Making Your Booking
To confirm a booking, the group leader and participants should provide us with the information requested. All bookings are subject to our booking conditions. Participants and the organisation should confirm acceptance of our booking conditions by signing and returning our booking form or in writing by some other means (such as e-mail). The group organiser must be authorised by all participants and the organisation to make a booking with us on the basis of our booking conditions. By making a booking, the group organiser confirms that all participants and the organisation agree to the booking conditions. The group organiser is responsible for making all payments due to us as set out in more detail in clause 2 below.
Subject to the availability of your chosen arrangements and receipt of the payment due at the time of booking (see clause 2), we will confirm the booking by issuing a confirmation invoice. This invoice will be sent to the group organiser. The group organiser must check the invoice carefully as soon as they receive it and contact us immediately if any information which appears on the confirmation or any other document appears to be incorrect or incomplete as it may not be possible to make changes later. We regret we cannot accept any liability if we are not notified of any inaccuracy (for which we are responsible) in any document within 14 days of our sending it out (5 days for tickets). We will do our best to rectify any mistake notified to us outside these time limits but participants / the organisation must meet any costs involved in doing so. The only exception to this requirement to meet costs is where the mistake in question was made by us and there is good reason why the group organiser did not tell us about it within these time limits.
A deposit of £100 or 10% of the holiday cost (whichever is the greater) per person must be paid at the time of booking.
A further payment of 40% of the holiday cost per person must be received by us by such date as we notify you at or before the time of booking. This date will usually be approximately half way between confirmation and departure but for bookings which are made later than usual, this further payment may need to be made in addition to the deposit at the time of booking.
The final balance must be received by us no less than 10 weeks* before departure. In order to confirm a booking 10 weeks* or less before departure, the total cost of the holiday must be paid at the time of booking.
For some holidays, we may require a higher deposit or further payments between booking and final balance due date to cover non refundable elements of the holiday payable by us to our suppliers on booking or prior to final balance due date.
If we do not receive all payments due (including any surcharge where applicable) in full and on time, we are entitled to assume that the group or the participant(s) concerned, as applicable, wish to cancel their booking. In this case, we will be entitled to keep all payments which are paid or due at that date for the participants concerned. If we do not cancel straight away because the participant or group organiser has promised to make payment, the participant(s) or organisation must pay the cancellation charges shown in clause 8 depending on the date we reasonably treat the booking as cancelled.
* Certain destinations may require full payment 12 - 16 weeks before departure. In these cases, we will inform you and agree the payment schedule prior to you booking your holiday.
The price per person given at the time of booking is based on a particular number of participants. If the group size changes at any time prior to departure (including where confirmed participants cancel without being substituted and pay less than 100% cancellation charges), we reserve the right to re-cost the trip and the per person price. Any increase in the price will be payable by all remaining participants. The increase will not be a surcharge and accordingly will not be subject to the surcharge provision set out in clause 9 of our booking conditions. We also reserve the right to cancel the holiday if the number of participants travelling fall below the original number confirmed and re-costing is not a practical option. In this case, clause 10 of these booking conditions will apply. We will inform the group organiser no later than 6 weeks prior to departure in the event of cancellation for this reason.
A binding contract between us, the participants (and their parent or guardian where applicable) and the organisation comes into existence when we despatch our confirmation invoice to the group organiser. We all agree that English law (and no other) will apply to that contract and to any dispute, claim or other matter of any description that arises between us (‘claim’) (except as set out below). We all also agree that any claim must be dealt with by the courts of England and Wales only unless, in the case of court proceedings by or against a participant, the participant concerned lives in Scotland or Northern Ireland. In this case, proceedings must either be brought in the courts of the participant’s home country or those of England and Wales. If proceedings are brought in Scotland or Northern Ireland, the participant may choose to have the contract and their claim governed by the law of Scotland or Northern Ireland as applicable (but if they do not so choose, English law will apply).
Special Requests and Medical Conditions / Disabilities / Reduced Mobility
If any participant or the group organiser has a special request, the group organiser should inform us of it in writing at the time of booking. We will advise the relevant supplier of your requirements, but we cannot guarantee that such requests will be met unless we have specifically confirmed this. For your own protection, the group organiser should obtain confirmation in writing from us that the request will be complied with (where it is possible for us to give this) if the request is important to the participant / group organiser. Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on the confirmation invoice or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability. If any participant has any medical condition or disability or suffers from reduced mobility which may affect their holiday or any special requirements as a result of any medical condition, disability or reduced mobility (including any which affect the booking process), the participant or group organiser must tell us (giving full details in writing) before you confirm the booking so that we can assist you in considering the suitability of the arrangements and/or making the booking. The participant or group organiser must also promptly advise us if any medical condition or disability or reduction in mobility which may affect a participant’s holiday develops after the booking has been confirmed. Any participant affected by a disability or medical condition must ensure they have notified this to their travel insurers and that their travel insurance will cover it.
The group organiser must ensure that all participants have adequate and appropriate insurance. The insurance must as a minimum cover personal accident, medical expenses, loss of possessions, repatriation costs and all other expenses, which are normally covered by a travel insurance policy. Policy details should be read carefully and taken on your holiday with you. It is the responsibility of the organisation, group organiser and participants to ensure that the insurance cover purchased is suitable and adequate for the group’s particular needs. We recommend specialist insurance brokers Endsleigh. Unless we otherwise agree, all participants should be covered by the same insurance policy.
Changes By The Group
If you wish to make any alterations to your holiday, we will do our best to help, but cannot guarantee that alterations will be possible. If they are, these will be subject to payment of any amendment or other charges imposed or incurred by the relevant supplier plus the sum of £50 per amendment / booking (as applicable) to cover our administrative costs. Requests for amendments must be made in writing by the group organiser.
If we accept a request to transfer the group from one holiday to another, the participants and organisation will be liable for the cancellation charges applicable as a result of cancelling the original holiday in addition to the cost of the new one. In addition, we also reserve the right to charge an administration fee of 10% of the value of the first holiday booked.
Participants may, up to 14 days before departure, transfer their booking to someone else (who is introduced by you and who meets any requirements applicable to the holiday) if they are prevented from travelling. All costs and charges incurred by us and/or incurred or imposed by any of our suppliers in order to make the transfer together with an amendment fee of £50 per person must be paid before the transfer can be effected. Any overdue balance payment must also be received. For flight inclusive bookings, the charges levied by the airline concerned must also be paid. As most airlines do not permit name changes after tickets have been issued for any reason, these charges are likely to be the full cost of the flight. All requests to transfer must be made in writing by the group organiser and confirmed by the original and replacement participants (and their parent or guardian where applicable).
Cancellation By The Group
Any cancellation of the entire booking or of a participant’s individual booking must be notified to us in writing as soon as possible by the group organiser The notice of cancellation will only be effective when it is received in writing by us at our offices. As we incur costs from the time we confirm the booking, the following cancellation charges will be payable. Where the cancellation charge is shown as a percentage, this is calculated on the basis of the total cost payable by the person(s) cancelling excluding amendment charges and any charity donation paid at the time of booking. Amendment charges and charity donations are not refundable in the event of cancellation.
|Period before departure within which written notification of cancellation is received by us
||Cancellation charge per person cancelling
|More than 56 days
||Deposit paid or payable at the time of booking
|45 to 56 days
|31 to 44 days
|45 to 56 days
Depending on the reason for cancellation, the participant(s) concerned may be able to reclaim these cancellation charges (less any excess) under the terms of your insurance policy. Claims must be made directly to the insurance company concerned.
Please note, deposits are not refundable in the event of cancellation by any participant(s) except as set out in these booking conditions. Deposits include any additional amounts payable at the time of booking to cover non-refundable elements of the holiday which need to be paid to suppliers at this stage or prior to balance due date. Partial cancellation may result in additional costs being payable by the remaining participants.
Price Changes After Booking
Prices quoted are based on costs and exchange rates as known at the time your quotation is prepared. We reserve the right to make changes to and correct errors in quoted prices at any time before your holiday is confirmed.
Once the price of the chosen holiday has been confirmed at the time of booking, we will only increase or decrease it in the following circumstances. A surcharge or refund (as applicable) will be payable, subject to the conditions set out in this clause, in the event of a change in transportation costs (e.g. fuel, scheduled airfares and any other airline surcharges which are part of the contract between airlines (and their agents) and the tour operator) or in dues, taxes or fees payable for services such as landing taxes or embarkation or disembarkation fees at ports or airports or in the exchange rate(s) which have been used to calculate the cost of the holiday.
Even in the above cases, only if the increase in our costs exceeds 2% of the total cost of the holiday (excluding any amendment charges) will we levy a surcharge. A surcharge will only be levied in respect of the amount by which the increase in our costs exceeds this 2%. If any surcharge is greater than 10% of the cost of the holiday (excluding any amendment charges), the group organiser will be entitled to cancel the booking and receive a full refund of all monies paid to us (except for any amendment or previously levied cancellation charges) or alternatively purchase another holiday from us as referred to in clause 10 below. Where a surcharge is payable, there will be an administration fee of £5 per person. Please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your holiday due to contractual and other protection in place.
A refund will only be payable if any decrease in our costs exceeds 2% as set out above. Where a refund is due, we will pay the participants the full amount of the decrease in our costs.
The group organiser has 14 days from the issue date printed on the surcharge invoice to tell us if the participants want to cancel or purchase another holiday where applicable. If the group organiser does not tell us that the participants wish to do so within this period of time, we are entitled to assume that the participants will pay the surcharge. Any surcharge must be paid with the balance of the cost of the holiday or within 14 days of the issue date printed on the surcharge invoice, whichever is the later.
We promise not to levy a surcharge within 30 days of the start of the holiday. No refunds will be payable if any decrease in our costs occurs within this period either.
Changes and Cancellation By Us
We start planning the holidays we offer many months in advance. Occasionally, we have to make changes to and correct errors in details both before and after bookings have been confirmed and cancel confirmed bookings. Whilst we always endeavour to avoid changes and cancellations, we reserve the right to do so.
Most changes are minor. Occasionally, we have to make a ‘significant change’. A significant change is a change made before departure which we can reasonably expect to have a major effect on the holiday. Significant changes are likely to include the following changes when made before departure; a change of outward departure time or overall length of time the group is away of twelve or more hours*, a change of UK departure point* to one which is more inconvenient for the group and a significant change of itinerary missing out one or more major destination substantially or altogether (on which our decision is final).
* Only applies where international flights to and from the UK form part of the holiday.
If we have to make a significant change or cancel, we will tell the group organiser as soon as possible. If there is time to do so before departure, we will offer the group the choice of the following options:
- (for significant changes) accepting the changed arrangements; or
- purchasing an alternative holiday from us, of a similar quality to that originally booked if available. Providing it is possible to do so, we will offer at least one alternative holiday of at least equivalent standard for which the group will not be asked to pay any more than the original price. If this holiday is in fact cheaper than the original one, we will refund the price difference. If the group does not wish to accept the holiday we specifically offer, the group may choose any of our other then available holidays for which they must pay the applicable price. This will mean the group paying more if it is more expensive or receiving a refund if it is cheaper; or
- cancelling or accepting the cancellation in which case the group will receive a full and quick refund of all monies the group has paid to us.
Please note, the above options are not available where any change made is a minor one.
If we have to make a significant change or cancel, we will as a minimum (where compensation is appropriate) pay the group the compensation set out below depending on the circumstances and when the significant change or cancellation is notified to the group organiser subject to the following exceptions. Compensation will not be payable and no liability beyond offering the above mentioned choices can be accepted where we are forced to make a change or cancel as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care or where we have to cancel because the minimum number of participants required to operate the holiday is not reached. No compensation will be payable and the above options will not be available if we cancel as a result of the group’s failure to comply with any requirement of these booking conditions entitling us to cancel (such as paying on time) or if the change made is a minor one. A minor change is any change which is not a significant change.
|Period before departure within which significant change/ cancellation is notified to the group organiser
||Compensation per person
|More than 56 days
|56 to 43 days
|42 to 29 days
|28 to 15 days
|14 to 0 days
In the unlikely event that we become unable to provide a significant proportion of the services booked after departure, we will endeavour to make alternative arrangements in respect of those services at no extra charge, or, if we are unable to do so or the group does not accept these alternative arrangements for a good reason, we will provide the group with transport back to their point of departure with us as soon as we are reasonably able to (using the same type and class of transport included in the holiday) and a pro rata refund of the cost of the remainder of the holiday. In addition, if appropriate, we will pay the group compensation of an amount which is reasonable taking into account the circumstances.
Compensation and refunds (unless obtained from any supplier) will not be payable where the situation is caused by ‘force majeure’ – see clause 11.
Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected by or the group otherwise suffers any damage or loss (as more fully described in clause 15.2) as a result of ‘force majeure’. In these booking conditions, ‘force majeure’ means any event or circumstances which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Examples include (in all cases whether actual or threatened) war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, epidemics / pandemics, fire, flood, adverse weather conditions and closure or restriction of airspace or airports.
Flexibility of Itineraries and the Group’s Responsibilities Overseas
The type of travel we offer requires flexibility on the part of all participants. The itinerary provided at the time of booking is intended to be followed but local conditions and other circumstances may require changes. The final decision on the itinerary and conduct of any holiday will be taken by us in the interests of the group as a whole. At all times the decision of our tour leader or overseas representative will be final on all matters likely to affect the safety and well being of the tour being operated. All participants must at all times strictly comply with the laws, customs, foreign exchange requirements and drug regulations of the countries visited. Should any participant(s) fail to do so, they may be required to leave the holiday. In this situation, they will not be entitled to the payment of any refund, expense or other sum whatsoever.
Damage and Behaviour
Participants and the organisation are responsible for any damage or loss caused by the group. If responsibility for any damage or loss is not accepted by the individual participant(s) concerned, the entire group and the organisation will be held responsible. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be made direct at the time to the accommodation owner or manager or other supplier. If the actual cost of the loss or damage exceeds the amount paid where estimated, the difference must be paid once known. If the actual cost is less than the amount paid, the difference will be refunded. Participants and the organisation will also 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 the group’s actions. We expect the group to have consideration for other people and the environment. We strongly condemn the collecting of any specimen from the natural world. Our holidays often provide the opportunity to view and photograph wildlife but not to disturb it! If in our reasonable opinion or in the reasonable opinion of any other person in authority, any participant(s) behave in such a way as to cause or be likely to cause danger, upset or distress to anyone or damage to property or fail to comply with the reasonable instructions of our tour leader or overseas representative or with clause 12, we are entitled, without prior notice, to terminate the holiday of the participants concerned or the entire group as appropriate. In this situation, the participants concerned / group will be required to leave the accommodation or other service. We will have no further responsibility towards the participants concerned / group including any return travel arrangements. No refunds or compensation will be paid and we will not meet any expenses or costs incurred as a result of the termination.
By booking with us, the group and organisation acknowledge and accept that the holidays we offer often involve their own inherent risks and dangers due to matters such as the geographical location of the tour, activities involved, proximity to wildlife and distance from medical facilities. Such risks may on occasion be significant and include injury, disease, illness, death, loss or damage to property, inconvenience and discomfort.
Our Responsibility for the Holiday
- We promise to make sure that the holiday arrangements we have agreed to make, perform or provide as applicable as part of the contract we have entered into are made, performed or provided with reasonable skill and care. This means that, subject to these booking conditions, we will accept responsibility if, for example, any participant suffers death or personal injury or the contracted holiday arrangements are not provided as promised or prove deficient as a result of the failure of ourselves, our employees, agents or suppliers to use reasonable skill and care in making, performing or providing, as applicable, the contracted arrangements. Please note it is the responsibility of the person making any claim to show that reasonable skill and care has not been used. In addition, we will only be responsible for what our employees, agents and suppliers do or do not do if they were at the time acting within the course of their employment (for employees) or carrying out work we had asked them to do (for agents and suppliers).
- We will not be responsible for any injury, illness, death, loss (for example, loss of enjoyment or possessions), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following:
- the act(s) and/or omission(s) of the participant(s) affected or any other participant(s); or
- the act(s) and/or omission(s) of a third party not connected with the provision of the holiday and which were unforeseeable or unavoidable; or ‘force majeure’ as defined in clause 11 above.
- Please note, we cannot accept responsibility for any services which do not form part of our contract. This includes, for example, any additional services or facilities which any hotel, accommodation provider or other supplier agrees to provide for any participant(s) where the services or facilities are not included in the cost of the itinerary and we have not agreed to arrange them as part of our contract, and any excursion or activities the group purchases whilst overseas. In addition, regardless of any wording used by us on our website, in any of our brochures or elsewhere, we only promise to use reasonable skill and care as set out above and we do not have any greater or different liability to the group or organisation.
- The promises we make about the services we have agreed to provide or arrange as part of our contract – and the laws and applicable standards of the country in which the claim or complaint occurred, will be used as the basis for deciding whether the services in question had been properly provided. If the particular services which gave rise to the claim or complaint were provided in compliance with the applicable local laws and standards, the services will be treated as having been properly provided. This will be the case even if the services did not comply with the laws and standards of the UK which would have applied had those services been provided in the UK. The exception to this is where the claim or complaint concerns the absence of a safety feature which might lead a reasonable traveller to refuse to take the holiday in question. Please note, however, our obligation is to exercise reasonable skill and care as referred to in clause 15.1. We do not make any representation or commitment that all services will comply with applicable local laws and standards and failure to comply does not automatically mean we have not exercised reasonable skill and care.
- Where we are found liable for loss of and/or damage to any luggage or personal possessions (including money), the maximum amount we will have to pay is £1000 per participant affected or twice the price (excluding any amendment charges and charity donations) paid by or on behalf of the participant(s) affected, whichever is the lower, unless a lower limitation applies to your claim under clause 15.6 below. Any payment is subject to production of appropriate proof of the contents and value of the luggage or personal possessions concerned and the participant / group being able to demonstrate proper care had been taken of it. For all other claims which do not involve death or personal injury, if we are found liable to any participant on any basis, the maximum amount we will have to pay that participant is twice the price (excluding any amendment charges and charity donations) paid by or on behalf of that participant unless a lower limitation applies to the claim under clause 15.6 below. This maximum amount will only be payable where everything has gone wrong and the participant concerned has not received any benefit at all from the holiday.
- Where any claim or part of a claim (including those involving death or personal injury) arises from travel on any aircraft, ship or train (including the process of getting on and/or off the transport concerned) provided by any air, sea or rail carrier to which any international convention or EC regulation applies, our liability (including the maximum amount of compensation we will have to pay, the types of claim and the circumstances in which compensation will be payable) will be limited as if we were the carrier in question as referred to below. The most we will have to pay for that claim or that part of a claim if we are found liable to any claimant on any basis is the most the carrier concerned would have to pay under the international convention or regulation which applies to the travel arrangements in question (for example, the Warsaw Convention as amended or unamended and the Montreal Convention for international travel by air and/or for airlines with an operating licence granted by an EU country, the EC Regulation on Air Carrier Liability No 889/2002 for national and international travel by air, EC Regulation 392/2009 and the Athens Convention for international travel by sea (as amended by the 2002 Protocol where applicable) and COTIF, the Convention on International Travel by Rail). Where a carrier would not be obliged to make any payment under the applicable international convention or regulation in respect of a claim or part of a claim, we similarly are not obliged to make a payment for that claim or part of the claim. When making any payment, we are entitled to deduct any money which the claimant has received or is entitled to receive from the carrier for the claim in question. Copies of the applicable international conventions and regulations are available from us on request.
- Please note, we cannot accept any liability for any damage, loss, expense or other sum(s) of any description which (1) on the basis of the information given to us by the group organiser / group concerning the booking prior to our accepting it, we could not have foreseen the group would suffer or incur if we breached our contract or (2) did not result from any breach of contract or other fault (for which we are legally liable) by ourselves or our employees or, where we are responsible for them, our suppliers or (3) relates to any business (including without limitation, self employed loss of earnings). We have no liability for any consequential or indirect losses or expenses suffered by the organisation.
If any participant or the group organiser has any complaint whilst on the holiday, the group organiser must immediately inform our tour leader or overseas representative who will use all reasonable efforts to remedy it. If you remain dissatisfied, the group organiser must make full details of the complaint known to us in writing within 28 days of the end of the holiday. If you fail to follow this simple complaints procedure, the participant’s and organisation’s right to claim the compensation they may otherwise have been entitled to may be affected or even lost as a result.
Land Only Arrangements
For land only arrangements where the group has booked its own flights, it is the group’s sole responsibility to ensure all participants arrive at the departure point for the contracted arrangements in good time before these commence. In the event that flight delays or cancellation result in the group’s late arrival, the group will be responsible for all costs we incur in assisting them to join the holiday at a later stage. No refunds will be provided in respect of any services which are unused as a result. Similarly, our contractual responsibilities cease at the end of the group’s contracted arrangements.
Delays and the Denied Boarding Regulations
We regret we are not in a position to offer any assistance in the event of delay at the group’s outward or homeward point of departure. The airline concerned will be responsible for the group in the event of flight cancellation or delays and may provide refreshments / meals / accommodation in the event of a delay or cancellation.
We cannot accept liability for any delay which is due to any of the reasons set out in clause 15.2 of these booking conditions (which includes the behaviour of any passenger(s) on the flight who, for example, fails to check in or board on time). In addition, we will not be liable for any delay unless it has a significant effect on your holiday arrangements.
If any flight booked by the group is cancelled or delayed, your flight ticket is downgraded or boarding is denied by your airline, depending on the circumstances, the airline may be required to pay the group compensation, refund the cost of the flight and/ or provide the group with accommodation and/or refreshments under EC Regulation No 261/2004 – the Denied Boarding Regulations 2004. Where applicable, the group must pursue the airline for the compensation or other payment due to participants. All sums participants receive or are entitled to receive from the airline concerned by virtue of these Regulations represent the full amount of their entitlement to compensation or any other payment arising from such cancellation, delay, downgrading or denied boarding. This includes any disappointment, distress, inconvenience or effect on any other arrangements.
The fact a delay may entitle participants to cancel their flight does not automatically entitle any participant to cancel any other arrangements even where those arrangements have been made in conjunction with that flight. We have no liability to make any payment to any participant(s) or the organisation in relation to the Denied Boarding Regulations or in respect of any flight cancellation or delay, downgrading of any flight ticket or denial of any boarding as the full amount of any participant’s entitlement to any compensation or other payment (as dealt with above) is covered by the airline’s obligations under the Denied Boarding Regulations. If, for any reason, we make any payment to any participant(s) or a third party which the airline is responsible for in accordance with the Denied Boarding Regulations, the participant(s) concerned must, when requested, assign to us the rights they have or had toclaim the payment in question from the airline. If the airline does not comply with these rules, you may complain to the Civil Aviation Authority on 020 7453 6888 or by e-mail to firstname.lastname@example.org or see caa.co.uk – 'Make a report or complaint'.
It is the requirements and standards of the country in which any services which make up the holiday are provided which apply to those services and not those of the UK. As a general rule, these requirements and standards will not be the same as the UK and may often be lower.
In accordance with EU Directive (EC) No 2111/2005, we are required to bring to your attention the existence of a ‘Community list’ which contains details of air carriers that are subject to an operating ban with the EU Community. The Community list is available for inspection at http:// ec.europa.eu/transport/ air-ban/list_en. We are also required to advise you of the carrier(s) (or, if the carrier(s) is not known, the likely carrier(s)) that will operate your flight(s) at the time of booking. Where we are only able to inform you of the likely carrier(s) at the time of booking, we shall inform you of the identity of the actual carrier(s) as soon as we are aware of this. Any change to the operating carrier(s) after your booking has been confirmed will be notified as soon as possible.
We are not always in a position at the time of booking to confirm the flight timings which will be used in connection with your flight. The flight timings shown in this brochure, on our website and detailed on the confirmation invoice are for guidance only and are subject to alteration and confirmation. The latest timings will be shown on your e-tickets which will be despatched to the group organiser approximately two weeks before departure. The group organiser must accordingly check all tickets very carefully immediately on receipt to ensure you have the correct flight times. It is possible that flight times may be changed even after tickets have been despatched – we will contact the group organiser as soon as possible if this occurs. Any change in the identity of the carrier, flight timings, and/or aircraft type (if given) will not entitle the group to cancel or change to other arrangements without paying our normal charges except where otherwise specified in these booking conditions.
If the carrier with whom the group has a confirmed reservation becomes subject to an operating ban as above as a result of which we/ the carrier are unable to offer the group a suitable alternative, the provisions of clause 10 will apply.
Passports, Visas and Health Requirements
All participants must be in possession of a valid passport and all visas, permits and certificates, including medical certificates, required for the whole of the holiday booked.
It is your responsibility to obtain these unless the group organiser is expressly advised otherwise by us. All information and advice given by us on visas, vaccinations, climate, clothing, baggage, special equipment etc. is given in good faith. The group organiser must ensure that all participants are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by the participants. We regret we cannot accept any liability if any participants are refused entry onto any transport or into any country due to failure on their or the group’s part to carry correct documentation. If any participant is not a British citizen or holds a non British passport, the group organiser must check passport and visa requirements with the embassy or consulate of the country(ies) to or through which the group is intending to travel. If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalty being imposed on us or costs incurred by us, the group or organisation will be responsible for reimbursing us accordingly.
We require details of the passports held by all participants no later than 6 weeks prior to departure. A full British passport usually takes approximately 2 to 4 weeks to obtain unless you are 16 or over and are applying for a first passport. The UK Passport Service has to confirm your identity before issuing such a passport and asks applicants to attend an interview in order to do this. A minimum of 6 weeks should be allowed in this case. If any participant does not have a passport or will need to renew it prior to departure, they are recommended to apply at least 2 months in advance.
For travel to and via the USA, every person travelling (including children) must have a visa unless they qualify for the Visa Waiver Program (VWP). Most British citizens travelling on holiday will qualify for the VWP but please see the important note below. All visitors who are eligible for the VWP must now apply for authorisation to travel to the US in advance in accordance with the Electronic System for Travel Authorisation (ESTA). You must complete an online application for authorisation to travel on the ESTA website (details below) at least 72 hours before your flight to the USA departs but you are recommended to apply earlier. Providing the application is accepted, you will be provided with approval via the website. Approval is usually provided very quickly but can take up to 72 hours if data needs to be checked. You should make a note of the ESTA approval number when you receive it.
Please note: authorisation to travel under ESTA does not guarantee entry into the USA; that decision rests with the immigration official at the point of entry in the same way that travellers currently entering the USA under the Visa Waiver Program or with a visa are subject to inspection. Warning: If your passport has ever been reported lost or stolen to the authorities and then recovered, please do not attempt to use it for travel to the United States. If you input the passport details into ESTA, your application will be denied. It is your responsibility to obtain ESTA approval or a US visa if required. If any participant fails to obtain authorization to travel through the ESTA website or a USA visa in advance of travel, they will not be allowed on the outbound flight to the USA. Full cancellation charges will then apply.
The ESTA website can be found at https://esta.cbp.dhs.gov/esta Important note; Not all British visitors to the USA will qualify for the Visa Waiver Program. You cannot apply for the VWP and will require a visa if you do not have a machine readable passport. All new style, burgundy coloured UK passports are machine readable. You will also need to apply for a visa if you have ever been arrested (even if you were not convicted of an offence) or have a criminal record of any description. Other exemptions also apply. If you are in any doubt as to whether you may require a visa, please contact the US Embassy, Consular Information Unit, 24 Grosvenor Square, London W1A 1AE, or visit the website uk.usembassy.gov before making your booking. Further information on entry requirements for the USA is available at http://travel.state.gov. You must check entry requirements at the time of booking and in good time before departure as requirements may change. Requirements generally and for any country may change and you must check the up to date position in good time before departure with the embassy or consulate of the country(ies) you are travelling through and to.
It is your responsibility to ensure you are aware of all recommended vaccinations and health precautions in good time before departure. Details are available from your GP surgery and from the National Travel Health Network and Centre. Information on health abroad is also available on nhs.uk/Livewell/TravelHealth For holidays in the EEA all participants should obtain an EHIC (European Health Insurance Card) prior to departure from ehic.org.uk. An EHIC is not, however, a substitute for travel insurance. Health requirements and recommendations may change and you must check the up to date position in good time before departure.
We hold an Air Travel Organiser’s Licence issued by the Civil Aviation Authority (ATOL number 10544).
When you buy an ATOL protected flight or flight inclusive holiday from us, you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong. We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable). If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit, you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent or your credit card issuer where applicable. You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.
Please note: Not all holiday or travel services offered and sold by us will be protected by the ATOL scheme
* The air inclusive holidays and flights we arrange are ATOL protected providing they are made available in the UK.
For further information, visit the ATOL website at atol.org.uk.
For holidays which do not include flights arranged by us, your booking will be protected by our membership of ABTOT (no. 5199). The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under the Package Travel, Package Holidays and Package Tours Regulations 1992 for Schools Worldwide, and in the event of their insolvency, protection is provided for the following:
1. non-flight packages commencing in and returning to the UK;
2. non-flight packages commencing and returning to a country other than the UK;
3. flight inclusive packages that commence outside of the UK, which are sold to customers outside of the UK;
4. accommodation only bookings.
1, 2, 3 and 4 provides for a refund in the event you have not yet travelled. 1 and 3 provides for repatriation. Please note that bookings made outside the UK are only protected by ABTOT when purchased directly with Schools Worldwide.