1. Our contract
All bookings are made with SoFe Travel LLC (operating as The Solo Female Traveler Network). By booking a trip with us you are deemed to have agreed to these Booking Conditions (which constitutes the entire agreement between you and us) and your booking will be accepted by us on this basis. The services to be provided are those referred to in your booking confirmation invoice.
Dates are valid and itineraries are indicative only.
3. Deposit requirement
You are required to pay a non-refundable deposit for your booking to be confirmed. If your booking is made within 30 days of the departure date then the full amount is payable at the time of booking.
4. Acceptance of booking and final payments
If we accept your booking we will issue a confirmation email. A contract will exist between us from the date we issue the confirmation invoice or if you book within 30 days of departure the contract will exist when we accept your payment. Please refer to your booking confirmation for details regarding final payments. Payment of the balance of the trip price is due 30 days before the departure date. If this balance is not paid on or before the due date we reserve the right to treat your booking as cancelled.
5. 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 demand, market conditions, exchange rates, and availability. It is possible that different passengers on the same trip have been charged different prices. Your best option if you like the price you see is to book 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 booking to take advantage of a cheaper price, full cancellation conditions apply. The most up to date pricing is available on our website. We reserve the right to impose surcharges up to 30 days before departure due to unfavorable changes in exchange rates, increases in transportation costs, increases in local operator costs, taxes, or if government action should require us to do so. If any surcharge results in an increase of more than 10% of the trip price you may cancel the booking within 14 days of notification of the surcharge and obtain a full refund.
6. Your details
In order 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 provide requested details may result in additional charges or non-refundable cancellation of your trip.
7. Cancellation by the traveller
If you cancel some or all portions of your booking, cancellation fees will apply. A cancellation will only be effective when we receive written confirmation of the cancellation via email to firstname.lastname@example.org.
Deposits are non-refundable. If you cancel your booking less than 60 days before trip departure, you will receive no refund. If you cancel more than 60 days before departure, then you can transfer your balance to another trip within a year (minus the deposit).
You are strongly advised to take out cancellation insurance at the time of booking which will cover cancellation fees. If you leave a trip for any reason after it has commenced we are not obliged to make any refunds for unused services. If you fail to join a tour, join it after departure, or leave it prior to its completion, no refund will be made. The above cancellation fees are in addition to fees which may be levied by accommodation providers, travel agents or third party tour and transport operator fees.
*Antarctica has unique cancellation rules. See below:
All requests for cancellations must be received in writing. Cancellations received 90 days prior to departure are fully refunded less an administrative fee of US$1,000 per person.
From 89 days up to and including the day of departure all deposits and tariffs are forfeited. If cancellation occurs within the 89 day period and full payment has not yet been received, the full penalty will still apply and unpaid monies are due immediately.
8. Cancellation by us
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 to another Global Meetup. 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.
We may cancel an individual booking if the participant has significantly violated community standards in our membership, Facebook group, or any other service we offer. We may also cancel a booking if a participant is abusive to our staff verbally, in writing, or physically. Should we cancel, the participant forfeits costs associated with the cancelled spot at SoFe Travel LLC’s discretion. At minimus the participant will incur a $200 admin and 10% transaction fee and at maximum the entire payment will be forfeited.
9. Booking amendments
If you wish to transfer from one trip to another, you must notify us at least 60 days prior to the departure date. A fee of $300 per person per change will apply (in addition to any charges levied by hotels, ground operators, etc). If you notify us less than 60 days prior to the proposed departure date the refund policy applicable to cancellations will apply. No amendments are permitted to your booking within 14 days of departure.
The land price of your trip includes:
All accommodation in double rooms
All ground transport listed in the itinerary
Sightseeing and meals as listed in the itinerary
The services of a local tour guide as described in the itinerary
The land price of your trip does not include:
International or internal flights unless specified
Kitty as specified in the itinerary
Airport transfers, taxes and excess baggage charges unless specified
Meals other than those specified in the itinerary
Visa and passport fees
Optional activities and all personal expenses
12. Overland kitty
Not currently applicable.
13. Age & Health requirements
Minimum Age: For the majority of our trips the minimum age is 18 at the time of travel.
Maximum Age: We have no upper age limit though we remind you that our trips can be physically demanding and passengers must ensure that they are suitably fit to allow full participation.
We are able to provide details on mandatory health requirements; 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.
14. Small groups & combination trips
Our trips are guaranteed to depart once they have one fully paid traveler unless minimum group size specifically states otherwise. This means at times we can have groups with small numbers of travelers. Many of our trips are designed to fit with other departures to create a longer “combination” trip; this means that some of your group may have already been travelling together for some time when you commence your trip (this only applies to add-on trips if you do not participate in the main trip).
15. Passport and visas
You must carry a valid passport and have obtained all of 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; please refer to the Essential Trip Information for details. We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation.
16. Travel insurance
Travel insurance is mandatory for all our travelers and should be taken out at the time of booking. You must provide your travel insurance policy number and the insurance company’s 24 hour emergency contact number on the first day of your trip; you will not be able to join the trip without these details. 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.
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.
18. Change of itinerary
While we endeavor to operate all trips as described we reserve the right to change the trip itinerary. Please refer to updates sent by email before departure for the most recent updates to your itinerary.
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 in five of the itinerary.
Due to natural disaster: If natural disaster or acts of God prevent us from carrying out the itinerary, we will re-route the itinerary as best as possible for equal value. Cancellations are not permitted if we are able to re-route the tour to a similar itinerary.
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 itinerary such as visas, vaccinations or non-refundable flights.
19. Authority on tour
Our group trips are run by a group leader. The decision of the group leader is final on all matters likely to 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 direct you to leave the trip immediately, with no right of refund. We may also elect not to carry you on any future trips booked. You must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and you also agree to travel in accordance with our responsible travel guidelines.
20. Acceptance of risk
You acknowledge that the nature of the trip is sometimes 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 greater than those present in our daily lives. We use information from government foreign departments and reports from our own contacts in assessing whether the itinerary should operate. However, it is also your own responsibility to acquaint yourself with all relevant travel information and the nature of your itinerary. You acknowledge that your decision to travel is made in light of consideration of this information and you accept that you are aware of the personal risks attendant upon such travel.
21. Limitation of liability
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.
To the fullest extent permitted by law:
– any liability 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, or any breach of the Booking Conditions, is excluded;
– you release us and our officers, employees, agents and representatives from any liability and expressly waive any claims you may have against us arising out of or in connection with your participation in a trip; and
– any condition or warranty which would otherwise be implied by law into these Booking Conditions (Implied Warranty), is excluded.
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.
Any claim by you is excluded to the extent that it is for indirect or consequential loss, loss of profits or economic loss, however it arises, or for indirect, special, punitive or exemplary damages.
22. Optional activities
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 activity provider.
23. Claims & complaints
If you have a complaint about your trip please inform your group leader or our local representative at the time in order 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.
In the event that any term or condition contained in these Booking Conditions is unenforceable or void by operation of law or 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.
25. Photos and marketing
You consent to us using images of you taken during the trip for advertising and promotional purposes in any medium we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable licence to use such images for publicity and promotional purposes.
Any personal information that we collect about you may be used for any purpose associated with the operation of a trip or to send you marketing material in relation to our events and special offers. The information may be disclosed to our agents, service providers or other suppliers to enable us to operate the trip. We will never sell your information or use it for non-TSFTN related purposes.[/vc_column_text][/vc_column][/vc_row]