1. General Terms and Conditions

Please read the following information carefully. These terms constitute an agreement between you and Rocky Train Vacations (a division of Canada Rail Vacations Inc.). By booking, clicking the consent form, and making payment, you agree to these terms. This applies to guests booking directly, through an agent, or on behalf of others.

 

2. Website Prices

All prices are quoted in US Dollars (USD). Pricing is dynamic and subject to change without notice until a deposit is processed and an invoice is issued. Once confirmed, bookings are not eligible for subsequent promotions.

 

3. Payments and Exchange Rates

Payments must be made in US Dollars. While we do not charge merchant or credit card fees, your bank may apply foreign transaction fees if you are paying from outside the US. Credit card charges are processed in USD; any currency conversion is handled by your provider at their current rate.

 

4. Tour Inclusions

Unless specified, prices do not include travel insurance, gratuities, beverages, meals not listed, room service, hotel incidentals, or personal items. Customizations are available through our Vacation Planners.

 

5. Possible Alterations

We reserve the right to modify or cancel services if necessary. In such cases, we provide the best available alternative and refund any price difference. Fares, schedules, and itineraries are subject to change without notice due to external factors.

 

6. Liability and Suppliers

Rocky Train Vacations acts as an agent for airlines, hotels, and rail operators like Canyon Spirit and Rocky Mountaineer. We choose reputable suppliers but do not have direct control over them. We are not responsible for their acts, omissions, or any loss/damage arising from their services.

 

7. Force Majeure

We are not liable for performance delays caused by acts of God, strikes, weather, traffic, or other causes beyond our control. This includes train cancellations or disruptions.

 

8. Passport and Visa Requirements

• Passports: Travelers from outside the US (including Canada) require a valid passport.
• Visas: Guests are responsible for obtaining correct documentation. We are not liable for entry refusal due to inadequate paperwork.

 

9. Luggage Policy

• Canyon Spirit & Rocky Mountaineer: Limit of two suitcases per person (max 30 kg / 66 lbs total). No single piece may exceed 23 kg (50 lbs).
• Carry-on: Keep medications and essentials with you, as checked luggage is not accessible during the rail journey.
• Delays: Rail travel is subject to freight traffic; we recommend not booking flights on the same day as train disembarkation.

 

10. Payment Policies

• Deposit: Required at time of booking via Visa, MasterCard, American Express, or Discover.
• Final Payment: Due 70 days prior to departure. If not received 60 days prior, the reservation may be cancelled.
• Refunds: All deposits and final payments are non-refundable.

 

11. Interim and Accidental Payments

Additional payments, Interim Payments, and early Final Payments made toward your trip balance after your non-refundable deposit are refundable, less a 10% processing fee, up until the final payment due date (70 days prior to departure). Accidental overpayments or payments made using the wrong credit card are also refundable, less a 10% processing fee.

*To qualify for Interim Payments or Payment Plans, each payment must be equal to or greater than your initial deposit amount.

 

12. Cancellation and Changes

Cancellations must be sent in writing to [email protected].

• 71+ days: Loss of deposit.
• 0-70 days: 100% non-refundable. Changes to non-rail components (dates, lodging, etc.) are handled case-by-case and may incur supplier fees plus a $500 USD change fee per person if within the restricted window.

 

13. Insurance

We highly recommend purchasing travel insurance to protect your investment. Rocky Train Vacations does not provide insurance directly; please use a provider of your choice.

 

14. Travel Documentation

Documents are sent via email as a PDF approximately three to four weeks before departure, provided final payment is clear.

 

15. Rail Connections

Arrive at pick-up locations early. Please arrive at your predetermined pick-up location on time in accordance with your travel documentation to ensure that you have time to check in and have your luggage checked. We strongly recommend that you do not make your own independent travel arrangements, such as, but not limited to, flights, cruises, or other modes of transportation to another location on the day/night of train arrival at your destination, as rail travel is subject to significant delays. We are not responsible for missed connections (flights, cruises, etc.) booked on the same day as train arrival due to potential unforeseen rail delays.

 

16. Gift Certificates/Cards

Rocky Train Vacations may, from time to time, offer gift cards or gift certificates for use toward the purchase of rail vacation packages, rail-only bookings, or other services offered through our website (the “Gift Card” or “Gift Cards”). By purchasing or redeeming a Gift Card, you agree to the following terms.

No Expiry Dates: Gift Cards issued by Rocky Train Vacations do not expire. The full value of a Gift Card remains available for use until it has been completely redeemed, regardless of the amount of time that has passed since the date of purchase.

No Fees: Rocky Train Vacations does not charge purchase fees, account maintenance fees, inactivity fees, or any other fee that would reduce the value of a Gift Card over time.

Redemption: Gift Cards may be applied toward the cost of any tour package, rail-only booking, or other service available through Rocky Train Vacations, subject to availability. If the cost of a booking exceeds the value of the Gift Card, the balance owing must be paid using another accepted method of payment. If the value of the Gift Card exceeds the cost of a booking, the remaining balance will stay on the Gift Card for future use.

Gift Cards cannot be redeemed for cash, exchanged for cash, or applied as payment toward an existing credit account, except where required by law.

Non-Refundable: Gift Cards are considered a form of payment once purchased and are non-refundable, in keeping with our general Refund Policy described in section 10 above. Please consider your purchase carefully before buying a Gift Card as a gift or for personal use.

Lost or Stolen Gift Cards: Rocky Train Vacations is not responsible for Gift Cards that are lost, stolen, or used without your authorization, in the same manner that we are not responsible for lost cash.

Provincial and State Requirements: Canada Rail Vacations/Rocky Train Vacations applies the practices described above, no expiry dates and no fees that reduce card value, to all Gift Cards it issues, regardless of the province, state, territory, or country in which the purchaser resides. This is intended to meet or exceed the requirements of any applicable Consumer Protection Acts and Gift Card Regulations, as well as similar consumer protection legislation in other Canadian provinces and, where applicable, in the United States. Nothing in this section limits any additional rights a purchaser may have under the law of their home jurisdiction.