Important Guest Information Form - Vibrant Women Travel

Please complete all fields with *Asterisk

**It is best not to use your phone to complete this form as sometimes it is not compatible, especially with iPhones.

Important Guest Information

Name as stated on passport*
First Last
Which Tour/s are you attending?
Contact Person To Reach In Case Of Emergency*
Phone number of emergency contact*
Name of Travel Insurance Provider: (Please do not send us your insurance policy we only require the information below)*
We are unable to give specific advice on travel insurance as each individual has different requirements and travel insurance providers offer differing levels of cover, these are specific and personal choices to you.
Your Policy Number :*
Contact telephone number for your travel insurance provider :*
Name of your GP or Medical Centre at home :
Contact Number for GP or Medical Centre
Do you have more than six month remaining from the start date of your tour on your passport?
- Yes
- No
FLIGHT DETAILS
Where are you arriving to?*
This will be the flight you’re taking from home to your tour/first tour.
Arrival Date*
Airline Carrier*
Flight Number*
Arrival Time*
In 24 hour clock format. *Please note if you arriving more than 24 hours before the start of your tour an extra fee for airport transfer will apply **Also note there a Vibrant Women Host will only be available upon commencement of the tour and not before or after. Please take this into consideration when making your plans.
If not being collected from the airport please let us know where to collect you from.
Do you require extra nights accommodation?
***If you are arriving the day/s before your tour/next tour start date, you will need an extra night. Please list dates and locations.
Departure Date*
* This should be your departure date home, at the conclusion of your tour/s. Flights within your tours can be added in the OTHER FLIGHT DETAILS section further below.
Airline Carrier*
Flight Number*
Departure Time*
In 24 hour clock *Please note if you departing more than 24 hours after the end of your tour an extra fee for airport transfer will apply **Also note there a Vibrant Women Host will only be available until conclusion of the tour and not before or after. Please take this into consideration when making your plans.
If not being taken to the airport please let us know your destination
OTHER FLIGHT DETAILS
Here is where you can include all flights between multiple destinations if you are attending more than one tour. Please use the same format as above. We don’t require your flight itinerary, however if you have many flights, you may find it easier to send your itinerary to [email protected]. *** Please make sure your flights are arriving in time to commence your tour/s.
Do you require extra nights accommodation?
***If you are leaving a day or two after your tour’s end date, you will need an extra night/s. Please list dates and locations. (If you are staying on for an extended personal holiday, there is no need to fill out this section).
Permission to Use Video and Photographs*
- Yes
- No
I agree that Vibrant Women may use such photographs and video of me with or without my name and for any lawful purpose, including for example such purposes as publicity, illustration, advertising, and web content. **Please note no images of you will be used unless you have seen them first and agreed to their use.
Do you agree to our terms and conditions below?*
- Yes
- No
Please note if you do not agree you cannot attend this tour.

We always do our best to make sure all guests enjoy their retreat or sightseeing tour, however there are some things we cannot be responsible for. Please see our terms and conditions below.

Terms and Conditions

Guests assume complete and full responsibility for, and hereby release Vibrant Women, Tammie Day and the employees or anyone involved in supplying any services in the lead up to and during the length of the proposed travel for the following.

Vibrant Women and Tammie Day, shall not be responsible for any injuries, losses or damages in connection with accommodations, other facilities at the accommodation, ground transportation, diseases, local laws, climatic conditions, political issues, terrorism, Acts of God, delays, pandemics, Government border closures, changes or cancellation of travel due to weather conditions, accidents or health related problems leading up to or during a retreat or tour, unless such injuries, losses or damages are due to the negligence or wilful misconduct of Vibrant Women or Tammie Day.

*It is the travellers responsibility to obtain appropriate travel insurance coverage against these risks, this is compulsory.

If travel plans are delayed or cancelled for any reason there will be no refunds issued by Vibrant Women or Tammie Day except as stated herein.

If participants choose to leave the group to venture out on their own we cannot be held responsible for any issues that may arise from being on their own.

We specifically recommend that foreigners travelling abroad do so with a valid Passport expiring more than six month following the departure date. Individual travellers are responsible for ensuring they arrange visas to countries being visited as required.

Vibrant Women and Tammie Day are not responsible for expenses incurred in preparation for any cancelled trips by a guest such as airline tickets or for costs incurred due to travel delays, flight cancellation or illness.

Cancellation by Vibrant Women

Vibrant Women will do its utmost to never cancel a retreat or sightseeing tour, but if for some reason Vibrant Women were to cancel a trip, guests are welcome to move dates or their payment would be refunded in full. If the cancellation is the result of something out of our control such as one of the issues mentioned in our “Terms and conditions” above, this is not considered to be a cancellation by Vibrant Women.

Cancellations by Guests

Up until 75 days before the start of the retreat or tour a $500 non-refundable, non transferable deposit will be retained. For between 75 days and 45 days, 50% will be forfeited in addition to the non-refundable, non transferable deposit. For less than 45 days or for no shows the entire amount will be retained as we would have already had to pay for accommodation, transport, flights and activities, and this money will not be returned to us. Once the tour has commenced no monies will be returned to you. This is why travel insurance is compulsory.

Each trip may also have some specific policies relating only to that retreat or tour. Please check the webpage under cancellation policy for any specific details.

Payment of your deposit indicates your agreement to the cancellation policy and also to our terms and conditions as stated above.

Inappropriate Behaviour by Guests

If guests display any of the following behaviours Vibrant Women reserves the right to terminate the guests retreat or tour immediately. No reimbursement of funds will be given. Any loss of funds or expenses incurred as a result will be at the cost of the guest.

Irrational behaviour or mental health issues impacting negatively on the experience of other guests.
Mobility issues stopping the guest from participating in activities and also reducing opportunities for other guests to participate as they are waiting for them or having to change the program to accommodate them. This also includes wearing inappropriate footwear.
Excessive consumption of alcohol, and any consumption of illicit drugs will result in immediate termination of retreat or tour.
Rudeness or bullying behaviour either to other guests, the group leader or any staff, this will not be tolerated.
Not adhering to local customs or laws which could result in placing the group at risk, will result in you leaving the group.

*Safety of our guests is our utmost concern and we take it very seriously.

Deposit required at the time of booking is in the currency the retreat is priced in, the remainder is to be paid 90 days prior to arrival at the tour or retreat unless otherwise stated. You may also choose a payment plan. If you are unsure about any of our terms, conditions or cancellation policies please contact [email protected]