TERMS AND CONDITIONS
Last Updated: October 10, 2019
These terms and conditions govern all enrollments and trips between You, the client as detailed in your application, and your legal guardian if you are a minor, (collectively – “Participant”, “you”, or “your”)
Worldwide Navigators, LLC (as “Worldwide Navigators”, “WWN”, “we”, “us”) whose registered office is 1600 Emerson St, Denver, CO 80218.
This is an important legal document. We have attempted to state the terms of this agreement in a clear and concise manner. If there is anything the Participant is unclear on or does not understand, the Participant should seek individual assistance from a lawyer or other appropriate legal advice agency.
Agreement for participation in WWN’s Program:
Our Terms and Conditions
All enrollments are made with Worldwide Navigators. By enrolling on a trip with WWN you are deemed to have agreed to these terms and conditions (which constitutes the entire agreement between the Participant and WWN) and your enrollment will be accepted by WWN on this basis. WWN can only accept your participation on a trip under these terms and conditions. These terms and conditions are valid for all Worldwide Navigators trips departing after September 1, 2019. We reserve the right to change these terms and conditions, or any part herein, at any time and without any prior or additional notice to you. The most current terms and conditions at the time of your departure will apply. The most current version of our terms and conditions are available at www.worldwidenavigators.com/terms conditions. It is important that you check these terms and conditions periodically in case any changes have been made.
Price quotes are stated in US Dollars unless otherwise indicated and are based on local exchange rates, taxes, and tariffs in the United States and in the local destinations for your respective trip. Your trip price is subject to change without prior notice to you. The below applies to all trips unless otherwise noted in the trip’s itinerary. The trip price includes:
- $100 non-refundable and non-transferable deposit
- Accommodations in hotels with private bathrooms
- Breakfast and dinner daily. (different meal plans may apply depending on the location.)
- Sightseeing tours and excursions led by licensed local guides as specified in the itinerary
- Airport transfers and transportation between destination cities
- Transportation to all included activities in the trip’s itinerary
- Admission fees, activity fees, tickets as specified in the trip’s itinerary
- Worldwide Navigator’s walking tours and Tour Director-led sightseeing as specified in the itinerary
- Cruises, trains, or ferries as specified in the itinerary
- Support from Worldwide Navigator’s representatives abroad
- 24-hour worldwide emergency service
The trip price does NOT include anything that is not explicitly included in the trip price above or in the trip’s itinerary. The trip prices does NOT include things such as:
- Rooming supplement (if applicable)
- Optional activities (except where indicated)
- Travel or trip insurance
- Meals other than those specified in your trip’s itinerary
- Transportation to free-time activities
- Customary gratuities (such as for your Tour Director, bus drivers, and local guides)
- Any baggage fees imposed by the airlines
- Expenses caused by airline rescheduling, cancellations, or delays
- Passport, visa, and reciprocity fees
- Currency exchange fees
- Personal expenses
Each Participant is required to pay a non-refundable, non-transferable deposit of $100 per trip for the enrollment to be confirmed. The deadline for enrolling for a trip is 120 days prior to the trip’s departure date. Any enrollment requests made after the enrollment deadline are subject to a $125 late enrollment fee and can be declined by WWN in its sole discretion for any reason. When enrolling, travelers must provide their first, middle and last names in addition to the date of birth as it appears on their passport/identification. Failure to do so can result in change fees (see trip alteration). Please note that WWN reserves the right to require different deposit amounts for different trips.
Prices & Surcharges
Our trip prices are subject to variable and seasonal pricing, both of which are standard practice within the travel industry. This means our trip prices may vary at any time in accordance with factors such as demand, market conditions and availability. It is possible that different passengers on the same trip have been charged different prices depending on the time of enrollment. If you like the price you see for a trip, your best option is to enroll in the trip at that time. Any reduced pricing or discounts that may become available after you have paid your deposit will not apply. If you wish to cancel your enrollment to take advantage of a cheaper price, full cancellation conditions apply. The most current pricing information for our trips is available on our website. We reserve the right to impose surcharges up to 60 days before departure due to factors relating to the trip such as unfavorable changes in exchange rates, increases in airfares or other transportation costs, increases in local operator costs, taxes, or if government action should require us to do so. In such instances you will be responsible for the entire balance of the surcharge. If any surcharge results in an increase of more than 10% increase of the total trip price you, may cancel your enrollment within 14 days of notification of the surcharge and obtain a full refund minus the $100 trip deposit. Please note that additional fees may be applied to all purchases made by credit card.
A $100 trip deposit payment must be made upon enrollment to secure your spot. Actual payment deadlines vary from trip to trip. Upon enrollment and registration, you will be provided with an outline of payment deadlines specific to your tour. If you require clarification on your tour’s payment deadlines, please send us an email to firstname.lastname@example.org.
Acceptance of Enrollments and Final Payments
All enrollments should be made at least 120 days before a trip departs. Enrollments received less than 120 days prior to departure are considered late enrollments and may be subject to a $125 late enrollment administrative fee. If we accept your enrollment, we will issue a confirmation invoice. A contract will exist between us from the date we issue the confirmation invoice, or if you enroll less than 120 days prior to the departure date, the contract will exist when we accept your payment. Please refer to your enrollment confirmation invoice for details regarding final payments. Full payment of the balance of the trip price is due 30 days before the departure date. If the balance for your trip is not fully paid on or before the final due date, we reserve the right to treat your enrollment as cancelled.
For us to confirm your travel arrangements you must provide all requested details with the balance of the trip price. Necessary details vary by trip; they include but are not limited to full name as per passport, date of birth, nationality, passport number, passport issue and expiry date and any pre-existing medical conditions you have which may affect your ability to complete your travel arrangements. Failure to accurately provide all requested details may result in additional charges or the non-refundable cancellation of your trip.
Expenses During Transit
All expenses incurred during international air travel will be my responsibility, including but not limited to any flight delays or cancellations. Should I miss any connecting flight all expenses incurred to get me to the group will be at my personal expense. Should the dates of my participation in the project change or be shortened no refunds will be available and any costs or fees related to changing my itinerary will be at my own expense.
I acknowledge that the funds for this trip are nonrefundable at the time payment is made. If I am unable to attend this trip for any reason or need to come home early for any reason I understand that I will forego these funds to Worldwide Navigators. All expenses incurred during international air travel will be my responsibility, including but not limited to any flight delays or cancellations. Should I miss any connecting flight all expenses incurred to get me to the group will be at my personal expense. Should the dates of my participation in the project change or be shortened no refunds will be available and any costs or fees related to changing my itinerary will be at my own expense.
If you wish to transfer from one trip to another, or transfer your trip enrollment to a third party, you must notify us at least 90 days prior to the proposed departure date. Transfers to another trip are only available to accounts in good standing. A non-refundable fee of $200 per person per change will apply (in addition to any charges levied by hotels, ground operators or airlines). If you notify us less than 90 days prior to the proposed departure date the refund policy applicable to cancellations will apply. Transfers to a third party are only permitted where the transferee meets all the requirements in relation to the trip. Transfers to another trip can only be made if the new trip is available and accepting new enrollments.
Amendments to any other arrangements made in conjunction with your trip will incur a $100 administration fee per enrollment, per change. This fee is in addition to any charges levied by hotels, ground operators or airlines. No amendments are permitted to your enrollment within 30 days of departure.
Although we will strive to accommodate every traveler’s valid special requirements, we are not specialists in accommodating disabilities, special needs, or medical conditions. If you or any member of your party has a disability, a special need, or medical condition, you must promptly contact your doctor and our office before enrolling. We make no representations, warranties or guarantees as to the accommodation of any disabilities, special needs, or medical conditions, and disclaim any and all liabilities as to it.
Age & Health requirements
Minimum Age: For the majority of our trips the minimum age is 12 at the time of the trip’s departure. All travelers on our trips must be accompanied by an approved group leader over the age of 18, appointed by their legal guardian. The group leader, will be responsible for the traveler(s) under the age of 18’s day to day care. If you are under 18, your legal guardian must complete and sign the appropriate document to delegate their authority and permission to the designated group leader(s) for a trip.
We do not allow children under the age of 7 to travel with you. If you are 7 or older, but younger than the age of 12 at the time of the trip’s departure, you must be accompanied by an adult chaperone, designated by your parent or legal guardian, other than a group leader and must room with that adult chaperone. Your adult chaperone must enroll in the trip as if they were a separate traveler and are responsible for all costs of enrolling in the trip. Additional fees may apply to ensure the traveler under the age of 12 and the adult chaperone room together.
Variations: The minimum age requirement for a trip may be modified for particular trips by us. Please check with your trip consultant and the applicable trip information before enrolling in a trip.
Maximum Age: For the majority of our trips we have no upper age limit though we remind you that our trips are designed for school groups and all travelers (except group leaders and other chaperones) must be currently enrolled in a state-certified school education program. We will conduct a criminal background check (“CBC”) as a condition to travel if you are age 20 or older at any time during the trip. If such a traveler refuses to consent, submit, and perform this CBC, it will automatically be deemed a cancellation by the traveler and our standard cancellation policy will apply.
We are able to provide details on mandatory health requirements for our trips; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements and recommendations for your destination.
If have a health or mobility disability, limitation, allergy, severe sight or hearing limitation, or any other condition which could restrict or substantially interfere with your ability to participate in the trip as planned by us, an aide may be required to accompany you. All travel, hiring and other expenses related to the aide will be your sole and exclusive responsibility, including a single‐room accommodation charge, unless otherwise required by applicable law. If you do not have an aide, you shall be solely and exclusively responsible for monitoring, and shall be able to self‐administer, without supervision, any and all medications, injections, or any other treatments you made need. Program staff, group leaders, guides, or any other third‐party, will not hold or administer any medication or treatment for you.
The contents of food products are not controlled or guaranteed by us, our agents or any service provider during a trip. All special dietary needs, or monitoring the contents of food products, are the sole and exclusive responsibility of you. Should your health, physical infirmity, or general deportment, in the sole, exclusive and unfettered discretionary judgment of the service provider or its agents, impede the operation of the program or the rights, welfare or enjoyment of other travelers, the service provider and its agents have the right to terminate your participation. If this occurs, no refund will be due to you.
Group trips, group leaders, & combination trips
Trips designed to be group trips will have a minimum and maximum number of participants. This number may vary depending upon the trip. There must be at least one group leader for every 10 travelers that are traveling in a group trip (e.g. if there are 11 travelers, there must be 2 group leaders). Every group trip must depart with the required number of approved group leaders. It is the group leader and group’s responsibility to ensure there are sufficient and qualified group leaders for their trip. If a group leader cancels their enrollment, cannot attend the trip for its full duration, or otherwise cannot serve as a group leader for the entirety of the trip, the group leader/group must find a suitable person to serve as group leader before the trip’s departure date. We may cancel a trip at any time prior to departure if said group requirements are not met. In the event of such a cancellation, the cancellation is treated as a standard traveler cancellation in accordance with these terms and conditions and the standard cancellation policy.
All group leaders must meet WWN’s criteria and requirements for serving as a group leader. These requirements are subject to change without prior notice. Additionally, no person may serve as a group leader until WWN approves the person as group leader. The determination that a person meets the requirements of a group leader, and the approval to serve as a group leader, is made in the sole discretion of WWN.
At times we can have groups with small numbers of travelers. Some of our trips are designed to fit with other departures to create longer or larger “combination” trips. This means that some of your group may have already been traveling together for some weeks when you commence your trip. Please ask one of our consultants prior to enrolling in your trip if you would like to know how many people are enrolled on your trip, or any combination trip it may be a part of.
Passport and visas
You must carry a valid passport and have obtained all the appropriate visas, permits and certificates for the countries which you will visit during your trip. Your passport must be valid for 6 months beyond the duration of the trip. It is your responsibility to ensure that you are in possession of the correct visas, permits and certificates for your trip. Any visas or other documents required for you to enter the countries on your trip must be obtained at your sole expense and in sufficient time before your trip. We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation. Any traveler who is refused travel or refused entry to a country because they do not have the correct travel documentation will need to make their own arrangements to return home at their sole and exclusive expense. Please refer to the applicable trip information for details concerning your trip or promptly contact us at www.worldwidenavigators.com if you require additional information about the visas or travel documents that may be required for your trip.
Travel insurance is highly recommended for all of our travelers and should be taken out at the time of enrollment. We do not sell or otherwise offer travel insurance for our trips. Your travel insurance should provide coverage for personal accidents, death, medical expenses and emergency repatriation with a recommended minimum coverage of US $200,000 for each of the categories of cover. We also strongly recommend it covers cancellation, theft of passport, military service, curtailment, personal liability, and loss of luggage and personal effects. You should carry a written copy of your travel insurance policy number and the insurance company’s 24 hour emergency contact number at all times during your trip. If you have travel insurance connected to your credit card or bank account please ensure you have details of the participating insurer, the insurance policy number and emergency contact number with you rather than the bank’s name and credit card details.
Worldwide Navigators purchases a medical protection plan on behalf of all travelers which provides basic coverage for accident and sickness medical expenses as well as emergency medical transportation expenses for a covered illness or injury that first occurs during your covered trip. Certain terms, conditions and exclusions apply. For more information, please refer to and carefully review the medical protection plan at [provider’s website hyperlink]. We make no representations, warranties or guarantees as to medical or transportation services provided under the medical protection plan, and disclaim any and all liabilities as to such services. Our medical protection plan provides limited coverage and benefits for accident and illness, medical and related expenses, emergency evacuation and repatriation expenses. We strongly encourage and recommend that you purchase additional insurance coverage which increases the benefit limit to the medical protection plan described above.
You appreciate and acknowledge that the nature of this type of group 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, activities, amenities, and modes of transportation may be subject to alteration without prior notice to, or consent from, you due to local circumstances or events.
We endeavor to operate all trips as described in the trip information. We, however, reserve the right to change, modify, or cancel a trip in the sole discretion of WWN due to local circumstances or other event beyond WWN’s control, including but not limited to, Acts of God, war (declared or undeclared), terrorist activities or threats of terrorists activities, instability in a destination country, incidents of violence, public health issues or quarantine or threats of public health issues, substantial currency fluctuations, strikes, government restrictions, severe weather conditions, or any other reasons that makes it impossible or unreasonable, in our sole discretion, to conduct the trip as originally planned. Please refer to our website before departure for the most recent updates to your trip’s itinerary. If we make a major change to your trip’s itinerary before the trip departs, we will inform you as soon as possible after the major change is made. A major change means a change that affects at least one full day of the trip’s itinerary. If a major change is made before your departure, you may choose between accepting the change and proposed alternative or obtaining a refund of the trip price for the portion of the trip that was changed. If the major change was due to local circumstances or events outside our control, you are not entitled to obtain a refund for the any portion of the trip that was changed.
We reserve the right to change a trip’s itinerary after a trip has departed due to local circumstances or other events outside our control. If we must make a major change to your trip after the trip has departed, you are responsible for the additional cost of any trip alterations. Please note we are not responsible for any incidental expenses you may incur, or have incurred, as a result of a change of itineraries such as visas, vaccinations, or non-refundable flights.
If we cancel a trip pursuant to this section, the terms of our cancellation policy and fees determine what refund you are entitled to receive. Cancellation by us for causes in this section is not a violation of our obligations to you or any other traveler.
Authority on Tour
Our trips are run by a group leader or group leaders. The decision of the group leader is final on all matters that may affect the safety or well-being of any traveler or staff member participating in the trip. If you fail to comply with a decision made by a group leader, or interfere with the well-being or mobility of the group, the group leader may take any action the group leader believes is reasonably necessary to address the issue, including directing you to leave the trip immediately, with no right of refund. We may also elect not to enroll you on future trips. At all times, you must comply with all laws, customs, foreign exchange, and drug regulations of all countries visited. By enrolling on a trip with us, you also agree to travel in accordance with all our travel policies and guidelines. These are available at www.worldwidenavigators.com.
Acceptance of Risk
You acknowledge that the nature of any travel is adventurous and participation involves a degree of personal risk. You will be visiting places where the political, cultural and geographical attributes present dangers and physical challenges different than those present in our daily lives. We use information from government foreign departments, and reports from other contacts, in assessing how a trip’s itinerary should operate. It is, however, also your own responsibility to acquaint yourself with all relevant travel information and the nature of your trip’s itinerary. By enrolling on a trip with us, you acknowledge that your decision to travel is made in light of consideration of this information and that you accept that you are aware of the personal risks that accompany such travel.
Limitation of Liability
We contract with a network of companies, government agencies, and individuals to assist in planning and running our trips as an agent for these third parties. We act only as an agent in reserving your accommodations, transportation, sightseeing, homestay and activities, participation and other travel services, and in no event shall we be liable or responsible in connection with or in respect to any acts or omissions of any third party service provider, including but not limited to, third party contractors, companies, suppliers, and vendors who render services in connection with the program.
All accommodations, transportation, sightseeing and other travel services are provided to you subject to all the terms and conditions under which they are offered by the service provider to the public generally. Worldwide Navigators, our agents, and all third party service providers shall not be liable for any loss, injury or damage to person or property resulting from, but not limited to, the service provider’s acts, omissions or negligence, government actions or restraints, disturbances, hostilities, war, epidemics, breakout of disease, quarantines, labor disputes, machinery breakdown, weather conditions, natural disaster, delays, accidents, personal injuries, annoyance or inconvenience, or any other cause, and each traveler solely and exclusively assumes all liabilities and expenses incurred by them in relation to, or arising from, any of the foregoing subjects.
To the fullest extent permitted by law, Worldwide Navigators and all of our officers, employees, agents, representatives, assignees, and successors, are not liable for any loss, death, injury or damage which you may suffer (directly or indirectly) in connection with or arising out of your participation in a trip, except for financial losses, capped at the amount you paid for the trip, from a breach of these terms and conditions.
By enrolling in a trip with us, you release, and expressly waive any claims you, for yourself and on behalf of your heirs, assigns, and representatives (and with respect to a parent or legal guardian, for yourself and on behalf of the traveler, and your respective heirs, assigns, and representatives), unconditionally and fully release Worldwide Navigators, including without limitation, our present, former and future officers, employees, agents, representatives, assignees, and successors (hereinafter collectively the “Releasees”), from any and all claims, causes of action, allegations, suits, debts, dues, costs, taxes, sums of money, accounts, bills, specialties, covenants, contracts, controversies, claims bills, fees, agreements, promises, variances, trespasses, claims based upon vicarious liability, claims based upon constructive liability, claims based upon derivative liability, claims based upon technical liability, damages, judgments, hospital liens, medical liens, insurance company liens, governmental liens, charging liens, subrogated interests, executions, liabilities, civil rights claims, torts, obligations, representations and demands of any type or nature whatsoever -arising in law or in equity under state or federal law – which you have, had or may have against any of the Releasees, whether contingent, known or unknown, and which directly or indirectly relate to, arise from or concern any allegations, claims, incidents, transactions and/or occurrences which in any way relate to or arise from the your participation in a trip. (Hereinafter collectively, the “Released Claims”). Further, you understand and agree that this is a general release in full of all Releasees and all Released Claims, and that you (and your parent or guardian, if applicable) expressly releases and waives the right to seek or recover any monies from any of the Releasees or pursuant to any of the Released Claims in any court, tribunal, forum or venue whatsoever, including claims for indirect or consequential loss, loss of profits or economic loss, however it arises, or for indirect, special, punitive or exemplary damages.
Any condition or warranty which would otherwise be implied by law into these terms and conditions, such as but not limited to any implied warranty, is excluded. To the extent an implied warranty cannot be excluded, our liability with respect to the implied warranty is limited to, in the sole discretion of Worldwide Navigators, either: (i) arranging you travel on a similar trip with an equivalent value; or (ii) a refund of the total amount received by us from you in connection with your enrollment.
Optional activities not included in the trip price do not form part of the trip or this contract. You accept that any assistance given by your group leader or local representative in arranging optional activities does not render us liable for them in any way. The contract for the provision of that activity will be between you and the respective activity provider.
Claims & Complaints
If you have a complaint about your trip please inform your group leader or our local representative at the time the issue occurs so that they can attempt to rectify the matter. If satisfaction is not reached through these means, then any further complaint should be put in writing to us within 30 days of the end of the tour. Any complaint or other grievance not made in this manner will be deemed fully satisfied or abandoned.
In the event that any term or condition contained in these terms and conditions is unenforceable or void by operation of law, as being against public policy, or for any other reason, then such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.
Photos and Marketing
You (and your parent or legal guardian, if you are a minor) consents and irrevocably grants us (and our parent, subsidiary, associated, and affiliated companies, including each of their respective officers, directors, agents, and employees), as well as certain third parties who we feel would be interested in recognizing your achievements, a perpetual, royalty-free, irrevocable, worldwide right and license to use, incorporate, broadcast, distribute, photograph, film, videotape, record, re-use, publish, re-publish, exploit, adapt, modify, alter and edit, reproduce, publicly perform, and display your name, photograph, and photographic likeness, including still, moving and voice, image, comments, submitted documentation, written papers, biographical material, artwork, music, writing, endorsement, portrayal, and other visual or physical likeness, in all poses, acts, plays and appearances, in whole or in part or composite, or any reproduction thereof, in any and all media now known or hereafter devised. This includes using said images or representations of your for publicity and other promotional purposes, whether electronically or in print, including, but not limited to, any marketing and advertising materials, publications, catalogues, brochures, books, magazines, photo exhibits, correspondence, motion picture films, videotapes, commercials, and educational materials.
Worldwide Navigators is a registered seller of travel in the following states: Washington (WST 602852695); Nevada (NV SOT#240000003); Florida (Fla. Seller of Travel Ref. No. ST37370); and California (CST 2090988-40). Registration as a seller of travel does not constitute approval by the state of California.
Any dispute, claim, disagreement or controversy, in law or equity, arising out of or relating to a trip with Worldwide Navigators or our terms and conditions shall be governed by and construed in accordance with the laws of the state of Colorado to the fullest extent allowable. You understand and agree that Colorado law, as so described, shall apply to and govern any and all claims, disputes and controversies, of any kind, arising between you and Worldwide Navigators, as well as between Worldwide Navigators and any nonparty that claims rights through, on behalf of, or in relation to, you. In addition, you irrevocably waive, to the fullest extent permitted by law, any objection which it may now or hereafter have to the application of Colorado law to any action, suit, claim or proceeding. You and Worldwide Navigators irrevocably and unconditionally agree that any action, suit or proceeding in connection with a trip or these terms and conditions must be brought in the courts of Denver, Colorado. These courts shall be the exclusive and mandatory jurisdiction for any actions, suit, claim or proceeding relating to a trip a trip or these terms and conditions and you irrevocably, unconditionally, and expressly submit to the personal jurisdiction and venue of such courts for the purposes thereof and irrevocably and unconditionally waives (by way of motion, as a defense or otherwise) any and all jurisdictional, venue and convenience objections or defenses that you may have in such action, suit or proceeding. You and Worldwide Navigators irrevocably and unconditionally consents to the service of process of any of the aforementioned courts.
YOU (AND YOUR PARENT OR LEGAL GUARDIAN) KNOWINGLY, VOLUNTARILY, AND INTENTIONALLY WAIVE THE RIGHT TO A JURY TRIAL FOR ANY DISPUTE, LAWSUIT OR CLAIM DIRECTLY OR INDIRECTLY RELATING TO, ARISING FROM OR CONCERNING YOUR PARTICIPATION IN A TRIP.
These terms and conditions supersede any other warranties, representations, terms, or conditions, unless expressly stated otherwise in a written document signed by a Worldwide Navigators’ officer