1. General Terms and Conditions

Please read the following information carefully, as the terms and conditions described herein constitute an agreement between you and those who provide the service. By booking with Rocky Train Vacations (Canada Rail Vacations Inc), clicking the consent form on the booking form and making payment on a tour, you hereby agree to accept the terms and conditions of this contract. For guests who book through an agent, on behalf of a friend or through a third-party, you are hereby agreeing to the terms and conditions below.

 

2. Website Prices

All prices herein are quoted in US Dollars. Prices and information on the website are estimates for the current and upcoming travel season, and are subject to fluctuate from departure to departure as pricing is dynamic and can change without notice. Once deposit has been received, processed and an invoice has been sent, you’ll be guaranteed the price that was quoted to you by email for the corresponding services.

 

3. Exchange Rate

Guests must pay in US Dollars. Please contact your bank in advance of payment for information on any additional fees that they may apply, such as Foreign Transaction Fees. We do not charge any merchant fees, foreign transaction fees nor credit card fees. If paying by credit card, your card will be charged in US Dollars (USD) and your credit card company will calculate the amount in your currency based upon their rate structure and the exchange rate that day.

 

4. Rail-Only and Package Tour Inclusions

The following costs are not included in the advertised price unless otherwise specified: travel insurance, gratuities, beverages, meals, room service or other hotel incidentals, items of a personal nature and all other items not specified in the description of the applicable tour contained on the website. If one of our packages does not meet with your requirements, we will be pleased to customize your rail tour package. Please ask one of our Vacation Planners for details.

 

5. Possible Alterations

Rocky Train Vacations (Canada Rail Vacations Inc) reserves the right to cancel, modify or alter all or any part of its services when necessary or advisable. Should this occur, Canada Rail Vacations Inc agrees to provide the best alternative available and refund the difference in price. Every effort will be made to adhere to the specifics shown herein; however, circumstances may necessitate alteration, including an accommodation change from properties listed on the website. Hence, all fares, schedules, itineraries, hours of arrival and departure, air schedules and special programs are subject to change without notice at any time.

 

6. Suppliers’ Liabilities

Rocky Train Vacations, Canada Rail Vacations, and Rocky Mountaineer act as an agent for and make arrangements with domestic airlines, hotels, bus lines, and other independent parties to provide you with rail and non-rail travel services and accommodations. Although great care is taken to choose suppliers, we are unable to directly control them, and therefore we are not responsible for their acts or omissions. The travel services provided by these suppliers are subject to the conditions imposed by the suppliers, and their liability may be limited by their tariffs, conditions of carriage and international conventions and agreements.

 

7. Company Liability

Rocky Train Vacations, Canada Rail Vacations, Rocky Mountaineer, and their respective officers, directors, employees and agents are not responsible for any claim, loss, damage, cost liability or expense arising, direct or indirect, out of injury; accident or death; loss, damage or delay of luggage or other property; or delay, inconvenience, loss of enjoyment, upset, disappointment, distress or frustration, whether physical, mental or otherwise, relating to the provision of rail tour operations, travel services, and accommodations.

 

8. Force Majeure

Rocky Train Vacations, Canada Rail Vacations, and Rocky Mountaineer will not be responsible for the performance of this agreement if prevented or delayed by acts of God, strikes, accidents, weather, traffic, airport conditions or other causes beyond their reasonable control from meeting its terms. Nor will they be responsible for any loss or damage relating to train cancellations or any other cancellations.

 

9. Passport/Visa/Health Regulations

Passports: If travelling from outside the United States (including from Canada) you will require a passport for entry into the US and appropriate ID for all family members. Airlines reserve the right to refuse boarding without adequate ID.
Visas: Check with your Rocky Train Vacations Vacation Planner and we will direct you to the appropriate national consulate.

Rocky Train Vacations (Canada Rail Vacations Inc) is not responsible for guests refused entry into the US because of inadequate documentation. Single parents or grandparents travelling with children must ensure proper documentation is obtained for entry into the US. For further information regarding documentation for entry into the US, please contact the US Immigration office.

 

10. Luggage

Rocky Mountaineer:

Guests travelling onboard Rocky Mountaineer are limited to two suitcases per person (total luggage weight not to exceed 30 kg or 66 lbs). No one piece of luggage may weigh more than 23 kg (50 lbs). All baggage or articles are accepted and transported subject to Rocky Mountaineer’s luggage policy. Oversized items, i.e. sports equipment may be subject to a surcharge.

Note: SilverLeaf and SilverLeaf Plus guests’ luggage will be delivered to their Glenwood Springs accommodation. All guests should be sure to carry any medications with them on board the train as they will not have access to their luggage once aboard the train.

 

11. Reservation Policies

Deposit Policy
A deposit must be received at the time of booking to confirm your reservation in accordance with the present offer. Deposits may be made by money wire, electronic transfer, Visa, MasterCard, American Express, and Discovery Card.

Refund Policy Once deposits have been received, they are fully non-refundable. Requests for refunds must be directed in writing to sales@rockytrain.com. No refunds will be made because of airline delays, unused services or other acts beyond the control of Rocky Train Vacations, Canada Rail Vacations Inc and Rocky Mountaineer.

Cancellation Policy If you cancel a confirmed reservation, notification from you or your travel agent must be received by written notification by e-mail to sales@rockytrain.com.

Note : A change to a later flight date, later arrival date or later train departure date (either rail only or as part of a package) is considered a cancellation. Charges will be calculated per person and based on the date the cancellation notice is first received. There will be no exceptions to any of the charges. Please note the cancellation policy schedule. 

 

12. Final Payment

Final payments should be made by electronic transfer or credit cards which are subject to the current exchange rates at the time of payment.

 

13. Insurance

We highly recommend that you purchase travel insurance to protect you and your investment from unexpected events and circumstances. Please book through the insurance provider of your choice. Rocky Train Vacations does not provide travel insurance.

 

14. Wire Transfer Payments

Please note that your final payment (as noted on your confirmation invoice) is due 70 days prior to departure. We accept wire transfers in US Dollars (USD). If you wish to pay by wire transfer, please let us know and we will forward you the applicable banking details.

Please send a scanned copy of your bank wire transfer by e-mail to sales@canadarail.ca.

The authorization (written or verbal) to use a credit card number indicates you or your client’s compliance with our booking terms and conditions, whether or not you or they have signed the appropriate draft.

Credit card deposits, charges and final payments will be processed in US funds.

 

15. Last-Minute Bookings

Last-minute bookings are welcome; however, late package bookings usually require a minimum of 72 hours to request and confirm availability. We will do our best to supply you with your tour documents in a quick, efficient and complete manner.

 

16. Itinerary Changes and Reduction of Services to Non-Rail Tour Components

A fee per person may be applied to each non-rail component change made to the itinerary once the original booking has been confirmed

	Change Fee (CAD)
71 or more days	$500 (per person)
0 to 70 days	No Changes Permitted

 

A change fee will not be administered for an addition to your tour or upgrade of service if made more than 70 days prior to your trip, depending upon availability. Within 69 days of your trip or once your balance has been paid in full, an administration fee may be charged for non-emergency additions such as, but not limited to, hotel nights, sightseeing tours and transfers. For a change in rail components (train departure date, name change or other), please refer to our cancellation policies. If there are any charges incurred by Rocky Train Vacations as a result of changes made, they will be applied to the booking in addition to the change fee.

Separate change fees for domestic airline tickets will apply and are at the discretion of the airline.

 

17. Travel Documentation

Travel Documentation will be emailed to the client as a PDF three weeks prior to departure. This will include all vouchers and travel itineraries. If you require your Travel Documentation earlier than three weeks, please let us know, and we will do our best to accommodate your requests. Travel Documentation will not be sent out prior to final payment being received.

Note: Guests will be advised of their Glenwood Springs accommodation upon receipt of their travel documents, or at check-in at the departure station.

 

18. Rail Connections

Please arrive at your predetermined pick up location on time in accordance with your travel documentation to ensure your luggage is checked. We strongly recommend that you do not make your own onward travel arrangements the night of arrival at your destination.

Train travel is subject to unforeseen delays, and departure and arrival times cannot be guaranteed. Rocky Train Vacations (Canada Rail Vacations Inc) will not be responsible for missed connections if you have booked them the same day as the train arrival date.

 

19. Cancellations

A change in flight date, lodge, arrival date or train departure date (either rail only or as part of a package) is considered a cancellation. Changes to tour arrival dates or train departure dates constitute a cancellation. If a tour is rescheduled, the tour becomes non-refundable in full at time of rescheduling.

DAYS PRIOR TO DEPARTURE	DEPOSIT PER PERSON CAD $	CANCELLATION PENALTY PER PERSON CAD $
Rocky Mountaineer Rail-Only (Two-Day Rail)
71+	$1000 per person	$1000 per person
0-70	100% of payment due	100% non-refundable

 

Rocky Train Vacations Tour Packages
71+	$1000-$2000 per person	$1000 – $2000
0–70	100% of payment due	100% non-refundable

 

We reserve the right to pass on any additional costs charged by our suppliers. 

* Additional non-refundable deposits may apply to some vacation packages that include flights, cruises or additional rail days.

 

20. COVID-19

The parties acknowledge that the COVID-19 pandemic has had an unprecedented impact on the travel industry, the movement of persons and the ability for persons to assemble in groups, and that the impact of COVID-19 may continue for all or any portion of the 2023 or 2024 travel season. The parties expressly acknowledge and agree that, notwithstanding any other provision contained herein: (A) any governmental or administrative restriction, action, advisory, order, guideline, regulation or law imposed, taken or enacted in response to COVID-19, whether imposed, taken or enacted prior to, during or following the consummation of this Agreement (collectively, “Governmental Action”) that (i) renders the performance of Rocky Trian Vacations’ (Canada Rail Vacations’) obligations under this Agreement illegal, impossible or in conflict with a Governmental Action, or (ii) results in a guest’s inability to attend all or any portion of their itinerary, constitutes a force majeure event for the purposes of section 9 (Force Majeure) of this Agreement; and (B) in the preceding circumstances, as these constitute acts beyond the sole control of Rocky Train Vacations (Canada Rail Vacations), no refunds will be made or payable by Rocky Train Vacations (Canada Rail Vacations). Instead, Rocky Train Vacations (Canada Rail Vacations) will provide a credit for all tours originally scheduled in 2020 and affected tours in 2021 such as will enable the guest to rebook an equivalent rail tour in the following years. For any booking received prior to March 18, 2020 and was rescheduled due to suspended dates in 2020 or 2021, travel credit was issued and is fully non-refundable. In situations where guests have not exceeded their Rocky Mountaineer granted date change allocations, this travel credit is valid throughout 2023, is valid as credit only and cannot be redeemed for cash. Should new border restrictions affect travel between our countries in 2023 or 2024, we will continue to do our very best for our clients and ensure your full amount paid can be used towards future travel credit.