Terms and Conditions

Retreat Terms and Conditions

In these terms and conditions, “us” and “we” means Woman Explore Group Pty Ltd, trading as Woman Explore ACN 672 793 305, “you” and “your” means the person making the booking.

By booking with us and paying deposit, part and full payments, you acknowledge that you have read, understood and agree to be legally bound by these terms and conditions.

General

Reservation and deposit

To confirm your booking, a minimum deposit of twenty-five per cent (25%) or more (dependant on destination) of the total quoted cost of the tour must be paid and received by us. Reservations will not be considered confirmed until the deposit is received.

Full tour balance payments are required to be made 90 days prior to your tour departure date, unless otherwise confirmed.

If your booking is made within the above timeframes before departure date, full payment is required at the time of booking.

Confirmation and final payments

Confirmation of your booking will be sent to the email address provided by you at time of booking. Final payment is due 90 days prior to your tour departure date, unless otherwise confirmed.

Failure to pay the full amount by the due date will result in the booking being released and resold. Any payment made, including the deposit, will be forfeited unless a request to transfer to another tour departing within the same year, is received in writing 120 days prior to departure, unless otherwise confirmed.

Any date transfer is subject to availability. The difference between the cost of the original booking and the new full-priced tour must be paid by customer, if this is a higher amount.

Changes to this policy may be made on a ‘case by case’ basis and are made at the complete discretion of Woman Explore.

Cash back offers only apply to full priced tours paid in full at time of booking. Cash backs are not available with any other offer, discount or promotion.

Credit card charges

Credit card payments will be subject to applicable merchant charges.

Providing your details

We will request your completed details with the balance of the tour payment.

For international destinations outside of Australia:

these details include a copy of your Passport ID page, that clearly shows all your relevant ID. e.g. name, nationality, passport number etc.
you are required to provide us with your flight schedules no later than thirty (30) days prior to tour departure.
a copy of your travel insurance policy along with the details of any pre-existing medical conditions which may affect your ability to travel and participate in the published program.

Your booking cannot be confirmed without the information outlined above.

Participation Agreement

Prior to the start of the tour you will be required to complete an online Participant Agreement.

Passport and visas

You must have a valid passport and meet all the necessary entry and visa requirements for the countries you will visit with us. Your passport must be valid for at least six (6) months from the final travel date of the tour. Woman Explore is not responsible if you are refused entry into a country because you do not have a valid passport, visa, travel document or for any other reason.

Tour Cancellation Policy

Cancellation by you

Cancellations by you must be made in writing to us. The cancellation date will be effective on the date of receipt by us, and cancellation fees applicable on a per person basis as per the Refund Policy below.

Refund Policy

Deposit payments are refundable if cancellation is received, in writing within 14 days of initial booking date, except where a booking is made within 14 days of departure. In this case full payment for the tour is required and is non refundable.

All other payments are non refundable.

All payments are transferable to another tour date, subject to availability. Transfer requests must be received in writing 120 days prior to departure, unless otherwise confirmed.

Any date transfer is subject to availability. The difference between the cost of the original booking and the new full-priced tour must be paid by customer, if this is a higher amount.

No refund will be given for missed services including accommodation, sight-seeing or other services included in the tour itinerary or other organised travel via us which are not utilised.

No allowances or refunds will be made for lost or unused tickets or events.

Changes to cancellation policy may be made by Woman Explore, as a result of circumstances beyond our control. You will be advised by your tour guide or in writing of any changes as soon as practical.

A change of tour date or cancellation may be recoverable through your travel insurance. No refunds apply for unused portions or services of the tour.

It is at the complete discretion of Woman Explore if there is a change to the application of any credit (full or partial) towards another tour booked through us instead of forfeiture of any payments.

Cancellation by us

We may also cancel a tour due to political unrest, threat of terrorism, natural disasters or any other event beyond our control that may jeopardise the safety of our group. If a tour is cancelled, you may choose to reschedule to another tour. We are not responsible for any incidental expenses that may have been incurred as a result of booking connecting flights, visas, or additional travel related items.

Minimum group number

The tour may be subject to a minimum number to proceed. This is dependant on local operator in each location based on seasonality or any other reasons that prevent us from delivering the tour. If this applies to your tour you will be notified and provided the following options:

transfer to another tour to the same location, with the same services on a future date as agreed; or
you may choose to continue with the itinerary. In some cases there may be an increase in costs and modified activities and services to accommodate a smaller group; or
if we re-cost the tour and you decide not to proceed, all monies will be refunded.

Pricing policy

All quoted prices are per person, subject to availability and can be withdrawn or varied without notice. Prices include single, double or twin occupancy accommodation (as specified per tour), program planning, handling and operational charges, and are based on current rates of exchange, tariffs and taxes as of 1 November 2023.

Prices are generally quoted in local tour location currencies which usually differ from operator currencies and may be subject to exchange rates fluctuations beyond our control until paid in full.

The quote price is not valid with any other offer. In situations where a tour has been purchased at a discounted rate and the customer requests to transfer to a new tour date, the customer will be required to pay the difference between the original discounted cost and the full price of the new tour.

You are responsible for all travel costs (including flights and transfers) to arrive to the destination where the tour will commence, unless stated otherwise in your quote. We are under no obligation to give breakdown costs involved in any itinerary.

Pricing may vary throughout the year as a result of conditions beyond our control. Pricing updates will be made via the Woman Explore web site and directly to each customer in writing.

Changes to the itinerary

We anticipate no changes to our published tour itineraries and we will make every effort to ensure all itineraries are accurate. If we make a major change to the tour we will inform with you as soon as possible prior to departure. Changes maybe be made as a result of weather conditions or within foreign communities in overseas destinations, where circumstances are beyond our control.

If, for any reason, we are forced to change your booking or part of it for reasons beyond our control during the actual tour, we bear no responsibility and reserve the right to vary the itinerary and give you prompt notice of any changes with as much notice as practical.

In the event that any one change or series of changes to the tour itinerary means that all or some of the tour itinerary has become very different from that itemised prior to the changes, you have the right to withdraw from the tour. Monies already paid (except your deposit and the part of the tour already completed) will be refunded less any charges imposed by suppliers. If a substitute tour, or part of the tour is accepted in replacement of the original tour, a surcharge may apply if the substitute tour is more expensive.

If variations in the itinerary are accepted (which are permitted in these conditions) then no claim shall be made for compensation, refund or loss on that account.

We also reserve the right to change the daily itinerary on the tour due to weather or ocean conditions or circumstances beyond our control. These decisions are final and may not be disputed during or after the tour. You may not make any claim for compensation should the itinerary be changed.

Travel insurance policy

It is a condition of joining our tour that you take out full comprehensive travel insurance policy. We strongly recommend you purchase comprehensive travel insurance at the time you pay a deposit. The inclusion of the following travel insurance clauses is strongly recommended: tour delay, tour cancellation, tour interruption, baggage insurance, health (including COVID coverage), accident, and emergency evacuation insurance.

Exclusions

The tour price does not include the following items (unless noted in the itinerary): domestic or international air fares, pre or post tours, costs associated with obtaining passports, visa fees, arrival and departure taxes, tariffs, levies, personal travel insurance, medical expenses and vaccinations, domestic airline travel, room upgrades, meals outside of the tour program, beverages, hotel incidentals, excess baggage fees, luggage delivery to / from tour, local tour guides and activities during your free time.

It is your responsibility to ensure settlement of any charges made by a hotel (all hotels require your passport and validation of a credit card upon check in) for extra services ordered directly by you such as room service, mini bar, laundry, and communication charges such as telephone, fax, email or items of a personal nature.

Inclusions

Inclusions include all accommodation as noted in the itinerary, meals as specified, arrival and departure transfers (if stated), sightseeing and activities noted in the itinerary (where applicable) and services of an English-speaking tour host.

Airport transfers

Transfers between airports and hotels are not included in the tour cost, unless specified.

Baggage

You are responsible for ensuring that your baggage complies with all weight and dimension restrictions for flights, as published by your air carrier. We recommend that you check the number of bags permitted with your air carrier before you travel.

On yacht tours where space is limited, you are only allowed two (2) pieces of baggage per person. A surfboard or bodyboard is classified as one (1) piece of baggage.

Baggage and personal effects are at owner’s risk throughout the tour program.

Consular travel advisories and warnings

It is the responsibility of the participant to be informed about the most current travel advisories and warnings by referring to their countries Embassy Department travel website.

In the event of a travel warning against travel to the specific destination location(s) of the tour, we will also consult embassies to confirm or cancel a tour. If the tour continues and you still choose to travel, notwithstanding any travel advisory or warning, the passenger assumes all responsibilities and risks of personal injury, death or property damage. We will not be liable for any result that may arise out of the events such as those advised or warned against.

Gratuities

Gratuities are not included in the program price for hotel/restaurant staff, porterage and local guides/drivers and are solely at your own discretion.

Minimum age

You must be at least eighteen (18) years of age at the time of the tour to attend.

Conduct and medical advisories

To enjoy the program as intended, a reasonable level of fitness is required as there is occasionally a moderate amount of walking and physical activity. You should have the capacity to participate without any assistance.

If you have any medical, physical or other condition including disabilities that could create a risk to you or to other members of the tour, we require notice prior to booking.

Our groups are led by a tour host. The host reserves the right to decline your application for booking or to remove you from a tour, at your expense, if your conduct is deemed incompatible with the group or your health condition or mobility may risk and impact your safety, health or full participation or that of other tour travellers.

Should you require or request medical attention during their travel, such attention will be provided by locally available health care officials and at locally available facilities. In such events, we are not liable for any direct or indirect costs, losses or expenses incurred your for such health service costs incurred nor in the quality of medical care or medical services rendered. Should you have any questions or need any clarification about a specific program please ask for details at time of booking.

You are requested to familiarise yourself with any health requirements specific to the country being visited. It is highly recommended that you check and get advice from a medical practitioner and/or their local health authority or Consulate for the latest health requirements (i.e. precautions, vaccinations, etc.) applicable for travel to a destination.

You are expected to comply with the laws, customs, foreign exchange and drug regulations of all countries visited.

Passports and visas policy

It is your responsibility to ensure that your passport is current. All international passengers require a current passport with a minimum six (6) months’ validity after the return date of any tour and at least two blank pages for immigration and visa stamps. Visa requirements vary for different nationalities and depend on the country visited during the tour. Visa advice may be given by us with each tour in pre-participation pack.

Passport and visa requirements are your responsibility. We are not liable for any loss or expense due to your failure to have a valid passport or visa. We will advise procedures for obtaining a visa (if applicable) and provide assistance regarding an application, if requested.

For security reasons, airlines require your name exactly as it appears in your passport; it remains your responsibility to advise these details correctly. If you do not provide the correct information, you will bear all costs incurred.

We will not be responsible for any lost passport or visa and we will not hold your passport or visa during the tour.

We cannot be held responsible for any delays, damages and/or losses, including missed portions of tours, related to improper or insufficient travel documentation.

Smoking policy

We operate a strict ‘No Smoking’ policy whilst using our private cars, vans and coaches. We ask you to refrain from smoking whilst in the company of other travellers, guides, drivers and your tour host. Some accommodation used by us are strictly non-smoking environments.

Legal Notices

Responsibility

We are acting only in the capacity of agent in all matters regarding all tours.

Whilst we take all reasonable care to select excellent quality service providers, these services are not provided by us but by airlines, hoteliers, transportation companies, travel agents and other service providers which are not under our control. All coupons, vouchers, receipts and tickets issued by the airlines, hoteliers and transportation companies, travel agents and other service providers are issued subject to the terms and conditions of liability contained in those documents, which may limit or exclude liability for death, personal injury, delay, and loss of or damage to baggage and are subject to the laws of the country where the services are provided.

We assume no liability for any acts or omissions of any supplier including, without limitation, those involving failure to deliver or partial or inadequate delivery of services, overbooking or downgrading of services, cancellation of tours, schedule changes, re-routings, delay, theft, damage to or loss of baggage, property damage, accidents, death, sickness or injuries to persons regardless of cause, or other unforeseen events caused in connection with those service providers, their employees, agents, servants or representatives, whether or not any tours sold, services tendered or transportation provided is arranged through us.

We do not accept any liability caused directly or indirectly by force majeure or other events beyond our control, including war or threat/acts of war, acts of government, acts of terrorism, fire, strikes or other labour activities, civil unrest, insurrection or revolt, quarantines, floods, weather conditions, natural disasters, incidents at sea, accidents or failure of mechanical equipment, mechanical or other failure of aircraft or other means of transportation, or for failure of any transportation mechanism to arrive or depart on time or other disturbances of any kind which cancel, interfere with, or add cost to the services requested.

There are certain inherent risks in travel and at times there may be inaccessibility to medical attention and difficulty in evacuation from remote locations in the case of a medical emergency. You assume all such risks with regard to these possibilities.

We are not liable for any negligent or wilful act of any such person or entity or of any third person.

Waiver

Whilst on a tour there may be instances where you may wish to join the Tour Host or tour guide for activities in free time outside the tour itinerary. This may involve catching taxis or using public transport to or from shopping/dinner locations or other destinations chosen at the time. The tour host or guides will not be liable for any accident, injury, death, property damage or loss in relation to such activities. By submitting the booking form, you agree to take part in these activities at your own risk.

Should you choose to participate in activities outside our scheduled or hosted times, including but not limited to fishing, surfing, boating, bike riding or snorkelling, you do so at your own risk.

Complaints

If you have any complaint about your tour before, during, or after your tour, you must make it known at the earliest opportunity to your tour host who will endeavour to resolve the issue at the time. If at the end of the tour you feel your complaint has not been properly dealt with, you must notify us in writing within thirty (30) days of the end of your tour.

Agreement

The payment of deposit shall be deemed your consent to and acceptance of these terms and conditions as presented in this document.

Changes to terms and conditions

These terms and conditions may be changed by us at any time without notice. The current terms and conditions apply to all tours.

Retreat Creator Fee Terms and Conditions

 1. Retreat Creator Fee Requirement

The Woman Explore team brings extensive experience in managing hotel and logistics partnerships worldwide, ensuring the creation of high-quality retreats with numerous value-added inclusions that make our offerings unique. Our team maintains regular contact with leaders in the hospitality, travel, and activities industries, enabling us to provide valuable guidance and insights to our clients.

To access our industry-leading expertise and begin the planning and development of your retreat, Woman Explore requires a non-refundable fee of $1,000.

 2. Retreat Creator Non-Refundable Fee

The $1,000 Retreat Creator fee is non-refundable under any circumstances. This policy is in place to cover the initial costs and resources allocated to the planning and creation of your retreat. 

3. Payment Terms

The deposit must be paid in full at the time of engaging a WE team member to secure our services. Payment can be made via credit card or debit card. 

4. Commencement of Services

Upon receipt of the Retreat Creator fee, Woman Explore will begin the retreat development and planning process, which includes but is not limited to assistance with retreat strategy and retreat inclusions, destination recommendations and selection, venue confirmation, itinerary planning, and vendor management and coordination. 

5. Changes and Cancellations

Any changes or cancellations requested by the Retreat Creator after the fee has been paid and following the retreat concept and itinerary confirmation may incur extra charges. However, Woman Explore will make reasonable efforts to accommodate minor adjustments and inclusions to the retreat plan, subject to availability and logistics feasibility. 

6. Liability

Woman Explore is not responsible for any costs incurred by the customer as a result of the payment of the non-refundable Retreat Creator fee, including but not limited to travel expenses, accommodation bookings, or other related costs. 