Terms & Conditions

Effective date: October 18, 2026

These Terms & Conditions are provided by WanderWise LLC, an independent travel advisor and independent member of Envoyage, a host travel agency. Contact: Amanda Cahill, Amanda.Cahill@Envoyage.com, (518) 545-4584. Mailing address: WanderWise LLC, 54 State Street, Ste 804 #10356, Albany, NY 12207 USA.

These Terms & Conditions (the Agreement) apply to travel planning, booking, and related services provided by WanderWise LLC (WanderWise, we, us, or our) to each client, traveler, cardholder, and person on whose behalf services are requested (you or Traveler).

A quote is not a reservation. Prices, space, promotions, and supplier terms may change until the Supplier confirms the booking and required payment is received.

1. Acceptance, Incorporated Documents, and Order of Control

You accept this Agreement by signing electronically or in writing, authorizing a booking, making a deposit or other payment, or instructing WanderWise in writing to proceed. Each adult Traveler accepts for themselves. The person making a Booking must be at least 18 years old. A person acting for another Traveler represents that they are authorized to do so and will provide these terms to that Traveler.

Your proposal, invoice, itinerary, payment authorization, professional fee agreement, insurance documents, and each Supplier’s terms are incorporated by reference. If terms conflict, applicable law controls first; Supplier terms control the Supplier’s travel service; trip-specific WanderWise documents control the scope and price of our professional services; and this Agreement controls all remaining matters.

2. Definitions

  • Booking: a travel arrangement confirmed by a Supplier.
  • Envoyage: Flight Centre Travel Group (USA) Inc dba Envoyage, the host travel agency of which WanderWise is an independent member.
  • Group Leader: a person designated to coordinate communications for a group.
  • Merchant of Record: the Supplier or Envoyage that charges your payment card for a travel service and appears on your card statement.
  • Supplier: any independent airline, cruise line, tour or expedition operator, hotel, rail company, ground operator, insurer, payment processor, or other provider.
  • Professional Fee: a fee for WanderWise planning, research, booking, support, or administrative services. Professional Fees are non-refundable except where required by law or expressly agreed in writing.
  • Force Majeure Event: an event beyond reasonable control, including severe weather, natural disaster, epidemic or pandemic, war, terrorism, civil unrest, labor action, government order, border closure, cyber incident, transportation disruption, or Supplier insolvency.

3. WanderWise’s Role and Scope of Services

WanderWise provides professional travel advice, itinerary design, booking facilitation, documentation support, and reasonable assistance before and during travel as described in your engagement or proposal. We may provide general information about entry requirements, health resources, travel protection, and accessibility, but we do not provide legal, medical, immigration, insurance, tax, or financial advice.

Unless expressly included in writing, our services do not include independently booked components, passport or visa applications, baggage charges, airport or local transfers, resort or destination fees, gratuities, meals, parking, communications charges, or personal expenses.

WanderWise is an intermediary for independent Suppliers and does not own, operate, manage, or control them. Suppliers are responsible for their own services, personnel, schedules, equipment, safety standards, and acts or omissions. International conventions, such as the Montreal Convention for air travel and the Athens Convention for travel by sea, and Supplier terms may limit a Supplier’s liability. We will advocate for you when a problem arises but cannot compel a Supplier to provide a particular remedy.

3.1 Availability and Support

Support is provided on a reasonable-efforts basis through the contact methods and hours communicated for your trip. References to real-time or in-travel support do not promise continuous monitoring or 24-hour availability. For an immediate safety, medical, or security emergency, contact local emergency services, the Supplier, your insurer’s assistance line, and the nearest embassy or consulate as appropriate.

3.2 Our Relationship with Envoyage

WanderWise LLC is an independent travel advisor and an independent member of Envoyage, a host travel agency. WanderWise is an independent contractor and cannot make commitments on Envoyage’s behalf. Bookings may be made through Envoyage’s supplier agreements and booking credentials. WanderWise does not charge your payment card: card payments for travel are charged directly by the Supplier or by Envoyage, which will appear as the Merchant of Record on your statement. WanderWise is solely responsible for its own professional services and Professional Fees.

4. Professional Fees, Pricing, and Compensation

4.1 Planning Fees

Unless a written engagement or invoice states otherwise, WanderWise’s current base planning fees (Professional Fees) are charged per trip:

  • $125 per trip for up to two initial supplier-based quotes, such as an all-inclusive resort, cruise, or packaged tour.
  • $200 per trip for one tailor-made itinerary, such as a customized independent or small-group journey.

Professional Fees compensate WanderWise for time and expertise, are earned when paid, do not reduce the trip price, and are non-refundable except where required by law or expressly agreed in writing. They are paid to WanderWise as stated on your WanderWise invoice. Additional research, rebooking, cancellation, change, rush, or after-hours service fees may apply only when disclosed before the related service is performed.

4.2 Quotes and Currency

Quoted prices are based on the information available when issued and may change before confirmation. Prices may be affected by currency conversion, taxes, fuel or port charges, Supplier repricing, payment method, and exchange rates set by your card issuer. WanderWise is not responsible for foreign transaction fees or exchange-rate differences. We may correct obvious pricing or content errors in a quote or proposal before a Booking is confirmed.

4.3 Supplier Compensation

WanderWise may receive commissions, overrides, marketing support, or other compensation from Suppliers or industry partners. Such compensation does not change the price unless disclosed, and no Supplier payment guarantees that a recommended option will be suitable for every Traveler.

5. Deposits, Payments, and Card Authorization

Supplier deposit and final-payment rules vary. The amounts and deadlines shown on your invoice, proposal, or Supplier confirmation control. Payment is not complete until cleared and accepted by the Merchant of Record. If a payment is late, a Supplier may cancel the Booking, remove promotions, reprice it, or impose penalties without further notice. WanderWise is not responsible for a missed deadline when accurate notice was sent to the contact information you provided.

Payment methods are those listed on the applicable invoice or authorization. WanderWise does not charge client payment cards. Card payments for travel are charged directly by the Supplier or by Envoyage as the Merchant of Record, and any permitted processing fee will be disclosed before payment. By authorizing a charge, the cardholder approves the stated amount to the Merchant of Record and confirms authority to use the payment method.

6. Traveler Information and Review of Documents

You must provide complete, accurate, and timely legal names, dates of birth, citizenship, gender markers where required, contact information, loyalty numbers, and other booking data. Names must match the government-issued identification that will be used for travel. You are responsible for costs, denied boarding, or losses caused by inaccurate or late information.

Review every invoice, confirmation, itinerary, ticket, and insurance document promptly. Report an error in writing within 24 hours of receipt, or sooner if a ticketing or Supplier deadline requires. WanderWise will seek correction, but Supplier fees, fare increases, or loss of space may apply.

7. Cancellations, Changes, No-Shows, and Refunds

7.1 How to Cancel

Cancellation and change requests must be sent to WanderWise in writing at Amanda.Cahill@Envoyage.com. A request is effective when we receive it during business hours (Monday to Friday 10 AM to 6 PM and Saturday 10 AM to 2 PM, Eastern Time); a request received outside those hours is effective when business hours next begin. We will confirm receipt within one business day. Supplier penalties and deadlines apply based on the effective time of cancellation. If a Supplier deadline is close, please also call (518) 545-4584.

  • More than 60 days before departure: Supplier penalty per Supplier terms; WanderWise cancellation fee $0.
  • 30 to 60 days before departure: Supplier penalty per Supplier terms; WanderWise cancellation fee $50 per booking.
  • Less than 30 days before departure: Supplier penalty per Supplier terms; WanderWise cancellation fee $100 per booking.

The schedule above states WanderWise’s base cancellation fee only, charged per booking; it is separate from Professional Fees already paid. Supplier penalties may be up to 100% from the time of booking, and insurance premiums or other items may be non-refundable. A trip-specific agreement may state different WanderWise fees.

7.2 Changes and No-Shows

Changes are subject to availability, Supplier terms, price differences, and any disclosed WanderWise service fee. A no-show, late arrival, early departure, or voluntary decision not to use a confirmed service normally receives no refund. Changes to one component may affect the price or validity of other components.

7.3 Refunds and Credits

Refunds and credits are governed by applicable law and the responsible Supplier’s terms. WanderWise is not required to refund money it did not receive or does not control. When a refund is due, the Merchant of Record is generally responsible for issuing it. Timing may depend on the Supplier and payment processor. Credits may have expiration dates, name restrictions, or other conditions.

8. Billing Questions and Charge Disputes

If you believe a charge or invoice is incorrect, contact WanderWise promptly so we can investigate and, when appropriate, coordinate with the Supplier or Merchant of Record. Nothing in this Agreement waives any non-waivable right to dispute a billing error, unauthorized charge, or failure to provide contracted services under applicable law or your cardholder agreement. Knowingly filing a false or misleading payment dispute may make you responsible for resulting losses and reasonable recovery costs to the extent permitted by law.

9. Air, Rail, Cruise, and Other Transportation

Schedules, routes, aircraft or vessel assignments, ports, terminals, equipment, and seat assignments can change. Seat requests, adjacent seating, upgrades, accessibility equipment, loyalty benefits, and special services are requests unless the Supplier confirms them. You are responsible for check-in, reconfirmation when required, baggage limits and fees, security requirements, and arriving by the Supplier’s deadline.

Separate tickets or independently booked components may not be protected when a delay causes a missed connection. Unless WanderWise expressly agrees otherwise in writing, you accept the connection time and self-transfer risks shown in your itinerary.

10. Passports, Visas, Entry Rules, and Legal Compliance

Each Traveler is solely responsible for obtaining and carrying required passports, visas, electronic travel authorizations, permits, parental consents, vaccination or testing records, and acceptable identification. Requirements depend on destination, transit points, citizenship, residency, age, and personal circumstances and may change without notice. Some destinations require passport validity beyond travel dates, often six months, but the exact rule must be verified for the itinerary.

Travelers must review current information from the relevant government authorities and Suppliers, such as the U.S. Department of State (travel.state.gov, including its Smart Traveler Enrollment Program) and the CDC’s Travelers’ Health pages (wwwnc.cdc.gov/travel). Criminal history, prior immigration issues, family status, or other circumstances may affect admissibility. WanderWise cannot determine eligibility to enter a country and is not responsible for denial of entry, boarding, or travel caused by missing or inadequate documents. Travelers must obey local laws and Supplier rules.

11. Health, Mobility, Accessibility, and Special Requests

Tell WanderWise before booking about mobility, accessibility, dietary, medical, pregnancy, cognitive, sensory, or other needs that may affect travel. We will communicate reasonable requests but cannot guarantee accommodation unless the Supplier confirms it. Some destinations, vessels, vehicles, and historic properties have limited accessibility. Travelers are responsible for determining, with qualified medical advice where appropriate, whether an itinerary is suitable and for obtaining required medications, medical clearances, and assistance.

A Supplier may require a medical form, fitness certification, or capable travel companion and may deny participation when it reasonably believes a Traveler cannot safely participate or would materially affect the group. WanderWise is not a medical provider and does not evaluate fitness to travel.

12. Travel Protection

WanderWise strongly recommends comprehensive travel protection appropriate to the trip, including trip cancellation and interruption, emergency medical care and evacuation, baggage, delay, and Supplier default coverage where available. Some benefits, including pre-existing condition waivers or cancel-for-any-reason coverage, may be time-sensitive or unavailable.

WanderWise is not an insurer and does not decide claims or guarantee coverage. The policy wording, exclusions, limits, and insurer’s determination control. If you decline recommended coverage, you accept the financial risks of cancellation, interruption, illness, evacuation, delay, lost baggage, and other uninsured events. Many expedition Suppliers require emergency medical evacuation coverage, and declining travel protection may make you ineligible to sail or participate. Please record your decision to purchase or decline coverage on the acknowledgment provided with your proposal.

13. Expedition and Adventure Travel

Expedition, polar, wildlife, remote, active, and small-group travel involves uncertainty and elevated risks, including rough terrain or seas, ice, altitude, wildlife encounters, limited communications, delayed evacuation, changing weather, and restricted medical facilities. Landings, wildlife sightings, routes, ports, and activities are never guaranteed. The captain, expedition leader, guide, or Supplier may alter or cancel any activity for safety, environmental, regulatory, or operational reasons. Traveler cooperation with safety instructions is mandatory.

13.1 Assumption of Risk, Evacuation, and Environmental Rules

You understand that polar and expedition travel involves inherent risks, including extreme cold, rough seas such as the Drake Passage, small-boat (Zodiac) landings, wildlife including polar bears, and limited communications, and you voluntarily accept these risks. Medical care may be days away, and evacuation by ship or aircraft may be delayed by weather and can cost tens or hundreds of thousands of dollars. You are responsible for the cost of any search, rescue, medical evacuation, or repatriation that your insurance does not cover.

Routes, landings, and activities are decided by the Supplier, captain, or expedition leader and may change or be cancelled for weather, ice, safety, wildlife, or regulatory reasons, normally without refund. Suppliers may require their own release or waiver, medical forms, minimum fitness or age, and proof of emergency medical evacuation insurance as required by your operator, and may deny boarding without them. You agree to follow Supplier rules, IAATO guidelines in Antarctica, AECO guidelines in the Arctic, and local environmental and biosecurity rules.

14. Groups and Group Leaders

Every adult group participant must accept these terms and the applicable Supplier terms. A Group Leader may coordinate information but may not waive another Traveler’s rights or obligations without written authority. Group pricing, amenities, or complimentary benefits may depend on minimum participation and can change if the group size or room mix changes. Unless confirmed otherwise, each Traveler remains responsible for their own information, payments, documents, insurance decision, and conduct.

15. Traveler Conduct

Travelers must act lawfully and treat WanderWise personnel, Suppliers, local communities, and fellow travelers with respect. Harassment, threats, abusive conduct, unsafe behavior, or refusal to follow reasonable safety or Supplier instructions may result in termination of services or removal from an activity without refund, subject to applicable law. The Traveler is responsible for resulting costs.

16. Force Majeure and Supplier Changes

WanderWise is not liable for delay, change, cancellation, or inability to perform caused by a Force Majeure Event. We will make reasonable efforts to communicate known changes and assist with available alternatives, refunds, or credits, but cannot guarantee a specific outcome or advance funds on a Supplier’s behalf. Supplier and insurance terms govern the financial consequences. Your payment obligations for work already performed and non-refundable Supplier charges remain due.

17. Limitation of Liability and Indemnification

To the maximum extent permitted by law, WanderWise is not liable for an independent Supplier’s acts or omissions or for indirect, incidental, special, exemplary, or consequential damages. WanderWise’s aggregate liability for a claim arising from its own services will not exceed the total compensation WanderWise received for the affected Booking, including Professional Fees and its share of any commission. These limits do not apply to gross negligence, willful misconduct, fraud, or rights that cannot legally be limited.

To the extent permitted by law, you agree to reimburse and hold WanderWise harmless from third-party claims, penalties, or losses caused by your material breach of this Agreement, unlawful conduct, negligence, or knowingly inaccurate information. This obligation does not apply to the extent a loss was caused by WanderWise’s own negligence or misconduct.

18. Complaints and Dispute Resolution

18.1 Informal Resolution

Send a written description of any dispute, supporting documents, and the requested resolution within a reasonable time after discovery. Both parties will first attempt in good faith to resolve the matter directly.

18.2 Mediation and Courts

If a dispute is not resolved informally, the parties will attempt non-binding mediation in Columbia County, New York, or remotely by agreement, before filing a lawsuit. Either party may instead bring an eligible individual claim in small claims court. Any other dispute will be resolved in the state or federal courts serving Columbia County, New York, and the parties consent to the jurisdiction of those courts.

18.3 Governing Law

New York law governs this Agreement, without regard to conflict-of-law principles, subject to applicable federal law and any consumer protection that cannot be waived. Each party bears its own legal fees unless a law, rule, or court order provides otherwise.

19. Intellectual Property, Reviews, and Media

WanderWise retains ownership of its original proposals, itinerary designs, templates, written content, and other materials, excluding Supplier content and your personal information. You may use materials for your booked trip but may not commercially reproduce or distribute them without written permission. WanderWise will use your image, testimonial, or identifiable trip story for marketing only with your affirmative consent. You may withdraw future media consent by contacting us; withdrawal does not require removal of materials already lawfully printed or distributed.

20. Electronic Communications and Notices

You consent to receive booking and service communications electronically at the email address or phone number provided. You must keep contact information current and monitor messages before and during travel. Electronic signatures and records may be used to the extent permitted by law. Marketing communications are optional and include an unsubscribe method.

Formal notices to WanderWise must be sent to Amanda.Cahill@Envoyage.com and, when postal notice is required, to WanderWise LLC, 54 State Street, Ste 804 #10356, Albany, NY 12207 USA. You may also reach us at (518) 545-4584 or polartravelbywanderwise.com.

21. Termination

Either party may terminate the professional relationship for a material breach that is not cured within a reasonable period after written notice, when cure is possible. WanderWise may suspend or terminate immediately for threats, abuse, fraud, unlawful requests, nonpayment, or conduct creating a safety risk. Termination does not cancel a Supplier booking unless separately requested and confirmed, and accrued fees and Supplier obligations survive.

22. Severability, No Waiver, Assignment, Survival, and Entire Agreement

If a provision is held unenforceable, it will be narrowed or removed only to the extent necessary and the remainder will continue. Failure to enforce a provision is not a waiver. You may not transfer a Booking or assign this Agreement unless the Supplier and WanderWise approve in writing. The sections on fees, payments, liability, indemnity, and disputes survive the end of our relationship. This Agreement and the incorporated documents are the entire agreement about the covered services and replace prior discussions on the same subject.

23. Updates

The version accepted when a Booking is authorized governs that Booking unless a later change is required by law or agreed in writing. Updated terms may apply to future services after notice. Keep the version provided with your records; the effective date identifies it.

24. Seller of Travel Information

WanderWise sells travel as an independent member of Envoyage. Our host agency, Flight Centre Travel Group (USA) Inc dba Envoyage, is a registered seller of travel in the following states:

  • California: CST 2088177. Registration as a seller of travel does not constitute approval by the State of California.
  • Florida: ST37220
  • Washington: UBI 603034074

25. Acknowledgment

By signing, electronically accepting, authorizing a Booking, or making payment after receiving these terms, you acknowledge that you have read, understood, and accepted this Agreement and the incorporated documents.