Payment Policy

To confirm your place on a tour, a 20% non-refundable deposit is required at the time of booking and must be submitted through our website.

Final Payment Schedule

Final payment timelines are as follows:

For tours with a total cost over $6,500, the remaining balance will be split into two invoices, according to the schedule above.

Participants will receive invoices via email. Please refer to the individual tour page for any modified payment timelines.

Custom payment plans are available upon request and must be approved in writing.

Late Payments

Failure to make payment by the stated due date may result in the forfeiture of your spot on the tour and all payments made to date, unless prior arrangements have been approved in writing.

Cancellation Policy

Deposits

The initial 20% deposit is fully refundable up to:

• 150 days prior to departure for domestic tours, or
  
  
• 240 days prior to departure for international tours,
  or before the first installment is due, as specified in the tour listing.
  
  

After that time, the deposit becomes refundable only if Women in Wildlife Photography LLC (WIWP) is able to fill your spot at the full advertised price.

Payments Beyond the Deposit

All additional payments are refundable only if your space is filled at full price. In such cases, you may choose between a refund (less fees) or a credit toward a future tour. Credits must be used within 24 months and are non-transferable.

Single supplements are non-refundable unless the replacement also books a single room.

All refunds and credits incur a 15% processing fee.

Written Notice Required

All cancellations must be submitted in writing (email is acceptable) and are effective as of the date received by WIWP.

Non-Participation, No-Shows, and Early Departures

No refunds will be issued for participants who:

• Do not attend the tour,
  
  
• Arrive late,
  
  
• Or leave early for any reason.
  
  

WIWP is not responsible for refunding any costs related to non-refundable airfare, personal expenses, or missed activities.

Tour Cancellations and Changes

Tour Cancellation by WIWP

If WIWP cancels a tour due to insufficient enrollment, all monies paid will be refunded in full.

If a tour is cancelled due to events beyond our control—including but not limited to:

• Acts of God or government,
  
  
• Natural disasters,
  
  
• Political unrest or terrorism,
  
  
• Pandemic-related disruptions,
  
  
• Civil unrest, or
  
  
• Any circumstance that makes operation of the tour unsafe or impossible,
  
  

no refunds will be issued, though WIWP will make reasonable efforts to apply your payments toward a future tour.

Tour Postponement or Changes

In the event a tour is rescheduled or the itinerary is modified for any of the reasons above, no refunds will be provided. Payments may be transferred to a future date or alternate tour at WIWP’s discretion.

Minimum Group Size

WIWP reserves the right to cancel any tour if the minimum number of participants is not met. In such cases, a full refund will be issued.

Tour Leader Replacement

If a scheduled tour leader becomes unavailable, WIWP reserves the right to substitute another experienced and qualified leader. This does not constitute grounds for cancellation or refund.

Travel Insurance Requirement

Travel Insurance is required for all international (and some remote) tours. However, WIWP strongly recommends that all participants purchase comprehensive travel insurance for every tour that includes:

• Trip cancellation
  
  
• Emergency medical coverage
  
  
• Travel delay
  
  
• Baggage loss or delay, and
  
  
• “Cancel for any reason” protection.

• Medical evacuation (only necessary for international tours)

WIWP is not responsible for any losses incurred due to cancellation, delay, or interruption, including non-refundable flights or personal expenses.

Health & Fitness Acknowledgment

By registering for a tour, participants confirm that they are physically and mentally fit for group travel, which may include:

• Early mornings and long field days,
  
  
• Hiking, off-road vehicle travel, or exposure to remote locations,
  
  
• Limited medical facilities.
  
  

Participants are required to disclose any health conditions on the registration form to help us assess suitability for the tour. Please review the “Activity Level” section in each tour description for specific physical requirements.

Requests for medical accommodations must be made at the time of registration. While WIWP will make every reasonable effort to accommodate special needs, we reserve the right to decline requests that are not feasible or would significantly impact the group experience.

Code of Conduct

To foster a respectful and enjoyable experience, all participants are expected to abide by the following standards of behavior:

1. Respect for Tour Leaders and Staff

• Follow instructions from tour leaders, guides, and staff.
  
  
• Disrespect, refusal to follow directions, or disruptive behavior will not be tolerated.
  
  

2. Respect for Fellow Participants

• Treat others with kindness and professionalism.
  
  
• Avoid monopolizing the guide’s time or disrupting others’ photography.
  
  
• Harassment, discrimination, or bullying will result in removal from the tour.
  
  

3. Group Etiquette and Safety

• Be punctual and ready for scheduled activities.
  
  
• Comply with all safety protocols.
  
  
• Respect local customs, wildlife, and communities.
  
  

4. Alcohol and Substance Use

• Responsible alcohol consumption is permitted in appropriate settings.
  
  
• Intoxicated, inappropriate, or disruptive behavior is grounds for dismissal.
  
  
• Illegal drug use is strictly prohibited.
  
  

5. Consequences for Misconduct

Any violation of this Code of Conduct may result in immediate removal from the tour at the participant’s own expense. In such cases, no refunds will be provided for any unused portion of the tour.

By registering for a WIWP tour, participants agree to all terms outlined in this Payment Policy, Cancellation Policy, and Code of Conduct