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Booking Conditions
A large print version is also available, please ask for a copy.
1. Booking To make a booking you must be over 18 and we require a completed booking form and the applicable deposit, as stated on the booking form (or full payment if travel is within 60 days or 90 days for Expedition Cruises). Deposits are non-returnable. The person making the booking (the "lead name") accepts these booking conditions on behalf of everyone in their party. If we accept your booking, we will issue a confirmation invoice. A contract will exist between us from the date we issue the confirmation invoice. If you had not seen these booking conditions when you made your booking (and you will be taken to have seen and accepted them if you have sent us a signed booking form or filled in the online booking form - indicating that you have done so) and you are not happy to proceed with the booking now that you have seen them, please return all documentation to us or your travel agent within 7 days of receiving these conditions. Your booking will be cancelled and your monies will be returned in full. This `cooling off' period does not apply if booking within 60 days (90 days for Expedition Cruises). If you book within 60 days (90 days for Expedition Cruises) of departure you must pay for your holiday in full and you must provide a signed booking form or fill in the online booking form immediately. On some tours a local payment is payable in addition to the basic tour price (see price panel for details). Your personal safety is of paramount importance to us and we therefore reserve the right to decline bookings at our discretion if, in our reasonable opinion, the person(s) booking is (are) not suitable to travel with us due to the physical nature of the holiday and would thus require an unreasonable level of supervision or assistance by our staff. 2. Payment When you receive the confirmation invoice please check the details carefully and inform us immediately if anything is incorrect. Spelling of names etc, is particularly important. Names on travel documents must exactly match those shown in passports - we cannot accept responsibility if an airline or other supplier refuses boarding because the name(s) shown in your passport differ from those on your ticket. Payment for all monies due, including any surcharge, must be paid to us no later than 60 days before tour departure. For our Expedition Cruises full payment is required no later then 90 days before departure. If you do not pay the balance by the due date your booking will be cancelled and you will forfeit your deposit. Travel documents will be sent to you approximately 2 weeks before the departure of your tour. Travel documents will not be issued unless final payment has been received and any cheques have cleared. We cannot accept any liability for tickets lost in the post. In the case of any booking made within 30 days of departure, your travel documents will be available for collection at our offices or, upon payment of a fee of £5 per person, will be sent to you by Royal Mail Special Delivery. If you elect to have documentation sent by Royal Mail, which is subsequently lost in transit, you will then be liable for courier costs in addition to a re-issue charge (which will be a minimum of £35 and may be up to the cost of the ticket). If you live outside the UK we will send your travel documents by courier and will add the charge to your booking (this charge is variable depending on your country of residence). It is imperative that you re-confirm the reservations, timings and check-in details of your flight with the airline concerned at least 72 hours before departure. This applies to your outward flight from the UK and to your return flight. If you miss a flight or suffer any disruption as a result of not following our instructions as to re-confirmation, we will have no liability to you. 3. If you change your booking If, after our confirmation has been issued, you (i) make a change to your existing booking, we will charge an amendment fee of a minimum of £40 per booking for each change or (ii) wish to change to another of our tours or change departure date, we will try to make the changes, provided that notification is received in writing at our offices from the lead name at least 60 days (90 days for Expedition Cruises) before departure and you pay a minimum of £40 per person to cover our administration costs. Any alteration, whether a change to an existing booking or a change to another tour or departure date, will be subject to payment by you of any costs imposed by any of our suppliers providing the component parts of the tour. Any alteration by you within 60 days (90 days for Expedition Cruises) of departure will be treated as a cancellation of the original booking and will be subject to the cancellation charges set out in Clause 4 below. 3.1 Name Changes Where you are unable to travel for genuine reasons you can transfer your booking to another person, subject to the following: a) you must notify us in writing at least 35 days before departure; and b) your request is accompanied by written proof of your reason for being unable to travel (such as a doctor's certificate), all original travel documents which you have received and the full name and address of the transferee; and c) the transferee must fulfill any conditions that apply to the booking; and d) payment by you of an administrative charge of a minimum of £40 per person and all costs which those supplying your travel arrangements impose. Both the transferor and transferee are jointly and severally liable for all payments outlined above. Some airline carriers treat name changes as cancellations. Accordingly you will be required to pay for the cost of a new ticket. 4. If you cancel your trip You or any member of your party may cancel your tour at any time providing that the cancellation is made by the lead name in writing. As this incurs costs, we will retain your deposit and in addition will apply other cancellation charges as shown below: Period before departure within which written cancellation is received More than 60 days* Between 59 and 40 days* Between 39 and 28 days Between 27 and 14 days 14 days or failure to arrive at departure airport Amount of cancellation charge shown as percentage of the tour price Deposit only 30% 60% 90% 100%
of your scheduled return to the UK, giving us your booking reference and all other relevant information. We will acknowledge your written notification within 7 days and aim to provide a full response within 28 days. It is unlikely that you will have a complaint that cannot be settled amicably between us. 6. Claims against third parties If you, or any member of your party, suffer death, illness or injury whilst overseas arising out of an activity which does not form part of your package travel arrangements, we shall at our discretion, offer advice, guidance and assistance to help you in resolving any claim you may have against a third party, provided we are advised of the incident within 90 days of its occurrence. 7. Surcharges Prices quoted for this programme are based on the exchange rates published by Reuters on 06 March 2007 ($1.92/£1). The price of your tour may be subject to surcharges on the following items: (i) transportation costs, including the costs of fuel. (ii) dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports or (iii) the exchange rates applied to the particular package. In the case of any small variation, an amount equivalent to 2% of the price of your travel arrangements, which excludes insurance premiums and any amendment charges, will be absorbed or retained. For larger variations than this 2% will still be absorbed for increases but not retained from refunds. In either case there will be an administration charge of £1.00 per person together with an amount to cover agents' commission. If this means that you have to pay an increase of more than 10% of the price of your travel arrangements, you may cancel your travel arrangements and receive a full refund of all monies paid, except for any amendment charges. We will consider an appropriate refund of insurance premiums paid if you can show that you are unable to transfer or reuse your policy. Should you decide to cancel because of this, you must exercise your right to do so within 14 days from the date of issue printed on the invoice. No surcharge will be imposed within 30 days of your departure. Whether you cancel or not you will also be entitled, in the terms set out in respect of major changes in clause 9, to accept an offer of alternative travel arrangements from us if we are able to do so and compensation set out below. Travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place. We have included in our prices a charge representing the extra aircraft insurance and security costs which have been imposed on airlines and tour operators. You should be aware that this charge may change between the date of publication and the time of travel. Since these costs are beyond our control, we reserve the right to increase the amount of this charge at any time. We will of course inform you of any such change should that become necessary. In view of the current volatility of world oil prices, a fuel supplement may be added to the price of your holiday at the time of booking. The `Local Payment' on some trips can fluctuate occasionally - if this increases significantly we will advise you in advance. 8. Changes to your trip Before you enter into a contract with us, we reserve the right to change any of the facilities, services or prices described in our brochures or website. If a change occurs you will be advised at the time of booking. 9. If we change your booking It is unlikely we will have to make any changes to your tour after you book. However, we plan the arrangements many months in advance and may occasionally have to make changes. Most changes are minor. Flight timings and carriers shown in the brochure are subject to change. A change of carrier or flight timings will not be considered a major change. If a major change becomes necessary, we will advise you of the change as soon as possible. Whether a change is `major' depends on the nature of the tour and may include: alteration to the scheduled departure or return time of your flight by more than 12 hours; a change to a lower standard of accommodation; or a change of departure airport (excluding a change between London airports). In the event of poor snow conditions we will do our best to get you to the nearest available snow or to arrange alternative activities. Please however be aware that this could involve a round trip of several hours, which is a factor beyond our control and not something we can be held liable for. We are not able to offer a guarantee of snow, nor will we regard poor snow conditions immediately prior to a trip as a major change or a valid reason for cancelling: conditions can change very quickly and just one fall of snow can improve things immensely. When a major change occurs, you will have the choice of either accepting the change, purchasing another available tour from us, or cancelling your tour, in which case we shall refund you in full. In all cases, except where a major change arises from circumstances amounting to force majeure or consolidation (see below), we will pay you, as a minimum, compensation as detailed below: Period before departure within which a major change is notified to you Before balance due date Between balance due date and 14 days before travel Between 13 days and the date of travel Compensation per person Nil £20.00 £30.00
Summary of Insurance Cover
up to
A Medical Expenses Hospital Benefit Criminal injuries Personal Liability B Personal Accident Permanent Loss of Sight Loss of Limb(s) Permanent Total Disablement Death C Cancellation or Curtailment
Please ask your Travel Consultant to obtain a quote for further cover should your holiday cost be greater.
£5,000,000 £200 £5,000 £2,000,000 £50,000 £50,000 £50,000 £50,000 £10,000
up to holiday cost (to a maximum £5,000 per person)
D Delayed Departure or Arrival £100 Cancellation due to delayed departure £1,000 Hi-jack of Aircraft £3,000 Failure of flight connections £150 Interruption of Transport £300 E Personal Effects Valuables limited to Money Single Article limit Disc Collections (eg CDs) Passport and Visas F Legal Expenses £2,000 £350 £500 £250 £200 £250 £15,000
Please note:
1. This is only a summary of cover provided. Full details of cover are shown on your policy document which will be sent to you upon receipt of payment of premium. Please read it carefully to ensure you understand the cover provided, which includes certain terms, conditions, exclusions and warranties. If the Insurance does not meet your requirements you may return the documentation within 14 days of the purchase or prior to travel if this is sooner and, provided no claim has been made, obtain a refund. Should you wish to see a specimen copy in advance of buying insurance, we will do this on request. 2. Cancellation cover starts immediately your application and payment is received; other sections on commencement of booked travel. A certificate will be issued and sent to you within 14 days.
Important notes: Compensation will not be payable if we are forced to cancel, or in any way change your tour for reasons of consolidation or force majeure, namely war, threat of war, riot, civil strife, industrial dispute, terrorist activity, health epidemics, natural or nuclear disaster, fire or adverse weather conditions or other similar events beyond our control and that of our suppliers. Consolidation refers to the fact that the operation of the tour is dependent on a minimum number of persons booking the tour. If that number is not achieved, we reserve the right to cancel the tour. We will not however, cancel a tour for reasons of consolidation less than 6 weeks before the departure date. We strongly recommend that you make no travel arrangements to your point of departure from the UK until such time as your travel itinerary has been confirmed. If you make such arrangements which you are then unable to use due to a change in your itinerary we shall not be liable to you for the cost of those arrangements. 10. If we cancel your holiday Sometimes it may be necessary to cancel your tour and we reserve the right to cancel your tour in any circumstances. However, in no circumstances will we cancel your tour less than 6 weeks before the scheduled departure date except for reasons of force majeure or failure on your part to pay the final balance. In circumstances where we are unable to provide the tour booked, we will return to you all monies paid, including insurance when you have bought that from us, or where possible offer an alternative tour of comparable or higher standard and compensation if appropriate. In case of a cancelled tour departure we strongly advise you not to book any connecting travel that is non-refundable or non-changeable or incurs penalties. We will not be liable to refund any incidental costs incurred for visas, vaccinations or other travel arrangements. If we are forced to cancel your holiday after Continued on next page
*For our Expedition Cruises the cancellation charges vary as follows: more then 90 days - deposit only; between 89 and 40 days - 50%. Additionally, you will remain responsible for the full amount of your insurance premium and this will not be refunded in the event of your cancellation. You may however be able to transfer this cover to another holiday. 5. Complaint Procedure If you have any complaint during your holiday, you must inform both your group leader and the relevant supplier of the service immediately. If you are not happy with their action in response to your complaint, you should notify our office in Alton immediately, and we shall endeavour to resolve the problem promptly. Failure on your part to notify us and our agents does not give us the opportunity to take appropriate action to put things right, and may seriously affect your legal rights. If you feel the problem has still not been dealt with, you should notify us in writing within 90 days
Book online: www.primeadventures.co.uk
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