Terms and Conditions

General Terms and Conditions

Please read the following information carefully. If you decide to book a trip with BCA Tours Inc. you agree to accept the terms and conditions of this contract.

COVID-19 Updated Policy - April 9, 2020 **

We are closely following the worldwide developing situation with COVID-19 and are doing our best to insure we are reacting appropriately and keeping the bigger picture of guest & guide health and safety as our #1 company concern.

Due to safety and health concerns for our guests, guides, the communities in which we operate, and the province of BC, we have decided to cancel all of our tours and cease operations until August 1, 2020.

August & September tours currently remain scheduled, however we will be evaluating the situation weekly and will have a final decision on the confirmation (or cancellation) of those tours no later than June 15, 2020.

We hope that this will provide all of our guests enough time to adapt, change, or make any necessary cancellation arrangements, or prepare for their hike.

We understand this is not an ideal situation for anyone involved. However we do feel strongly as leaders in our industry and professionals when it comes to outdoor recreation and wilderness first aid, that this is the best path forward for the greater good given the information we currently have with the ever developing COVID-19 situation.

For any guests that are booked on a June-July, 2020 guided hiking tour, we will be offering a full refund of the remaining balance payment that was made.

The 25% deposit will remain fully Non-Refundable. However we will be allowing a full deferral of the 25% deposit payment to Summer 2021.

To outline our refund policy for our Summer 2020 guests:

  • All 25% deposits are Non-Refundable.
  • The deferral to Summer 2021 is Non-Transferrable (you will not be able to give your spot to anyone else or change names next summer).
  • You will have the option to choose a spot based on space and date availability on any trip offered in Summer 2021.
  • The price deferral will be valued at the same $ amount that was paid in 2020. However will not cover any additional charges if a different tour is chosen in 2021 than the one purchased in 2020. Nor will it guarantee you 2020 pricing. If there is a price increase on any tours in 2021 you will be responsible for covering the increase in price when rebooking.
  • The deferral will only be good for Summer 2021. If you do not end up using your deferred payment on a tour in Summer 2021 then the payment will become 100% Non-Refundable and Non-Transferrable.
  • You will not be able to receive any financial refund or defer the deposit again if you are not able to go on a tour in 2021.
  • We cannot guarantee the amount of tour or dates we will run in Summer 2021. However you will be able to choose from any tour we do have available.
  • We cannot guarantee what our 2021 rates will be and if they will be the same as our current 2020 pricing.
  • The deferral will not count towards any custom date or group requests.

If a guest has already made their full payment for their June-July 2020 trip then they will have 1 of 2 options:

  • Defer your full payment to 2021. This will give you a 100% credit to go on the tour of your choice when our dates are made available in November 2020. This option will also lock you in for 2020 pricing and will guarantee that your tour will cost no more (or less) than what you have already paid.
  • Take a refund of 75% of your overall payment (the 25% deposit is non-refundable). Then defer your 25% deposit to Summer 2021. This option will NOT allow you to lock in 2020 pricing. Therefore our pricing may increase in 2021 and you would be responsible of covering the remaining 75% of the payment in 2021 at 2021 pricing when you finalize your tour confirmation.

In times like these it is more important than ever that our guests seek out their own Travel & Trip Cancellation Insurance for their upcoming tour. We highly encourage any guests looking at purchasing their own Travel & Trip Cancellation/Interruption insurance that they ask questions and get clarity from the Insurance provider about any clauses regarding the COVID-19 situation.

Thank you for your understanding and continued support as we continue to navigate our way through this complicated and evolving COVID-19 situation.

 

COVID-19 Additional Policy (March 15 - August 15, 2020) - Updated March 18*

We are closely following the worldwide developing situation with COVID-19 and are doing our best to insure we are reacting appropriately and keeping the bigger picture of guest & guide health and safety as our #1 company concern.

For the moment we have decide to add a temporary clause into our Company Terms & Conditions that will be in place between the dates of March 15, 2020 - August 15, 2020. 

We are pushing back the due dates for all remaining balances / final payments from 91 days prior to the start date of trip to 45 days prior to the start date of trips. We hope this will buy more time for some clarity on the COVID-19 situation before anyone has to make further financial commitment towards their BCA Tours trip.

We will also push back our cancellation policy until 45 days prior to the start date of any trip for any guest that has already made their full payment to get their payment (minus the 25% deposit) back in full if they feel the need to cancel.

Unfortunately the 25% deposit will remain fully Non-Refundable and Non-Transferrable.

Due to unrecoverable business expenses we are/have already paid out, we will not be able to simply transfer guests 25% deposits towards a different trip in Summer 2021.

We will be offering 2 options for any guests that has to cancel their spot on a Summer 2020 trip with BCA Tours due to COVID-19 health concerns or travel bans:

The 2 options available from BCA Tours will be:

1.) A 50% refund of the total payment (including taxes) if you choose to cancel their trip between 45-31 days prior to the start date of the trip.

  • The payment will become 100% Non-Refundable after 31 days prior to the start date of the trip
  • Example: If a $1999 (+ taxes) West Coast Trail spot was cancelled between 45-31 days prior to the start date of a trip then the total refund available to be received from BCA Tours would be $1049.48.
  • Example: If a $1999 (+ taxes) West Coast Trail spot was cancelled between 91-45 days prior to the start date of a trip then the total refund available to be received from BCA Tours would be $1574.21

2.) A 100% deferral to Summer 2021 for any cancellations made between 45-31 days prior to the start date of the trip.

  • If a guest chooses to cancel their spot on a Summer 2020 trip, and has already made their full payment, then a deferral can be chosen for Summer 2021
  • If this option is chosen then the payment will instantly become non-refundable.
  • The deferral will be non-transferrable (you will not be able to give your spot to anyone else or change names next summer).
  • You will have the option to choose a spot based on space and date availability on any trip offered in Summer 2021.
  • The price deferral will be valued at the same $ amount that was paid in 2020. However will not cover any additional charges if a different trip is chosen in 2021 than the one purchased in 2020.
  • The deferral will only be good for Summer 2021. If you do not end up using your payment deferred on a trip in Summer 2021 then the payment will become 100% Non-Refundable
  • You will not be able to receive any amount (or %) of financial refund if you choose to cancel your trip anytime after 31` days prior to the start date of the 2020 trip.
  • You will not be able to receive any financial refund if at any point you choose that you are not able to go on a trip in 2021.
  • We cannot guarantee the amount of trips or dates we will run in Summer 2021. However you will be able to choose from any trips we do have available
  • The deferral will not count towards any custom date or group requests.

Any cancellations between 31 days - the start date of the trip will be 100% Non-Refundable.

In times like these it is more important than ever that our guests seek out their own Travel & Trip Cancellation Insurance for their upcoming tour. We highly encourage any guests looking at purchasing their own Travel & Trip Cancellation/Interruption insurance that they ask questions and get clarity from the Insurance provider about any clauses regarding the COVID-19 situation.

If for any reason we have to cancel any trips due to safety concerns out on the trail or among our guides. Then we will address the situation as it arises.

Reservation Policy

A non-refundable deposit of 25% of the total tour price must be received at the time of booking to confirm your reservation for any bookings over $1000. Full payment is required at time of booking for any tours under $1000.

All prices are in Canadian dollars.

The remainder of the payment due for any trip over $1000 where a deposit has been paid must be paid a minimum of 91 days prior to the start date.

Cancellation Policy

  • The 25% reservation deposit is non-refundable from the time the payment is made.
  • 91 days or more prior to departure: full refund minus the 25% deposit will be provided if the full trip price was paid in advance of the 91 prior to start day date. If only the 25% deposit was paid there will be no refund.
  • 91-0 days prior to departure: no refund will be provided.

Trip Insurance & Evacuation Costs

We recommend that you purchase your own trip cancellation / trip interruption insurance for any tour booked with BCA Tours. This will offer potential financial protection for any non-refundable costs if you have to cancel your trip within the 91 day period due to unforeseen personal injury or family issues.  We cannot guarantee the specific dealings or policies of any travel insurance plan so we strongly recommend you do your own research and purchase an insurance plan that best suits your personal needs.  If you are not a resident of Canada, you may want to consider extended medical coverage for the period of time you are on our trip.  

During a trip if you have to be evacuated due to injury or personal and/or family reasons, you will be responsible for all evacuation costs (unless otherwise covered by an outside provider such as Parks Canada, etc).

Name & Date Changes

Under no circumstances will there be the option to switch names or to personally sell your spot to another individual once booked. Please see above cancellation policy. We will do our best to accommodate any date changes within the same year requested prior to the 91 day mark.

General Sales Tax

All prices are subject to 5% GST that will be added to your invoice.

Possible Changes

BCA Tours Inc. has the right to cancel any trip prior to tour departure. Possible reasons may include unsafe conditions or insufficient bookings. BCA Tours Inc. is not responsible for any additional costs that may arise in the event a trip is altered or delayed for reasons beyond our control.

Supplier’s Liabilities

BCA Tours Inc. acts as an agent for and makes arrangements with all independent parties to provide you with accommodations, activities, restaurants, etc. Although we take great care in choosing the suppliers we use, we are unable to directly control them and, therefore, we are not responsible for anything that may happen while you are in their care. The travel services provided by the suppliers that we use on our tours are subject to their own conditions and liability.

Company Liability

All BCA Tours Inc. guests will be required to complete a liability release waiver and medical form that we will be provided to you upon booking your adventure. Additionally, BCA Tours Inc. is not responsible for any loss, damage, cost or expense, direct or indirect of injury, accident or death incurred while on your vacation.