Willow Oaks Travel Terms & Conditions
These Terms & Conditions apply to travel booked or arranged through Willow Oaks Travel LLC ("Willow Oaks Travel," "Willow Oaks," "we," "us," or "our"). By making a reservation, submitting payment, or authorizing Willow Oaks Travel to arrange travel, you agree to these Terms & Conditions, any applicable trip-specific terms, and the terms of the applicable travel suppliers.

1. Our Role
Willow Oaks Travel is a travel agency that arranges travel services provided by independent third-party suppliers, including cruise lines, tour operators, airlines, hotels, resorts, transportation companies, excursion providers, and other travel-related businesses.
Unless specifically stated otherwise, Willow Oaks Travel does not own, operate, or control these suppliers. Travel services are also subject to the applicable supplier's terms, policies, and conditions.

2. Reservations, Pricing & Payments
Prices and availability are subject to change until a reservation is confirmed and required payment has been received. Suppliers may also impose taxes, fees, surcharges, or other price adjustments.
Deposit amounts, payment schedules, and final payment deadlines vary by trip and will be disclosed during the booking process. Failure to make payment by the required deadline may result in cancellation and loss of amounts previously paid, subject to applicable trip and supplier terms.
Payments may be processed by Willow Oaks Travel, directly by a travel supplier, or through an authorized third-party payment platform such as WeTravel. Third-party payment platforms provide booking and payment technology and are not the organizer or provider of the underlying travel services.

3. Cancellations, Changes & Refunds
The cancellation and refund policy applicable to your specific trip will be disclosed on the applicable booking or trip page before payment. Please review these terms carefully before booking.
Deposits or other payments may be partially or fully nonrefundable depending upon the trip and supplier. Changes may also be subject to availability, supplier restrictions, fare differences, or additional fees.
Available refunds are subject to applicable trip-specific and supplier policies and processing times.
If a trip-specific cancellation or refund policy conflicts with these general Terms & Conditions, the trip-specific policy will control for that reservation.

4. Group Travel & Itinerary Changes
Group trips may be subject to minimum participation requirements, special payment schedules, cancellation provisions, and other conditions disclosed during booking.
Travel suppliers may change flights, accommodations, itineraries, ports, transportation, activities, or other travel components. Willow Oaks Travel will make reasonable efforts to communicate significant changes of which we are notified but cannot guarantee that any particular travel component will remain unchanged.

5. Travel Documents, Health & Traveler Responsibilities
Travelers are responsible for obtaining and carrying all required passports, visas, identification, entry permits, health documentation, and other documents required for travel.
Travelers are also responsible for determining and complying with applicable entry, exit, transit, vaccination, health, and medical requirements and for determining their fitness to participate in the selected travel arrangements.
Willow Oaks Travel is not responsible for losses resulting from a traveler's failure to meet applicable documentation or entry requirements.
Travelers must provide accurate names and other information when making reservations. Corrections may result in supplier fees or require cancellation and rebooking.

6. Travel Insurance
Willow Oaks Travel strongly recommends travel insurance.
Depending upon the policy purchased, insurance may provide protection for trip cancellation or interruption, medical emergencies, evacuation, delays, baggage issues, and other covered events.
Travelers are responsible for reviewing the coverage, limitations, and exclusions of any policy. Unless specifically stated otherwise, travel insurance is not included in the trip price.

7. Independent Suppliers & Events Beyond Our Control
Willow Oaks Travel acts as an intermediary between travelers and independent travel suppliers and, to the extent permitted by law, is not responsible for the acts, omissions, negligence, insolvency, or failures of those suppliers.
Willow Oaks Travel is also not responsible for delays, cancellations, losses, or additional expenses caused by circumstances beyond our reasonable control, including severe weather, natural disasters, governmental actions, border closures, civil unrest, strikes, transportation disruptions, supplier failures, epidemics or other unforeseen events.
Supplier and trip-specific policies will determine what refunds, credits, substitutions, or other remedies may be available in such circumstances.

8. Air Travel
Airline schedules, fares, seat assignments, baggage policies, delays, cancellations, and schedule changes are controlled by the applicable airline. Travelers should review and reconfirm their flight information before departure.

9. Traveler Conduct
Travelers must comply with applicable laws and supplier rules. A supplier may refuse service or remove a traveler when permitted by its terms because of dangerous, disruptive, abusive, illegal, or otherwise inappropriate conduct. Resulting expenses may be the traveler's responsibility.

10. Payment Disputes & Chargebacks
Please contact Willow Oaks Travel promptly with questions or concerns regarding a payment, cancellation, refund, or travel service so that we have an opportunity to address the matter.
Initiating a payment dispute or chargeback does not override valid trip-specific cancellation terms, supplier policies, or payment obligations.
Willow Oaks Travel may provide booking records, payment authorizations, accepted terms, correspondence, and other relevant documentation to payment processors or financial institutions when responding to a payment dispute.

11. Privacy
Travel arrangements require us to share certain personal information with travel suppliers, payment processors, insurance providers, technology providers, and others involved in arranging or servicing your reservation.
By requesting travel services, you authorize Willow Oaks Travel to share information reasonably necessary to arrange and service your travel. Willow Oaks Travel will use reasonable measures to safeguard personal information in its possession.

12. Customer Service & Additional Terms
Questions regarding Willow Oaks Travel reservations, payments, cancellations, refunds, or travel arrangements should be directed to Willow Oaks Travel or the Willow Oaks Travel advisor assisting with the reservation.
Certain groups, tours, cruises, hosted experiences, and other travel arrangements may have additional trip-specific Terms & Conditions. These terms will be disclosed as part of the applicable booking process.

13. Limitation of Responsibility & Governing Law
To the fullest extent permitted by law, Willow Oaks Travel will not be responsible for indirect, incidental, or consequential losses arising from circumstances outside its reasonable control or from the acts or omissions of independent travel suppliers.
Nothing in these Terms & Conditions limits liability where such limitation is prohibited by law.
These Terms & Conditions are governed by the laws of the Commonwealth of Virginia, except where applicable federal or other controlling law requires otherwise.

14. Acceptance
By making a reservation, submitting payment, or otherwise authorizing Willow Oaks Travel to arrange travel on your behalf, you acknowledge that you have reviewed and agree to these Terms & Conditions, applicable trip-specific terms, and applicable supplier terms.
Where electronic acceptance is provided during the booking process, your electronic acceptance constitutes your acknowledgment and agreement.
 
Questions?
Please contact us with questions regarding these Terms & Conditions or the terms applicable to your reservation before making your booking or payment.
Willow Oaks Travel LLC
Richmond, Virginia
Info@willowoakstravel.com
WillowOaksTravel.com

Last Updated: September 2026