Booking Terms

Standard Wild Women Expeditions’ Booking Terms & Conditions

WWE books trips on behalf of Client but all obligations and liabilities with respect to the trip are those of Client. The trip booked for Client will be set out in the confirmation of registration (the “Booking”).

Everyone participating in a trip must complete and return a trip registration form, providing the requested personal details and confirming agreement to these Terms, to Wild Women Expeditions. If the trip registration form is not completed within one week of the deposit being paid, Client’s place on the trip may be forfeit. The Booking becomes effective, and these Terms apply once Wild Women Expeditions sends confirmation of registration to Client.

Wild Women Expeditions reserves the right to decline any request for participation in a trip.

You Are the Client

As you are the person making the booking, Wild Women Expeditions wants to make sure you understand and acknowledge your obligations and responsibilities, so they are all clearly set out in these Terms. If you are making the Booking for others, you will also be taking on certain responsibilities for them. You will also be the designated contact person for Client.

Only people 18 years or older may make a Booking. Everyone on a Booking must be at least 15 years old. A client may accompany a maximum of two minors on a trip. Written consent from a parent or guardian not travelling with any minor on a trip must be provided to Wild Women Expeditions and carried on the trip.  Anyone accompanying a minor(s) is responsible for their wellbeing and supervision and for all acts and omissions, and any resulting damages to third parties, caused by any such minor(s).

Waiver of Rights

Wild Women Expeditions has advised Client that because of the worldwide effects of COVID-19, Wild Women Expeditions cannot provide any assurance about conditions in any location, the methods used in any location to manage COVID-19, the services or amenities available in any location, or the effects of COVID-19 on any trip.  

Knowing of the conditions and having been given this warning by Wild Women Expeditions, Client acknowledges that participating in the trip has significant inherent risks, and Client agrees to waive any and all rights she/they may now have or may have in the future against Wild Women Expeditions and affiliates for any damages, actions, causes of action, proceedings, suits, debts, dues, covenants, contracts, claims and demands as a result of any adverse circumstances caused by or arising from participation in the trip, including those related to delay, interruption or cancellation of some or all of the trip, causing Client to have to remain in transit or stay at a location for longer than anticipated, all at the expense of Client.

Obligations and Recommendations of Wild Women Expeditions

Wild Women Expeditions directs the attention of Client to the terms and conditions of the trip set out on the Wild Women Expeditions website trip page as they will apply to Client along with these Terms.

Wild Women Expeditions recommends that Client check with a medical professional to make sure that Client is capable of taking a specific trip as Wild Women Expeditions is not able to assist with this assessment. Wild Women Expeditions also recommends Client refer to the Wild Women Expeditions website Trip Details page of a trip.

Wild Women Expeditions strongly recommends that Client purchase travel insurance coverage for trip cancellation (including COVID-19), trip interruption (including COVID-19) and property.

Wild Women Expeditions recommends that Client check their government travel advisories for destinations and other locations on route to the destination.  

Wild Women Expeditions reserves the right to refuse or interrupt Client from participating in a trip if, in its absolute discretion, Wild Women Expeditions determines doing so would cause harm to Client or others participating in the trip. If Client is stopped from participating in a trip, Client will not be entitled to any refund and any costs associated with Client leaving or being evacuated from a trip are the responsibility of Client.

Obligations & Acknowledgements of Client

Client must review and verify all details set out on the Booking, all itineraries and invoices upon receipt from Wild Women Expeditions, and Client must immediately advise Wild Women Expeditions of any errors or omissions.

Client acknowledges having been directed by Wild Women Expeditions to review these Terms and the details, terms and conditions of the trip on the Wild Women Expeditions website trip page before making a booking.

Client acknowledges the possibility of being required by the supplier of a trip to sign additional documents, including Medical Questionnaires, Waivers of Rights and additional terms and conditions, and being requested to provide additional information requested by the trip supplier, in order to participate in a trip. Client acknowledges the requirement by the supplier of a trip to update Medical Questionnaires prior to departure.

Client is responsible for complying with all customs, rules and procedures of the trip suppliers, and failure to comply with all trip supplier customs, rules and procedures may result in Client being refused continued participation in the trip. No credit or refund will be provided to Client in such circumstances.

Client acknowledges that for all trips Client must purchase medical travel insurance, with a minimum of $200,000 USD evacuation and repatriation coverage, including personal injury and all forms of medical expense. Some trips may have higher minimum medical coverage requirements, which are set out on the Wild Women Expeditions website trip page. Proof of insurance coverage for Client is required.

Client acknowledges that Wild Women Expeditions has strongly recommended that Client purchase travel insurance coverage for trip cancellation (including COVID-19), trip interruption (including COVID-19) and property. Client acknowledges that some countries will refuse entry if Client does not have proof of travel insurance.

Client is responsible for ensuring possession of all necessary travel documentation, including passport (valid until six months after the expected return date), visas, parental consent to travel with minors required by any destination to which they are travelling or in which they will be in transit and pardons with respect to any criminal conviction.

Client acknowledges that even with possession of the required documentation and information, Client may be refused entry into another country at either the point of departure or arrival.

Client acknowledges that the destination(s) to which they are traveling may have living standards and practices and conditions with respect to the provision of utilities, services and accommodation that are different from those enjoyed at home.

Client shall be responsible for notifying Wild Women Expeditions of any special requirements regarding the travel arrangements, including the type of accommodation required and dietary requirements of Client, at the time of making the Booking. Wild Women Expeditions will make trip suppliers aware of such requests and Client shall be responsible for any additional costs for such requests; however, Wild Women Expeditions shall not be responsible for any failure by the trip suppliers to provide such services.

Client acknowledges that many trips take place far away from providers of medical care and that some trips may not be suitable for Client based on physical or mental requirements for participation. Client acknowledges responsibility for assessing whether a trip is suitable for Client. Client is responsible for consulting a medical professional to confirm fitness for travel and participation in any trip.

Client acknowledges that permitted consumption of alcohol is trip-specific, based on many factors such as location, accommodation types, local supplier policies and activities and only when at fixed-roof accommodations or dining at local restaurants or licensed establishments.

Client acknowledges that Client may not be under the influence of alcohol or other intoxicant while participating in any outdoor aspect of a trip. Client acknowledges that if a guide determines that Client is not in the appropriate condition to participate in any activity, for any reason, the guide has the absolute right to prevent participation by Client.

Client acknowledges that use of illegal substances/drugs on a trip is not permitted and any such use will result in removal from the trip. No refund will be provided to Client if a trip is not completed due to removal for this reason and any costs incurred by Client due to such removal, including transportation, accommodation, meals, etc. will be the responsibility of Client.

Client acknowledges that Wild Women Expeditions encourages a non-smoking environment on all trips and Client will not smoke in the presence of other trip participants and only where permitted by local law.

If Client has a complaint, it must be reported to the trip leader or guide immediately so that Wild Women Expeditions has the best chance of rectifying the problem. If Client is not satisfied with the response from the trip leader or guide, Client must email Wild Women Expeditions at support@wildwomenexpeditions.com, so that Wild Women Expeditions has the best chance of rectifying the problem.

Wild Women Expeditions shall not be liable for any damage or loss suffered by Client, including the inability to use any aspect of the trip, as a result of failing to comply with any of the obligations in this section of the Terms.

Price of Trip

All prices are for the trip only and do not include any transportation to or from the trip rendezvous or trip drop off.

All prices are for shared occupancy and single clients will be assigned a roommate by Wild Women Expeditions.

All prices are subject to change, including the addition of surcharges, up to 90 days before the start date of the trip, but no such changes will occur once Client pays the full price of the trip.

All prices for trips outside Canada are in U.S. Dollars. All prices for trips in Canada are in Canadian Dollars. Client may choose to pay in either currency and Client will be responsible for any charges or fees over and above the price of the trip charged by their bank or credit card. Wild Women Expeditions is not responsible for any fees incurred due to currency exchange or fees charged by Client’s credit card/bank for processing funds in any currency.

Prices quoted by Wild Women Expeditions for trips are based on information provided to it by trip suppliers, include applicable taxes and are subject to change according to trip supplier terms and conditions.

Wild Women Expeditions will not increase the price of Client’s tour after Client has paid in full. Wild Women Expeditions reserve the right to impose surcharges up to 90 days before departure due to unfavorable changes in exchange rates, increases in airfares or other transportation costs, increases in local operator costs, taxes or if government action should require us to do so. If any surcharge results in an increase of more than 7% of the trip price Client may cancel the booking within 14 days of notification of the surcharge and obtain a full refund.

Payment for Trip and Non-refundable Deposit

Client is responsible for payment of all trips booked for Client. Client is responsible for payment of all deposits, which are non-refundable. Wild Women Expeditions utilizes the Flywire payment platform for all financial transactions. Flywire is a regulated business and is SOC 1 & 2 compliant and PCI compliant.

For all advertised Wild Women Expeditions itineraries and dates, a trip-specific non-refundable deposit amount per person plus submission of Wild Women Expeditions’ online registration form is required to complete Client’s booking. Note that if the registration form is not completed within a week of paying the trip deposit, Client’s place on the trip may be forfeited.

Final balance payment is due 90 days before the trip start date.

If Client’s booking is made within 90 days of the trip start date then the full amount is payable at the time of booking.

Deposits become credits* if Client cancels their spot (in writing) more than 90 days before the trip start date.

* Some trip deposits may have cancellation penalties, due to non-transferable permits (for example, a $250 penalty for Inca trail treks).

Deposits and all additional payments made within 90 days of the trip departure date are non-refundable and non-transferrable.

Failure to make payments when due may result in cancellation of the trip, which will be considered Cancellation by Client (see “Change or Cancellation by Client” below) and all trip supplier and Wild Women Expeditions cancellation fees and penalties will apply.

Client represents to Wild Women Expeditions that Client has the authority to use any credit card the details of which Client uses to pay for a trip without presenting the actual card. Client authorizes Wild Women Expeditions to use any credit card the details of which Client provides to Wild Women Expeditions to pay for the trip for Client and to make those payments to Wild Women Expeditions or a trip supplier as directed by Wild Women Expeditions. Client agrees not to make a claim for chargeback on any credit card the details of which Client provides to Wild Women Expeditions in relation to any non-refundable deposit.

Change or Cancellation by Trip Supplier

Trips are typically sold well in advance of travel dates and sometimes itineraries are modified or services not available. Most often changes to the trip will be minor; however, a trip supplier may make a more significant change or on rare occasions the entire trip may be cancelled or postponed. 

Wild Women Expeditions’ trips are confirmed to depart when they have a minimum group size booked. Wild Women Expeditions reserves the right to cancel any trip for any reason, but will rarely cancel a tour less than 90 days before departure except for Force Majeure, unusual or unforeseen circumstances outside Wild Women Expeditions’ control. 

When a tour is cancelled by Wild Women Expeditions before the agreed date of departure for any reason other than Force Majeure or the fault of the Client, the Client may: (i) receive a full refund; or (ii) take another available trip of equal or lower price; or (iii) use the amount paid for the trip as a credit towards another more expensive available trip and pay the additional cost for that trip. Credit towards another more expensive available trip may only be used for a trip taking place in the same year as the original trip or the following calendar year. Credit may be transferred to another woman provided that she agrees to pay all amounts owing for any trip she chooses and she meets all trip requirements imposed by Wild Women Expeditions and the trip supplier for the chosen trip. If, in order to be applied to another trip, a credit must be converted to another currency, the amount of the credit in the converted currency will be given as of the date of the original payment(s) at the exchange rate applicable on that date(s).

Wild Women Expeditions is not responsible for any incidental expenses or consequential losses that the Client may have incurred as a result of the booking such as visas, vaccinations, non-refundable flights or rail, non-refundable car parking or other fees, loss of earnings, or loss of enjoyment, etc.

If the Client is offered a refund but requests an alternative tour of a higher value than that originally booked, then the Client must pay the difference in price.

Where, after departure, a significant element of the trip contracted for cannot be provided, Wild Women Expeditions will make suitable alternative arrangements for the continuation of the trip.

Credits

Credits are valid to use to rebook for the year of the original trip or the next calendar year.

Credit may be transferred to another woman. Client may find another woman to take their spot. She pays Client directly for the deposit and assumes responsibility for any outstanding balance payments. The replacement participant must meet trip registration requirements and be approved to join the trip by Wild Women Expeditions. 

Credits may be used towards the final balance of another trip, applied at 90 days in advance of the trip start date. Credit may be transferred to any other trip, and Client may cancel and reapply Client’s credit as many times as Client like, before 90 days in advance of the trip date, within the original credit expiry date.

Credits will be converted to another currency (CAD > USD or USD > CAD) at the exchange rate valid on the date payment is processed.

Client appreciates and acknowledges that the nature of this type of travel requires considerable flexibility, and Client should allow for alternatives. The itinerary provided for each trip is representative of the types of activities contemplated, but it is understood that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events.

While Wild Women Expeditions endeavors to operate all trips as described, Wild Women Expeditions reserves the right to change the trip itinerary. Client must refer to the Wild Women Expeditions website before departure for the most recent updates to Client’s itinerary.

In no case of change or cancellation by a trip supplier will Wild Women Expeditions be liable to Client for any costs incurred by Client in preparation for the trip, including transportation, accommodation, visa, vaccination or losses incidental to such costs.

Change or Cancellation by Client

Change(s) and cancellation(s) of any trip by Client, must be made by email sent to: support@wildwomenexpeditions.com

Change(s) and cancellation(s) of any trip by Client will be subject to the change/cancellation policy/policies applicable to the trip in question set out on the Wild Women Expeditions website trip page and in these Terms.

In the case of a change by Client, penalties provided for in the trip supplier(s) terms and conditions, these Terms and those set out on the Wild Women Expeditions website trip page will apply.

In the case of a cancellation by Client, penalties and non-refundable amounts provided for in the trip supplier(s) terms and conditions, these Terms and those set out on the Wild Women Expeditions website trip page will apply, and the trip will not be available to Client for rebooking.

Any cancellation by a Client must be made in writing to support@wildwomenexpeditions.com. 

After written confirmation of the cancellation by Wild Women Expeditions, Client’s spot on the trip will be released immediately and is not guaranteed to be available for rebooking.

If Client cancels more than 90 days before the trip start date, Client’s deposit will become a credit for future travel, minus unrecoverable costs. All other monies paid (private upgrades, extension payments, optional extra balance, full balance payment) will be fully refunded or Client may keep this as a credit.

If Client cancels within 90 days of the trip’s departure date, all payments (deposit and extra balance payments) will be forfeited with no possibility of refund or transfer credits. Upon request, we can issue an official letter that Client can forward to their travel cancellation insurance provider for their personal use towards any additional claims.

Privacy

Wild Women Expeditions will comply with the provisions of the Personal Information Protection and Electronic Documents Act and any other applicable privacy laws in its handling of private information. In particular Wild Women Expeditions will:

1. Protect personal information held by it.
2. Identify the purpose of its collection and how it will be used.
3. Use the information collected only for the stated purpose.
4. Ensure that the information is accurate, complete and up to date.
5. Protect the information against loss or theft.
6. Report the theft of any information and notify the individual of all breaches where a “real risk of significant harm” to the individual is possible.

Photography & Video

Trip suppliers have different policies about using photos, video and audio of trip participants in promotional materials and if Client does not want them to do so, Client must advise them not to do so in writing.

On trips photos, video and audio recordings may be taken/recorded and posted by participants and guides and Client grants Wild Women Expeditions a perpetual, royalty-free, worldwide, irrevocable license to use all such images, recordings and postings in any fashion and for any purpose, including promotion, on its website and social media unless Client notifies Wild Women Expeditions in writing that it may not do so.

Indemnification by Client

Client undertakes and agrees to defend and indemnify Wild Women Expeditions and hold Wild Women Expeditions harmless, at Client’s sole expense, from and against all claims, demands, suits, losses, costs, damages and expenses that Wild Women Expeditions may sustain or incur by reason of:

(a) any breach of these Terms by Client;

(b) anything stated by Client that is contrary to any of these Terms or the terms and conditions of any trip supplier;

(c) a claim, demand or suit, etc. made by any of the suppliers of a trip for damages caused by Client;

(d) a claim, demand, suit, etc. made Client; and

(e) a claim by a credit card company or other third party dealt with by the Wild Women Expeditions in relation to the booking of the trip for Client, including any charge back request by Client or credit card issuer.

Client’s obligations in this section shall continue in force after completion of the trip by Client.

Changes to These Terms

Wild Women Expeditions may make changes to these Terms from time to time, and all changes shall be binding on Client from the date on which the change is brought to Client’s attention.

Wild Women Expeditions Responsibility

Wild Women Expeditions arranges trips with independent third parties, such as hotels, bus companies, tour operators, baggage handlers and other independent suppliers, to provide Client with the trip purchased. Wild Women Expeditions exercises care in selecting these independent suppliers and pays particular attention to their reputation and reliability. However, Wild Women Expeditions does not control these independent suppliers and cannot be held responsible for their performance or lack thereof.

Wild Women Expeditions is not responsible for any injury, loss or damage whether mental, emotional or physical however sustained, resulting or arising from any error, omission or negligence of any company or person, its agents, employees or subcontractors supplying any trip.

Wild Women Expeditions is not responsible for consequential damages or special damages suffered by Client, even in circumstances in which Wild Women Expeditions is aware of the reason Client takes the trip, including circumstances in which Client arrives at a destination later than expected and/or is unable to attend an event/excursion, whether the event/excursion is included in the price of the Booking or not.

Client shall have no claim against Wild Women Expeditions by reason of Client failing to purchase any type travel insurance coverage.

Limitation of Wild Women Expeditions Liability

Wild Women Expeditions’ liability for any loss, damage or injury, whether to property, physical or mental, arising from its own acts, omissions or negligence, is limited to the amount paid directly to Wild Women Expeditions by Client, in relation to which any claim by Client, is made.

Force Majeure

In no event shall Wild Women Expeditions be liable for any failure to perform Wild Women Expeditions’ obligations or delay in performing Wild Women Expeditions’ obligations where such failure or delay is due to events beyond Wild Women Expeditions’ control which prevents or delays the performance of Wild Women Expeditions’ obligations, including, without limitation, nuclear or environmental catastrophes; natural disasters and extreme weather conditions; war, invasion or similar hostilities; rebellion, revolution, insurrection; riots or civil unrest; strikes, lockouts and labor action; acts or threats of terrorism; epidemic, pandemic or spread of disease; Acts of State or governmental restrictions; and loss or prolonged interruption of necessary utilities, communications or computer services. In any such circumstance, in which Wild Women Expeditions is prevented or delayed in the performance of its obligations, Wild Women Expeditions shall not be obliged to return any amount paid by Client.

Client acknowledges that Wild Women Expeditions, on behalf of Client, will forward funds to independent third-party trip suppliers, and that once forwarded, these funds may not be recovered and/or refunded.

In any event, the liability of Wild Women Expeditions arising out of force majeure event shall not exceed amounts paid directly by Client, to Wild Women Expeditions, and Wild Women Expeditions shall not be liable for any consequential or indirect damages or legal costs incurred by any party.