Payments

Payments for the following tours should be made directly to WBS as per the amounts and deadlines specified on the invoice received at the time of booking:

Global Study Tours
Merit Programmes
Online Tours

Payments for International Exchange Programmes and International Summer Schools must be made directly to the Partner schools.
WBS reserves the right to cancel a student’s participation in a study tour if payment of the full amount is not received before the deadline.

Bookings

A client can only have one open invoice with WBS International Programmes. If a Client books more than one tour, any subsequent bookings will be cancelled and the invoices voided.

Global Study Tours are booked on a first come, first served basis. Bookings are managed through the International Programmes website (https://wbsstudytours.co.za/). WBS retains the right to make the final call on which client is allocated to which tour.

Deferrals

You will need to officially apply for a deferral through the WBS International Relations Department. Deferrals are taken into account with valid evidence such as a doctor’s certificate. However, work commitments are not grounds for a deferral. The cancellation will likely delay your graduation as trips usually take place only twice a year.

Wits Fee Account

Students who intend to pay for their tour with funds from their Wits student Fee Account must ensure that there are enough funds in their Wits student Fee Account to cover their tour of choice.

Students who book a tour with insufficient funds to pay for that tour will have their tour booking cancelled and their invoice voided, and will be removed from the tour. They may be liable for an administration fee and a cancellation fee.

Booking Forms

Once WBS receives payment for a tour, the client will be issued a booking form.
It is the client’s responsibility to ensure all the details provided are factual and correct. The booking form must be completed before the cutoff date. If the booking form is not completed by the stipulated date, the client may be held liable to an administrative fee.

Pro Forma Invoices

Pro forma invoices are supplied to motivate for funding. Generating a pro forma invoice does not constitute a tour booking.
A Client’s position on a tour will only be secured once the client has an official invoice for the tour.
The Pro Forma Invoice is valid for 14 days from issue.

Proof of Payment

Forging or tampering with a Purchase Order, Proof of Payment, or a Fee Account Statement will be considered misconduct. Clients who participate in such behaviour will be reported to the relevant authorities and these cases will be handled as fraud.

Pricing

WBS reserves the right to change pricing based on market conditions and currency fluctuations. No breakdown of trip costs will be provided as these are package tours.

Insurance Cover

WBS will take out insurance cover for each individual traveller for the duration of the Study Tour. For more information on benefits, inclusions and exclusions please request these directly from WBS

Programme Cancellations

WBS reserves the right to cancel an MBA field trip if there is insufficient interest to make a particular trip viable.
Clients who booked and paid for a cancelled tour will be given a choice of available options. WBS may need to allocate clients to specific tours to ensure graduation requirements are met.

Special Requests

Clients who have special requests must specify such requests to Sandown Travel when completing the Booking Form e.g., client assistance units, special meal requests, seat requests etc. Whilst Sandown Travel will use its best endeavours to accommodate such requests, there is no guarantee that they will be successful as the final confirmation of special requests depends on the policies of the Suppliers.

Refused Entry / Refused Boarding / Refused Visa

WBS and Sandown Travel cannot be held responsible if any Client is refused entry into any country or refused boarding of any aircraft, or refused a visa following an application, for whatever reason including but not limited to incorrect visa/passport documents or security reasons. Any expenses incurred or consequences with regard to refused entry/refused boarding or refused visa will be borne solely by the Client.

Passenger (Client) No-Show

In case of “no-show” i.e., failure to travel without cancelling your flight booking well in advance of travel time/date, the ticket becomes non-refundable and no changes are permitted.

Cancellation of Tour by Client

Each cancellation will be taken on a case-by-case basis and individual suppliers’ terms and conditions will be applied.

Itinerary Variations & Transfers

Whilst every effort is made to keep to the final itinerary, Principals and/or WBS and/or Sandown Travel reserve the right to make changes, e.g., weather conditions can necessitate itinerary alterations that do not constitute grounds for a refund.

Specialised Programmes

Specialised Programmes bookings are reserved for students who have successfully completed the application process.
Students who book a merit tour without an official acceptance email will have their merit tour booking cancelled, invoice voided, be removed from the tour, and may be liable for an administration fee and cancellation fee.

Passports and Visas

Clients are required to have a valid passport or be in the process of renewing their passport before booking a tour.
Passport and visa information must be provided to WBS and travel agents within stipulated timeframes.
It is solely the client’s responsibility to ensure all travel documents comply with destination country requirements.

Break-aways

A limited number of break-aways are available on the return trip. Break-aways allow students to arrange their own return tickets and itinerary if they wish to extend their MBA field trip.
The number of break-aways available depends on group size and is on a first come, first served basis.
Quotes for break-aways can be requested during booking. The cost is payable directly to the confirmed travel agency.

Lost or Mislaid Baggage

Clients should ensure baggage is securely locked/wrapped, labelled with name, address, and contact details. Valuables should not be placed in check-in luggage.
Claims for lost or delayed baggage should be made immediately at arrival with the airline, using claim numbers for follow-up.
If assistance from Sandown Travel is requested with claims, a professional fee will apply.

Air Ticket Refunds

Refunds due to refused entry, boarding, or visa refusals are subject to airline/supplier terms and conditions and may incur professional fees charged by Sandown Travel. Refunds are not guaranteed.

Frequent Flyer Miles

Sandown Travel will include frequent flyer numbers in flight bookings where possible but clients are responsible for ensuring miles are credited by presenting boarding passes and membership cards at check-in.
A professional fee applies if Sandown Travel submits boarding passes on behalf of clients.

Force Majeure

Sandown Travel and WBS may cancel contracts if fulfillment is impossible due to strike, war, natural disasters, force majeure events (including hotel renovations), legal orders, or other causes beyond control.
No obligation exists towards clients under force majeure; claims subject to company policy and supplier terms.

Airline Delays / Cancelled Flights

WBS and Sandown Travel are not responsible for airline delays or cancellations due to weather, technical issues, or other reasons.
Clients must deal directly with airlines regarding rebooking, compensation, or accommodation according to airline policies.
Assistance by Sandown Travel may incur fees.

Third Party Service Providers

Sandown Travel acts as agent for suppliers and accepts no liability for loss, injury, illness, damage or death caused by suppliers’ acts or omissions.
Contracts between clients and suppliers govern services directly; clients should familiarize themselves with suppliers’ terms.
Hotel renovations or car rental issues are outside WBS/Sandown Travel’s responsibility; complaints or refund requests related thereto are not accepted.

Advice

All advice given is based on current information available at time of communication and client-provided details; changes may occur without notice. WBS/Sandown Travel cannot be held liable for personal requests or changes after advice given.

Missed Flights

Clients must check in and board flights on time. WBS/Sandown Travel are not responsible for missed flights or connections due to late check-in or late boarding.
Assistance with rebooking missed flights may incur fees including after-hours charges regardless of assistance success.

Unscheduled Extensions

If unscheduled extensions occur due to flight changes, delays, weather, strikes, force majeure etc., related costs (accommodation, changes in flights) are payable by clients.

Pre-Assigned Seats

Pre-assigned seats are subject to airline rules, configuration or schedule changes and cannot be guaranteed. Some seats carry additional fees payable directly to airlines or through Sandown Travel.
Group travel seat selection may be restricted by airline policies.

Ineligibility

Booking tours without qualification will result in cancellation of booking, invoice voiding, removal from tours and possible administration/cancellation fees.
Cancellation fees apply upon client cancellations.

Responsibility, Limitation of Liability, and Indemnity

WBS and Sandown Travel shall not be liable for any loss (financial or otherwise), injury, illness, death, damage or inconvenience arising from travel arrangements including luggage loss/damage regardless of cause including negligence.
Clients indemnify and hold harmless WBS/Sandown Travel from all claims arising from travel participation.
No liability exists for indirect or consequential damages.

Conduct

Clients must comply with instructions during tours; disruptive behaviour harming others or property may result in damages claims against clients by WBS/Sandown Travel or third parties.
Clients indemnify WBS/Sandown Travel against costs arising from misconduct breaches.

Data Privacy and Protection

WBS collects personal information from clients solely for tour management purposes. Data is securely stored and processed in compliance with applicable data protection laws (e.g., POPIA).
Personal data is not shared with third parties except suppliers necessary for service delivery or as required by law.
Clients have rights to access, correct or delete their personal data by contacting WBS International Programmes Department.

Health and Safety

Clients must disclose any medical conditions that could affect participation in tours at booking stage. Clients are responsible for obtaining necessary vaccinations or health clearances as required by destinations.
WBS/Sandown Travel accepts no liability related to undisclosed medical conditions or health complications during tours.

COVID-19 and Infectious Disease Policy

Tours may be altered or cancelled due to pandemics or infectious disease outbreaks beyond WBS’s control, including government restrictions.
Refunds or credits will be managed case-by-case according to supplier policies.
Clients must comply with health protocols mandated by governments or service providers throughout travel.

Complaints Procedure

Clients wishing to raise complaints about services should notify WBS International Programmes Department in writing (info@wbsstudytours.co.za) promptly after occurrence.

WBS aims to respond within 10 business days. Unresolved issues may be escalated per internal policies.

Payment Methods & Security

Payments can be made via approved channels listed on invoices. Clients should ensure payment details are accurate.
WBS uses secure payment processing systems but clients bear responsibility for safeguarding payment credentials.

Intellectual Property

All materials provided by WBS (including itineraries, brochures) remain property of WBS. Clients may not reproduce or distribute these materials without written permission.

Governing Law & Jurisdiction

This agreement shall be governed by South African law. Any dispute arising shall be subject to the exclusive jurisdiction of courts located within South Africa.

Photography & Media Release

Clients acknowledge that photographs/videos may be taken during tours which may be used by WBS/Sandown Travel for promotional purposes unless clients opt out in writing before departure.

Updates to Terms and Conditions

WBS reserves the right to update these Terms at its sole discretion. Material changes will have at least 10 days’ notice before taking effect.