West Adventures Inc. Booking Terms and Conditions
Methods of Payment
Tour prices listed are in Canadian or US dollars as showed on our website. Master Card, Visa, American Express, certified cheque and electronic bank wire are all acceptable forms of payment.
A non-refundable deposit of $200 per person, for trips 8 days or less and $400 per person for trips 9 days or longer, is required to secure your reservation. Your reservation will not be confirmed until your deposit is cleared with our company. To secure a reservation on a trip departing within 65 days, full payment is required at the time of booking.
The person making the booking (which is subject to these terms) warrants that they have full authority to do so on behalf of all persons named, and confirms that all such people are fully aware of and accept all the Terms & Conditions within this document.
Deposit payment is deemed to be confirmation that the client has read and accepts the West Adventure Inc. Booking Conditions. Clients booking, whether through a travel agent, on the telephone, by email or online will be deemed to have read the booking conditions and accepted them. A booking is confirmed when West Adventure’s Inc. issues an invoice; however this does not ensure that it is yet a guaranteed departure unless specifically stated on said invoice. Errors or omissions on the invoice may be subsequently amended after advising the client in writing and West Adventures Inc reserves the right to decline any booking at our discretion.
Please do not purchase any flights, or other services which are dependent upon the operation of your package tour, until your tour is guaranteed. We will not be held responsible for any costs related to the cancellation of a package tour, including but not limited to issuance and/or cancellation of airline tickets or any visa fees.
Final payment is due 65 days prior to departure. The reservation is subject to cancellation if final payment is not received by the due date; in this case the deposit will be forfeited.
All travellers will be matched up with another traveller of the same gender. If you would prefer a guaranteed room/tent to yourself there will be a mandatory single supplement charged and single rooms are subject to availability.
Passports, Visas and Vaccinations
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 the Trip Notes 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.
Cancellation, Changes & Refunds
Notification of tour cancellation, by traveller, for any reason, must be in writing. Verbal cancellation by phone is not acceptable. Any cancellation refunds will be calculated from the date the written cancellation is received in our offices.
Traveller(s) unable to complete the trip for any reason acknowledge that any and all unused portion(s) of the vacation package is neither refundable nor exchangeable.
The following Cancellation penalties are assessed according to the number of days prior to departure date, when we receive your written cancellation notice:
- 65 days or more – Loss of Deposit
- 64 days to 31 days – 50% tour fare per person penalty
- 30 days to 15 days – 75% tour fare per person penalty
- 14 days or less – 100% tour fare per person penalty
Date/Name Change Policy
Date or Name Change Policy penalties are assessed according to the number of days prior to departure date and effect it has on the existing group. Penalties are assessed and based on the date we receive your request and impact on the tour departure:
- Within 7 days of making your reservation (outside of 75 days) – Free date or name change.
- A Name change 31 days or more – $200 per person
- 30 – 11 days or less to change a name – $300 per person (if possible)
- All date changes more than 7 days after making your reservation will be taken under consideration on a request basis. West Adventures Inc. will endeavour to accommodate your date change for the least possible cost without negatively impacting the company or other passengers.
- West Adventures Inc. reserves the right to accept a date change only to a departure which is already guaranteed.
- No amendments to names or date changes are permitted within 10 days of departure.
The Client will lose the benefit of any previous price promotions they may have attained when making the original booking. The price of the new tour dates will be based on the current published price found on our website on the date the change was requested and no refunds will be granted for downgrades.
Any date changes must be made to a departure already posted on the West Adventures Inc. Website.
If one party sharing a room cancels and the person continuing on the trip does not wish to share with a new roommate a single supplement will apply.
The above cancellation penalty will be carried out strictly regardless of the reason that you have to cancel. West Adventures Inc. strongly suggests our clients to purchase cancelation & trip interruption insurance to protect their travel investment.
Minimum and Maximum Numbers
We require a minimum of five (5) passengers to operate based on logistics and will operate tours once minimum numbers have been reached. In the unlikely event that a specific departure must be cancelled due to lack of participation, we will offer alternative dates of travel or tour or a full refund. We have a maximum of either 10 to 16 travellers per group depending on the trip (see trip notes of specific tour).
We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, travel insurance excess or non-refundable flights.
In the unlikely event of a departure being cancelled due to political instability, government intervention, or other conditions beyond our control, we will make every effort to obtain refunds from our suppliers, but we cannot always guarantee a full refund.
Prices and Surcharges
Tour prices do not include international or other airfare unless expressly mentioned in the Tour’s descriptions.
All prices published in printed brochures, other printed media and front screen of the website are “from” prices.
Prices are subject to change and will only be guaranteed once the required deposit has been processed. West Adventures Inc. pricing is based on availability, exchange rates, operational costs, travel seasons and years. Correct prices are published on the website once all variables have been selected. Promotions cannot be backdated and are only available when the booking is made and the deposit is paid.
West Adventures Inc. reserves the right to impose surcharges on any trip if the increase in price is more than 3% for reasons arising from but not exclusive to changes in entrance fees, government action, currency exchange rates, operations and transport costs. If the surcharge is equal to or greater than 7%, clients will be given the option to cancel the booking with a full refund within 14 days of being notified of the additional charge.
Medical insurance is mandatory for all clients travelling with West Adventures Inc. Clients, together with their personal property, including baggage, are at all times solely at their own risk. Clients are wholly responsible for arranging their own insurance. A suitable insurance policy should provide adequate cover for medical expenses arising through illness or accident prior to or during the trip and the cost of the trip through cancellation prior to or during the trip, for insurable reasons, as well as emergency repatriation. Clients should ensure that there are no exclusion clauses, limiting protection for the type of activities available during their trip whether included in the course of the tour provided by West Adventures Inc. or otherwise. Proof of adequate insurance will be requested at the start of your trip and failure to provide this may result in you being prevented from joining the trip or portions of it, without refund.
Age, Fitness and Participation
All clients are responsible to ensure prior to booking that they are ﬁt and able to complete the itinerary of their chosen trip as described by West Adventures Inc. See Trip notes of your specific tour for specific requirements. At a minimum, you will be expected to at least be able to carry your own luggage for short distances of up to 15 minutes, walk up several flights of stairs if required. Our hotels may not have concierge or porter services. We do not provide luxury travel. Those aged between 14 and 17 years are accepted on some group tours based on request and at our discretion, provided they are accompanied by a parent or guardian who accepts full responsibility for them. West Adventures Inc. reserves the absolute right to decline a booking at our discretion.
You must agree to accept the authority and decisions of employees, tour leaders and agents while traveling with West Adventures Inc. or our trusted partners. If in the opinion of such persons the health or conduct of a client before or after departure appears likely to endanger the safety, comfort or enjoyment of a trip for themselves or others, the client may be excluded from all or part of the trip. In the case of ill health, West Adventures Inc. may make such arrangements as it sees ﬁt and the associated total costs of these arrangements, including expenses of West Adventures Inc., must be paid for by the client.
If a client is excluded for reasons stated above, chooses to leave of their own free will due to ill health or any other reason, there will be no refund of the package price, extra services, surcharges. All services forming part of the whole package booked will be forfeited though they may be recoverable through the client’s travel insurance in some circumstances.
Some of the activities on your trip will require additional waiver forms to be signed. Should a traveller decline to sign the waiver, the group leader will attempt to make alternative arrangements but any additional charges must be born by the traveller who has declined.
All travellers with West Adventures Inc. or any trusted partners are expected to obey the laws and regulations of the countries visited and any failure to do so will relieve West Adventures Inc. and its suppliers of all obligations that they may otherwise have under these booking conditions. Any illegal drug use is unacceptable and will be cause for removal from the tour.
The world of travel is ever-changing. Therefore, the day-by-day itinerary provided on our website is preliminary and subject to adjustment and change. We will try our best to provide an accurate final itinerary to you approximately two weeks prior to departure. West Adventures Inc. pledges to make every reasonable effort to follow the tour itinerary precisely, however unforeseen situations do occasionally occur. West Adventures Inc. reserves the right to make a substitution with a hotel or Campground of equal standard and quality. There will be no refunds or extra charges for any difference in the cost of those accommodations. Local tour arrangements are based on and impacted by local circumstances such as weather, traffic, holidays, etc.
Some of our tours include the opportunity to spot wildlife in its natural environment. While we may make reference to animals which are resident in an area, this does not constitute a guarantee of seeing them. The chance of seeing animals in the wild can vary due to a number of factors, many of which are outside of our control. Therefore animal sightings do not form part of our trip contract and we are unable to offer any compensation or refund in the event of disappointment at not seeing a particular animal.
The customary gratuities to the tour director, local guides, drivers, and wait staff are not included in the tour price. Tipping is optional and should be extended on a voluntary basis. A tipping guideline can be found in the “Trip Notes” section of your specific trip on our website.
In order to process bookings West Adventures Inc. is required to collect certain personal details from you. These details will usually include the names and addresses of travellers along with passport details, credit / debit or other payment details and special requirements such as those relating to any disability or medical condition that may affect the trip arrangements. We take full responsibility for ensuring that proper security measures are in place to protect your information.
We must pass some information on to the relevant suppliers of your travel arrangements (airlines, hotels, transport companies etc.). The information may also be provided to security or credit checking companies, public authorities such as customs / immigration if required by them, or as required by law.
Personal and insurance information will be collected from all clients at the onset of your trip. You may also be asked to review your tour on trusted review websites or we may share these reviews with trusted review websites on your behalf.
If you do not wish to receive communication from West Adventures Inc. in the future then please let us know as soon as possible. If we do contact you by email about our new trips or special offers, you will also be able to unsubscribe yourself from our database at this time.
Social Media: If you make use of any West Adventures Inc. social media features, either on our website, an App or otherwise through a social media provider, we may access information about you via that social media provider in accordance with their policies. When using a social media feature and if you have chosen to include it in your social media account, we may access information such as your name, profile picture, gender, birthday, email address, town or district and any other information you have chosen to make available and share.
Photographs, Video & Testimonials: Any image or video taken by any person during your trip that contains your image or likeness may be used by West Adventures Inc. for promotional and marketing purposes without charge in all media including, but not limited to, brochures, website and social media channels. Written feedback and evaluations provided to West Adventures Inc. may also be used in print and online for marketing and advertising purposes. Additionally, any photographs, video and text sent to West Adventures Inc. must be the client’s own and by sending it, the client agrees that West Adventures Inc. can use it for advertising and marketing purposes. West Adventures Inc. will assume that you do not object to being communicated with or the use of your photos unless you contact us and express your refusal of permission in writing.
Claims & Jurisdiction
You agree to bring any complaints to the Tour Guide or West Adventures Inc. head office as soon as possible in order to provide West Adventure’s Inc with the opportunity to properly address such complaint. You agree to inform your tour guide or another representative of West Adventure’s Inc. head office directly. West Adventures Inc. accepts no liability for complaints that are not properly brought to the attention of the Tour Guide or West Adventures Inc. head office and cannot resolve or attempt to resolve complaints until proper notice is provided.
All claims against West Adventures Inc. must be filed in writing within 30 days after completion of the tour. By utilizing the services of West Adventures Inc. you agree that the exclusive venue for all claims, actions or proceedings against West Adventures Inc., of whatsoever nature arising out of this contract, shall be the Province of British Columbia, Canada; and such claim, actions or proceedings shall be determined according to the laws and jurisdiction of the Province of British Columbia.
Authority on tour
The decision of the group leader is final on all matters likely to affect the safety or well-being of any traveller or staff member participating in the trip. If you fail to comply with a decision made by a group leader, or interfere with the well-being or mobility of the group, the group leader may direct you to leave the trip immediately, with no right of refund. We will also have the right to refuse your participation on any future trips booked.
Please note that within national parks all guiding must be done by licensed park rangers. Your guide will assist in directing you to the park information center where you can make arrangements, should you wish a guided tour of the park or for more in-depth details about the park.
You are responsible for any costs (including repair, replacement and cleaning fees) incurred by West Adventures Inc. for property damage, destruction or theft caused by you while on a Tour. You agree to immediately report any pre-existing damage to a representative of West Adventures Inc. and staff of the accommodation, transportation service, or facility as soon as possible upon discovery.
Acceptance of risk
You acknowledge that the nature of the trip is adventurous and participation involves a degree of personal risk. You may be presented with dangers and physical challenges greater than those present in your daily lives. West Adventures Inc. does all reasonable due diligence to ensure your safety, however it is also your own responsibility to acquaint yourself with all relevant travel and activity 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 are aware of 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 operation of our trips as an 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 Booking 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 Booking 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 of 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 not included in the trip price do not form part of the trip or this contract. You accept that any assistance given by your group leader or local representative in arranging optional activities does not render us liable for them in any way. The contract for the provision of that activity will be between you and activity provider.
West Adventures Inc. reserves the right to update these Booking Conditions at any time and publish any updates on our website. It is recommended that all clients consult our website at the time of booking and again just prior to departure and download a copy of these conditions as it will be assumed that all clients have agreed to any amendments at the time of booking and by paying the deposit or full payment.