Guest Terms and Conditions - Radhika & Gurvir’s Wedding, April 2025.
This booking is subject to the terms and conditions of the Travel Professional, and the Tour Operator.
In order to proceed with your reservation and payment, please read through the terms and conditions of the group reservation.
Once you have booked and paid your deposit, you are bound by the Terms and Conditions, please read them completely.
If you have any questions please contact your Travel Professional - Liz at 403-612-1221,
866-685-6008 x/549 or liz@escapes.ca.
My office hours are 10:00 am to 4:00 pm, MST, Tuesday through Friday.
Please note these important details:
Due to Covid-19, terms and travel requirements and restrictions could be updated. I will communicate to you any and all new/outdated requirements when they happen and closer to departure. It is your and your guests’ responsibility to adhere to the requirements, and ensure any/all are fulfilled. Please note that requirements may change on very short notice, and can even occur while you are in destination.
The contracted agreement between the couple and their chosen tour operator are negotiated prices for groups and are not applicable for further reductions at any time.
Deposits are Due December 5,2024
Final Payments are January 13, 2025
Deposits are non-refundable. After final payments are made, the booking is 100 % non-refundable. Any reimbursements must be claimed through travel insurance.
Any modifications made to a file are subject to the terms and conditions of the Travel Professional and the Tour Operator, including and up to full penalty fees.
Promotional deals, price reductions and seat sales are not applicable to group bookings.
Any room types outside of the group allotment and original quote may take up to 5 business days to receive.
Any room requests (ie. Adjoining rooms, king size beds, cribs, etc) cannot be guaranteed and are submitted as a request only based on availability at the resort at the time of check-in.
It is your responsibility to inform your agent if you have any special needs or service requests (ie. oxygen, service animal, allergies, disability, etc.) or any travel restrictions (ie. non-Canadian travel documents, criminal record, etc.); if any of these apply to you, please advise your agent immediately. Failure to inform your agent could result in services not being available or being denied boarding.
Correspondence
Please read completely and thoroughly any and all correspondence received from your Travel Professional, and please be aware that it is your responsibility to advise if you have any questions therein, or if you do not understand the information, and respond where requested in the timeframe provided.
*Hotmail Email Accounts*
The majority of communication regarding your reservation will be via email (critical travel documents, advisories, and payment reminders, etc). It is STRONGLY advised for clients to use an email platform other than Hotmail accounts as these have historically been found to block emails at the server level, so clients may never receive (in Inbox or Spam folder) important communications. If possible, it is advised to use a free Gmail account or other, to increase the effectiveness of your email delivery. Non-delivery of critical email communications due to continued use of Hotmail accounts will be the sole responsibility of the traveler. Note that Privacy Act regulations do not allow us to share your email addresses with 3rd parties and we do not share your info with anyone other than the designated Tour Operator(s).
Disclosure
Please note that some details of your reservation may be shared with the Wedding Couple for the purposes of wedding planning only. Your reservation will never be discussed with other guests, and no financial particulars disclosed to anyone at any time. Please note that we cannot discuss others’ reservations with you at any time, without their permission, in writing.
Payments
Visa, MasterCard, American Express, and Electronic Money Transfer (E-transfer, for Canadian residents only) are all acceptable forms of payment. Payments are made directly with your Travel Professional.
Guest Deposits
20% of your room total is due by December 5, 2024. Please book by this date to ensure room inventory availability.
Final Payment
The remaining balance of your stay is due no later than January 13, 2025. If the remaining balance is not received on the final payment due date, the reservation will be cancelled and all deposits forfeited. No exceptions.
Should you wish to make additional installment(s) or pre-authorized (ie. monthly/bi-weekly, etc.) payments before the final payment deadline, this can easily be arranged. Please contact your Travel Professional for more details.
All guests will receive reminders of final payment deadlines, however it is still their responsibility to pay their remainder on time.
Documentation and Travel Restrictions
Your full legal name and date of birth, EXACTLY AS THEY APPEAR ON YOUR PASSPORT are required. Failure to provide this information fully and accurately could result in you being refused boarding by the airline or entry by Customs, or change fees levied by the tour company/airline.
ALL passengers, including infants, MUST hold a passport and/or visa(s) in compliance with the destination.
If your passport is issued by another country (not Canada) please inquire about any potential visa regulations that may be required for Mexico. Canadian citizens, including infants, require a valid passport to enter Mexico.
It is solely the responsibility of the passenger to ensure that valid and proper documentation is obtained. Failure to provide valid documentation may result in denied boarding of the aircraft and cancellation of your flight arrangements without refund.
**If your passport is damaged in any way (e.g water damage, rips/tears) you may be denied boarding, as your passport will not be accepted for boarding. If this is the case you will be responsible for all costs associated with a new passport and new travel arrangements. Full cancellation penalties will apply with no refunds for unused flights or land arrangements, there will be no exceptions to this rule for anyone denied boarding for any reason.
If you are in doubt if the condition of your passport is acceptable – you are strongly urged to apply for a new passport immediately. This is your sole responsibility to ensure you will have your passport in perfect condition prior to your scheduled departure.
If you are travelling with children under the age of 18, and all parents/guardians are NOT travelling, a notarized letter of consent will be required to leave Canada. Failure to provide this document could result in denied boarding and cancellation of your trip with no refund.
Even with the required documentation, there is a remote chance that you could be denied entry into your country of travel. If you are aware of any reason why you may be denied entry to another country, it is your responsibility to discuss this with your travel agent.
Stop Sell
If the resort becomes sold out and no further rooms are being released, the hotel will go on a “Stop Sell.” A stop sell will not permit name or occupancy changes. In the event of a Stop Sell, the tour operator reserves the right to request full payment prior to the final deadline date.
Flight Schedules (if applicable)
All flight times, routings, carriers and aircraft types are subject to change with or without notice. The carrier and tour operator also reserve the right to add en route stops, including overnights, with no compensation being offered.
Changes
If permitted by the supplier, no fee will apply for name changes and corrections prior to the final payment deadline. On or after this date, no name changes are permitted.
Changes cannot be made if the hotel is on a “stop sell”. Downgrades are not permitted. NO changes are permitted after final payment*.
*We understand that occasionally minor changes may be required, and we can sometimes obtain special permission for change requests after final payment. This may result in a change fee, plus any applicable difference in rate. However, no changes are permitted within 4 weeks prior to departure.
Cancellation Policy
Any cancellations made after final payment are 100 % non-refundable.
Pregnancy and Travel
Should you plan to or become pregnant prior to your trip to Mexico or the Caribbean, you should consult with a travel medical clinic to discuss prevention of tropical diseases. For up to date information on the Canadian government's travel warnings and recommendations, please visit https://travel.gc.ca/.
Airlines have certain restrictions on how far into a pregnancy a woman can safely fly. Should you become pregnant and be unable to fly due to operational guidelines by the airline, any cancellation must be claimed through your travel insurance policy - refunds will not be granted.
Insurance
Travel Insurance is strongly recommended. Having coverage in an emergency while abroad can save you difficulty and money, while ensuring that you have access to the best possible care while in destination.
Travel insurance must be booked within 72 hours of processing your deposit to qualify for “cancel for any reason” benefits. Out of country medical may be purchased up to the date of departure.
By declining travel insurance, you acknowledge that your Travel Professional offered to discuss both travel & cancellation insurance with you. Furthermore, you accept all responsibility for any losses suffered by yourself, plus any others on your booking form and release Weddings by Escapes.ca and your Travel Professional from any claims for losses due to a lack of, or insufficient insurance coverage.
Please consider carefully. Out of Country Emergency Medical Expenses or Medical Evacuation/Travel Expenses can be very expensive and potentially financially devastating for you or your family.
**If you decline coverage, or request more information and then decline coverage, you may be asked to sign an additional waiver before your reservation will be processed.
Refunds
No reimbursements, refunds or credits will be issued for unused travel services or any component of the package. Refunds are not granted for bookings canceled due to inclement weather or illness. These must be claimed through your travel insurance, Travel Insurance is strongly recommended.
Pricing
All sales are final on a group reservation. Prices are non-negotiable and will not be discounted to match other tour operators, seat sales or online booking engines once under deposit. Seat sales apply to reservations at that time and are not valid on group reservations. Most tour operator vouchers/certificates/airline points cannot be applied towards group bookings.
Price Increases
Prices apply to specific dates as per the group contract. The tour operator endeavours to deliver the vacation package you have selected. If the price increased following the imposition of a surcharge on fuel by the carrier or an increase in the exchange rate, insofar as the exchange rate applicable before the date on which the services are provided has increased by more than 5% since the date on which the contract was entered into; and/or if the increase, without taking into account any increase in the provincial sales tax or Canada's goods and services tax, rising taxes, royalties or authorized charges by a competent public authority, is equal to or greater than 7% of the price of services, you may choose between a full and immediate reimbursement of the services or the provision of similar services. Reimbursements are processed by the tour operator within 14 days of receipt of your
written request for cancellation.
Documents
Documents (may include flight tickets, resort confirmation vouchers, transfer vouchers, and tour vouchers) are normally released 4 weeks prior to departure. No documents will be released until all payments are received.
Other
Your Travel Professional will not be liable for failure to perform if such failure is a result of Acts of God or Superior Force (including fire, flood, earthquake, storm, hurricane, or other natural disaster), war, invasion, act of foreign enemies, hostilities (regardless of whether war is declared), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalization, government sanction, blockage, embargo, labour dispute, strike, lockout or interruption of technology, electricity, or telephone service.
Furthermore, your Travel Professional will do their best to advise on your destination at your time of travel, and is here to support your trip before, during, and after travel, however, they are not responsible for the following:
Inclement weather.
Flight delay and schedule changes.
Lost baggage, and/or your negligence to pack necessities in your carry on.
Non-guaranteed requests not being fulfilled (ie. bedding requests, room requests).
Your negligence to report your special travel requirements and/or travel restrictions
Your negligence to provide your full name and date of birth exactly as it appears on your passport.
Your negligence to review and adhere to the entry requirements of the country you are visiting.
Your Travel Professional is your advocate before, during, and after travel, should any issues arise, please bring them to their attention for assistance.
It is your responsibility to respect the laws and local culture of the region you are travelling to, while recognizing that the standards, policies, and customs may vary greatly from your home. It is your responsibility to respect the rights of everyone you encounter, including, but not limited to, other travellers, airline staff, destination staff, local residents, and your travelling companions. Any incidents of abuse, harassment, illicit activity, destruction of property, police or security involvement, or disregard of the rights and safety of others will not be tolerated. Any individual involved in such behavior will not be entitled to compensation of any kind.
We have a zero tolerance policy with regards to abusive behavior. Any abusive actions or comments (including, but not limited to, derogatory remarks, yelling, behavior of a violent nature) will immediately cancel your booking; no further work will be completed, and no refund given.
We have a zero tolerance policy with regards to discrimination, including, but not limited to, racism, sexism, homophobia, and religious intolerance. Any discriminatory actions or comments will immediately cancel your booking; no further work will be completed, and no refund given.