Group terms and conditions

Deposit Deadline ($250 per person): June 28th, 2024

Final Payment Deadline: July 31, 2024

These Group terms and conditions apply in addition to the Sunwing Vacations WebsiteTerms and Conditions(https://www.sunwing.ca/en/terms-and-conditions). If there is aninconsistency between these Group terms and conditions and the general SunwingVacations terms and conditions, then the Group terms and conditions shall prevail.

Group booking details such as departure dates, duration(s), gateway(s), destination(s),passengers/room counts, room/cabin categories, prices, payment schedule, and EBBs are found in the INVOICE/GROUP BOOKING and any amendments thereto and form a part of this Contract.

We reserve the right to cancel confirmed Group inventory if there is a failure to comply withthe payment terms or other requirements outlined in this Contract. In the event that wecancel, penalties as outlined in this Contract will apply.

Full passenger names may be required at any point prior to departure. Failure to providenames within 48 hours of request may result in cancellation of the Group booking.Cancellation penalties as outlined in this Contract would apply.

Final rooming lists must be provided to Sunwing Vacations no later than 75 days (120 daysfor cruise packages) prior to the group's departure date unless otherwise requested by thesupplier depending on group size, type and stop sells. Rooming lists must specify specialrequests. While we do our best to accommodate all requests including bedding,location/adjoining/connecting rooms, they are based on availability only and cannot beguaranteed as they are subject to approval by our hotel suppliers. Sunwing Vacations willnot assume responsibility should requests be denied.

Sunwing Vacations reserves the right to release contracted or chartered seats that are notcommitted to with a deposit or with full payment, as applicable, per the payment schedule.Should Group seats booked be cancelled under any terms, including airport no shows, theseats will be returned to inventory and Sunwing reserves the right to sell the seats. No refund will be issued for unused seats or seats resold.

E-documents are released approximately 1-3 weeks prior to the Group’s scheduled departureprovided all names, birthdates and payments have been received in our office. Should any ofthe required information not be received, including payment, the release of documents willbe delayed. E-documents can be retrieved from sunwing.ca (www.sunwing.ca/etix). 

Sunwing Vacations makes tools available to the Group to allow Group members to check inas a group, choose their seats, obtain their electronic boarding pass, check-in any baggageand purchase any extra baggage allowance. Such tools may enable Group members to sharepersonal information with other Group members. It is the travel advisor’s responsibility toinform the Group members that their personal information may be shared with other Groupmembers, including that their personal information may be visible to other group membersas they check-in.

It is solely the responsibility of all travellers and you, as their travel advisor, to ensure that valid and proper documentation is obtained for each traveller. Failure to provide valid documentation may result in denied boarding of the aircraft and cancellation of your fl ightarrangements without refund.

It is your responsibility to be aware of and prepared for all legal, documentary, health andother requirements for your clients’ intended travel. Please visithttp://travel.gc.ca/travelling/advisories and https://www.sunwing.ca/en/travel-requirementsfor additional information. While we endeavour to keep you informed of any relevant changes to local laws, travel documentation requirements and any travel advisories issued,we cannot guarantee the completeness or accuracy of the information provided.

GROUP BLOCK SEATING

Complimentary group block seating, rows 18 and back on Sunwing Airlines, will be added to yourgroup booking 45 days prior to departure provided names and fi nal payment have been received.An updated invoice will be sent to you to confi rm seat numbers. Please allow 5 days forprocessing.

BAGGAGE

Transportation costs are not included for excess baggage and/or sports equipment of any typethat may require a separate in-destination transfer vehicle due to spatial restrictions. Pleaseconsult your Group Sales Representative for special arrangements and applicable costs, if any.

Schedule of Cancellation fees

Up to and including 60 days prior to departure the deposit is non-refundable.

44 to 59 days prior to departure 50% of total price is non-refundable.

43 days until after departure 100% of total price is non-refundable.

Occupants cancelling from a room will be subject to cancellation fees. Contract pricing will apply for remaining occupants based on the new room occupancy.

Booking Modification*

Prices per original group quote will apply if available (or a new quote will be required at time of change). In addition, fees will apply at:

21 to 59 days prior to departure, $200 per change per person

20 days or less before travel commences and thereafter, a change to travel date, departureor arrival airport, or hotel is considered a cancellation and full cancellation fees apply.

*Applies to individual modifi cations within a confirmed group itinerary.

A one time change of departure date, departure or arrival airport or hotel for the complete groupoutside 90 days is permitted free of charge otherwise cancellation penalties will apply.

Name Change

(A first or last name adjustment involving 3 or more characters)

21 to 59 days prior to departure, $200 per name**

8 to 20 days prior to departure, $300 per name**

7 days or less to departure, full cancellation penalties apply.

**Changing all names on a file constitutes a cancellation.

All changes are subject to availability. Details of the various change fees are available at time ofrequest and may vary depending on the nature of the change, the date of your request and thesupplier. Any changes to a confi rmed booking, including change of name, cruise line departuredate, stateroom/suite within the cancellation period set by the relevant cruise line will be treatedas a cancellation. Cancellation fees are applicable as outlined above. If the cancellation of one ormore passengers alters the stateroom requirements, the passengers still travelling must pay theapplicable rate for the accommodation to be occupied and the passenger cancelling must pay theapplicable cancellation charge.

The “group” has been counselled about and agree to the cancellation policy and fees.

My clients/the group have been counselled about and agree to the cancellation policy and fees.I/we have read, understand and hereby agree to the terms and conditions incorporated herein byreference.