Terms and Conditions

Tour Package: Your tour price includes all items listed in the “What’s Included” section in the tour brochure. GST on applicable tours is extra. Included meals are shown on the daily itinerary as: Breakfast, Brunch, Lunch, Tea, Dinner. Please note, there may be occasions in which the flight portion of your tour is unescorted.

Payments: A deposit is required within three days of booking and is outlined in each tour brochure. If a deposit or balance becomes overdue and we cannot contact you, your reservation will be cancelled. By placing a deposit, you agree to the Terms and Conditions, Company Policies, Activity Level, and Cancellation Policy outlined in the tour brochure. Payments can be made by online banking or cheque (1.5% discount on tour fare), or by Visa or Mastercard ($5,000 limit per person on credit cards). Wire payments do not qualify for the 1.5% discount. If your cheque payment returns as 'non-sufficient funds', Wells Gray Tours Ltd. must charge you a $25 NSF fee.

The Booking Contract: Your booking is confirmed and a contract exists when Wells Gray Tours Ltd. or your travel agent issues a written confirmation after receipt of the applicable deposit amount. Please check your confirmation carefully and report any incorrect or incomplete information to Wells Gray Tours Ltd. or authorized agent immediately. Please ensure that formal names are exactly as stated in the relevant passport.

Special Requirements: Any special requirements must be disclosed to Wells Gray Tours Ltd. by the time of final payment, though it is preferred to do so at the time of booking. Wells Gray Tours Ltd. will use reasonable efforts to accommodate special requirements or requests but this is not always possible given the nature of the destinations visited and availability of options outside a planned itinerary. Certain activities may be inaccessible to you if your mobility is limited in any way. All food allergies and dietary restrictions must be disclosed to Wells Gray Tours Ltd. by final payment, but Wells Gray Tours Ltd. cannot guarantee that dietary needs or restrictions can be accommodated. Any special requests or requirements do not form part of these Terms or the contract between you and Wells Gray Tours Ltd. and Wells Gray Tours Ltd. is not liable for any failure to accommodate or fulfill such requests. Please note that no changes can be made to your booking within two weeks of departure, including but not limited to special rooming requests, pickup points, and food allergies.

Activity Level: Tours are rated for Activity Level 1 to 4 and a detailed description is provided on each tour brochure. Level 1 is slow-moving and sedentary and Level 4 is rigorous. A declaration of your fitness is provided for Level 3 and you acknowledge reading it by placing a deposit; the Level 4 declaration must be signed and returned to our office. Activity Level covers not only your mobility but also your cognitive ability such as memory loss or confusion.

No Flight Option: Clients who choose to opt out of group flights ("No Flight" option) must be aware that: 1. Included transportation and meals are scheduled around the group flight itinerary. If your independent travel plans do not align with the group schedule, you may miss out on included transfers and meals. 2. No additional discounts will be provided for unused portions of the package due to independent travel arrangements. 3. Clients who arrange their own flights are solely responsible for any delays, cancellations, or disruptions. Wells Gray Tours Ltd. is not obligated to assist with travel issues unless the group flight option has been selected. By selecting the ‘No Flight’ option, clients acknowledge and accept these conditions.

Cancellations: The cancellation policy for each tour is described in detail in the tour brochure. If you cancel after the final payment date, without paying in full, you forfeit the full deposit paid. Wells Gray Tours Ltd. may cancel a departure if we do not meet the minimum number of travellers required to offer the tour.

Travel Documents: It is your responsibility to obtain and to have in your possession all the required documentation and identification required for entry, departure and travel to each country or region. 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 should typically be valid for at least six months beyond your scheduled return date. Make sure to check your itinerary. This ensures you can re-enter Canada smoothly, even if your travel plans change unexpectedly. You accept full responsibility for obtaining all such documents, visas, and permits prior to the start of the tour, and 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 Wells Gray Tours Ltd. that is a direct result of your failure to secure or be in possession of proper travel documentation. Wells Gray Tours Ltd. does not provide advice on travel documents and makes no representations or warrantees as to the accuracy or completeness of any information provided on visas, vaccinations, climate, clothing, baggage, or special equipment and you agree that Wells Gray Tours Ltd. is not responsible for any errors or omissions in this information. Wells Gray Tours Ltd. cannot assume responsibility for portions of a tour missed due to improper documentation.

Travel Insurance: Insurance is not included in tour fares, but it is available for purchase. We strongly recommend purchasing insurance to protect the non-refundable portion of your fare and to provide coverage for unexpected events. Our policies are underwritten by AIG Insurance Company of Canada and include Medical, Cancellation and Trip Interruption coverage. Policies must be purchased no later than the time of final payment. Policies purchased at the time of deposit, or within seven days thereafter, include a waiver of the pre-existing condition clause. A detailed brochure is available. Premiums are always subject to change until paid as insurance companies can change premiums without notice. Medical questionnaire is not needed. If you have your own travel insurance, please read the policy carefully to be sure that you are adequately covered for medical, cancellation, interruption, and luggage. For tours that remain in Canada, you may still benefit from trip cancellation and trip interruption coverage in case of illness or a mishap before or during the tour. Please contact us for details.

Code of Conduct: Wells Gray Tours Ltd. supports an environment of respect and dignity toward our employees (office and tour directors) and travellers. Harassment or abuse of any kind will not be tolerated. We reserve the right, at our discretion, to decline your booking on a tour or to send you home from a tour at your expense.

Flexibility & Unused Services: You acknowledge that the nature of travel requires flexibility and that you will permit reasonable alterations to products, services, or itineraries by Wells Gray Tours Ltd. The route, schedules, accommodations, activities, amenities, and mode of transportation are subject to change without notice due to unforeseeable circumstances or events outside the control of Wells Gray Tours Ltd. (including but not limited to Force Majeure, illness, mechanical breakdown, flight cancellations, strikes, political events, and entry or border difficulties). We do our best to substitute a similar service if something cancels. No reimbursements, discounts, or refunds will be issued for services that are missed or unused after departure due to no fault of Wells Gray Tours Ltd., including your removal from a tour because of your negligence or breach of these Terms. Please note that if we are forced to cancel a tour component due to an issue beyond our control, the current penalties still apply if you choose to cancel the entire tour. If you are unable to participate in all aspects of the itinerary, Wells Gray Tours Ltd. will not issue a refund or provide a fare reduction for any missed or unused portions of the tour package. If you wish to leave the tour at any time to visit friends and family, you are certainly welcome to do so. Please ensure that the tour director is informed and note that Wells Gray Tours Ltd. will not make a refund for any missed or unused portions of the tour package.

Fare Changes & Additional Expenses: Due to the uncertainties of inflation, fuel surcharges, taxes, and foreign exchange, Wells Gray Tours Ltd. reserves the right to modify tour fares in the event of cost changes. It may not be possible to communicate changes ahead of departure. If any unforeseen delays, cancellations, changes, or add-ons happen that are beyond Wells Gray Tours Ltd. control (or by client choice), Wells Gray Tours Ltd. will not be responsible for any additional expenses such as meals, hotel rooms, etc. incurred because of flight delays, train delays, etc. There is no guarantee of refunds or reimbursements. Please note that most travel insurance policies cover expenses incurred for weather delays.

Incidental Charges: Incidentals are miscellaneous personal charges on hotel bills and are not included in the tour cost. Such charges include room service, phone calls, liquor, and movies. These charges must be paid by you at the front desk prior to departure. Upon payment, please request and retain a receipt. Wells Gray Tours Ltd. is not responsible for incidental charges.

Room Partners: Wells Gray Tours Ltd. cannot assume responsibility for added costs due to disagreements encountered while travelling or for cancellations by one party of a double or twin accommodation room prior to departure.

Luggage & Lost Items: Luggage insurance is not included in your fare. Please note that neither Wells Gray Tours Ltd. nor the motorcoach company can assume responsibility for lost or damaged luggage or its contents. Customers are responsible for their own luggage at airports from the coach to the check-in counter and back to the coach upon picking up luggage. Wells Gray Tours Ltd. cannot take responsibility for any items lost on tour.

Privacy: Information collected by Wells Gray Tours Ltd. for purposes of the tour or marketing or to assist attending personnel in the event of an emergency is confidential and will not be disclosed to third parties.

Photography: Wells Gray Tours Ltd. and its designated tour director reserve the right to take photographs or videos during the operation of any tour or part thereof and to use the resulting photography or videos for promotion on Facebook, the Wells Gray Tours Ltd. website, or for other commercial uses. By making a reservation with Wells Gray Tours Ltd., the participant agrees to allow his/her likeness to be used by Wells Gray Tours Ltd. without compensation to the participant. If the participant prefers that his/her likeness not be used, please notify us in writing at final payment, or give a note to the tour director on the first day.

Consumer Protection: In British Columbia, Consumer Protection BC requires that any business or organization that collects advance deposits from people for future travel must be registered with the government and must hold those deposits in trust. This protects consumer deposits in the unlikely event of bankruptcy. Wells Gray Tours Ltd. is also a member in good standing of the National Tour Association, which requires its members to carry at least $1 million in professional liability, errors, and omission insurance. Consumer Protection BC Licences include: Kamloops 178, Vernon 655, Kelowna 588, Penticton 924, Victoria 65842.

Travel Restrictions: Wells Gray Tours Ltd. has no special knowledge regarding the financial condition of any supplier or the existence of unsafe conditions, health hazards, weather hazards, political conditions, or climate extremes at locations to which you may travel. For information about these concerns, we recommend contacting the Travel Advice Section of the Government of Canada website at travel.gc.ca. For public-health information, we recommend contacting the BC Centre for Disease Control at 604-707-2400 or bccdc.ca. The responsibility for checking and verifying any and all passport, visa, vaccination, or other entry requirements of your destination(s) and all conditions regarding health, safety, security, political stability, and labour or civil unrest at such destination(s) solely belongs to the traveller. Each tour has many suppliers, each with their own policies or rules which you are expected to abide by while on their premises. It is extremely rare, but suppliers can close unexpectedly overnight or declare bankruptcy. Funds that we have deposited with them on your behalf may not be recoverable and therefore not refundable to you.

Force Majeure: In the circumstances amounting to force majeure, Wells Gray Tours Ltd. will not be required to refund any money to you, although if Wells Gray Tours Ltd. can recover any monies from our suppliers, we will refund these to you without charge. Suppliers may choose to provide travel vouchers or credits in lieu of refund. Wells Gray Tours Ltd. is not responsible for a supplier’s failure to pay a refund.

Responsibility: Neither Wells Gray Tours Ltd., nor any of its agents or representatives shall be held liable or responsible directly or indirectly for any delay, injury, loss or damage to any person or property, occasioned by the neglect or default of any person or company providing transportation, accommodation or any other services in connection with these tours, or damages resulting directly or indirectly from act of God, sickness, strike, quarantine, weather, government restraints, machinery breakdown, or any other cause beyond our control. Wells Gray Tours Ltd. acts as an agent for its suppliers, including but not limited to companies providing transportation, accommodation, and other services rendered. The right is reserved to withdraw all, or part of any tour should conditions warrant and make such alterations in the itinerary as may be found necessary for the convenience and proper operation of any tour, without penalty.

Face Mask Requirements: Although it is not mandatory, Wells Gray Tours Ltd. strongly encourages everyone to wear a face mask at airports, in public places, onboard motor coaches, ships, trains, and airplanes. If you unfortunately become ill, you can still ride on the coaches in the rear seat, but you must wear a KN-95 or N-95 mask. Failure to wear a mask may result in being refused to board the coach.

Smoking Policy: All motorcoaches are non-smoking, but rest stops are frequent. If smoking outdoors, please adhere to local smoking policies for public spaces and be considerate of those clients who may have allergies to smoke. Also note that many hotels are entirely non-smoking.

Scent-Free Policy: Scented products such as hair spray, perfume, aftershave, cigarettes, cannabis, and vapour products can trigger reactions such as respiratory distress and headaches. Please respect those around you and go scent-free throughout the entire tour including excursions.

Special Rooming Requests: If you wish to have a ground floor room where there is no elevator, a lower floor room in a high-rise hotel, or a room adjacent to another traveller, please make this request at the time you book your tour. Although we make every effort to confirm your request by passing the information onto the hotels, it cannot be guaranteed. Please note that no changes can be made to your booking within two weeks of departure.

Seat Rotation: This is mandatory on all tours, and your tour director will describe the pattern and the frequency of the moves. On a full tour, singles are requested to sit with other singles on the coach, so that travelling companions can sit together. For fairness to other clients, exceptions will not be made.

Special Needs: If you require ongoing assistance in any way, you must be accompanied by a travelling companion who will be fully responsible for your needs while on tour. Your tour director cannot provide ongoing assistance. Some tours may not be suitable due to the level of activity, so please discuss your needs with us when you book your tour. Please note we are unable to accommodate scooters or motorized wheelchairs on our tours.

Food Allergies: You must notify us no later than at final payment if you have a food allergy. Some tours go to remote places where restaurants may not be able to satisfy all food allergies. An allergy causes medical distress, a preference does not. For some allergies, please consider bringing your own snacks or food items so you are not dependent on what restaurants are able to serve. Please note that no changes can be made to your booking within two weeks of departure.

Experience Points: Each time you travel with Wells Gray Tours Ltd., you earn Experience Points (e-points). The number of e-points you earn is written on the front page of each tour brochure. Your e-points will be awarded to you after your tour returns and can then be redeemed on future tours. E-Points must be earned before they can be redeemed. 1 e-point is equivalent to $1.00.

Gratuities: Gratuities are at your discretion; however, they are a significant portion of income for Wells Gray Tours Ltd. tour directors, coach drivers, transfer drivers, and housekeeping staff. Gratuity guidelines will be outlined in the ‘Important Tour Information’ document you will receive prior to your tour. Please do not start a group collection. The most discreet method is to place the tip in an envelope and on the final day either hand it to the tour director or driver or leave it on their seat.

Comment Sheets: We always strive to improve, and customer comments are crucial for maintaining our high standard of service. During the tour, your tour director will offer a way for you to share your feedback.