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WTA Travel Policies

Women Travel Abroad Travel Policies 

Last Revised: July 21, 2025

THANK YOU FOR SELECTING WOMEN TRAVEL ABROAD!

IT IS THE TRAVELER’S RESPONSIBILITY TO READ THESE POLICIES BEFORE SIGNING UP FOR ANY TRIP OR REMITTING ANY PAYMENTS.

THESE POLICIES ARE A LEGAL AGREEMENT BETWEEN YOU AND WTA.

This Women Travel Abroad Travel Policies (the “Policies”) is a legally binding agreement between you, the Traveler (“You,” “Your” or “Traveler”) and Affinity Travel Co, owner of Women Travel Abroad (“WTA”), a corporation operating in Delaware, and shall be effective on the date you complete registration for a trip and make payment. The Policies describe the terms governing your participation in a trip with WTA.

Headings are for convenience only and shall not affect the interpretation of these Policies.

Contact for Questions and Notices By Email: wtaadmin@womentravelabroad.com By Mail: 879 Zan Ct, Cincinnati, OH 45226

Activity Level and General Fitness All WTA tours require walking and other physical exertion. We clearly state the Activity Level for each tour on our website. You are responsible for ensuring you can participate in a tour with your selected activity level:

  • Level 1: Easy
    • Distance/Pace: Able to walk continuously for 1 mile without assistance.
    • Terrain: Smooth, flat surfaces; minimal inclines (e.g., a single flight of stairs up and down).
    • Duration: Short-walk segments interspersed with frequent, scheduled rest periods.
    • Additional: Designed for travelers needing low-impact activity and ample relaxation time.
  • Level 2: Light
    • Distance/Pace: Comfortable with walking 1-2 miles unassisted.
    • Terrain: Mostly flat with occasional gentle inclines; limited stairs.
    • Duration: Activities (such as guided city tours or short nature walks) lasting up to 60 minutes of continuous standing or walking.
    • Additional: Suitable for those with moderate stamina looking for light activity.
  • Level 3: Moderate
    • Distance/Pace: Able to participate in walking tours of 2-3 miles with a steady pace.
    • Terrain: Includes moderate inclines and multiple flights of stairs.
    • Duration: Activities may require up to 2 hours of walking or standing, with fewer breaks.
    • Additional: Ideal for travelers with a moderate level of fitness who enjoy consistent activity.
  • Level 4: Active
    • Distance/Pace: Capable of covering up to 4-5 miles during a full-day tour.
    • Terrain: Includes varied terrain with moderate challenges (e.g., mixed surfaces, inclines, stairs).
    • Duration: Extended periods of activity with fewer scheduled breaks, suitable for active travelers.
    • Additional: Designed for those with good overall fitness who are comfortable with sustained activity.
  • Level 5: Challenging
    • Distance/Pace: Required to walk 6 or more miles in a day without assistance.
    • Terrain: Involves strenuous activities such as multi-day hikes or high-altitude trekking on uneven, rugged terrain with steep inclines and continuous stair climbing.
    • Duration: Demands prolonged periods of activity with limited rest; physical endurance is essential.
    • Additional: Best for seasoned travelers with excellent fitness levels seeking an intense, adventurous experience.

All WTA tours require significant walking and physical exertion. These tours are not suitable for individuals with physical challenges, walking impairments, or those who use assistive devices (e.g., walkers) who cannot maintain the group’s pace without individual assistance.

We cannot provide individual assistance to you for walking, dining, getting on and off buses and trains, carrying baggage, or other personal needs. Persons needing such assistance must bring a qualified and physically able companion responsible for providing such assistance and/or services, at their own cost. If a traveler chooses to go on a tour and then opt out of included activities, for any reason, no refund will be given.

Room-sharing (IF OFFERED; otherwise, itineraries are Single occupancy)

  • Single Occupancy is the standard on Women Travel Abroad trips. 
  • Should travelers select interest in sharing a room on the registration form, Women Travel Abroad will try to arrange a roommate. 
  • If no other travelers on the trip are interested in room sharing, then the traveler will default to single occupancy and a pay the full single occupancy price.
  • If Women Travel Abroad can match travelers as roommates, then a small discount for shared occupancy may be available. It will depend on the trip, and the amount will be confirmed at the time of roommate matching being made.
  • Most shared rooms have 2 beds and are non-smoking rooms unless otherwise noted.
  • Travelers will share a room with a woman of similar age whenever possible.
  • No special request, of any type, regarding your roommate can be accommodated.
  • If you wish to room with a specific person, please include their name on the reservation form or notify WTA upon registration.
  • After Final Payment, no changes can be made to the room type (double or single occupancy).

Trip Payments

  • At Time of Reservation: A non-refundable deposit is required to hold a space on the tour. This deposit is forfeited upon any cancellation by the Traveler, regardless of the reason or timing. The amount due at the time you are making your reservation is listed on each itinerary.
  • Payment Types & Currency: Stripe is the primary method for WTA invoicing. Guests can pay via Credit Card or ACH on Stripe. All payments are in U.S. Dollars.
  • Payments after deposit: As stated on the registration, monthly minimum payments are required every month on the first of the month until paid in full to keep your reservation current. If you register in the middle of the month, your first payment will be due the following month on the 1st i.e., if you register on December 30th a payment will be due January 1.
  • Past Due Payments: If a payment is missed, WTA will notify the Traveler via email 7 days after the due date. Should payment not be received within 24 hours of this email notification, the Traveler explicitly understands and agrees that their reservation will be immediately canceled, and all monies paid to date shall be forfeited and are non-refundable.
  • Past Due Final Payment: If final payment is not received within one week of the final payment due date, the Traveler will be notified via email of their cancellation from the trip, and all monies paid to date will be forfeited and are non-refundable.
  • Late Payment: A late payment of $250 per person is required after the final due date listed on your payment plan. All late payment requests must be approved by an email from WTA Leadership before the final payment deadline.

What Is NOT Included in the Tour Cost

  • Round-trip airfare, applicable taxes, and checked baggage fees.
  • Alcohol.
  • Passport fees, visas, and visa photos as required.
  • Personal items such as souvenirs, laundry services, beverages/wines, liquors, a-la-carte orders, and meals other than those specified on the tour itinerary.
  • Expenses incurred in making individual travel arrangements in conjunction with the tour.
  • Any other items not specifically mentioned on the tour itinerary.

Required Traveler Information

  • Over 18 years of Age: You certify that you are 18 years of age or older.
  • Passport: You agree to provide WTA with a copy of your passport by uploading the copy along with the “Registration Form” you complete when making a reservation to participate with one of the tours.
  • Valid Passport: It is your responsibility to check that your passport is valid 6 months past the date the tour ends, to get a new passport in a timely manner, and to provide the new passport information to WTA (if requested) by Final Payment due date.
  • Past Due Passport: If the traveler is unable to attend a trip due to an expired passport, any refund of monies will be based on WTA cancellation policies as of the date of withdrawal from the trip.
  • Travel Arrangements: Arrival and departure flight details are required to be submitted by email to WTA no later than the Final Payment due date. This information is required to know when travelers are expected, and when applicable, to arrange transfers.
  • Confidential Information: You agree to provide WTA with information about your medications, dietary restrictions, emergency contact, etc. when completing the Registration Form but any changes to this information must be submitted to WTA no later than the Final Payment due date. This information is held in confidence and is only used in case of an emergency.

Arrival, Transfers and Delays

  • 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. WTA 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 notify WTA in the event the airline should change the arrival or departure time of a flight by sending a text to either (1) the “WhatsApp” group chat for the tour or (2) 970-749-6491.
  • Travelers who are delayed for any reason are responsible for notifying WTA of their situation and to communicate regularly with WTA 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.
  • On tours where scheduled transfers are provided, travelers who elect to take alternate transportation to the hotel, for any reason, will not be reimbursed for the transfer expense incurred.

Cancellation of Tours by WTA On rare occasions, WTA must cancel a tour, either because there are not enough travelers to operate the tour or for events outside the control of WTA. WTA will cancel tours due to lack of travelers prior to final invoicing; however, WTA reserves the right to cancel any tour at any time up to the day of departure, due to no fault of WTA.

In the event WTA cancels a tour, all monies paid to WTA for the canceled tour will be issued as a credit towards a future WTA trip.

Refunds, if any, are granted solely at the discretion of WTA leadership on a case-by-case basis and are not guaranteed. WTA is not responsible for any penalties imposed by the airlines.

Cancellation by the Traveler All cancellations MUST be in writing and sent by email no less than one hundred eighty (180) days prior to the scheduled departure of the tour. The effective date of the cancellation, and any cancellation penalties, will be based on the date of receipt of the written cancellation.

Cancellations made less than one hundred eighty (180) days prior to the tour departure date (or the date specified on your accepted quote) will result in no refund of any monies paid. For cancellations made at least one hundred eighty (180) days before the trip start date as found on your invoice, a 50% refund of payments made (excluding the non-refundable deposit) may be requested.

Refunds for payments made directly to 3rd parties are subject to their refund policies, irrespective of the date of cancellation. Please refer to the cancellation dates on your registration and invoice. Any penalty imposed by your airline(s) is the complete and sole responsibility of the traveler.

THERE ARE NO EXCEPTIONS TO WTA’S CANCELLATION POLICIES.

Insurance

  • Trip Cancellation Insurance: If you cannot afford to lose the money you have invested in your travel, for whatever reason, WTA strongly recommends you purchase “Trip Cancellation Insurance.” This insurance will cover you in case you need to cancel a tour after final payment has been made. We will email you a link with suggested companies to contact about purchasing Trip Cancellation Insurance. Any questions about what Trip Cancellation Insurance does or does not cover should be addressed directly to the insurance company.
  • Emergency Medical Insurance: Your personal medical 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.

Itinerary Changes Itineraries are subject to change due to a variety of factors out of the control of WTA. In the event there is an itinerary change, comparable lodging, meals and activities will be provided.

  • Force Majeure: No damages shall be due to a traveler for failure by WTA to perform obligations related to delivery of tour services if such failure is as a result of Acts of God (including fire, flood, earthquake, storm, hurricane, volcano eruption, or other natural disasters), war, invasion, act 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 electricity, internet or telephone services, or illness, accident, or death of the WTA Representative, any one of which could make delivery of tour services impaired or impossible to perform.

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, 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 WTA tour. On certain tours WTA will offer to obtain a Visa for travelers. However, the traveler must be a passport holder from the United States or Canada, and/or cannot have a criminal conviction, and/or cannot have an exception that would prohibit the routine issuance of a Visa. In such cases the traveler will be responsible for obtaining their 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 WTA tour or denial of travel.

Involuntary/Voluntary Departure from a Tour in Progress Women Travel Abroad (WTA) maintains the absolute right to remove any traveler from a tour under the following circumstances:

  • Inability to meet the physical requirements specified in the tour itinerary
  • Loss of passport or other essential travel documents
  • Consistent disruption to the tour schedule
  • Behavior that negatively impacts group dynamics or experience
  • Any conduct that poses a risk to the traveler’s own safety or the safety of others

In standard cases, WTA will provide the traveler with 24 hours’ notice (verbally and in writing) before removal. If the problematic behavior is corrected during this period to the satisfaction of WTA representatives, the traveler may continue on the tour. However, in cases involving safety concerns, inappropriate conduct, or legal issues, WTA representatives retain the right to immediately remove a traveler without prior notice.

Upon removal from a tour (whether voluntary or involuntary):

  • No refunds will be issued for any unused portion of the tour
  • All costs associated with early departure (including but not limited to transportation to airports, airline change fees, new flight bookings, accommodations, and meals) shall be the sole responsibility of the traveler
  • WTA bears no financial responsibility for any additional expenses incurred

Should a traveler voluntarily choose to leave a tour before its scheduled conclusion, no refunds will be provided for any unused portion of the tour. All arrangements and expenses for returning home become the traveler’s sole responsibility. The traveler forfeits all benefits, services, and amenities included in the original tour package.

Use of 3rd Party Operators Some WTA 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.

Use of Travelers’ Images in Promotional Materials. Photographs and video taken by WTA Tour hosts and other WTA representatives while on tour are the property of WTA 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 WTA in writing no later than the tour’s final payment due date.

How We Protect Your Personal Information We take commercially reasonable steps to protect the information you provide to us from loss, misuse, and unauthorized access, disclosure, alteration, or destruction. Please understand, however, that no security system is impenetrable. We cannot guarantee the security of our databases or the databases of the third parties with which we utilize, nor can we guarantee that the information you supply will not be intercepted while being transmitted over the Internet. In particular, e-mail sent to us may not be secure, and you should therefore take special care in deciding what information you send to us via e-mail.

Assumed Risk Travel has its own inherent risks, and the Traveler acknowledges such risks exist, up to and including death. WTA 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 State Department alerts and warnings have been issued. If the tour is scheduled to operate (i.e., not canceled by WTA), standard cancellation policies apply if the Traveler elects to cancel, because her risk tolerance has been exceeded.

TRAVELER ASSUMES THE RISK OF ANY HARM, ACCIDENT OR DAMAGE WHICH MAY BE DONE TO OR SUFFERED BY YOU OR TO ANY OF YOUR PROPERTY RELATED TO YOUR TRAVEL WITH WTA.

WTA will not be responsible for damage or injury to any person who sustains an injury as a result of traveling with WTA. WTA 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 WTA 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-WTA representative(s). By embarking upon your travel with WTA, you knowingly and voluntarily assume all risks involved in such travel, whether expected or unexpected risks, of injury or illness to yourself or others, or other damage, including death.

Release of Liability Knowing the risks, and in consideration for being permitted to participate on a WTA tour, and as an inducement for WTA to allow you to participate on a tour, you agree to release and hold harmless WTA, its officers, agents, affiliates, employees, assigns, owners, representatives, volunteers, sponsors, and officials from any liability, present and future, known or unknown that is associated with Traveler’s participation in travel with WTA (“Release of Liability”), from any and all claims, demands, losses, expenses, damages, liabilities, actions, causes of action of any nature, including but not limited to personal injury, illness, disease, wrongful death and property damage, that in any manner arise from or relate to your participation in travel with WTA, including claims arising from the negligence of WTA, its officers, agents, affiliates, employees, assigns, owners, representatives, volunteers, sponsors, and officials. This extends to and includes any and all claims, liabilities, injuries, damages, and causes of action that you do not presently anticipate, know, or suspect to exist, but that may develop, accrue or be discovered in the future, and you voluntarily assume that risk as part of the Policies. You agree that this Release of Liability shall bind the members of Traveler’s family and spouse, if Traveler is alive, and Traveler’s heirs, assigns, and personal representatives if Traveler is deceased.

  • Third Parties Actions: You understand that WTA works with “Third Parties” for hotel accommodations, meals, tours, etc. As WTA attempts to only work with those Third Parties who have shown an acceptable level of stability, dependability and responsiveness to problems and complaints, nevertheless WTA does not control the actions or failure to act of the Third Parties it works with. Therefore, you acknowledge that WTA is not responsible for any breach of contract, failure to comply with any laws, or any intentional or negligent actions or omissions on the part of such Third Parties, which result in any loss, damage, delay, inconvenience or injury to you, including any losses resulting from any changes in rates unless marked on your invoice, tickets, or reservation itinerary as Guaranteed, or any losses in connection with booking, reservation, connection, or scheduling problems or in connection with the handling or loss of baggage or other personal effects. WTA shall not be responsible for any injuries, damages, or losses caused to any traveler in connection with terrorist activities, social or labor unrest, mechanical or construction failures or deficiencies, diseases, local laws, climactic conditions, abnormal conditions or developments, or any other actions, omissions, or conditions outside WTA’s control.
     You execute this Release of Liability voluntarily and with full knowledge of its significance, and with the intent of binding yourself, spouse, children, if any, and your heirs, legal representatives, and assigns. Traveler expressly agrees that this Release of Liability is intended to be as broad and inclusive as permitted by law. Traveler has carefully read this Release of Liability section and fully understands its contents.

Covenant Not to Sue You agree and covenant on behalf of yourself, that you will never directly or indirectly institute any legal, equitable, administrative or other action, complaint or proceeding against WTA, its officers, agents, affiliates, employees, assigns, owners, representatives, volunteers, sponsors, successors and assigns thereof, arising from or pertaining to your participation in travel with WTA. This covenant applies and extends to any and all claims, liabilities, injuries, expenses, losses, damages, and causes of action that you do not presently anticipate, know, or suspect to exist, but that may develop, accrue, or be discovered in the future.

Disclaimer of Warranties Your participation in travel with WTA is offered “AS IS” and without any warranty or guaranty of any kind. WTA has not made and does not make any warranty or representation whatsoever, either express or implied, as to whether the travel will or will not meet your expectations, the quality or capacity of the experience you may have, nor any other representation or warranty whatsoever.

Indemnity Traveler shall indemnify, defend, protect and hold WTA, its shareholders, directors, officers, employees, agents, successors and assigns, free and harmless from and against all claims, losses, liabilities (including, but not limited to, negligence and tort), damages, judgments, suits, and all legal proceedings, and any and all costs and expenses in connection therewith (including attorneys’ fees) arising out of or in any manner related to your participation in travel with WTA, including, without limitation, claims for injury to or death of persons and for damage to property. You agree to give WTA prompt notice of any such claim or liability. This provision shall survive the end of the travel participation with WTA.

Other Provisions

  • Attorneys’ Fees: In the event litigation shall be instituted to enforce any provision of the Policies, the prevailing party shall be entitled to recover reasonable attorneys’ fees and expenses incurred.
  • Governing Law: Both WTA and Traveler agree that any dispute involving the Policies shall be governed by and construed in accordance with, the laws of the state of Delaware.
  • Integration of Documents: The Policies, invoices, and any registration documents contain all of the understandings and representations between WTA and the Traveler.
  • Severability: If any provision of these Policies is found to be invalid or unenforceable by a court of competent jurisdiction, such invalidity or unenforceability shall not affect the validity or enforceability of the remaining provisions, which shall remain in full force and effect.