Churchill Polar Bear Tour from Vancouver!

Aspire Canada Tours Inc. Booking Terms & Conditions

Version: March 12, 2026
Effective date: January 1, 2026

Company: Aspire Canada Tours Inc. (“ACT”, “we”, “us”, “our”)
Address: PO Box 13121 RPO Seven Oaks, Abbotsford, BC V2T 0C4
Registered office: c/o Porter Ramsay LLP, 5000-505 Doyle Ave, Kelowna, BC V1Y 0C5
City of Kelowna business licence: 4099311
Consumer Protection BC licence: 89327
Contact: Guest Services

These Booking Terms & Conditions form part of your contract with Aspire Canada Tours Inc. By paying a deposit, making a payment, or otherwise confirming a booking, you agree to these terms on behalf of yourself and all persons included in the reservation. The booking contact represents that they have the authority to accept these terms for all travellers in the booking.

DEFINITIONS

Booking: A reservation for a tour product offered by ACT.

Tour: The travel services confirmed on your itinerary and invoice, including transportation, accommodations, guiding, and activities.

Departure date: The start date of the Tour.

Traveller / Guest / Participant: Any person participating in a Tour.

Supplier: A third party providing any portion of the Tour, including airlines, hotels, motorcoach operators, rail operators, boat operators, outfitters, activity providers, and local guides.

Waiver: ACT’s current guest release and waiver of liability, assumption of risks, and indemnity agreement, as amended from time to time.

PRICING, CURRENCY, AND TAXES

All prices are quoted and payable in Canadian dollars unless stated otherwise on your invoice.

GST is charged where applicable. PST or other taxes may apply to specific taxable supplies where applicable. Your invoice will show the tax treatment for your booking.

Your total price is confirmed on your invoice or confirmation.

Tour inclusions and exclusions are listed in the applicable itinerary and invoice. If there is a conflict, the invoice and itinerary govern for the booked Tour.

DEPOSIT AND PAYMENT SCHEDULE

A non-refundable deposit of $350 per person is due at the time of booking, unless full payment is required under this section.

If the total Tour price for a guest is $350 or less, full payment is due at the time of booking for that guest.

The remaining balance is due 60 days before the Tour departure date.

If a booking is made within 60 days of departure, full payment is due immediately at the time of booking.

If payment is not received by the due date, ACT may treat the booking as cancelled by the traveller, and cancellation penalties will apply.

CANCELLATION BY THE TRAVELLER

We strongly recommend travel insurance. Our cancellation policy is strict, and insurance is the main way to protect your payments.

The booking deposit is non-refundable.

If you cancel before the final payment due date, ACT will refund amounts paid, less the non-refundable deposit and any non-refundable supplier costs already incurred on your behalf.

If you cancel on or after the final payment due date, the total Tour price is non-refundable.

No refund is available if you do not travel, arrive late, voluntarily leave the Tour early, miss any service, or are denied boarding or participation because of documentation, identification, health, safety, conduct, or waiver-related issues.

Cancellations must be submitted in writing by the booking contact and are effective only when received by ACT.

CHANGES, TRANSFERS, AND NAME SUBSTITUTIONS

Requested changes, including date changes, itinerary changes, or change to another Tour, are subject to availability and may be treated as a cancellation and rebooking. Supplier fees may apply.

A booking may be transferred to another eligible person up to 10 days before departure, provided that the replacement traveller meets all Tour requirements, agrees to these Booking Terms & Conditions, and completes all required documents, including the waiver.

Self-serve transfer in ACT’s reservation system completed 60 or more days before departure: $0.

Transfer processed by ACT, or any transfer completed 59 to 11 days before departure: $50 per booking.

Any airline, charter operator, or other supplier name-change, manifest-change, or re-ticketing fees are the responsibility of the booking contact, plus a 5% processing markup if ACT must administer the change.

Transfers are not permitted within 10 days of departure unless ACT confirms in writing that a late transfer is operationally possible.

Dietary requests and similar special requests cannot be added or changed within 10 days of departure. Existing requests will be passed to suppliers without guarantee.

CANCELLATION OR CHANGES BY ACT

Some Tours require minimum guest numbers to operate. Minimums may be stated in the itinerary, Tour page, or booking materials.

If ACT cancels a Tour for reasons within ACT’s control, including minimum group size not being met, you may choose a refund of amounts paid to ACT for the cancelled Tour, or an alternative Tour or credit that you may accept.

ACT may modify itinerary, timing, routing, accommodations, transportation, activities, or suppliers where reasonably required for safety, operational, wildlife, weather, environmental, cultural, or supplier reasons. We will use reasonable efforts to provide substitute arrangements where appropriate, but substitute arrangements are not guaranteed.

If the Tour is affected by events outside ACT’s reasonable control, including weather, wildfire, flood, road closure, marine conditions, aviation restrictions, public health events, government action, labour disruption, airport closure, supplier interruption, or similar events, ACT may cancel, delay, shorten, reroute, or otherwise modify the Tour.

If a material component cannot be provided because of such circumstances, ACT will process refunds or credits based on amounts actually recoverable from suppliers for the affected component, acting reasonably and in good faith.

ACT is not responsible for additional expenses you incur, including independent flights, hotels, meals, insurance premiums, or other out-of-pocket costs.

AIR TRAVEL TERMS, INCLUDING COMMERCIAL FLIGHTS AND CHARTERS

Where air transportation is included in a Tour, whether scheduled service or charter, the operating airline’s applicable tariff and conditions of carriage apply to the air transportation component. If there is a conflict between ACT’s Booking Terms & Conditions and the airline’s tariff or conditions of carriage for the air transportation component, the airline’s tariff or conditions of carriage governs that component.

The operating airline’s liability for passengers and baggage is subject to the limitations of liability set out in the airline’s applicable tariff and applicable law. These limitations may restrict liability for loss, damage, delay, schedule disruption, denied boarding, or baggage-related claims.

Where the Canadian Air Passenger Protection Regulations apply, the operating airline will comply with applicable passenger standards of treatment and related obligations.

For multi-day Tours using scheduled commercial flights, carry-on and checked baggage allowances follow the airline’s tariff for the applicable ticket and routing. Any excess baggage fees are the guest’s responsibility.

For one-day Tours using charter aircraft, checked baggage is not permitted unless ACT advises otherwise in writing. Guests may bring carry-on only, limited to one small personal item or day bag within the applicable operator limits and any stricter operational limits set by ACT or the operator.

Airlines and charter operators may change times, routings, equipment, or operating conditions on little or no notice. ACT will make reasonable efforts to maintain the Tour plan, but ACT is not liable for schedule changes or disruptions outside ACT’s control.

Each traveller must provide their full legal name and date of birth exactly as shown on government-issued identification. These details may be required for ticketing, manifests, regulatory purposes, and check-in. If details are incorrect, incomplete, or do not match identification, the traveller may be delayed or denied boarding or participation, and no refund will be available.

Close to departure, name, date of birth, or other passenger-detail changes may not be possible.

WAIVER REQUIREMENT FOR ALL GUESTS, INCLUDING MINORS

All guests must review, agree to, and sign ACT’s waiver, and any required supplier waivers, as a condition of participation.

The waiver is separate from these Booking Terms & Conditions. By signing it, the participant confirms they have read and understood it and acknowledges that they are waiving certain legal rights.

A parent or legal guardian must sign for any minor guest. Any minor must also be accompanied and appropriately supervised by a parent or responsible adult during applicable Tour activities, unless ACT confirms otherwise in writing.

The person making the booking is responsible for informing every guest in the reservation about the waiver requirement and ensuring waivers are completed and returned by ACT’s stated deadline.

If a required waiver is not completed by ACT’s stated deadline, or if a guest refuses to sign a required waiver, ACT may deny participation. This will be treated as a cancellation or no-show, and standard cancellation terms will apply.

GUEST CONDUCT, SAFETY, AND REMOVAL FROM TOUR

Guests are expected to treat other guests, ACT staff, suppliers, guides, local residents, Indigenous communities, wildlife, and the environment with respect and kindness at all times. Courteous communication, cooperation, patience, and compliance with instructions are essential to a safe and positive Tour experience.

Guests must comply with all visitor codes of conduct, cultural protocols, wildlife rules, and instructions provided by ACT, guides, suppliers, host communities, and site operators.

Guests must not participate in any Tour activity while impaired by alcohol, cannabis, illegal drugs, misused medication, or any other substance or condition that compromises judgment or physical ability. ACT and its suppliers may deny participation to any guest who appears impaired or who may pose a risk to themselves or others.

Behaviour that compromises the safety, comfort, or well-being of others, or shows disregard for the environment or local communities, will not be tolerated. If such behaviour occurs and is not corrected immediately, ACT may modify or end the guest’s participation, remove the guest from the Tour, or refuse onward services.

If participation is denied or ended for conduct, impairment, safety, or compliance reasons, no refund will be provided. All resulting costs are the guest’s responsibility.

HEALTH, FITNESS, MEDICAL RESPONSIBILITY, ACCESSIBILITY, AND SPECIAL REQUIREMENTS

ACT Tours are designed primarily for adults and may include early starts, long days, stairs, transfers, uneven terrain, variable weather, remote services, marine conditions, charter aircraft operations, and wildlife environments. Each guest is responsible for ensuring that they can safely participate.

Guests should seek medical advice if they know or suspect that their physical or mental condition may be incompatible with participation.

Each guest is responsible for bringing and keeping accessible a sufficient supply of any required medications, medical devices, and related items for the duration of the Tour, including extra supply in case of unexpected delay. Resupply may be unavailable, especially in remote regions.

If a guest requires first aid, emergency medical treatment, or other urgent assistance during the Tour, the guest consents to such treatment as deemed reasonably necessary by ACT, its guides, and its suppliers.

If a guest requires non-scheduled or emergency evacuation, rescue, first aid, medical treatment, transportation, or similar services, all associated costs and expenses are the guest’s responsibility and will not be paid by ACT, unless expressly required by law.

Not all Tours are wheelchair-accessible or suitable for all mobility levels. Remote regions, small aircraft, vessels, docks, trails, and wilderness locations may have significant accessibility limitations. ACT will make reasonable efforts to accommodate disclosed needs where possible, but cannot guarantee that all Tours or all Tour components can accommodate all needs.

Dietary restrictions, mobility needs, allergies, and other special requests must be communicated at booking or as soon as possible afterward. Accommodation of special requests is not guaranteed, particularly in remote areas.

PHOTOGRAPHY AND PROMOTIONAL USE

During the Tour, guests may be photographed or recorded on video. By participating, guests consent to such photographs and video being used by ACT for advertising, promotional, marketing, social media, and website purposes, without compensation, to the extent permitted by law.

If a guest does not wish to be featured, they must notify both the Tour Conductor and the photographer, if one is present.

ACT will make reasonable efforts to honour opt-out requests, but cannot guarantee exclusion from all incidental or background appearances in public, shared, or group settings.

TRAVEL INSURANCE RECOMMENDATION

ACT strongly recommends that every guest purchase travel insurance appropriate to the Tour, including trip cancellation and interruption insurance, emergency medical insurance, emergency evacuation and rescue coverage, and baggage and travel-delay coverage.

Because many ACT Tours operate in remote or difficult-to-access areas, insurance is especially important.

For Tours that include the United States of America, out-of-country medical insurance is strongly recommended.

CHARGEBACKS AND PAYMENT DISPUTES

Guests must contact ACT first to attempt to resolve any billing or payment issue before initiating a credit card chargeback or similar payment dispute.

ACT may provide booking confirmations, invoices, acceptance of terms, waiver records, passenger-detail records, supplier records, and other relevant documentation in responding to disputes.

Improper or fraudulent chargebacks may result in cancellation of services, recovery action, collection costs, and any other remedies available by law.

PRIVACY

ACT collects, uses, and discloses personal information for booking administration, payment processing, waiver administration, Tour delivery, safety management, supplier coordination, and legal compliance. For details, please see ACT’s Privacy Policy.

GOVERNING LAW AND JURISDICTION

These Booking Terms & Conditions, and any dispute or claim arising from them or relating to a booking or Tour, are governed by the laws of the Province of British Columbia and the laws of Canada applicable in British Columbia. Any litigation must be brought solely within British Columbia and within the exclusive jurisdiction of the courts of British Columbia.

GENERAL PROVISIONS

If any provision of these Booking Terms & Conditions is held to be invalid, illegal, or unenforceable, the remaining provisions remain in full force and effect to the fullest extent permitted by law.

A failure by ACT to enforce any provision is not a waiver of that provision.

These Booking Terms & Conditions, together with the applicable waiver, itinerary, invoice, confirmation, and any written supplier-specific notices expressly incorporated into your booking, form the entire agreement between the parties regarding the booking.

The version in effect when the first payment is made applies to the booking, unless a change is required by law or is required to reflect mandatory supplier or safety requirements.

Guests should rely on the written booking documents issued by ACT. Descriptions, schedules, and operational details remain subject to change in accordance with these terms.

ONE-DAY CHARTER AIRCRAFT EXPEDITION SUPPLEMENT

Supplemental Terms for One-Day Charter Aircraft Expedition Tours

These supplemental terms apply to ACT Tours identified by ACT as one-day charter aircraft expedition tours, including the Grizzly Bear West Coast Tour where applicable. If there is a conflict between this supplement and the general Booking Terms & Conditions, this supplement governs for that Tour.

CHARTER FLIGHT OPERATOR AND TARIFF NOTICE

This Tour includes round-trip charter air transportation operated by Air North or another charter operator identified by ACT. The air transportation component is subject to the charter operator’s applicable charter tariff and conditions of carriage, as amended from time to time. If there is a conflict between ACT’s terms and the charter operator’s tariff or conditions of carriage for the air transportation component, the charter operator’s tariff or conditions of carriage governs that component.

LIMITATIONS OF LIABILITY FOR FLIGHT AND BAGGAGE

The charter operator’s liability for passengers and baggage is subject to the limitations of liability set out in its applicable tariff and applicable law. These limitations may restrict liability for loss, damage, delay, denied boarding, or other claims relating to the flight or baggage.

APPR NOTICE

Where the Canadian Air Passenger Protection Regulations apply, the charter operator will comply with applicable passenger standards of treatment and related obligations.

CANCELLATION TERMS FOR ONE-DAY CHARTER AIRCRAFT EXPEDITION TOURS

This Tour includes a private charter flight and other prepaid components. As a result, cancellation costs increase as the departure date approaches.

The booking deposit is non-refundable.

If you cancel before the final payment due date, ACT will refund amounts paid, less the non-refundable deposit and any non-refundable supplier costs already incurred on your behalf.

If you cancel on or after the final payment due date, the total Tour price is non-refundable.

If you do not travel, arrive late, miss check-in, are denied boarding, or are unable to participate because of documentation, identification, health, waiver, or conduct issues, no refund is available.

ACT CANCELLATION OR MAJOR ITINERARY CHANGE FOR CHARTER TOURS

If ACT cancels the Tour for reasons within ACT’s control, including minimum group size not being met, ACT will refund amounts paid to ACT for the cancelled Tour or offer an alternative option that you may accept.

If the Tour is disrupted by weather, safety considerations, operational decisions, airport restrictions, wildlife conditions, marine conditions, supplier action, or other events outside ACT’s control, ACT may modify the itinerary, timing, routing, activities, or services.

If a material Tour component cannot be provided, ACT will process refunds or credits based on amounts actually recovered from suppliers for the affected component or components, acting reasonably and in good faith.

PASSENGER INFORMATION AND IDENTIFICATION FOR CHARTER MANIFEST PURPOSES

You must provide each traveller’s full legal name and date of birth exactly as shown on government-issued identification. These details are used for flight manifest and regulatory purposes. Changes close to departure may not be possible.

If a traveller’s information is incorrect, incomplete, or does not match identification, the traveller may be delayed or denied boarding, and no refund will be available.

BAGGAGE RESTRICTIONS FOR ONE-DAY CHARTER TOURS

Unless ACT expressly advises otherwise in writing, checked baggage is not permitted on one-day charter aircraft expedition tours. Guests may bring only one small personal item or day bag, subject to the operator’s requirements and any stricter ACT operational limits.

CHARTER CHECKOUT ACKNOWLEDGEMENT

I have read and accept the Charter Flight and Tariff Notice, the cancellation terms, and the passenger information and identification requirements.