WestJet Groups. WestJet Vacations Groups important information. 22 Aerial Place NE, Calgary, Alberta T2E 3J1

Transcription

1 WestJet Vacations Groups important information To change or cancel your booking or to select a seat on your flight for a fee, please call WestJet Vacations Groups at during business hours. To ensure your travel experience is as smooth and stress free as possible, please give yourself plenty of time to make your flight, drop off your baggage and to go through security and customs. You can check in online using WestJet s mobile or web check-in as early as 24 hours before your flight s scheduled departure. For information on check-in cut-off times and methods for each airport please visit, Ready to check in? Please visit GST No Quebec OPC permit No Calling outside Canada and the U.S.? Local Number: This local number may be used when calling from a country not listed below or in the event the appropriate toll-free number is not working. Long distance charges will apply. Antigua Bahamas Barbados Bermuda Colombia Dominican Republic Grand Cayman Ireland Jamaica Mexico Puerto Rico St. Lucia Trinidad and Tobago Turks and Caicos United Kingdom United States TTY for hearing impaired: toll-free Page 1

2 Terms and conditions Minimum group size In order to qualify for a WestJet Vacations group rate, your group size must be between 10 rooms and 50 rooms. For a WestJet Vacations group with Sandals Resorts, our minimum group size is five rooms. For groups larger than 50 rooms, additional terms and conditions apply. Please contact us at for more information. Package rates and validity Rates are quoted per guest in Canadian dollars. Please refer to your group quotation for valid dates, as rates may change based on your destination and departure date. Package pricing is for leisure travel only, not for conventions or conferences. Hotels have the right to change the convention or conference rate to WestJet Vacations guests should they be attending such. WestJet Vacations will not be responsible for any additional charges enforced by the hotel. Payment WestJet Vacations requires a $150 CAD deposit per guest at the time of booking. This deposit is non-refundable in the event of cancellation. Sandals Resorts: For the first 15 rooms/30 guests on a Sandals Resort booking, the deposit is not required until 90 days after the booking is created, or up to 120 days before departure, whichever is sooner. Bookings of more than 15 rooms requires a $150 CAD deposit/per guest at the time of booking. Full payment on your group booking, including Sandals Resorts, is due 45 days before departure. Please see our section on attrition for further information. Group bookings not paid in full by this date will be cancelled. WestJet Vacations accepts American Express MasterCard, Visa and agency cheques. When paying by agency cheque, the ed or faxed copy of the agency cheque is required. Cheques (payable to WestJet Vacations): Ensure the reservations code is written on the cheque Mail cheques to: WestJet Mailstop C3W 22 Aerial Place NE Calgary, Alberta, Canada T2E 3J1 Cash, WestJet Travel Bank, WestJet dollars and WestJet gift certificates are not accepted as payment for WestJet Vacations groups. If you are a travel agent using SoftVoyage, payments can be applied via Rev Net or by fax, courier or Canada Post. s will not be accepted. Please ensure to put the file number and the Page 2

3 name of the Group Agent on the payment Form. In order to comply with the PCI procedure, NO records of payment cards will be kept in the Groups Department. Hotel early booking payments All group quotes will have the applicable Early Booking offers calculated into the rates quoted. Please refer to the validity date of your quote. Should the quote expire, the request will be requoted and will be subject to applicable rates at that time. Cancellations policies All cancellations must be made directly through the WestJet Vacations groups contact centre. Less than 45 days prior to departure: All funds are non-refundable; 45 days or more prior to departure: Loss of deposit per guest; however, attrition policies will apply. Changes Name changes and corrections: 21 days or more prior to departure, no fee will apply. Inside 21 days prior to departure NO changes are permitted. For all other changes: No changes inside 45 days of departure. Changes to air itineraries, after expiry date of the quotation will be subject to the difference in fare plus a change fee of $75 plus GST per guest. Changes cannot be made if the hotel is on a stop sell. Downgrades are not permitted. Example: A two week package was originally booked and now guest would like to change this to a one week package. Example: A junior suite was originally confirmed, guest now would like to change to a lead in category hotel room. Tour conductor policy Book 15 guests and the 16th guest is free (excludes Las Vegas). A maximum of two free guests per group file are permitted. The tour conductor s value is always offered as per guest including air, hotel room based on double occupancy and taxes in the lowest category booked on the file. If multiple durations are on the file, the tour conductor is valuated on the majority duration of the 15 guests travelling. WestJet Vacations may offer other tour conductor promotions offered directly by the hotel, please inquire. Attrition 45 days or more prior to departure date, 20% of the guests may be released without the penalty of loss of deposit. The deposits for these guests can be applied as payment to the group file. A minimum of 10 rooms must be maintained to qualify as a group. Inside 45 days prior to departure Any reduction in group size is subject to loss of funds for cancelled guests. If the entire group is cancelled, all funds are lost. Page 3

4 Rooming lists A complete list of typed guest names, utilizing our booking form must be submitted to WestJet Vacations Groups 45 days before departure. The U.S. Secure Flight Program requires that guests provide full name, date of birth and gender at the time of booking. If you have a redress number, this number should also be provided. It is the responsibility of the travel agent to collect and provide this information on all group files. A finalized version of your travel documents (rooming list and itinerary) will be issued once all guest names have been received. When the WestJet Vacations Groups department advises of a stop sell, all names are due within 24 hours of notification; name changes will not be accepted. In the event that a group package has different terms and conditions based on hotel policy, than those stated in WestJet Vacations policies, you will be advised. Group seating and check in Complimentary block seating towards the rear of the cabin will be reserved once full payment is received. Seat selection becomes free of charge 24 hours to 60 minutes before scheduled departure when using web, mobile or kiosk check in. Group guests are able to use the self-serve web, mobile or kiosks (select airports only) for check in. Carry-on baggage allowance WestJet allows each guest to bring one carry-on item and one personal item. In all cases the items must fit into the sizing devices and may not exceed the applicable measurements outlined below: Carry-on item: Maximum size of 53 cm x 23 cm x 38 cm (21 in. x 9 in. x 15 in.) Personal item: Maximum size of 41 cm x 15 cm x 33 cm (16 in. x 6 in. x 13 in.) Items which do not fit into the sizing device will be placed in checked baggage and applicable baggage fees may be collected. Important personal effects such as medications, identification, travel documentation and keys should be placed in your personal item in case space is not available on board for your carry-on item and it has to be placed in checked baggage. Checked baggage allowance WestJet and WestJet Encore accept bags up to 157 centimetres (62 inches) in combined dimension (length + width + height) and 23 kilograms (50 pounds). Oversized baggage (up to 203 cm/80 inches in combined dimensions) will be accepted on a space available basis to all destinations except Jamaica or Trinidad and Tobago (where WestJet only permits one golf bag, per guest, which may be oversize). Fees may apply for all baggage pieces, and fees may be combined; for example, if a bag is a second piece and is also overweight both fees will apply. Baggage allowance is based on the fare purchased per direction. Page 4

5 Econo fare baggage rules: One piece of checked baggage may be checked for $ per fare-paying guest, per direction, for flights within Canada and to or from the U.S. The first bag fee is waived for international destinations (Caribbean, Central America, Europe and Mexico). A second piece of baggage may be checked for $ per direction. A third piece* of baggage may be checked for $ per direction. WestJet Airlines operated flights will permit a fourth piece* of baggage for $ per direction. Flex fare baggage rules: One piece of checked baggage is permitted free of charge per fare-paying guest. A second piece of baggage may be checked for $ per direction. A third piece* of baggage may be checked for $ per direction. WestJet Airlines operated flights will permit a fourth piece* of baggage for $ per direction. * Third and fourth checked pieces are accepted on a space-available basis to/from all destinations except Jamaica or Trinidad and Tobago. Legal Force majeure WestJet and WestJet Vacations shall not be liable for failure in the performance of any of its obligations, including without limitation, for any loss or damage resulting from any delay, cancellation, loss of personal belongings, illness, bodily injury, accident, death, deterioration of travel services, inconvenience, loss of enjoyment, disappointment or frustration, either mental or physical, due to: An act of God; A war, revolution, insurrection, riot, blockage or any other unlawful act against public order or authority, including an act of terrorism or threat thereof; Fire, flood, explosion, earthquake, epidemics, quarantine, storm, lighting, tornado or adverse weather conditions generally; Accident to or failure of an aircraft or equipment used in connection therewith, loss of or hijacking of an aircraft, or any shortage of or inability to provide labour, fuel or facilities; Any strike, lockout, labour dispute or other industrial disturbance whether involving WestJet or WestJet Vacations employees, the employees of its suppliers or others upon whom WestJet and WestJet Vacations relies; Any government order, regulation, action or inaction or any failure to obtain the approval of a government authority having jurisdiction in the circumstances as may be Page 5

6 required to the conduct of operations hereunder or any government or legal restraint upon such operations; Other upon whom WestJet and WestJet Vacations relies for the performance of the whole or any part of any travel service hereunder; Any other causes beyond the reasonable control of WestJet and WestJet Vacations and any other event not reasonably to be foreseen, anticipated or predicted, whether actual, threatened or reported, which may interfere with the operations of WestJet and WestJet Vacations or of its suppliers. Liability of WestJet and WestJet Vacations: WestJet and WestJet Vacations will not assume responsibility for any claims, losses, damages, costs or expenses arising out of personal injury, accidents or death, loss, damage or delay of Page 6

7 baggage or other property, or delay, inconvenience, loss of enjoyment, upset, disappointment, distress or frustration, whether physical or mental resulting from any of the following: The act of omission of any party other than WestJet and WestJet Vacations or its employees; Sickness, family emergencies, theft or any other circumstance affecting you beyond our direct control; Any Force Majeure beyond our direct control; Failure of the guest to obtain documentation required for their trip such as passports, visas and certificates (in which case they will also not be entitled to any refund); Failure of the guest to follow instructions including but not limited to airport departure times, baggage handling and check-in and checkout times; Cancellation or change for any reason in the travel services offered. WestJet and WestJet Vacations reserve the right to cancel or change the travel services at our discretion, but we will try to substitute comparable services. If we must completely cancel your reservation, WestJet and WestJet Vacations liability will be limited to a refund of all monies paid; A full refund will not be given in situations where travel must be cancelled by WestJet and WestJet Vacations for reasons which are beyond our control (Force Majeure or other situations) and where WestJet and WestJet Vacations contractual obligations with its suppliers do not allow it to obtain reimbursement of the sums paid to the supplier on your behalf; WestJet and WestJet Vacations reserves the right to refuse any booking and decline any guest(s) at any time. In all cases, the liability of WestJet and WestJet Vacations for any loss, damage or injury, whether physical or mental, arising from its own acts, omission or negligence, is limited to the price of the package booked. Page 7