Terms & Conditions

The terms “B&R,” “we” and “our” refer to Butterfield & Robinson Inc., an Ontario corporation, and a tour operator registered under the Travel Industry Act of Ontario (registration nos. 01321983/01322989), which offers and operates all the trips listed herein. All trips are offered subject to B&R’s standard terms and conditions, which are found in our online trip planners, on our website here and by request. Please review the terms and conditions carefully prior to completing your reservation. Some of these terms and conditions are set out below to draw your attention to the fact that our obligations to you are limited.

Prices, Reservations and Payment*

To reserve your trip, we require a deposit of US$1,000 per person. The balance of your payment is due 95 days prior to departure. If reserving your trip within 95 days of departure, full payment is required. (Deposit amounts, conditions, and payment schedules may vary for private departures, please call for more details.) To complete your reservation, you must complete, sign and return a Traveller Information Form and an Acknowledgement of Risk, Release and Indemnity within 14 days of the receipt of your confirmation package, which will include these forms. These forms include additional terms and conditions of travel, including limitations of our obligations to you. Prices for our ‘Private’ trips are quoted as part of the trip design process and are not final until final payment has been received.

Cancelling/Switching Trips*

*Please note that these terms apply to our Small Group Scheduled departures (with some exceptions for certain departures which will be noted on your confirmation). Terms for Private trips will vary.

If you must cancel your reservation, the fees for doing so are as follows:
If you have to cancel your Small Group Scheduled B&R trip, you are entitled to the return of these amounts:

Number of days prior to your trip:

96+100% Refund of deposit
61-9575% Refund of trip cost
31-6050% Refund of trip cost
0-30100% Cancellation fee


Should you choose to cancel your trip between 61-95 days prior to your original departure date, you may transfer to a different trip in the same calendar year upon payment of a fee of US$250 per person. If you cancel this subsequent reservation, then the cancellation fees applicable shall be the higher of the cancellation fee on your original reservation or the cancellation fee on the trip to which you transferred. Within 60 days of departure, the regular cancellation fees will apply.

Cancellation Insurance

We strongly recommend you purchase cancellation insurance to protect yourself from unexpected circumstances that may cause you to cancel your trip. We recommend Cavalry Elite cancellation insurance. A summary of the Cavalry Elite cancellation and medical insurance will be included with your confirmation package and can be found here or by request. The price of Cavalry Elite travel protection is determined by factors such as your state of residence, region of travel, trip price and age. Please reach out to your Travel Advisor for an exact quote.

Cancellation by B&R

B&R reserves the right to cancel any trip at any time for any reason determined in our sole discretion, or if the quality of the trip or the safety of travellers is judged by B&R to be compromised. In such a case, B&R will endeavor to refund payments received by B&R. We ask that our valued clients recognize that there are expenses, including unrecoverable third-party deposits, that B&R cannot recoup as the planned date of a trip approaches and as a result, a 100% refund is not always possible. However, we are making every effort to recover, for the benefit our travelers, as many of those expenses as we are able.

B&R retains the sole discretion to run any trip notwithstanding the occurrence of any event or the existence of any condition in or near any place of travel included on a trip itinerary or in proximity to such a place or affecting travel, including air travel, in general. If B&R determines in good faith to run a trip, then no refund under this paragraph shall be payable with respect to that trip and any traveller cancelling a reservation shall be bound by the cancellation policies identified in the preceding paragraphs.


We require that travellers be at least 18 years of age (at time of travel) on all Small Group trips, with the exception of ‘Family’ trips, where age limitations may apply, and travellers under the age of 18 must be accompanied by an adult. There are no general age limitations on private although specific itineraries may have age-specific activities, and all minors must be accompanied by an adult.

Preparing for Your Trip

Our trips entail risks—and rewards—beyond those encountered at home. We count on our travellers to ensure they are healthy and fit; to read our pre-trip materials about clothing, training and medical requirements; and to appreciate that in some countries local living standards, practices, services and accommodations may differ from those in North America or Europe.

Travel Documents and Passports

The visa and passport requirements of countries to which we travel vary according to the nationality of each traveller and may change at any time for reasons beyond our control. Although we endeavour to provide you with accurate information about these requirements it remains the responsibility of each traveller to verify that he or she has the appropriate travel documents for his or her nationality. B&R is not liable for any expenses or costs arising from any traveller being prohibited from entering a country scheduled to be visited on a trip.

External Travel Services

B&R may recommend the services of external travel companies or other support services in response to requests made by travellers for services outside of the scope of a B&R trip. Although we endeavour to recommend only companies that provide the highest levels of service and work closely with them to try to obtain special treatment for B&R travellers, we do not guarantee the services provided by third parties. B&R is not liable for any injury, expenses or costs arising from any services, or lack thereof, provided by any third party nor the standards of care which travellers experience when using those services.


By sending a deposit toward your trip purchase and returning your Traveller Information Form, you certify that you do not have any physical condition or disability that would create a hazard for you or other travellers and that you have received all appropriate or necessary vaccinations indicated by your proposed trip. Please consult your doctor.


Before travelling on a trip, we strongly recommend you review your personal insurance and health insurance to ensure you have coverage appropriate to meet your needs, and the needs of your family and dependants, in case of any loss of property or illness, injury or death.


The term B&R in this document refers to Butterfield & Robinson Inc., an Ontario corporation, which offers and operates all the trips listed herein. The term Butterfield & Robinson in this document refers to B&R, and its related and affiliated companies, including Butterfield & Robinson Inc., and their employees, guides, shareholders, officers, directors and agents.

All B&R trips are intentionally designed to take clients “off the beaten path” to places where facilities, infrastructure, safety and other standards may not be sophisticated and may be different from those in a traveller’s home country. Trips involve physical activity that can be demanding, depending on the condition of the traveller, and the risk of serious personal injury, including permanent disability and death from accident, illness or the actions or negligence of other persons. Medical facilities and services may not be easily accessible and may not be sophisticated. There are other risks associated with the trips, such as theft or loss of or damage to property. Some of the services provided in connection with the trip, including lodging, transportation, food service, and local tours and activities, are obtained from independent suppliers over whom Butterfield & Robinson has no control.

Limitation of Liability, Release and Indemnity

When pricing each B&R trip, we strictly and expressly rely on each traveller to read, sign and return our standard Acknowledgement of Risk, Release and Indemnity form. This document will be sent to you after you have paid your initial deposit, and is also attached here. The document must be completed and returned to us at least 100 days prior to the trip’s departure. Our receipt of the completed and signed form will complete your reservation.*

*The Terms and Conditions for, ship-based trips and some Private trips are different. Please call for details. Trips within Canada are subject to the applicable federal value-added tax (GST or HST), some of which may be recoverable by some travellers.

Copyright © 2020 Butterfield & Robinson Inc. Issued December 2013. Butterfield & Robinson and B&R are registered trademarks of Butterfield & Robinson Inc.


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