Terms & Conditions

Contract between the Client and the Company


All individuals who submit their bookings are bound by the terms and conditions stated herein. All individuals (students and adults) mentioned on the booking forms are referred to as “clients/participants”, while Off The Map Adventures Ltd. is stated as “the company”. The services provided by the company (its tours/adventures) are referred to as “tour or tours”.

Bookings and Deposits:

All travellers are required to submit a completed booking form. Bookings can only be confirmed with a minimum deposit of US$ 300 per participant. The deposit must be received, by cheque only, 120 days prior to the departure of the trip. A service charge of $50 or more may apply for bookings made within the 120 days period.

Payments:

Full payments are required 120 days prior to the departure of the tour.  Any payments/balances received within 120 days are acceptable with a $50 handling fee. Only when the final payment is received, will final confirmations, invoices and/or vouchers be released.

Changes made by the participants:

Due to the nature of the student trips, clients may not have the liberty to make changes to the itinerary. To maintain smooth running of the trip and to ensure the safety of the clients, any changes are only to be made by the company if deemed necessary.

Cancellation/Changes by the clients or the participants:

  1. i) Change of extra services:

Extra services (which are not part of the tour), such as additional night’s stay, extra transfers, extra meals or other similar services, can be provided upon the client’s request. However, these services are subject to availability. Once these services are confirmed, if changed or cancelled, the services are also subject to cancellation according to the company’s cancellation policies.

  1. ii) Cancellation:

Participants can cancel bookings at any time, but must communicate their wish to cancel in writing to the company’s office.  Depending on the date upon which written cancellation was received by the company, the following cancellation charges may apply: 

More than 120 days before the departure date: Forfeit of Deposit

Less than 120 days before the departure date:   Forfeit of 100% of the total tour cost

Changes by the Company:

The company reserves the right to change or modify the itinerary, or its services, or even cancel the tour due to circumstances the company deems necessary. Although the company and its staff will make their utmost efforts to maintain the original tour, sometimes it is necessary for the comfort, convenience and safety of the clients to make minor or major adjustments. The company reserves the right to make such modifications at any time either before or during the tour. If the clients don’t agree with the proposed changes prior to the departure of the trip, then the clients have the right to cancel, but the cancellation charges may apply as per the above cancellation schedule. Such changes are extremely rare and are only made in the best interests of the clients. 

Cancellation by the Company:

The company reserves the right to cancel any tour at any time due to circumstances beyond its control. If a tour is cancelled 30 days prior to departure, clients are entitled to a 100% refund including the deposit monies. If the tour is cancelled due to insufficient members on the tour, clients are entitled to a 100% refund on the tour and all monies are returned including the deposit, no matter when the tour is cancelled. Cancellations made 30 days prior to the departure due to unforeseen circumstances (such as forced majeure cases, international political crises, war or other natural catastrophes) cancellation will apply. Permits such as the Inca Trail Permits, Machu Picchu Entrance Tickets and Train Tickets are non-transferrable and non-refundable as per local laws. To cover such cases, all clients are advised to purchase trip cancellation/interruption insurance to protect their funds.

Services not utilized during the tour:

For any service not consumed during the course of the tour for any personal or non-personal reason whatsoever, including health problems, emergencies or death, no refunds will be given.

Price Guarantees:

All prices are guaranteed once the booking is made. Exceptions apply when the exchange rate fluctuates, resulting in losses going over 7%, or a sudden tax or fee increases. In such cases, clients will be informed as soon as possible and if they decide to travel they will agree to pay the additional cost.

Responsibility of the Company:

All clients and participants agree to accept the terms of the company’s responsibility stated hereunder:

The company, together with its local partners, acts as a bona fide service provider. The company tries its best to run its tours so that the goals of learning and exploration are met. Yet there may be rare cases when the company may not be able to provide the services it promised. In such cases, the company will find suitable alternatives. If suitable alternatives cannot be provided, the company reserves the right to cancel a part of or the entire trip. These circumstances may arise due to any of the following: 

Force Majeure (Circumstances beyond the control of the company):

  • Political Situations: Such circumstances include unstable political situations, local strikes, protests, demonstrations, evacuations, wars etc.
  • Forces of Nature: Any acts of nature such as landslides, earthquakes, floods, storms, tsunamis, bad weather, poor visibility.
  • Acts of terrorism and violence or unrest resulting from it.
  • Strikes or boycotts by local service providers.
  • Dishonoring reservations or bookings at the local destination.
  • Cancellation of flights due to bad weather or any of the above.
  • Personal health problems.

The scope of such situations may determine how far the company may be able to provide its services. Usually, alternatives are quickly devised but, giving the safety of its clients a top priority, the company may cancel some or all services necessary for the smooth running of the trip. In such cases, refunds are not given and hence it is important to travel with cancellation insurance which usually covers such circumstances.

Standard of Service: The tours offered by the company focus on cultural and local experiences. The company carefully selects local services, such as comfortable and clean accommodations with reliable staff. These accommodations may not be comparable with the North American standard. Similarly, local transport is a unique local experience, but having such experience may require a slight compromise with comfort. In underdeveloped destinations, flaws in infrastructures and the legal systems sometimes may not honour advance reservations. In such cases, our staff works in the best interest of its customers and may arrange suitable alternatives. In such situations, sometimes the alternative service may not be of the same standard as promised. These are extremely rare cases, yet the company is not entitled to give any refunds for such rare situations.

Accepting Risk:

Each client/participant assumes that there is inherent risk involved in travelling. This may particularly be the case in overseas destinations such as Asia, Africa and South America. The company tries to minimize all risk by carrying out careful practices, yet it is beyond its scope to provide 100% risk free guarantees. Clients agree to assume all risks of accidents or getting injured during their travels, such as falling down stairs, tripping during walking, being involved in road accidents, etc.  We advise all clients to purchase additional medical and trip cancellation/interruption insurance to cover such incidents.

Responsibility of the Participants:

The company practices environmental and culture friendly tourism. It assumes that each participant will take the responsibility to live by the code of eco-friendly practices laid down by the company. Detailed cultural and environmental guides provided by the company upon confirmation must be read carefully and strictly adhered to. At the same time, clients are also expected to respect the rights of fellow travellers, their comfort and peace. Abusive conduct from any member may result in cancellation or termination of services without any compensation. In order to ensure safety of the staff and clients, the tour leader or local guide will have the final authority to make decisions. All participants agree to abide by the rules laid out by the escorts and leaders. They promise to strictly follow all instructions given by their tour escorts and leaders.

Parent’s/guardian’s Responsibility:

It is assumed that the parents have taken the time to understand the nature of the tour. They understand that there are great learning opportunities for their children. At the same time, they also understand that there is a slight degree of inherent risk in travelling. The parents assume all risk when signing for their children. Parents also need to ensure that the children understand that their tour escorts, guides and teachers are working in the best interest of the safety of the group. They need to stress to the children to listen to instructions and guidelines carefully and abide by the rules laid out  for them. Parents also understand that this is a privately organized tour and for any compensation, tour escorts, teachers, schools and the school boards cannot be held responsible.

Complaints or problems:

Participants have the right to complain of any inconvenience or problem during the tour. It is best to report a concern to the tour leader or the local guide during the trip, while something can be done. The company may not be able to resolve problems after the tour. Participants are welcome to report to the Head Office 24/7 if they feel that their tour leader or local guide is not cooperating or acting appropriately. Participants can call the Head Office at toll free 1-800-867-2890 or 1-226-400-2923. Please note that only genuine complaints are entertained.

Contract between the Client and the Company


All individuals who submit their bookings are bound by the terms and conditions stated herein. All individuals (students and adults) mentioned on the booking forms are referred to as “clients/participants”, while Off The Map Adventures Ltd. is stated as “the company”. The services provided by the company (its tours/adventures) are referred to as “tour or tours”.

Bookings and Deposits:

All travellers are required to submit a completed booking form. Bookings can only be confirmed with a minimum deposit of $1,000 Canadian per participant. The deposit must be received, by cheque only, 120 days prior to the departure of the trip. A service charge of $50 or more may apply for bookings made within the 120 days period.

Payments:

Full payments are required 120 days prior to the departure of the tour.  Any payments/balances received within 120 days are acceptable with a $50 handling fee. Only when the final payment is received, will final confirmations, invoices and/or vouchers be released.

Changes made by the participants:

Due to the nature of the student trips, clients may not have the liberty to make changes to the itinerary. To maintain smooth running of the trip and to ensure the safety of the clients, any changes are only to be made by the company if deemed necessary.

Cancellation/Changes by the clients or the participants:

  1. i) Change of extra services:

Extra services (which are not part of the tour), such as additional night’s stay, extra transfers, extra meals or other similar services, can be provided upon the client’s request. However, these services are subject to availability. Once these services are confirmed, if changed or cancelled, the services are also subject to cancellation according to the company’s cancellation policies.

  1. ii) Cancellation:

Participants can cancel bookings at any time, but must communicate their wish to cancel in writing to the company’s office.  Depending on the date upon which written cancellation was received by the company, the following cancellation charges may apply: 

More than 120 days before the departure date: Forfeit of Deposit

Less than 120 days before the departure date:   Forfeit of 100% of the total tour cost

Changes by the Company:

The company reserves the right to change or modify the itinerary, or its services, or even cancel the tour due to circumstances the company deems necessary. Although the company and its staff will make their utmost efforts to maintain the original tour, sometimes it is necessary for the comfort, convenience and safety of the clients to make minor or major adjustments. The company reserves the right to make such modifications at any time either before or during the tour. If the clients don’t agree with the proposed changes prior to the departure of the trip, then the clients have the right to cancel, but the cancellation charges may apply as per the above cancellation schedule. Such changes are extremely rare and are only made in the best interests of the clients. 

Cancellation by the Company:

The company reserves the right to cancel any tour at any time due to circumstances beyond its control. If a tour is cancelled 30 days prior to departure, clients are entitled to a 100% refund including the deposit monies. If the tour is cancelled due to insufficient members on the tour, clients are entitled to a 100% refund on the tour and all monies are returned including the deposit, no matter when the tour is cancelled. Cancellations made 30 days prior to the departure due to unforeseen circumstances (such as forced majeure cases, international political crises, war or other natural catastrophes) cancellation will apply. Permits such as the Inca Trail Permits, Machu Picchu Entrance Tickets and Train Tickets are non-transferrable and non-refundable as per local laws. To cover such cases, all clients are advised to purchase trip cancellation/interruption insurance to protect their funds.

Services not utilized during the tour:

For any service not consumed during the course of the tour for any personal or non-personal reason whatsoever, including health problems, emergencies or death, no refunds will be given.

Price Guarantees:

All prices are guaranteed once the booking is made. Exceptions apply when the exchange rate fluctuates, resulting in losses going over 7%, or a sudden tax or fee increases. In such cases, clients will be informed as soon as possible and if they decide to travel they will agree to pay the additional cost.

Responsibility of the Company:

All clients and participants agree to accept the terms of the company’s responsibility stated hereunder:

The company, together with its local partners, acts as a bona fide service provider. The company tries its best to run its tours so that the goals of learning and exploration are met. Yet there may be rare cases when the company may not be able to provide the services it promised. In such cases, the company will find suitable alternatives. If suitable alternatives cannot be provided, the company reserves the right to cancel a part of or the entire trip. These circumstances may arise due to any of the following: 

Force Majeure (Circumstances beyond the control of the company):

  • Political Situations: Such circumstances include unstable political situations, local strikes, protests, demonstrations, evacuations, wars etc.
  • Forces of Nature: Any acts of nature such as landslides, earthquakes, floods, storms, tsunamis, bad weather, poor visibility.
  • Acts of terrorism and violence or unrest resulting from it.
  • Strikes or boycotts by local service providers.
  • Dishonoring reservations or bookings at the local destination.
  • Cancellation of flights due to bad weather or any of the above.
  • Personal health problems.

The scope of such situations may determine how far the company may be able to provide its services. Usually, alternatives are quickly devised but, giving the safety of its clients a top priority, the company may cancel some or all services necessary for the smooth running of the trip. In such cases, refunds are not given and hence it is important to travel with cancellation insurance which usually covers such circumstances.

Standard of Service: The tours offered by the company focus on cultural and local experiences. The company carefully selects local services, such as comfortable and clean accommodations with reliable staff. These accommodations may not be comparable with the North American standard. Similarly, local transport is a unique local experience, but having such experience may require a slight compromise with comfort. In underdeveloped destinations, flaws in infrastructures and the legal systems sometimes may not honour advance reservations. In such cases, our staff works in the best interest of its customers and may arrange suitable alternatives. In such situations, sometimes the alternative service may not be of the same standard as promised. These are extremely rare cases, yet the company is not entitled to give any refunds for such rare situations.

Accepting Risk:

Each client/participant assumes that there is inherent risk involved in travelling. This may particularly be the case in overseas destinations such as Asia, Africa and South America. The company tries to minimize all risk by carrying out careful practices, yet it is beyond its scope to provide 100% risk free guarantees. Clients agree to assume all risks of accidents or getting injured during their travels, such as falling down stairs, tripping during walking, being involved in road accidents, etc.  We advise all clients to purchase additional medical and trip cancellation/interruption insurance to cover such incidents.

Responsibility of the Participants:

The company practices environmental and culture friendly tourism. It assumes that each participant will take the responsibility to live by the code of eco-friendly practices laid down by the company. Detailed cultural and environmental guides provided by the company upon confirmation must be read carefully and strictly adhered to. At the same time, clients are also expected to respect the rights of fellow travellers, their comfort and peace. Abusive conduct from any member may result in cancellation or termination of services without any compensation. In order to ensure safety of the staff and clients, the tour leader or local guide will have the final authority to make decisions. All participants agree to abide by the rules laid out by the escorts and leaders. They promise to strictly follow all instructions given by their tour escorts and leaders.

Parent’s/guardian’s Responsibility:

It is assumed that the parents have taken the time to understand the nature of the tour. They understand that there are great learning opportunities for their children. At the same time, they also understand that there is a slight degree of inherent risk in travelling. The parents assume all risk when signing for their children. Parents also need to ensure that the children understand that their tour escorts, guides and teachers are working in the best interest of the safety of the group. They need to stress to the children to listen to instructions and guidelines carefully and abide by the rules laid out  for them. Parents also understand that this is a privately organized tour and for any compensation, tour escorts, teachers, schools and the school boards cannot be held responsible.

Complaints or problems:

Participants have the right to complain of any inconvenience or problem during the tour. It is best to report a concern to the tour leader or the local guide during the trip, while something can be done. The company may not be able to resolve problems after the tour. Participants are welcome to report to the Head Office 24/7 if they feel that their tour leader or local guide is not cooperating or acting appropriately. Participants can call the Head Office at toll free 1-800-867-2890 or 1-226-400-2923. Please note that only genuine complaints are entertained.