Policies & Procedures

TERMS & CONDITIONS

For purposes of these Terms & Conditi ons the words "you," "your," "passenger" and "cardholder" refer to each person who books or otherwise purchases or receives goods and services arranged through Chapman Cultural Tours Ltd. The words "CCT", "our" and "we" refer to Chapman Cultural Tours Ltd., its parents, subsidiaries, affiliates and agents. Acronyms are used as follows: Chapman Tours = Chapman Cultural Tours Ltd. CCT makes arrangements with suppliers who provide travel services such as air travel, cruises, hotels, buses, sightseeing, car rental or other activities included in your booking. The travel services are subject to the conditions imposed by these suppliers, and their liability may, in turn, be limited by their tariff s, conditions of carriage and internati onal conventi ons and arrangements. CCT does not own, manage, operate, or control any vehicle, hotel, resort, cruise ship, restaurant, or other supplier of services, and is not responsible for their acts or omissions. Please read and ensure you understand theseTerms & Condititons before booking your vacation. When you book or otherwise receive services through CCT, you are accepting and agreeing to the Terms & Conditions listed on these pages.

PAYMENT REQUIREMENTS

DEPOSIT: The greater of 25% of the package price with reservation per person. Land only 30% of the package. Note: Additional deposits may be required by some resorts which are over and above CCT deposit requirements. These deposits do not include insurance. Final payment is due 60 days before departure. For all bookings made less than 30 days before departure, payment by credit card is required. Deposit amounts and final payment dates could be different depending on the Destination or ticketing requirements.

CREDIT CARDS: When a credit card is used to confi rm and pay for a booking, you, the passenger, and/ or the cardholder give consent to CCT for the card's use. The credit card holder may submit the credit card number on the CCT web site or by telephone once a confirmation number has been issued.

CANCELLATIONS:

If you need to cancel your booking, you must notify CCT immediately. Cancellation charges are calculated based on the date that CCT receives notice of cancellation. The cancellation charge compensates CCT for damages arising from cancellation, including, among other things, prepayment made on booking of travel and other services and administration costs involved in processing a cancellation. By booking a vacation you agree that the cancellation charge is a genuine estimate of damages to CCT of any cancellation and is not a penalty. CCT may arrange for the resale of any holidays you cancel without refund to you.

CANCELLATION CHARGES:

• Once the ticket issued, it will be 100% non-refundable
• More than 60 days prior to departure: 50% of package price plus any charges imposed by Airline Terms and Conditions
• 59 to 30 days: 75% of the package price
• Less than 30 days: 100% of the package price

The departure date is excluded in determining the cancellation deadline. If a change is made to the room occupancy, including the addition to or reduction of the number of occupants, you will be responsible for any resulting increase in price. If a passenger wishes to modify, change or cancel the package, he or she will be required to notify CCT in writing within the prescribed deadline. CCT will not issue a refund for any cancelled or unused services aft er the departure point.

CUSTOMS & IMMIGRATION:

Customs and/or immigration officials can deny a person's entry into Canada or USA at their own discretion. A previous criminal record could be an obstacle in internati onal travel. CCT cannot be held responsible for denied entry under any circumstances.

DOCUMENTATION:

It is solely your responsibility to obtain, at your own expense, all the documentation required by relevant government authorities for the purpose of your holiday. Required documentation may vary depending on citizenship status. If passenger is refused entry, CCT will not be held liable and will not issue any refunds.

TICKETS:

Airline or train tickets can be issued the day of your booking confirmation. The name on the ticket has to be the exact name appearing on your documentation. It is your responsibility to give CCT the correct names when you make reservation and to verify your tickets upon reception. It is important to review all documents and tickets before leaving the country. CCT cannot be held responsible or liable if you miss your flight or are denied boarding. Carriage and service performed and ti ckets issued are subject to the terms referred to on such tickets, the rules relating to liability by the Warsaw Convention (as amended), and these Terms & Conditions. Tickets and boarding passes are non-transferable and non-negotiable. Air transportation complaints are solely the responsibility of the airline concerned. You agree that CCT cannot be held responsible or liable for expenses, lost wages or missed vacation time due to flight time changes and/or delays. Air travel is in economy class by the carrier specified by CCT. The quantities are limited, supplements can apply. You may not qualify for frequent flyer miles when flying on certain fares.

BAGGAGE:

For Motor-coach tours the limit is one checked bag per person, not weighing more than 15 Kilograms. Plus one carry on bag that will fit in the overhead compartment. Each airline determines the quantity, size and weight of authorized baggage. There may be charges for excess baggage. All baggage remains at your own risk throughout the trip.

CONNECTING FLIGHTS:

If you have connecting flights with separate tickets, you should allow ample time (minimum 3 hours) between flights. CCT cannot accept any responsibility for additional charges incurred for airfares or other expenses due to missed flights, irregular air operations or flight time changes.

NOTICE TO TRAVELLERS:

Please be aware that different living standards and practices exist within Canada/USA, including but not limited to provision of utilities, i.e. water and Voltage, accommodations, services of all kinds, food, food preparation, water quality, security, insects, wildlife or weather conditions. You agree that CCT shall not be responsible or liable for any loss, damage, illness or injury you may suff er as a result of such different living standards and practices. It is not uncommon to suffer from travellers' diarrhea when travelling. The Public Health Agency of Canada recommends that you visit your family doctor or a travel medicine clinic prior to departure to advise you on precautions. Please check the Foreign Affairs & International Trade website of your country of origin, for information specific to your destination before you travel. All hotels undergo routine maintenance and renovations. Certain resort areas are undergoing major growth with ongoing constructi on and CCT is not responsible for any resulting inconvenience. At brand new hotels, some facilities may not be completely operational. Landscaping and other finishing touches may be continuing during your stay. If CCT is advised of any significant work that will be ongoing during your stay or of any major facilities that will not be available, we will try to advise you prior to departure.

TRAVEL INSURANCE:

It is strongly recommended that all travellers obtain adequate insurance coverage to protect themselves should they be obliged to cancel a holiday due to health problems or unforeseen circumstances. You may purchase such insurance at the time of booking. You may also wish to purchase medical insurance. You agree that CCT shall not be responsible or liable for health problems that may arise or become aggravated while travelling or at your destination. Standards of medical care may differ from those in Canada. Treatment may be expensive, payment in advance may be required and provincial health care coverage may be limited.

CANCELLATION OF SERVICES:

CCT reserves the right to cancel a package if not enough participants are registered. In the event that certain services are cancelled, CCT will have no responsibility beyond the refund of all monies received by CCT for such cancelled services, which will be deemed to constitute full settlement of any claim you might have against CCT for the cancellation. However, you must notify us of your decision in writing within 72 hours of such notice

ALTERATION OF SERVICES:

Advertised facilities may occasionally be modified or unavailable. We will advise you of any description changes, if known, prior to departure. Someti mes major changes to your holiday arrangements may be required due to circumstances beyond our control, such as hotel overbooking, unexpected maintenance problems or due to market conditions. Major changes may include change of destination, change of departure or return by more than 24 hours, change of iti nerary, change of hotel, ship or accommodation standard. In these circumstances, CCT reserves the right to substitute hotel and other arrangements for arrangements of comparable value without notice or liability.

FORCE MAJEURE/ACT OF GOD:

CCT is not responsible or liable for changes or cancellations made that relate to or arise as a result of hostilities, acts of war or threat of war, riots, civil disturbances, terrorist activity, industrial disputes, natural and nuclear disasters, fire, epidemics or health risks, technical problems with transport as well as flight delays due to weather or for mechanical reasons, government action, closed or congested airports or ports, supplier insolvency, governmental acts and other events beyond our control. You agree that CCT does not assume any responsibility, and is not liable, for the costs or other consequences that arise out of or result from inclement weather conditions at any time of the year.

PRICES & COST INCREASES:

All prices, unless otherwise stated, are per person based on two adults sharing one hotel room. All prices advertised in your quote, will be in Canadian dollars and do not include HST (where applicable) and taxes. However, local environmental fees, communal hotel taxes must be paid locally. The prices advertised on your quotation are based on fixed costs at the time sending the quote. Every quote rates are guarantee for thirty (30) days, once sent to the group leader or associati on. These costs are dependant on rate of exchange and/or other factors. CCT reserves the right to increase the price. Should the price increase be greater than 7%, you have the right to cancel the contract for travel services and obtain a refund of all monies paid to CCT, unless the price increase is the result of government taxation or fuel surcharge allowed by the Canadian Transportation Agency. Every eff ort will be made to advise your travel agent of any price increase at least 30 days prior to your departure date. In the event of an error in published rates, you will be given the option to accept the change or to cancel for a full refund of all monies received by CCT.

SPECIAL NEEDS PASSENGERS:

Some tours can be tiring depending on the passenger's state of health. Because of the intense heat in the summer time and the cold weather in winter time for Canada/USA, frequent travel and change of food, we recommend that you be in good health and rested when leaving your country of origin. Some drugs are not available abroad. You must carry a sufficient amount of your medication, whether it is prescribed or can be purchased over the counter. Ensure your medication is in your hand luggage. Never pack it in your suitcase or give it to someone else to carry it for you. Make sure you have your prescription paper on you while travelling. Unfortunately, in its regular programs, CCT does not provide special care or special assistance to individuals suffering from a disability or food allergies. Some hotels and countries are not equipped to provide special care to clients with a disability. Any person with a disability or incapacity who requires special attention or treatments must notify CCT in writing at the ti me of booking and provide a declaration signed by his or her doctor stating that he or she is capable of participating in the activities of the tour and can move without the assistance of another member of the group or the wholesaler's representative. CCT reserves the right to refuse a passenger who cannot complete the trip or for whom the trip represents a danger to the passenger or to others.

NOTICE OF CLAIMS:

You must notify CCT, in writing by registered mail, of any claim you may have, or claim to have, against CCT, within 30 days from the event giving rise to the claim. Should you not file a written complaint with CCT within 30 days from the end of your vacation,you will be presumed to be satisfied with the services received and to have waived any and all claims that you may have had against CCT. CCT will not respond to any claims or demands made after the expiration of the 30-day delay. You may not commence any legal proceeding against CCT unless you have submitted a notice as set out above. Under no circumstances shall CCT be liable to you for an amount in excess of the total amount paid to CCT for your vacation Compliance: You agree to comply with any reasonable instructions issued by CCT or its representatives during your vacation. Any person acti ng in a way that compromises the enjoyment of other travellers on the trip or who refuses to follow instructi ons given by CCT representatives may be obliged to return to your country, before the end of the trip, at his or her own expense.

APPLICABLE LAW:

Regardless of your holiday destination, any dispute between you and CCT shall be interpreted in accordance with the laws of Ontario where Chapman Cultural Tours Ltd resides. Notice: No agent or representative of CCT or any other service provider has the authority to modify or waive any provision of these Terms and Conditions. Arbitration: Any claim or dispute (including, without limitati on, any unresolved claims concerning any services booked through, or provided by, CCT and claims made directly by you or by anyone connected to you or claiming through you) relating to or arising from your purchase of a holiday, or the goods and services provided by or through CCT, must be decided by one arbitrator, to the exclusion of the Courts. The arbitration shall be governed by the National Arbitration Rules of the ADR Institute of Canada, Inc. or its successors or a replacement Administrator. The seat of the arbitration shall be in the province in which CCT resides. The decision of the arbitrators shall be fi nal and binding upon the parties. The present arbitration clause applies to all claims made as part of a class action or other representative action, it being expressly understood and agreed to that the arbitration of such claims must proceed on an individual (non-class, nonrepresentative) basis. CCT's Responsibility: The travel services provided are subject to the Travel Industry Act (ON), and Regulations there under and are subject to the conditions imposed by the suppliers and such suppliers' (and CCT) liability is limited by their tariffs, conditions of carriage, tickets and vouchers, and international conventions and agreements, as amended (eg. The Warsaw Convention, The Athens Convention & The London Convention). You agree that CCT shall not be responsible or liable for, and you hereby waive any claim arising out of or relating to, any loss, damage injury or illness whether physical or mental, resulting from any delay, substitution of equipment, or any act, omission, negligence or commission of any third party supplying any of the services or accommodation herein, its agents, servants, employees, subcontractors, or for any claims for such loss, damage or injury, whether physical or mental, arising there from, or from any cause that arises by reason of actions of parties other than CCT. CCT reserves the right to decline any passenger as a member of these tours at any time.

PRIVACY POLICY:

CCT is compliant with the Personal Informati on Protecti on and Electronic Document Act (P.I.P.E.D.A.) that went into effect January 2004.

---