The terms and conditions outlined in the document that must accompany the application to participate.

Transcription

1 PARTICIPANT AGREEMENT DWC Machu Picchu Challenge Developing World Connections, a society incorporated under the laws of British Columbia and its officers, directors, employees, team leaders, agents and/or in-country partner organizations (hereinafter referred to as DWC or DEVELOPING WORLD CONNECTIONS). In any circumstance, whereby the contents of this document are questioned, DEVELOPING WORLD CONNECTIONS interpretation will prevail. It remains DEVELOPING WORLD CONNECTIONS sole prerogative to interpret this document and to act accordingly. I, the undersigned, desire to participate as part of a DWC team on the DWC Machu Picchu Challenge, which may include, but is not limited to, travelling to and from other countries, travelling to and from other cities and towns, consuming food and living in accommodations available and provided in foreign countries and trekking or taking the train to Machu Picchu. I agree to follow DWC guidelines and policies as outlined in this document. I. Terms and Definitions DWC Machu Picchu Challenge Activities Release and Waiver of Liability Agreement Participant Donation The trip - The combined time, effort, participation in activities, and financial contributions of a volunteer toward the DEVELOPING WORLD CONNECTIONS trip to Peru to trek or train to Machu Picchu All events and actions related to the DWC Machu Picchu Challenge including events pre-departure, en route, while in Peru and post trip. The terms and conditions outlined in the document that must accompany the application to participate. The individual who will be contributing his or her volunteer time, effort and financial payment to the Developing World Connections Machu Picchu Challenge Any charitable payment made to DEVELOPING WORLD CONNECTIONS. Charitable Contribution In-Country Cost Total Cost A donation that each participant will make as part of his or her total cost. Each participant will receive a charitable tax receipt for this amount. The applicable contribution amount required to cover the in-country cost of food, accommodation, transport expenses, climbing fees, etc.. This cost is subject to change depending on group size and US exchange rates. The sum of the charitable contribution and in-country cost and does not include airfare at any time. Airfare The participant is responsible for all arrangements and flight costs. This cost is not part of the total cost. Service Provider The chosen and used tour operator providing the trip experience. II. Participant eligibility AGE: The minimum age to participate on DWC s Machu Picchu Challenge is 16 years old and must be accompanied by a parent or guardian. PASSPORT AND VISA Every participant must hold a valid passport (valid for a minimum of six more months after return home date) and tourist visitor s visa. RELEASE AND WAIVER OF LIABILITY AGREEMENT: Every participant must agree to the terms and conditions and sign the release and waiver of liability agreement. This document must accompany the participant s application and this participant agreement. HEALTH AND WELL BEING: Every participant must submit a completed and accurate health form prior to departure. The participant is advised to seek medical advice regarding his or her health eligibility to participate in this activity. In some instances, a physician s note/clearance may be required SERVICE PROVIDER: Every participant must submit a signed liability waiver as stipulated by the chosen and used service provider. The service providers reserves the right to terminate the participant s trip at any time. All costs associated with such termination shall be born by the participant(s) in breach of the providers rules and requirements. Participation agreement - DWC Machu Picchu Challenge 2018 Page 1 of 7

2 III. DWC MACHU PICCHU CHALLENGE payment policy PARTICIPANT PAYMENT POLICY: The total cost of the DWC Machu Picchu Challenge is $6,950 CDN, not including flights. 1) A $3,700 CDN* deposit, which is applied toward the total cost of the Machu Picchu Challenge, is due with the participant application. This will hold a spot on the trip. The deposit covers in-country costs (i.e. travel destination accommodations; most meals; in-country ground transportation except those expenses incurred during free time and climbing costs (guides, park entrance fees, food, camping equipment, cooks and porters). Please see in-country inclusions and considerations for more details. 2) A Charitable Contribution of $5,400 CDN. This amount is eligible for a Canadian charitable tax receipt. I am responsible for any additional costs I may incur in transit, during free or personal time, or for activities that are outside of the DWC Machu Picchu Challenge. DWC is not responsible for acts or failures of anyone who provides services to me in connection with its Machu Picchu Challenge trip. For example, DWC is not responsible for any costs I may incur due to delays or problems caused by any travel agent, airline, hotel, service provider, a foreign government or the Canadian government. DWC MACHU PICCHU CHALLENGE PAYMENT DEADLINES FIRST PAYMENT: The deposit must be paid no later than Nov. 30, 2017 The $3,700 CDN* deposit is due with a DWC participant application, participant agreement and liability and release waiver to confirm his or her registration. An application is not complete and the participant s space cannot be confirmed until this payment is complete. The participant must submit his or her participant application, liability and release waiver, this signed agreement and Llama Path's liability waiver and deposit no later than Jan. 31, FINAL PAYMENT: The final payment is due no later than March 1, The balance owing for the participant s total cost can be paid by credit card, e-transfer or cheque. Cheques sent in the mail must arrive before March 1, The participant s inability to pay or fundraise the amount required to cover his or her total cost in a timely manner will negate eligibility to participate. Failure to meet these payment deadlines will result in trip cancellation by DWC and/or its service providers. *This price is based on team of 20 participants. The in-country cost is subject to change depending on group size and US exchange rate. IV. ADDITIONAL COST AND CONSIDERATIONS INSURANCE: I must purchase or have a complete travel insurance package (including medical, emergency medical insurance, trip delay, lost luggage, trip cancellation coverage). This and a copy of proof of purchase is required in order to participate. It is my responsibility to insure I possess the necessary insurance and provide DWC and its service providers with proof of purchase. IMPORTANT: Many travel insurance policies DO NOT cover high risk activities such as climbing and trekking. These activities often require special coverage. PASSPORT AND TRAVEL VISA: I apply for and hold and a valid passport (valid for six additional months upon returning home) and a destination country visa. Costs to procure these required travel documents are my responsibility. HEALTH: I am responsible for obtaining all required health information and vaccinations. I am responsible for all costs incurred for the required health documents and/or vaccinations. FLIGHTS: I am responsible for booking and securing my own airfare. I may choose to use DWC s preferred travel agency or another agency. All costs and considerations related to air travel are my responsibility. TRAVEL DEVIATIONS: I agree to participate in a pre-trip orientation session regardless of my travel plans. I will inform DWC of my travel plans to ensure my arrival and departure is understood. If my travel schedule deviates from group activity, I will be responsible for any additional costs/arrangements for transportation to the location of the Machu Picchu Challenge, and try to coordinate my schedule with the rest of the group. Participation agreement - DWC Machu Picchu Challenge 2018 Page 2 of 7

3 V. CANCELLATION AND REFUNDS CANCELLATION AND REFUND: If I cancel my DWC Machu Picchu Challenge trip for any reason I must notify DWC in writing. In accordance with the Canada Revenue Agency (CRA) policy, any payment made to DEVELOPING WORLD CONNECTIONS eligible for a charitable tax receipt is non-refundable. DWC will not refund because of my inability to participate according to the scheduled itinerary. If I cancel, all funds contributed to my DWC Machu Picchu Challenge trip, after Nov. 30, 2017, are non-refundable. In all circumstances, the deposit of $3,700 CDN* is non-refundable after Nov. 30, 2017, and as such, the purchase of cancellation insurance is strongly recommended. With the purchase of cancellation insurance, the cost of trip may be recovered from the insurer and no portion is recoverable from DEVELOPING WORLD CONNECTIONS. DWC may cancel any participant s DWC Machu Picchu Challenge trip; reject an application at any time before departure. If DEVELOPING WORLD CONNECTIONS cancels the Machu Picchu Challenge, then all payments made before Nov. 30, 2017, will be fully refunded, with the exception of cash donations that cannot be traced to individual donors. DEVELOPING WORLD CONNECTIONS may cancel DWC s Machu Picchu Challenge at any time because of acts of war, terrorism, acts of God or unforeseen circumstances whereby the participant s safety and well-being could be jeopardized or the trip becomes unworkable. DEVELOPING WORLD CONNECTIONS also reserves the right to cancel if a minimum of eight people have not registered for DWC s Machu Picchu Challenge before Nov. 30, If DEVELOPING WORLD CONNECTIONS cancels DWC s Machu Picchu Challenge, all donations and payments made before Nov. 30, 2017 may be refunded, with the exception of cash donations that cannot be traced to individual donors. *This price is based on team of 20 participants. The in-country and climbing cost of $6,950 is subject to change depending on group size and US exchange rate. VI. DWC MACHU PICCHU CHALLENGE PAYMENT METHODS ACCEPTED PAYMENT METHODS: CHEQUE: Cheques are written to DEVELOPING WORLD CONNECTIONS. CASH: Cash is only accepted in person. Please do not send cash in the mail. MONEY ORDER: Money orders are written to DEVELOPING WORLD CONNECTIONS. The full name of the purchaser and his or her complete mailing address must be indicated. CREDIT CARD: Visa and Mastercard are accepted. All credit card transactions must be authorized by the card holder. To process a credit card the following is required: 1. The card holder s name as it appears on the card. 2. The card s expiry date. 3. The 16-digit card number and the three-digit security code found on the back of the card. * All third party (i.e. when a payment is processed without the card holder being physically present) credit card transactions require this 3-digit code. 4. Verbal authorization of the card holder if the participant is not the card holder. CREDIT CARD AUTHORIZATION: If applicable, I authorize DWC to automatically charge the applicable amount to my credit card at the applicable time according to the information I have provided on my participant application and/or booking form. Participation agreement - DWC Machu Picchu Challenge 2018 Page 3 of 7

4 VII. CHARITABLE TAX RECEIPTS ISSUANCE of CHARITABLE TAX RECEIPTS: DEVELOPING WORLD CONNECTIONS will issue a Canadian charitable tax receipt to the donor that is dated in accordance with the date the payment is actually received by DEVELOPING WORLD CONNECTIONS. If I am the donor, I will receive the issued Canadian charitable tax receipt no later than the end of February of the following year after the payment was received. For information on all registered charities in Canada under the Income Tax Act, please visit: Canada Revenue Agency (CRA): 1. It is DEVELOPING WORLD CONNECTIONS interpretation of CRA guidelines and strict policy to issue receipts to donors for payments directly associated with charitable work and for charitable purposes. All charitable receipts are subject to interpretation by CRA. 2. A charitable receipt is issued to the acknowledged donor whose name is directly associated with the payment. DEVELOPING WORLD CONNECTIONS will issue a charitable tax receipt to one person. In instances when two names appear on a cheque, the receipt will be issued to the individual whose name first appears on the cheque notwithstanding explicit instructions otherwise from the donor. 3. ELIGIBILITY: DEVELOPING WORLD CONNECTIONS will issue a charitable tax receipt for costs that are directly incurred and applicable to the participant s charitable contribution. Funds contributed through group fundraising are not eligible for a charitable tax receipts where there is no clear link between a donor and participant. A participant will never be issued a charitable tax receipt for group/mass fundraising. 4. Costs eligible for a charitable tax receipt are: All donations equal to or exceeding $20 CDN made directly to DEVELOPING WORLD CONNECTIONS for the charitable contribution. Charitable contribution of $5, Costs not eligible for a charitable tax receipt are: In-country costs related to Machu Picchu travel Insurance: travel, emergency medical, cancellation, baggage, etc. Travel necessities: passports, country visas, vaccinations, medications, etc. Costs associated with a culture tour or for tourism related activities such as transport, entrance fees, Any extra costs incurred because of a deviated travel itinerary Flight(s) 6. The charitable tax receipt will be dated in accordance with the date the payment is actually received by DEVELOPING WORLD CONNECTIONS. Charitable receipts will be sent via or mail and issued, at the latest, by the end of February in the year after the payment was received IX. TRAVEL ARRANGEMENTS AND FLIGHT POLICY I AM AWARE: That DWC shares personal information from the participant application, excluding financial information, with DWC s service providers and travel partners. I must buy my flights independently or through DWC s preferred travel agency. I may use a rewards program (such as Aeroplan or Air Miles) to book my flights. Any associated costs resulting from travel deviations caused by flights booked from a rewards program are assumed by me. TRAVEL DEVIATIONS: Although I may decide to depart prior to the DWC Machu Picchu Challenge, I agree to participate in a pre-departure orientation session. I will inform DWC of my travel plans to ensure my arrival and departure is understood. If my arrival or departure travel schedule deviates from trip schedule or group activity I will be responsible for any additional costs/arrangements for transportation to the Machu Picchu Challenge location and will try to co-ordinate my schedule with the rest of the group. TRAVEL INITERARY: DWC requires that all volunteers arrive at the designated DWC Machu Picchu Challenge location by the scheduled arrival date. Participation agreement - DWC Machu Picchu Challenge 2018 Page 4 of 7

5 VIII. FUNDRAISING IF I CHOOSE TO FUNDRAISE: I will inform DEVELOPING WORLD CONNECTIONS and will be provided with appropriate DWC fundraising forms. I will follow DWC fundraising policy as outlined below. 1. A participant can only fundraise for costs that are eligible for a charitable tax receipt. 2. All donations are to be made directly to DEVELOPING WORLD CONNECTIONS, not to the participant. Cheques written to the participant will not be eligible for a tax receipt, unless it forms part of a proxy contribution (see # 6 below). 3. Charitable receipts will not be issued for cash donations not made in person. When cash is the only viable donation method for fundraising, the donor is eligible if his or her donation forms part of a proxy contribution (see # 6 below). 4. It is the participant s responsibility to ensure that donations submitted to DEVELOPING WORLD CONNECTIONS towards his or her charitable contribution must be accompanied by the following information: the full name of the participant doing the fundraising the donor s full name and complete mailing address charitable tax receipts can not be issued without this information and it is the participant s responsibility to provide DEVELOPING WORLD CONNECTIONS with the donor s updated information. 5. Charitable tax receipts can only be issued to those whose names appear on the respective cheques, or to those who have signed the applicable forms as part of a proxy contribution (see # 6 below). 6. A proxy contribution is a payment made by a participant on behalf of his or her donors; a proxy contribution is only for cash donations. Each proxy contribution must: Be made by the participant (i.e. with a cheque in his or her name, or with a money order purchased by the participant). Be accompanied by a DEVELOPING WORLD CONNECTIONS fundraising form with its respective signatures, names and addresses. 7. DEVELOPING WORLD CONNECTIONS will keep an updated record of the donations received on the participant s behalf, but it is the participant s responsibility to maintain his or her own records. The participant may inquire at any time about his or her record of contributions and donations and DWC will provide a record of contribution to date within two to three business days. In the event that a discrepancy exists and the participant does not have sufficient evidence or record of contributions and donations, DEVELOPING WORLD CONNECTIONS records will be considered accurate. 8. For all payments made online, the participant assumes responsibility for learning and factoring in online payment processing time which may take up to two weeks. The participant is responsible for ensuring all funds have been received by DEVELOPING WORLD CONNECTIONS prior to payment deadlines. 9. Donations made to DEVELOPING WORLD CONNECTIONS as part of a group fundraising effort must be accompanied by a clear and concise written explanation of the portion allocated to each participant s charitable contribution. The sum of the individual portions must equate to the total donation amount. 10. The sum total of the contributions and donations towards a participant s charitable contribution is tallied progressively in the order DEVELOPING WORLD CONNECTIONS actually receives payment. Payments are due according to contribution schedule and calculated based on funds actually received. 11. Any funds raised through group or mass fundraising is not eligible for a charitable tax receipt where there is no clear link made to an actual donor; therefore a participant will not receive a charitable tax receipt on behalf of group or mass fundraising donations. 12. It is the participant s responsibility to collect and send all donations which can be mailed or delivered directly to DEVELOPING WORLD CONNECIONS by the participant. All donations must be received before Jan. 31, 2018, or up to two weeks prior to final balance being due, whichever comes first, in order to be attributed to the participant s charitable contribution. 13. Any amount fundraised in excess of a participant s charitable contribution will be redirected for charitable purposes as deemed by DEVELOPING WORLD CONNECTIONS. Excess amounts fundraised by an individual will not be redirected towards another participant s charitable contribution. 14. Any bank charges associated with cheques returned for insufficient funds will be attributed to the amount owing of a participant s total costs. Participation agreement - DWC Machu Picchu Challenge 2018 Page 5 of 7

6 X. DWC MACHU PICCHU CHALLENGE IN-COUNTRY The following ITEMS are included as part of the total cost for the DWC Machu Picchu Challenge IN-COUNTRY COST: The participant will receive access to designated DWC trip co-ordinator and a dedicated travel agent with one of DWC s travel partners. Participants will also receive pre-trip resources/orientation and any other administrative DWC Machu Picchu Challenge resources deemed necessary by DEVELOPING WORLD CONNECTIONS. CHARITABLE CONTRIBUTION: Each participant contributes a substantial donation to DWC. This contribution will be used to provide funding to support educations initiative in Peru. DWC will issue Canadian charitable tax receipts for any donations made to the participant s charitable contribution. IN-COUNTRY INCLUSIONS: TRANSPORT: Included is transport to and or from Machu Picchu. Participants with deviated travel itineraries are responsible for any costs incurred. DEVELOPING WORLD CONNECTIONS may assist in arranging deviated travel needs. Transport may be by bus, van, taxi, bicycle, scooter, rickshaw/tuk-tuk, motorbike or on foot. ACCOMMODATIONS: The participant s accommodations for the nights specifically associated with the DWC Machu Picchu Challenge. Accommodations are based on double occupancy. Unless explicitly requested by a participant, DEVELOPING WORLD CONNECTIONS will arrange for double occupancy accommodations and cannot guarantee single occupancy. Additional costs will apply if the participant requests or requires single occupancy accommodations. Accommodations include hotels in Lima and Cusco. Also included are camping equipment and other gear, four-season mountain sleeping tents (a triple tent used as a double or single (with supplement), each tent with a custom-made ground sheet covering the both vestibules, to allow clean and dry storage of gear, and keeping water, mud or dust from entering the tent plus a threeinch blow-up foam mat to ensure a comfortable rest and large weather-proof dining tent. FOOD AND WATER: Included are the costs for breakfast, lunch and dinner consumed in-country during the days specifically associated with the DWC Machu Picchu Challenge. Three hearty meals a day plus snacks upon arrival in camp. Llama Path Tours is providing food on the Inca Trail, and other meals will be provided by DWC contractors. Staying hydrated is absolutely essential to stay healthy during your trip. Bottled water for each volunteer is included. (The cost of snacks and alcohol is never included.) MOUNTAIN FEES AND OTHER ASSURANCES: * Park Fees * Campsite fees * Emergency rescue fees * Mountain operators license *Comprehensive climb briefing before the trek DWC TEAM LEADER AND SERVICE PROVIDER STAFF Each group will have a dedicated trained volunteer DWC team leader to accompany the group during the duration of the DWC Machu Picchu Challenge. The service provider will also provide: professional mountain leader and guides and at least one guide for every three guests, to ensure personalized attention as well as cooks and porters Any transport, accommodation and/or food costs incurred in transit to Peru before the start of the DWC Machu Picchu Challenge or en route home are not included. Participation agreement - DWC Machu Picchu Challenge 2018 Page 6 of 7

7 XI. DWC MACHU PICCHU CHALLENGE IN-COUNTRY RULES AND LAWS I AGREE TO FOLLOW RULES AND LAWS: I will be a respectful guest in Peru and participant in DEVELOPING WORLD CONNECTIONS Machu Picchu Challenge. I agree to follow all applicable rules, policies and guidelines of DEVELOPING WORLD CONNECTIONS, the service providers and the laws of the country and community. This trip will be physically demanding. It is my responsibility to disclose an accurate account of any limitations in my mobility and all other relevant information relating to my health and fitness at the time of booking. I must also advise DWC and any and all service providers of this tour, where applicable of any change to my level of mobility or health and fitness between booking and starting my trip. DWC and the service provider reserve the right in their absolute discretion to terminate without notice the trip arrangements of any participant who is likely, in their reasonable opinion, or in the opinion of any operator or any other person in authority, to be unable to cope adequately with the demands of the trip. In either of these circumstances all of DWC and the service provider obligations to me under this contract or otherwise shall cease, full cancellation charges apply and DWC and the service provider shall not be liable for any refund, compensation or costs incurred by me whatsoever. Prior to commencement of the climb, the guide will explain the trip rules and, in particular, any rules established by national parks, museums, historical sites, etc. It is essential that all guests obey all rules and respect the authority of their tour guide as a local expert. In the event that a participant refuses to comply with such rules, behaves in an illegal, offensive or inappropriate manner which negatively impacts the trip, behaves in a way which negatively impacts the safety of the trip as a whole, other tour guests or others (as determined by the sole discretion of the Llama Path guide), places the tour at risk or in violation of established national park rules, or Llama Path trip rules, the company reserves the right to terminate such guest's trip. All costs associated with such termination shall be born by the participant in breach of the trip rules. If I do not follow all rules, laws, policies and guidelines, a DEVELOPING WORLD CONNECTIONS team leader, the service provider, any operator or any other person in authority, has the authority to ask me to leave the team anytime during the duration of the DWC Machu Picchu Challenge. If I am asked to leave, I agree to leave immediately. All costs incurred by me will be my responsibility. If I do not follow all rules and laws of Peru, DEVELOPING WORLD CONNECTIONS is not responsible for my action, possible incarceration or legal issues. All costs incurred by me will be my responsibility. These conditions are subject to Peruvian law as applied in the country and the courts in Peru shall have sole jurisdiction. HAVE YOU READ IT? (initial) HAVE YOU UNDERSTOOD IT? (initial) Signed this day of, 20 in the presence of: Witness Signature Witness Print Name Participant s Name (Please Print) Participant s Signature Witness Print Address Participation agreement - DWC Machu Picchu Challenge 2018 Page 7 of 7