Terms & Conditions

Deposits, Final Payments & Cancellation Penalties:

*Deposits are due at the time of booking. Bookings without deposit will automatically be cancelled after 24 hours.

*If final payment is not received by the due date, the file will be cancelled, and the deposit forfeited.

*It is strongly recommended that all travellers purchase sufficient insurance (ex. emergency medical, cancellation/ interruption, delay, and baggage to ensure coverage for any unexpected situations.)

Luggage

Due to limited motorcoach capacity and weight restrictions, the single checked bag should not exceed 30 × 21 × 11 in and 50 lb (approx. 76 × 53 × 28 cm, 23 kg). Stricter allowances may apply for other transportation (e.g., safari vehicles, certain flights, and cruises); please check with those carriers directly.

Hand luggage must not exceed 12 × 11 × 6 in (approx. 30 × 28 × 15 cm) and should be soft‑sided (backpack or tote) to fit in smaller motorcoach overhead compartments.
For security, we recommend listing only your name, email, and contact number on luggage tags (not your physical address). Label hand luggage as well.

All personal belongings and luggage are carried at the owner’s risk throughout travel. Baggage insurance is recommended.

WWT is not responsible for additional airline fees. Regulations at many airports require travellers to handle their own luggage. We cannot accept a second suitcase, or any luggage exceeding these limits.

Fuel Surcharges
Fuel surcharges shown or included in pricing are accurate at time of publish but are subject to change up until departure.

Flight Arrangements

Group airfare, when offered, is optional. Airlines assign a generic block of seats for the group; individual seat selection is not permitted until 24 hours prior to departure or at airport check‑in, and you may not be seated with your travel companion.
Flight services are subject to conditions imposed by law and third‑party suppliers. Liability is limited by the airline’s tariffs, conditions of carriage, and applicable international conventions and arrangements. WWT does not assume responsibility for schedule changes or additional costs incurred due to flight delays.
All flight times, airlines, and aircraft types are subject to change without notice. It is the traveller’s responsibility to reconfirm flight times directly with the airline within 12 hours prior to departure.
Frequent flyer miles cannot be used for upgrades or payment through WWT. Please add your frequent flyer number at check‑in. WWT is not responsible for frequent flyer program matters.

Travellers Requiring Special Assistance
You must report any disability or condition requiring special attention at the time of booking. WWT will make reasonable efforts to accommodate special needs. Travellers requiring assistance must be accompanied by a companion who is capable of and responsible for providing that assistance. Neither WWT, its personnel, nor suppliers can physically lift or assist clients into transportation vehicles. If you think assistance may be required, please contact WWT to discuss what may be reasonably provided. WWT cannot provide special individual assistance with walking, dining, or other routine activities.

Accommodations
Every effort has been made to reserve non-smoking rooms with two beds; however, on some occasions, rooms with 1 bed may be the only option available. These rooms will be allocated for solo travellers and couples first; other rooms may feature a single bed with a rollaway bed or sleeper sofa.

Special room requests must be made at the time of the booking. Requests and changes will not be accepted within 30 days of departure and are based on availability at time of check-in, therefore cannot be guaranteed. WestWorld Tours will do our best to accommodate requests, however we cannot be held responsible for requests not realized.

Although rare, substitute accommodation may be used. We attempt to use those of similar standards. Hotel Frequent Traveller program points are not earned on WestWorld Tours.

Please note that hotel room sizes, standards, facilities, and services provided may vary from country to country and region to region and are often local in style.

Itinerary
All WestWorld Tours are escorted by a professional WestWorld Tour Director, English‑speaking local guides, and licensed drivers.
Itinerary changes may occur without prior notice due to unforeseen circumstances, operational requirements, or to protect the health and safety of our guests. Any changes are at the sole discretion of WestWorld Tours (“WWT”), its Tour Directors, or our local suppliers.

Solo Travellers
A limited number of solo traveller spaces are available on each tour. If available, solo rates are at an additional cost as indicated. If you are travelling solo and wish to share a room, we will attempt to match you with a roommate; however, this cannot be guaranteed, and WWT will not be responsible or liable for any claims or issues arising out of roommate pairing. If a single room is utilized due to the unavailability of a roommate, or due to a roommate’s cancellation, the single supplement will be charged.

For Your Comfort
Smoking (including e-cigarettes), alcohol, and cannabis are not permitted on the motorcoach. Regular comfort stops are made on travelling days. Many hotels, restaurants, trains, cruises and other venues are 100% smoke free.

Seats are rotated onboard the coach at the Tour Director’s discretion. To ensure fairness, no exceptions will be made. Triples and solo travellers are not guaranteed a seat to themselves.

Cell Phone/Electronic Devices Etiquette Policy
To ensure a comfortable and enjoyable experience for all guests:

• Please use headphones when listening to music, videos, or any audio on your device while on the bus or other tour transportation.
• Voice calls are not permitted on the bus or tour vehicles, similar to airline policies.
• Please keep devices on silent or vibrate to minimize disruptions.

Thank you for helping create a pleasant travel environment for everyone!

Errors
Every effort is made to ensure the accuracy of our brochures, website, and itineraries; however, errors may occur and all information is subject to change. In the case of computer or human billing errors, we reserve the right to re‑invoice guests and their travel consultants with correct billing.

Photos
Staff and passengers may take photos and videos that are used for promotion and advertising. Please inform your Tour Director if you do not wish to be included in any photos; otherwise, we will assume you have granted us the right to use your image.

Not Included

• Gratuities for Tour Director and Driver are voluntary and should be extended on an individual basis; not as a group.
  • Cruise gratuities not included unless otherwise specified.
• Meals other than those listed on the itinerary.
• Personal expenses.
• Extra costs incurred due to delays or interruptions caused by weather or other circumstances beyond our control.
• Any product or service not specifically stated as included in any WestWorld Tours documents, printed or digital.
• Travel Insurance
   

Tour Operator’s Responsibility
On your behalf, WWT arranges airlines, hotels, transfer companies, baggage handlers, local partners, and other independent suppliers to provide the services you have purchased. WWT exercises due care in selecting these companies, with particular attention to their reputation and reliability. However, WWT does not control these suppliers and cannot be held liable for their performance or lack thereof.

Accordingly, WWT shall not be responsible for any injury, loss, or damage—whether mental, emotional, or physical—resulting from any error, omission, or negligence of any company or person, agent, employee, or subcontractor supplying services as part of your WWT vacation.

WWT as tour operator (and/or its staff) does not assume responsibility for any claims, losses, damages, costs, or expenses arising out of personal injury or death, loss of enjoyment, upset, disappointment, illness, distress, or frustration—whether physical, emotional, or mental—resulting from or arising out of any of the following:

1. Any negligent act or omission by airlines, transportation companies, coach operators, hotels/resorts, or other suppliers or their personnel, or any company or person;
2. Government actions, weather, equipment failure, labour disputes, sickness, theft, or any other cause beyond our control;
3. The need for WWT to change itineraries or substitute accommodation or services, provided efforts are made to supply comparable services and accommodation.

WWT shall not be responsible for any delay, inconvenience, injury, accident, expense, or loss regardless of cause. Insurance is strongly recommended.

WWT reserves the right to cancel any departure due to insufficient reservations up to eight (8) weeks before departure. If a trip fails to satisfy minimum numbers, passengers may be offered alternative tours, a full refund, or full credit towards a future WWT tour.

WWT will not be responsible for any costs or penalties relating to air transport or other services due to tour cancellation.

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