There are two ways to register for a trip. If your Trip Organizer handed you paper forms, a parent or guardian must fill out and sign the forms and make a check for the deposit and cancellation protection, if purchased. Then hand your forms and check to your Trip Organizer or follow the instructions they have given you.
If your Trip Organizer gave you a Tour Number and Access Code, a parent or guardian must register the participant online. To do so, click on "My Tour" on the website menu on the left side of this page. Enter your Tour Number and click "Search". A new window showing a link to your Tour Number will open. Click on the link. A new page will open. Click on the Tour Number. You will be redirected to our registration site where you will have to enter your Access Code to have access to tour details and registration.
Can I use a credit card to pay my trip with Immersion Tours?
Yes. If you register online, you must use a credit card. If you register with paper forms, contact us so we can give you the procedure to pay with a credit card.
My check hasn't cleared at my bank yet. Why is it taking so much time?
We deposit checks in our Canadian bank account. It can take up to 30 days for the check to go from our Canadian bank and back to your US bank.
Why do you need final payment 60 days in advance?
Most of our suppliers need to be paid 30 days before the trip starts. It can take up to 30 days for a check to go from our Canadian bank and back to your US bank. Since we have to make sure all checks clear before we use the money, we need to receive final payment 60 days prior to departure.
We do not charge extra fees for adults, but since they are paying the same price as the students, their inclusions are also the same as the students' inclusions.
Tour price is based on quad occupancy for everyone, so that goes for adults as well. If any of them are not comfortable with the idea of sharing a room or bed with someone else, they do have the possibility of paying an extra fee to guarantee themselves a single, double or triple room.
Why aren't your prices listed on your site?
We customize each and every tour to fit each different group, depending on where they are from, when and how long they wish to travel, how many participants there are, etc.
Please complete the Request A Quote form to send us all the information we need to price your ideal tour.
Can I purchase my plane ticket using reward miles?
It is possible for you to use your miles to pay for the ticket. It is however your responsibility to get that ticket from your Frequent Flyer provider. The only thing we can do to help is let you know the flights the group will be travelling on and charge you only the land portion of the trip. If you cannot get on the same flights as the rest of the group, arrangements and expenses related to joining/leaving the group at destination will be your responsibility.
Can I earn reward miles for the ticket purchased through Immersion Tours?
Unfortunately, airlines do not give reward miles on group tickets.
What sort of ID do I need to travel from the U.S. to Canada?
Information subject to change between the time this document was put online and time of travel.
Air Travel: ALL travelers are required to present a valid passport upon entering Canada and re-entering the U.S.
If you are not a U.S. or Canadian citizen, or if you are a lawful permanent residents of the U.S. (Green Card holder), you need an Electronic Travel Authorization (eTA) to visit or transit Canada by air. You can apply now for an eTA. Applying for an eTA is a simple online process that takes just a few minutes. To apply you must have a valid passport or accepted travel document, credit card, and email address.
Land Travel :Immersion Tours recommends that all travelers have a valid passport when crossing the border to and from Canada. To enter Canada, travelers need to present proof of citizenship (such as an original birth certificate) and a picture I.D. (original documents). When returning to the United States from Canada all U.S. citizens are required to present either a U.S. passport, passport card, NEXUS card, Enhanced Drivers License or other Western Hemisphere Travel Initiative (WHTI)-compliant document. The only exception to this requirement is for U.S. citizens under the age of 16 (or under 19, if traveling with a school, religious, or other youth group) who only need to present a birth certificate (original, photocopy or certified copy), Consular Report of Birth Abroad, or naturalization certificate.
Taking both countries' requirements into consideration, ID requirements are as follow:
Students 18 years old and younger:
Passport OR passport card OR Enhanced Driver's Licence OR Birth certificate (original) + Picture ID
Adults 19 years and older:
Passport OR passport card OR Enhanced Driver's Licence
If you are a person lawfully admitted to the United States for permanent residence who is in possession of their alien registration card (Green card), you will need your Green Card when traveling to and from Canada.
Obtaining proper identification papers is the sole responsibility of the traveler. Fees related to obtaining proper documents are to be paid by the traveler.
If you are not a U.S. or Canadian citizen and are not a lawful permanent residents of the U.S. (Green Card holder), you may need a visa to visit Canada. Find out if you need a visa at http://www.cic.gc.ca/english/visit/visas.asp
Immersion Tours is not responsible in case a traveler cannot obtain required documents in due time and the inability to obtain those documents is not a reason for cancellation with refund.
We STRONGLY suggest that each traveler make 2 photocopies of their ID papers: one copy to leave home and one copy to bring on the trip in a bag separate from the originals in case original documents were to be lost.
I am traveling by bus from the U.S. Should I get a passport or a passport card?
We feel it is best for everyone to have a passport. A passport card is acceptable, but a passport is a better investment since the passport card will not be good for later trips involving air travel.
What sort of ID do I need when flying within Canada?
Airlines are required to check identification at the boarding gate for all passengers who appear to be 18 years of age or older. The name on the ID must match the name used on the ticket. The passenger must present:
• Two pieces of valid government-issued non-photo identification with matching names as long as at least one piece also includes the date of birth and gender; OR
• One piece of valid government-issued identification with photo showing the name, date of birth and gender.
Valid government-issued identification documents including name, date of birth and gender may be required when checking in for the flights.
For travelers younger than 18, an original birth certificate or non-government issued ID (e.g. a student card) is strongly recommended but not mandatory.
Unless otherwise indicated in your Group Trip Proposal, emergency medical insurance is included in your trip price. Your Trip Organizer should have given you the complete insurance policy along with the other registration forms. Note that we must have a participant’s completed Registration Form for them to be covered.
If medical insurance is not included, we strongly suggest you purchase it. Every participant should have medical insurance for the duration of the trip. Ask your personal insurance company if the participant is covered while traveling to Canada or outside your province. Many companies offer, for a small supplement, the possibility to cover the participant during a trip abroad. If it is not the case, Immersion Tours can provide medical insurance for the duration of the trip, or provide information on how to purchase it.
What about cancellation insurance?
Unless otherwise indicated in your Group Trip Proposal, your trip price does not include Cancellation Insurance. For a supplement, participants may add Cancellation Insurance to the package. The supplement depends on trip cost and the age of the participants. See the Trip Cancellation Insurance forms for details. Note that it is in no way mandatory to buy insurance with Immersion Tours. You may choose to purchase insurance from any company of your choice.
If medical insurance is not included in your trip price, please contact us for details on purchasing Cancellation and Interruption Insurance.
I purchased the optional Trip Cancellation Insurance. Will I be refunded if I cancel my trip because I don't feel like going anymore? How about if I have a major sports competition or family event preventing me from going?
No. The insurance company will refund your cancellation fees only if your reason for cancelling is an unforseen covered risk. These covered risks are listed in the Trip Cancellation Insurance form and the insurance policy you received when you first registered for the trip and purchased the Trip Cancellation coverage. If you did not receive the Policy, contact Immersion Tours to receive a copy.
We are traveling by bus. What happens if there are inclement weather conditions?
Immersion Tours will never cancel a trip because of a storm. We will always try to reschedule departure a few hours before or after a storm has passed so that the trip can still take place. Extra fees could apply in that case. If you, your school, your school board or any other authority decide to cancel your trip because of a snow storm, the Cancellation Policy listed in the Terms and Conditions will apply. Contact Immersion Tours to know how to prevent eventual inconveniences.
We are flying. What if our flight is delayed or cancelled?
This is a description of what usually happens. It might not apply to all situations.
If the flight is delayed, it will depart as soon as it is possible and you will pick up the trip where it should be. If the flight is cancelled, the airline can either put you on the next available flight OR refund your flights. It would then be your choice to either: A. Pick up the trip where it should be once you finally arrive at your destination: For example, if you get to Quebec at 10:30 on Sat. am, you would do the activities scheduled for that time (unless we are able to reschedule them for a later time/day without fees). You would continue the trip and return home as scheduled. B. Cancel the trip altogether in which case the airline would give us a refund on your tickets which we could then give you back. The rest of the amount paid for the trip will be subject to our Complete Group Trip Cancellation Policy listed in the Terms and Conditions.
What happens if I get injured or sick while in Québec?
Should you visit a doctor’s office or hospital while in Quebec, please note the following:
It is important to check with your medical insurance provider PRIOR to the consultation whether the consultation is covered by your insurance policy or not.
Even if the participant is covered by a medical insurance policy, the health facilities consulted (hospital, clinic, ambulance service) will most probably have to be paid on site. It will thus be your responsibility to contact your insurance provider to receive reimbursement.
Fees charged on site can be paid by cash or credit card.
Example of fees (approximates) :
Hospital visit : Hospital registration fees : approximately $ 450 CDN + honoraries + examination fees. Hospital stay : Approximately $ 2,500 CDN per night + specialist honoraries.
We use 3 and 4 star hotels located downtown Québec City. The hotel for your group will depend on your exact trip dates, number of participants, and hotel availability at the time of trip confirmation with a deposit.
How many beds are there in each hotel room?
There are two double beds per room. Since most trip prices are based on quadruple occupancy, this means participants are expected to share their bed with a fellow traveler (and their room with 3 other travelers). Genders are not mixed though. People who are not comfortable with sharing beds or rooms have the possibility to request single, double or triple occupancy rooms for a supplement. See your Group Trip Proposal for single, double and triple room supplements.
Should I bring my own hairdryer?
There is a hairdryer in each hotel room. No need to bring your own.
Electricity in Canada - Is it the same as in the U.S.?
Electrical systems in Canada are practically identical to those in the United States. You will not need adaptors of any kind.
Night supervision is simple, but very helpful and much appreciated by chaperones. The first night, the night supervisor will present himself/herself to the group leader and the group leader can introduce the supervisor to all the students so they know who he/she is. We ask that everyone be in their respectful rooms at 10:30pm each night. The night supervisor patrols hotel corridors where your group rooms are, and is there to make sure that everyone stays in their own rooms, that they do not make too much noise that could disturb other rooms, and that they are not disturbed by other guests. If a problem arises, a student simply has to open the room door, explain the problem to the supervisor, and he/she will take the proper course of action (i.e. advise the hotel and/or chaperones of the problem). At no time will the supervisor ever enter a student room unless he/she is accompanied by a group chaperone. In the morning, the supervisor leaves a written summary of the night events at the front desk for the group leader to consult.
This is one of the most common questions that we encounter... and one of the most difficult to answer. Consider the basics. We include breakfast and dinner each day as well as all the entrance fees to the activities which we describe in your itinerary. From a very basic point of view, almost everything is pre-paid. You will need to bring money for the following:
lunch each day (we recommend about $15 per lunch)
meals that you may want to buy on the way to or from the tour (at an airport or a fast-food lunch stop en route to your destination, for example)
tips for your guide and driver (see our FAQ about tipping)
souvenirs or fun money for snacks while on tour (this can vary greatly from one person to another)
fees related to checking luggage on flights
We recommend you establish a budget before you travel and spend your money wisely. Resist impulse buying when choosing souvenirs. Many things that seem like a great souvenir idea when on tour, simply collect dust or lose their value once you have returned home. Great souvenir ideas can be fun and relatively inexpensive. For instance, photos, unlike many other souvenirs, may actually increase in sentimental value with time. Get lots of pictures of yourself when you travel. Another souvenir tip from years of student experience: consider buying things that you can actually use, like articles of clothing or even toiletries. You may pay a bit more for a T-Shirt, a pair of jeans or that funky toothpaste with the French writing on the label, but these sorts of things can be a fun reminder of your travels.
How should I bring my money?
It is best not to put all your eggs in one basket. So ideally, you would bring different types of payment methods: cash, credit card, and debit card. There might be fees associated with using your cards outside the US. Make sure you know what these fees are before you leave home and use your card abroad.
Can I bring prepaid debit cards instead of cash?
Not all pre-paid cards work in Canada. You have to read the small print, making sure they can be used outside the U.S.
The best cards are those intended for travel. Both Visa and MasterCard offer a pre-paid travel card:
Most merchants accept US cash but it is always best to pay in local currency. The exchange rate you get on your money might be different depending on whether you exchange it at your local bank, at the airport or at an exchange bureau once at your destination. During one of your first outings in Quebec, your tour guide will show you where to exchange money if you haven't already done so. Note that exchange bureaus in Quebec request to see the ID and note the personal information of each person exchanging money. It becomes time-consuming to do this during the tour when traveling with a large group. It might be best to either withdraw money at an ATM or exchange money prior to arrival in Canada.
The lower denomination notes are best to have ($20 bills for instance) as many larger notes are often suspected as being counterfeit. Also, it is better to exchange smaller amounts if you are unsure that you will spend it all. Nothing is worst than paying a commission to exchange money once, and then twice to reconvert what is left over back into US currency.
For this reason, one of the most popular ways of bringing money to Quebec nowadays seems to be with debit or credit cards. Credit card companies will probably not charge extra fees for using them in a foreign country, unless you use them in ATMs. Your bank will probably charge you fees for using your debit card in Canada, so it might be a good idea to check that ahead of time to prevent any surprises. You also need to make sure your card can be used outside the US. Read the small print.
ATM's are ubiquitous in Quebec. The most common networks are Plus, Interact, Visa, and MasterCard (look on the back of your bank card). Furthermore, most restaurants and stores have Interac service (or direct debit service). As anywhere, Canada's ATM system is not 100% foolproof or reliable. Machines may be down just when you need one. Therefore, it pays to plan ahead and not to be entirely dependent on your card.
Your tour guide will show you the location of the exchange bureaus and ATMs.
What about tipping?
Gratuities for all of the group activities and group meals are already included in the price of your tour. You would only leave tips when you are eating and paying on your own, at lunch for instance (unless it is a fast-food lunch - same social rules apply as in the United States)
Unless otherwise indicated in your Group Trip Proposal, please note that gratuities for your tour guide and bus driver are not included. It is customary to give $3 per person, per day to the tour guide and $1.50 per person, per day to the driver, directly to them at the end of the trip. These are recommended amounts. It is up to your discretion.
This depends on when you travel. Warm clothes are essential when travelling to Quebec in the winter. A thick and thin layer combination with something windproof is the best idea. Don’t underestimate just how cold it can get or how much the weather can change from day to day. A temperature change of 30 degrees or more is not unheard of. Gloves, scarf, and hat should be worn during the winter to protect against frostbite and hypothermia. Good walking boots and warm socks are worth bringing for all travellers. Walking in the snow on roads that have not been swept can be extremely hard going and even in busy city downtown areas it can be the late afternoon before streets are cleared.
This is a suggestion list of things to bring. Do not forget you are allowed to bring only one suitcase and one backpack or carryall. Pack as lightly as possible.
Traveling in the winter (mid-December through mid-March)
Traveling in the spring or fall
socks and underwear
socks and underwear
hat or tuque
gloves or mittens
scarf & gloves or mittens
raincoat and umbrella
hat or tuque
Important recommendations for winter travel
Avoid cotton-made clothes as much as possible. Polyester is a better choice
You cannot wear jeans only. They make your skin freeze easily. Wear ski pants and ski underwear.
Mittens, a hat, and a scarf are mandatory
Wear ski pants and ski underwear
Hand and feet warmers ("Hot Pads") are good to bring. It will make your stay in the cold weather much more enjoyable. You can easily get them at Walmart for $1. Stow them in your checked luggage as they cannot be in carry-on luggage.
Absolutely no running shoes! Warm boots are a must. Two pairs are better than one as one pair can dry when you have the other on.
I suffer from severe food allergies. Can I still participate in a trip?
Yes. People with all types of allergies have participated in our trips – including some people with almost all the allergies possible! - and there were never any problems. As long as your allergy is mentioned on the reservation form in the allergies section, the restaurants will be notified in advance. You will also need to mention it to the waiters upon arrival in each restaurant. All restaurants we deal with are used to allergies. There are allergies in pretty much every group. If you are not comfortable with any of the meal choices offered, you may ask for something else. Restaurants are very accommodating with special requests due to allergies. And you can always ask about food preparation or ingredients on site if you are not sure. Your tour guide will be there to help with that. You should never hesitate to ask. It sometimes helps if you give us suggestions of things you can eat in advance. We can relay that information to the restaurants. It might also be a good idea for you to bring snacks you are used to. That way you won't have the trouble of finding them here.
Cell phone service while in Canada depends only on your cell phone provider. Most travelers do use their cell phones when they are in Canada. But there are fees. Rates will vary from one company to another. You might have to activate international or North American service. Some cell companies offer to activate it only for the duration of your trip. You should contact your cell phone provider for details.