Booking Terms and Conditions - General
Reservation
All Wheel & Anchor tour programs are sold by Vancouver Regency Travel Inc. which operates as New Sky Travel and Wheel & Anchor, a travel agency registered by the Travel Industry Council of Ontario (TICO) with Registration No. 1817786 and located at 8133 Warden Avenue, Suite 606, Markham, Ontario L6G 1B3 and which shall hereinafter be referred to as the “W&A”. All terms & conditions of booking herein are those of W&A and the use of the terms “we, our or us” as it pertains to any clause in these terms & conditions shall mean W&A and the terms “you or your” shall mean the booked passenger(s).
To make a reservation on any of our programs, you must complete the online booking form which will be emailed to you. We will collect the necessary personal information and travel wishes for the tour program in question. All information is kept completely confidential pursuant to our Privacy Policy.
At this same time, we will also collect the deposit (see Deposit below) following which you will receive from us a confirmation and itinerary of all booked travel services. You must check to ensure that the confirmation details provided by us are complete, accurate and in accordance with your wishes.
The written confirmation from us is the only binding contract for the provision of services listed therein, subject to these terms & conditions. Your tour booking is not final and binding prior to issuance of this tour confirmation, following receipt of the deposit as indicated below and subject to the tour reaching a minimum number of participants and being declared a “Go”.
Your acceptance of our booking confirmation constitutes your acceptance of the travel price for the services detailed therein. Prices advertised may be subject to fluctuation, special offers, discounts or other changes subsequent to your reservation. Any such changes cannot be applied retroactively to your reservation and you agree to accept the tour price indicated on the booking confirmation.
Payments
The deposit and payment terms are set out in the trip itinerary (e-brochure) as well as the tour confirmation provided to you.
Initial Deposit
An initial deposit is required immediately upon booking to make your reservation. In the unusual circumstance that we cannot subsequently confirm your booking after this deposit has been paid, it will be refunded to you in full.
Additional Deposits
Depending on the nature of the tour, additional deposits may be collected subsequent to the Initial Deposit as they may be required by cruise, airline or other travel partners pursuant to our contract with them.
Final Payment
Final payment is due on the date specified in your tour confirmation. Visa, MasterCard, and American Express are accepted forms of payment.
To help ensure payment deadlines are not missed, Wheel & Anchor will automatically process any additional deposits and the final payment using the credit card provided at the time of booking on the applicable due date. If you would like the final payment charged to a different credit card, you must notify our office and provide the updated payment information prior to the final payment due date.
It is your responsibility to ensure that your payment information remains current and that sufficient credit is available at the time of processing. If a payment cannot be successfully processed, you must contact our office immediately to arrange payment. Failure to make the final payment by the due date may result in cancellation of your booking and forfeiture of any applicable deposits.
Revision / Change Fees
We will do our best to accommodate changes to your booking including changes to the names of passengers, dates of travel, etc., but we cannot guarantee our ability to confirm the desired changes which will be subject to the ultimate discretion of the companies who operate various aspects of the tour. In addition to any charges that may be imposed by our travel supplier partners, a charge of CAD$100 plus HST or other applicable tax per change will be levied if we are successful in making the requested changes, failing which you will have the option to cancel your booking subject to any cancellation charges that may apply.
Your air booking is a separate contract and contains its own payment and cancellation provisions which are entirely independent of those for the booked tour. While we endeavour to ensure that you are aware of any differences in such conditions, you acknowledge and agree that it is incumbent upon you to interpret those. Any and all changes including spelling corrections to the passenger names after air tickets have been issued will be subject to the airline’s revision/change or cancellation fees.
Cancellations and Refunds
Cancellation penalties are set out in detail in the trip itinerary (e-brochure) as well as the tour confirmation provided to you.
In the event of a cancellation by one guest in a double occupancy room, the other guest shall be responsible for the payment of the single supplement applicable at the time of booking.
All bookings are subject to a non-refundable Reservation Management Fee of 2.4%. This fee represents the immediate administrative costs incurred by W&A for professional planning, supplier coordination, and secure transaction processing. In the event of a refund, this fee is retained as compensation for services already rendered at the time of booking.
No refunds will be made for unused services once travel arrangements have commenced. If after returning from your travels, you wish to inquire or make a complaint about any services provided, all correspondence relating to those services must be received by W&A within 30 days after completion of the tour. Claims filed 30 days or more following any tour may or may not be evaluated at the sole discretion of W&A and its suppliers.
Cancellations and deviations may arise as a result of a Force Majeure event (as defined below). In booking a trip, you acknowledge that such cancellations and deviations are beyond our control and that compensation for monies paid may take the form of a travel credit toward an alternate booking date or alternative travel services in accordance with TICO regulations, rather than a cash refund. The specific remedy available will depend on the circumstances and on the recoverability of funds from our travel suppliers.
Prices
All tour prices are per person in Canadian Dollars and are based on rates and foreign exchange rates as of the date of the tour confirmation document. In the event of an increase in any of the cost factors, including airfares, taxes or other surcharges, W&A reserves the right to increase the price in accordance with the provisions of TICO. The following exceptions apply: (i) there will be no price increase when the full and final payment has been received by W&A, and (ii) if the total price of travel services is increased and the cumulative increase, except any increase resulting from an increase in applicable retail sales tax, federal goods and services tax, is more than 7 percent, the contract can be cancelled and a full refund obtained.
Prices do not include any arrangements or services other than those specifically stated in the tour confirmation. They also do not include items of a personal nature such as laundry costs, beverages, meals other than as indicated, for example: optional excursions; passports, visas; vaccinations; gratuities; International Air Transportation Tax; Agricultural tax; Security Fee; airport taxes as applicable.
Verbal quotations will NOT be honoured. ALL PRICES ARE SUBJECT TO CHANGE WITHOUT NOTICE.
Prices for tours booked by other participants at a different date than the one in this confirmation letter may be at a higher or lower price due to the circumstances in existence at the time of booking. No request to reduce the price of a trip that is subsequently offered at a lower price will be honoured.
Itinerary Changes
While every effort is made to adhere to the specifics mentioned on this website and any other marketing collateral which may be disseminated to members, changes may be required at times. Therefore, all prices, itineraries, and other pertinent information are those in effect at the time of posting and are subject to change without notice.
You acknowledge that changes to accommodation (provided of a similar or better quality), method of transportation, within reason, and specific sites visited or not visited whether within or outside of our control, shall not be construed as changes that permit cancellation of the trip by you without the applicable cancellation charges as outlined in your trip confirmation. Similarly, such changes do not give rise to any reimbursement for services or sites that were substituted for the aforementioned reasons.
Deviations
We may permit deviations to the beginning and the end of our programs, subject to the ability of our partners to accommodate the same and any other factors which may impact the group. A request to prolong a hotel stay at the beginning or end of a trip will be processed on a complimentary basis with the cost of such either paid to W&A or directly to the accommodation provider. We request all members’ understanding that all other deviations may be subject to a coordination fee for the additional time involved in making such arrangements, which will be advised prior to it being rendered.
Airline Tickets
Our land/sea programs do not include international airfare from Canada which is sold separately. Air arrangements requested from W&A are processed through a 3rd party airline consolidator and sold as an entirely independent booking. We request that you not book any tickets or make any non-refundable air reservation prior to receiving the go-ahead from our office that the particular trip you have booked is guaranteed to be operated. Most of our programs have a minimum number of participants which we must achieve in order for them to be carried out feasibly. If you book your air tickets prior to receiving such notification from us, then you absolve W&A from all liability for air cancellation penalties if the trip does not go ahead. For greater certainty, the purchase of international airfare is an independent transaction between you and the air carrier. W&A's liability is strictly limited to the land/sea components of the tour as specified in the tour confirmation.
Any airfares listed on our website, brochure, newsletters or other media are estimates based on quotations received at the time of publishing or issuance and are not a representation of the airfare that will be available at the time of booking. Specific airfare quotations are only valid at the moment they are provided given the dynamic pricing nature of airline tickets and they may change at any moment prior to confirmation.
Back-to-Back Bookings
Each trip operated by W&A is a discrete and independent contract. While members may choose to book multiple trips consecutively ("Back-to-Back Bookings"), you acknowledge and agree that the status, operation, or cancellation of one trip has no legal bearing on the status of any other trip. In the event that one trip is cancelled (whether due to lack of participation, Force Majeure, or a Government of Canada Travel Advisory, or any reason whatsoever) while a second, consecutive trip remains active and confirmed:
The Travel Agent’s liability is strictly limited to the refund or credit provisions applicable to the specific cancelled trip.
The Travel Agent accepts no liability for any indirect or consequential costs related to the active trip, including but not limited to: airline change fees, ticket re-issuance costs, or additional transit accommodation required because the combined itinerary has changed.
Members who choose to book international airfare connecting two separate trips do so at their own risk. We strongly recommend "Go" confirmation for BOTH trips before non-refundable airfare is issued and/or alternatively procuring a ‘Cancel for Any Reason’ travel insurance policy for such airfare to ensure that the cost of the airfare is covered.
Passports and Visas
A valid passport is required of all travellers. It must be valid for at least six months after departure from the last country on the itinerary. For trips requiring visas for Canadian citizens, information on how to obtain a visa will be emailed to you. Travellers are responsible for obtaining all of their own visas and entry documents if so indicated in the information provided on the website or sales brochure. Non-Canadian citizens must consult with the appropriate embassy or consulates about visas or other entry requirements. We accept no liability if a passenger is refused entry to a country due to missing or incorrect documentation.
Please be advised that entry to another country may be refused even if the required information and travel documents are complete and you expressly waive any claim for liability against W&A in such instance.
Living Standards Outside of Canada
Please be advised that the living standards and practices at the destination and the standards and conditions there with respect to the provision of utilities, services and accommodation may differ from those found in Canada. Similarly, infrastructure like transport, building facilities and access as well as streets, sidewalks and steps may not meet the same construction or safety standards as we are accustomed to at home.
Travel Advisories
The destination(s) included on this trip may be subject to travel advisories as issued by the Canadian Department of Foreign Affairs. Local conditions can and do change due to weather, natural disasters, political affairs, conflict or otherwise. Our policy on how we deal with changing circumstances is outlined in our Destination Travel Advisory document which is available here: W&A Travel Advisory Destination Advice
Travel Documents
Travel documents are typically sent by email since, in most cases, physical tickets or vouchers are no longer required. All documents are issued 3-4 weeks prior to departure, providing full payment has been received.
Part of the travel documents for this trip include the All Trips Reference Guide and the Trip Specific Reference Guide which contain critical additional information and requirements related to your booking on and participation in this trip. By booking you acknowledge having read and understood these guides which set out the travel documentation requirements for Canadian citizens for the countries included on the itinerary. You acknowledge compliance with any requirements therein and that these form a part of the booking contract and are a condition to your participation.
Accommodations
Any hotels listed in our brochure or on our website will be used subject to availability on most departures. If a change becomes necessary for any reason, the hotels substituted will be similar to or better than those shown.
Please note that it is standard policy that hotel rooms are not available for check-in before 3:00 pm.
Please note our policy about possible itinerary changes above.
You further acknowledge the subjective nature of hotel quality in international destinations and agree that the standards described in the All Trips Reference Guide constitute the "promised benefit" under the contract.
Insurance
Purchase of trip cancellation and/or health insurance is strongly recommended. It can be obtained through us or you may procure your own. Your receipt of the tour confirmation stipulating whether you have purchased insurance through us or declined constitutes your acknowledgement of the advice given regarding insurance, and whether you accepted or declined coverage through us, which will be reflected on your booking confirmation.
Photography & Video
Wheel & Anchor trips are, by their nature, sociable group experiences, and photography and video are an organic part of how members capture and share them. Photos and short videos are taken throughout each trip by fellow members, by your trip host, and on occasion by our local partners or a 3rd party photo/videographer. These may be shared with the group via a shared photo album (most often Google Photos) for everyone's personal enjoyment after the trip.
By making a booking with us, you consent to:
your photo or likeness appearing in group photographs and videos taken during the trip and shared on our group photo platform with fellow members of that trip;
Wheel & Anchor using photographs and short video footage from the trip, including footage in which you may appear, for the purpose of sharing trip experiences with our wider community of members and prospective members. This includes our website, e-brochures, newsletters, social media accounts, webinars, and printed materials, in each case for promoting Wheel & Anchor trips and member events;
the hosting of these images and videos on third-party platforms (for example, Google Photos, our website host, and social media networks), which may store data outside Canada.
We will use this content respectfully. We will not caption images with personal information beyond a first name, will not use them in a way that we believe would be embarrassing or unflattering, and will not licence or sell them to third parties for advertising unrelated to Wheel & Anchor.
If you would prefer not to appear in promotional content, simply let us know by emailing us at info@wheelandanchor.ca at any time, before or during a trip. We will:
make a note on your booking so that hosts and team members are aware before the trip begins;
do our reasonable best to keep you out of photographs and videos that we know are being taken for promotional purposes, and to avoid using any image in which you are clearly identifiable in our marketing;
remove identifiable images of you from our website and social media on request, and stop further use, recognizing that material already printed or published outside our control (for example, content already shared by other members) may not be fully retrievable.
Photos taken by fellow members for their own personal use are outside our control, and we ask all members to be respectful of one another in this regard. If a fellow traveller asks not to be photographed, we trust the group will honour that - it is part of The Wheel & Anchor Way.
If at any time you would like a particular image of yourself removed from our materials, please contact our office and we will action the request promptly.
Communication
You acknowledge that the mobile messaging app Telegram is the official and exclusive channel for daily operational updates during the trip. Failure to maintain access to this channel either directly or through a travel companion who must be capable of relaying all relevant information constitutes a waiver of claims related to missed departures or itinerary changes communicated through the app.
Responsibility
W&A is responsible to you for making arrangements for the services offered in this brochure. The airlines, cruise lines, hotels, tour operators and other suppliers providing services are independent contractors and are not principals, agents, employees or partners of W&A or its affiliates. As a tour participant, you agree that neither W&A nor its affiliates shall be liable for any damage, loss (including personal injury, death, and property loss) or expense occasioned by any act or omission of any Supplier providing services, or any insurer or insurance administrator under any travel insurance provided by W&A, or of any other person. If the services included in the tour program cannot be supplied or there are changes in an itinerary for reasons beyond the control of W&A, W&A will arrange for the provision of comparable services, when possible. Any resulting additional expense will be payable by the tour participants and any resulting savings will likewise be refunded by W&A.
W&A reserves the right to accept or reject any person as a tour participant, to expel any tour participant from the tour according to the procedural guidelines outlined in Conduct & Values section to follow, as well as in The Wheel & Anchor Way.
W&A may also make reasonable changes in the itinerary whenever W&A deems it necessary for the comfort, convenience, or safety of all tour participants, and to cancel a tour at any time. No person, other than an authorized representative of W&A, by a document in writing, is authorized to vary, add, or waive any term or condition in this brochure or website, including any term or condition set forth in the preceding provisions.
We reserve the right to amend the information, conditions and prices contained on these pages without notice.
Force Majeure
In these terms & conditions, "Force Majeure" means any event, circumstance, or cause beyond the reasonable control of W&A that prevents, delays, or materially impairs the performance of any travel services contemplated by your booking, whether occurring at your point of origin, in transit, or at any destination on the itinerary. Without limiting the generality of the foregoing, Force Majeure includes:
acts of God, including earthquakes, floods, hurricanes, tsunamis, volcanic activity, wildfires, severe storms, and other natural disasters;
epidemics, pandemics, public health emergencies, quarantines, and any related orders, restrictions, or advisories issued by a government, public health authority, the World Health Organization, or a comparable body;
war, invasion, armed conflict, hostilities (whether or not war is declared), civil war, insurrection, civil unrest, riot, terrorism, sabotage, or the credible threat of any of the foregoing;
acts, orders, advisories, or restrictions of any government or governmental authority, including travel advisories issued by Global Affairs Canada that recommend against travel to a destination on the itinerary, border closures, denial of entry, visa suspensions, sanctions, embargoes, or curfews;
strikes, lock-outs, labour disputes, or other industrial action, whether involving W&A's staff, a supplier's staff, or third parties (including air traffic controllers, port workers, and transport unions);
failure, disruption, or unavailability of transportation networks, including airline schedule changes, cancellations, groundings, mechanical failures, airspace closures, port closures, rail or road closures, and fuel shortages;
failure, disruption, or unavailability of essential utilities or infrastructure, including electricity, water, telecommunications, and internet services;
cybersecurity incidents, including denial-of-service attacks, ransomware, and other malicious interference affecting W&A or any of its suppliers; and
any other event of similar nature or magnitude beyond the reasonable control of W&A.
For clarity, Force Majeure does not include events that are within W&A's reasonable control, nor does it include circumstances arising solely from your personal situation (for example, your own illness, change of plans, or inability to obtain required travel documents), which are addressed elsewhere in these Terms & Conditions and, where applicable, by your travel insurance.
Where a Force Majeure event occurs, W&A's obligations under the booking contract are suspended for the duration of the event and to the extent of its impact. W&A will use reasonable efforts to mitigate the effect of the event, including, where possible and commercially reasonable, by rescheduling the trip, substituting comparable services, or issuing a travel credit in accordance with TICO regulations and the Cancellations and Refunds section of these Terms & Conditions. W&A will not be liable for any loss, damage, expense, delay, or inconvenience arising from a Force Majeure event, save as expressly provided herein or as required by applicable law.
Note that where these terms and conditions are subject to additional terms and conditions of a supplier partner of W&A (eg. a cruise line, a rail operator, etc.), there may be additional circumstances giving rise to Force Majeure which would supercede the ones contained herein.
Liability Waiver
BY AGREEING TO THESE TERMS & CONDITIONS OF YOUR BOOKING, YOU WILL WAIVE CERTAIN LEGAL RIGHTS. PLEASE READ THIS CAREFULLY
The tour itinerary for which this booking applies may include but is not limited to various activities such as public and private transportation, travel by air, road, rail, ship, boat, cable car, or other mode, walking in busy urban settings or in remote, uneven or slippery terrain, dining in local establishments, enduring inclement weather conditions, consuming alcoholic beverages, and numerous other activities that may or may not be specifically described within the tour itinerary but form part of the tour.
Your participation in the tour itinerary implies your acceptance of all risks that may arise from any of the above activities.
In consideration of your booking of this tour, you accept and agree that in the event that you, or your next of kin, suffer any loss, damage, expense, or injury from my participation in any aspect of the tour itinerary, YOU AGREE TO WAIVE ANY AND ALL CLAIMS you have or may have in the future against W&A and Wheel & Anchor Inc., and its employees, directors, trip hosts and other persons and entities related to them involved in the operation of the tour and to release same from any and all liability;
YOU FURTHER AGREE TO HOLD HARMLESS AND INDEMNIFY W&A, and its/their employees, directors, trip hosts and other persons and entities related to them involved in the operation of the tour from any and all liability for damage to property or personal injury to any third party resulting from your participation in the tour itinerary.
Any litigation involving the parties to this Agreement shall be brought solely within the Province of Ontario and shall be within the exclusive jurisdiction of the Courts of the Province of Ontario.
This Agreement shall be effective and binding upon your heirs, next of kin, executors, administrators, assigns, and representatives, in the event of death or incapacity.
This Agreement and any rights, duties, and obligations as between the parties to this agreement shall be governed by and interpreted solely in accordance with the laws of the Province of Ontario, Canada and no other jurisdiction.
