Booking Terms and Conditions

Please take the time to read and understand the conditions of booking set out below prior to booking a trip with Travel Roots. We strongly recommend that you also read the Country Information relating to your trip prior to booking, and ensure that you understand the itinerary and style of the trip you are undertaking.

 

Our Contract

All bookings are made with Travel Roots c/o Amanda Huculak. By booking a trip with us you are deemed to have agreed to these Terms and Conditions (which constitutes the entire agreement between you and us) and your booking will be accepted by us on this basis.

 

Deposit Requirement

You are required to pay a non-refundable deposit of 10% for your booking to be confirmed (please note that special deposit requirements apply for some trips). If your booking is made within 60 days of the departure date then the full amount is payable at the time of booking.

 

Acceptance of Booking and Final Payments

Acceptance of your booking will be confirmed by us in writing. Please refer to your booking confirmation invoice for details regarding final payments. Payment of the balance of the trip price is due 60 days before the departure date. If this balance is not paid on or before the due date we reserve the right to treat your booking as cancelled. Please note that special payment requirements may be applied to custom tours.

 

Your Details

In order for us to confirm your travel arrangements you must provide all requested details with the balance of the trip price. Necessary details include full name as per passport, date of birth, nationality, passport number, passport issue and expiry date and any pre-existing medical conditions you have which may affect your ability to complete your travel arrangements. We also require you to complete our Medical Release Form and submit it no later than 30 days prior to departure, or 5 days after booking if you book less than 30 days before departure. Your booking cannot be confirmed without provision of these details.

 

Late Bookings

A late booking is considered any booking made less than 60 days before scheduled departure. A late fee may be applied due to additional costs of confirming last minute arrangements. Approval of late bookings will be on a case by case basis, and will require written confirmation by Travel Roots.

 

Cancellation by the Traveller

If you cancel a trip after making a booking you will lose some or all of the money you have paid for the trip. A cancellation will only be effective when we receive written confirmation of the cancellation. If you cancel a trip:

  • 60 days or more prior to departure, we will retain the deposit; but you may apply it towards another tour subject to availability (deposit cannot be reapplied on custom/education tours).
  • less than 60 days prior to departure, we will retain the total cost of non-refundable services or 50% of the tour price, whichever is greater.

You are strongly advised to take out cancellation insurance at the time of booking which will cover cancellation penalties in certain circumstances. If you leave a trip for any reason after it has commenced we are not obliged to make any refunds for unused services.

 

Cancellation by Travel Roots

We may cancel a trip at any time up to 60 days before departure. We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability or other external events it is not viable for us to operate the planned itinerary. If we cancel a trip you may choose between us applying the amounts paid toward an alternative trip or receiving a full refund. We are not responsible for any incidental expenses that you may have incurred as a result of your booking such as visas, vaccinations or non-refundable flights.

 

Booking Amendments

If you wish to transfer from one trip to another or transfer your booking to a third party you must notify us at least 30 days prior to the proposed departure date. A fee of CAD $125 per person per change will apply (in addition to any charges levied by hotels, ground operators or airlines). Transfers to a third party are only permitted where the transferee meets all the requirements in relation to the trip. This fee is in addition to any charges levied by hotels, ground operators or airlines. No amendments are permitted to your booking within 30 days of departure or the cancellation policy outlined in clause 6 will apply.

 

Inclusions

The land price of your trip includes:

  • all accommodation as listed in the specific tour itinerary
  • all transport listed in the specific tour itinerary, including internal flights
  • sightseeing, activities, guide fees and entrance fees as described the specific tour itinerary
  • meals as listed in the specific tour itinerary
  • the services of a group leader as described in the specific tour itinerary

Exclusions

The land price of your trip does not include:

  • international flights and all associated fees
  • airport transfers, and airport or port taxes, unless specified in your itinerary
  • excess baggage charges on internal flights
  • meals other than those specified in the specific tour itinerary
  • Visa and passport fees
  • travel insurance
  • Optional free time activities and sightseeing and all personal expenses

 

Prices & Surcharges

Our trip prices are based on currency exchange rates as of July 2016. We reserve the right to impose surcharges up to 60 days before departure due to unfavorable changes in exchange rates, increases in airfares or other transportation costs, increases in local operator costs, taxes, or if government action should require us to do so. In such instances we will be responsible for the first 2% of the additional costs and you will be responsible for the balance. If any surcharge results in an increase of more than 10% of the trip price you may cancel the booking within 14 days of notification of the surcharge and obtain a full refund.

 

Age

Minimum: General Policy: For the majority of our trips the minimum age is 18.

Maximum: General Policy: For the majority of our trips we have no upper age limit though we remind you that our trips may be physically demanding and a Medical Release form is required for all passengers.

 

Passport and Visas

You must carry a valid passport and have obtained all of the appropriate visas, permits and certificates for the countries in which you will visit during your trip. Your passport must be valid for 6 months beyond the duration of the trip. It is your responsibility to ensure that you are in possession of the correct visas, permits and certificates for your trip; please refer to all applicable country’s consulates for details. We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation.

 

Travel Insurance

Travel insurance is compulsory for all passengers and should be taken out at least 7 days prior to departure. Your travel insurance must provide cover against personal accident, death, medical expenses and emergency repatriation with a recommended minimum coverage of US$200,000 for each of the heads of cover. We also strongly recommend you purchase insurance at the time of booking, and that it covers cancellation, curtailment, personal liability and loss of luggage and personal effects. You must provide proof of your travel insurance 7 days prior to scheduled trip departure; you will not be able to join the trip without it. Although we do not provide travel insurance, you are free to obtain travel insurance through our recommended travel insurance agent or through another insurance provider.

 

Flexibility

You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and you should allow for alternatives. The itinerary provided for each trip is representative of the types of activities contemplated, but it is understood that the route, schedules, sightseeing, activities, flights, itineraries, hotels, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events.

 

Change of Itinerary

While we endeavor to operate all trips as described we reserve the right to change the trip itinerary.

Before departure: If we make a major change we will inform you as soon as reasonably possible if there is time before departure. The definition of a major change is deemed to be a change affecting at least one day in five of the itinerary. When a major change is made you may choose between accepting the change, obtaining a refund of money paid on the land portion of the trip only or accepting an alternative tour offered.

 

After departure: We reserve the right to change an itinerary after departure due to local circumstances or events outside of our control. In such emergency circumstances the additional cost of any necessary itinerary alterations will be covered by you: you agree to Emergency Funds at a minimum of $400, to be used in such instances.

 

Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itinerary such as visas, vaccinations or non-refundable flights.

 

Authority on Tour

Our group trips are run by a Travel Roots tour leader or a professionally trained local guide approved by Travel Roots. The decision of the tour leader is final on all matters likely to affect the safety, interest, or well-being of any person participating in the trip. You must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries visited. If you are affected by any condition, medical or otherwise, that might affect other people’s enjoyment of the tour, you must advise us at the time of booking. Should you fail to comply with the above or commit any illegal act when on the tour or, if in the opinion of the tour leader, your behavior is causing or is likely to cause danger, distress or annoyance to others, we may terminate your travel arrangements without any liability on the our part and you will not be entitled to any refund for unused or missed services or costs incurred resulting from the termination of the travel arrangements.

 

Acceptance of Risk

You acknowledge that the nature of the trip is adventurous and participation involves a degree of personal risk. You will be visiting places where the political, cultural and geographical attributes present dangers and physical challenges greater than those present in our daily lives. We use information from government foreign departments and reports from our own contacts in assessing whether the itinerary should operate. However it is also your own responsibility to acquaint yourself with all possible relevant travel information and the nature of your itinerary. You acknowledge that your decision to travel is made in light of consideration of this information and you accept that you assume the personal risks attendant upon such travel.

 

Limitation of Liability

We contract with a network of companies, government agencies and individuals to assist in the running of our trips as agent for these third parties. We are not responsible for the acts and omissions of these third parties.

 

To the fullest extent permitted by law:

  • any liability for any loss, death, injury or damage which you may suffer (directly or indirectly) in connection with or arising out of your participation in a trip, or any breach of the Terms and Conditions, is excluded;
  • you release us and our officers, employees, agents and representatives from any liability and expressly waive any claims you may have against us arising out of or in connection with your participation in a trip; and
  • any condition or warranty which would otherwise be implied by law into these Terms and Conditions (Implied Warranty), is excluded.

 

To the extent an Implied Warranty cannot be excluded, our liability in respect of the Implied Warranty is limited to (in our absolute discretion): (i) the provision of a similar trip to an equivalent value; or (ii) a refund of the total amount received by us from you in connection with your booking. Any claim by you is excluded to the extent that it is for indirect or consequential loss, loss of profits or economic loss, however it arises, or for indirect, special, punitive or exemplary damages.

 

Optional Activities

Optional activities not included in the trip price do not form part of the trip or this contract. You accept that any assistance given by your tour leader or local representative in arranging optional activities does not render us liable for them.

 

Errors & Omissions

Although we have made a concerted attempt to verify the accuracy of statements made in our trip documentation including our website, country information, and itineraries; we cannot be held responsible for any error, omission or unintentional misrepresentation that may occur.

 

Claims & Complaints

If you have a complaint about your trip please inform your tour leader or our local representative at the earliest possible time in order that the they can attempt to rectify the matter. If satisfaction is not reached through these means then you may contact Travel Roots directly. Any further complaint should be put in writing to us within 30 days of the end of the tour.

 

Severability

In the event that any term or condition contained in these Terms and Conditions is unenforceable or void by operation of law or as being against public policy or for any other reason then such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.

 

Photos and Marketing

You consent to us using images of you taken during the trip for advertising and promotional purposes in any medium we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.

 

Privacy Policy

Any personal information that we collect about you may be used for any purpose associated with the operation of a Trip or to send you marketing material in relation to our events and special offers. The information may be disclosed to our agents, service providers or other suppliers to enable us to operate the Trip. We will otherwise treat your details in accordance with our privacy policy.

 

Applicable Law

The laws of the Manitoba, Canada govern these Terms and Conditions and any disputes in connection with a trip or these Terms and Conditions must be initiated in the courts of Manitoba, Canada.