Terms & Conditions
Ceremony Booking Agreement
Valid for Canadian travelers booked on Ceremony travel experiences departing Jan 1, 2019 through December 31, 2019. You are booked with Ceremony Event Travel 2019 Inc., carrying on business as Ceremony [“Ceremony”], a licensed travel agency operating in accordance with the Business Practices and Consumer Protection Authority Act (BC), licensed in the Province of British Columbia [Consumer Protection BC License Number: 75069]. Ceremony makes arrangements with suppliers who provide travel services such as air travel, cruises, hotels, buses, ferries, sightseeing, car rental or other activities included in, or offered in addition to, a tour package. Ceremony does not control, operate, own or manage any vehicle, hotel, resort, cruise ship, restaurant or other supplier of services. Please visit ceremony.com/forms for the most current booking conditions.
Ceremony Travel Experiences include the following [unless otherwise stated]: return airfare, accommodation [number of nights and inclusions as stated], onsite transfers, meals & non-alcoholic beverages, ceremony guides onsite, daily adventures & activities [specified by travel experience], nightly celebrations [specified by travel experience], monthly payment plan and medical travel insurance. Departures occur during the travel periods of either March or Summer. Ceremony will assign your exact travel dates based on your Group Leaders input. We endeavour to assign your travel dates 90-180 days prior to travel subject to our suppliers.
Ceremony reserves the right to withhold or change exact travel dates until the entire group has paid in full and/or it is within 60 days of the travel period selected. Ceremony and suppliers reserve the right to cancel a tour or modify the travel service you have purchased by changing the destination, substituting services, varying the itinerary, changing the aircraft, hotel or otherwise up to the departure. In this case a comparable or superior product will be offered. Suppliers may have the right to substitute other suppliers in their place with or without notice to Ceremony and/or travelers.
Ceremony does not assume responsibility for any claims whatsoever resulting from such substitution. Ceremony reserves the right to change the destination, air transportation, accommodation and/or itinerary whenever, in its judgement, conditions warrant or it is deemed necessary for the convenience, comfort or safety of the travel experience.
The accommodation selected is your preferred selection and may be substituted or modified for another accommodation within the same category, or from a higher category, at any time. Reasons for a modification in accommodation may include, but are not limited to: construction, change in accommodation policy, change in services standards or overbooking.
Accommodation rooms are based on run-of-the-house room availability. Cots may be available at an extra cost but cannot be guaranteed. Certain accommodations have a per diem charge for the use of safety deposit boxes. At the accommodations discretion a security deposit may be required. Ceremony requires a security damage deposit, or the purchase of room damage protection.
Ceremony does not hold responsibility for charges incurred by travelers in their accommodation such as, but not limited to: mini-bar, room service, phone calls, safety deposit boxes or damage to the room or premises. Ceremony is not liable and can not control the decision of the hotel management to remove a traveler from the hotel.
Upon booking, travelers must select their desired room occupancy - the occupancy selected will affect the cost of the trip. Once room occupancy is chosen, travelers are responsible for selecting roommates based on that occupancy. Travelers must submit their roommate selection by the assigned deadline. If the traveler submits an incomplete request, a request that cannot be accommodated, or does not submit a request, Ceremony will assign roommates of the same gender and group, and/or adjust the traveler’s occupancy as necessary.
Should the number of people in your room change, whether it was changed at your request, due to circumstances out of your control, or by Ceremony when assigning rooms, you will be responsible for finding additional roommates to fill the space and/ or paying the additional cost associated with an occupancy change. Ceremony reserves the right to adjust room assignments based on accommodation space and availability. The room occupancy of your choice may not always be available due to hotel space limitation and/or restrictions.
Travelers should be aware that there may be different rules of law and/or living standards and conditions outside of Canada and conduct themselves accordingly. Ceremony shall not be responsible for any damage, loss, injury or inconvenience resulting from different rules of law and/or living standards.
Ceremony uses both scheduled and chartered air carriers. The routing may include a stopover or a connection via highway coach or air carrier. In some cases overnight stays in a city that is not your final destination may be required. In this case Ceremony will provide overnight accommodation as part of the package price. It is the sole responsibility of the passenger to reconfirm inbound and outbound flight times with the respective carrier.
Ceremony is not responsible for any cost related to checked or carry-on baggage on flights. Baggage allowances vary and should be verified with the air carrier. Airline tickets state the conditions of carriage and liabilities. Scheduled flight times are not guaranteed and may affect the duration of your stay at destination without any compensation. Expenses incurred due to delays or missed connections are beyond the control and responsibility of Ceremony.
Ceremony includes medical travel insurance in all travel experiences for every traveler. Ceremony offers and recommends purchasing additional coverage in order to gain further protection through the purchase of trip cancellation and interruption insurance. Travel insurance policy brochures are available from Ceremony and can also be found at www.ceremony.com/forms. Insurance is only included in the price of your package if stated.
The cost of insurance is non refundable if you cancel your trip. Insurance is only in effect from the date it is paid and added to your trip. Unless otherwise stated, trips are insured to a maximum of $3000 CAD for trip interruption and cancellation purposes. Insurance offered by Ceremony does not cover international students, the Policy coverage is for citizens of the country of departure.
Prices are per person in Canadian Dollars unless otherwise stated and are subject to availability at the time of booking. Pricing is based on the occupancy chosen; should your occupancy change for any reason you are responsible for paying any difference in price. The prices advertised are based on fixed costs of suppliers at the time of booking. These costs are dependant on fuel costs, rate of exchange and other factors and the price may increase due to a change in these fixed costs.
You agree to pay for all of the services you receive. As a Ceremony Traveler and parent/guardian, you agree to provide Ceremony with complete and accurate billing information including legal name, mailing address, telephone number(s) and email addresses, at the time your account is created and to update this information within 15 days of any change. Providing false billing information shall be cause for immediate termination of your booking.
Payment for Ceremony travel experiences is split into monthly installments with the balance payment due 90 days prior to the departure date. All payments must be made according to the payment schedule in order to ensure your booking. Payment dates are displayed during the online booking process. Booked travelers can find their specific payment schedule under the Payment Info tab of your Account. All monthly payments are mandatory, failure to make a payment may result in your losing your place on Ceremony and/or your early booking price. Late payments may also be subject to a late fee.
Ceremony accepts all major credit cards and Visa Debit. Ceremony’s system will automatically charge your credit card for the payment for each installment as they come due if there is an active card on the account. If you cancel your credit card or if your details change it is your responsibility to contact Ceremony with updated information. If the payment method is by Visa Debit you must login to your online account and manually make payment prior to the monthly payment due date.
If you miss a payment it is your responsibility to contact Ceremony and advise of the situation. Ceremony reserves the right to cancel the booking if a payment is not made. Ceremony reserves the right to charge a fee to reinstate cancelled bookings. Reinstated accounts may no longer be entitled to the early booking price received at the time of the initial booking.
Ceremony agrees not to use cardholder names, account numbers or other credit card transaction information embossed, encoded, or appearing in any other manner on a card for any purpose other than for the sole purpose of assisting Ceremony in completing the transaction, or as specifically required by law. Ceremony also agrees not to disclose this information to any third party other than the financial institution or its designated agent.
By registering the traveler and/or parent/guardian understands and acknowledges that Ceremony may share personal information with companies providing travel services including, but not limited to tour operators, airlines and hotels, and with other non-travel related companies, unless a written request is provided to Ceremony stating otherwise. Any photographs or videotape taken of passengers by Ceremony or its affiliates shall remain the property of Ceremony and may be used for promotional or marketing purposes without further permission or compensation.
Cancellation of Services
The cancellation policies take into consideration the costs Ceremony incurs long before travelers depart. Notice of cancellation from Ceremony will only be accepted from the traveler or his/her legal guardian and must be submitted in writing to firstname.lastname@example.org. Cancellations will be effective as of the date received. Cancellations will receive a full refund less a $500 cancellation fee. If cancellation occurs within 90 days of the departure date or after the final payment date (whichever comes first), all monies received are non-refundable. Travelers may cancel and transfer their entire booking to a new traveler up to 90 days before departure less the initial deposit. A new traveler must not have a current booking and must fit the Ceremony customer description defined as in the transition from high school to their next chapter and between the ages of 17-18 at time of travel.
Upon receiving your airline ticket it is your responsibility to confirm your name is the same as on your passport. If there is a mistake contact Ceremony immediately. There is no fee charged by Ceremony for a name correction up to 30 days prior to departure. Within 30 days of departure our suppliers may in certain cases charge a fee.
We take great care in selecting our tour operators and suppliers of service [tour operators, airlines, hotels, coach companies, ground operators and event planners] which, together, form the tour package you purchase. We act solely as agents for the tour operators and/or the suppliers; these are independent parties over which we exercise no direct control.
Ceremony shall not be liable for any claims, losses, damages, costs, expenses, delays or loss of enjoyment of any nature or kind whatsoever, to you or your traveling companions or group members, resulting from the acts, omissions or negligence by the tour operators or suppliers.
It is the sole responsibility of the traveler to ensure proper and valid documentation. All travelers are required to have a valid passport when traveling out of their home country and in certain cases a visa or affidavit may be required. Please verify with the consulate or embassy of the country of travel to ensure that you have all necessary travel documents. Ceremony is not responsible for any costs related to visas required for a traveler.
Please note that entry to another country may be refused even if the required information and travel documents are complete. Ceremony will neither reimburse nor assume responsibility for any traveler denied boarding or refused passage or entrance to any destination for any reason.
No Affiliation With School
Ceremony travel experiences have no affiliation with schools. Ceremony is a privately operated company focused solely on providing unique travel experiences for young adults in the transition from high school to the next chapter in life.
Age of Majority
Passengers under the age of eighteen  participating on a tour package must have permission from a parent or guardian. The legal age to consume alcohol at most destinations is eighteen , in some cases the legal age will be enforced as twenty-one . Ceremony does not condone the abuse of alcohol. Neither Ceremony nor its suppliers assume responsibility for the enforcement of alcohol consumption by passengers. Abuse of alcohol can result in dismissal from the tour.
Neither Ceremony nor its employees are responsible for travelers, or their actions, while traveling. Every traveler and if under the age of eighteen  a parent or guardian must sign the Ceremony Travel Policy, Terms & Conditions, and the Ceremony Release Agreement agreeing to the tour rules.
The instructions of Guides are for the safety of the tour and must be obeyed at all times. Failure to obey Guides’ instructions, fighting, abuse of alcohol (regardless of age) and/or use of illegal drugs will result in dismissal from the tour. The passenger and parent or guardian are responsible for immediately paying all costs resulting from a passenger’s dismissal from the tour.
Ceremony shall not be liable for any claims, losses, damages, costs, expenses, delays or loss of enjoyment, of any nature or kind whatsoever, to you or your travelling companions or group members resulting from a Force Majeure, that is an event beyond our or a supplier’s reasonable control including, but not limited to, acts of nature, strikes, lockouts or other labour disputes or disruptions, blockades, insurrections, riots, earthquakes, weather conditions, floods or acts or restraints imposed by government authorities.
Comments and Complaints
At destination travelers should contact their travel guide and representatives of suppliers immediately for assistance to remedy any problem without delay. If a problem cannot be solved, please forward the specifics of the incident in writing to Ceremony within ten  days after returning from the trip. Failing to do so will preclude a traveler from pursuing a claim. A monetary refund will not be offered as compensation for any post destination complaint.
The Terms & Conditions, Ceremony Code and the Ceremony Waiver & Release Agreement constitute the entire legally binding agreement between Ceremony Event Travel 2019 Inc. operating as ‘Ceremony’ and the passenger and/ or the legal parent or guardian and supersede all prior or contemporaneous communications whether electronic, oral or written. The invalidity of any provision contained herein does not affect the validity of any other provision listed. This agreement shall be governed by, and action against Ceremony shall be heard in the Province of British Columbia.