Terms and Conditions
Agreement between User and
Welcome to Www.wanderlust-explorations.com. The website (the "Site") is comprised of various web pages operated by Wanderlust Explorations LLC ("Wanderlust Explorations"). is offered to you conditioned on your acceptance without modification of the terms, conditions, and notices contained herein (the "Terms"). Your use of constitutes your agreement to all such Terms. Please read these terms carefully and keep a copy of them for your reference.
is an E-Commerce Site.
The Services are intended solely for persons who are aged 18 years or older. Any access to or use of the Services by anyone under 18 years is expressly prohibited. By accessing or using the Services you guarantee that you are 18 years or older.
1. Making a Booking:
1.1 To make a booking, you must complete our online booking form. This must be signed (or ticked in the appropriate place on online booking) by the first named person on the booking (“party leader”). The party leader must be authorized to make the booking based on these booking conditions by all persons named on the booking. By signing the booking form, the party leader confirms that he/she is so authorized. The party leader is responsible for making all payments due to us. The party leader and all travelers must be at least 18 when the booking is made.
1.2 A binding contract between us comes into existence when we dispatch our booking receipt to the party leader after the deposit has been received. We both agree that under Virginia law (and no other) will apply to your contract and to any dispute, claim or other matter of any description which arises between us (“claim”) except as set out below. We both also agree that any claim (and whether involving any personal injury) must be dealt with under the Virginia State Law and arbitration.
1.3 We will communicate with you by e-mail in relation to your booking. You must accordingly check your e-mails on a regular basis. We may also contact you by telephone and/or post if we cannot, for whatever reason, contact you by e-mail. Certain documents may need to be sent by post. References in these booking conditions to “send” and “in writing” include communication by e-mail.
2.1 You agree to pay for the “Total Cost” (including the price of the tour and, where applicable, taxes, levies and duties) for any booking requested, in accordance with the pricing terms set forth in the applicable booking page. The availability and price of a Tour can change any time until you have received a booking confirmation.
2.2 In order to confirm your chosen tour, a deposit of up to $400 (or equivalent) per person for each trip must be paid at the time of booking. The required deposit information will be listed on each trips site page. In addition, tours will require further interim payments which will be outlined for each tour via email. For those doing group airfare payment schedules may vary due to airlines contracts. Failure to pay according to the payment schedule laid out will result in cancellation charges and or a trip being cancelled by default. (please see 5. Cancelled by you) Deposits are non- refundable and non-transferrable to another traveler or trip.
2.3 The balance of the trip cost must be received by us no less than 60 days prior to departure and in some cases significantly earlier. Dates of specific payments will be outlined via email by trip as soon as you register. Reminders are not necessarily sent. If we do not receive all payments due (including any surcharge where applicable) in full and on time, we are entitled to assume that you wish to cancel your booking. In this case, we will be entitled to keep all monies paid or due at that date. If we do not cancel straight away because you have promised to make payment, you will be charged a $35.00 late fee. If you still fail to meet that agreement we will reasonably treat your booking as cancelled. This fee will be deducted out of any money you may be receiving back.
2.4 In the case of international payments you should ensure that the full invoice amount, is received by us after all bank charges have been levied.
3. Airline Tickets:
3.1 Group airline travel with 10 or more participants is an additional service Wanderlust Explorations offers to help alleviate the hassle and cost of booking airline travel. We must have 10 participants for each trip in order to offer this in the tour price. Applicants will be notified if the trip does not meet the required traveler amount. To use the Group Airline option, there will be an additional non-refundable $200.00 deposit to secure the airline contract due to Wanderlust Explorations due 60 days after your initial registration date. (This is a portion of the total amount already included in the travel price if the group airline travel option is selected)
3.2 Airline tickets are contracted through Wanderlust Explorations and an airline provider. Airline providers are chosen based on reviews, travel availability and schedule to the desired location, and be cost. When choosing group airline travel will be notified of the airline carrier once contract is secured which is typically 11-10 months prior to scheduled departure date.
3.3 Group Airline travel is typically not subject to individual airline miles. If there is an instance where an individual traveler on a group airline contract is eligible to receive airline miles, Wanderlust Explorations will send out information for sign up and eligibility. Wanderlust Explorations is not responsible for any traveler not receiving airline miles (if applicable).
3.4 Each airline has different deadlines of when traveler information needs to be secured. Wanderlust Explorations will ask for appropriate travel information when needed to complete the ticketing process. Individual tickets will not be issued until entire group contract has been satisfied and paid in full. Wanderlust Explorations will work with the airline within the contract details to ensure payments are made timely.
3.5 Once airline tickets are issued, they are non-transferrable and non-refundable. If you need to cancel your trip before the 60 days guideline depending on the airline contract monies may not be refunded for the airline ticket that were paid in excess of your $200 non- refundable deposit. The only exception that may allow a partial refund is if the airline contract allows a change and there is another traveler to take your place.
3.6 Wanderlust Explorations cannot take responsibility for changes or alterations to any flights or any travel delays due to Airlines and or other issues out of our control. Any delays in travel or cancellations will be handled by the contract holder, Wanderlust Explorations. Any customer service situations with airlines will need to be taken up with the individual airline not Wanderlust Explorations.
3.7 If you decide to travel out of another airport or not part of the group airline travel plans it is your own responsibility to make flight arrangements and travel arrangements to trip starting points at the designated time as outlined in the itinerary. Wanderlust Explorations cannot take responsibility for changes or alterations to any flights or any travel delays. Wanderlust Explorations is not responsible for ensuring traveler gets to the start of the tour when choosing to book own airline travel.
4. Passports, Visas and Health Matters:
4.1 General passport and visa requirements applicable at the time of printing are shown on our customer documentation.
However, requirements may change and you must check passport and visa requirements with the embassy or consulate of the country(ies) to or through which you are intending to travel.
4.2 Details of any compulsory health requirements for your trip are shown on our customer documentation. It is your responsibility to ensure you are aware of all recommended vaccinations and health precautions in good time before departure. Details are available from your doctor and from the National Travel Health Network and Centre www.nathnac.org. Information on health abroad is also available on www.nhs.uk/Livewell/Travelhealth. Vaccination and other health requirements/recommendations are subject to change at any time for any destination. Please therefore check with a doctor or clinic not less than six weeks prior to departure to ensure that you have met the necessary requirements and have the applicable information.
4.3 It is the party leader’s responsibility to ensure that all members of the party are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you. We regret we cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry all required documentation. If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalty, costs or expenses being imposed on or incurred by us, you will be responsible for reimbursing us accordingly.
4.4. If you are unable for whatever reason to obtain a visa or the authorization required for a visa and are thus unable to travel we will seek to be as flexible as the situation allows but ultimately reserve the right to consider this as a cancellation under the terms set out in 5.1 below.
5. Cancellation by You:
5.1 Should you or any member of your party need to cancel your trip once you have received your booking confirmation, the party leader must immediately advise us in writing. Your notice of cancellation will only be effective when it is received in writing by us. As we incur costs from the time that we confirm your booking, the following cancellation charges will be payable. Where the cancellation charge is shown as a percentage, this is calculated based on the total cost payable by the person(s) cancelling excluding amendment charges. Amendment charges are not refundable in the event of cancellation.
Period before departure within which written notification of cancellation is received by us and cancellation charge per person cancelling.
71 days or more prior to departure - loss of any initial deposit and airline deposit
70-51 days before departure – loss of 30% of tour cost
50-31 days before departure – loss of 60% of tour cost
Less than 30 days – loss of 100% of tour cost
5.2 Any deposit payments for flights are non-refundable.
5.3 Depending on the reason for cancellation, you may be able to reclaim these cancellation charges (less any applicable excess) under the terms of your insurance policy. Claims must be made directly to the insurance company concerned. Travel insurance is highly recommended. Wanderlust Explorations and its volunteers and employees are not responsible any costs incurred that would have been otherwise covered by travel insurance.
5.4. There are a certain destinations or trip components, such as cruises, that require payment up to 120 days before the departure date and may result in 100% loss upon cancellation. If applicable, this will be specified on your invoice and quotation.
6. Changes and Cancellation by Us:
6.1 We start planning the tours we offer many months in advance. Occasionally, we need to make changes to and correct errors in brochure and other details both before and after bookings have been confirmed and cancel confirmed bookings. Whilst we always want to avoid changes and cancellations, we reserve the right to cancel or make changes to a trip under any circumstances. Please note, our escorted group trips require a minimum number of participants to enable us to operate them. If the minimum number of bookings required for a trip have not been received, we are entitled to cancel it. We will notify you of cancellation for this reason at least 45 days prior to your departure.
6.2 We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability or other external events it is not viable for us to operate the planned itinerary. If we cancel your trip, you can transfer amounts paid to an alternate departure date or receive a full refund. In circumstances where the cancellation is due to external events outside our reasonable control refunds will be less any unrecoverable costs. We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, travel insurance excess or non-refundable flights.
6.3. We reserve the right to cancel any booking if we reasonably feel that the physical condition or behavior of a client may affect their own well-being, that of any members of our local crew, that of any other members of an escorted group tour, or the enjoyment of other members of the group while on a tour.
7. Special Requests and Medical Conditions/Disabilities:
7.1 If you have any special request, you must advise us at the time of booking. Although we will endeavor to pass any reasonable requests on to the relevant supplier, we regret we cannot guarantee any request will be met. Failure to meet any special request will not be a breach of contract on our part. Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on your confirmation invoice or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability. For your own protection, you should obtain confirmation in writing that a special request will be complied (where it is possible to give this) where it is important to you.
7.2 We regret we cannot accept any conditional bookings, i.e. any booking which is specified to be conditional on the fulfilment of a particular request. All such bookings will be treated as “standard” bookings subject to the above provisions on special requests.
7.3 If you or any member of your party has any medical condition or disability which may affect your trip or has any special requirements as a result of any medical condition or disability (including any which affect the booking process), please tell us before you confirm your booking so that we can assist you in considering the suitability of the arrangements and/or making the booking. In any event, you must give us full details in writing at the time of booking and whenever any change in the condition or disability occurs. You must also promptly advise us if any medical condition or disability which may affect your trip develops after your booking has been confirmed. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline their reservation or, if full details are not given at the time of booking or the condition / disability develops after booking, cancel when we become aware of these details.
7.4 The Company reserves the right at any time to require the Client to produce a doctor’s certificate certifying that the Client is fit to participate in the tour. Travel, horse-riding and trekking questionnaires might also be required.
7.5 By booking you acknowledge that you understand the potential risks and hazards that can be involved in tours of this kind to often remote and inhospitable locations. Such risks may increase the risk of injury or illness, loss or damage to property, discomfort and inconvenience.
8. Travel Insurance and emergency contact:
8.1. We consider adequate travel insurance to be essential. You must give details in writing of your insurance policy (insurer, policy number, 24-hour emergency assistance contact details). 30 days prior to your trip we will have a liability waiver, emergency contact form, and travel insurance info form to complete.
8.2 Please read your policy details carefully and take them with you on tour. It is your responsibility to ensure that the insurance cover you purchase is suitable and adequate for your needs. We do not check insurance policies. Tours can be hazardous by nature and you should ensure that such insurance fully covers all personal requirements including medical expenses, repatriation, helicopter rescue and air ambulance in the event of accident or illness.
9. Flexibility and Change of Itinerary:
9.1 You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and you 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.
9.2 While we endeavor to operate all trips as described we reserve the right to change the trip itinerary. Please refer to our website before departure for the most recent updates to your itinerary. Weather, availability, and other factors create the need to be flexible.
Before departure: If we make a major change, we will inform you as soon as reasonably possible if there is time before departure. The definition of a major change is deemed to be a change affecting at least one day of the itinerary. When a major change is made you may choose between accepting the change, obtaining a refund of money paid on the land portion of the trip only or accepting an alternative tour offered.
After departure: We reserve the right to change an itinerary after departure due to local circumstances or events outside of our control. In such emergency circumstances, the additional cost of any necessary itinerary alterations will be covered by you. Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itineraries such as visas, vaccinations or non-refundable flights.
10. Our Tour Leader:
On our escorted group tours, we will appoint a Tour Leader who will represent the company and assist with the proper and safe running of you and your fellow participants’ tour. You must accept the decisions of the Tour Leader who shall have the discretion to make decisions and act which may impact on your tour. If your physical condition or behavior is such as to affect the well-being of yourself or other members of the group or the enjoyment of other members of the group, you may be asked to leave the tour without any right to refund.
11. Photography Disclaimer
Please note that by attending any events and functions by Wanderlust Explorations you agree to the use of digital photography for future promotional advertisements.
12. Release of Liability, Assumption of Risk and Indemnification Agreement
12.1 We contract with a network of companies, government agencies and individuals to assist in the running of our trips as agent for these third parties. We are not responsible for the acts and omissions of these third parties.
12.2 INDEMNIFICATION HOLD HARMLESS AND DEFENSE I promise to INDEMNIFY, WARRANT, HOLD HARMLESS AND DEFEND the Released Parties (Wanderlust Explorations volunteers, employees, and owners, any and all LIABILITIES, CAUSES OF ACTION, CLAIMS AND DEMANDS that arise from my acts or my failure to act (including my own negligence) during or relating to the Trip. In accordance with this promise, I will reimburse the Released Parties for any damages, reasonable settlements and defense costs, including attorney's fees, that they incur because of any such claims made against them. I agree that in the event of my death or disability, the terms of this agreement, including the indemnification obligation in this Section, will be binding on my estate, and my personal representative, executor, administrator or guardian will be obligated to respect and enforce them.
12.3 WAIVER AND RELEASE OF LIABILITY I hereby WAIVE AND RELEASE ALL LIABILITIES, CAUSES OF ACTION, CLAIMS AND DEMANDS against Wanderlust Explorations LLC, its employees, officers, volunteers, directors, vendors and contractors ("Released Parties"), where such LIABILITIES, CAUSES OF ACTION, CLAIMS AND DEMANDS arise in any way from any injury, death, loss or harm (whether foreseen or unforeseen) that occur to me or to any other person or to any property during the Trip or are in any way related to the Trip. This release includes, but is not limited to, claims for the negligence of the Released Parties and claims for strict liability for abnormally dangerous activities. This release does not extend to claims for gross negligence, intentional or reckless misconduct, or any other liabilities that Virginia law does not permit to be released by agreement. I also agree NOT TO SUE or make a claim against the Released Parties for death, injuries, loss, or harm that occur on the Trip.
12.4 ASSUMPTION OF THE RISKS - I hereby freely assume the above mentioned risks and any harm, injury or loss that may occur to me or my property as a result of my participation in the Trip-including any risks caused by the negligence of Wanderlust Explorations LLC, its employees and officers, its contractors, its volunteers, and other trip participants.
12.4 To the extent an Implied Warranty cannot be excluded, our liability in respect of the Implied Warranty is limited to (in our absolute discretion): (i) the provision of a similar trip to an equivalent value; or (ii) a refund of the total amount received by us from you in connection with your booking.
12.5 Wanderlust Explorations LLC assumes no responsibility for providing medical care during the Trip other than basic first aid, and I will have to pay for any medical care and/or evacuation that I incur. In consideration of the permission to participate in the Trip, I agree to the terms contained in this document.
14. Changes to Terms
Wanderlust Explorations reserves the right, in its sole discretion, to change the Terms under which is offered. The most current version of the Terms will supersede all previous versions. Wanderlust Explorations encourages you to periodically review the Terms to stay informed of our updates.
15. Contact Us
Wanderlust Explorations welcomes your questions or comments regarding the Terms:
Wanderlust Explorations LLC
3983 West Stratford Rd.
Virginia Beach, Virginia 23455
Updated January 13, 2020