Wine Scholar Travels Inc Terms & Conditions
WINE SCHOLAR TRAVELS - TERMS & CONDITIONS FOR WINE SCHOLAR GUILD IMMERSION STUDY TOURS
Parties: Wine Scholar Travels, Inc. (“Operator”) provides certain tours in the countries of France, Italy, Spain and other countries (each a “Tour”). These Terms and Conditions apply to each Tour provided by Operator. The program for a given Tour is the “Itinerary.” In these Terms and Conditions, each attendee of the Tour is referred to as a “Guest.”
Tour Services and Provisions: Operator is responsible solely for coordinating the provision of the services and goods specifically described in the Itinerary (the “Services and Goods”).
Reservations, Deposits and Tour Fees: A non-refundable, non-transferable deposit of 1500 USD per Guest per Tour (except when a different amount is otherwise noted in writing by Operator) and a completed Guest Reservation Form (“Reservation Form”), which includes electronic acceptance of these Terms and Conditions, is required to reserve space for a Guest on each Tour. The balance of the Tour payment price (together with the deposit previously paid, the “Tour Fees”) is due one hundred and twenty (120) days before the Tour start date as listed on the Itinerary. If Operator does not receive full payment of the Tour Fees at least one hundred and twenty (120) days prior to the Tour Start Date, as defined below, Operator may cancel Guest’s reservation and withhold the non-refundable deposit. Guests will be invoiced for payment of the final balance. Operator reserves the right to assess a US$250 per person late fee for payment of Tour Fees received less than one hundred and twenty (120) days before the Tour start date if the reservation was made more than one hundred and twenty (120) days before the Tour start date. All Tour Fees are in U.S. Dollars and are based on double occupancy. Due to US Dollar/Euro exchange rate fluctuation and other factors, Operator can only guarantee the amount of the total Tour Fees upon Operator’s receipt of Guest’s completed Reservation Form and full payment of the Tour Fees. Otherwise, at any time prior to payment of the Tour Fees, the total advertised Tour Fees due are subject to change without notice. If Guest makes his or her reservation within one hundred and twenty (120) days of the Tour Start Date, the Reservation Form must be accompanied by the full amount of the Tour Fees.
Final balance payment invoices are to be paid via wire transfer or ACH following the instructions on the invoice and with transaction costs covered by the Guest. In case the guest wishes to pay via credit card or Paypal, a four percent (4%) payment processing fee will be added to the final invoice. Payments by checks are not accepted.
Services and Goods Included in Tour Fees: All Services and Goods set forth in the Itinerary are included in the Tour Fees. Except as expressly stated in the Itinerary, Guest is solely responsible for any Tour-related costs that Guest incurs.
Not included in Tour Fees: Goods and services not included in the Tour Fees include but are not limited to: roundtrip airfare/train fare to and from Tour start and conclusion city or group meeting location, telephone calls, personal items, laundry, individual purchases, pre-dinner beverages or cocktails consumed separately from the group or during leisure time, wines or other beverages not included by Operator during the Tour, extra meals or snacks, room service, cocktails, or personally ordered wines, even if consumed in place of those provided by Operator during the Tour, gratuities to Tour Guide(s)/Leader(s) and professional driver(s) of the Tour, any other costs not specified in the finalized Itinerary or elsewhere in writing. Guest is responsible for all of the above and the cost of any changes Guest makes to the Tour and Services and Goods provided for the Tour. Guest is responsible for his/her transportation costs incurred to and from the Tour hotels set forth in the Itinerary in the event that Guest is unable to participate in any group pick-up and/or group drop-off included in the Tour.
Guest Cancellation & Refund Policy: If Guest chooses to cancel his or her reservation, Operator must receive written notice of said cancellation via e-mail sent to
Operator Cancellation or Substitution: Operator may cancel any Tour at any time before departure for any reason, including without limitation if Operator deems the number of passengers signed up for a given Tour to be insufficient to operate such Tour. Operator will make commercially reasonable efforts to keep the Itinerary as it has been published; however, the final Itinerary may vary due to wine producer schedules, availability and factors beyond Operator’s control. Operator may in its sole discretion substitute a Service, including Tour Guide, Tour Manager, Tour Instructor, or Good of similar or greater quality for any Service or Good stated in the Itinerary. Operator shall attempt to notify Guest of the cancellation of a Tour for which Guest has paid a deposit or Tour Fees as soon as possible after Operator’s final decision to cancel such Tour. If a tour is cancelled Operator will not be liable for any costs, damages, or refunds of any kind for any loss, delay, inconvenience, disappointment, or expense whatsoever in such circumstances.
If by force majeure, a Tour, whether in planning, scheduled, or in progress, must be interrupted or cancelled, Operator may in its sole discretion refund that portion of the Tour Fees paid by the Guest, less any costs incurred at the time of cancelation, including the costs of deposits for travel, hotels, or other expenses. Operator may refund to Guest as much of such Tour expenditures as Operator can recover on the Guests behalf from third parties, but shall have no obligation to do so, or liability for the same.
The term "force majeure," as here employed, shall mean an act of God, strike, lockout, or other industrial disturbance, act of the public enemy, war, blockade, public riot, lightning, fire, storm, flood, explosion, governmental action, governmental delay, governmental restraint or inaction, unavailability of equipment, travel prohibition, pandemics, and any other cause, whether of the kind specifically enumerated above or otherwise, which is not reasonably within the control of the Operator.
The Guest acknowledges that they are aware of the risks associated with contracting the condition or illness commonly known as COVID-19 or its variants, and acknowledges that they are solely responsible for their own safety and actions. The Guest hereby releases, waives, and discharges the Operator from any liability, claim, or demand arising from COVID-19 and the operation of the Tour.
The Guest further acknowledges that during any Tour they must comply with all health and safety requirements of the Operator and any vendor, facility, local government, or other third party such as tour hosts (hotels, restaurants, wine producers, etc.…), related to COVID-19, including, but not limited to, social distancing, capacity, mask-wearing, vaccination, and government-accepted proof of vaccination (translated if needed) or requirements. Failure to comply with any such COVID-19 related health and safety requirements may, in the sole discretion of the Operator, lead to the cancellation of this Agreement, and the termination of the Guests participation in the Tour. Furthermore, without regard to the health and safety requirements of any third party, Operator reserves the right, in its sole discretion, to require guests to be, and provide proof of, vaccination against COVID-19 and/or its variants.
In the event a Guest’s participation in the Tour is canceled or terminated due to failure to comply with COVID-19 related health and safety requirements, no portion of the Tour Fees will be refunded to the Guest. As guidelines and regulations continue to evolve in the country of destination, we will communicate to you the policies and procedures which are relevant to your tour before you travel with us and throughout your tour should the regulations change. Participants are responsible for staying informed of the travel and sanitary requirements of their country of departure and any country in which guests may transit.
Travel Insurance: Comprehensive travel insurance is strongly recommended for all participants and should be purchased at the time of booking. Such insurance should, at a minimum, provide coverage for tour cancellation, tour interruption, medical expenses, emergency medical evacuation, personal liability and loss or delay of baggage. Guests are solely responsible for obtaining and maintaining adequate travel insurance coverage for the duration of the tour, if they choose. Wine Scholar Travels is not responsible for any costs, losses, damages, delays, injuries, illnesses, or expenses incurred as a result of a participant's failure to obtain appropriate insurance coverage. We recommend a "cancel for any reason plan" which can be found through a variety of different providers. It is the Guests responsibility to review the insurance providers terms and conditions regarding country of residence, purchase dates, claims, ect.
Accommodations: Standard Guest accommodations during a Tour are double occupancy (one double bed for two persons) or twin occupancy (two twin-sized beds for two persons), and will include a fully equipped, in-suite bathroom. Operator shall charge an additional fee for any single room accommodations during a Tour (the “Single Supplement”). The single supplement is intended for individual occupancy only. Bringing a non-paying guest is not permitted. Rooms in European hotels may not all be identical, and room assignments are made at Operator’s discretion. Please note: Accommodations are not included in the masters immersion programs.
Meals, Wine and Beverages: Meals included in the Tour have fixed menus and will include a fixed number of wines to be chosen by Operator. Guest must inform Operator in writing at least 30 days prior to the Tour Start Date if Guest has any dietary restrictions, food allergies or strong food dislikes. Operator will make a commercially reasonable effort to accommodate such special requests, but Operator cannot be held responsible if Operator is unable to accommodate them. If Guest chooses to order food or drinks other than the ones chosen by Operator and included in the Tour, Guest must pay for those items at the end of the meal.
Certification of Guest’s Health; Responsibility to Inform Operator of Disabilities or Pregnancy: By accepting these Terms and Conditions and/or tendering any portion of the Tour Fee to Operator, Guest certifies that he or she does not have any condition, illness, contagious diseases such as COVID 19 or disability that would create a hazard for Guest or other guests participating in the Tour, and that Guest understands that health care standards, facilities, and services abroad may be different or even inadequate for treating certain health conditions. Guest will inform Operator via e-mail sent to
Responsibility/Liabilities: Guest is solely responsible for complying with the requirements of all immigration, health, customs, and police authorities, and all other laws and regulations, including current COVID 19 regulations of each country and state from or to which Guest will travel. Guest agrees to indemnify Operator for any expenses or fines which Operator may incur as a result of Guest’s noncompliance with the preceding sentence. Guest is also responsible for respecting the authority and following the directions of Operator and Tour Guide/Leader during a Tour. Except as expressly stated in these Terms and Conditions, Operator is not liable for (i) death, personal injury, illness, damage, delay, or any other loss to person or property of any kind arising from the Tour or the Services and Goods, or (ii) for any acts of God, war, terrorism, civil commotions, labor trouble, governmental interference, fire, theft, acts of third parties, or any other event beyond Operator’s reasonable control. Operator’s liability shall be strictly limited to that resulting from Operator’s willful misconduct. In no event shall the liability of Operator exceed the amounts paid by the Guest to Operator under the terms of this Agreement. Operator always strives, to the best of its ability, to provide the highest quality Services and Goods to Guests. However, Operator makes no representations or warranties, whether express, implied, or statutory, regarding the Services or Goods and disclaims any and all of the following: (i) implied warranties of availability of the Services and Goods, merchantability, and fitness for a particular purpose, and (ii) duties of reasonable care, workmanlike effort, or lack of negligence. Only Operator may finalize a reservation and make it a binding contract to provide Operator’s Services and Goods to Guest. Operator may refuse or revoke passage, Services or Goods, and/or otherwise exclude Guest from participating in the Tour if, in Operator’s sole discretion, it deems any Guest in a condition, and/or deems any Guest’s behavior, unfit for the Tour or unfit for continuation once the Tour has begun. Unfitness may include, without limitation, any behavior that, regardless of its cause, is inappropriate, discriminatory or offensive or interferes with the delivery of Tour Services and Goods, or may constitute a hazard, an offense or an embarrassment to any Guest, the Operator, and or any local host or other provider of Services or Goods, including illness or other physical or mental condition that interferes with the ability of other Guests to enjoy the Tour. In such cases, Operator shall have no liability to Guest. Should Guest decide not to participate in certain Services during a Tour or use certain Goods included in a Tour, no refunds will be made for those unused Services or Goods. Guest must be over the age of twenty-one (21) to participate in a Tour. By signing these Terms and Conditions and/or tendering any portion of the Tour Fee, Guest indemnifies and holds Operator harmless from and against any costs, damages, losses, or liabilities arising out of Guest’s actions or omissions or, if applicable, those of Guest’s companions.
WSG Study Abroad Code of Conduct:
WSG is dedicated to providing an enriching, educational and positive experience for all participants on our Study Abroad Tours. To ensure a respectful and professional environment for all, we have established this Code of Conduct. By participating in the tour, you agree to adhere to the following guidelines.
- Respectful Behavior: Please treat all participants, tour instructors, tour managers, winery, restaurant and hotel staff with consideration and respect. Any form of harassment, discrimination, or inappropriate behavior towards others will not be tolerated on the tour.
- Punctuality: Please be ready and arrive on time for all scheduled departures and visits. Winegrowers take valuable time out of their day to meet us, and it is important that we are punctual.
- Attention: Please pay attention to the tour instructors and winery hosts while they are speaking. Refrain from disruptive behavior during their presentations so that all guests can enjoy listening to the speaker.
- Participation & Engagement: You are highly encouraged to engage with your instructor or winery host by asking relevant educational questions and participating in discussions. Allow others to do the same by not monopolizing conversations.
- Education: Please do your homework. The tour will be much more enriching when you familiarize yourself with the region before arriving. In most cases, WSG will provide you with educational material to study and complete before your tour. These materials are designed to give all tour participants a common denominator of knowledge about the particular area(s) you are visiting.
- Alcohol Consumption: Please drink responsibly. Excessive consumption of alcohol is discouraged, and participants should always be mindful of their own limits. Spitting after tasting wine is highly recommended. We often rise early and being fresh for the day is recommended.
- Safety: Please follow all health and safety guidelines provided by your tour manager and the venues we visit. Inform the tour leaders of any health issues or special requirements you may have in advance.
- Health Precautions: For the well-being of all participants, we ask that anyone who is feeling unwell or experiencing symptoms such as coughing, sneezing, or other signs of illness wear a mask when with the group. This helps protect fellow travelers and tour guides, ensuring a comfortable experience for everyone.
- Preparation: Please do not use strong perfume, cologne, aftershave or other body products during the tour. These scents can interfere with the ability to smell and identify the aromas of the wines you taste and may be offensive to other tour participants. Each guest has different aroma thresholds. When in doubt, don’t wear it or use it.
- Smoking: Smoking is prohibited when you are inside all locations and during all group activities. If you need to smoke, please find a designated area outside, away from the group.
- Conflict: If you encounter any issues or conflicts during the tour, please report them to the tour manager right away.
- Concerns: Concerns or grievances should be addressed respectfully and constructively to the tour manager and instructor.
General: Any dispute relating to the Tour, the Services, the Itinerary, and/or these Terms and Conditions, shall be governed by Virginia law as such laws apply to contracts performed within Virginia by its residents. Any dispute arising under, in connection with, or incident to the Tour, the Services and Goods, and/or these Terms and Conditions will be resolved exclusively in the state or federal courts located in and for Fairfax County, Virginia and Guest irrevocably consents to the exercise of jurisdiction by said courts over Guest. Guest must bring any claims against Operator within one year of the incident. Guest acknowledges this expressly limits the applicable statute of limitations to one year. By signing these Terms and Conditions and/or tendering any portion of the Tour Fee, Guest grants Operator (and third parties with whom Operator may engage in joint marketing) a worldwide, perpetual, royalty-free, fully paid up license to use his or her photographic, video, or digital likeness and written comments or feedback about the Tour solely for Operator’s promotional and/or commercial purposes. Any Guest who does not wish to have his or her photograph, video footage or comments/feedback used by Operator must advise Operator in writing no later than the Tour Start Date via e-mail sent to
Operator acts solely as agents for the client with respect to all transportation, hotel and other tour arrangements. In that capacity, Operator exercises all reasonable care possible to ensure the traveler's safety and satisfaction, but, Operator neither assumes nor bears any responsibility or liability for any injury, death, damage, loss, accident, delay, or irregularity arising in connection with the services of any airplane, train, ship, automobile, motor coach, carriage, or other conveyance, or the actions of any third-party involved in carrying the traveler or in affecting these tour. Operator is not responsible for damages, additional expenses, or any other losses due to cancellation, delay or other changes in air or other services, sickness, weather, strike, war, civil disturbances, acts or threats of terrorism, travel warnings or bans, termination or suspension of war risks or other carrier insurance, quarantine, acts of God or other causes beyond its control. All such losses must be borne by the traveler. Operator is not responsible for delays, changes or cancellation costs due to incorrect, incomplete or expired traveler documents.
Last modified: June 11, 2026