Women Who Travel Program Terms & Conditions
You are coming on our condé nast WWT x el camino trip.
Please sign this liability form to complete your on-boarding pre-departure process.
In consideration of being permitted to participate in the Program, I hereby acknowledge, and agree to, the following Program Terms & Conditions as it relates to the Women Who Travel Small Group Travel Experience to Colombia (“Program”):
All bookings are made with El Camino Travel LLC, a District of Columbia limited liability company and the owner of all of its advertised itineraries (“El Camino,” “we,” or “us”). By booking a Program with us, paying a deposit or signing this agreement, you accept all of the terms in this agreement on your own behalf and on behalf of all persons listed on the booking (individually, “Traveler,” and collectively, “Travelers”), and direct us to perform services for each and every Traveler. The terms and conditions set forth in this agreement constitute the entire understanding and agreement between you the Traveler (“you” or “your”) and El Camino with respect to any and all bookings, reservations, trips, or transactions made with El Camino.
All Travelers must be 18 years of age or older to travel with El Camino Travel unless they are accompanied by an adult.
I understand that El Camino Travel LLC together with Condé Nast has organized the Program, i.e., a private trip for a small group to the Program location. I understand that upon booking the Program or indicating my interest in booking the Program, El Camino Travel LLC and Condé Nast will share with the other party any information that I provide during booking (e.g., full name, phone number, address, email address, gender).
I. Insurance Requirements
It is mandatory that all of El Camino’s travelers provide proof of current and adequate travel insurance before the Program begins. Travel insurance must cover personal injury, medical treatment, repatriation, and evacuation expenses, including helicopter rescue and air ambulance internationally. It is recommended that travel insurance also address personal property and trip cancellation coverage. Trip cancellation insurance may be the only means of receiving reimbursement for flights and other non-refundable expenses should an El Camino Program be cancelled for any reason, whether voluntarily by you or as a result of El Camino’s actions. You are responsible for understanding the specifics of your travel insurance policy, ensuring that your policy covers all optional and included activities listed in the trip itinerary, and ensuring that there are no exclusion clauses (e.g., air delays due to mechanical issues) that would limit the coverage that you might reasonably need. If you have current health insurance coverage, check your insurance policy to see if it provides the coverage described above while traveling outside your country. It is your responsibility to verify your insurance policy details with your insurance provider to ensure El Camino’s requirements are satisfied.
II. Deposits, Payments, Refunds and Cancellations
Bookings may be made through El Camino’s online booking system. The deposit and payment schedule for our various trips appears below. Note that a booking is not accepted and there is no contract between El Camino and you until El Camino confirms your booking in writing.
The following are specifically excluded from the Program rates and are the sole responsibility of each Traveler: Airfare, costs of obtaining passports; visas; excess baggage charges; items of purely personal nature, such as drinks, laundry, communication (calls, faxes, emails etc.); international airport departure tax (to be paid in US dollars or acceptable foreign currencies); excursions or deviations from any itinerary or program.
Program Deposit and Cancellation
a) Program Deposit: If booking the Program is more than 25 days from the departure date, a deposit totaling 40% of the trip cost is due to confirm your space. The remaining balance is due no later than 25 days before the departure date. If your booking is made within 25 days or less before Program’s start date, the entire trip cost must be paid at the time of confirmation.
b) Cancellations: El Camino must strictly adhere to its cancellation policy to offset costs incurred prior to the commencement of the Program, which may include but are not limited to: advance payments to land operators; communication expenses; development and the loss of time that might have permitted resale of reserved space. There are no exceptions to the cancellation and refund policy, including for reasons related to weather, civil strife, personal, family or medical emergencies or any other circumstances beyond our control. Further, as discussed below in the Passport and Visa section, there are no exceptions to the cancellation and refund policy for impacts on travel due to missing, incomplete or expired documentation (e.g., wrong name on passport or ticket, expired passport, etc.). For this reason, we highly recommend that you purchase trip cancellation and interruption insurance.
i. Any cancellations by you will result in the loss of all monies collected from you. For this reason, we strongly recommend you have comprehensive travel insurance that includes cancellation coverage so you are protected financially in case anything comes up that prevents you from joining your trip. See Section I above regarding mandatory insurance requirements.
ii. If you do not pay the balance of your trip no later than 25 days prior to the Program departure date, your booking will be cancelled, resulting in the loss of all money collected from you, including but not limited to your deposit.
iii. If El Camino is forced to significantly alter or cancel your trip prior to the Program departure date, we will let you know as soon as possible. In these circumstances, you can choose one of the following options:
1) Accept El Camino’s offer of a comparable replacement trip (offered at El Camino’s sole discretion and subject to availability), or
2) Receive a refund of all monies paid.
2) When accepting an offer for a replacement trip:
i. If the cost is lower than the price of your original trip, you will receive a refund for the difference in cost.
ii. If the cost of the replacement trip is equivalent or higher than your original trip, you owe nothing.
Form of Payment: All payments must be made by credit card. Prices are in US dollars, and all payments must be made in US dollars. Payment in full must be received no later than 25 days prior to Program departure.
Cancellation Process: To cancel your booking, you must send written notice to us by email at email@example.com. Cancellation fees will be applied per person according to the terms set forth in this section, based on the date we receive your written notification, not when you send the email.
Unused Portion of Trip (no refunds): No refunds will be provided for any unused portion of a Program once the Program begins, including but not limited to if you leave a Program for any reason, miss the Program’s departure date or an activity, or have to be removed from a Program.
V. Changes by You
Program dates will not change, unless due to unforeseen circumstances, e.g., Force Majeure, and any such changes will be at El Camino’s sole discretion. El Camino is unable to accommodate changes to the dates of the Program.
VI. Alterations or Cancellation by You After Commencement of Travel
We will forward any alteration that you request after your Program has commenced to our independent suppliers. In the event you request a change, you will be liable for any cancellation charges and change fees that may be imposed for the booking of revised arrangements and for all costs associated with the arrangements themselves. It is in our sole discretion whether to accept a change request.
VII. Cancellations or Changes by Us and Flexibility
We reserve the right to cancel, alter or modify any Program without prior notice for any reason, including but not limited to for the safety and/or comfort of clients and for circumstances of Force Majeure, which is defined in this agreement below. This includes the right to replace or substitute guides and accommodations in the Program materials, modify the order in which places are visited, and make other changes in the itinerary. You acknowledge that the amenities, accommodations, transportation, route, schedule, and itinerary may change without prior notice due to local circumstances or events, which may include mechanical breakdown, flight cancellations, illness, strikes, political disputes, weather, border crossing problems, and other unforeseeable factors. If, prior to departure, we make a significant change because of a problem with a supplier (e.g., bankruptcy), we will, as soon as reasonably possible, notify you of available alternatives.
If we must cancel a Program due to insufficient enrollment, all Program members will be notified a minimum of 60 days before the trip departs and will receive a full refund of payments made to El Camino.
Any changes may require a supplemental payment from you or result in a partial or full refund. A supplemental payment is a rare situation; however, such a payment may arise due to unexpected events (e.g., increase in government fees). El Camino may absorb increased fees as a result of a change by El Camino; however, if El Camino is unable to absorb the extra cost, El Camino will notify you in writing of the amount and reason for any such supplemental payment required of you. A refund under this section will constitute full settlement of claims you may have arising out of our cancellation. Unless doing so would create an unstable financial situation for El Camino, we will refund any deposits already paid in the event of a cancellation due to Force Majeure less any non-refundable deposits paid to our third party suppliers. We will work with our suppliers to try and obtain any non-refundable deposits so that we can give you a full refund. We cannot guarantee such a result, though.
VIII. Denial of Participation
El Camino reserves the right to deny participation in the trip to any Traveler that El Camino, in its sole discretion, judges to be incapable of meeting the rigors and requirements of the Program activities, or whose actions or deportment it judges unsuitable for group travel. During the Program, El Camino has the right in its sole discretion to remove anyone who it determines to detract from others’ enjoyment of the Program. The decision of the guide, host or local supplier is final on all matters that may threaten the safety or interfere with the well-being of others. Any costs resulting from being removed from a Program or being declined participation in a Program is at your expense.
IX. Force Majeure
We will not be deemed in breach of this agreement or otherwise liable to you, by reason of delay in performance or nonperformance of any of our obligations under this agreement to the extent that any such delay or nonperformance is due to any Force Majeure. “Force Majeure” means any circumstances beyond our reasonable control, including without limitation acts of nature, terrorist activities, insurrection, explosion, flood, tempest, forceful wind, fire or accident, war or threat of war declared or undeclared, sabotage, civil disturbance, labor strikes, requisition, sickness, quarantine, government intervention, weather conditions, and unforeseen circumstances. If we and any of our suppliers are affected by Force Majeure, we and our suppliers shall be entitled to, and may in our sole discretion, vary or cancel any itinerary or arrangement in relation to the trip. Regarding civil unrest, once we have investigated the prevailing situation, as El Camino deems fit, it shall remain in El Camino’s sole and absolute discretion whether to proceed with the Program.
X. Optional Activities
During any El Camino trip, there may be opportunities to participate in activities or local events, which are not included in El Camino’s packaged trip. El Camino makes no representations about the safety or quality of these activities and events, or the standard of the independent operator running it. Activities may include, but are not limited to, vehicle/boat/aircraft trips, walking or guided trips, surfing, fishing, hiking, swimming, zip lining, and parasailing. Events may include, but are not limited to, local festivals, concerts, and organized events. You understand and agree that any assistance given by El Camino’s Program leader or staff to help arrange these optional activities is done in good faith and without any representations or warranties of any kind. El Camino does not sponsor or endorse these activities or events, nor can El Camino be held liable for any injury or illness resulting from your participation. If you decide to participate in these events, you do so voluntarily and should take precautions to ensure your own safety and you will arrange for payment directly with the supplier or independent operators of such activities, event or service.
XI. Pre-Departure Documentation
It is important that you carefully read all Program-related documents that you receive from us as soon as you receive them. It is your responsibility to contact us if any information is incorrect. We are not responsible for any errors in documentation if you fail to notify us of any inaccuracies within 45 days of your receipt of those documents. This agreement, our liability waiver, and, if required, a medical statement or certification must be signed and submitted by you in order to travel with us. If we do not receive these signed documents from you prior to departure, we reserve the right to treat your booking as cancelled by you and impose the cancellation fees described in this agreement.
XII. Passports and Visas
You are responsible for ensuring that all necessary travel documents are valid and effective and in your possession for the entire Program. Valid passports are required for travel to most destinations. Please check with the appropriate consulate or embassy for the latest entry requirements. You assume complete and full responsibility, including any expenses, for, and hereby release El Camino from any duty of, checking and verifying any and all passport, visa, vaccination, or other entry requirements of each destination, and all safety or security conditions at such destinations. Any information provided to you is merely provided as a courtesy and it is your sole responsibility to ensure you have met all travel requirements for each destination in the Program.
El Camino is not responsible for delays, changes, or cancellation costs due to incorrect, incomplete or expired traveler documents. In the event that you must cancel, delay or reschedule your trip due to expired or missing travel documentation, you are responsible for all associated costs to rectify the situation. If you are unable to join your trip, you will not be reimbursed or refunded any amounts as per the cancellation terms listed in this agreement.
XII. Health and Medical
You represent that you do not have any condition, physical or mental, that would create a hazard for you or other Travelers or affect other people’s enjoyment of the Program. El Camino strongly recommends that you check with the Centers for Disease Control and Prevention for up-to-date, destination specific information related to food and water safety, infectious diseases, and other concerns. It is highly recommended that, at your own cost and expense, you meet with your doctor at least 8 weeks prior to the Program departure and obtain any and all vaccinations, inoculations, or prescribed medications as directed by your doctor and/or travel clinic for the areas visited, and provide written documentation thereof to El Camino upon request and as needed for travel documentation.
If you have a physical condition, dietary restrictions, or other conditions (e.g., pre-existing medical) that will require special attention during the trip, you must inform us in writing when the booking is made. We may require a medical certificate stating that you are medically cleared for travel to the Program destination(s) and participate in all aspects of a Program itinerary.
In the event any medical care is administered to you during the Program, El Camino assumes no responsibility for any such medical care provided to you. You are solely responsible for any and all costs of medical care and related transportation, if any, that are provided to you during the Program.
El Camino does not tolerate drug use of any kind during our Programs and strongly encourages responsible alcohol consumption. This policy is in place for your safety and those traveling with you. El Camino reserves the right, at your sole expense, to deny participation in an activity or in the remainder of any Program (as set forth herein) if you illegally use drugs, alcohol or other banned substances during a Program. We want you to have fun and encourage you to take advantage of the local culture, but El Camino emphasizes safety as a top priority.
You are allowed to bring one piece of baggage weighing up to 50 lbs. (23 kg) and one additional medium/small-sized “day pack” on the Program. If you need to bring additional baggage, you must request approval from El Camino before your Program begins. Unless you receive such written approval, your request to bring additional baggage is deemed denied. El Camino is not responsible and you are solely responsible for securing or protecting your baggage or belongings at all times during any Program.
XV. Photography and Images Release
You acknowledge that the media creators on your Program, if any, (“Media Creator”) will own the rights to the images, photos and videos and any other copyrightable content that he or she takes or creates during your Program (“Images”). You acknowledge that because the Media Creator will own the rights to the Images that the Media Creator creates during the Program, you cannot sell, transfer, assign, otherwise reproduce any of the Images that the Media Creator creates or shares with you or use it commercially. You hereby agree to use any such Images for personal use only and will credit the Media Creator by including his or her name and a notation that the content is his or her copyrighted content.
You also acknowledge and agree that El Camino, your Program host or other parties, including but not limited to the Media Creator, Third Party Suppliers and other Travelers, may take or create images, photos, sound recordings and videos in any format that may feature you or that may contain your name, likeness, identity, photographic image, videographic image or oral or recorded statements (collectively, “Trip Images of You”).
You hereby grant El Camino, including the Media Creator and others El Camino may authorize (including but not limited to El Camino’s licensees, partners or Third Party Suppliers), a worldwide, royalty-free and free of charge, perpetual license to use, re-use, distribute, display, create derivate works of, and reproduce the Images and the Trip Images of You as well as any images, photos, or videos that you provide to us (whether directly or through a photo sharing service) (collectively, “Your Images”) in any medium or format now in existence or hereafter developed (including but not limited to print, digital and electronic media), for any purpose at any time, including to promote and publicize El Camino’s travel products and services worldwide.
Notwithstanding the above, we, the Media Creator and our Third Party Suppliers agree not to sell or give permission to Third Parties to sell or license the Images or the Trip Images of You for commercial or merchandising purposes, other than as set forth in this agreement, without your prior written consent.
XVI. Complaints and Claims
If you have any issues or questions during your trip, promptly notify us or your host or guide so that we can try to address them.
After the completion of the Program, if you wish to make a claim, submit a complaint, or request reimbursement for any reason, you must do so via email within 30 days after the Program’s completion. Any and all supporting documentation to the claim or complaint must accompany the email. Any claim or complaint received by El Camino after this deadline will not be accepted or reviewed. Send emails to us at firstname.lastname@example.org.
XVII. Limitation of Liability and Remedies
El Camino, and all cooperating carriers and agencies, act only in the capacity of agents for the hotels, airlines, cruise lines, railroads and bus companies or owners or contractors providing accommodations, transportation, guides or other travel or travel related services, (collectively referred to as “Third Party Suppliers”). All coupons, contracts, exchange orders, receipts and/or tickets issued by El Camino on behalf of such Third Party Suppliers are subject to any and all tariffs, terms and conditions under which any accommodations, transportation or any other travel or travel related services are provided by such Third Party Suppliers and/or by their employees or agents. El Camino is not responsible for any negligent or willful act or failure to act of any such Third Party Suppliers or their employees or agents. In addition, El Camino is not responsible for any negligent or willful act or failure to act of any person or entity it does not own or control, nor for any act or inaction of any other third party not under its control. El Camino is not liable for any direct, indirect, consequential, or incidental damage, injury, death, loss, accident, delay, inconvenience or irregularity of any kind which may be occasioned by reason of any act or omission beyond its control, including, without limitation any willful or negligent act, failure to act, breach of contract or violation of local law or regulation by any Contractor or other third party, whether or not it uses the El Camino name. Further, El Camino is not responsible for any loss, injury, death or inconvenience due to delay or changes in schedule, overbooking of accommodation, default, financial default or insolvency of any Third Party Suppliers or other third party, attacks by animals, injury or death while participating in activities organized, arranged and/or provided by El Camino or by a Third Party Supplier or other third party, sickness, the lack of appropriate medical care, evacuation to same, if necessary, weather, strikes, acts of God or government, acts of terrorism, or the threat thereof, force majeure, war, quarantine, epidemics, or the threat thereof, criminal activity, or any other cause. You acknowledge that there are inherent and unpredictable risks associated with travel and travel related activities. These risks include but are not limited to loss, injury, death or inconvenience. You expressly assume all risks associated with the travel and travel related services you have arranged through El Camino. You expressly agree that you, your heirs, legal representatives and/or family members will not make a claim against or sue El Camino for any loss, injury, death or inconvenience arising out of such risks. El Camino requires that every person using El Camino travel services agree to the foregoing terms. Since you are the El Camino Traveler arranging for travel services, you agree that it is incumbent upon you to either ensure that each member in your party expressly agrees to these terms in writing or personally indemnify El Camino against any claim brought by any family or non-family member in your party against El Camino for any loss, injury, death or inconvenience arising out of such risks.
You agree that the sole remedy for any default by El Camino arising under this agreement shall be the return of the paid Program cost, to the extent consistent with applicable law.
XVIII. Travel Advisories & Warnings
You must conduct your own research and become informed about the travel destinations, including knowledge about any travel advisories and warnings issued by government authorities in your country. In the U.S., you must consult the U.S. State Department’s website at www.travel.state.gov or contact them by phone at the number specified on their website. You are responsible for protecting your own well-being and personal property before, during, and after your El Camino Program.
XIX. Personal Responsibility
You are responsible for purchasing the style of Program that fits your desired comfort level and participating in activities that are suitable for your fitness level and capabilities. By making a booking, you acknowledge that El Camino’s trips are adventurous by nature and may involve a significant amount of personal risk. Each El Camino Traveler must acknowledge and execute El Camino’s ASSUMPTION OF RISK, RELEASE OF LIABILITY AND INDEMNIFICATION AGREEMENT.
XX. Seat Belt Policy
To ensure your safety and the safety of other travelers and local hosts and guides, El Camino recommends that everyone stay seated and wear their seatbelts at all times while riding in any vehicle that is in motion.
XXI. Applicable Law, Choice of Forum, and Severability
You agree that this agreement shall be interpreted according to the laws of the District of Columbia in the United States. Jurisdiction over any dispute arising out of, in connection with, or relating to this agreement and/or the transactions and relationships among the parties contemplated by this agreement shall be filed exclusively in federal or superior court in the District of Columbia. You agree to personal jurisdiction in the specified forum. You also agree that this agreement is intended to be as broad and inclusive as permitted under applicable law. You agree that if any portion of this agreement is found to be void or unenforceable, the remaining provisions shall remain in full force and effect and be binding upon the parties.
XXII. Severability and Successors and Assigns
If any provision of this agreement shall be unenforceable or invalid under any applicable law, such unenforceability or invalidity shall not render the agreement unenforceable or invalid as a whole. Such unenforceable provision will be replaced with one that is valid and enforceable, and which achieves, to the extent possible, the original objectives and intent of the original provision. This agreement shall inure to the benefit of and be binding upon El Camino and the Traveler and their respective heirs, legal and personal representatives, successors and assigns.
XXIII. Validity of Electronic Signature
If signing electronically, I understand that a paper version of this agreement is available but I have voluntarily chosen to sign this document electronically. I understand that I will receive a link where I can view, print and download a Portable Document Format (PDF) version of this agreement after it is signed at the email address I have provided. To view the PDF document, I understand that I will need software that enables me to receive and access PDF files. In order to print and retain a copy of the agreement, I understand that I will need access to a printer. I understand that I may withdraw my consent to receive communications in electronic form by contracting us by email at email@example.com.
This agreement is the final, complete and exclusive statement of the parties’ agreement on the matters contained in this agreement. It supersedes all previous negotiations and conditions that apply to your Program.
I have read this entire agreement, and I am signing it freely. I understand that this is a legally binding contract. No other representations concerning the legal effect of this document have been made to me. My signature applies to all pages of this agreement. If signed electronically, I agree that my electronic signature is valid and legally binding.
I have read and understand all of the above conditions and, having signed up for this the Program, I agree to be bound by them.