Agreement between User and Wanderlust Explorations, LLC, a Virginia limited liability company (the “Company”)

 

Welcome to www.wildandfree-adventures.com (the “Site”), an E-Commerce Site. The Site is comprised of various web pages operated by Wild & Free Adventures LLC (“Wild & Free Adventures”). This Site is offered to you conditioned on your acceptance, without modification of the terms, conditions, and notices contained herein (the “Terms”). Your use of the Site constitutes your agreement to all such Terms. Please read these terms carefully and keep a copy of them for your reference.

 

Applicability

 

Please carefully read these Terms and the Privacy Policy and the Legal Notice, each of which is incorporated by reference into these Terms. Please also review these Terms each time you purchase product or services from the Company as these Terms may be amended from time to time without notice. By accessing, browsing or using the Site, Application and Services through whatever platform, you hereby agree to comply with and be legally bound by these terms, irrespective of a registration or certain use or way of access. Furthermore, by accessing or using this Site, you guarantee that you have the authority to act on your behalf, or if you are using the Site on behalf of a company or entity, you guarantee you have the authority to bind that company or entity to these Terms. Additionally, by using this Site, you agree to be financially responsible for any and all services and products you purchase from the Company. By using this Site, you warrant that all information supplied by you is true, current, complete, and accurate.

 

Eligibility

 

The Services are intended solely for persons who are aged 18 years or older. Any access to or use of the Services by anyone under 18 years is expressly prohibited. By accessing or using the Services you guarantee that you are 18 years or older.

​

1. Making a Booking:

 

1.1 To make a booking, you must complete the Company’s online booking form (the “Form”). The Form must be electronically signed (or acknowledged in the appropriate place) by the person making the booking. By submitting the Form, you represent and warrant that you are authorized to make the booking and are at least 18 years of age at the time the Form is completed.

The person making the booking is responsible for all payments due to Wild & Free Adventures LLC (“Company”). Each traveler must complete a separate registration form, even if traveling together, to ensure that all participants fully understand and agree to the registration terms.

 

1.2 Once the Form is submitted, the Company will communicate using the email address provided. You agree to regularly monitor that email account for booking-related communications. The Company is not responsible for any actions or inactions resulting from your failure to review communications sent to the email address provided.

​

Changes to an original booking may require submission of a new booking form and may be subject to a $100.00 change fee, if approved. Due to the time-sensitive nature of event planning, certain changes may not be possible.

​

1.3 Availability and pricing of any trip, adventure, or event are subject to change at any time prior to written booking confirmation from the Company.

 

1.4 Traveler Responsibility: By making a booking, you acknowledge that participation in any event requires adherence to group schedules, trip guidelines, and communications. You are responsible for remaining with the group during scheduled activities and returning from free time as instructed.

The Company does not provide individualized, one-on-one guidance during group travel experiences.

​

2. Payment:

 

2.1 Total Cost: You agree to pay for all services or products purchased from the Company, including but not limited to the price of the event, adventure, or tour, as well as any applicable taxes, levies, or duties (the “Total Cost”), in accordance with the pricing terms listed on the applicable booking page.

​

Prices may be updated as necessary to reflect current costs for waitlisted participants; however, travelers who have already registered will retain the price at which they registered, unless they no longer meet any applicable discount or membership requirements.

​

2.2 Deposit: All trips offered by the Company and/or its vendors require a deposit prior to confirmation. Because each trip is unique, deposit amounts may vary and will be listed on the individual trip page.

​

Deposits are applied toward the total cost of the adventure and are non-refundable and non-transferable to another traveler or trip.

 

2.3 Interim Payments: In addition to the deposit, certain trips require additional interim payments, which will vary by trip. The Company may offer in-house payment plans for select adventures.

​

Payments received after the due date are subject to a $50.00 late fee. Failure to pay required fees may result in suspension of registration until payment is received. After three (3) late payments, any payment plan may be voided, and the remaining balance may become immediately due.

​

Failure to comply with the agreed payment schedule may result in cancellation charges or cancellation of the trip as described in Section 2.4.

 

2.4 Balance Due: 

The remaining balance after deposit and interim payments will have a due date specific to the trip purchased and will be communicated via email after registration. Reminders may not be sent.

​

If payment in full is not received by the due date, a $50.00 late fee will apply. If payment and applicable late fees remain unpaid, the Company reserves the right to cancel the trip after reasonable attempts to collect payment.

​

If the Company cancels a trip due to non-payment, a $500.00 administrative cancellation fee may be assessed to offset vendor commitments, rooming adjustments, and administrative costs incurred. Any remaining funds will be handled in accordance with the cancellation policy in effect at that time.

​

2.5 International Payments: For international payments, you are responsible for ensuring that the full invoice amount is received by the Company after all bank fees or transfer charges have been deducted.

 

3. Airline Tickets:

 

3.1 Group Airfare:  The Company may offer optional group airfare arrangements secured under a group contract with the selected airline carrier. The airline will be chosen at the Company’s discretion based on availability, routing, schedule, and cost considerations.

​

All group airfare is in economy class unless otherwise specified. Upgrades, if available, are at the traveler’s expense. Airline details will be communicated once secured prior to departure. Under group contract terms, individual tickets may be issued at airport check-in or at the gate.

​

Group airfare is secured as a block reservation. Changes, cancellations, deviations, or attempts to separate from the group itinerary may impact the entire group contract and may not be permitted. The Company cannot guarantee that individual travelers may alter, split from, or modify group airfare once secured.

​

3.2 Airline Miles & Traveler Information: The Company does not guarantee eligibility for airline miles or participation in any frequent flyer program. Travelers are responsible for managing their own mileage accounts and related benefits.

​

You agree to provide accurate and timely information required for ticketing. The Company is not responsible for errors resulting from inaccurate or incomplete information provided by the traveler.

​

3.3 Non-Refundable Airfare:  Once group airline tickets are secured and paid under contract terms, they are non-refundable and non-transferable. Any airfare portion of your trip cost becomes non-refundable at that time.

 

3.4 Flight Delays & Travel Deviations: The Company is not responsible for flight delays, cancellations, schedule changes, or actions of third-party airlines. Any deviations from the established itinerary are the sole responsibility of the traveler.

 

 

4. Passports, Visas and Health Matters:

 

4.1 Travel Documentation: You are solely responsible for obtaining and maintaining all required passports, visas, entry authorizations, and other travel documentation necessary for your trip. The Company does not control or determine documentation requirements and is not responsible for changes made by governmental authorities prior to departure.

​

Failure to obtain or maintain proper documentation may result in denial of boarding or entry. In such cases, the Company may treat the matter as a cancellation under the applicable cancellation terms.

 

 

4.3 Health & Vaccination Requirements: Health, vaccination, and entry requirements are established by governmental and national health authorities and are subject to change at any time. The Company does not set, control, or guarantee such requirements.

​

You are responsible for reviewing official government and public health sources and consulting with a licensed medical professional or travel health provider prior to departure to ensure compliance with current requirements.

 

4.4 Traveler Responsibility & Liability: It is your responsibility to ensure you are in possession of all required travel and health documentation prior to departure. The Company is not liable if you are refused transport or entry into any country due to incomplete or improper documentation.

​

You are responsible for any fines, surcharges, penalties, or additional expenses resulting from your failure to comply with documentation or health requirements. If such failure results in costs imposed upon the Company, you agree to reimburse the Company accordingly.

 

5. Cancellation by You:

 

5.1  Cancellation or Changes: You must notify the Company in writing if you or any member of your party wishes to cancel after booking confirmation has been received. The effective date of cancellation will be the date written notice is received by the Company.

You acknowledge that the Company incurs costs throughout the booking and scheduling process. Therefore, cancellation charges will apply in accordance with Section 5.2.

​

Requests to revise a booking (including room changes or airfare adjustments) must be submitted in writing and are subject to approval. Approved changes are subject to a $100.00 per person administrative change fee and may require completion of a new registration at current pricing.

 

5.2 Cancellation Charge Schedule:  Unless otherwise dictated by a third-party carrier (such as an airline or cruise line), whose refund policy may supplement this schedule, cancellation charges will apply as follows. Charges are calculated as a percentage of the Total Cost of the trip unless otherwise specified. Amendment charges are non-refundable in the event of cancellation.

 

If written notice of cancellation is received:

• 150 days or more prior to departure: Loss of initial deposit and any airline fees already paid

• 90–149 days prior to departure: 50% of Total Cost

• 51–89 days prior to departure: 60% of Total Cost

• 50 days or fewer prior to departure: 100% of Total Cost

 

If a specific trip has its own cancellation policy, that policy will control

​

5.3 Airline Payments: Any payments applied toward airline tickets become non-refundable once airline tickets have been purchased or secured under contract terms.

 

5.4 Travel insurance. The Company strongly recommends that each traveler obtain and maintain travel insurance appropriate for the trip. Travel insurance is the sole responsibility of the traveler. The Company is not responsible for securing insurance on behalf of any traveler and is not liable for costs that would otherwise have been covered by travel insurance.

​

6. Changes and Cancellation by Us:

 

6.1 Operational Changes & Minimum Participation: Trips are planned months in advance. While the Company strives to operate all trips as scheduled, we reserve the right to make corrections, modifications, or cancellations as necessary, including after bookings have been confirmed.

​

Escorted group trips require a minimum number of participants to operate. If the required minimum is not met, the Company reserves the right to cancel the trip. In such cases, you will be notified at least forty-five (45) days prior to departure.

 

6.2 Cancellation Due to External Events: If cancellation is required due to events outside the Company’s reasonable control, refunds will be issued less any unrecoverable costs, including but not limited to deposits, airline tickets, and non-refundable vendor payments.

​

The Company is not responsible for incidental or consequential expenses incurred by you, including but not limited to visa fees, vaccinations, travel insurance costs, excess insurance charges, or independently booked non-refundable flights.

​

6.3. Right to Refuse or Remove Participant: The Company reserves the right to cancel a booking or remove a participant from a trip if, in the Company’s reasonable judgment, a participant’s physical condition, conduct, or behavior may jeopardize their own safety, the safety of others, the well-being of local partners or crew, or materially impact the experience of the group.

​

In such cases, no refund shall be issued for unused services, and the participant will be responsible for any additional costs incurred.

​

7. Special Requests and Medical Conditions/Disabilities:

 

7.1 Special Requests: If you have any special request, other than for medical or disability purposes, you must advise the Company at the time of booking. While the Company will endeavor to pass reasonable requests to the relevant supplier, fulfillment of such requests cannot be guaranteed.

​

Failure to meet any special request shall not constitute a breach of contract by the Company. Confirmation that a request has been noted or passed on does not constitute confirmation that the request will be fulfilled. Unless specifically confirmed in writing, all special requests are subject to availability.

 

7.2 Conditional Bookings: The Company does not accept bookings subject to conditions precedent. All such bookings will be treated as standard bookings subject to the provisions set forth herein.

​

7.3 Medical Conditions and Accessibility:  If you or any member of your party has any medical condition, disability, or other circumstance that may affect participation in the trip or require accommodation, you must advise the Company in writing prior to booking confirmation so that the Company may assess the suitability of the arrangements.

​

You agree to promptly notify the Company if any such condition develops or changes after booking confirmation.

If the Company reasonably determines that it is unable to safely accommodate the particular needs of a participant, or if relevant information is not disclosed at the time of booking, the Company reserves the right to decline the reservation or cancel the booking.

​

Certain trips involve remote locations, rugged terrain, extended walking, hiking, altitude, or physically demanding activities. While the Company will consider reasonable accommodation requests, participation in some trips may not be suitable for all individuals. If a requested accommodation would fundamentally alter the nature of the trip or create safety concerns for the participant or group, the Company reserves the right to decline participation

 

7.4 Fitness to Participate: The Company reserves the right at any time to require the Client to produce a physician’s certificate confirming that the Client is fit to participate in the trip. Activity-specific questionnaires (including but not limited to trekking or horseback riding) may also be required.

 

7.5 Acknowledgment of Risk: By booking, you acknowledge that you understand the potential risks and hazards involved in tours of this nature, which may take place in remote or physically demanding environments. Such risks may include, without limitation, injury, illness, property loss or damage, discomfort, and inconvenience.

 

8. Itinerary Changes and Flexibility

 

8.1 General Flexibility: You acknowledge that travel requires flexibility. The itinerary provided for each trip represents the planned activities; however, routes, schedules, accommodations, amenities, and modes of transportation may be modified without prior notice due to local circumstances, safety considerations, weather, or other events.

 

8.2 Right to Modify: While the Company endeavors to operate trips as described, we reserve the right to modify the itinerary at any time. Travelers are encouraged to review the website prior to departure for the most current itinerary information.

 

8.3 Material Changes: If the Company, in its sole discretion, makes a change prior to departure that materially affects a significant portion of the itinerary (a “Material Change”), including but not limited to the loss of at least one full day of scheduled activities, the Company will notify you as soon as reasonably possible before departure.

​

8.4 Changes After Departure: The Company reserves the right to alter the itinerary after departure due to local conditions, safety concerns, weather, governmental actions, or other circumstances beyond its control.

In emergency situations requiring necessary itinerary alterations, any additional costs incurred as a result of such changes shall be the responsibility of the traveler. The Company is not responsible for incidental or consequential expenses resulting from itinerary changes, including but not limited to visa fees, vaccinations, or independently booked non-refundable flights.

 

9. Our Trip Leader:

 

9.1 Trip Leader Authority: For escorted group trips, the Company will appoint a Trip Leader to represent the Company and oversee the safe and orderly operation of the trip. You agree to accept the reasonable decisions of the Trip Leader, which may impact your itinerary or participation.

​

If your physical condition, conduct, or behavior is deemed by the Trip Leader to jeopardize your own safety, the safety of others, or the overall group experience, you may be removed from the trip without refund and will be responsible for any additional expenses incurred.

​

9.2 Contracted Vendors and Local Guides: The Company may contract with third-party vendors, local guides, or licensed operators to provide certain services that the Company does not directly provide. In such instances, those vendors operate under their own professional guidelines and safety protocols, which must be followed.

​

Certain activities (including but not limited to high-altitude trekking, mountaineering, or licensed guided excursions) may require adherence to the direction of the contracted guide. The Company works in coordination with such vendors but is not responsible for their independent operational decisions.

​

Participants are expected to maintain the physical ability required to keep pace with the group for safety purposes. The Company does not provide dedicated “sweep” or individualized support unless expressly stated. Where applicable, local vendors may assign their own personnel at their discretion.

​

Please refer to the Responsible Traveler provisions for additional expectations.

​

10. Photography Disclaimer: By attending any event, trip, or function organized by the Company, you grant the Company permission, without compensation, to capture and use photographs, video, and digital images of you taken during the trip.

You grant the Company a perpetual, worldwide, royalty-free license to use such images for promotional, marketing, advertising, social media, website content, and other commercial or informational purposes in any media format, now known or hereafter developed.

You waive any right to inspect or approve the finished materials in which your image appears.

 

11. Release of Liability, Assumption of Risk and Indemnification Agreement

 

11.1 Third-Party Providers: The Company contracts with independent companies, vendors, government agencies, and individuals to assist in operating trips and acts as an agent for such third parties. The Company is not responsible for the acts, omissions, or negligence of any third party.

​

11.2 Indemnification, Hold Harmless, and Defense:  You agree to INDEMNIFY, DEFEND, AND HOLD HARMLESS Wild & Free Adventures LLC, its owners, employees, contractors, volunteers, and agents (collectively, the “Released Parties”) from and against any and all liabilities, claims, causes of action, demands, damages, losses, settlements, and expenses (including reasonable attorneys’ fees) arising from or related to your acts or omissions during or in connection with the Trip, including your own negligence.

​

This indemnification obligation shall survive the completion of the Trip and shall be binding upon your estate and personal representatives.

 

11.3 Waiver and Release of Liability:  You hereby WAIVE AND RELEASE all claims, liabilities, causes of action, and demands against the Released Parties for any injury, death, loss, or damage (whether foreseen or unforeseen) arising out of or related to participation in the Trip.

​

This release includes claims based on the negligence of the Released Parties and claims involving inherently dangerous or abnormal activities.

​

This release does not extend to claims for gross negligence, willful misconduct, or other liabilities that cannot be waived under applicable Virginia law.

​

You further agree NOT TO SUE or assert any claim against the Released Parties for injury, death, loss, or harm arising from participation in the Trip.

 

11.4 Assumption of Risks:  You acknowledge that participation in the Trip involves inherent risks, including but not limited to physical injury, illness, death, property damage, travel delays, remote locations, unpredictable terrain, weather conditions, and actions of third parties.

​

You voluntarily and knowingly assume all such risks, including risks arising from the negligence of the Company, its employees, contractors, volunteers, and other participants.

 

11.5 Limitation of Liability: To the extent that any implied warranty or liability cannot be lawfully excluded, the Company’s liability shall be limited, at its sole discretion, to either:

​

(i) the provision of a comparable trip of equivalent value; or
(ii) a refund of the total amount paid by you to the Company in connection with the booking.

 

11.6 Medical Disclaimer: The Company does not provide medical care beyond basic first aid. You are responsible for all medical expenses, evacuation costs, and related charges incurred during the Trip.

​

In consideration for being permitted to participate in the Trip, you acknowledge and agree to the terms set forth in this Section.

 

12. Construction of Agreement

 

Upon booking a trip and receiving confirmation of your booking, these Terms become a legally binding agreement between you and Wild & Free Adventures LLC (the “Company”).

​

The following provisions apply to the interpretation and enforcement of this Agreement:

​

a. Modification. This Agreement may not be modified, amended, superseded, canceled, or revoked, in whole or in part, except in a written agreement signed by both parties.

​

b. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia.

​

c. Venue. Any claim, suit, action, or proceeding arising out of or related to this Agreement shall be brought exclusively in the state courts located in Chesapeake, Virginia, or in the United States District Court for the Eastern District of Virginia, Norfolk Division.

​

d. Severability. If any provision of this Agreement is found to be illegal, invalid, or unenforceable by a court of competent jurisdiction, that provision shall be severed, and the remainder of the Agreement shall remain in full force and effect to the maximum extent permitted by law.

​

e. Assignment. This Agreement is personal to you and may not be assigned without the prior written consent of the Company.

 

13. Cost of Enforcement

 

In any adversarial proceeding arising out of this Agreement, the prevailing party will be entitled to recover from the other party, in addition to any other relief awarded, all expenses incurred in such proceedings, including reasonable attorneys’ fees and court costs. The “prevailing party” means the party in whose favor a judgment, decree, or final order is entered.

You warrant that you have read and understand this Agreement and acknowledge that you have had a full and fair opportunity to consult with an attorney prior to entering into this Agreement, and that you have either done so or voluntarily waived that right.

You further understand that you are financially responsible for any and all charges incurred if your account is sent to collections, including court costs and attorneys’ fees.

 

14. Changes to Terms

 

Wild & Free Adventures LLC reserves the right, in its sole discretion, to modify the Terms under which its services are offered. The most current version of the Terms will supersede all previous versions. You are encouraged to review the Terms periodically to remain informed of updates.

 

15. Contact Us

 

Wild & Free Adventures LLC welcomes your questions or comments regarding these Terms:

Wild & Free Adventures LLC
824 Shetland Drive
Chesapeake, VA 23322

​

Email: Jeanne@wildandfree-adventures.com

​

Updated February 17, 2026

​