General Terms and Conditions

1. General Terms and Conditions

Please read the following information carefully, as the terms and conditions described herein constitute an agreement between you and those who provide the service. If you decide to travel with Rocky Mountain Holidays [ROCKY MOUNTAIN HOLIDAYS LTD.] and make payment on a package, you thereby agree to accept the terms and conditions of this contract.

2. Website/Tariff Prices

Prices and information on this website are subject to change without notice.

Exchange Rates: The exchange rate used for quotes has been determined by Rocky Mountain Holidays based upon current and expected currency exchange rate movements. As such, our quotes should only be used as a guide, and may differ from the price at actual time of booking. Rocky Mountain Holidays cannot be held responsible for any changes that may occur and reserves the right to increase the price of any travel arrangement up to the date of departure (unless specified otherwise). This includes exchange rate adjustments, fuel surcharges, and airfare increases. When a currency is chosen at time of booking, the deposits along with final payments must be in the same currency as the booking. Changes to bookings such as alterations to services, or cancellations are charged in the same currency of the original booking, and each change is subject to currency fluctuations. Rocky Mountain Holidays reserves the right to refund in Canadian dollars if unable to refund in your chosen currency.

3. Canadian Goods & Services Tax (GST)

All prices are subject to GST which will be charged upon confirmation of booking. Currently the rate is 5% for Canadian GST. Applicable taxes may vary by departure location. Guests who are not residents of Canada are still required to pay the full GST, even if they are purchasing their rail tour from outside Canada.

Note: Canadian taxes are subject to change. As such, our billing to you will be adjusted as required.

4. Rail-Only and Package Tour Inclusions

The following costs are not included unless otherwise specified: GST, port taxes, fuel surcharges, transfers, gratuities, alcoholic beverages, meals, room service or other hotel incidentals, items of a personal nature and all other items not specified in the description of the applicable tour contained in the quote or online. If one of our packages does not meet with your requirements, we will be pleased to customize your rail tour package. Ask your Rocky Mountain Holidays agent for details. Individual tour component pricing breakdowns are not available.

5. Self-Drive Packages and Car Rental Policies

Minimum requirements for car rental:
• Driver must be 25 years of age, or older,
• Possess a valid driver’s license, and
• Hold major credit card.

If the driver’s licence is not in English, an International Driving Permit is strongly recommended. This is required for translation purposes to confirm the validity of the driver’s license for the safety of renters and for the car rental company. 

A credit card deposit will be required at time of car rental pick-up to cover costs not included in the Rocky Mountaineer package. These costs are the responsibility of the renter and are payable when the vehicle is returned. A car rental day is based on a 24-hour period. For example, if you have a 3 day car rental and you pick up your car at 10 a.m. it must be returned at or before 10 a.m. 3 days later; otherwise, you will be charged an extra day’s car rental. Please provide approximate pick-up time and location at time of reservation. Confirmation of drop-off time will be provided when the car is picked up.

Rates do not include hotel parking charges, gasoline, Loss/Damage Waiver (LDW), Personal Accident Insurance (PAI), meals, attractions, passage by ferry, port taxes, child seats, drop-off charges if the vehicle is not dropped off at the location specified in the itinerary, any applicable charges for additional drivers, upgrades to a higher car class, additional rental days, any other optional charge or service charges and GST. Pick-up or drop-off at an airport may be subject to an additional charge by the car rental company.

6. Possible Alterations

Rocky Mountain Holidays reserves the right to cancel, modify or alter all or any part of your holiday package, when necessary or advisable, if the suppliers deem this necessary. Should this occur, our suppliers agree to provide the best alternative available. Every effort will be made to adhere to the specifics shown herein; however, circumstances may necessitate alteration, including the occasional accommodation change from properties listed online or in your quote. Hence, all fares, schedules, itineraries, hours of arrival and departure, air schedules and special programs are subject to change without notice at any time.

7. Supplier's Liabilities

Rocky Mountain Holidays [ROCKY MOUNTAIN HOLIDAYS LTD.] act as an agent for and make arrangements with rail, hotels, bus lines, airlines and other independent parties to provide you with your travel services and accommodations. Although great care is taken to choose suppliers, we are unable to directly control them, and therefore we are not responsible for their acts or omissions. The travel services provided by these suppliers are subject to the conditions imposed by the suppliers, and their liability may be limited by their tariffs, conditions of carriage and international conventions and agreements.

8. Company Liability

Rocky Mountain Holidays [ROCKY MOUNTAIN HOLIDAYS LTD.] and their respective officers, directors, servants and agents are not responsible for any claim, loss, damage, cost liability or expense arising, direct or indirect, out of injury; accident or death; loss, damage or delay of luggage or other property; or delay, inconvenience, loss of enjoyment, upset, disappointment, distress or frustration, whether physical, mental or otherwise, relating to the provision of rail tour operations, travel services and accommodations.

9. Force Majeure

Rocky Mountain Holidays [ROCKY MOUNTAIN HOLIDAYS LTD.] will not be responsible for the performance of this agreement if prevented or delayed by acts of God, strikes, epidemics, pandemics, accidents, weather, traffic, airport conditions or other causes beyond their reasonable control from meeting its terms. Nor will they be responsible for any loss or damage relating to train cancellations or any other cancellations. Rocky Mountain Holidays [ROCKY MOUNTAIN HOLIDAYS LTD.] and our suppliers reserve the right to decline to accept or retain any person as a tour participant should such person’s behavior, health or mental condition be detrimental to the operation of the tour or to other passengers. Rocky Mountain Holidays [ROCKY MOUNTAIN HOLIDAYS LTD.] are not liable for any expenses arising as a result of exercising this right.

10. Passport/Visa/Health Regulations

Passports: If travelling from outside Canada (including from the U.S.A.) you will require a passport for entry into Canada and appropriate Identification (ID) for all family members.

Airlines and Cruise Ships reserve the right to refuse boarding without adequate ID.

Visas: Check with your nearest Canadian Embassy or with Immigration Canada. Rocky Mountain Holidays [ROCKY MOUNTAIN HOLIDAYS LTD.] is not responsible for guests refused entry into Canada because of inadequate documentation. For further information regarding documentation for entry into Canada, please contact Immigration Canada. Single parents or grandparents travelling with children must ensure proper documentation is obtained for entry into Canada.

You must ensure you are eligible to enter Canada before booking your vacation through Rocky Mountain Holidays. This includes health requirements eligibility, such as vaccination status. For the latest entry requirements, visit the Government of Canada's website:

11. Luggage

The luggage or articles accepted and transported on the Rocky Mountaineer are subject to Rocky Mountaineer’s luggage policy and conditions as set herein.

Guests travelling on the Rocky Mountaineer are limited to two checked pieces of luggage per person. Total checked luggage weight per person is not to exceed 30 kg (60 lb). Each piece of luggage must have an identification tag attached to it, which includes name, return address and telephone number.

Note: GoldLeaf and SilverLeaf Service guests’ luggage will be delivered to their Kamloops or Quesnel accommodation. All guests travelling on the Rocky Mountaineer should carry any medications or necessary belongings with them onboard the train. Oversized items, i.e. sports equipment may be subject to a surcharge. 

Passengers are prohibited from carrying firearms, explosive, flammable, hazardous, illegal, or radioactive materials and Rocky Mountaineer will not be liable for any luggage containing such materials. Money, jewelry, negotiable papers, cameras, video and electrical equipment, electronic devices, computers and accessories, cellular telephones, medical equipment, sporting goods, wheelchairs, personal mobility devices, walkers, and strollers are checked at the owner’s risk. Rocky Mountaineer is not responsible for any loss or damage caused to or by these articles and they are subject to Rocky Mountaineer’s Maximum Liability policy. 

All pets or animals (excluding guide dogs) are prohibited from travelling onboard the Rocky Mountaineer.

Maximum Liability: Maximum Liability for loss or damage to personal checked baggage and specialty items is limited to a maximum of $250 per piece of checked luggage. Rocky Mountaineer will not cover full replacement cost of misdirected or damaged luggage and contents. Liability is restricted to personal luggage consisting of wearing apparel, toilet articles or similar effects for personal use and comfort as well as articles other than personal luggage which may be checked and handled in accordance with Rocky Mountaineer’s luggage policy. Liability does not apply to carry-on luggage, items transported for or belonging to other persons or items intended for sale. Rocky Mountaineer is not liable for damage resulting from over-packing or non-structural damage considered normal wear and tear, such as scratches, scuffs, nicks, missing pull straps, zipper damage, damage to wheels, manufacturers’ defects, soils, stains, or spillage. Please contact a Rocky Mountaineer representative if you have any questions about the materials you intend to transport.

VIA Rail: Please note that a maximum baggage weight of 32 kg (70 lb) applies onboard VIA Rail.

Other Tours: Certain tour products featured in this brochure have baggage restrictions due to either accommodation style or transportation requirements. Please refer to your documentation for full details.

The above luggage requirements are subject to change at anytime.

12. Deposit, Payment and Cancellation Policies


A deposit must be received at the time of booking to confirm your reservation, and must be in the same currency as the booking. If you have booked any additional tours (in addition to those specified) with your two-day rail tour, please note that we require the applicable package deposit rate. The deposit schedule is specified in your quote.

Payment Terms
Final payment must be received no later than the date specified on your invoice and as per your payment schedule provided at time of quote. American Express, MasterCard, and Visa are acceptable forms of payment in addition to cheques and wire payments (wire transfers). Final payment must be in the same currency as the deposit and invoiced amount.

For cheques drawn on financial institutions outside Canada, an additional 60-day period is required to permit international bank clearance procedures. Cheques should be made payable to “ROCKY MOUNTAIN HOLIDAYS”.

Please submit payment to:
PO Box 25205, Mission Park RPO, Kelowna, BC V1W 3Y7 CANADA
Fax: 403-675-0970 Tel: 604-670-6060

Credit Card Bookings
For payment by credit card, please have the following information available:
• Name as on credit card
• Address of the credit card owner
• Type of credit card
• Expiry date
• Full credit card number
• CVV2 number on back of card
• Telephone number of the card holder

To confirm the reservation, authorization can be made verbally by phone at 604-670-6060. Authorization to use a credit card number indicates compliance with our booking terms and conditions.

Final payment must be in the same currency as the deposit and booking. Some credit card issuing banks may charge an additional fee for this type of sale if the currency charged is not the default currency of your credit card account. This is referred to as a "foreign transaction fee". Check with your credit card provider to see if this is applicable.

Cancellation Policy
If you cancel a confirmed reservation, notification from you or your travel agent must be received by telephone by calling Rocky Mountain Holidays. A written notification must follow immediately by email or fax to 403-675-0970. Your holiday is not cancelled until you receive confirmation of cancellation back from us.

Note: A change in flight date, or train departure date (either rail-only or as part of a package) or a name change is considered a cancellation. Charges will be calculated per person and based on the date the cancellation notice is first received. There will be no exceptions to any of the charges. Please note the cancellation policy is specified in your quote, and on your invoice.

Change Fee Policy
A fee per person will be applied to each change made to the itinerary once the original booking has been confirmed. These fees will be charged in the same currency as the original booking. The cancellation policy is provided at time of quote and/or booking and is specified on your invoice.

A change fee will not be administered for an addition or upgrade of service. For a change in train departure date, refer to our cancellation policies, as this is considered a cancellation. If there are any charges incurred by Rocky Mountain Holidays as a result of changes made, they will be applied to the booking in addition to the change fee.

Refund Policy
Requests for refunds must be directed in writing to your travel agent or Rocky Mountain Holidays, and will be in the same currency as the final payment and deposit. No refunds will be made because of airline delays, unused services or other acts beyond the control of Rocky Mountain Holidays or our suppliers. Rocky Mountain Holidays reserves the right to refund in Canadian dollars if unable to refund in your chosen currency.

13. Insurance
We strongly recommend that you purchase travel insurance with trip cancellation to protect your holiday investment. Please inquire at the time of booking for travel insurance options, as Rocky Mountain Holidays [ROCKY MOUNTAIN HOLIDAYS LTD.] can not be held responsible for cancellations.

14. Last-Minute Bookings
Last-minute bookings are welcome; however, at the time of request, a full credit card payment is required. Late package bookings for travel in the Rockies require a minimum of 24 to 48 hours to request and confirm availability. If we are unable to secure space, your credit card will be refunded.

15. Travel Documents
Your travel documents will be emailed out to you 30 days prior to your Rocky Mountaineer train departure. If they are ready any sooner, we will of course email them through to you. Guests will be advised of their Kamloops, Quesnel or Whistler accommodation upon check-in at the departure station.

16. Rail Connections
Please arrive at the departing train station a minimum of 30 minutes prior to boarding time to ensure your luggage is checked and your travel documents are in order. We strongly recommend that you not make onward travel arrangements the night of arrival at your destination. Train travel in Canada is subject to unforeseen delays, and departure and arrival times cannot be guaranteed. Rocky Mountain Holidays will not be responsible for missed connections.

We reserve the right to pass on any additional costs charged by our suppliers. Similarly, Rocky Mountain Holidays reserves the right to impose or pass through fuel surcharges (unless otherwise specified). No right of cancellation exists in this circumstance. An additional non-refundable deposit may apply to some holiday packages which include prepaid and non-refundable rates.

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