Terms and Conditions

1. Your Group Booking 

A group booking is made with us when you accept our written quotation and pay us a deposit. This booking is made on the terms of these Group Booking Terms and Conditions and the group leader will be our sole point of correspondence. 

2. Paying for Your Group Booking 

When you make your group booking, you must pay a non-refundable deposit. The balance of the price of your travel arrangements must be paid at least 10 weeks before your departure date. An interim payment may be required for some destinations; any such amount will be specified in our offer terms. If the balance is not paid in time, we shall cancel your travel arrangements and retain your deposit. 

3. Changing Your Group Booking

After our confirmation invoice has been issued, you wish to change your travel arrangements in any way we will do our utmost to make these changes but it may not always be possible.  If you wish to change or amend all or part of your group booking, the party leader must advise us in writing. Please note that certain travel arrangements, for example flight and rail tickets, may not be changeable after a reservation has been made and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangement. 

Where we can meet a request, all changes and additions will be subject to an amendment fee per individual, plus any extra costs incurred by ourselves and imposed by our suppliers; all costs related to these changes will be passed directly to the client.

Tours by air: For tours by air, it is the party leader’s responsibility to ensure that all names are given in full and exactly as shown on the individuals’ passport. We do not accept any responsibility for incorrect/abbreviated names submitted to us and any subsequent amendments will be dealt with as a name change and will incur the applicable charges outlined above. This information is requested and required at a very early stage in the group booking to secure flight seats. 

4. Cancelling Your Group Booking By You

You may cancel your travel arrangements at any time. Written notification from you who made the group booking must be received. Since we incur costs in cancelling your travel arrangements, you will have to pay cancellation charges as follows:

Period   before departure in which you notify us

Cancellation   charge

More  than 70 days: Deposit only

29 - 69 days:60% of tour cost*

14 - 28 days:80%   of tour cost* 

Less   than 14 day: 100%   of tour cost

You can cancel your group booking without paying the above cancellation charges if the tour is significantly affected by unavoidable and extraordinary circumstances. We will observe advice provided by the Foreign Travel Advice Office (www.gov.uk/foreign-travel-advice).

In such circumstances, we will arrange for your group booking to be cancelled and for you to receive a refund of 90% of the tour cost, the cancellation charge is for any extra costs incurred by ourselves and imposed by our suppliers, and it will be passed directly to the client.

5. Changing and Cancelling Your Group Booking By Us 

It is a term of your group booking that we are able to make changes to any aspect of your booking. If the change is insignificant, we will ensure that you are notified about it. Examples of insignificant changes include alteration of your outward/return flights, accommodation and itinerary. If the change is significant, we will arrange a meeting to discuss further details.

We reserve the right to cancel your group booking. If your tour is cancelled, you can either have a refund, postpone or accept an alternative tour. 

6. Medical Issues and Disabilities

If any member of your group has any medical problem or disability which may affect your arrangements, you must give us full details before confirming your group booking so that we can advise as to the suitability of the chosen arrangements. You must give us full details in writing at the time of group booking and promptly update us of any changes. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline their reservation.

7. Passport, Visa and Immigration Requirements

Your group members’ specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if any member of your group cannot travel because they have not complied with any passport, visa or immigration requirements.

8. Insurance

It is a condition of group booking with us that for overseas travel, you have adequate insurance in place for the duration of your tour. You must familiarise yourself with the cover provided, also provide a copy of the policy to each member of your group - accompanying staff and parents/guardians of the students. 

It’s your responsibility to ensure that you have adequate insurance cover to protect you and your group against the need to cancel your tour and/or provide assistance if group members are injured or ill, and that the insurance cover you purchase is adequate for your needs.

9. Behaviour 

We expect all clients to have consideration for other people. If in our reasonable opinion or in the reasonable opinion of any other person in authority, you or any member of your group behaves in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, we are entitled, without prior notice, to terminate the tour of the person(s) concerned. In this situation, the person(s) concerned will be required to leave the accommodation or other service. We will have no further responsibility toward such person(s) including any return travel arrangements. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination.

10. Supervision 

When you book with us, you accept full responsibility for any damage or loss caused by you or any member of your group . Full payment for any such damage or loss must be paid direct at the time to the accommodation owner or manager or other supplier. If you fail to do so, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your or any member of your group’s actions. Group Leaders and/or other adults accompanying the group agree to adequately supervise all members of the group. It is the Group Leader’s responsibility to ensure that: 

- No group member under 18 consumes alcoholic beverages without prior written consent of the parent/guardian. 

- No group member smokes in any smoke-free places or behaves in any other way which may cause a fire hazard. 

- All group members wear the lap belts provided for all journeys by coach. (Not always applicable to coaches sourced overseas). 

- No group member breaks a UK or local law. 

11. Special Requests 

Any special requests must be clearly notified to us by you in writing. We do our best to meet any special requests made by you and ensure that these are forwarded to the appropriate persons. We cannot guarantee, however, that special requests will be fulfilled and failure to do so does not constitute a breach of contract. 

12. Additional Assistance 

If you’re in difficulty whilst on tour and ask us to help we will provide appropriate assistance, in particular by providing information on health services, local authorities and consular assistance; and helping you to find alternative arrangements and any necessary phone calls/emails.

13. Complaint 

If you have a complaint, please inform us and the supplier of the service in question immediately so that the problem can be quickly resolved in the location that it arises. If you fail to follow this procedure we may not have the opportunity to investigate and rectify your complaint whilst you were at the tour location, and consequently this may affect your rights under this contract. 

Notice in writing of any claim or dispute must be received by us within 28 days of the date on which the tour ended. It is strongly recommended that you communicate any complaint to the supplier of the services as well as to ourselves without delay. 

14. Data Protection 

In order to ensure that your travel arrangements run smoothly, we need to use the information you provide including: names, addresses, passport details, special needs, dietary requirements. The information will be passed on to the relevant suppliers such as, hotels, excursion providers, airlines, transport companies. All personal information is processed in accordance with our data protection policy and is in accordance with the UK Privacy Regulation.