Vienna to Belgrade; Semi – Private Tour with Dedicated Tour Leader & Car

Choose Balkans - Terms and Conditions

1. Scope of Application

These terms and conditions (GTC) set out the agreement between Choose Balkans ("TO") and the customers ("Customer(s)") for tours and services provided by TO. If third-party providers are involved, TO only acts as an agent and follows their terms. The present GTC form an integral part of any individual contract independently of the medium through which the contract is closed.

2. Conclusion of Contract / of Booking

Bookings can be made through various channels, including the internet, travel agencies, hotels, tourist information centers, email, Facebook, WhatsApp, phone, or in person. The Tour Operator (TO) does not accept non-binding reservations. If a booking is made by a third party (such as a travel agent or an individual booking for other customers), you are considered the main contact person and are responsible for all payments, changes, and cancellations related to the booking. You must also ensure that all participants are informed and have agreed to these General Terms and Conditions (GTC). By making a booking, you confirm that you have obtained all necessary consents and that the provided information is accurate. TO is not liable for any errors or omissions in the booking details. The booking is confirmed once the terms of offer are fully agreed to without any changes, conditions, or exceptions.

3. Requirements

3.1 Mandatory insurance requirements All customers are responsible for securing their own health and travel insurance for the

duration of the tour. The customers acknowledge that insurance coverage is not included in the cost of any tour offered by the Tour Operator, and they are required to arrange and cover the cost of separate insurance. The Tour Operator recommends that customers carefully choose an insurance policy that provides comprehensive coverage, including medical, trip cancellation, and coverage for any activities planned during the tour. Customers should ensure that their insurance is adequate for their needs and provides full protection. Additionally, customers are advised to inform their insurance provider of the details of their trip, including the destinations, duration, and activities covered by the booking, to ensure that the necessary coverage is in place.

3.2 Passport, Visa, Immigration, and Health Requirements

It is the customer’s responsibility to obtain and carry all necessary documentation for travel, including a valid passport (valid for at least 6 months after your return), visas, permits, health certificates (such as vaccination records), and insurance policies. The

customer is solely responsible for ensuring they have all required documents before the tour and for any costs incurred due to missing or incorrect documentation. The Tour Operator is not liable for any loss or expense caused by the customer’s failure to secure proper travel documentation. We recommend consulting the relevant authorities for up-to-date information, as we do not provide advice on travel documents. Requirements may change, so check for the most up-to-date information well in advance.

3.3 Age Requirements

Anyone under 18 is considered a minor and must be accompanied by an adult. One adult may accompany up to two minors. Unless otherwise stated, the minimum age for tours is 2 years old. Bookings with minors are subject to the Tour Operator's approval. The accompanying adult is responsible for securing any necessary consents and documentation for the minor(s). The Tour Operator is not responsible for any costs or losses resulting from failure to meet legal travel requirements. Adults are jointly responsible for the supervision, behavior, and well-being of the minors on their booking. The Tour Operator does not provide care services for minors

and is not responsible for chaperoning or supervising them. 

4. Tour Price and Payment Terms

The Tour Price per person (hereafter referred to as "Tour Price") is outlined in Choose Balkans tour price list and includes VAT. Prices are subject to change per Section 6, and the applicable Tour Price will be based on the date of booking. At the time of booking, a non-refundable deposit of 50% of the total tour cost is required per person. The remaining balance must be paid no later than 60 days before the tour start date. If the bookings are made 60 days or fewer before the tour start date, full payment is required at the time of booking. 

4.1 Agreement to Terms

By confirming your booking via Choose Balkans’ official communication channels (email, Facebook, WhatsApp, phone call, or other means), you acknowledge that you have read and agreed to these terms and conditions. 

5. Cancellations / Changes in Bookings by the Customer

The Tour Operator (TO) does not provide cancellation insurance. It is recommended that travelers obtain their own coverage to protect against unforeseen circumstances. 

5.1 Non-Refundable Deposit and Payment Terms

A deposit of 50% of the total tour value is required at the time of booking and is strictly non-refundable. The remaining balance must be paid no later than 60 days before the tour start date.

5.2 Cancellation Procedure

To cancel a booking, you must notify TO in writing through official channels (e.g., email, Facebook, WhatsApp, or other communication methods). The cancellation becomes effective only after written confirmation is received from TO.

5.3 Cancellation Fees

Cancellation fees are determined based on the time prior to the tour start date and are as follows:

• Cancelations 60+ days before the tour start date: You forfeit 50% of the tour cost

• Cancelations between 59 to 46 days before the tour start date: You forfeit 75% of the tour cost

• Cancelations 45 days or less before the tour start date: You forfeit 100% of the tour cost

6. Changes/ Cancellation in Bookings by TO

6.1 Operator-Initiated Changes: We reserve the right to make changes to the itinerary, accommodation, or other tour components if necessary. If significant changes occur, we will inform you as soon as possible and offer a comparable alternative if needed.

6.2 Operator-Initiated Cancellations: The Tour Operator (TO) reserves the right to cancel a tour at its sole discretion if it is significantly impacted, hindered, or made impossible due to force majeure, adverse weather conditions, official measures, political unrest, strikes, demonstrations, traffic disruptions, road closures, or other unforeseeable events. This also applies if the minimum required number of three fully paying participants for regular tours is not reached. In such cases, the Tour Price already paid will be refunded and no further claims for compensation will be considered.

7. Changes in Tour Prices or Services

The Tour Operator (TO) reserves the right to adjust the Tour Price based on the price list or agreed price in the event of extraordinary circumstances. These circumstances include, but are not limited to:

• Changes in third-party provider rates, such as transportation companies

• Introduction or increase of taxes, charges, or fees If the Tour Price changes due to extraordinary circumstances, customers will be notified at least three weeks before the tour starts. If the new price exceeds the original price by more than 10%, customers have the option to:

• Cancel the booking in writing within 5 days of being notified, receiving a full refund of the amount already paid, or

• Choose an alternative tour of equal value at no extra rebooking fee. TO also reserves the right to change the tour program, shorten the tour, or offer alternatives due to extraordinary circumstances. Any additional costs incurred will be the responsibility of the customer. TO will promptly inform the customer of any changes. If the alternative solution is more expensive or unreasonable, the customer may cancel the booking free of charge, and a refund will be processed in the same way the original payment was made. No further compensation for damages related to changes in price or services will be provided.

8. Delays, Missed Arrangements, and Curtailment

8.1 Delays Caused by the Guest

If a guest is delayed and unable to join the tour or any scheduled activities on time (due to personal reasons, travel delays, etc.), the tour operator (TO) is not responsible for any missed arrangements or changes to the itinerary. The guest assumes full responsibility for arriving on time. If a customer is late to the departure or meeting point, TO may leave after waiting 5 minutes for a half-day tour or 10 minutes for a full-day tour, without refund or compensation. Any additional costs incurred, such as returning to the starting point, will be the customer's responsibility.

8.2 Delays Caused by the TO

While we strive to ensure that all tours operate as scheduled, unforeseen circumstances such as weather conditions, road closures, mechanical breakdowns, or other factors beyond our control may cause delays. In the event of a delay, we will make reasonable

efforts to minimize the impact on your itinerary, but we cannot be held liable for any delays or consequences arising from them.

8.3 Missed Arrangements

If a guest misses any part of the tour due to their own delay or inability to meet the scheduled itinerary (e.g., missing transportation, activities, or accommodation check-in), the TO will make reasonable efforts to accommodate the guest in a manner that causes minimal disruption to the group’s schedule. However, the TO is not obligated to rearrange missed services or refund the guest for missed arrangements. Any additional costs associated with missed arrangements, including transport or accommodation, will be borne by the guest.

8.4 Curtailment by the Guest

If a guest chooses to leave the tour early or cut short their participation for any reason (e.g., personal preferences, health issues, etc.), the TO will not be responsible for any refunds or compensation for the remaining portion of the tour. The guest will also be responsible for any additional costs incurred as a result of curtailing the tour, such as rebooking transportation, accommodations, or activities.

9. Terms of Participation

Tours are subject to the terms published by the Tour Operator (TO), including details such as language and tour guiding. Identification: The lead participant must present an ID or passport at check-in. Failure to do so may result in exclusion from the tour without a refund. All customers must carry an ID or passport for tours abroad. Minors must be accompanied by a legal guardian.

Assistance: Vans and minivans do not have ramps. Customers requiring assistance with boarding should arrange it themselves.

Pets: Pets are not permitted, except for service dogs. Health and Insurance: Customers must inform TO of any health conditions. It is the customer's responsibility to have adequate health, accident, and travel insurance, including coverage for sports activities (if applicable). Substance Use: Customers must not join a tour under the influence of drugs, medication, or excessive alcohol.

Compliance and Behavior: Customers must follow TO’s terms, third-party provider rules, and staff instructions, including adhering to meeting times and using seat belts or child safety seats where applicable. Customers are expected to behave respectfully and

comply with local laws and regulations during the tour. Disruptive, aggressive, or dangerous behavior may result in removal from the tour. Exclusion: If a customer is excluded from the tour, no refund will be provided, and no claims for damages will be accepted.

10. Liability

10.1 Limitation of TO’s Liability

Customers undertake all activities at their own risk. Any liability of TO is limited to the Tour Price as well as any direct damages caused willfully or by gross negligence by TO. TO’s liability for slight negligence, assisting persons as well as consequential damages and lost profit is excluded. TO does not assume any liability in case of non- fulfillment of contractual obligations that results from omissions or contract violation by the Customer (in particular due to violation of the terms of participation in section 7). TO does not assume any liability for the disappearance of personal items, cash, valuables, luggage, photographic equipment, etc. as well as loss, theft, damage or misuse of checks and credit cards.

10.2 Exclusion of Liability for Offers of Third-party Providers and in Case of Force Majeure TO does not assume any liability for the offers and services of third-party providers nor does TO assume any liability for damages based on circumstances that are beyond TO’s control, such as force majeure, natural events, catastrophes, changes in program due to non-adherence of train, bus or ship transportation companies or other third-party providers to their schedules, etc. Customer undertakes to claim any damages directly

from the third-party provider.

10.3 Customer’s Liability

All activities for which TO acts as an agent and which are carried out by third-party providers or are organized and/or carried out by Customers themselves incur at Customer’s own risk. TO is not liable for the consequences of any accident. TO expects from each Customer a considerable degree of personal responsibility. Customers only participate in activities that are compatible with their physical condition, in particular their health and physical efficiency. Customers are in particular responsible for an adequate equipment (clothing, footwear, sun protection, etc.). 

11. Deadline for the Assertion of Claims

If you have a complaint regarding your tour, please inform the tour guide or localr epresentative immediately so that they can assist in resolving the issue. Customers ’ claims towards TO due to non-fulfillment or fulfillment not in accordance with the contract must be asserted within 10 days after the contractually agreed Tour date in writing with a detailed explanation of the claims. A complaint vis-à-vis the Tour guide is not sufficient. Claims received by TO after expiry of this deadline cannot be accepted anymore, except if Customers prove that they were faultlessly prevented from meeting such deadline.

12. Data Protection

Customers acknowledge and agree that their personal data, including but not limited to name, address, telephone number, date of birth, nationality, and gender, may be collected by the Tour Operator (TO) for the purpose of facilitating booked tours as per the contract. This data may be shared with third-party providers strictly as necessary to fulfill the reservation. The TO is committed to safeguarding all personal information and ensuring that appropriate measures are in place to protect data privacy and security. Please refer to our Privacy Policy on our website for details on how we collect, use, and protect your data.

13. Amendments to these GTC

The Tour Operator (TO) reserves the right to amend these General Terms and Conditions (GTC) at any time by updating them on its official website on www.choosebalkans.com/terms. Any changes will take effect upon publication and will apply to new bookings made thereafter. For existing bookings, the terms in effect at the time of reservation will continue to apply unless otherwise agreed.

14. Severability

If any part of these General Terms and Conditions (GTC) is found to be invalid, void, or unenforceable, the rest of the terms will remain in effect. If a provision cannot be enforced, it will be replaced with one that closely reflects the original intent and purpose. The same applies if a missing provision needs to be addressed.

15. Applicable Law and Place of Jurisdiction Albanian law shall apply to the legal relationship between the Customer and TO (with the exclusion of conflict of law rules). For claims against TO, the exclusive jurisdiction of the ordinary courts at the seat of TO is agreed.