TERMS AND CONDITIONS
MPO Educational Travel (hereinafter referred to as "MPO") takes great pride in the care we give in selecting the suppliers of services (i.e.: airlines, hotels, ground transportation companies, restaurants, etc.) which together form the travel service you have purchased. We act only as an agent for the suppliers who are independent parties over which we exercise no direct control. MPO, its affiliates, directors, officers, employees, the teachers/group leader and your child's school cannot be held responsible for events beyond its control, including without limitations: acts of God, war (whether declared or undeclared), terrorist activities, incidents of politically motivated violence, illness or quarantine, strikes or government restrictions; nor, for personal injury, bodily injury, property damage or loss of earnings, from any event whatsoever caused by persons not directly or indirectly controlled by MPO, such as (without limitations) the employees of airlines, railways, bus companies, hotels, attractions, shipping companies, guides and sub-contracted agents or tour operators. The following terms are defined as follows: Client is the person, organization, school or school board that is organizing or authorizing the trip; Participant refers to any individual traveling on the trip; Head Chaperon is a participant on the trip that is chosen by the client to be the person responsible for all the participants and is the only person that can ask for changes, modifications or negotiate with any of the MPO staff regarding the itinerary or trip; Chaperon is a participant that is selected by the Client or Head Chaperon to be responsible for the supervision of the other participants. All chaperons must be at least 21 years old; MPO Guide is a tour guide on the trip that is selected by MPO and is NOT a participant.
The client is responsible for the full cost of damages caused by any of the participants on the trip to property, vehicles, buildings or any other items that are not the property of the client or participants. The cost of the damages will be paid before the end of the trip. If in the case that the cost is greater than the means of the participant's capacity, the client will act as guarantor for the damages.
Participant Responsibilities & Conduct
All participants must follow all directives from any MPO staff, Chaperons or Head Chaperon, will act in a proper manner, and follow all rules and guidelines given to him or her for the trip. If a participant does not follow the directions of any MPO staff or breaks any rules or guidelines, the office staff will be notified. MPO office staff can send a participant home at any time during a trip if the participant is disruptive, uncooperative, causing damage to property, vehicles, buildings or any other item that is not the property of the client or participants, or does not follow the rules of the MPO Guide, Client or Head Chaperon. The participant will not be allowed to stay with the group and there will be no refund for any missed portion of the trip. MPO will not be responsible for the cost, nor will organize the transportation home for the participant. The participant is responsible for his or her own way home.
Head Chaperon Responsibilities
The Head Chaperon must help with the supervision of the participants at all times, follow all directives from any MPO staff and Client, and will act in a proper manner. He or she will be the only person that will communicate information related to the modification of the itinerary, or about any problem that can arise during the trip. If the trip has no MPO Guide, the Head Chaperon takes on the responsibilities of the MPO Guide.
The Chaperon must help with the supervision of the participants at all times, follow all directives from any MPO staff and Head Chaperon, and will act in a proper manner.
MPO Guide Responsibilities
The MPO Guide must follow all rules and regulations given by MPO regarding safety and the itinerary. He or she is responsible for the entries into all the attractions, activities and restaurants, as well as for confirming them 24 hours in advance, and for maintaining the schedule of the itinerary. He or she is also responsible to direct the bus drivers to all locations and does all the check-ins' at the accommodations. The MPO Guide also ensures that any problem arising during the trip is resolved (which may include contacting the MPO Office).
MPO is only being used in its capacity as an agent with regard to transportation by airplane, by bus or by any other way, and will not be held responsible for delays, loss of personal belongings, injuries, accidents, deaths, damages, inconveniences, loss of pleasure, disruption, disappointment, distress, physical or mental frustration resulting from an error of any company or agent.
Changes in Number of Participants by Client
The itinerary and the price of the tour are based on a specific number of paying participants as indicated on the tentative itinerary. Should the number of paying participants drop, or the numbers of free participants increase, a group supplement would be assessed in order to maintain the original program, or the program may be altered to avoid additional charges. You may change the number of participants up to 15 days prior to your trip if the trip is 3 days or less and does not include plane tickets. For trips more than 3 days without plane tickets, the number of participants can be changed up to 30 days before the trip. For those trips, if the number of participants drops within the 30 days, a $75 additional fee will be charged per participant dropping. For trips with plane tickets, all deposits are non-refundable. If a participant drops once plane tickets are held, there is an automatic $350 minimum deposit that is lost. If a participant is replaced more than 90 days before the trip, his other deposits can be credited to the new participant. Any participant wishing to join the trip within 60 days before departure will be accepted only if space is available. A late fee of $100 will be assessed, as well as any additional fees that are necessary for adding the participant, with payment in full due on date of acceptance by MPO. MPO will not charge any fees for modifications done before the cut-off dates. However, transportation companies, lodging, restaurants and attractions may charge fees. Any of those fees will be transferred to the client. Once the cut-off date has passed, MPO reserves the right to charge service fees to the client to cover any administration fees that modifications may cause. MPO does not guarantee that any changes are possible.
MPO is not responsible for any changes in fees by the airline company (increase in price, surtax, fuel tax, or any extra costs related to the airline industry), time schedules, mechanical problems, logistics, security or any other situation that is related to the airline industry. All extra costs will be transferred directly to the cost of the trip and will be the responsibility of the client. Any modifications to airplane tickets from the original booking or agreed upon itinerary that is requested by the client or participants, will be charged an administration fee by MPO in addition to the cost of any additional charges by the airplane company.
Substitutions of Services by MPO
We reserve the right to cancel a tour or modify the travel services you have purchased by substituting services, varying the itinerary, or otherwise. It may be necessary to modify the order in which attractions are visited, alter the duration of stay in a city; arrange ground transportation to an alternate location, etc. In all cases you will receive a comparable or superior product. In the event of a cancellation, our liability will be limited to the purchase price of the travel service only, and we shall not be liable for any claims, demands, losses or damages of any nature or kind whatsoever you may have by reason of our modification or cancellation of the travel service. Furthermore, suppliers have the right to substitute other suppliers in their place with or without notice to us or to you. We do not assume responsibility for any claims whatsoever resulting from such substitution.
Modifications in Itinerary by Client
Minor modifications may be done up to 60 days prior to departure, but any major modifications in the itinerary should be done before 90 days prior to departure. Major modifications include change in dates, transportation type, hotels and some meals or activities. Any modifications may generate extra fees. Upon reception of your itinerary, it is very important to read it carefully so you can advise us, as soon as possible, of any modifications that you would like to make. However, MPO does not guarantee that any of the changes will be available. Any additional activities will increase the cost of the trip. MPO will not charge any service fees for modifications done before the cut-off date. However, the various suppliers of travel services used may add a service fee. Any of these fees will be transferred to the client. Once the cut-off date has passed, MPO reserves the right to charge service fees to the client to cover any administration fees that modifications may cause.
Itinerary Changes during the Trip
Changes are NOT permitted to the itinerary during the trip (unless directly authorized by the MPO office). Any request to change the itinerary must be done prior to the departure of the trip (see Modifications in Itinerary by Client) and must be authorized by the MPO office.
Deposits and Payments
All reservations for the trip are done under MPO Educational Travel. All deposits are held in a trust account to protect the client. Only when payments are needed will the supplier be paid on behalf of the client. A payment schedule (see payment schedule for more details) will be sent to the client/head chaperone once the itinerary is signed. A standard payment schedule has the first deposit due within 30 days of the signed itinerary, the last deposit due 30 days before departure (unless plane tickets are involved, then it is 60 days) and the other deposits divided between the first and last deposit. The first deposit per participant is non-refundable. For trips with plane tickets, all deposits are non-refundable. Final payments are due according to the payment schedule, prior to departure of trip (unless other arrangements are made), and if the payment is not received, MPO reserves the right to consider that the trip has been canceled by the client (see Cancellation of the Trip). Checks returned to MPO will be subject to a $100 fee.
Cancellation of the Trip
Cancellation for an entire trip must be confirmed in writing to MPO stating the reasons for cancellation. If the cancelled trip does not have plane tickets, the client will be refunded the amount paid to MPO, less any supplier that has been paid or that needs to be paid, and less the administration fees as follows: from reception of the first deposit to 31 days before departure, maximum of 20% of the cost of the trip; 30 days or less before departure, maximum 30% of the cost of the trip. For trips with plane tickets, all deposits are non-refundable. For an individual participant's cancellation, the rate charged would increase for the remaining participants. In the event of a cancellation, all tickets must be returned to our ticketing department before a refund can be processed.
Refunds up to $150 will only be refunded with credit vouchers and none will be issued for amounts under $30. For amounts above $150, a check will be issued in the name that appears on the MPO account. Any payment or deposit made to a supplier that is non-refundable cannot be refunded.
All prices are based on the country of destination. Prices are valid at the time you receive the tentative itinerary, although they are subject to change without notice. Only once your trip is paid in full are you guaranteed against future price increases (except for fuel surcharges which suppliers can add on just before your trip), provided that no changes are made to the original booking.
Participants traveling commit to verify what documents (birth certificate, certification, passport, visa, etc.) are required by the government authority for where they are going and where they are from. They are responsible for all fees and have to make sure they get the necessary documents before they leave. If a passenger does not submit to the requirements, it will enable the carrier or the authorities to refuse admittance to that person and no refund will be given by MPO for the trip.
We recommend that travelers take an insurance that covers all risks usually associated with trips, especially ones that cover medical and hospitalization fees (specially for outside the country trips), as well as an insurance that covers cancellation fees and theft. Please request more information from our MPO staff or consult the Insurance Policy Section for more information.
Unused Travel Services
No refund is made for unused travel services or any portion thereof, nor is the price or value of unused travel services exchangeable for alternate arrangements during the trip.
We are not responsible for the loss, caused either by theft or through negligence, of cash, jewelry, cameras, negotiable papers, or any other personal items, in checked luggage or in luggage left in hotels, buses or other transportation.
Participants desiring food complying with diabetic or other special diets should ensure that the requests are made at least 30 days before departure. We will do our best to ensure that these requests are honored. Any participant with a physical handicap requiring special attention needs to give notice at least 60 days before departure.
We shall not accept responsibility for poor or adverse weather conditions during a trip. It is the participant's responsibility to bring the right type of clothing for average conditions for the time of year the trip is. Neither do we accept responsibility for poor ski conditions. Cancellations due to poor conditions will only be permitted if we are advised by the ski area operators, within 48 hours of your departure, that the ski area will be closed.
Interpretation and Jurisdiction
This Agreement shall be governed by and construed in accordance with the laws of the Province of Ontario. In the case that any one or more of the provisions contained herein shall, for any reason, be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or enforceability shall not affect any other provision of this Agreement.