Terms & Conditions

Updated: August 8th, 2023.

Terms & Conditions may be updated or revised without notice at the discretion of Butterfield & Robinson. Current Terms & Conditions are always available on our website.

The terms “Butterfield & Robinson”, “B&R,” “we” and “our” in this document refer to Butterfield & Robinson Inc. and its related and affiliated companies, including their employees, guides, contractors, shareholders, officers, directors and agents. Butterfield & Robinson Inc. is an Ontario corporation, and a tour operator registered under the Travel Industry Act of Ontario (registration nos. 01321983/01322989), which offers and operates all the trips listed herein. All trips are offered subject to B&R’s standard terms and conditions, which are found on your issued Statement of Account, on our website here and by request. Please review the terms and conditions carefully prior to completing your reservation. Some of these terms and conditions are set out below to draw your attention to the fact that our obligations to you are limited. Should you have any questions or concerns please contact your Travel Advisor.

ELIGIBILITY

We require that travellers be at least 18 years of age (at time of travel) on all Scheduled Group and Privatized Group trips, with the exception of ‘Family’ trips, where age limitations may apply, and travellers under the age of 18 must be accompanied by an adult. There are no general age limitations on Bespoke trips although specific itineraries may have age-specific activities, and all travellers under the age of 18 must be accompanied by an adult.

PREPARING FOR YOUR TRIP

Our trips entail risks—and rewards—beyond those encountered at home. We count on our travellers to ensure they are healthy and fit; to read our pre-trip materials about clothing, training and medical requirements; and to appreciate that in some countries local living standards, practices, services and accommodations may differ from those to which you are accustomed.

TRAVEL DOCUMENTS

Travel documents, which may include, but are not limited to, visas, passports, proof of vaccination, proof of medical tests, proof of medical insurance, and any other government-mandated documentation required by countries to which we travel may vary according to the nationality of each traveller and may change at any time for reasons beyond our control. Although we endeavour to provide you with accurate information about these requirements it remains your responsibility to verify that you have the appropriate travel documents related to this trip for your nationality. B&R is not liable for any expenses or costs arising from any traveller being prohibited from entering a country scheduled to be visited on a trip.

EXTERNAL TRAVEL SERVICES

B&R may recommend the services of external travel companies or other support services in response to requests made by travellers for services outside of the scope of a B&R trip. Although we endeavour to recommend only companies that provide the highest levels of service and work closely with them to try to obtain special treatment for B&R travellers, we do not guarantee the services provided by third parties. B&R is not liable for any injury, expenses, costs or cancellation penalties arising from any services, or lack thereof, provided by any third party nor the standards of care which travellers experience when using those services.

HEALTH

By sending a deposit toward your trip purchase and completing your Traveller Information Form, you certify that you do not have any physical or mental condition or disability that would create a hazard for you or other travellers and that you have received all appropriate or necessary vaccinations as required by your country(ies) of destination. Please consult your doctor.

We reserve the right to modify any trip and its associated activities, including where modifications are necessary or advisable (as determined by us) i) to accommodate any physical, mental or emotional limitation, condition or ability of which you have advised us; or ii) due to health and safety concerns arising from local conditions. You acknowledge that should you choose not to advise us of any physical, mental or emotional condition, limitation or ability, or vaccination status, we may not be able to fully accommodate you on all aspects and features of a trip.

Each traveller is responsible for carrying and providing to local authorities and service providers all identification, documents and forms as required by local authorities and laws in the country(ies) of destination. It is your responsibility to be aware of and to comply with all such requirements and laws. The rules change quickly and often – continue to inform yourself right up to and during your trip. For details of B&R’s Health & Safety requirements, please visit: https://butterfield.com/health-and-safety

INSURANCE

Before travelling on a trip, we strongly recommend you review your personal insurance and health insurance to ensure you have coverage appropriate to meet your needs, and the needs of your family and dependants, in case of any loss of property or illness, injury or death.

CANCELLATION INSURANCE

We strongly recommend you purchase cancellation insurance to protect yourself from unexpected circumstances that may cause you to cancel your trip. We recommend Cavalry Elite cancellation insurance. A summary of the Cavalry Elite cancellation and medical insurance will be included with your confirmation package and can be found here or by request. The price of Cavalry Elite travel protection is determined by factors such as your jurisdiction of residence, region of travel, trip price and age. Please reach out to your Travel Advisor for a quote.

The impact of epidemic or pandemic illness on travel means that elements of your trip may be beyond the control of Butterfield & Robinson – these elements may include border closures, government-mandated quarantines, etc. We will undertake to ensure your safety; however, B&R is not liable for and will not reimburse you for any expenses, changes to the trip itinerary or medical emergencies. All costs associated with cancellations or delays are your responsibility.

RISKS

All B&R trips are intentionally designed to take clients “off the beaten path” to places where facilities, infrastructure, safety and other standards may not be sophisticated and may be different from those in a traveller’s home country. Trips involve physical activity that can be demanding, depending on the condition of the traveller, and the risk of serious personal injury, including permanent disability and death from accident, illness or the actions or negligence of other persons. Medical facilities and services may not be easily accessible and may not be sophisticated.

There are other risks associated with B&R trips, such as theft or loss of or damage to property. Some of the services provided in connection with a trip, including lodging, transportation, food service, and local tours and activities, are obtained from independent suppliers over whom Butterfield & Robinson has no control.

LIMITATION OF LIABILITY, RELEASE AND INDEMNITY

When pricing each B&R trip, we strictly and expressly rely on each traveller to read, execute and submit our standard Acknowledgement of Risk, Release and Indemnity form.

This document will be sent to you after you have paid your initial deposit. The document must be read, executed and returned to us at least 30 days prior to your trip’s departure date. Our receipt of the completed and signed form will complete your reservation.

SCHEDULED GROUP TRIPS

PRICES, RESERVATIONS AND PAYMENT: “SCHEDULED GROUP” TRIPS

To reserve your B&R Scheduled Group trip, we require a deposit of US$1,000 per person.† The balance of your payment is due 95 days prior to departure.† If reserving your trip within 95 days of departure, full payment is required. To complete your reservation, you must complete a Traveller Information Form and sign an Acknowledgement of Risk, Release and Indemnity, at least 30 days prior to your trip’s departure date. Instructions for completing these forms will be sent to you in your booking confirmation email. The forms include additional terms and conditions of travel, including limitations of our obligations to you.

† Some trips have special cancellation terms and conditions different to what is outlined here. Refer to your Statement of Account, where you will find the terms and conditions specific to your trip at the time of booking. Please call with any questions or concerns.

CANCELLING/SWITCHING TRIPS: “SCHEDULED GROUP” TRIPS

If you have to cancel your B&R Scheduled Group trip, you are entitled to the return of these amounts†, which are also reflected on your Statement of Account, and are based per person:

Cancellation by Traveller:

Your deposit is fully refundable within seven (7) days of booking, up to the date of final payment.

· 270+ days prior to departure: 100% Refund of deposit

· 269-96 days prior to departure: $500 per person cancellation fee or 100% kept on file as a credit**

· 95-61 days prior to departure: 75% Refund of full trip cost

· 60-31 days prior to departure: 50% Refund of full trip cost

· 30-0 days prior to departure: 0% Refund of full trip cost / 100% cancellation fee

**This credit is valid for 3 years. Travel must be completed within 3 years of the date of issue.

† Some trips have special cancellation terms and conditions different to what is outlined here. Please refer to your Statement of Account, where you will find the terms and conditions specific to your trip at the time of booking. Please call with any questions or concerns.

B&R’S DISCRETION TO RUN “SCHEDULED GROUP” TRIPS

B&R retains the sole discretion to run any Scheduled Group trip notwithstanding the occurrence of any event or the existence of any condition in or near any place of travel included on a trip itinerary or in proximity to such a place or affecting travel, including air travel, in general. If B&R determines in good faith to run a Scheduled Group trip, then with respect to that trip, any traveller cancelling a reservation shall be bound by the cancellation policies applicable to trips cancelled by the traveller in accordance with the provisions above.

For Scheduled Group trips departing on or after January 1, 2024:

B&R’s Scheduled Group trips may run at any group size** provided that, prior to full payment being required, affected travellers will be alerted if their Scheduled Group trip has fewer than 5 travellers. For trips of 4 traveller or less, travellers may guarantee their trip with a $1,000 per person supplement OR choose a US$500 per person credit to move to a different trip within the same calendar year.

** Some regions may have varying group size minimums. Affected travellers will be alerted of these at time of booking.

Force Majeure

In the event B&R determines to cancel a Scheduled Group trip for reasons of force majeure (including acts of war, terrorism, civil unrest, quarantine, curfew, natural disaster, pandemic, epidemic and other causes outside of B&R’s control), or if the quality of the trip or the safety of travellers is judged by B&R to be compromised by factors external to B&R. In such a case, B&R will endeavour to refund payments received by B&R, subject to the following limitations. We ask that our valued clients recognize that there are expenses, including unrecoverable third-party deposits, that B&R cannot recoup as the planned date of a trip approaches and as a result, a refund is not always possible. However, we will make best efforts to recover, for the benefit of our travellers, as many of those expenses as we are able. Unrecoverable expenses will not be refunded.

PRIVATIZED GROUP TRIPS

PRICES, RESERVATIONS AND PAYMENT: “PRIVATIZED GROUP” TRIPS

The price for B&R Privatized Group trips is based on the number of participants in your group. Any changes to the size of your group, more than 30 days prior to departure, may alter the final trip price for each participant. Any changes to your itinerary details, up to the day of departure, may alter the trip price for each participant.

To reserve your Privatized Group trip, we require a deposit of US$2,000 per person. The balance of your payment is due 180 days prior to departure.† If reserving your trip within 180 days of departure, full payment is required.† To complete your reservation, you must complete a Traveller Information Form and sign an Acknowledgement of Risk, Release and Indemnity, at least 30 days prior to the trip’s departure date. Instructions for completing these forms will be sent to you in your booking confirmation email. The forms include additional terms and conditions of travel, including limitations of our obligations to you.

CANCELLING/SWITCHING TRIPS: “PRIVATIZED GROUP” TRIPS

If you have to cancel your B&R Privatized Group trip, you are entitled to the return of the following amounts†, which are also reflected on your Statement of Account, and are based per person:

Cancellation by Traveller:

Your deposit is fully refundable within seven (7) days of booking, up to the date of final payment.

· 181+ days prior to departure: $1,500 per person cancellation fee

· 180-121 days prior to departure: 75% Refund of full trip cost

· 120-91 days prior to departure: 50% Refund of full trip cost

· 90-61 days prior to departure: 25% Refund of full trip cost

· 60-0 days prior to departure: 0% Refund of full trip cost / 100% cancellation fee

B&R’S DISCRETION TO RUN “PRIVATIZED GROUP” TRIPS

B&R reserves the right to cancel any Privatized Group trip at any time for any reason determined in our sole discretion, or if the quality of the trip or the safety of travellers is judged by B&R to be compromised. In such a case, B&R will endeavor to refund payments received by B&R, subject to the following limitations. We ask that our valued clients recognize that there are expenses, including unrecoverable third-party deposits, that B&R cannot recoup as the planned date of a trip approaches and as a result, a refund is not always possible. However, we will make best efforts to recover, for the benefit our travellers, as many of those expenses as we are able. Unrecoverable expenses will not be refunded.

B&R retains the sole discretion to run any trip notwithstanding the occurrence of any event or the existence of any condition in or near any place of travel included on a trip itinerary or in proximity to such a place or affecting travel, including air travel, in general. If B&R determines in good faith to run a trip, then no refund under this paragraph shall be payable with respect to that trip and any traveller cancelling a reservation shall be bound by the cancellation policies identified in the preceding paragraphs.

BESPOKE DEPARTURES

PRICES, RESERVATIONS AND PAYMENT: “BESPOKE” DEPARTURES

A non-refundable Trip Development Fee (TDF) is required to begin working on your customized itinerary. This fee will be applied to your final balance and has a cost of US$1,000. There may be special situations where a different or additional Trip Development Fee will be requested at the discretion of Butterfield & Robinson.

The trip price is based on the number of participants in your group and your itinerary details. Any changes to the size of your group, more than 30 days prior to departure, may alter the final trip price for each participant. Any changes to your itinerary details, up to the day of departure, may alter the trip price for each participant.

To reserve your Bespoke trip, we require a deposit of US$1,500 per person.† The balance of your payment is due 95 days prior to departure and is payable by wire, cheque or credit card, in the same currency as your deposit.† If reserving your trip within 95 days of departure, full payment is required.

To complete your reservation, you must complete a Traveller Information Form and sign an Acknowledgement of Risk, Release and Indemnity, at least 30 days prior to your date of travel with us. Instructions for completing these forms will be sent to you in your booking confirmation email. The forms include additional terms and conditions of travel, including limitations of our obligations to you.

† Some trips have special payment terms and conditions different to what is outlined here. Refer to your Statement of Account, where you will find the terms and conditions specific to your trip at the time of booking. Please call with any questions or concerns.

CANCELLING TRIPS: “BESPOKE” TRIPS

If you have to cancel your B&R Bespoke trip, you are entitled to the return of these amounts†, which are reflected on your Statement of Account, and based per person.

Any costs referred to as a Trip Development Fee or "TDF" are non-refundable.

Cancellation by Traveller:

· 270+ days prior to departure: 100% Refund of deposit

· 269-96 days prior to departure: $1,000 per person cancellation fee or full trip credit kept on file**

· 95-61 days prior to departure: 75% Refund of full trip cost

· 60-31 days prior to departure: 50% Refund of full trip cost

· 30-0 days prior to departure: 0% Refund of full trip cost / 100% cancellation fee

**This credit is valid for 3 years. Travel must be completed within 3 years of the date of issue.

† Some trips have special cancellation terms and conditions different to what is outlined here. There may be non-refundable amounts associated with your cancellation which are above and beyond these terms. We will do our best to alert you to these at time of booking. Please refer to your Statement of Account, where you will find your trip’s specific terms and conditions. Please call with any questions or concerns.

B&R’S DISCRETION TO RUN “BESPOKE” DEPARTURES

B&R reserves the right to cancel any Bespoke trip at any time for any reason determined in our sole discretion, or if the quality of the trip or the safety of travellers is judged by B&R to be compromised. In such a case, B&R will endeavor to refund payments received by B&R. We ask that our valued clients recognize that there are expenses, including unrecoverable third-party deposits, that B&R cannot recoup as the planned date of a trip approaches and as a result, a refund is not always possible. However, we will make best efforts to recover, for the benefit our travellers, as many of those expenses as we are able. Unrecoverable expenses will not be refunded.

Trips within Canada are subject to the applicable federal value-added tax (GST or HST), some of which may be recoverable by some travellers.