General Terms & Conditions


GENERAL PROVISIONS

General provisions for the following package shall apply from January 2017. By purchasing this package, you consent to a contractual agreement with the terms and conditions described herein. Hence, it is important to carefully read this text to understand the terms before booking with Vacation Universe.

ERROR, INACCURACY OR OMISSION

Vacation Universe has always attempted to keep the content of this site up to date. However, Vacation Universe does not guarantee that the information on this site, media or documents is free from errors, inaccuracies or omissions. Such errors, inaccuracies or omissions may relate to the rates or the description or availability of the products or services. Vacation Universe reserves the right to correct any error, inaccuracy or omission, and to modify or update the content without notice. In addition, Vacation Universe reserves the right to refuse or cancel any order or reservation containing an error, inaccuracy or omission, whether the order or the reservation has been submitted, confirmed or charged to your credit card or not. If your purchase is already charged to your credit card and the reservation is cancelled, Vacation Universe will quickly refund it to your credit card.

RESPONSIBILITIES OF THE TRAVELERS

Travelers shall give notice of any change or modification in connection with the services that have been purchased. We suggest you regularly visit this site or contact Vacation Universe. Such measures shall be taken to ensure that the information in this document is true and updated. This operation is necessary to prevent unexpected issues beyond the control of Vacation Universe, variants and / or modifications could be brought during the tour.

PRICES

All prices in the package are quoted in Canadian dollars or United State dollars and per person. Prices in the up-to-date package are subject to changes without notice, subject to Government changes in taxes, transportation taxes and cost of aircraft fuel. Depending on the tour destination, these costs are either included in the price of the trip, or they represent a supplement charge. In addition, Vacation Universe reserves the right to change and / or increase prices without prior notice.

RESERVATION

In order to get confirmed of the travel reservation, a deposit or full payment shall be paid and this amount is not exchangeable, refundable or transferable under any circumstances and under any forms. The general terms and conditions described herein are to be verified with the traveler’ signature. Booking a tour, you must provide a photocopy of your passport which remains valid up to 6 months after the date of return of the trip and, if it is not received 3 months before the departure date of the trip, each traveler is responsible for ensuring that the name on the document of booking and the name on his passport be identical. Any additional costs incurred due to the absence or delay of a photocopy of passport will be paid by the traveler up to $ 1,000 or equal to the airfare. Vacation Universe disclaims all liability in this respect.

PAYMENT AND INSURANCE

The total amount due for the trip must be paid 90 days before departure. Otherwise, your reservation will be canceled without notice. If the reservation for an individual traveler has been settled in sufficient payment, a $100 penalty will apply on finding any inaccuracy upon hotel check in. Your travel agent can advise you various types of insurance (for cancellation, loss or breakage of luggage, etc.). Vacation Universe disclaims all liability to the travelers without insurances.

CONDITIONS OF PAYMENT

If your payment is refused by your banking institution, Vacation Universe reserves the right to cancel your travel without notice. A $30 compensation for the agency will be added by check when you become eligible for the travel again

AIR TICKETS

Both traveler and travel agent are responsible for the accuracy and truthfulness of the information appearing on the air ticket and other travel documents. The name entered must be identical to those on the passport, and in the tour reservation. A photocopy of the passport is required upon booking in order to guarantee the successful reservation of the air ticket. Note: The travel document provided by you to the agency must be identical to those used during your trip. Vacation Universe is not responsible for any problems caused by the non-conformity of the document and if additional costs are incurred, they will be at your expense. Concerning the land charges, a copy of the air ticket is required to be made available prior to departure and any additional charges due to the failure of producing this copy is the responsibility of traveler and Vacation Universe assumes no responsibility.

AIR TRANSPORT

Travelers please read carefully and agree the following provision: Any modification to flights by service providers shall be carried out in accordance with the conditions on advanced reserved flights and flights for tour package which are controlled by the Canadian Transportation Agency.

All flights and fares are subject to the approval of the relevant government authorities. As the licensing rules for airlines are different from those for regular carriers, consolidations and changes are usually made in connection with schedules, allowable aircraft types, and days of operation. Vacation Universe is not responsible for airline tickets that do not allow the accumulation of air miles. In addition, the airlines can make changes of flights or flight itineraries without notice. Vacation Universe does not hold any responsibility for flight delays caused by climate, government action or technical problems. Vacation Universe also disclaims any liability for death, injury, loss of personal property and any physical or mental inconvenience caused by force majeure or the fault or negligence of a supplier or the airline employees, work dispute, breakdown, etc.

DEPOSIT

(For trips of 2 days or more, except for final sales or online bookings)

  1. The deposit amount is 20% of the total rate for tours of 7 days or less. For tours of 8 days or more, depend on the destination, the deposit shall be as following table (3). The deposit is not exchangeable, refundable or transferred under no circumstances.
  2. The balance of the total rate must be paid not later than 7 days before departure for the tour of less than 7 days and at least 30 days before the departure for the tour of 8 days or more without air flights; at least 60 days before the departure for the tour of 8 days or more with air flights; at least 90 days for all tours to Asia. Vacation Universe reserves all rights to cancel the reservation for any uncompleted payment for the trip, and the deposit is non-refundable, exchangeable or transferable.
  3. Table of deposit applied
TOUR PRICE    DEPOSIT FINAL PAYMENT
Tour of 7 days or less without air flights)    20%  No later than 7 days before departure

Tours of 8 days or more

From 500$ to 1000$ 100$  At least 30 days before departure without air flights.
From 1001$ to 2000$ 300$
From 2001$ to 5000$ 500$ At least 60 days before departure with air flights.
More than 5000$ 1000$
Tour of 7 days or less
(without air flights)
100$ At least 90 days before departure for all tours to Asia.

CONDITIONS OF CANCELLATION

For tour cancellation conditions, please refer the following tables, (please noted that, for ”final sales” tour, the payment will not be refundable). In case of a double occupancy where one of the two travelers cancels his/her trip 90 days or less before the departure, he/she shall bear the total payment due, and the other traveler may have to make additional payment for the single occupancy or shall bear the price of double occupancy reserved. Any changes or modifications related to the reservation of hotel room, the travelers shall be at their own expenses covering all related expenditures. If the traveler cancels the tour after departure, the payment will not be refundable in any circumstances.

PENALTY FOR SERVICE CANCELLATION

  • For tours of 7 days or less: a) 31 days or more prior to departure: a penalty equal to 5% of the package will be applied as an administration fee. The balance of the package will be refunded, and (b) from 15 days to 30 days prior to departure: a penalty equal to 20% of the package will be applied as an administration fee. The balance will be refunded, c) From 8 days to 14 days prior to departure: 50% of the package will be applied as an administration fee. The balance will be refunded. 7 days or less prior to departure: it will be impossible to change the itinerary in order to obtain a refund; e) in case of delay or absence of the traveler on the day of departure, for whatever reason, 100% of the package rate will not be refunded.

Penalty applied for tour less than 7 days :

CANCELLATION PENALTY
31 days or more

From 15 to 30 days

From 08 to 14 days

Less than 7 days

5%

20%

50%

100%

 

  • For tours of 8 days or more (airfare excluded in the package): a) 31 days or more before departure: a penalty equal to 20% of the package will be applied as an administration fee. The balance of the package will be refunded; b) from 30 days to 14 days prior to departure: a penalty equal to 50% of the package will be applied as an administration fee. The balance will be refunded; c) 14 days or less before departure: it will be impossible to change the itinerary in order to obtain a refund; d) in case of delay or absence of the traveler on the day of departure, for whatever reason, 100% of the tour package will not be refundable.

Penalty applied for tour more than 8 days airfare excluded:

CANCELLATION PENALTY
More than 31 days

From 14 to 30 days

Less than 14 days

20%

50%

100%

 

  • Tours of 8 days or more (airfare included in the package): a) 61 days or more prior to departure: a penalty equal to 20% of the tour rate will be applied as an administration fee. The balance of the package will be refunded; b) from 60 days to 45 days prior to departure: a penalty equal to 50% of the package will be applied as an administration fee. The balance will be refunded; c) 45 days or less before departure: it will be impossible to change the itinerary in order to obtain a refund; d) In case of delay or absence of the traveler on the day of departure, for whatever reason, the totality of the travel package will not be refundable. It is the responsibility of the traveler who purchases an airplane trip from Vacation Universe to check the flight schedule 24 hours before departure and return with the airlines or by contacting the agency representative.
CANCELLATION PENALTY
More than 60 days

From 60 to 45 days

Less than 45 days

20%

50%

100%

 

  • All tours to Asia, time required to settle all bookings is longer. In this case, if the travelers cancel tour less than 90 days before departure, 100% of the tour rate will be applied as an administration fee.

Penalty applied with all tours to Asia :

CANCELLATION PENALTY
More than 90 days

90 days or less

20%

100%

SEAT ON THE BUS 

The seat of the travelers will normally numbered by booking time. If the traveler wants to be seated at three first lines of the bus (if seats are available and no later than 3 days before departure), extra cost will be applied as the following table:

Tour 1 day : 10$ per person

Tour 2 days : 20$ per person

Tour from 3 to 4 days: 30$ per person

Tour from 5 to 9 days : 50$ per person

Tour 10 days or more : 70$ per person

 

If the traveler does not show up at the airport check-in counter at least three (3) hours prior to departure, he/she will probably miss the flight. Vacation Universe will not be liable for this case. Other conditions: Conditions of carriage by air are subject to the Warsaw Convention and the contract conditions stated on the air ticket and any government regulations. The traveler assumes sole responsibility for any loss, damage or expense caused by a change in the schedule of a connection flight or by a miss of a connection flight for whatever reason. In the event of cancellation of a departure by Vacation Universe, the entire payment will be refunded but Vacation Universe will not be held liable for damages or disbursements related to the booked trip, such as insurance or other expenses.

For registered baggage, the airlines set a maximum weight of 20 kg per luggage per person, in addition to one piece of free carry-on luggage. Excess baggage fees will be paid at the rates set by carriers. Canadian Airport requires the airlines to limit the weight of carry-on baggage to 5 kg for only one piece of baggage not exceeding 23 x 40 x 51 cm (9 x 16 x 20 inches). The traveler must inform the travel agency of the exact standards and restrictions of the airline with which he will travel. At any point of time, as all baggage is transported at potential risk and hazard, Vacation Universe strongly suggests travelers to acquire a travel insurance.

Liability: The provisions of the Warsaw Convention and the notice appearing on the airline ticket shall govern the loss of baggage and the damage suffered by it in the course of air transport and shall establish its limits of baggage loss and damage.

CUSTOMS’ FORMALITY

For round trips require passport, a valid passport (valid 6 months after the return of the trip) and visas are required (except for countries in the Visa Waiver program). The traveler is solely responsible for informing Vacances VinaGo of the special conditions regarding his/her transit to the selected countries. Lost or stolen travel documents will not be replaced and will not be refunded. Vacation VinaGo accepts no responsibility, in any case, for the considerable delays in customs due to customs problems and errors committed by one traveler or a group of travelers. Committed travelers will therefore be obliged to separate from the group at the customs and personally take charge of their return and return expenses.

TRAVELER’S RESPONSIBILITIES

Any person who is physically or mentally incapacitated who needs treatment or special attention must inform his/her agency in writing and provide it with a medical document stating that he/she is fit to travel without assistance on his/her journeys. These individuals must also check whether the trip is suitable for their special needs.

CONDITIONS OF MODIFICATION

When the reservation is confirmed, any change requested by the customer, such as the change of departure, destination and / or cancellation, will be invoiced accordingly in accordance with the change and cancellation policy. No change can be accepted less than 24 hours before departure. Any change of a reservation confirmed by the customer will be invoiced accordingly, according to the policy of modification and cancellation. Costs incurred by a change cover penalties billed by agencies and suppliers such as carriers and hotels. The rate of the penalty is directly related to the point of time at which we receive the notice of change or cancellation. All order changes must be sent directly to Vacation Universe by e-mail or in writing via our website.

Modifications maybe as: change of departure date, itinerary, number of travelers… Such modifications will only be carried out if they have not been mentioned at the deposit time and with the availability.

  • For travel courses of 7 days or less: a) The payment difference must be settled at the time when the modification is changed; b) 31 days or more prior to departure: no administration fee, c) 15 days to 30 days prior to departure: 20% of the travel rate will be charged as an administration fee; d) from 8 days to 14 days prior to departure: 50% of the travel rate will be applied as an administration fee; e) 7 days or less before departure: no changes will be accepted or refunded.
  • For travel courses of 8 days or more (airfare excluded): a) The modification request must be made in writing no later than 31 days before departure. An amount of 20% of the travel rate will be applied as an administration fee; b) 7 days or less before departure: no changes will be accepted or refunded.
  • For travel courses of 8 days or more (airfare included): a) The modification request must be made in writing no later than 61 days before departure. An amount of 20% of the travel rate will be applied as an administration fee; b) 60 days or less before departure: no changes will be accepted or refunded.
  • For travel courses to Asia: a) The modification request must be made in writing no later than 91 days before departure. An amount of 20% of the travel rate will be applied as an administration fee; b) 90 days or less before departure: no changes will be accepted or refunded.

Penalty applied for modifications:

AIRFARE EXCLUDED AIRFARE INCLUDED

8 days or more

7 days or less 8 days or more
1-     Modifications are subjected with availability and not yet confirmed when deposited

2-     Modifications must be in writing to Vacances VinaGo

3-     Variation / different cost must be paid during the changes.

Penalty:

31 days or more  = 0$

15 to 30 days  = 20 %

08 to 14 days  = 50 %

7 days or less  = no changes accepted and refunded

Penalty:

31 days or more : 20 %.

30 days or less  = no changes accepted and refunded

Penalty:

61 days or more: 20 %

60 days or less  = no changes accepted and refunded

Asia :

91 days or more: 20 %

90 days or less  = no changes accepted and refunded

NOTE: No refund request will be accepted more than 30 days after the end of the trip. The cancellation and modification policies explained above do not apply to special sales and / or final sales (including but not limited to sales on Groupon, nCrowd, Buytopia, Livingsocial, Wagjag, Travelzoo, kumapon and tours requiring payment for reserved entry tickets).

SPECIAL SALES AND FINAL SALES (including but not limited to sales on Groupon, nCrowd, Buytopia, Livingsocial, Wagjag, Travelzoo, Kumapon and tours requiring payment for reserved tickets); a) for special sales and final sales, full payment is required at the time of booking; b) it will be impossible to change the itinerary and / or departure date on the booked trip; Refund can not be obtained in the event of cancellation of the trip; c) if there is a change in the number of participants requested by the customer: increase the number of participants (provided there area available vacancies), additional costs will be paid by the customer; decrease the number of participants: no reimbursement.

HOTEL

a) In North America, each hotel room is equipped with only one bed or two separate twin-beds; In Europe, each room contains a single bed or two separate single beds; b) Each room accommodates a maximum of 4 people (including children) in North America and a maximum of 2 people in Europe. The hotel does not accept to add an extra bed. If travelers insist on adding a bed, they will have to pay an additional amount in accordance with the hotel policy. If the traveler wishes to change his room category, he will do so at his own expense. Vacation Universe travel agency considers that the traveler is aware of the hotel practice: check in at 15:00 and check out at noon. In case of meals and / or drinks included, they are served at check in and cleared at check out. A child rate is applicable (2 to 12 years old subject to age proof) for each child accompanied with an adult at the time of payment for the adult rate (inapplicable to final sales.); c) Vacation Universe will not liable for any issues related to the hotel’s equipment as well as all the hotel’s expenses for the services that are not included in the tour rate.

TIPS FOR TOUR GUIDER AND DRIVER

Such expenses are not included in the tour rate. Depend on specific tour and destination, the tip rate for tour guider and driver will be informed to travelers by Vacation Universe prior to departure. Tip will be paid to tour guider and driver directly from the travelers.

ABSENCE OR DELAY ON DEPARTURE DATE

a) In the event that the traveler is late or absent on the day of departure, for whatever reason, the total amount of the travel package is not refundable. This package can not be transferred to another person or used for another departure date; b) if the traveler does not comply with the guide for the rally at the particular time at the meeting point during the trip, the traveler shall be solely responsible for any additional expenses incurred and for any damage incurred; c) in the event that a traveler retreats from the group during the trip, Vacation Universe shall not be liable for any consequences arising from this behavior; d) if the traveler does not show up at the agreed place of departure, the fees included in the travel package are not guaranteed. e) During the trip, the bus seats are scheduled to be occupied by the guide. If the traveler is absent in the vehicle, Vacation Universe and the guide give themselves the right to reuse the space and the seats.

FORCE MAJEURE

In accordance with the laws and principles adopted in the United States and Canada, force majeure may include, but not limited to, what happens during the voyage: unpredictable, irresistible, uncontrollable, inability to overcome any unforeseen events or circumstances that occur or may occur: a) natural or nuclear disasters such as typhoons, earthquakes, tsunamis, volcanic eruptions, landslides, hail, storms, floods; b) governmental actions, such as expropriation or requisitioning; c) abnormal social events, such as wars, armed conflicts, riots and terrorist threats, strikes, fires, weather, risk of epidemics, mechanical problems.

WARNING

Vacation Universe is not liable for any loss resulting from force majeure. We strongly suggest our customers obtain personal travel insurance in order to be covered by all necessary protection. The force majeure releases Vacation Universe from any responsibility. Vacation Universe is not liable in any way if activities planned during your voyage cannot be organized as offered or must be canceled for reasons of force majeure beyond our control. (FORCE MAJEURE, see page 10) Vacation Universe reserves all rights, while respecting the program of the brochure, to cancel or change the order of visits and activities without notice, due to climatic conditions, Customs’ formality, road traffic, change of timetable or date of visit, etc. Entrance and meal fees are subject to change without notice. Comparable goods or services could replace those changed or canceled during the trip; If the quality of these services is lower, Vacation Universe is only obliged to pay the difference in price between these goods or services, whereas if the quality is higher, the traveler will have to pay the difference between the two prices, or will have the possibility of refusing these alternative services.

Vacation Universe requests for prompt notice of any problem that has occurred to a customer in order to try to resolve the situation on the spot. If the problem is not resolved, the customer must send his complaint in writing to his travel agent within 30 days of his return from travel, failing which his request will not be considered.

By booking with Vacation Universe, you confirm that you understand and accept all the terms and conditions mentioned above. For more information or advice on the above policies, please contact Vacation Universe. Vacation Universe is always willing to interpret the current rules.

GOVERNING LAW

This Agreement shall be governed by the laws of the State of Quebec and any action which may be instituted against Vacation Universe shall be brought to the court of that state. For the purpose of the introduction of all proceedings, the concerned parties shall elect domicile in the judicial district of Montreal. The nullity of any of the clauses stipulated herein shall not effect or invalidating this Agreement. Vacation Universe reserves the right to change the order of visits and change hotels (with similar category) without prior notice. Your booking with Vacation Universe Inc. means that you consent to this text and that you accept the terms and conditions set by Vacation Universe Inc.

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