TERMS & CONDITIONS OF AGREEMENT

1. Exceptions to Our Agreement 

Exceptions and special conditions may apply to the following trips and may deviate from the standard Terms & Conditions only if specified in your detailed itinerary for these tours:
·       Custom Tours
·       Bespoke Tours
·       One Year in Ukraine

2. Our Agreement 

All bookings are made with Cobblestone Freeway Tours Ltd.  By booking a trip with us you have agreed to be bound by the terms and conditions set out in:

 (i) these Booking Conditions;
(ii) Special Trip Information found on Itinerary Details; and
Which constitutes the entire agreement between you and Cobblestone Freeway Tours. 

Your booking will be accepted by us on this basis. The services to be provided are those referred to in your booking confirmation invoice. 

3. Deposit requirement

Except as set out in the Special Conditions, you are required to pay a non-refundable deposit of 500USD per person per trip for your booking to be confirmed. If your booking is made within 90 days of the departure date then the full amount is payable at the time of booking. Deposit amounts may vary for selected trips and special campaigns that may be run by us from time to time, as set out in and subject to the Special Conditions

4. Acceptance of booking and final payments   

If we accept your booking, we will issue you with a booking confirmation invoice. A contract will exist between you and us from the date we issue the confirmation invoice or if you book within 90 days of departure the contract will exist when we accept your payment. Please refer to your booking confirmation invoice for details regarding final payments, including how to make the payment. Payment of the balance of the trip price is due 90 days before the departure date, except as otherwise set out in the Special Conditions. If this balance is not paid on or before the due date we reserve the right to treat your booking as cancelled and any cancellation charges outlined Cancellation Policy will apply.

5. Prices and surcharges 

Our trip prices are subject to variable and seasonal pricing. This means our trip prices may vary at any time in accordance with demand, market conditions and availability. It is possible that different passengers on the same trip have been charged different prices. Your best option if you like the price you see is to book at that time with $500 USD Deposit. Any reduced pricing or discounts that may become available after you have paid your deposit will not apply. The most up to date pricing is available on our website. Prices are quoted in US Dollars. Payment will be based on your local currency based on exchange rate on day of payment.

We reserve the right to impose surcharges up to 90 days before departure due to major unfavourable changes in exchange rates, increases transportation costs, increases in local operator costs, taxes, or if government action should require us to do so. In such instances we will be responsible for any amount up to 5% of the trip price and you will be responsible for the balance. If any surcharge results in an increase of more than 10% of the trip price you may cancel the booking within 14 days of notification of the surcharge and obtain a full refund (as a Travel Credit or refund in the same manner as original payment).

6. Cancellation Policy when Cancellation by you  

If you cancel some or all portions of your booking the cancellation terms set out below will apply. A cancellation will only be effective when we receive written notice sent to info@cobblestonefreeway.ca   

If you cancel a trip:

(a)  Deposit of $500 USD per person is non-refundable

(b)  89 – 60 days prior to departure, cancellation fee of 50% of land tour cost will apply

(c)  59 – 30 days prior to departure, cancellation fee of 75% of land tour cost will apply

(d)  29 days or fewer prior to departure or no-show, 100% of land tour cost is non-refundable

NOTE: Different cancellation conditions may apply to Bespoke, Custom, Add-Ons, Basic Services and One Year in Ukraine trips as set terms your Detailed Itinerary relating to your trip. Add-Ons and Basic Services are non-refundable. Your Cobblestone Coordinator will advise if differences apply.

Cobblestone Freeway Ltd. strongly advises all our travellers to take out cancellation insurance at the time of booking. If you leave a trip for any reason after it has commenced, there are no refunds for unused services. If you fail to join a trip, join it after departure, or leave it prior to its completion, no refund will be made.

7. Cancellation Policy when Cancellation by us

Our trips are guaranteed to depart once they have met the minimum group size or have been designated as a Guaranteed Departure.

When a trip is cancelled due to Force Majeure:

 (a) Prior to tour start – a 100% credit of monies paid for your trip (including non-refundable deposit and non-refundable Add Ons) given in the form of travel credit; or
(b) While on tour – a refund given, minus non-refundable deposit and any unrecoverable costs. 

Cobblestone Travel Credits:

  • have no expiration date
  • can be applied to any Cobblestone Tour and destination
  • applies to land-only tour cost
  • are transferable to another person
  • are not redeemable for cash
  • exclude flights or insurance as they will have their own cancellation terms

In such circumstances there will be no claim for damages by either party against the other and we are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, travel insurance excess or non-refundable flights. 

A “Force Majeure Event” includes but is not limited to: acts of God; war; civil commotion; riot; blockade or embargo; fire; explosion; breakdown; union dispute; earthquake; epidemic, pandemic or other health emergency; flood; windstorm or other extreme weather event; lack or failure of courses of supply; passage of any law, order, proclamation, regulation, ordinance, demand, requisition or requirement or any other act of any government authority, beyond the reasonable control of the parties, whether or not foreseeable, which would make it dangerous or not viable for a trip to commence or continue.

8. Your details  

For us to confirm your travel arrangements, you must provide all requested details prior to final payment (at 90 days prior to departure date). Traveller Form details vary by trip; they include but are not limited to full name as it appears on your passport, date of birth, nationality, passport number, passport expiry date and any existing medical conditions. For more information about how we treat your personal information please refer to our Privacy Policy.

9. Booking Changes 

Transfers to a third party or to an alternative trip, are only permitted when operationally possible and, in the case of transferring to a third party, where the transferee meets all the requirements in relation to the trip. Certain fees may apply.

Any changes to your booking will result in an administrative change fee in addition to additional costs to accommodate the changes.

10.  Inclusions  

The land price of your trip includes:

  • all accommodations as listed in Trip Itinerary
  • all transport listed in the Trip Itinerary
  • cultural event, sightseeing and meals as listed in the Trip Itinerary
  • the services of a Cobblestone Tour Leader as described in the Trip Itinerary

11. Exclusions  

The land price of your trip does not include:

  • international or internal flights unless specified
  • airline taxes and airline excess baggage charges
  • meals other than those specified in the Trip Itinerary
  • visa and passport fees
  • travel insurance
  • optional activities, Add Ons and all personal expenses.

12. Age & Health requirements

Minimum Age:

For our scheduled tours, the minimum age is 12 at time of travel. All travellers under the age of 18 must be accompanied by a legal guardian, or in lieu of a legal guardian, by an escort over the age of 18, appointed by their legal guardian. The legal guardian or their designee will be responsible for the traveller under the age of 18. If a legal guardian elects to designate an escort in their lieu, they will be required to complete and sign a relevant document, to delegate their authority.

NOTE: Custom and Bespoke Tours have no minimum age.

Maximum Age:

For the majority of our trips, we have no upper age limit though we remind you that our trips can be physically demanding and passengers must ensure that they are suitably fit to allow full participation. We do exceed 20,000 steps a day on occasion, many locations have stairs and it is your responsibility to meet this physical requirement.  Please ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements and recommendations for your destination. Cobblestone Freeway Tours Ltd reserves the right to decline tour participation for any traveller who cannot meet these requirements.

NOTE:  Custom and Bespoke tours can accommodate limited physical ability.

13. Passport and visas 

It is your responsibility to obtain information and to have in your possession all the required documentation and identification required for entry, departure and travel to each country or region you visit on your trip. This includes a valid passport and all travel documents required by the relevant governmental authorities including all visas, permits and certificates (including but not limited to vaccination or medical certificates) and insurance policies. Your passport must be valid 6 months after the last date of travel as set out on your itinerary. You accept full responsibility and costs for obtaining all such documents, visas and permits prior to the start of the trip.  You are solely responsible for the full amount of costs incurred as a result of missing or defective documentation. You agree that you are responsible for the full amount of any loss or expense incurred by us that is a direct result of your failure to secure or be in possession of proper travel documentation.

14. Travel insurance 

Travel insurance is mandatory for all our travellers and must be taken out at the time of booking with full $500 USD Deposit. Your travel insurance must provide coverage against personal accident, death, medical expenses and emergency repatriation with a recommended minimum coverage of $200,000 USD for each of the categories of coverage. We also strongly recommend it covers cancellation, curtailment, personal liability and loss of luggage and personal effects. You must provide your travel insurance policy number and the insurance company’s 24-hour emergency contact number on the first day of your trip; you will not be able to join the trip without these details. If you have travel insurance connected to your credit card or bank account please ensure you have details of the participating insurer, the insurance policy number and emergency contact number with you rather than the bank’s name and credit card details.

15. Flights 

International Flights are not included in our Land-Only Tour packages.  Cobblestone Freeway Tours Ltd, recommends that you utilize the services of a licensed professional travel agency for your flights.

16. Change of your tour itinerary

You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and you should allow for alternatives. The itinerary provided for each trip is representative of the types of activities contemplated, but it is understood that the route, schedules, itineraries, amenities and mode of transport may be subject to change without prior notice due to local circumstances or events.

While we endeavour to operate all trips as described we reserve the right to change the trip itinerary.

Before departure:  If we make a major change we will inform you as soon as reasonably possible. The definition of a major change is deemed to be a change affecting at least 20% of the itinerary. When a major change is made you may choose between accepting the change or cancelling according to our cancellation policy.

On tour:  We reserve the right to change an itinerary after departure due to local circumstances. As always, our changes strive to improve the tour experience.

In case of a Force Majeure Event: In such emergency circumstances, the additional cost of any necessary itinerary emergency tour alterations will be covered by the traveller. Please note we are not responsible for any incidental expenses that may be incurred as a result of the emergency change of itineraries including but not limited to visas, vaccinations or non-refundable flights.

17. Authority on tour  

Our trips are run by a Cobblestone Tour Leader. The decision of the Tour Leader is final on all matters likely to affect the safety or well-being of any traveller or staff member participating in the trip. If you fail to comply with a decision made by a Tour Leader, or interfere with the well-being or mobility of the group, the Tour Leader may direct you to leave the trip immediately at your own cost, with no right of refund.  We may also elect not to carry you on any future trips booked. You must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries visited. You also agree to travel in accordance with our Travel Etiquette Guidelines.

18. Acceptance of risk

You acknowledge that the nature of the trip may be adventurous and travel involves a degree of personal risk. You may be visiting places where the political, cultural and geographical attributes present dangers and physical challenges greater than those present in our daily lives. 

You acknowledge that you are choosing to travel and accept all risks associated with international travel.   We will take all reasonable steps to ensure your safety and may require you to follow additional safety protocols on your trip. 

We use information from government foreign departments and reports from our own contacts in assessing whether the itinerary should operate. However, it is also your own responsibility to acquaint yourself with all relevant travel information, including applicable health risks and the nature of your itinerary. You acknowledge that your decision to travel is made in light of consideration of this information and you accept that you are aware of the personal risks associated with such travel. To the fullest extent permitted by law, we accept no liability in relation to these additional risks.

19. Optional activities

Optional activities not included in the tour land price do not form part of the trip or this contract. You accept that any Add Ons, assistance, recommendations or advice given by Cobblestone Freeway Ltd Staff, Tour Leader or local representative in arranging optional activities (including before or after a trip) does not render us liable for them in any way. The contract for the provision of that activity will be between you and the activity provider.

20. Claims & complaints

If you have a complaint about your trip please inform your Cobblestone Tour Leader or our local representative immediately so that they can attempt to rectify the matter. If you believe that your complaint has not been resolved through these means then any further complaint should be put in writing to us within 30 days of the end of the trip to info@cobblestonefreeway.ca

21. Severability

In the event that any term or condition contained in these Terms & Conditions is unenforceable or void by operation of law or as being against public policy or for any other reason then such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.

22. Privacy policy.

Any personal information that we collect about you will be handled in accordance with our privacy policy and may be used for any purpose associated with the operation of a trip. In making this booking you consent to this information being passed on to the relevant persons such as our agents, service providers or other suppliers to enable us to operate the trip or, if permitted by any relevant Spam laws, to send you marketing material in relation to our events and special offers. 

You are responsible for reviewing this privacy policy and informing yourself of any details of it.

23. Applicable law

The laws of Alberta, Canada govern these Terms & Conditions to the fullest extent allowable.