Mahana Travel | Booking Policies & Disclosures

At Mahana Travel, thoughtful travel planning begins with clear expectations.

The following policies explain how inquiries, professional planning, reservations, payments, changes and travel arrangements are managed when working with Mahana Travel.

Our services include Group Space, Custom Group Travel and Personalized Escapes. The planning and booking process may differ depending on the type of journey, but all travel reservations and bookings are coordinated through Mahana Travel in Canada in association with Centre Holidays Inc., TICO #50018114.

Individual airlines, cruise lines, hotels, tour operators and other travel suppliers may have their own terms, payment schedules, cancellation policies and conditions. These apply in addition to Mahana Travel's policies and will be communicated when relevant to your journey.

BEFORE WE BEGIN

Choosing the right way to travel with Mahana

Mahana Travel offers three distinct ways to plan and book travel.

GROUP SPACE
We've secured the space. You choose to go.

Selected cruises, resorts and travel opportunities where Mahana Travel has secured group inventory, preferred rates or added benefits. Each departure has its own deposit, payment and cancellation conditions.

CUSTOM GROUP TRAVEL
Your people. Your journey. Professionally coordinated.

Travel designed for groups generally bringing together 10 or more travellers, including families, friends, organizations, celebrations, cruises and other shared journeys.

PERSONALIZED ESCAPES
Travel designed around you.

Professionally planned individual journeys built around your destination, priorities, pace, preferences and anticipated travel investment.

Custom Group Travel and Personalized Escapes are primarily available by referral and are reviewed before professional planning begins.

01 — INQUIRIES & JOURNEY REVIEW

Submitting an inquiry, Journey Profile or other request to Mahana Travel does not constitute a booking, reservation or professional planning agreement.

For Custom Group Travel and Personalized Escapes, we begin by reviewing the journey you're considering, including your destination, travel dates, number of travellers, priorities, expectations and anticipated travel investment.

If the request appears to be a good fit for Mahana Travel, you may be invited to a complimentary Journey Conversation.

This initial review allows both you and Mahana Travel to determine whether working together makes sense before professional planning begins.

02 — PROFESSIONAL PLANNING

Good travel planning begins before anything is booked.

Custom Group Travel and Personalized Escapes may require professional research, itinerary design, supplier coordination and the careful consideration of how each part of the journey works together.

When professional planning services are required, the scope of work and applicable Planning Investment will be explained before research begins.

A Professional Planning Agreement and payment of the applicable Planning Investment may be required before Mahana Travel begins custom research, itinerary development or supplier coordination.

Planning Investments compensate Mahana Travel for professional planning services and are separate from the cost of travel unless expressly stated otherwise.

03 — PROPOSALS, PRICING & AVAILABILITY

Travel proposals are prepared using the information, pricing and availability available at the time they are created.

Unless Mahana Travel specifically confirms otherwise:

quoted prices are subject to change;
availability is not guaranteed until the applicable reservation has been confirmed;
airfare, accommodations, cruises, transfers and experiences may sell out or change without notice;
currency fluctuations may affect the Canadian-dollar cost of internationally sourced travel arrangements; and
promotions and supplier offers may be changed or withdrawn by the supplier.

A proposal, itinerary recommendation or quote does not constitute a confirmed reservation.

Where possible, we will clearly identify important deadlines, deposit requirements and conditions before you authorize a booking.

04 — RESERVATIONS, DEPOSITS & PAYMENTS

A travel arrangement becomes confirmed only when the applicable supplier requirements have been satisfied and Mahana Travel has issued or communicated confirmation of the reservation.

Depending on the travel arrangement, confirmation may require a deposit, full payment, traveller information, signed documentation or other supplier requirements.

Payment schedules vary by supplier and journey.

Clients are responsible for meeting all communicated deposit and final-payment deadlines. Failure to make payment by the required deadline may result in cancellation of the reservation or loss of previously secured space.

Some deposits and payments may be partially or entirely non-refundable from the time of booking.

The conditions applicable to your particular reservation will be provided during the booking process.

05 — TRAVELLER INFORMATION

Traveller names and personal information supplied for reservations must match the traveller's applicable government-issued travel documents.

Before booking, please carefully verify:

Full legal name • Date of birth • Gender where required • Citizenship • Contact information • Other information requested for the reservation

Clients are responsible for reviewing confirmations and notifying Mahana Travel promptly if any information appears incorrect.

Airlines and other suppliers may charge fees for corrections, and in some circumstances a name change may require cancellation and rebooking at the then-current price.

06 — CHANGES, CANCELLATIONS & REFUNDS

Travel arrangements are subject to the change and cancellation conditions imposed by the applicable supplier.

Depending on the reservation, cancellation may result in:

loss of a deposit;
supplier cancellation penalties;
non-refundable airfare or other travel components;
loss of promotional pricing or benefits; and/or
applicable professional service fees.

Changing dates, names, destinations, accommodations or other components after confirmation may also result in additional costs.

Where a supplier authorizes a refund, processing times are determined in part by that supplier and the applicable payment method. Mahana Travel cannot guarantee the timing of supplier refunds.

Travel insurance may provide protection for certain eligible cancellation or interruption circumstances, subject to the terms and exclusions of the policy purchased.

07 — PASSPORTS, VISAS & ENTRY REQUIREMENTS

Every traveller is responsible for ensuring that they possess the documentation required for their journey.

Requirements vary according to factors including:

Citizenship • Passport held • Destination • Transit countries • Length and purpose of travel

Requirements can change.

Travellers should ensure their passports and other travel documents satisfy the requirements of every country included in their itinerary, including countries used only for connecting flights or transit.

Mahana Travel may provide general information and resources, but travellers remain responsible for confirming and satisfying the entry, exit and documentation requirements applicable to them.

08 — TRAVEL INSURANCE

Protecting the journey you've invested in matters.

Mahana Travel strongly recommends that travellers consider appropriate travel insurance.

Depending on the policy, coverage may include:

Emergency Medical • Trip Cancellation • Trip Interruption • Baggage • Travel Delay • Other insured risks

Insurance policies contain eligibility requirements, exclusions, coverage limits and claim procedures.

Travellers should carefully review the policy wording and ensure the coverage selected is appropriate for their circumstances.

If travel insurance is declined, Mahana Travel may require written acknowledgement of that decision where applicable.

[LEARN MORE ABOUT TRAVEL INSURANCE →]

09 — HEALTH, ACCESSIBILITY & SPECIAL REQUESTS

Please tell us as early as possible about mobility requirements, accessibility needs, dietary requirements or other considerations that may affect the planning of your journey.

We will communicate relevant requests to suppliers and, where possible, help identify travel arrangements suited to those requirements.

However, special requests remain subject to supplier availability and confirmation and cannot be guaranteed unless expressly confirmed.

Travellers are responsible for determining whether the travel arrangements selected are appropriate for their individual circumstances.

10 — FLIGHTS, CRUISES & SUPPLIER SERVICES

Airlines, cruise lines, hotels, tour operators and other travel providers operate independently and establish their own schedules, rules and conditions.

Flight times, aircraft, routes, cruise itineraries, ports, accommodations, excursions and other services may occasionally be modified by the supplier.

Seat assignments, room locations, connecting rooms, bedding configurations, special meals and similar requests may also remain under the control of the applicable supplier.

When Mahana Travel becomes aware of a material change affecting your confirmed journey, we will communicate the information available to us and assist with appropriate next steps where our services apply.

11 — WHILE YOU ARE TRAVELLING

Keep your final travel documents and relevant supplier contact information accessible throughout your journey.

If an issue occurs while travelling, notify the applicable supplier or local representative as soon as reasonably possible so they have an opportunity to address it.

Where Mahana Travel's assistance is required, contact us using the information supplied with your travel documents.

For journeys in The Islands of Tahiti, our local team connections may provide an additional point of support and destination perspective when appropriate, while travel planning, reservations and booking administration remain coordinated through Mahana Travel in Canada.

12 — YOUR RESPONSIBILITIES AS A TRAVELLER

Thoughtful travel planning works best when everyone has clear responsibilities.

We ask travellers to:

provide complete and accurate information;
review proposals, invoices, confirmations and travel documents carefully;
notify us promptly of errors or changes;
meet deposit and final-payment deadlines;
understand the conditions attached to the travel arrangements purchased;
maintain appropriate passports, visas and other documentation;
review applicable health, safety and entry requirements;
arrive at airports, ports and other departure points within the recommended timeframes; and
contact us promptly when something requires our attention.

IMPORTANT TO KNOW

Every journey has its own conditions.

These Booking Policies & Procedures provide the general framework for working with Mahana Travel.

Your individual journey may also be governed by supplier-specific booking conditions, fare rules, cancellation policies, insurance terms, signed agreements and other disclosures provided during the planning and booking process.

Where specific supplier conditions apply to a reservation, those conditions form part of the terms applicable to that travel arrangement.

Mahana Travel provides travel services in association with Centre Holidays Inc. | TICO #50018114

[READ OUR TERMS & CONDITIONS →]

Booking Policies & Procedures