BOOKING TERMS & CONDITIONS
These Booking Terms & Conditions apply to online bookings you make on our website [http://www.theroamingrepublic.com].
A contract on the terms set out in these Booking Conditions will exist as soon as we issue a confirmation invoice after receipt of your deposit(1) OR the full payment of your trip balance(2).
References to “us”, “we” or “our” mean THE ROAMING REPUBLIC Inc, company number 1165937-5 (trading as “The Roaming Republic”). Our registered office is at 15-40 Imperial Road N, Guelph ON N1H 8B4.
UNDERSTANDING YOUR CONTRACT
Please read these Booking Conditions carefully. You must not make any booking unless you understand and agree with these Booking Conditions.
PRICES & TRIP ARRANGEMENTS
All prices are subject to availability and can be withdrawn or varied without notice. Prices are per person and inclusive of tax unless otherwise indicated.
Accommodation is based on shared rooms, single or shared double beds, unless otherwise indicated. Prices are not guaranteed until full payment is made. To confirm your travel arrangements you may be required to pay a deposit per person. All deposits are non-refundable and non-transferable for changes of mind or cancellations by you.
The biggest part of The Roaming Republic’s culture is the family-like vibes that we cultivate. Part of how that is cultivated is in how we room our roamers. We don’t want our roamers to be isolated or closed off from the rest of the group so we pair you with another roamer who you’ll share a room with. On some trips, we offer the option of a private bed instead of a shared bed for an additional cost - lookout for that option on the registration form if that is your preference and occasionally we do provide a private room option. If you are travelling with us - come with an open mind and ready to come out of your comfort zone and meet new people!
Solo travellers
If you are traveling alone and have a preference for roommate (ie; same gender etc), you may indicate this on your registration form. We generally room girls with girls and guys with guys. Don’t worry, most roamers are traveling solo so you will not be the only one. Our group chats are a great way to get to know your travel mates and get comfortable pre-trip too. You will meet your roommate on day one and 100% of our solo travellers come as strangers and leave with new lifelong travel family.
PAYMENTS AND CANCELLATIONS
For bookings made less than 25 days before departure, full payment is required at the time of purchase; no deposit or payment plans will be offered.
PAYMENT BY CREDIT OR DEBIT CARD
We accept most major debit and credit cards. You authorize us to charge all amounts payable by you in relation to the services provided to the card designated by you. If payment is not received from the issuer for any reason, you agree to pay us all amounts due immediately on demand.
PAYMENT INSTALLMENTS
When you choose to pay for your trip balance in installments, we will set up an automatic subscription payment, taken out on the agreed upon payment schedule, from the card details you have provided to us at the time of your deposit payment. If any payment of your installments is not received from the issuer for any reason, you agree to pay us all amounts due immediately on demand.
CANCELLATIONS
If you cancel your booking
You may cancel your travel arrangements at any time before the trip departure. However please note you may lose part or all of your money paid.
The cancellation fees will be an amount determined by the table below, except where otherwise indicated.
If the reason for your cancellation is covered under the terms of your travel insurance policy, you may be able to reclaim these charges from your travel insurer.
Refunds will only be made available to the person named on the booking payment receipt. Under no circumstances are deposits refundable, after the initial 24 hour booking period.
If you have paid in full, your non-refundable deposit is included in this payment.
Unless otherwise indicated, the following cancellation fees apply to package bookings:
For trips released 6 months or less before it is scheduled to take place:
For trips released 6 months or more before it is scheduled to take place:
Packages that include flights are non-refundable. Under no circumstances will refunds be made for any packages that include flights.
Room-only bookings are non-refundable. Under no circumstances will refunds be made for room-only bookings.
You may be able to reclaim cancellation charges under the terms of your insurance policy. Claims must be made directly with your insurance company. Once the trip has begun, no refunds can be made. All prices are based on group bookings, therefore, no refunds will be made on any parts of the itinerary in which you do not wish to participate.
Please note that the above does not apply to partnership trips or invite-only trips. For trips being planned in partnership with another travel company/travel concierge or by invite-only, no refunds will be provided under any circumstance. Cancellations for partnership trips or invite-only trips will have to be claimed through the travellers travel insurance policy only.
Special Arrangements
Sometimes, we make special arrangements for you so that all of your friends can get on the same trip. ie; squeezing an extra person into your room. Due to the nature of these unique arrangements, if you are no longer able to attend, we will not be able to find a replacement for you. Under no circumstances will refunds be made for special arrangement bookings that result in replacements not being possible. Any difference in price caused by a cancellation in your group where a special arrangement was made will be your group’s responsibility to cover.
Refunds will not be provided to travellers with trip payments late more than 14 days.
Under no circumstance is the initial deposit refundable after the 24 hour initial payment period.
Refunds are processed in maximum 60 days from the date of cancellation or date of reschedule.
LATE PAYMENTS
Payment deadlines are outlined in your initial email and it is your responsibility to make these payments on time.
We do understand that life happens so you have a grace period of two days after a payment due date to make your payment.
First late payment - Grace period of 7 days after due date. A $25 late fee will be added to the balance owed after that.
Second late payment - Grace period of 2 days after due date. A $25 late fee will be added to the balance owed after that.
Late payments of 14 days or more - If a payment has not yet been received 14 days after the due date and no payment arrangements have been made with The Roaming Republic in writing, you will forfeit your spot on the trip in question. The Roaming Republic reserves the right to keep all monies paid as a cancellation/non-payment fee after 14 days of non-payment.
Need a payment extension? Just get in touch with us before your payment due date! We are willing to work with you so that you can make it on your trip. All we ask is that you communicate!
Refunds will not be provided to travellers with trip payments late more than 14 days.
ITINERARY CHANGES AND CANCELLATION
The arrangements advertised by us are given in good faith. As arrangements are planned so far in advance, it may occasionally be necessary for us to make reasonable changes and we reserve the right to do so at any time.
Any decision to change or cancel the tour may be due to weather conditions, political conditions, operational reasons or other factors beyond our control. Any decision made to change or cancel the tour will be made in the best interest of all participants concerning the safety of the group.
If a trip must be delayed, or the itinerary changed due to unforeseeable circumstances such as weather, transportation delays, political turmoil, the cost of delays or changes is not included. We will (1) reschedule the trip to a future date or (2) issue credits for the full trip amount should you not be available for the new dates.
In the extreme and unlikely event that the trip has to be cancelled, we will (1) issue credits for the full trip amount or (2) provide full refunds for the full trip amount. We will not, however, be responsible for any expenses incurred in preparation for travel or the trip experience.
In the event of a change to accommodation or itinerary, you will be notified immediately and be provided with information on the new accommodations and itinerary which will always be of equal or greater quality.
If we make a change to any trip (such as accommodations and/or itinerary items expressly listed in the pamphlet), we will inform the guest(s) booked on the trip in question as soon as reasonably possible.
If a Change is made more than 14 days prior to departure, the affected traveller may elect to:
(i) accept the Change and proceed with the amended trip;
(ii) book another trip of equivalent or greater value, if available (you will be responsible for paying any difference in price between the changed trip and the trip booked in its place);
(iii) book another trip of a lower value, if available, and receive a refund of the difference in price
TRAVEL INSURANCE
For all who travel with us, you must have appropriate travel insurance that covers trip cancellation and interruptions. Your insurance must also include medical cover and personal accidents.
You must ensure that your travel insurance protects for the full duration of the trip in respect of at least medical expenses, injury, death, repatriation, cancellation and curtailment with adequate and appropriate cover including medical emergency helicopter repatriation.
You should ensure that no exclusion clauses are limiting or excluding protection for the type of activities included in your trip.
You must ensure that all travel insurance purchased meets your particular personal requirements and you should arrange supplementary insurance if necessary.
It is your responsibility to ensure you have valid travel insurance that covers and is appropriate for your needs. We will not be liable for any loss you incur if and insofar as you can claim for damages under a travel insurance policy.
You are required to carry proof of insurance with you and produce it if reasonably requested by us or our suppliers. Failure to do so may result in your being prevented from participating in certain activities without the right to any refund.
Refunds will not be provided to travellers with trip payments late more than 14 days.
PASSPORT & VISAS
All travellers must have a valid passport for any international travel and many countries require at least six months validity from the date of return.
Some countries also require a machine-readable passport and/or unstamped available pages. When you book a trip with us, we will assume that all travellers on the booking have a valid passport. If this is not the case, you must let us know.
You must ensure that you have valid passports, visas and re-entry permits that meet the requirements of immigration and other government authorities (including, in certain cases, visas for transit points). This includes positive Covid-19 PCR/fit to travel documents or proof of full Covid-19 vaccinations.
Any fines, penalties, payments, delays or expenditures incurred as a result of such documents not meeting the requirements of those authorities will be your sole responsibility.
We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa, Covid-19 or immigration requirements.
SPECIAL REQUIREMENTS AND MEDICAL PROBLEMS
If you have any special requests, you must advise us at the time of booking and note them on your booking form.
Although we will endeavour to pass any reasonable requests on to the relevant supplier, we regret we cannot guarantee any request will be complied with unless we have confirmed this in writing. Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on your confirmation or any other documentation is not confirmation that the request will be met unless and until specifically confirmed.
All special requests are subject to availability. If you or any member of your party have any medical problem or disability, which may affect your holiday, please tell us before you confirm your booking so that we can advise as to the suitability of the chosen arrangements. In any event, you must give us full details in writing at the time of booking. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline their reservation or, if full details are not given at the time of booking, cancel when we become aware of these details.
PHOTOS AND MARKETING
You consent to us using images of you taken during the trip for advertising and promotional purposes in any way we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable licence to use such images for promotional and commercial purposes.
PRIVACY NOTICE AND OVERSEAS TRANSFERS
We are committed to protecting your personal information and will process your personal information in accordance with our Privacy Notice, available online at [http://www.theroamersworld.com/privacy].
By providing personal information to us, you agree that our Privacy Notice will apply to how we handle your personal information and you consent to us collecting, using, disclosing and otherwise processing your personal information as detailed in our Privacy Notice.
In particular, you agree that in certain circumstances (such as where to fulfil the services on your trip), we are permitted to disclose your personal information to overseas recipients.
Generally, we will only disclose your personal information to these overseas recipients in connection with the facilitation of your travel booking and/or to enable the performance of administrative and technical services by them on our behalf.
Where we disclose your personal information to a third party overseas recipient, you agree that the recipient may be located in a country with laws that do not protect personal information as stringent as those of the US/Canada.
You acknowledge that we deal with thousands of travel service providers around the world (some of which are very small operations or are located in countries with laws, and/or in regions with technology, which may not be advanced as those existing in the US/Canada). Therefore, where your requested travel arrangements require that your personal information be sent to an overseas recipient (other than any of our overseas related entities), you agree that this is at your risk and we will not be liable or accountable for how those recipients handle your personal information.
GOVERNING LAW AND SEVERANCE
If any dispute arises between you and us, the laws of Canada and the jurisdiction of the Canadian Courts will apply.
THIRD PARTY RIGHTS
No one other than a party to this agreement, their successors and permitted assignees, shall have any right to enforce any of the terms of this agreement.
COVID-19 - CREDIT POLICY
We understand that travelling this year may not be possible for some of you. Therefore, if you were booked on one of our trips that has been cancelled, and you were up to date on your payments until February 2020, then you have been refunded your total trip amount (minus the non-refundable deposit) in cash or credits applied to your account. Non-refundable deposits have been applied to your account as a credit. If you were not up to date on your payments until February 2021, then all amounts paid (after the non-refundable deposit) have been applied to your account as a credit. Your credits are valid until June 2022.
If by June 2022, you have not found a trip to join us on, we will send you an extension offer of the credit past the June 2022 deadline, whichever you prefer.
Please note that a a travel credit means you will be able to transfer the full amount of your credit to any new RR trip after the deposit has been paid.
In addition, we have implemented our "Rolling Deposit" Policy. This means that if you are currently booked onto a trip or paid a deposit, and you are no longer able to attend, due to COVID-19**, that deposit will not expire. This deposit can be used towards any future Roaming Republic trip on our roster, except for partnership trips.
According to our policy, deposits will still be non-refundable, therefore any requested refunds will be made excluding that amount. Instead, your deposit will be added as a credit to your account for any future trip you may be interested in taking with us.
**Please see our Covid Policy for a list of what COVID-19 reasons include.
Refunds will not be provided to travellers with trip payments late more than 14 days.
Under no circumstance is the initial deposit refundable after the 24 hour initial payment period.
Refunds are processed in maximum 60 days from the date of cancellation or date of reschedule.
COVID-19 POLICY
Policy in effect August 22, 2021 - December 31, 2022
Next Revision Date: January 1, 2022
Amid the Covid-19 Pandemic, The Roaming Republic commits to monitoring travel restrictions imposed by the World Health Organization (WHO). The Roaming Republic will continue updating our tours to reflect travel restrictions imposed by countries around the world.
THE ROAMING REPUBLIC’S COMMITMENT TO OUR ROAMERS
The Roaming Republic is committed to providing our clients with the flexibility and comfort of knowing when booking Roaming Republic tour, you are secured by our “COVID-19 Credit Policy”.
What does this mean for you? If you book by December 31, 2021 for travel through December 31, 2022, you may change or cancel your trip up to 14 days prior to departure for any COVID-19 reason* and you will receive full credit toward future travel, including your non-refundable deposit.
*COVID-19 REASONS INCLUDE:
A Level 4, ‘Do Not Travel Global Advisory’ issued to the destination country of tour is issued by the U.S. Department of State.
An extended quarantine requirement is issued by the government of the destination country of tour.
A Level 4, ‘Do Not Travel Global Advisory’ issued by the U.S. Department of State.
If the government of traveler’s residence restricts all travel, with the exception of restriction travel.
The restriction of international flights prohibits travelers from traveling to the destination country of tour.
UPDATED CANCELLATION POLICY
THE TERMS OF THE COVID-19 CANCELLATION POLICY ARE LISTED BELOW
Effective immediately and in accordance with The Roaming Republic’s standard ‘Booking Conditions’, it is required that all guests for all future bookings obtain travel insurance. You have the option of choosing your own insurance company or securing your insurance with The Roaming Republic’s preferred travel insurance agent.
Any Roaming Republic trips cancelled due to COVID-19 can only be refunded to the traveller via their travel insurance policy. For this reason, we recommend purchasing travel insurance that covers trip cancellation due to COVID-19. Travellers are to make claims to their travel insurance policy and any outstanding amounts not covered by their policy will be refunded in the form a credit towards future travel, including non-refundable deposit.
Refunds will not be provided to travellers with trip payments late more than 14 days.
ADHERING TO FUTURE TRAVEL
The Roaming Republic will continue to monitor the travel restrictions imposed by countries throughout the world. Additionally, The Roaming Republic will adhere to updates provided by the World Health Organization (WHO) and advise travellers on the safety procedures of traveling from country to country.
THE ROAMING REPUBLIC’S POLICIES AND STATEMENTS ARE SUBJECT TO CHANGE AS OUR TEAM CONTINUES TO MONITOR COVID-19 AND HOW IT AFFECTS THE TRAVEL AND TOURISM INDUSTRY.