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Terms and conditions

1. General Terms and Conditions

Please read the following information carefully, as the terms and conditions described herein constitute an agreement between you and those who provide the service. CanadaRail.ca and RockyTrain.com are websites of Canada Rail Vacations Inc. If you decide to travel with Canada Rail Vacations Inc and make payment on a tour, you thereby agree to accept the terms and conditions of this contract.

2. Brochure Prices

All prices herein are quoted in Canadian dollars. Prices and information in this brochure are for the 2016 season and are subject to change without notice.

3. Exchange Rate

Guests must pay in Canadian funds. The exchange rate used in calculating the published foreign currency prices has been determined by Canada Rail Vacations Inc based upon expected currency exchange rate movements. Cancellation charges, if applicable, and final payment must be in the same currency.

4. Goods and Service Tax (GST)

All prices are subject to GST, which will be charged upon confirmation of booking. Currently the rate is 5% for Canadian GST.

5. Rail-Only and Package Tour Inclusions

The following costs are not included unless otherwise specified: GST, gratuities, alcoholic beverages, meals, room service or other hotel incidentals, items of a personal nature and all other items not specified in the description of the applicable tour contained in this brochure. If one of our packages does not meet with your requirements, we will be pleased to customize your rail tour package. Ask your vacation consultant for details. Individual tour component pricing breakdowns are not available.

6. Self-Drive Option, Self-Drive Packages and Car Rental Policies

Minimum requirements for car rental: Driver must be 25 years of age with a valid driver’s licence and major credit card. If the driver’s licence is not in English, an International Driving Permit is strongly recommended. This is required for translation purposes to confirm the validity of the driver’s licence for the safety of renters and for the car rental company.

A credit card deposit will be required at time of car rental pick-up to cover costs not included in the Canada Rail Vacation package. These costs are the responsibility of the renter and are payable when the vehicle is returned. A car rental day is based on a 24-hour period. For example, if you have a 3-day car rental and you pick up your car at 10 a.m. it must be returned at or before 10 a.m. 3 days later, otherwise you will be charged an extra day’s car rental. Please provide approximate pick-up time and location at time of reservation. Confirmation of drop-off time will be provided when the car is picked up.

Rates do not include hotel parking charges, gasoline, Loss/Damage Waiver (LDW), Personal Accident Insurance (PAI), meals, attractions, passage by ferry, child seats, drop-off charges if the vehicle is not dropped off at the location specified in the itinerary, any applicable charges for additional drivers, upgrades to a higher car class, additional rental days, any other optional charge or service charges and GST on additional charges. Pick-up or drop-off at an airport may be subject to an additional charge by the car rental company.

7. Possible Alterations

Canada Rail Vacations Inc reserves the right to cancel, modify or alter all or any part of its services when necessary or advisable. Should this occur, Canada Rail Vacations Inc agrees to provide the best alternative available. Every effort will be made to adhere to the specifics shown herein; however, circumstances may necessitate alteration, including the occasional accommodation change from properties listed in this brochure. Hence, all fares, schedules, itineraries, hours of arrival and departure, air schedules and special programs are subject to change without notice at any time.

8. Suppliers’ Liabilities

Canada Rail Vacations, Rocky Mountaineer, Jonview Canada and VIA Rail act as an agent for and make arrangements with airlines, hotels, bus lines and other independent parties to provide you with non-rail travel services and accommodations. Although great care is taken to choose suppliers, we are unable to directly control them, and therefore we are not responsible for their acts or omissions. The travel services provided by these suppliers are subject to the conditions imposed by the suppliers, and their liability may be limited by their tariffs, conditions of carriage and international conventions and agreements.

9. Company Liability

Canada Rail Vacations  Rocky Mountaineer, Jonview Canada, VIA Rail and their respective officers, directors, servants and agents are not responsible for any claim, loss, damage, cost liability or expense arising, direct or indirect, out of injury; accident or death; loss, damage or delay of luggage or other property; or delay, inconvenience, loss of enjoyment, upset, disappointment, distress or frustration, whether physical, mental or otherwise, relating to the provision of rail tour operations, travel services and accommodations.

10. Force Majeure

Canada Rail Vacations, Rocky Mountaineer, Jonview and VIA Rail will not be responsible for the performance of this agreement if prevented or delayed by acts of God, strikes, accidents, weather, traffic, airport conditions or other causes beyond their reasonable control from meeting its terms. Nor will they be responsible for any loss or damage relating to train cancellations or any other cancellations.

11. Passport/Visa/Health Regulations

Passports: If travelling from outside Canada (including from the U.S.A.) you will require a passport for entry into Canada and appropriate ID for all family members.
Airlines reserve the right to refuse boarding without adequate ID.
Visas: Check with your Canada Rail Vacations tour coordinator.
Canada Rail Vacations Inc is not responsible for guests refused entry into Canada because of inadequate documentation. For further information regarding documentation for entry into Canada, please contact Immigration Canada. Single parents or grandparents travelling with children must ensure proper documentation is obtained for entry into Canada.
Health Regulations: There are no vaccination requirements for international travellers into Canada.

12. Luggage

Rocky Mountaineer: All luggage or articles are accepted and transported subject to Rocky Mountaineer Vacations’ luggage policy and the conditions therein. Certain articles may be subject to a surcharge. Guests travelling onboard the Rocky Mountaineer is limited to two suitcases per person (in addition to the carry-on overnight luggage required for the RedLeaf Service two-day rail tour portion of the Rocky Mountaineer). Total luggage weight per person is not to exceed 30 kg (66 lb.).

Note: SilverLeaf and GoldLeaf Service guests’ luggage will be delivered to their Kamloops, Quesnel or Whistler accommodation. All guests should be sure to carry any medications with them on board the train.

VIA Rail: While on board VIA Rail, guests may carry on either: a) 1 article weighing a maximum of 18 kg (40 lbs) with a maximum size of 158 linear centimetres (62 linear inches), or b) 2 articles each weighing a maximum of 11.5 kg (25lbs) with maximum dimensions of 54.5 × 39.5 × 23 cm (21.5 × 15.5 × 9 in.). In addition to this, each guest is entitled to bring on board one personal item, such as a purse or laptop case. 

Guests may check up to three bags free of charge on VIA Rail. Checked bags may weigh up to 23 kg (50 lbs)and have a maximum size of 158 linear centimetres (62 linear inches).  A $20 fee for overweight or oversized bags may be charged at the discretion of VIA Rail. There may be additional luggage fees if travelling between Toronto - Ottawa - Montreal - Quebec City which will be charged at the discretion of VIA Rail

Other Tours: Certain tour products featured in this brochure have baggage restrictions due to either accommodation style or transportation requirements. Please refer to your documentation for full details.

13. Notes on VIA Rail

VIA Rail is the national passenger rail service, and is owned and operated by the Government of Canada. VIA Rail provides a more traditional and nostalgic train experience for our guests, and is perfect for travellers who are train enthusiasts.

The VIA Rail segment through the mountains is an overnight journey. If you wish to see all of the Rockies by day, we can recommend an itinerary making use of the Rocky Mountaineer day-trains. We book all of our guests – regardless of hotel category - in VIA Rail’s Sleeper Plus Class coaches on this train, which includes a private cabin for one or two, meals while on board, and access to the domed observation car. Because of the nature of rail travel, single sleeper cabins are quite small, and double cabins are outfitted with bunk beds. All cabins have a private half-bathroom. Shower facilities are shared by coach. Solo travellers who wish to have a little extra space while on board VIA Rail may request a double cabin at additional cost.

14. Reservation Policies

Deposit Policy
A deposit must be received at the time of booking to confirm your reservation. If you have booked any additional tours (in addition to those specified) with your two-day rail tour, please note that we require the applicable package deposit rate. See the deposit schedule at right. Deposits may be made by Visa, MasterCard or American Express.

Refund Policy Requests for refunds must be directed in writing to your travel agent. No refunds will be made because of airline delays, unused services or other acts beyond the control of Canada Rail Vacations Inc, Rocky Mountaineer Vacations, Jonview Canada and VIA Rail.

Cancellation Policy If you cancel a confirmed reservation, notification from you or your travel agent must be received by telephone in Canada Rail Vacations office. A written notification must follow immediately by fax to +1 403 453 6804, by mail to the office address or by e-mail to [email protected]

Note : A change in flight date, lodge or ranch arrival date or train departure date (either rail only or as part of a package) is considered a cancellation. Charges will be calculated per person and based on the date the cancellation notice is first received. There will be no exceptions to any of the charges. Please note the cancellation policy schedule at right. Cancellation charges are subject to GST.

15. Final Payment

Final payment must be received no later than 60 days prior to the date of departure. Final payment must be in Canadian funds and made by credit card, cheque, money order or bank wire transfer. Your tour coordinator will provide the address and bank details in your reservation confirmation.

For cheques drawn on financial institutions outside Canada, an additional 15-day period is required (75 days in total) to permit international bank clearance procedures.

Please send cheques or money order payment to: Canada Rail Vacations Inc, PO Box 52024, 311 16 Ave NE, Calgary, AB T2E 8K9 Canada Fax: + 1 403 453 6804 Tel: +1 403 457 4280 or Toll-Free: 1 888 589 3777 (U.S.A./ Canada)

16. Insurance

We strongly recommend that you purchase cancellation insurance to protect your holiday investment. Please inquire at the time of booking. Should you upgrade the total cost of your Canada Rail Vacation after the purchase of your insurance, let your Vacation Consultant know if you wish to also upgrade your insurance coverage. Specific terms and conditions apply to all travel insurance policies purchased.

17. Wire Transfer Payments

Please note that your final payment (as noted on your confirmation) is due 60 days prior to departure. If you wish to pay by wire transfer, please let us know and we will forward you our banking details.

Please send a record of bank deposit by fax to +1 403 453 6804, Attn: Accounting. Or email a scanned copy to [email protected]

The authorization (written or verbal) to use a credit card number indicates your or your client’s compliance with our booking terms and conditions, whether or not you or they have signed the appropriate draft.

Credit card deposits will be processed in Canadian funds. Final payment must be in the same currency.

18. Last-Minute Bookings

Last-minute bookings are welcome; however, late package bookings require a minimum of 24 to 48 hours to request and confirm availability. 

19. Itinerary Changes and Reduction of Services

A fee per booking will be applied to each change made to the itinerary once the original booking has been confirmed

Period Change Fee (CAD)
61 or more days $125
0 to 60 days No Changes Permitted

A change fee will not be administered for an addition or upgrade of service. For a change in train departure date, refer to our cancellation policies. If there are any charges incurred by Canada Rail Vacations as a result of changes made, they will be applied to the booking in addition to the change fee. Change fees are subject to GST.

Separate change fees for airline tickets will apply and are at the discretion of the airline.

20. Documentation— Canada Rail Vacations packages

Documentation will be emailed to the client as a PDF one month prior to departure. This will include all vouchers and travel itineraries.
Guests will be advised of their Kamloops, Quesnel or Whistler accommodation upon check-in at the departure station.

21. Rail Connections

Please arrive at the departing train station a minimum of 60 minutes prior to boarding time to ensure your luggage is checked and your travel documents are in order. We recommend that you not make onward travel arrangements the night of arrival at your destination. Train travel in Canada is subject to unforeseen delays, and departure and arrival times cannot be guaranteed. Canada Rail Vacation Inc will not be responsible for missed connections.

22. Cancellations
Rocky Mountaineer Rail-Only (Two-Day Rail)
61+ $1000 per person $1000 per person
0-60 100% of payment due 100% non-refundable

Rail Vacation Packages
(Including One-way Tours, and Circle Tours*, Luxury Rail Tours, Winter Rail Vacations, Rail and Drive Vacations and Self-Drive Option)
61+ $1000-$2000 per person $500 - $1000
0–60 100% of payment due 100% non-refundable

Rail Add-ons
City Stops
61+ $150 50% of deposit
46–60 100% of payment due 100% of deposit
0–45 100% of payment due 100% non-refundable

Self-Drive Adventures
Canada Vacations

Non-Rail Self-Drives
Lodge and Ranch Experiences*
61+ $300 100% of deposit
0–60 100% of payment due 100% non-refundable

VIA Rail Series
7+ 100% of rail portion $25 to $170
0–7 100% of rail portion 100% non-refundable

We reserve the right to pass on any additional costs charged by our suppliers. Cancellation fees may be subject to GST. * Additional non-refundable deposit may apply to some vacation packages that include flights.

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