Terms and Conditions updated 3 Nov 2023
It is very important that you, the client, read and understand the following booking
conditions before you decide to book with Pharaohn Tours. It is also important that you read
the relevant itinerary and understand what is involved in the type of Tour you are intending
to book. Pharaohn Tours. Only accepts bookings subject to the following booking conditions.
By making a booking you agree that you have fully read and understand these terms and
conditions.
These booking conditions, the relevant web pages, each itinerary that the Client has booked,
the booking form, our privacy policy, and, where your holiday is booked via our website, our
website terms of use, all of which are hereby incorporated into and form the basis of your
contract with us.
Booking
By making a booking, the first named person on the booking agrees on behalf of all persons
detailed on the booking that:-
He/she has read these terms and conditions and has the authority to and does agree to be
bound by them;
He/she consents to our use of personal data in accordance with our Privacy Policy and is
authorised on behalf of all persons named on the booking to disclose their personal details
to us, including where applicable special categories of data (such as information on health
conditions or disabilities and dietary requirements);
He/she is over 18 years of age and resident and where placing an order for services with age
restrictions declares that he/she and all members of the party are of the appropriate age to
purchase those services.
He/she accepts financial responsibility for payment of the booking on behalf of all persons
detailed on the booking.
Financial protection
We are therefore pleased to confirm that, at no extra cost to you, all passengers booking
with the Company are fully protected for the initial deposit, and subsequently the balance of
monies paid as detailed in your booking confirmation invoice, unless there is an unforeseen
technical issue.
Bookings for packages including flights
We do not sell packages including flights departing. Flight based packages may be made
available from other international destinations. Financial protection for any flight inclusive
packages will cover the land portion of the booking only and not the airline ticket or airline
failure.
Surcharge
We reserve the right to amend the price of unsold holidays at any time and correct errors in
the prices of confirmed holidays.
We also reserve the right to increase the price of confirmed holidays solely to allow for
increases which are direct consequence of changes in: The price of the carriage of
passengers resulting from the cost of fuel or other power sources;
The level of taxes or fees chargeable for services applicable to the holiday imposed by third
parties not directly involved in the performance of the holiday, including tourist taxes,
embarkation or disembarkation fees at ports and airports; and (iii) the exchange rates
relevant to the package.
Such variations could include but are not limited to airline cost changes which are part of our
contracts with airlines (and their agents), cruise ship operators and any other transport
providers.
We will absorb and you will not be charged for any increase equivalent to 3% of the price of
your travel arrangements, which excludes insurance premiums and any amendment charges
and/or additional services or travel arrangements. If this means that you have to pay an
increase of more than 8% of the price of your confirmed travel arrangements (excluding any
amendment charges and/or additional services or travel arrangements), you will have the
option of accepting a change to another holiday if we are able to offer one (if this is of lower
quality you will be refunded the difference in price), or cancelling and receiving a full refund
of all monies paid to us, except for any amendment charges and/or additional services or
travel arrangements and/or credit card fees. We will consider an appropriate refund of
insurance premiums paid if you can show that you have not made or initiated any claims or
are unable to transfer or reuse your policy.
Should you decide to cancel for this reason, you must exercise your right to do so within 15
days from the issue date printed on your final invoice. There will be no change made to the
price of your confirmed holiday within 20 days of your departure nor will refunds be paid
during this period. Should the price of your holiday go down due to the changes mentioned
above then any refund due will be paid to you less any fee to cover any administrative
expenses incurred. However, please note that 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.
From time to time we may offer temporary discounts on our holidays. These discounts only
apply to new bookings made during the promotional period through sources advertising
those discounts and cannot be applied to existing bookings or bookings made during the
promotional period through other sources.
Insurance
Travel insurance is vital. It is your responsibility to ensure that you take out a comprehensive
travel insurance policy to cover you during your travel. You must be satisfied that your
insurance fully covers all your personal requirements including pre-existing medical
conditions, cancellation charges, medical expenses and repatriation in the event of accident
or illness. We will require full details of your insurance before you travel. You will not be able
to travel without valid travel insurance. We will not be liable for any losses howsoever
arising, in respect of which insurance cover would otherwise have been available.
Accuracy
We endeavor to ensure that all the information and prices both on our website and in our
brochures are accurate; however occasionally changes and errors occur and we reserve the
right to correct prices and other details in such circumstances. You must check the current
price and all other details relating to the arrangements that you wish to book before your
booking is confirmed.
Passports, visas and health requirements
It is your responsibility to check and fulfil the passport, visa, health and other immigration
requirements applicable to your itinerary. We can only provide general information about
the passport and visa requirements for your trip. Your specific passport and visa
requirements and other immigration requirements for you and your party are your
responsibility and you should confirm these with the relevant Embassies and/or Consulates.
We can provide general information about any health formalities required for your trip but
you should check with your own doctor for your own specific circumstances. We do not
accept any responsibility if you cannot travel, or incur any other loss because you have not
complied with any passport, visa, immigration requirements or health formalities. You agree
to indemnify us in relation to any costs which we incur as a result of your failure to comply
with any passport, visa, immigration requirements or health formalities. Most countries now
require passports to be valid for at least 6 months aŌer your return date. If your passport is
in its final year, you should check with the Embassy of the country you are visiting.
It is your responsibility to check visa requirements for your destination. Up to date travel
advice can be obtained from the Foreign and Commonwealth Office. The Foreign and
Commonwealth Office (FCO) provide up to date information on safety issues worldwide via
its Know before You Go website. Non British Citizens, including other EU nationals, should
contact the Embassy, High Commission or Consulate of your destination, for up to date
advice on passport requirements.
Itinerary amendments by you
If you wish to change any part of your booking after our confirmation invoice has been
issued, you must inform us in writing as soon as possible. This should be done by the first
named person on the booking. We will do our best to assist you in altering your
arrangements after booking, but cannot guarantee that this will be possible. Where we can
meet a request, all changes except for the addition of options offered as standard on the
tour will be subject to payment of an administration fee. Change as well as any costs and
charges incurred by us and/or incurred or imposed by any of our suppliers in making this
change. You should be aware that these costs could increase the closer to the departure
date that changes are made and you should contact us as soon as possible. Where we are
unable to assist you and you do not wish to proceed with the original booking we will treat
this as a cancellation by you. A cancellation fee may be payable in accordance with these
booking conditions.
Transfer of booking to another person
The Client may transfer their booking or any Credit on File to another person who satisfies
all the relevant condiƟons to the tour, provided that we are noƟfied not less than 7 days
before departure, and the transferee agrees to these booking conditions and all other terms
of the contract between us. The Client and new booker are jointly and severally responsible
for any outstanding payments and a transfer administraƟon fee of USD75. If the transfer is
made less than 60 days before departure. Important Note: Certain arrangements may not be
amended or transferred after they have been confirmed (for example flight tickets, Gorilla
Permits) and any alteraƟon could incur a cancellaƟon and rebooking charge of up to 100% of
that part of the arrangements.
Cancellation or change of date by you before departure
You, or any member of your party, may cancel your travel arrangements or change your date
of departure at any time. The cancellation or date change will take effect from the date that
written notification from the person who made the booking is received at our offices/ via
email. We recommend that you use recorded delivery/read receipt. Any cancellation or date
change will incur a charge to reflect the reasonable costs incurred by us in arranging and
cancelling your booking or changing your date. Should one or more members of a party
cancel, it may increase the per person holiday price of those still travelling and you will be
liable to pay this increase. Charges for cancellation or changing date after the balance due
date will vary due to the complex nature of our travel itineraries. Please note, the costs of
many international and internal flights are non refundable. This will be advised to you at the
time of booking. The full costs of cancellation or changing date will be communicated to you
at the point of cancellation or changing date. We have prepared the following cancelation
and date change charges below as a guide only, and these are subject to variation.
(The cancellation/date change charge detailed will be calculated on the basis of the total
cost payable by the person(s) cancelling excluding amendment charges which are not
refundable in the event of the person(s) to whom they apply cancelling.):-
Number of calendar days notice prior to date of departure:
More than 60 days - Loss of 25% of total amount
From 59 to 31 days - Loss of 50% of total amount
From 30 to 15 days - Loss of 75% of total amount
From 14 to 0 days - Loss of 100% of total amount
Please note, flight cancellation charges and any other unrecoverable costs (eg. Gorilla
permits) will be applicable in addition to the cancellation fees outlined above.
If the reason for your cancellation is covered under the terms of your insurance policy, you
may be able to reclaim these charges.
This clause outlines the rights you have if you wish to cancel your booking. Please note that
there is no automatic statutory right of cancellation under the Consumer Contracts
(Information, Cancellation and Additional Charges).
Flights
Flight cancellation fees are set by our flight agents and the airline concerned and the
Company will follow these rules. Any refunds for cancelled flights will only be paid once
received from the airline/flight agent. We strongly recommend that you to take out
insurance against irrecoverable cancellation costs.
Changes and cancellations by us
As we plan your holiday arrangements many months in advance we may occasionally have
to make changes or cancel your booking and we reserve the right to change or cancel any
tour without prior notice. We strongly recommend that you to take out insurance against
irrecoverable cancellation costs.
If we cancel or make a significant change, we will notify you as soon as practically possible
and offer you the choice of
a. (for significant changes) accepting alternative arrangements;
b. if available and where we offer one, accepting an offer of an alternative holiday (we will
refund any price difference if the alternative is of a lower value) or
c. cancelling your holiday with full refund.
You must noƟfy us of your choice within 7 days of our offer. If we do not hear from you
within 7 days, we will contact you again to request noƟficaƟon of your choice. If you fail to
respond again, we will assume that you have chosen to accept the change or alternative
booking arrangements.
Changes during the holiday
If we are unable to provide a significant proportion of your holiday whilst you are away,
suitable alternative arrangements will be made for you at no extra cost or, alternatively, you
will be returned to your point of departure and given a pro-rata refund for any part of the
holiday not received. This does not apply to minor changes in your accommodation, itinerary
or transportation, or if you need to quarantine or self isolate following exposure to Covid-19
or for other reasons. If any additional expenses are incurred through delays, accidents or
disruption of planned itineraries because of situations or events beyond the Company's
control or considered advisable by the Company, such expenses are to be borne by the
Client. The Client accepts that situations or events beyond the control of the Company may
prevent the Company from supplying services and/or itineraries as described.
Force majeure
Except where otherwise expressly stated in these booking conditions we will not be liable or
pay you compensation if our contractual obligations to you are affected "Force Majeure" For
the purposes of these Booking Conditions, Force Majeure means any event beyond our or
our supplier's control, the consequences of which could not have been avoided even if all
reasonable measures had been taken. Examples include warfare and acts of terrorism (and
threat thereof), civil strife, significant risks to human health such as the outbreak of serious
disease at the travel destination or natural disasters such as floods, earthquakes or weather
conditions which make it impossible to travel safely to the travel destination or remain at
the travel destination, the act of any government or other national or local authority or
unavoidable technical problems with transport and all similar events outside our or the
supplier(s) concern control.
Leaving the tour
If the Client leaves the Tour voluntarily before completion of the Tour, or is required to do so
by the Company on the grounds that the Client's presence is detrimental to the safety or
well-being of either the Client or the Tour, then all liability that the Company may bear to
that Client will cease immediately, including the Client's right to any refund. The Company
will have no responsibility for repatriation or any other expenses, which may arise out of
such an event. If a Client becomes ill, all hospital expenses, doctors' fees and repatriation
costs are the Client's responsibility and the Company shall not be liable for any refund of the
Tour cost.
Travel delays
We have based our holidays on the services of major international airlines and whilst these
airlines are rarely subject to lengthy delays, there are occasions regrettably when delays do
occur. Whilst we will do all we can to provide you with prompt assistance in such
circumstances, where the flight concerned was not booked via us and does not form part of
the package then unfortunately we cannot accept responsibility for such events and we
cannot cover the costs of meals, overnight accommodation or any other cost resulting from
a delay. If you face a delay or are denied boarding we advise you to first contact your airline,
who may be able to assist. See the next section of these booking conditions.
Excursions
Excursions or other tours that you may choose to book or pay for whilst you are on holiday
are not part of your contracted arrangements with us. This applies even if the optional
excursions is listed on our website or in our brochure. For any excursion or other tour that
you book while you are on holiday, your contract will be with the operator of the excursion
or tour and not with us. We are not responsible for the provision of the excursion or tour or
for anything that happens during the course of its provision by the operator.
Domestic & international flights required as part of a tour
In some circumstances domestic or international flights may be required as part of the tour
itinerary. These flights are not included in your package booked with the Company. You may
book these flights yourself or include them as part of your main international flight ticket.
Should you choose to purchase these flights from the Company, this would be as a separate
booking.
Your responsibility & behaviour
You agree to comply strictly with the laws and customs of all countries visited, whether in
respect of health, immigration, exchange control, drugs or any other matter. You agree to
accept the authority of and to comply with all reasonable instructions of the tour leaders,
employees and agents. You agree to behave in a considerate and respectful manner to other
participants in your tour, to our staff, and to local people. Your behaviour must not prejudice
the satisfactory progress of the tour or any participant's safety or wellbeing. You accept that
any liability and responsibility that we bear to you immediately ceases if you arrange any
extra tours or activities independently during the tour that do not form part of the tour
itinerary. We reserve the right to exclude you from the whole or any part of the tour if we
consider that you are likely to prejudice the safety, good order or discipline of the tour,
including as a result of you failing to comply with the tour leader's instructions, breaking any
law or regulation of the country you are travelling in, or failing to adhere to the code of
conduct described above, provided that we exercise our discretion reasonably in this regard.
In such event you will reimburse to us any reasonable costs, expenses or losses which we
incur or suffer as a result of our decision to exclude you. No refunds will be given in the
event of you being excluded from a tour, and you agree that we are not responsible for, and
you will indemnify us against any costs you may incur including costs of repatriation eg.
transport and flights and accommodation. It is your responsibility to be in possession of a
valid passport, visas, permits, necessary certificates, logbooks and medical certificates, as
required for the tour. The Company accepts no responsibility for change in visas or
requirements for visas. The Company is not held responsible for the failure of a Client to
obtain or produce the necessary visas, certificates, logbooks or medical certificates. We
cannot be held responsible for the actions or behaviour of other guests or individuals who
have no connection with your booking arrangements or with us.
Conditions of suppliers
Many of the services which make up your holiday are provided by independent suppliers.
Those suppliers provide these services in accordance with their own terms and conditions
which will form part of your contract with us. Some of these terms and conditions may limit
or exclude the supplier's liability to you.
Health and fitness
All Clients must satisfy the Company and themselves, prior to confirmation of booking, that
they are fit and able to undertake and complete their chosen tour as outlined in the relevant
itinerary details published on the website or in correspondence. Any Client with an illness or
disability, or undergoing treatment for such a condition must declare the exact nature of the
condition at the time of booking. For tours which involved a high level of physical exertion
we may require participants to complete a medical questionnaire. Any failure to make this
disclosure will constitute a breach of these booking conditions and may result in the
termination of the Contact, in which case all monies paid to the Company will be forfeit. On
tours that include any activities or travel in or on water including diving, cruises, sailing,
rafting or any other transfer by boat, the Client must declare at the time of booking if they
are unable to swim. Clients unable to swim will not be excluded from a tour, with the
exception of a rafting, snorkeling or diving tour, but rather the Company will take additional
precautions, where necessary, to ensure the safety of the Client. In the case of diving,
snorkeling and rafting, any Client unable to swim will be excluded from the tour. Before
commencing any diving tour the Client must declare that they have met the requirements of
a standard PADI diving medical questionnaire. Any failure to make these disclosures will
constitute a breach of these booking conditions and result in the termination of the Contact,
and all monies paid to the Company will be forfeit. Some activities may be unsuitable for
young children and some tours may have a minimum age limit.
Special requests
Special requests any special requests must be advised to us at the time of booking e.g. diet,
room location, a particular facility at a hotel etc. You should then confirm your requests in
writing. Whilst every effort will be made by us to try and arrange your reasonable special
requests, we cannot guarantee that they will be fulfilled. The fact that a special request has
been noted on your confirmation invoice or any other documentation or that it has been
passed on to the supplier is not confirmation that the request will be met. Failure to meet
any special request will not be a breach of contract on our part unless the request has been
specifically confirmed by us.
Disabilities and medical problems
Disabilities and medical problems we are not a specialist disabled holiday company, but we
will do our utmost to cater for any special requirements you may have. If you or any
member of your party has any medical problem or disability which may affect your booking,
please provide us with full details before you make your booking so that we can try to advise
you as to the suitability of your chosen arrangements. We may require you to produce a
doctor’s certificate certifying that you are fit to participate. Acting reasonably, if we are
unable to properly accommodate the needs of the person(s) concerned, we will not confirm
your booking or if you did not give us full details at the time of booking, we will cancel it and
impose applicable cancellation charges when we become aware of these details.
Acceptance of risk
Clients are only accepted on the understanding that they accept, appreciate and understand
the possible risks of adventure travel, and that they agree to take these risks of their own
free-will. Clients acknowledge that they may be travelling during the Covid-19 pandemic and
that they accept, appreciate and understand the risks of travelling during the pandemic of
their own free-will. The Company will undertake reasonable steps to ensure Clients’ health
and safety and may require them to follow additional safety protocols during their Tour.
Failure to follow these protocols will result in the cancellation of all unused services with no
recourse to compensation. The Company will provide assistance should a Client develop
symptoms of Covid-19, including helping with access to tesƟng. However, all expenses for
testing, treatment or self-isolation whether as a result of personal symptoms or as a close
contact, as well as onward transport following release from isolation will be covered by the
Client. It is a condition of booking that Clients agree not to travel with Covid-19 symptoms or
if they have tested positive for Covid-19 within 4 weeks of their date of departure, and to
inform the Company if they should develop Covid-19 symptoms or test posiƟve for Covid-19
within 14 days of the end of their tour. Clients may be required to provide a wriƩen
declaration to this effect and no refund will be available should this not be provided upon
request. Clients acknowledge that their decision to travel is made in light of consideration of
this information and they accept that they are aware of the personal risks attendant upon
such travel. To the fullest extent permitted by law, we accept no liability in relation to these
additional risks. The Client will comply strictly with the laws and customs of all countries
visited, whether in respect of health, immigration, exchange control, drugs or any other
matter. The Client agrees to comply with all reasonable instructions of the Tour leaders,
employees and agents.
Complaints
Complaints We make every effort to ensure that your holiday arrangements run smoothly
but if you do have a problem during your holiday, please inform the relevant supplier (e.g.
your hotelier) immediately who will endeavor to put things right. If your complaint is not
resolved locally, please contact us by telephone. Contact numbers for our local suppliers will
be provided before departure and they should be contacted first as they will be best placed
to resolve the problem quickly. Failure to do so will affect ours and the applicable supplier's
ability to investigate your complaint, and will affect your rights under this contract. If the
problem cannot be resolved and you wish to complain further, you must send formal written
noƟce of your complaint to us within 28 days of the end of your stay, giving your booking
reference and all other relevant information. Please keep your letter concise and to the
point. This will assist us to quickly identify your concerns and speed up our response to you.
Terms and Conditions prior to 3 November 2023
Terms and Conditions
It is very important that you, the client, read and understand the following booking conditions before you decide to book with Pharaohn Tours. It is also important that you read the relevant itinerary and understand what is involved in the type of Tour you are intending to book. Pharaohn Tours. only accepts bookings subject to the following booking conditions. By making a booking you agree that you have fully read and understand these terms and conditions.
These booking conditions, the relevant web pages, each itinerary that the Client has booked, the booking form, our privacy policy, and, where your holiday is booked via our website, our website terms of use, all of which are hereby incorporated into and form the basis of your contract with us.
Booking
By making a booking, the first named person on the booking agrees on behalf of all persons detailed on the booking that:-
He/she has read these terms and conditions and has the authority to and does agree to be bound by them;
He/she consents to our use of personal data in accordance with our Privacy Policy and is authorised on behalf of all persons named on the booking to disclose their personal details to us, including where applicable special categories of data (such as information on health conditions or disabilities and dietary requirements);
He/she is over 18 years of age and resident and where placing an order for services with age restrictions declares that he/she and all members of the party are of the appropriate age to purchase those services.
He/she accepts financial responsibility for payment of the booking on behalf of all persons detailed on the booking.
Payment & deposit
A Contract enters into force only after the Company receives a non-refundable booking fee, and a signed and completed booking form, which may be submitted by post or through an online form and the Company issues the Client or their agent with confirmation of acceptance in writing with a confirmation invoice. The booking fee will normally be 1% per person for all group tours. in addition to the full price of any internal or international flights and travel insurance booked as part of the package. The price of any flights or travel insurance booked as part of the package will be added to the booking fee, which is paid at the time of booking, is accepted as part of the total holiday cost and will not be refunded, unless the applicant cannot be offered a place or the Company exercises its discretion to refuse a booking. Some tours may require a higher booking fee, which will be advised to the Client at the time of booking. If a tour booking is made within 60 days of departure the booking fees will be the entire tour price. Signed and completed booking forms must be received by the Company within 10 days of receipt of booking fee by the Company or the booking will not be accepted by the Company. The balance of the total cost, where relevant, must be paid no later than 60 days before departure for tours. If the balance has not been received at this time before departure, the Company reserves the right to treat the contract as cancelled by the Client and our cancellation charges will be applicable; please see below.
Financial protection
We are therefore pleased to confirm that, at no extra cost to you, all passengers booking with the Company are fully protected for the initial deposit, and subsequently the balance of monies paid as detailed in your booking confirmation invoice.
Bookings for packages including flights:
We do not sell packages including flights departing. Flight based packages may be made available from other international destinations. Financial protection for any flight inclusive packages will cover the land portion of the booking only and not the airline ticket or airline failure.
Surcharge
We reserve the right to amend the price of unsold holidays at any time and correct errors in the prices of confirmed holidays.
We also reserve the right to increase the price of confirmed holidays solely to allow for increases which are direct consequence of changes in: (i) the price of the carriage of passengers resulting from the cost of fuel or other power sources;
The level of taxes or fees chargeable for services applicable to the holiday imposed by third parties not directly involved in the performance of the holiday, including tourist taxes, embarkation or disembarkation fees at ports and airports; and (iii) the exchange rates relevant to the package.
Such variations could include but are not limited to airline cost changes which are part of our contracts with airlines (and their agents), cruise ship operators and any other transport providers.
We will absorb and you will not be charged for any increase equivalent to 2% of the price of your travel arrangements, which excludes insurance premiums and any amendment charges and/or additional services or travel arrangements. If this means that you have to pay an increase of more than 8% of the price of your confirmed travel arrangements (excluding any amendment charges and/or additional services or travel arrangements), you will have the option of accepting a change to another holiday if we are able to offer one (if this is of lower quality you will be refunded the difference in price), or cancelling and receiving a full refund of all monies paid to us, except for any amendment charges and/or additional services or travel arrangements and/or credit card fees. We will consider an appropriate refund of insurance premiums paid if you can show that you have not made or initiated any claims or are unable to transfer or reuse your policy.
Should you decide to cancel for this reason, you must exercise your right to do so within 15 days from the issue date printed on your final invoice. There will be no change made to the price of your confirmed holiday within 20 days of your departure nor will refunds be paid during this period. Should the price of your holiday go down due to the changes mentioned above then any refund due will be paid to you less any fee to cover any administrative expenses incurred. However, please note that 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.
From time to time we may offer temporary discounts on our holidays. These discounts only apply to new bookings made during the promotional period through sources advertising those discounts and cannot be applied to existing bookings or bookings made during the promotional period through other sources.
Insurance
Travel insurance is vital. It is your responsibility to ensure that you take out a comprehensive travel insurance policy to cover you during your travel. You must be satisfied that your insurance fully covers all your personal requirements including pre-existing medical conditions, cancellation charges, medical expenses and repatriation in the event of accident or illness. We will require full details of your insurance before you travel. You will not be able to travel without valid travel insurance. We will not be liable for any losses howsoever arising, in respect of which insurance cover would otherwise have been available.
Accuracy
We endeavour to ensure that all the information and prices both on our website and in our brochures are accurate; however occasionally changes and errors occur and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to the arrangements that you wish to book before your booking is confirmed.
Passports, visas and health requirements
It is your responsibility to check and fulfil the passport, visa, health and other immigration requirements applicable to your itinerary. We can only provide general information about the passport and visa requirements for your trip. Your specific passport and visa requirements and other immigration requirements for you and your party are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We can provide general information about any health formalities required for your trip but you should check with your own doctor for your own specific circumstances. We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to indemnify us in relation to any costs which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities. Most countries now require passports to be valid for at least 6 months after your return date. If your passport is in its final year, you should check with the Embassy of the country you are visiting. Special conditions apply for travel to the USA, and all passengers must have individual machine readable passports. Please check the US Embassy. For further information contact the Passport Office on 0870 5210410 or visit the UK Passport Office. It is your responsibility to check visa requirements for your destination. Up to date travel advice can be obtained from the Foreign and Commonwealth Office. The Foreign and Commonwealth Office (FCO) provide up to date information on safety issues worldwide via its Know Before You Go website. Non British Citizens, including other EU nationals, should contact the Embassy, High Commission or Consulate of your destination, for up to date advice on passport requirements.
Itinerary amendments by you
If you wish to change any part of your booking after our confirmation invoice has been issued, you must inform us in writing as soon as possible. This should be done by the first named person on the booking. We will do our best to assist you in altering your arrangements after booking, but cannot guarantee that this will be possible. Where we can meet a request, all changes except for the addition of options offered as standard on the tour will be subject to payment of an administration fee. Change as well as any costs and charges incurred by us and/or incurred or imposed by any of our suppliers in making this change. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible. Where we are unable to assist you and you do not wish to proceed with the original booking we will treat this as a cancellation by you. A cancellation fee may be payable in accordance with these booking conditions.
Transfer of booking to another person
The Client may transfer their booking or any Credit on File to another person who satisfies all the relevant conditions to the tour, provided that we are notified not less than 7 days before departure, and the transferee agrees to these booking conditions and all other terms of the contract between us. The Client and new booker are jointly and severally responsible for any outstanding payments and a transfer administration fee of USD75. If the transfer is made less than 60 days before departure. Important Note: Certain arrangements may not be amended or transferred after they have been confirmed (for example flight tickets, Gorilla Permits) and any alteration could incur a cancellation and rebooking charge of up to 100% of that part of the arrangements.
Cancellation or change of date by you before departure
You, or any member of your party, may cancel your travel arrangements or change your date of departure at any time. The cancellation or date change will take effect from the date that written notification from the person who made the booking is received at our offices/ via email. We recommend that you use recorded delivery/read receipt. Any cancellation or date change will incur a charge to reflect the reasonable costs incurred by us in arranging and cancelling your booking or changing your date. Should one or more members of a party cancel, it may increase the per person holiday price of those still travelling and you will be liable to pay this increase. Charges for cancellation or changing date after the balance due date will vary due to the complex nature of our travel itineraries. Please note, the costs of many international flights are non refundable. This will be advised to you at the time of booking. The full costs of cancellation or changing date will be communicated to you at the point of cancellation or changing date. We have prepared the following cancelation and date change charges below as a guide only, and these are subject to variation.
(The cancellation/date change charge detailed will be calculated on the basis of the total cost payable by the person(s) cancelling excluding amendment charges which are not refundable in the event ofthe person(s) to whom they apply cancelling.):-
More than 60 days- Loss 25% of deposit
28 to 59 days- loss 35% of deposit
7 to 14 days- 50%
0 to 7 days- No refund
Please note, flight cancellation charges and any other unrecoverable costs (eg. Gorilla permits) will be applicable in addition to the cancellation fees outlined above.
If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.
Cancellation by you due to unavoidable & extraordinary circumstances
You have the right to cancel your confirmed holiday before departure without paying a cancellation charge in the event of "unavoidable and extraordinary circumstances" occurring at your holiday destination or its immediate vicinity and significantly affecting the performance of the holiday or significantly affecting the transport arrangements to the destination. In these circumstances, we shall provide you with a full refund of the monies you have paid but we will not be liable to pay you any additional compensation. Please note that your right to cancel in these circumstances will only apply where the UK Foreign, Commonwealth and Development Office advises against travel to your destination or its immediate vicinity after your booking has been confirmed. If this level of advice is already in place at the time you confirm your booking, you are deemed to have accepted the risks of travelling with that advice level in place and no refund or additional compensation will be payable. For the purposes of this clause, “unavoidable and extraordinary circumstances” means warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination.
This clause outlines the rights you have if you wish to cancel your booking. Please note that there is no automatic statutory right of cancellation under the Consumer Contracts (Information, Cancellation and Additional Charges).
Flights
Flight cancellation fees are set by our flight agents and the airline concerned and the Company will follow these rules. Any refunds for cancelled flights will only be paid once received from the airline/flight agent. We strongly recommend that you to take out insurance against irrecoverable cancellation costs.
Changes and cancellations by us
As we plan your holiday arrangements many months in advance we may occasionally have to make changes or cancel your booking and we reserve the right to change or cancel any tour without prior notice. We strongly recommend that you to take out insurance against irrecoverable cancellation costs.
If we cancel or make a significant change, we will notify you as soon as practically possible and offer you the choice of
a. (for significant changes) accepting alternative arrangements;
b. if available and where we offer one, accepting an offer of an alternative holiday (we will refund any price difference if the alternative is of a lower value) or
c. cancelling your holiday with full refund.
You must notify us of your choice within 7 days of our offer. If we do not hear from you within 7 days, we will contact you again to request notification of your choice. If you fail to respond again, we will assume that you have chosen to accept the change or alternative booking arrangements.
Flexible Booking Conditions amendment: if we cancel your booking due to the Covid-19 pandemic, you will be offered a 100% credit of your payment towards your main tour price should you choose to leave your payment on hold with us and travel again in the future. New bookings must be confirmed within 1 year of your original travel date, for travel within 2 years of your original travel date. New bookings will be based on our prices for the new tour chosen at the time your new booking is made. Credits do not apply to payments for flights or options or travel insurance. If you agree to place your booking on hold and accept this future credit, cancellation fees will apply under our Flexible Booking Conditions if you choose not to travel at a later date.
Compensation In addition to a full refund of all monies paid by you, we will pay you compensation as detailed below, in the following circumstances: If, where we make a significant change, you do not accept the changed arrangements and cancel your booking; If we cancel your booking and no alternative arrangements are available and/or we do not offer one.
Number of calendar days notice prior to date of departure: Compensation per Passenger:
More than 60 days:25% of deposit
28 to 59 days: 35% of deposit
7 to 14 days: 50% of deposit
0 to 7 days: 100% of deposit
IMPORTANT NOTE: We will not pay you compensation in the following circumstances:
where we make a minor change; where we make a significant change or cancel your arrangements more than 60 days before departure.
where we make a significant change and you accept those changed arrangements or you accept an offer of alternative travel arrangements.
where we have to cancel your arrangements as a result of your failure to make full payment on time; where the change or cancellation by us arises out of alterations to the confirmed booking requested by you.
where we are forced to cancel or change your arrangements due to Force Majeure.
If any additional expenses are incurred through delays, accidents or disruption of planned itineraries because of situations or events beyond the Company's control or considered advisable by the Company, such expenses are to be borne by the Client. The Client accepts that situations or events beyond the control of the Company may prevent the Company from supplying services and/or itineraries as described.
Changes during the holiday
If we are unable to provide a significant proportion of your holiday whilst you are away, suitable alternative arrangements will be made for you at no extra cost or, alternatively, you will be returned to your point of departure and given a pro-rata refund for any part of the holiday not received. This does not apply to minor changes in your accommodation, itinerary or transportation, or if you need to quarantine or self isolate following exposure to Covid-19 or for other reasons. If any additional expenses are incurred through delays, accidents or disruption of planned itineraries because of situations or events beyond the Company's control or considered advisable by the Company, such expenses are to be borne by the Client. The Client accepts that situations or events beyond the control of the Company may prevent the Company from supplying services and/or itineraries as described.
Group size
The Company runs small group departures generally ranging from 2-12 travellers though group sizes do vary between tours. Shoestring type tours generally have a larger maximum group size. Group sizes indicated on our website, brochure and other marketing literature are for guide purposes only. The company retains the right to change the maximum group size for any of its tours at any time without prior notice.
Force majeure
Except where otherwise expressly stated in these booking conditions we will not be liable or pay you compensation if our contractual obligations to you are affected "Force Majeure" For the purposes of these Booking Conditions, Force Majeure means any event beyond our or our supplier's control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authorityor unavoidable technical problems with transport and all similar events outside our or the supplier(s) concerned's control.
Leaving the tour
If the Client leaves the Tour voluntarily before completion of the Tour, or is required to do so by the Company on the grounds that the Client's presence is detrimental to the safety or well-being of either the Client or the Tour, then all liability that the Company may bear to that Client will cease immediately, including the Client's right to any refund. The Company will have no responsibility for repatriation or any other expenses, which may arise out of such an event. If a Client becomes ill, all hospital expenses, doctors' fees and repatriation costs are the Client's responsibility and the Company shall not be liable for any refund of the Tour cost.
Travel delays
We have based our holidays on the services of major international airlines and whilst these airlines are rarely subject to lengthy delays, there are occasions regrettably when delays do occur. Whilst we will do all we can to provide you with prompt assistance in such circumstances, where the flight concerned was not booked via us and does not form part of the package then unfortunately we cannot accept responsibility for such events and we cannot cover the costs of meals, overnight accommodation or any other cost resulting from a delay. If you face a delay or are denied boarding we advise you to first contact your airline, who may be able to assist. See the next section of these booking conditions.
Excursions
Excursions or other tours that you may choose to book or pay for whilst you are on holiday are not part of your contracted arrangements with us. This applies even if the optional excursions is listed on our website or in our brochure. For any excursion or other tour that you book while you are on holiday, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator.
Domestic & international flights required as part of a tour
In some circumstances domestic or international flights may be required as part of the tour itinerary. These flights are not included in your package booked with the Company. You may book these flights yourself or include them as part of your main international flight ticket. Should you choose to purchase these flights from the Company, this would be as a separate booking.
Your responsibility & behaviour
You agree to comply strictly with the laws and customs of all countries visited, whether in respect of health, immigration, exchange control, drugs or any other matter. You agree to accept the authority of and to comply with all reasonable instructions of the tour leaders, employees and agents. You agree to behave in a considerate and respectful manner to other participants in your tour, to our staff, and to local people. Your behaviour must not prejudice the satisfactory progress of the tour or any participant's safety or wellbeing. You accept that any liability and responsibility that we bear to you immediately ceases if you arrange any extra tours or activities independently during the tour that do not form part of the tour itinerary. We reserve the right to exclude you from the whole or any part of the tour if we consider that you are likely to prejudice the safety, good order or discipline of the tour, including as a result of you failing to comply with the tour leader's instructions, breaking any law or regulation of the country you are travelling in, or failing to adhere to the code of conduct described above, provided that we exercise our discretion reasonably in this regard. In such event you will reimburse to us any reasonable costs, expenses or losses which we incur or suffer as a result of our decision to exclude you. No refunds will be given in the event of you being excluded from a tour, and you agree that we are not responsible for, and you will indemnify us against any costs you may incur including costs of repatriation eg. transport and flights and accommodation. It is your responsibility to be in possession of a valid passport, visas, permits, necessary certificates, logbooks and medical certificates, as required for the tour. The Company accepts no responsibility for change in visas or requirements for visas. The Company is not held responsible for the failure of a Client to obtain or produce the necessary visas, certificates, logbooks or medical certificates. We cannot be held responsible for the actions or behaviour of other guests or individuals who have no connection with your booking arrangements or with us.
Conditions of suppliers
Many of the services which make up your holiday are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions which will form part of your contract with us. Some of these terms and conditions may limit or exclude the supplier's liability to you.
Health and fitness
All Clients must satisfy the Company and themselves, prior to confirmation of booking, that they are fit and able to undertake and complete their chosen tour as outlined in the relevant itinerary details published on the website or in correspondence. Any Client with an illness or disability, or undergoing treatment for such a condition must declare the exact nature of the condition at the time of booking. For tours which involved a high level of physical exertion we may require participants to complete a medical questionnaire. Any failure to make this disclosure will constitute a breach of these booking conditions and may result in the termination of the Contact, in which case all monies paid to the Company will be forfeit. On tours that include any activities or travel in or on water including diving, cruises, sailing, rafting or any other transfer by boat, the Client must declare at the time of booking if they are unable to swim. Clients unable to swim will not be excluded from a tour, with the exception of a rafting, snorkelling or diving tour, but rather the Company will take additional precautions, where necessary, to ensure the safety of the Client. In the case of diving, snorkelling and rafting, any Client unable to swim will be excluded from the tour. Before commencing any diving tour the Client must declare that they have met the requirements of a standard PADI diving medical questionnaire. Any failure to make these disclosures will constitute a breach of these booking conditions and result in the termination of the Contact, and all monies paid to the Company will be forfeit. Some activities may be unsuitable for young children and some tours may have a minimum age limit.
Special requests
Special requests Any special requests must be advised to us at the time of booking e.g. diet, room location, a particular facility at a hotel etc. You should then confirm your requests in writing. Whilst every effort will be made by us to try and arrange your reasonable special requests, we cannot guarantee that they will be fulfilled. The fact that a special request has been noted on your confirmation invoice or any other documentation or that it has been passed on to the supplier is not confirmation that the request will be met. Failure to meet any special request will not be a breach of contract on our part unless the request has been specifically confirmed by us.
Disabilities and medical problems
Disabilities and medical problems We are not a specialist disabled holiday company, but we will do our utmost to cater for any special requirements you may have. If you or any member of your party has any medical problem or disability which may affect your booking, please provide us with full details before you make your booking so that we can try to advise you as to the suitability of your chosen arrangements. We may require you to produce a doctor’s certificate certifying that you are fit to participate. Acting reasonably, if we are unable to properly accommodate the needs of the person(s) concerned, we will not confirm your booking or if you did not give us full details at the time of booking, we will cancel it and impose applicable cancellation charges when we become aware of these details.
Acceptance of risk
Clients are only accepted on the understanding that they accept, appreciate and understand the possible risks of adventure travel, and that they agree to take these risks of their own free-will. Clients acknowledge that they may be travelling during the Covid-19 pandemic and that they accept, appreciate and understand the risks of travelling during the pandemic of their own free-will. The Company will undertake reasonable steps to ensure Clients’ health and safety and may require them to follow additional safety protocols during their Tour. Failure to follow these protocols will result in the cancellation of all unused services with no recourse to compensation. The Company will provide assistance should a Client develop symptoms of Covid-19, including helping with access to testing. However, all expenses for testing, treatment or self-isolation whether as a result of personal symptoms or as a close contact, as well as onward transport following release from isolation will be covered by the Client. It is a condition of booking that Clients agree not to travel with Covid-19 symptoms or if they have tested positive for Covid-19 within 4 weeks of their date of departure, and to inform the Company if they should develop Covid-19 symptoms or test positive for Covid-19 within 14 days of the end of their tour. Clients may be required to provide a written declaration to this effect and no refund will be available should this not be provided upon request. Clients acknowledge that their decision to travel is made in light of consideration of this information and they accept that they are aware of the personal risks attendant upon such travel. To the fullest extent permitted by law, we accept no liability in relation to these additional risks. The Client will comply strictly with the laws and customs of all countries visited, whether in respect of health, immigration, exchange control, drugs or any other matter. The Client agrees to comply with all reasonable instructions of the Tour leaders, employees and agents.
Complaints
Complaints We make every effort to ensure that your holiday arrangements run smoothly but if you do have a problem during your holiday, please inform the relevant supplier (e.g. your hotelier) immediately who will endeavour to put things right. If your complaint is not resolved locally, please contact us by telephone. Contact numbers for our local suppliers will be provided before departure and they should be contacted first as they will be best placed to resolve the problem quickly. You may also contact us in the UK on : +44770018155 (24 hours) and USA on: +18888098721 (24 hours) . Failure to do so will affect ours and the applicable supplier's ability to investigate your complaint, and will affect your rights under this contract. If the problem cannot be resolved and you wish to complain further, you must send formal written notice of your complaint to us within 28 days of the end of your stay, giving your booking reference and all other relevant information. Please keep your letter concise and to the point. This will assist us to quickly identify your concerns and speed up our response to you.
