenged, walking impaired, or is a slow walker that cannot keep up with the pace of the group.

It would be inappropriate to expect assistance from the other travelers, who have their own self to look after. This includes the WTT Tour Leader. The Tour Leader’s own personal responsibilities and her duties to the group preclude her from assisting individual travelers with their luggage, or any other needs that may arise as a result of mobility issues, whether those mobility issues existed prior to the tour or occur during the tour.

The WTT Tour Leader will be happy to discuss actions a traveler can take to work around or solve problems as situations occur; however, any additional transportation expenses, hired services, missed activities, etc. will not be reimbursed by WTT.

If you have questions about activity levels or your personal responsibilities, contact the WTT office at 443-458-5634 (in Maryland) BEFORE you sign up for a tour.

Travel and Medical Evacuation Insurance

Cancellation and Trip Interruption Insurance: Due to unforeseen events, you may need to cancel (see Cancellation by the Traveler below) or your trip may be partially or totally interrupted  (see Force Majeure below).  These scenarios, and others, could have a significant financial impact if you decide to forgo insurance. Cancellation and Trip Interruption Insurance brochures are mailed with the Tour Confirmation Package as a convenience to our travelers. Any questions about what the insurance does or does not cover should be addressed directly to the travel insurance company.

If you wish to cover pre-existing conditions you or a family member may have, cancellation and trip interruption insurance must be purchased very shortly after your reservation is confirmed. If pre-existing conditions do not apply, cancellation and trip interruption insurance can often be purchased up to 10 days before travel. Contact the Travel Insurance company for policy cost and date coverage must be purchased.

Medical Evacuation Insurance: Your personal health insurance generally does not cover you when traveling. To cover the risk of a medical emergency or accident while traveling, you should consider purchasing Medical Evacuation Insurance. Some WTT tours require Medical Evacuation Insurance in order to participate. Additionally, some countries are considering requiring proof of Medical Evacuation Insurance to enter. Medical Evacuation Insurance is relatively inexpensive and can often be purchased up to the day before travel. Contact the Travel Insurance company for policy cost and date coverage must be purchased.

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, etc. 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 BEFORE signing up for a WTT tour.
  • On certain tours WTT will offer to obtain a visa for travelers. However, the traveler must be a passport holder from the United States or Canada and cannot have a criminal conviction or any other exception that would prohibit the routine issuance of a visa. In such cases the traveler will be responsible for obtaining her own visa.
  • 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 denial of travel.

Trip Payments

  • Payment Types & Currency: MasterCard, VISA, Discover, American Express, personal check and wire transfer. All payments must be in US Dollars.
  • At Time of Reservation: A deposit is required to hold a space on the tour. The amount due at the time you make your reservation is listed on each itinerary.
  • Additional Deposit(s) / Interim Payment(s): On certain trips - as stated on the website itinerary – additional deposits / interim payments are required. The date additional deposits or interim payments are due is listed on the itinerary under "Payment Dates and Cancellation Policies." WTT will send a reminder email prior to the due date(s).
  • Past Due Payment: A traveler who has not paid the additional deposit / interim payment 7 days (one week) after the due date will be notified via e-mail that she has been cancelled from the tour and her initial deposit forfeited, plus any other additional deposits / interim payments already paid.
  • Final Payment: The Final Payment due date is listed on the itinerary under "Payment Dates and Cancellation Policies." This payment will be invoiced via e-mail approximately 14 days before the due date. 
  • Past Due Final Payment: A traveler who has not paid her Final Payment 7 days (one week) after the final payment due date will be notified via e-mail she has been cancelled from the trip and her total amount paid to date forfeited.

Required Traveler Information - by Final Payment

Confidential Form:
Emergency contact and the other information WTT collects on the Confidential Form is essential for solo traveler safety should an incident occur. This information must be submitted to Women Traveling Together no later than the Final Payment due date. We share the dietary information; the other information is held in confidence and is only used in case of an emergency.

Past Due: After the final payment due date, if the confidential data is partially or completely missing, Final Travel Instructions (i.e. Travel Documents) will be withheld until such time as this information is provided.

Travel Arrangements:
Arrival and departure flight details must be submitted to Women Traveling Together no later than the Final Payment due date. This information is required to know when travelers are expected, and when applicable, to arrange transfers.

Past Due: After the final payment due date, if travel arrangements are not received, 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, when transfers are provided as part of the itinerary.

Passport Form:
Passport data is required for all international trips and must be submitted to Women Traveling Together no later than the Final Payment due date. Passport information is only shared when required by local authorities, to book international flights, and to assist in replacing a lost or stolen passport.
Passport Form Accuracy:
Accuracy of the passport name, passport number, date of issue, expiration date, and all other pieces of data from the passport ID page is the responsibility of the traveler. WTT is not liable for any travel delays, travel denials, expenses, or anything else that may happen as a result of inaccurate passport information submitted by the traveler.
Passport Expiration Date:
The passport expiration date must be valid 6 months past the date the tour ends. This requirement is nearly universal when traveling to another country. It is the traveler’s responsibility to apply for a new passport in a timely manner, so that updated passport information can be provided to WTT by the final payment due date.

Past Due: After the final payment due date, if the lack of passport information interferes with arrangements that require all passport information to be submitted as a group, a "final request" e-mail will be sent to the traveler notifying her removal from the tour if passport information is not provided within 48 hours (2 days) of final request. If the traveler is removed from the trip, any refund of monies will be based on WTT cancellation policies as of the date of removal. Otherwise, Final Travel Instructions (i.e. Travel Documents) will be withheld until such time as this information is provided.

Itinerary Changes

Women Traveling Together may modify your tour itinerary where reasonably required at its sole discretion. If WTT makes a 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 as a result of unforeseen circumstances, operational concerns, or concerns for traveler health, safety, enjoyment or comfort. Any itinerary changes are at the discretion of the WTT Tour Leader and Women Traveling Together.
 

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.

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 regarding the safety of travelers. It is the traveler's responsibility to determine her level of risk tolerance, including the decision to participate in a tour to a country or continent where US State Department alerts and warnings have been issued. If the tour is scheduled to operate (i.e. not cancelled by WTT), standard cancellation policies apply if the traveler elects to cancel because her risk tolerance has been exceeded.

The traveler agrees to hold WTT, its employees, and agents, blameless should illness, accident or death occur while traveling to the tour, while on tour, or returning home from the tour. In addition, WTT is not responsible for the actions, expenses or harm incurred by travelers who, through their own actions or through the advice/actions of other travelers, disregard the instructions of the WTT representative(s), engage in activities with other travelers that cause harm, depart from the planned activities of the tour, or follow the instructions of a non-WTT representative(s).

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.  Tours lacking enough travelers will be cancelled prior to final invoicing and all money paid to WTT will be promptly refunded.  WTT reserves the right to cancel any tour at any time up to the day of departure, due to no fault of WTT. See Force Majeure below.

Force Majeure

No damages shall be due to a traveler for failure by WTT to perform obligations related to delivery of tour services if such failure is a result of Acts of God (including fire, flood, earthquake, storm, hurricane, volcano eruption, 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, 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 of the WTT Representative, any one of which could make delivery of tour services impaired or impossible to perform. Cancellation and Trip Interruption Insurance is strongly recommended.

Cancellation by the Traveler

All cancellations MUST be in writing. Use the Cancellation Form found on the WTT website, otherwise e-mail wttmail@women-traveling.com or send a letter via US mail. The effective date of the cancellation, and any cancellation penalties, will be based on the date of the written cancellation. Refunds for payments made directly to 3rd parties are subject to their refund policies, irrespective of the date of cancellation. Any penalty imposed by your airline(s) is the complete responsibility of the traveler.

 More than 180 days (6 months) before tour departure:

  • Within 72 hours (3 days) after WTT processes your space reservation…100% refund of your deposit.
  • After 3-day grace period, Deposit will be "Parked”. 
    The traveler’s deposit will be automatically parked for a period of time not to exceed 18 months (545 days) from date of cancellation. The parked deposit can only be applied as a deposit on a future trip. If the traveler does not select a new trip prior to 18 months (545 days), the deposit will be automatically forfeited.

    Using parked funds: The traveler must contact WTT by phone (443-458-5634) or email (wttmail@women-traveling.com) prior to 18 months (545 days) from the date the deposit was parked so that WTT can provide instructions for placing your deposit on a new tour of your choice.
    Note: A deposit from a cancelled trip can only be moved once. There is no 72-hour (3 day) grace period for the new tour. If you subsequently cancel the new tour, the deposit is automatically forfeited.

179 days before tour departure UNTIL Final Payment Due Date:

  • Within 72 hours (3 days) after WTT processes your space reservation...100% refund of your deposit.
  • After 3-day grace period, deposit will be forfeited.
  • Tours requiring additional deposit(s) or interim payment(s)... Initial deposit forfeited.

    Additional deposit(s) or interim payment(s) will be refunded unless the additional deposit(s) or interim payment(s), in part or in whole, are specifically excluded under “Payments & Cancellation” details for the tour being cancelled.

After Final Payment UNTIL 45 - 60 days before travel (see below):
 
  • Within 48 hours (2 days) after WTT processes your space reservation... 100% refund of your full payment.
  • After 2-day grace period, 50% of the tour cost (whether double or single occupancy) will be forfeited, including 50% of any optional pre- or post- tour(s).

  • Any optional payments made through WTT (i.e. early arrival, late departure, other optional activities) will be refunded in full, unless the optional payment(s), in part or in whole, is specifically excluded under “Payments Dates and Cancellation Policies” for the tour being cancelled.
 
100% of all monies paid will be forfeited (unless otherwise stated in the “Payment Dates and Cancellation Policies” for your tour):
 
  • 45 days or less before travel for  US/Canada tours.
  • 60 days or less before travel for International tours.


THERE ARE NO EXCEPTIONS TO OUR CANCELLATION POLICIES.
Cancellation and Trip Interruption Insurance is strongly recommended.

Room-Share Changes Prior to and While on Tour

Prior to tour start:

  • The cancellation of a traveler, who specified her roommate by name, will necessitate the named traveler who remains on the tour to either a) accept the assignment of a new roommate or b) pay to have a single room. WTT will contact the remaining traveler for her choice prior to assigning a new roommate.
  • The cancellation of any traveler who did not specify a roommate by name will necessitate the automatic assignment of a new roommate for the traveler remaining on the tour. This event may occur after roommate assignments have been published in the Final Travel Instructions (i.e. Travel Documents). Only the impacted travelers and the Tour Leader will be notified.

While on tour:

  • 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.

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 not included 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.

Traveler Disruption of a Tour in Progress

  • WTT reserves the right to remove any traveler from a tour should the WTT representative(s) determine that the traveler is adversely affecting the overall group dynamics, is a danger to herself or others, or is willfully ignoring the instructions of the WTT representative(s) to the detriment or safety of the group. 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 a traveler chooses to leave a tour prior to its scheduled conclusion, WTT will not refund any monies for the unused portion of the tour arrangements. Transportation costs from tour departure point to the airport, airline penalties, and any other expenses will be the responsibility of the traveler.

Membership and Access to Member Pricing & Benefits

  • Annual Membership (based on the date of membership) in Women Traveling Together entitles members to 1) member tour price, 2) log-in to My WTT to see a list of fellow travelers prior to the tour, 3) earn Travel Dollars, 4) receive the member magazine SoloTogether, and 5) other benefits as described on this website.
  • 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 traveler’s membership expires before the trip end date.
  • A full refund of the membership amount paid will be given if WTT is notified in writing within 30 days of the initial membership date. A pro-rated refund will be given if WTT is notified in writing within 90 days of the initial membership date. No refund will be given after 90 days.   

Non-Member Restricted Access

All tour participants will receive equal consideration; however, women who choose not to join WTT will pay the non-member additional cost, cannot see a list of fellow travelers prior to the tour, will not receive Travel Dollars, will not receive the member magazine, and will not receive any other benefits afforded a member.

Travel Dollar Program (Members Only)

  • WTT Members earn travel dollar credits on eligible trips 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 earned each time a member renews her membership (10 credits), and each time a member refers a friend who joins WTT (10 credits).

Travel Dollar Rules and Restrictions:

  • Travel dollar credits cannot be used until they are earned.
  • Travel dollar credits are awarded after the conclusion of a eligible tour (allow 10 days for your credit total to be updated).
  • Travel dollar credits cannot be earned on eligible trips where travel dollar credits are used to pay for any portion of the trip.
  • Travel dollar credits can be used on any eligible trip for up to 25% of the land - double occupancy - portion cost of the trip.
  • A very small number of WTT tours are not eligible for the Travel Dollar Program. If not eligible, it will be noted under "Important Reminders" 
  • Travel dollar credits cannot be used to pay for membership renewals.
  • Travel dollar credits cannot be used to pay a trip deposit; they will be applied against the final payment amount.
  • The traveler must advise Women Traveling Together of their intention to use travel dollar credits. This can be done up until the final invoice is paid, or final payment due date, whichever occurs first. No travel dollar credits will be applied after the final invoice is paid.
  • Should a traveler cancel a tour on or before the final payment due date, any travel dollar credits used will be returned to their account.
  • Should a traveler cancel a tour after the final payment due date, any travel dollar credits used will be forfeited.

Expiration, Forfeiture and Program Cancellation:

  • Travel dollar credits unused three (3) years after the date of travel completion (i.e. trip end date) will expire.
  • Travel dollar credits awarded for membership renewals and referrals do not expire if the membership remains active.
  • Travel dollar credits awarded as "bonus points" do not expire if 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.

Travel Dollar Balance Information:

  • Members can view their travel dollar balance by logging in to the "My WTT Trips & Info" section of the WTT website.
  • Members can request a summary of their travel dollar credits earned and redeemed by emailing: wttmail@women-traveling.com Subject: Travel Dollar Summary

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.

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