Group Terms & Conditions


As a Canadian citizen, you are required to present a valid Canadian passport for entry to most destinations. A passport with at least 3 months’ validity beyond intended travel time is required for most international travel destinations for all travellers however some require a longer validity. You can confirm your the entry requirements for each country at:  The required travel documentation does vary from country to country and may vary depending on citizenship. It is the responsibility of each traveller to obtain at his/her expense all relevant documentation, including visas. Any traveller without proper documentation will be denied boarding and will be responsible for any losses or costs because of the improper documentation.



**Note: travel requirements may change at anytime without notice. Be sure to check with the Canadian Government for the most up to date information:

Canadian Government Travel Requirements – COVID-19

Be sure to also check the requirements for your destination country prior to travelling.


Round trip airfare, accommodations, round trip hotel transfers. 

All inclusive package details can be found in your service provider’s most current brochure or website.


For pre-registration groups (booked 8 months or more prior to departure), flight schedules may not be available. All guests will be notified once flight schedules have been released by the airlines.

 Travel dates, flight times and aircraft are subject to change by the airline at any time with or without notice or compensation. Please be sure to reconfirm flight times 24 hours prior to departure.


A non-refundable deposit per person is due at the time of booking by the Service Provider.  Deposit is required to book your space. 


Final payment will be processed on the authorized credit card provided within 7 days of the final payment date. If you would like to use an alternate method of payment, please advise us at least 10 days prior to your final payment date. If the remaining balance is not received by the final payment due date, the reservation will be cancelled, the deposit forfeited, and the group pricing may be retracted. Full names of travellers, as per passport, as well as dates of birth will be required at final payment. Name changes are generally not allowed after final payment and subject to the rules of your Service Provider.


The Service Provider (tour operator, airline, hotel, etc.) may at any time make changes or cancellations due to COVID-19 pandemic. Travel advisories, quarantine limitations, or entry requirements may also change at any time. All current terms and conditions apply, and the service provider reserves the right to uphold these terms and conditions. We, Ultimate Destination Weddings Ltd. are unable to alter the service provider’s terms and conditions and are bound to them as well. 


Service Providers will not issue a refund or reimbursement for unused travel services due to any incident beyond their control including COVID. If a travel booking or portion of the booking is cancelled due to inclement weather or personal illness, refunds must be claimed and approved by your travel insurance provider (only if purchased through Manulife Global Travel Insurance or your personal insurance provider). Otherwise, there is no entitlement to a refund or reimbursement beyond the tour operators’ terms and conditions. Service providers may offer future travel credits as a form of reimbursement at any time.

If a tour operator and/or airline has cancelled your flight, a refund will be offered to your last method of payment albeit cash, credit card or future travel credit. If you used a future travel credit for payment, your refund can only be issued back in this form as per terms & conditions with the service provider. 


If the accommodations are sold out and no further rooms can be released, the hotel will go on a “STOP SELL”. In an event of a “stop sell”, the Service Provider will require a full payment immediately regardless of when the final payment is due. Once a hotel has been put on “stop sell”, no further changes (including name and/or occupancy) will be permitted. Failure to comply with the Service Provider’s terms and conditions may result in cancellation.


Regardless of the status of payment or even upon confirmation of final itinerary, all flight times, flight itineraries, carriers and aircraft types are subject to change with or without notice by the service provider. The Service Provider(s) also reserves the right to add on-route stops without notice or compensation.


Changes with the group booking after confirmation are not permitted after the deadline date or if the hotel is on stop sell/sold out. Changes may be denied by the tour operator, hotel, or airline at any time.


Cancellation fees apply based on the date of cancellation. Terms and conditions may vary and will be provided prior to booking.

Prior to final payment:                 Loss of deposit

After final payment:                      100% non-refundable


It is strongly recommended that travel insurance be purchased to provide protection for the duration of the travel as well as the days leading up to departure. Travel insurance can be purchased upon payment of deposit. Those that decline travel insurance will be requested to sign a Manulife Global Travel Insurance waiver form. Travel insurance will be quoted once birth dates of travellers are provided and a medical questionnaire has been submitted (if applicable). Travel Insurance for COVID-19 related expenses is strongly recommended to be purchased in addition to the standard medical, cancellation and interruption coverage. COVID-19 is not a covered expense under the cancellation and interruption coverage. In the event of an insurance claim, Manulife will consider future travel credit as reimbursement from the service provider and will only reimburse based on any non-reimbursed portion of your trip.


If for any reason, any travel service provider is unable to provide the service for which was contracted, your remedy lies against that provider and not with Ultimate Destination Weddings Ltd. In the event that payment has been made to Ultimate Destination Weddings Ltd. by credit card, you agree that you will not seek to chargeback your payment to Ultimate Destination Weddings Ltd. 


All sales are final on a group reservation. Prices are non-negotiable and will not be discounted to match other tour operators, seat sales, or online booking engines, including that of Ultimate Destination Weddings Ltd. Seat sales apply to reservations booked at that time and are not valid on group reservations. This contract permits price increases. No price increases are permitted after the customer has paid in full. If the price increase is more than 7%, except increases resulting from an increase in retail sales tax or federal goods and services tax, the customer has the right to cancel the contract and obtain a full refund.


The acceptable methods of payment include major credit cards (American Express, Visa, MasterCard) or e-mail money transfer. Credit card may be denied under certain circumstances especially if the traveller and/or payee do not reside in Canada. Visa or MasterCard Debit Cards may not be accepted by all service providers.


Please notify us of any special requests at the time of booking. All requests will be submitted to the Service Provider; however Ultimate Destination Weddings Ltd. and/or the Service Provider cannot guarantee any of these requests and are at the discretion of the hotel(s). 


Group seat selection may be available for a fee through your Service Provider. Group seats are automatically assigned in a block of seats on the aircraft, though seating with specific travellers cannot be guaranteed, even if guests are rooming together. Names are required to assign seats. Passengers wishing to select seats outside of the group block will pay regular seat selection rates. No special requests for bulkhead, exit row seating or 2-seaters will be accepted for group seat assignment. No amendments or additions are permitted once group seat selection is finalized. Seat selection may be altered at anytime by the airline due to an aircraft change without notice or compensation.

Upgraded seats may be available for an additional fee. Please inquiry with your specialist directly.


All travel documentation will be issued approximately 3 weeks prior to departure. Documents will be sent electronically to the e-mail account provided at the time of booking. Should there be incorrect spelling of names outside of what was provided at time of booking, the service provider will charge a fee and/or can deny these changes. Fees and authorization are dependent on contracts, notice and changes needed. 


Personal incidental charges are the responsibility of the traveller(s), and unless otherwise noted, the group pricing does not include local and long-distance charges, internet charges, gratuities, bellman, housekeeping, all personal expenses, and any other services not listed as included in the group price.


Tourist Cards may be required to enter the travel destination. This tourist card may require a fee to be paid locally. You will be notified of this fee prior to departure.


Departure taxes may be required to exit the travel destination. This departure tax may require a fee to be paid locally in cash or by credit card. You will be notified of this fee prior to departure


The Mexican state of Quintana Roo has implemented a mandatory environmental sanitation tax tax to help maintain the beaches and diverse ecosystems in the state. This tax will be charged per room, per night at the hotels located within the area (this included Riviera Maya, Cancun, Playa/Costa & Isla Mujeres). Guests may elect to pay the local tax in Mexican pesos, by cash or credit card, upon check-in locally at the hotel. 25 Mexican pesos (approx. $1.50 – $2.00 CAD) per room, per night


Foreign Affairs offer a registration service for all Canadians travelling or living abroad. This service is provided so that the government officials can contact you to assist with an emergency in a foreign country, especially during a natural disaster or civil unrest. Please visit to register. On that same site, you can review information about your destination that may be useful when planning your trip.


If for any reason, the Service Provider must amend your travel booking, including but not limited to flight schedules, accommodations, transfers, aircraft carrier, please ensure that the best contact details for the travel coordinator(s) have been provided.


If any dispute arises about this agreement, how this agreement applies or arising of your use of this reservation, the laws of Canada will apply. You irrevocably and unconditionally submit to the non–exclusive jurisdiction of the courts of Canada, and waiver any right that you may have to object to an action being brought in those courts.

By booking with Ultimate Destination Weddings Ltd. you have agreed and understand the terms and conditions of the services provided by the Service Provider(s) and Ultimate Destination Weddings Ltd. You acknowledge that you are over the age of majority and the terms and conditions of the Service Provider(s) were offered and/or were made aware of them at the time of payment.  You also agree that the dates of travel, destination and pricing have been quoted correctly on your invoice.

Should you have any questions about any of these terms and conditions, please notify your Ultimate Specialist prior to finalizing any travel details. By finalizing travel details, you confirm that all terms and conditions have been reviewed in its entirety and agreed upon. You agree to the terms and conditions set by Ultimate Destination Weddings Ltd and its