Georgia Hardy Tours Inc. is a premium boutique travel company located in Toronto, Canada. Founded in 1987, G Hardy Tours specializes in creating uniquely tailored journeys for families, groups of all sizes and interests, schools, and cultural institutions. While Europe is historically a speciality, we send discerning clients all over the world with a particular affinity for seeking out the best destinations to match a unique goal and travel style. Learn more at www.ghardytours.com
G/Hardy Tours - Student School Trips Terms and Conditions
IMPORTANT NOTICE TO ALL TRAVELLERS
This document is a legally binding contract issued by Georgia Hardy Tours Inc. (operating as GHardy Tours Inc.) and accepted by travellers subject to the important Terms & Conditions below. By completing the registration for a tour and booking a trip, the traveller accepts these Terms and any other Terms & Conditions that is provided during the booking process.
PAYMENT & CANCELLATION
Deposit & Payment Schedule: Deposit and Payment Schedule vary according to the tour booked and indicated on the tour brochure. Accepted forms of payment will be specified at the time of booking. By submitting a non-refundable deposit, you authorize G/Hardy Tours to charge the provided credit card in accordance with the payment schedule established at the time of booking or trip confirmation. Submission of payment constitutes your acceptance of all terms and conditions.
Cancellation:
All payments received by GHardy Tours are 100% non-refundable. Requests to cancel must be submitted in writing by email to GHardy Tours. Travel Insurance is 100% non-refundable at the time of booking.
Any additional travel components not included in the tour price, such as airfare, cruises, or transportation, are subject to the terms and conditions and cancellation penalties imposed by their respective suppliers.
In the event of a Canadian Government Level 3 or Level 4 Travel Advisory, GHardy Tours assumes no responsibility or liability for losses resulting from cancelled travel plans, including but not limited airline services or bundled land arrangements such as accommodations and transportation.
Travel consulting fees are strictly non-refundable in the event of cancellation for any reason. In exceptional cases, the company may issue a voucher or credit for future travel, subject to specific conditions disclosed at the time of issuance. GHardy Tours is under no obligation to provide such a voucher or credit, and decisions will be made at the discretion of the travel advisor based on the unique circumstances of the situation.
Prices: All rates are based on current exchange rates and tariffs and may be adjusted if changes occur at the time of final payment. Schedules, departure dates, times, and itineraries quoted by GHardy Tours are subject to change without notice. Price increases are permitted up to 7% to cover unforeseen costs beyond GHardy Tours' control, including but not limited to fuel surcharges, government taxes, and currency fluctuations. Any costs resulting from such changes must be borne by the individual traveller. In the event of a price increase exceeding 7% (excluding increases due to changes in GST/PST/HST, or other taxes), the customer has the right to cancel and obtain a refund. No price increases will apply after the customer has paid in full. For group tours, if the minimum number of participants is not reached or changes, it may be necessary to revise certain tour components and/or adjust pricing to account for these differences.
RESPONSIBILITY & JURISDICTION
Responsibility: GHardy Tours and their agents act solely as agents for passengers regarding services provided by third-party suppliers, including but not limited to transportation, accommodations, restaurants, guides, and attractions. While GHardy Tours will exercise reasonable care in arranging and conducting the tour, the company is not liable for the actions, omissions, or policies of these independent service providers. Passengers must understand that living standards and practices at the destination may differ from those in Canada, affecting the provision of utilities, services, meals, and accommodations.
Limitations of Liability: GHardy Tours does not assume responsibility or liability for any claims, damages, expenses, or other financial losses, whether to persons or property, resulting from injuries, accidents, deaths, cancellations, delays, alterations, inconveniences, acts or omissions, or other incidents by airlines, transportation companies, hotels, resorts, restaurants, cruise lines, or other service providers. This applies to external events, including but not limited to natural disasters, pandemics, illnesses, strikes, quarantines, wars, armed conflicts, humanitarian crises, weather, force majeure, or any other causes beyond the control of GHardy Tours.
Individual travellers must recognize there are inherent risks associated with certain activities, including but not limited to, swimming, sports, biking, adventure activities (e.g., ziplines, off-road vehicles, horseback riding, skiing, rappelling and hiking), water-based activities, (e.g., boating, swimming, canoeing), and motorized vehicles (e.g., scooters, e-bikes, ATVs, jet-skis, helicopters, etc..). Participation in activities involves inherent risk, danger and hazards including but not limited to: accidents which occur in the water; slips, trips, falls; overturning or upsetting of watercraft; entrapment by trees, logs, deadfall and/or equipment; falling from watercraft; encounters with domestic or wild animals including bees and jellyfish; high winds or adverse conditions; equipment failure; failure of safety equipment; variation in water conditions, surfaces or currents; negligent first-aid; infectious disease contracted through viruses, bacteria, parasites and fungi which may be transmitted through direct or indirect contact; the negligence of other participants.
It is the individual choice of each participant to engage in activities. GHardy Tours assumes no responsibility or liability for injuries, damages, or losses resulting from participation in activities. It is strongly advised that travellers review their travel insurance to ensure it provides adequate coverage for any high-risk or optional activities they choose to participate in.
Release of Liability, Waiver of Claims, Assumption of Risk and Indemnity:
By signing the company’s Terms and Conditions you agree to waive your legal rights including the right to sue for negligence, breach of contract, breach of liability or claim compensation:
a. Waive any and all liability against GHardy Tours including vicarious liability, except in circumstances of gross negligence or willful misconduct.
b. Not commence or participate in any type of claim, lawsuit, or class action against GHardy Tours, except in cases of gross negligence or willful misconduct.
c. Release, indemnify, hold harmless, and forever discharge GHardy Tours for any losses or injuries arising during their participation in the travel program, except in cases of gross negligence or willful misconduct. In entering into this Release Agreement, I am not relying on any oral or written representation or statements made by GHardy Tours staff, agents and suppliers with respect to water, mountain, jungle or desert conditions and safety of participating activities.
d. Assumption of Risk: I am aware that participation in water activities and other activities involves inherent risk, danger and hazards including but not limited to: accidents which occur in the water; slips, trips, falls; overturning or upsetting of watercraft; entrapment by trees, logs, deadfall and/or equipment; falling from watercraft; encounters with domestic or wild animals including bees and jellyfish; high winds or adverse conditions; equipment failure; failure of safety equipment; variation in water conditions, surfaces or currents; negligent first-aid; infectious disease contracted through viruses, bacteria, parasites and fungi which may be transmitted through direct or indirect contact; the negligence of other participants. Communication on the water, mountains or other isolated territory is difficult and in the event of an accident rescue and medical treatment may not be available. I am aware camping, hiking, skiing and trekking involve risks and hazards including but not limited to: steep slopes, eroded riverbanks, glaciers and crevasses, obstacles and hazards; uneven terrain that is not regularly patrolled; becoming lost or separated from the guide; risks associated with camp or forest fires.
In the event of a Canadian Government Level 3 or Level 4 Travel Advisory, GHardy Tours does not assume responsibility or liability for any losses arising from cancelled travel plans for airlines or bundled land services including but not limited to accommodations and transportation.
Third-Party Suppliers: All tickets, coupons, and orders are subject to the terms and conditions imposed by the suppliers. If a performance or festival included in your itinerary is cancelled, the remainder of the tour will proceed as scheduled. If required to cancel, standard cancellation terms will apply.
In case of an accident or crime during the land portion of the tour, the passenger must submit any claims to the competent judicial authorities in the jurisdiction where the accident occurred, exclusively in accordance with the laws of that jurisdiction. Airlines and other transportation companies whose services are featured in these tours are not to be held responsible for any act, omission or event during the time passengers are not on board their conveyance. The passage contract issued by these companies constitutes the sole contract between the companies and the purchasers of these tours and/or passengers.
Itinerary Adjustments: GHardy Tours reserves the right to modify the itinerary when necessary to ensure the safety and convenience of the participants. Changes may include adjustments to transportation, accommodations, restaurants, attractions, and excursions. Any additional costs arising from these changes will be the responsibility of the participants. Deposits and payments made by participants to G/Hardy Tours are allocated to the various service providers and are non-refundable for any unused portions of the tour. For group bookings, no adjustments to the itinerary or group sizes will be permitted from clients after the final payment deadline, as such changes can disrupt the integrity of the tour.
Airline Group Seating: For tours that include airline group bookings, generic seating arrangements are provided by the airline when names are submitted for ticketing. GHardy Tours cannot guarantee specific seat assignments as seating is managed directly by the airline. Passengers may adjust their seating at the time of check-in, subject to availability.
Airline Deviation Requests for Group Tours: Group airfares are based on a minimum number of travellers. Any requests to deviate from the group airline booking will be considered on a special request basis and are subject to availability. Travellers are fully responsible for any additional costs associated with booking a deviation. Deviation requests must be submitted at least 120 days before departure to be considered. Refunds or credits for unused group airfare are not guaranteed.
Health, Safety, and Conduct: GHardy Tours, as the organizer of the group and its agents, reserves the right to decline, accept, or retain any participant or tour member at any time. GHardy Tours reserves the right to decline or remove any participant whose behaviour is deemed harmful to themselves and/or other group participants. Travellers agree to abide by the laws of the countries they visit, especially with respect to the use of alcohol and drugs. It's important to note that while cannabis may be legal in Canada, its legality may differ in other countries. Participants agree to abide by the rules of hotels, resorts, and villas where they stay. All additional costs associated with early departure from the tour will be assumed by the participant, and there will be no refund for the unused portion of the trip. Any costs associated with room or property damage deemed intentional by hotel, resort, and/or transportation suppliers will be the sole responsibility of the occupants and individual travellers
Any changes in health or medical status must be reported as soon as possible and in some cases may result in GHardy Tours withdrawing services and canceling the participant’s trip. Group tours typically involve active itineraries, requiring participants to walk approximately 6 kilometers per day over uneven terrain including but not limited to: cobblestone streets, staircases, bridges and unpaved walking trails. Unless specifically arranged and agreed upon during the tour planning process, tours are not designed to accommodate physical disabilities or limited mobility. GHardy Tours reserves the right to cancel a participant’s booking if significant changes in health or mobility occur between the deposit and the commencement of the tour, compromising the participant’s ability to complete the itinerary or affecting the group’s overall experience. Any resulting losses or costs will be the sole responsibility of the traveller. GHardy Tours does not provide or make booking arrangements for mobility aids (such as scooters, walkers, or crutches) or a personal support worker. Any additional costs incurred due to reduced mobility or injury will be the sole responsibility of the traveller.
Participants are strongly advised to have adequate travel insurance, including coverage for trip interruption or cancellation due to health changes, including COVID-19, prior to departure.
Dietary Restrictions: Dietary restrictions and allergies must be disclosed at the time of registration. GHardy Tours and individual restaurants will make every effort to accommodate these needs, not all requests can be fulfilled, and reasonable substitutions will be provided when possible. Travellers should be aware that meals in foreign countries often reflect local customs and may differ significantly from Canadian standards. Kosher or Halal meals cannot be guaranteed, and in such cases, vegetarian options may be recommended. GHardy Tours assumes no responsibility if meals do not fully meet dietary requirements or in the event of an allergic reaction.
Accommodation Preferences: If a traveller requires a single-occupancy room for any reason, this must be disclosed at the time of registration. The additional cost of a single supplement will be the sole responsibility of the traveller. Similarly, if a traveller requires a personal support worker or assistant for any reason, all related costs must be covered by the traveller. GHardy Tours, including group tour leaders, do not provide personal support or assistance to individual travellers. Accommodation is assigned based on the "best in class" available at the time of booking. However, GHardy Tours cannot guarantee specific room views, amenities, bed configurations, or floor locations at individual properties.
Risk Acceptance and Personal Safety: The decision to travel is solely the participant's choice, and each traveller is accountable for their personal safety while abroad. Participants agree to take all reasonable precautions to protect their well-being during the tour, including but not limited to the proper use of safety devices and adherence to all posted signs, as well as verbal or written health and safety warnings. GHardy Tours and its third-party suppliers are not liable for any loss, injury, or damages resulting from a participant's failure to follow safety guidelines or warnings.
Media Usage and Consent: GHardy Tours reserves the right to take and use photographs and video during the operation of any program or part thereof and to use them for promotional purposes. By booking a reservation with GHardy Tours, travellers (including minors) consent to the use of their name, photographs, and videos in promotional materials related to the program. Participants who prefer that their images not be used in promotional materials are asked to identify themselves to their tour leader at the beginning of their program. GHardy Tours will make reasonable efforts to respect these preferences. For student group tours involving minors, schools are responsible for securing permissions for the use of photos and videos for marketing purposes.
TRAVEL INFORMATION
Travel Documentation & Responsibilities: Passengers must ensure they possess valid passports for international travel, along with any necessary visas and/or proof of vaccination required by specific countries. Passports may need to be valid for a period beyond the return date. It is the personal responsibility of travellers to acquire all required travel documents, including valid passports, visas, eTA, Permanent Residency Card, proof of Covid-19 vaccination (if required), etc. Passengers must provide their correct legal name as it appears in their passport at the time of booking. Failure to do so may result in denied boarding.
For group tours, where a school administrator provides traveller details, it is the school’s responsibility to ensure that names, dates of birth, and other relevant information are accurate and match exactly what appears in the traveller’s passport.
GHardy Tours is not responsible for errors in travel documents based on the information provided by travellers. Any costs arising from name changes, including airline surcharges and penalties, will be borne by the traveller. Additionally, any costs related to re-booking a ticket, including missed connections on multi-destination trips, will be the responsibility of the traveller. GHardy Tours assumes no responsibility for passengers who fail to meet identification, visa, or passport requirements. No refund will be issued for incomplete travel documents, and any additional costs incurred, including denied entry, quarantine, health tests, etc., will be the responsibility of the traveller. Entry to a country may be denied, even if all required documentation is complete, as the country has sole discretion over entry decisions.
Canadians: You require a valid passport to travel and failure to comply will result in denied boarding of the aircraft. It is possible that you may require a visa for travel to one or all countries on your tour. GHardy Tours will advise if a Visa is necessary. Please contact the appropriate Consulate or Embassy immediately, as it is your responsibility to acquire all necessary travel documents before departure. Failure to provide the necessary visa(s) may result in denied entry, and any costs incurred will be borne by you.
Foreign Nationals (Non-Canadian): You require a valid passport to travel and failure to comply will result in denied boarding of the aircraft. Your passport may need to be valid for a longer period. It is possible that you may require a visa for travel to one or all countries on your tour. G/Hardy Tours will advise if a Visa is necessary. Please contact the appropriate Consulate or Embassy immediately, as it is your responsibility to acquire all necessary travel documents before departure. Failure to provide the necessary visa(s) may result in denied entry, and any costs incurred will be borne by you.
Re-entry to Canada: As of November 10, 2016, foreign nationals travelling to or via Canada require a visa OR an Electronic Travel Authorization (eTA). Visa-exempt foreign nationals of approximately 50 countries (including Britain, Australia, France) are required to apply for an eTA to return to Canada. An eTA can be obtained online. Failure to obtain an eTA will result in denied boarding of the aircraft for your return flight. All costs associated with obtaining an eTA and/or denied re-entry to Canada will be solely borne by you. Further information and the link to apply for an eTA can be found here: http:// www.cic.gc.ca/english/visit/eta.asp. Americans are exempt.
Canadian Permanent Resident: If you are a foreign national with Canadian permanent resident status, you must travel with your valid passport AND any applicable visas for the intended destination (see above) as well as your valid Permanent Resident (PR) Card in order to return to Canada. Failure to travel with your PR Card will result in denied boarding for the return flight to Canada, and any costs incurred due to denied re-entry will be your responsibility. Further information can be found here: https://travel.gc.ca/travelling/documents
Dual Canadian Citizens: Dual Canadian citizens who have previously used a non-Canadian passport to travel to or transit through Canada must now use a valid Canadian passport for re-entry, as of November 10, 2016. Failure to carry your Canadian passport will result in denied boarding. Any costs associated with denied re-entry will be solely borne by you. Further information can be found here: http://www.cic.gc.ca/english/visit/dual-canadian-citizens.asp.
Visa Assistance: GHardy Tours cannot schedule visa appointments. We can provide a travel agency letter outlining the nature of your trip and the urgency of obtaining a visa at least 120 days prior to departure. However, this letter does not guarantee visa approval or expedited processing, as visa issuance is at the discretion of the respective embassy/consulate, and it may vary depending on your individual circumstances. Please contact the appropriate Consulate or Embassy immediately, as it is your responsibility to acquire all necessary travel documents before departure. Failure to provide the necessary visa(s) may result in denied entry, and any costs incurred will be borne by you. G/Hardy Tours is not liable for inadequate or additional travel documents required by any destination.
To determine if a visa is needed, travellers can use Sherpa for current up-to-date travel documentation and understanding entry requirements and restrictions worldwide: https://apply.joinsherpa.com/explore/CAN?affiliateId=sherpa
Online Electronic Authorization Visas: (i.e.: ETIAS in the EU and ETAs in the UK) It is the responsibility of each traveller to apply online individually and pay the requisite fee to the governing body. The price of electronic visas is not included in the tour price. Processing time for electronic visas varies from 3-7 days. It is the responsibility of all travellers to apply for electronic visas if required for entry to their intended destination well in advance of travel.
Travel Insurance: G/Hardy Tours strongly recommends that all travellers purchase comprehensive Medical and Trip Cancellation/Interruption insurance to protect against unforeseen circumstances. We encourage travellers to carefully research insurance policies and contact their insurance provider to ensure coverage meets their individual needs. Proof of insurance may be required to travel.
GHardy Tours offers a range of travel insurance options to accommodate varying requirements. Insurance premiums are not included in the tour price.
School Group Tour Insurance: If insurance is included in a school group tour, be aware that the insurance policy's coverage is exclusively valid for the group tour dates as outlined in the brochure. For travellers extending their trip beyond the group tour duration—such as by staying abroad longer or deviating from the group tour—it is their sole responsibility to contact their insurance provider to arrange for extended or additional coverage.
Upgrades & Extended Tours: If you upgrade your trip after purchasing an insurance policy (e.g., by selecting business class airfare or upgrading accommodations), it is your responsibility to inform your insurance provider to adjust coverage accordingly. GHardy Tours is not liable for any consequences arising from a traveller's failure to secure appropriate insurance coverage for the entirety of their trip, including extended stays. Travellers must ensure their insurance policies provide adequate coverage for the full duration of their trips.
Travellers acknowledge that GHardy Tours has no control or influence over the claims process, or the outcomes of claims filed with insurance companies. All decisions regarding insurance claims are solely determined by the insurance provider.
If you choose to travel without comprehensive Medical and Trip Cancellation/Interruption insurance, you accept full responsibility for all costs and risks associated with medical emergencies, trip cancellations, trip interruptions, or unforeseen events that occur before or during the trip. Liability insurance is the responsibility of the individual traveller.
Covid-19 & Pandemics: You acknowledge that exposure to viruses or diseases, including COVID-19, is an inherent risk of travel that cannot be controlled by G/Hardy Tours. We bear no responsibility for interrupted or cancelled travel plans caused by COVID-19 or related restrictions, and any costs incurred for rebooking or adjustments are solely the responsibility of the traveller. Travellers must comply with public health guidelines at their intended destinations (e.g., testing, vaccination requirements, mask mandates, social distancing, self-isolation protocols, and other requirements) and accept that guidelines can change rapidly. Failure to comply with local laws and regulations could impact the vacation, including termination of travel services at the expense of the traveller. GHardy Tours will advise travellers on entry requirements to their destination(s) and the return to Canada. The information and disclosures provided are not exhaustive and are provided as guidance to make an informed decision. Travellers must understand that their trip may be extended for an indeterminate amount of time in the event of a disease or pandemic, with additional expenses incurred. GHardy Tours bears no responsibility for any costs related to a traveller testing positive for any infection or disease, which may include self-isolation, quarantine, COVID tests, meals, beverages, airline rebooking fees, medical fees, and other incidentals.
It is strongly recommended that travellers purchase comprehensive travel insurance to safeguard against unforeseen circumstances.
Revised May 2025
