TERMS AND CONDITIONS

 

TERMS AND CONDITIONS

 

 

ATTENTION!

If you do not understand any of the terms and conditions, please consult a Classe Trotteur advisor or the person of your choice to clarify any doubts you may have before making your reservation. Booking confirms that you have understood and accepted all of the terms and conditions below.

 

IDENTIFICATION AND ROLE OF THE AGENCY

1.1.    Permit and registration

ClasseTrotteur is a trademark of Traditours Voyages Inc., which holds a travel agency permit issued by the Office de la protection du consommateur. All passengers benefit from the protection granted by the Consumer Protection Act (CQLSL, c. P-40.1) and the Travel Agents Act (CQLR, c. A-10). Packages sold to Quebec residents include the mandatory contribution to the Compensation Fund for Customers of Travel Agents (FICAV).

1.2.    Mandatory status

ClasseTrotteur acts exclusively as an intermediary and agent between the customer and the various providers of tourist services (coach operators, airlines, hotels, guides, activity sites, etc.). As such, ClasseTrotteur does not directly own or operate any of the vehicles, establishments or services provided during the trip.

1.3.    Scope of contract and acceptance

The booking of a trip or the payment of a deposit confirms the conclusion of a contract between ClasseTrotteur and the buyer (as well as the parent or legal guardian when the participant is a minor). This action confirms that the customer has read, understood and accepted all these general terms and conditions without reservation.

 

2.       REGISTRATION AND CANCELLATION GRACE PERIOD (24 hours)

Registration becomes effective upon receipt of the registration confirmation and the required initial deposit payment.

Grace period (Cooling-off period): The buyer has a grace period of twenty-four (24) consecutive hours following the transmission of the official registration confirmation to cancel their reservation. During this period, cancellation is penalty-free and entitles the buyer to a full refund of all amounts already paid.

Upon expiration of this 24-hour period, the reservation is considered final, and standard cancellation terms and fee policies apply automatically.

 

 

3.       RESERVATION AND TRAVEL CONTRACT

3.1.    Reservation process

The details of your travel project are outlined in our proposal document. This document details all products and services included in your program, as well as the cost established based on the number of paying passengers and complimentary chaperones. Upon signature of the proposal, we initiate the confirmation of your package reservations and issue your invoice.

3.2.    Contractual commitment and verification

An initial deposit is due upon receipt of the invoice. The invoice, along with its associated documents, constitutes your travel contract. It is the client’s responsibility to carefully verify all details (rates, dates, services, inclusions) to ensure their accuracy. Any correction request must be submitted to us as soon as possible. Payment of the deposit confirms full and complete acceptance by the client of the terms and details set forth in the contract.

3.3.    Tour price

The cost of the trip is calculated based on a minimum number of paying passengers and a maximum number of complimentary chaperones. The agreed rate between the educational institution (or group leader) and ClasseTrotteur remains fixed and guaranteed as long as student numbers respect the established thresholds.

• Cancellation by the Client

The client may cancel their reservation at any time. However, any cancellation may incur applicable fees (please refer to the Cancellation section for specific terms and conditions).

 

4.       PAYMENT TERMS AND SCHEDULE

• First Installment (Deposit): Due within 30 days following registration. It must include the travel insurance fee, if applicable.

4.2.    Interim Installments

Depending on the destination and total cost of the trip, interim installments may be required. Below is an example of a payment schedule:

• Installment 1: at the time of registration
• Installment 2: 60 days following the end of the registration period
• Installment 3 out of 3: 60 days prior to departure
• Installment 3 of 4: 150 days prior to departure
• Installment 4 out of 4: 60 days prior to departure

• Final Installment: Due no later than 60 days prior to the departure date.
• Refund Policy: The deposit is non-refundable and non-transferable, except in the event of trip cancellation by the organizer (contractual fees will apply; refer to the Group Cancellation section). The group leader agrees to inform participants and maintain alignment with the agency.

 

 

• Late payment: Any delay in payment installments may impact the availability of booked services. If adjustments or replacements of services become necessary, the rate per paying passenger may be subject to adjustment (increase or decrease).

 

5.       PARTICIPANT REPLACEMENT POLICY

• Bus tours: Replacing a student with another student from the same educational institution is permitted up to 14 days prior to departure.
• Air tours: Any name changes are strictly subject to the airline’s policies. Change fees imposed by the carrier, in addition to applicable administrative fees, will be charged in full to the client. No replacements are guaranteed within 30 days of departure.

 

6.       CANCELLATION POLICY AND FEE SCHEDULE

Any individual or group cancellation must be notified to ClasseTrotteur in writing.

6.1.    Individual cancellation for TRIPS WITHOUT AIR TRANSPORTATION*:

Individual cancellations are permitted up to the time of departure, subject to applicable terms and conditions. The first installment (initial deposit) is non-refundable at all times once the 24-hour grace period has expired. Furthermore, insurance premiums as well as amounts paid for shows, theatrical performances, or professional sporting events are completely non-refundable. Finally, the deposit of a participant who cancels their trip cannot be transferred to another individual taking their place.

• Between 45 and 30 days before departure: The cancellation penalty will be 50% of the total trip cost plus non-refundable fees*;
• 29 days or less prior to departure, no refund of any amounts paid;
• The payment of cancellation fees does not guarantee that the original trip rate will be maintained for the remaining passengers;
• If the final number of paying passengers falls below the minimum number upon which the initial rate was calculated, the price per passenger will be revised upward according to the scale established in the contract.

6.2.    Individual cancellation for TRIPS WITH AIR TRANSPORTATION *:

Individual cancellations are permitted up to the time of departure, subject to applicable terms and conditions. The first installment (initial deposit) is non-refundable at all times once the 24-hour grace period has expired. Furthermore, insurance premiums as well as amounts paid for shows, theatrical performances, or professional sporting events are completely non-refundable. Finally, the deposit of a participant who cancels their trip cannot be transferred to another individual taking their place.

 

 

• Between 119 and 61 days prior to departure: The cancellation penalty will be 50% of the total trip cost plus non-refundable fees*;
• 60 days or less prior to departure, no refund of any amounts paid;
• The payment of cancellation fees does not guarantee that the original trip rate will be maintained for the remaining passengers;
• If the final number of paying passengers falls below the minimum number upon which the initial rate was calculated, the price per passenger will be revised upward according to the scale established in the contract.

* If the client purchases products that are strictly non-refundable by the supplier (e.g., tickets for professional baseball games), ClasseTrotteur will notify you at the time of purchase that these amounts are non-refundable at all times. These amounts will then be added to the cancellation fees outlined in the agreement.

6.3.    Group cancellation for TRIPS WITHOUT AIR TRANSPORTATION*:

Any package cancellation may incur fees. At all times, service fees and insurance premiums remain non-refundable. In the event of a cancellation, the following terms apply:

• 60 days or more prior to departure: Refund of amounts paid, minus service fees and insurance premiums*;
• Between 59 and 46 days prior to departure: Refund of 50% of the total package cost, minus service fees;
• 45 days or less prior to departure: No refund;
• After departure: No refund.

6.4.    Group cancellation for TRIPS WITH AIR TRANSPORTATION*:

Any package cancellation may incur fees. At all times, service fees and insurance premiums remain non-refundable. In the event of a cancellation, the following terms apply:

• First instalment (deposit): Non-refundable at all time;
• Between 150 and 91 days prior to departure: Refund of 50% of the total package cost, minus service fees*;
• 90 days or less prior to departure: No refund;
• After departure: No refund.

* If the client purchases products that are strictly non-refundable by the supplier (e.g., tickets for professional baseball games), ClasseTrotteur will notify you at the time of purchase that these amounts are non-refundable at all times. These amounts will then be added to the cancellation fees outlined in the agreement.

 

 

6.5.    Epidemic, pandemic and closure of Canadian borders

If a trip must be canceled due to a pandemic declared by the World Health Organization (WHO) and/or border closures preventing the trip from taking place, ClasseTrotteur will proceed with the full cancellation of the trip upon receipt of a written request from the group organizers.

All amounts paid by registered participants will be refunded, with the exception of the following service fees:

• Bus Tours:
  • 90 to 61 days prior to departure: Service fee of $25 per paying participant;
  • 60 days or less prior to departure: Service fee of $50 per paying participant.
• Air Tours:
  • 90 to 61 days prior to departure: Service fee of $100 per paying participant;
  • 60 days or less prior to departure: Service fee of $150 per paying participant.

 

Participants who have already canceled their trip individually for reasons other than those stated above are excluded from this policy.

 

7.       TRAVEL DOCUMENTS, PASSPORTS AND FORMALITIES

It is the sole responsibility of the traveler (or their legal guardian) to obtain, at their own expense, all required identification and travel documents for the destination (valid passport, visa, parental authorization form, etc.). Boarding a carrier or entry into a country may be denied to any traveler who fails to present compliant documentation, without any entitlement to a refund or compensation from the agency.

Name and/or Destination Changes and Corrections

For any trip involving air transportation, it is the sole responsibility of the traveler to provide, at the time of booking, the exact first and last names as they appear on each participant’s valid passport. Any error or omission may result in denied boarding by the airline. In the event of a name correction, first name modification, or destination change, administrative fees as well as airline-imposed penalties will apply. Airline tickets are strictly non-transferable and issued in the named passenger’s name only.

Travel insurance

We consider it essential that all participants on your trip carry adequate insurance to protect against unforeseen events and disruptions. By offering insurance coverage, ClasseTrotteur acts as a distributor under the Act respecting the distribution of financial products and services (CQLR, c. D-9.2). We offer medical coverage, cancellation insurance, and comprehensive packages. Please check with your travel consultant for complete details and rates. Where applicable, claims must be submitted directly by the insured party to the insurance provider and remain subject to the insurer’s terms and policies.

 

 

8.       HEALTH, ALLERGIES AND SPECIAL NEEDS

To ensure the safety, well-being, and proper oversight of all participants, each participant (or their legal guardian) must declare upon registration any pre-existing medical condition, disability, physical limitation, mental health condition, severe allergy, or special need that may require attention or accommodation during the trip. ClasseTrotteur undertakes to transmit this information to the various service providers (accommodation providers, restaurateurs, transportation suppliers). However, the agency cannot guarantee complete accessibility or accommodation across all visited sites, nor can it guarantee the total absence of cross-contamination during meals.

 

9.       TRAVELLER RESPONSIBILITIES

All participants agree to comply with safety regulations, school rules, and applicable laws. In the event of harmful behavior, illegal acts, or blatant failure to comply with instructions that compromise safety or the proper conduct of the trip, the chaperones reserve the right to expel the participant. In the event of a minor’s expulsion, all costs associated with early return (as well as required chaperone transportation expenses, if applicable) shall be borne entirely by the parents or legal guardians, with no refund for unused services.

Furthermore, travelers are responsible for ensuring they possess sufficient autonomy and good health to undertake the trip. They are also responsible for bringing a sufficient supply of their regular medications and keeping them in their possession at all times (in their daypack or carry-on luggage).

 

10.   ITINERARY MODIFICATIONS, PRICE INCREASES (7%) AND FORCE MAJEURE

10.1.    Tours and excursions

ClasseTrotteur reserves the right to modify the itinerary based on availability at the time of booking.

10.2.    Unused Services

No refunds will be issued for any unused services during the trip.

10.3.    Pricing and Price Adjustments

Unless otherwise specified, all prices are quoted in Canadian dollars per person. Rates are calculated based on economic conditions in effect at the time of program publication, taking into account:

• Transportation cost (specifically fuel surcharges);
• Applicable fees and taxes related to provided services;
• Airport taxes;
• Applicable foreign exchange rates.

 

In accordance with applicable regulations, price adjustments are permitted only in cases of carrier-imposed fuel surcharges or significant exchange rate fluctuations. Up to thirty (30) days prior to the departure date, the trip price may be revised upward to reflect major fluctuations in these factors.

 

 

 

If the price increase exceeds 7% of the total trip cost (excluding GST and QST), the client may choose between:

1. Canceling their reservation and receiving a full refund of all amounts paid, without penalty;
2. Accepting the revised trip price.

 

No price increases may be applied within thirty (30) days prior to departure. All of our prices include the mandatory contribution to the Compensation Fund for Customers of Travel Agents (FICAV).

10.4.    Force majeure

The agency cannot be held liable for cancellations, delays, or itinerary modifications resulting from events of force majeure (severe weather, natural disasters, epidemics, strikes, governmental actions or regulations, etc.).

 

11.   LIMITATION OF LIABILITY AND CLAIMS (14-DAY DEADLINE)

The agency acts solely as an intermediary and cannot be held liable for omissions, errors, or negligence caused by third-party service providers (airlines, hoteliers, coach companies).

Claims Period: Any claim regarding the conduct or execution of a trip must be submitted in writing to the agency within a maximum of 14 days following the return date. Beyond this deadline, no claims will be considered.

12.   PRIVACY AND IMAGE RIGHTS

12.1.    Privacy and Confidentiality

ClasseTrotteur complies with personal information protection standards regarding data provided during registration and discloses such information solely to suppliers required for the fulfillment and execution of the trip.

12.2.    Image rights and use of content

Unless written notice to the contrary is submitted upon registration, the participant (or their parent/legal guardian) authorizes ClasseTrotteur to use photos or videos taken during the trip for promotional and informational purposes. This content may be published across the agency’s official media channels (brochures, website, professional social media platforms) free of charge, in perpetuity, and without geographical restriction.

 

13.   DESTINATION LOGISTICS, ACCOMMODATION, AND SERVICES

13.1.    Flights and schedules

Airline flight schedules are provided for informational purposes only and are subject to change without prior notice. ClasseTrotteur cannot be held liable for any flight delay, modification, or cancellation. It is your responsibility to verify flight schedules twenty-four (24) hours prior to both departure and return, and to report to the airport within the required timeframe. Furthermore, seat assignments are managed directly at the airport by airline counter agents; ClasseTrotteur exercises no control over seat selection or assignment.

 

 

 

13.2.    Accommodation

Unless specified otherwise, hotel rooms are equipped with two double beds and a private bathroom. Student occupancy is calculated on a basis of four students per room (quad occupancy), while accompanying adult chaperones are housed on a basis of two adults per room (double occupancy). Variations may apply depending on the destination. The client acknowledges that room check-in typically begins at 3:00 PM and check-out must be completed before 12:00 PM (noon). ClasseTrotteur cannot guarantee special requests (e.g., grouped floors, specific views, adjoining rooms), as final room assignments remain the sole responsibility of the hotel management. However, the agency will make reasonable efforts with the establishment to honor expressed preferences. To facilitate this process, the final rooming list must be submitted at least 60 days prior to departure.

13.3.    Luggage and Personal Belongings

ClasseTrotteur and its representatives assume no liability for the loss, theft, damage, or delay of luggage and personal belongings, which remain under the traveler’s sole responsibility at all times. For itineraries involving air transportation, purchasing baggage insurance is strongly recommended. Additionally, ClasseTrotteur accepts no responsibility for fees associated with excess weight or oversized baggage. It is the traveler’s responsibility to review the baggage policies and allowances in effect with the airline prior to departure.

13.4.    Gratuities

Unless otherwise specified in the contract, gratuities for tour guides and bus drivers are not included.

 

14.   LIABILITY AND GOVERNING LAW

14.1.    Limitation of liability

The passenger hereby waives in advance any and all claims against ClasseTrotteur for any injury, loss, or damage of any kind, caused by any person tasked with providing services or accommodation throughout the duration of the trip, whether within Quebec, Canada, or abroad. ClasseTrotteur reserves the right to cancel, modify, or alter any portion of the itinerary. ClasseTrotteur shall not be held liable for any claims, losses, damages, costs, delays, or loss of enjoyment resulting from force majeure events beyond its control (labor disputes, strikes, civil unrest, acts of terrorism, armed conflict, blockades, quarantines, adverse weather conditions, natural disasters, mechanical failures, governmental restrictions) or any other fortuitous event beyond the control of both ClasseTrotteur and its suppliers. ClasseTrotteur will make every reasonable effort to provide equivalent services. Passengers shall not be entitled to any claim or financial compensation for physical or mental loss, damage, or injury resulting from such changes. All such losses or expenses shall be borne entirely by the travelers. Unless prior written consent is obtained from the organizer, passengers may not alter their travel itinerary. Any costs associated with unauthorized modifications shall remain entirely at the passenger’s expense, with no entitlement to a refund for unused services, activities, or accommodation.

 

14.2.    Interpretation and jurisdiction

This contract, all of its provisions, and any dispute arising between the parties regarding any matter shall be governed by and construed in accordance with the laws applicable in the Province of Quebec. The parties explicitly designate the judicial district of Montreal as the sole forum having jurisdiction over any dispute arising between them. The provisions of this agreement shall be read together as a whole. The invalidity or unenforceability of any single provision shall not affect or invalidate the remainder of this agreement, entitled Terms and Conditions.

 

September 1, 2026