SWTW Travel Policy
We do not believe in mollycoddling our clients. You’re a grown woman. And you get that travelling to the other side of the world presents some new challenges. You must be prepared to accept the risks, both known and unknown, of your Global Walking Adventure. The following policy provisions form part of the SWTW Terms and Conditions and will apply to all services being provided to you and your participation in a G’WA with us. Please read this policy very carefully.
Your She Walks the Walk Global Walking Adventure is confirmed once the following conditions have been met:
- A mutually satisfactory “Introduction Meeting” with Samantha Plavins
- Payment of the deposit
- Completion of our Registration Package
- Execution of the SWTW Terms and Conditions including the SWTW Travel Policy
If the Registration Package is not completed within a week of paying the trip deposit, your place on the G’WA may be forfeited.
SWTW reserves the right to decline any booking, participant, or Client at their discretion.
Physical, Mental, Emotional and/or Psychological Fitness Requirements:
Most SWTW G’WAs are accessible for women who are healthy and engage in regular physical activity. All travelers are expected to carry their own day packs, and note that the itinerary, accommodation, and travel on certain programs can be challenging.
SWTW does not provide medical advice. It is your responsibility to assess the risks and requirements of each aspect of the G’WA trip based on your own unique circumstances, limitations, fitness level, and medical requirements. Some G’WA trips may be unsuitable for Clients due to age, mobility, disability, pregnancy or physical, mental, emotional and/or psychological conditions. It is your responsibility to ask questions of SWTW and your medical caregivers, to fully inform yourself about all aspects of the G’WA including the anticipated travel requirements, accommodations, terrain, climate, level of difficulty and suggested minimum level of fitness to partake.
You are required to notify SWTW, in writing, before the start of the G’WA of any physical, mental, emotional and/or psychological condition (including pregnancy, disability or other condition) that may affect your fitness to travel and/or participate in the G’WA trip.
If your health or fitness changes between the time of booking and the trip departure date, you must notify SWTW of the changes, in writing, before the trip starts.
SWTW reserves the right to request further information or professional opinions where necessary to ascertain your health and fitness to participate in the G’WA trip.
SWTW reserves the right to deny you permission to travel or participate in any aspect of a G’WA for any perceived physical, mental, emotional, or psychological condition, limitation or impairment (including pregnancy) that, in their discretion, renders you unfit to participate.
Foreign Destinations/ “Adventure Based” Activities:
Any information or advice given by SWTW as you plan for your G’WA regarding travel, documentation, vaccinations, geography, climate, terrain, culture, custom, clothing, baggage, equipment, or any other aspect of the G’WA is purely advisory and provided as a courtesy to the Client and should not be relied upon by the Client without verification.
SWTW is not responsible for any errors or omissions contained in any information or advice provided to Clients in advance of a G’WA.
You must familiarize yourself with all destination points planned for the G’WA including the culture, customs, geographic features, weather conditions, physical challenges and any Government Travel Advisories and laws in effect.
You are encouraged to locate and/or contact your local embassy or consulate at the trip destination prior to embarkation. You are encouraged to familiarize yourself with the travel advice and advisories by destination provided by the Government of Canada.
SWTW is not required to provide any special facilities unless it has agreed to do so in writing. SWTW will do its best to meet a Client’s special requests, including dietary restrictions, but cannot provide any warranties, representations or guarantees that any special requests can or will be fulfilled.
Travel and Health Insurance:
You must purchase adequate travel and health insurance to cover any injury, damage, or loss that you may cause or suffer while participating in the G’WA. Your insurance coverage must include, but not necessarily be limited to, the following:
- trip cancellation or interruption,
- minimum medical coverage of $200,000 USD while traveling with SWTW,
- hiking for an altitude of over 3,000 m (should the altitude of the G’WA exceed this), and
- medical care that covers personal injury and emergency medical expenses including, but not limited to, helicopter evacuation, air ambulance and repatriation.
Clients must provide proof of insurance to SWTW in writing no later than 61 days prior to departure or they will be declined participation on their adventure. The Client acknowledges that the cost of SWTW G’WAs do not include travel and health insurance and that the Client is required to obtain separate coverage at an additional cost.
It is strongly recommended that your travel insurance coverage also include:
- costs for a medical escort to travel with you to your final destination,
- all other expenses that might arise as a result of loss, damage, injury, delay or inconvenience occurring to the Client during travel,
- clear definitions of, and the limitations and restrictions on, any pre-existing conditions, tests and treatments you may have had,
- a stability clause that provides for a specific period of time that you are to be covered for any pre-existing medical conditions,
- a compassion clause indicating that any inaccurate statement may not invalidate the entire policy,
- a change of health clause, and
- repatriation of your remains, in case of death.
SWTW may decline any Client who fails to secure adequate insurance in advance of the G’WA. Clients are responsible for understanding the fine print of their policies, including but not limited to any pre-existing conditions clauses.
You are choosing to travel at a time when you may be exposed to the COVID-19 virus. SWTW will ensure strict compliance to the health and safety guidelines in effect in all destination points planned throughout the G’WA.
Medical facilities vary from country to country. SWTW makes no representations and gives no warranties in relation to the standard of such treatment available.
The Client must be in possession of a valid passport required for entry, departure, and travel to the G’WA destination if outside of your home country.
The Client is responsible for obtaining and producing copies of all necessary travel documents to SWTW including visas, permits, vaccination certificates and travel insurance prior to departure. All necessary travel documents must be valid and in effect for the duration of the G’WA. Your travel documents may be used by SWTW to obtain permits or domestic transportation tickets.
The Client accepts full responsibility for any adverse consequences resulting from missing or defective travel documentation.
Pricing and Acceptable Methods to Pay:
All G’WA trips are quoted in USD. SWTW is not responsible for any fees incurred due to currency exchange or fees charged by your credit card/bank for processing funds in any currency.
SWTW accepts the following methods of payment:
- Visa, MC, American Express
- E-transfer for Canadian clients
- Bank wire transfer for international clients
Your spot on a G’WA trip can be held for 7 days with the minimum required deposit. If all systems are a “go” (see above booking/confirmation process), the balance of the G’WA program is due 90 days prior to departure. Clients whose balances are not paid in full by this date risk forfeiture of their place on the G’WA. If a booking is made within 60 days of departure, the entire balance is due at the time of booking, and the Worry-Free Window does not apply (see below).
Final balance is due 90 days before the departure date of your Global Walking Adventure*. If a booking is made within 60 days of departure, the entire balance is due at the time of booking, and the Worry-Free Window does not apply.
*For some G’WA bookings, we will extend the final payment deadline to 60 days prior to departure. Consult your specific confirmation email for details.
Life happens, and we understand! If you need to cancel, your request must be made in writing (via email, to firstname.lastname@example.org) and acknowledged by SWTW in writing. After written confirmation of the cancellation by SWTW, your spot on the trip will be released immediately and is not guaranteed to be available for rebooking.
If you cancel within 7 days of paying your deposit (i.e., our Worry-Free Window) your deposit will be fully refunded. For this to be applicable, you must cancel WITHIN 7 days of your deposit date and 90 days or more in advance of the trip’s start date. Refunds may take up to 2 weeks to be processed. Private upgrades (single supplements) and extension payments follow these same rules.
If you cancel after 7 days of paying your deposit and more than 90 days before trip’s start:
- your deposit becomes a credit for future travel
- all other money will be refunded
If you cancel 60-89 days prior to departure:
- your deposit becomes a credit for future travel
- a 50% refund will apply on balance of funds paid
- remaining balance can be used as a credit for future travel
Due to the limited number of spots on our G’WAs, re-opening space for new prospective clients presents the risk that we may not be able to secure new bookings. At this point, SWTW has also paid deposits and balances owing to our local suppliers and partners, and we will need to recover our costs.
If you cancel 59 days prior to departure:
- all payments will be forfeited
- you’ll need to fall back on Trip Cancellation Insurance
If you cancel at the last minute* for any reason:
- you will have the opportunity to transfer your spot to a suitable participant
- whether they compensate you for the cost is up to you
- if you are unable to find someone within three business days, the spot transfers to SWTW
- at this point, we will fill the spot accordingly on a pre-paid basis
*Last minute defined as within three weeks of trip departure.
Credits are valid for the year of the original trip and the next calendar year. All credits must be applied to the new trip booking balance by Dec 31 in the year following the originally booked trip date.
Credit may be transferred to another woman who could potentially take your spot. She pays you directly for the deposit and assumes responsibility for any outstanding balance payments. The replacement participant must meet trip Registration requirements and be approved to join the trip by SWTW. Credit transfers may only be applied to new trip bookings.
Credits may be used towards the final balance of another trip, applied at 90 days in advance of the trip start date. Credit may be transferred to any other trip, and you may cancel and reapply your credit as many times as you like, before 90 days in advance of the trip date.
Credits will be converted to another currency (CAD > USD or USD > CAD) at the Bank of Canada exchange rate valid on the date of final balance payment when processed.
Cancellation by SWTW:
If you have booked a G’WA that is canceled by SWTW due to unusual or unforeseen circumstances (force majeure), you will receive a credit of 100% of monies paid to use towards an alternative tour with a departure date in the current or next calendar year.
Our G’WA trips will be confirmed once the minimum group size has been booked. Most trips depart with four registered and approved clients.
SWTW reserves the right to cancel any trip for any reason but will rarely cancel a tour less than 90 days before departure except for unusual or unforeseen circumstances (Force Majeure) outside of SWTW’s control.
SWTW 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. When a G’WA is cancelled by SWTW before the agreed date of departure for any reason other than Force Majeure or the fault of the Client, the Client can either:
- Take a substitute G’WA of equivalent or higher price if SWTW is able and willing to offer such a substitute and pay any difference in price between the price of the G’WA originally purchased and that of the superior substitute G’WA;
- Take a substitute G’WA of lower price if SWTW is able and willing to offer one and to recover from SWTW the difference in price between the G’WA originally purchased and that of the substitute G’WA;
- Receive a full refund of all monies paid under the contract as soon as possible.
SWTW is not responsible for any incidental expenses or consequential losses that the Client may have incurred as a result of the booking such as visas, vaccinations, non-refundable flights or rail, non-refundable car parking or other fees, loss of earnings, or loss of enjoyment, etc. If the Client is offered a refund but requests an alternative G’WA of a higher value than that originally booked, then the Client pays the difference in cost.
Where, after departure, a significant element of the trip contracted for cannot be provided, SWTW will make suitable alternative arrangements for the continuation of the trip. If it is not possible to provide a suitable alternative or the Client reasonably rejects any suitable alternatives, SWTW will provide the Client a refund of unused G’WA portions. Significant alterations do not include the substitution of transportation, modification of itineraries, or change in hotel accommodation.
All SWTW G’WAs do not include international airfare to the trip starting location or from the trip end location. Some SWTW G’WAs do include domestic airfare ticketing. Consult your booking inclusions to confirm. SWTW is happy to provide suggestions and/or give feedback on suitable itineraries during our Introductory Meeting.
SWTW curates adventures in natural areas where the environment is sometimes unpredictable. This may include climate and/or weather-related variability outside the projected “norm” and potential wildlife. To avoid possibly dangerous situations, both for Clients and any animals, it is extremely important that all Clients follow any regulations imposed by the SWTW G’WA Leaders and/or local guides.
SWTW reserves the right to prohibit any Client from continuing a trip with no right of refund if, in our opinion, that Client’s actions pose a threat to the safety of themselves, others, or to the wildlife, or if that Client’s actions or behaviors are infringing on the enjoyment of the trip for others. The decision of the SWTW Trip Leader or representative will, at all times, be final on all matters likely to affect the safety and well-being of the G’WA trip. Evacuation costs are to be covered by the Client being evacuated.
Clients must, at all times, strictly comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and SWTW will not accept responsibility or liability for any Client who contravenes any laws or other regulations of any country visited.
SWTW Clients are responsible for their own well-being. This includes good health and strong physical condition. Clients are responsible for the following:
- Knowing all pre-departure information
- Preparing their “Kit” including appropriate clothing and equipment
- Conforming to appropriate standards of hygiene
- Acting in a kind and considerate manner towards all group members
- Ensuring respect for each country’s customs
Clients must, at all times, strictly comply with all applicable laws and regulations of all countries and regions. Should you fail to comply or should you be found to have committed any illegal act while on a G’WA trip, SWTW has the sole discretion to determine if your acts or omissions caused or is likely to cause a danger, distress or material annoyance to others. SWTW may terminate your participating in the G’WA and you will be required to evacuate immediately, at your own expense, without any refund.
You are responsible for any costs (including repair, replacement, and cleaning fees) incurred by SWTW or SWTW’s suppliers for property damage, destruction, or theft caused by you while on a G’WA trip. You agree to immediately report any pre-existing damage to the SWTW Trip Leader, other representative and staff of the accommodation, transportation service, or facility, as soon as possible upon discovery.
You agree to take all prudent measures in relation to your own safety while on the G’WA, including, but not limited to, the proper use of safety devices (including seat belts, harnesses, flotation devices, and helmets) and obeying all posted signs and oral or written warnings regarding health and safety. Neither SWTW nor any of its guides, suppliers or contracting partners are liable for loss or damages caused by your failure to comply with safety instructions or warnings.
Alcohol and Drugs:
Your safety and well-being is SWTW’s top priority. SWTW G’WAs provide for a sacred “container” where all women in the group feel safe and empowered physically, spiritually, and emotionally. From time to time, alcohol may be provided as part of celebration dinners or campfire camaraderie, but otherwise, we generally avoid “drinking” on our G’WAs.
Each G’WA country has a different tolerance for alcohol consumption and in some trip scenarios, responsible use of alcohol is permitted. This tolerance will vary depending on location, accommodation types, local outfitter policies, cultural norms, and activities etc.
SWTW will not tolerate any Client to be under the influence of alcohol while participating in any outdoor activity portion of the trip. If your guide or trip leader believe you are not in the appropriate condition to undertake the activity, for any reason, s/he has the right to decline your participation or alternately, may suggest a modified approach.
The use of illegal substances/drugs is not permitted and any use of these will result in expulsion from the trip at your own expense.
COVID-19 and other Infections/ Diseases:
COVID-19 is a serious virus with potentially lethal consequences. SWTW takes Client safety and the safety of our staff, partners, and communities in which we operate, very seriously. A completed COVID-19 vaccination series is required to participate in a SWTW G’WA. Testing may be required by the country destination or our local partners. For the latest requirements please refer to the country destination’s government website, and you may also contact our office for further clarification.
New COVID-19 restrictions can occur at any time. SWTW will not be held liable for any change in status of a country’s potential lockdown or opening, nor for any changes to quarantine and/or vaccination policies.
By signing the SWTW Travel Policy, you are acknowledging and agreeing as follows:
SWTW cannot guarantee that you will not be exposed to the COVID 19 virus or any other virus, infection or disease but will make best efforts to ensure the safety of the Client, the group, their staff and partners and the communities in which they operate. You will support this effort by respecting and abiding by all procedures, recommendations, and directions by SWTW, it’s Trip Leader, guides, contracting partners, suppliers or other representatives at all times which may include, but not be limited to:
- keeping a 2-meter distance from anyone else, if asked,
- wearing a mask or face covering, if asked,
- practicing good hand hygiene, washing or sanitizing frequently and especially after using the washroom and before eating,
If you are feeling unwell, are showing any signs or symptoms of illness, have tested positive with COVID-19 or have been in contact with someone who has (or is suspected to have) COVID-19 within 14 days prior to departure for the G’WA, you will immediately contact SWTW to inform of your change in status and will not travel nor attend the G’WA unless cleared to do so by SWTW.
If you are feeling unwell, are showing any signs or symptoms of illness, have tested positive with COVID-19 or have been in contact with someone who has (or is suspected to have) COVID-19 during the G’WA trip, you will disclose your change in status to the Trip Leader, guide or other representative and will follow their instructions. You understand and accept that, as a result, you may be:
- Required to self-isolate until such time you can be safely transported from the G’WA,
- Required to undergo testing,
- Not permitted to participate in the remainder of the G’WA,
- Required to incur additional travel expenses associated with isolation, testing and evacuation from the G’WA trip,
- Required to forfeit the remainder of the G’WA without any refund.
You understand and accept that if someone else in your SWTW travel group becomes ill, this may result in the G’WA trip being cut short for the entire group with additional travel expenses and forfeiture of the remainder of the tour without any refund.
If a Client has a complaint against SWTW, the Client must inform SWTW of the issue, in writing (email@example.com), at the earliest opportunity to allow the grievance to be rectified. If the complaint arises during a G’WA trip, the Client must first inform the SWTW Trip Leader, guide or representative at the earliest opportunity to allow the grievance to be rectified. If satisfaction is not reached, contact the SWTW office (firstname.lastname@example.org) while on tour in order that SWTW is provided the opportunity to rectify the matter.
Suppliers and Independent Contractors:
Hotels, shuttle services, excursions or other elements of a G’WA will be arranged by SWTW with local suppliers, who may themselves engage the services of local operators and/or sub-contractors. SWTW will, at all times, endeavor to appoint reputable and competent local suppliers. The terms and conditions of the suppliers will be applicable. These may limit or exclude the liability of the supplier. The liability of SWTW will not exceed that of any supplier. Local laws and regulations of the relevant country will be relevant in assessing the performance of the services of any supplier. Neither SWTW nor any carrier is liable for independent contractors. Local suppliers may also require SWTW Clients to sign their waiver directly to participate in activities in the trip itinerary.
To ensure the seamless operation of our G’WAs, SWTW needs to use personal information (such as name, address, special needs, health conditions, dietary requirements etc.) provided by Clients to SWTW, and must be able to pass on such information to other outfitters, guides, contracting partners or suppliers involved in the operation of the G’WA trip. SWTW will apply appropriate security measures to protect such personal data and will only pass on data that is reasonably necessary. By completing the SWTW Registration Form, you consent to this information being transferred and shared with third parties, as required.