Terms and Conditions

Booking conditions

Contract

The contract for all groups is with GB Travel Group Limited Ltd of 2 West Walk, Bowes Offices, Lambton Estate, Chester le Street, DH3 4AN, Company registration no 06054242. The company is fully licensed through the Travel Trust Association, membership number R7764. The contract will exist once we have received your completed booking form with the required deposit and have issued our official confirmation invoice. Special requests must be noted on the booking form. Whilst we will endeavour to fulfil these requests they are not guaranteed and the company does not accept liability if they are not met. The lead name signing the booking form accepts these conditions on behalf of the entire party. All correspondence will be forwarded to the lead named person.

Financial Security

Security for any monies paid by you is provided under the terms of the Package Travel, Package Holidays and Package Tour Regulations 1992. This requires us to protect any funds passed to us until you tour has completed.

For Air Tours we do this in two ways. All funds are lodged in our Trust Account and dispersal of these funds is administered by an independent trustee under the terms of our membership of the Travel Trust Association (TTA) our membership number is R7764. Additionally on Air Tours financial protection is also provided by way of our Air Tour Organisers Licence (ATOL) number T7039. This is administered by the Civil Aviation Authority (CAA)

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.”

On non-air bookings protection is provided by our TTA licence as above.

Payments

The requested deposit must accompany the booking form. No confirmation will be issued until this deposit is received. Interim payments, if appropriate, must be received by the date stipulated on the confirmation invoice. Balance payments must be received by the date stipulated on the confirmation invoice. Bookings made within 12 weeks of departure require full payment with the booking form. If any payment is not made by the required date we reserve the right to cancel all arrangements. In these circumstances any monies already paid will be forfeit and any additional charges will be immediately due.

Required deposits:

European Coach Tours £50 initial deposit followed by a second deposit of £50
Short Haul Air Tours £100 initial deposit followed by a second deposit of £100
Long Haul Air Tours £250 initial deposit followed by a second deposit of £250

The second deposit will usually become due between one and four months after the initial payment. We will advise the exact date of this when you confirm your tour.

We accept payment by most major credit cards. When payment is made by this method a credit card surcharge of 2% will be levied. All other payment methods carry no charges.

Where bookings are mad through a third party tour operator, purchasing a full package, their terms and conditions will apply.

Pricing Policy

Each of our holidays is priced individually and prices quoted are guaranteed once the booking form and deposit have been received with the following exceptions. Prices will only be changed should the standard rate of Value Added Tax change or should the Customs and Excise change the status of zero rated or exempt elements of the tour. Additionally should the government increase airport and/or airline taxes and levies we reserve the right to pass these charges on. Our holidays are priced many months in advance of travel in most cases and our prices are based on rates prevalent at the time of confirming your tour. In the event of negative currency fluctuations we will absorb the first 2% of any rises but we reserve the right to pass on charges above this to a maximum of 10%. Any rises above 10% and groups will have the right to cancel the holiday at no cost except for the cost of insurance and amendment fees. Where details of holidays are changed by the group prices may change from those originally quoted. For air tours where the flight element is sourced from a third party we reserve the right to pass on any fuel surcharge levied to us in excess of 2% of the airline portion of the tour cost. Should the surcharge exceed 10% you will have the right to cancel the tour with a refund of monies paid less the cost of insurance premiums and amendment fees incurred. No surcharge will be notified to you within six weeks of the departure date.

Amendments made by you

Additions to the holiday numbers are usually possible at any time up to the date of departure. There will normally not be a charge for these over and above the cost of the additional person/s. However, if the additional person/s necessitates a change of coach size then some costs may be applicable. In addition to additional costs incurred all amendments will carry an amendment fee of £25 per amendment except for amendments to flight based holidays where name changes and other amendments may carry additional costs made by the airline. These costs will be advised in advance of any amendments being made. Amendments made within 56 days of departure will be classed as cancellations and rebooking and the charges below will apply. On flight based holidays we cannot guarantee that additional flights will be available at the same price as the original booking and some additional costs may be applicable. All amendments must be made to us in writing by the lead name person who signed the booking form.

Cancellation by you

All cancellations, either part or full, must be advised to us in writing from the lead name person on the booking form. The following charges will apply for cancellations: –
Up to 56 days prior Deposits received or owing.
56 – 29 days prior 50%
within 28 days 100%

Cancellation is calculated from the date of receipt of the cancellation not the date of posting. Proof of posting will not be accepted as proof of receipt.

Air based tours may have differing levels of charges depending on where we source the flights from. These will be advised on booking. Low cost airlines offer no refunds on cancellations although in some instances name changes are possible for a fee. As the level of cancellation will affect the group size smaller group supplements may be imposed in some instances. The insurance provided may cover costs arising from cancellations and alterations but please check the policy carefully for exclusions.

Cancellation or alteration by us.

Occasionally, through events beyond our control, it may be necessary to change items relating to your arrangements. In these circumstances we will do our best to minimise the inconvenience but in the event that these changes become significant we will offer the following compensation: –

Up to 57 days before departure Nil per paying passenger
56 — 28 days before departure £5 per person
15 – 27 days before departure £10 per person
14 days or less £15 per person

Should the change be significant and we are not able to offer a suitable alternative you will have the right to cancel and receive a full refund of monies paid. Significant changes include but are not exclusively, change of date of departure, change of departure airport on flight based tours, change of accommodation to one of lesser quality.

Force Majeure

We do not have any responsibility for changes due to those circumstances amounting to “ Force Majeure “ including events where we or our suppliers could not have foreseen or avoided, even with all due care, such as, but not exclusively, war or the threat of war, civil strife, terrorist activity, industrial dispute, bad weather, acts of any government or public authority and all such events beyond our control, we regret that no compensation will be payable. Please note that we rely on Foreign Office information and advice in such circumstances. Additionally we cannot accept responsibility for delays, alterations, and loss of enjoyment or additional expense caused by the above during the operation of any tour.

Travel Tickets and vouchers

Tickets are specific to the dates booked and are not transferable to other departures. No refund will be given for lost, unused or expired tickets or attraction and theme park vouchers. Lost air tickets may incur charges for replacement. These charges will be detailed on application.

Our Responsibilities

We make all of the necessary checks to ensure that your holiday runs trouble free. The descriptions, information and opinions are given in good faith in respect of our suppliers and the resorts visited and we cannot accept responsibility for errors and omissions made by third parties. We accept responsibility for personal illness, injury or death caused only by the negligence of our employees whilst acting within the scope of their employment. We also accept responsibility for those items and elements of your tour that are in our direct control. All obligations and responsibilities in respect of carriage by air, rail, sea or coach are limited in the manner provided in the relevant International Conventions. In any event our liability is limited to the cost of the tour. Should any of the group suffer injury or death, not caused by us, and require legal assistance we will offer help up to a maximum value of £5000 per tour. This amount is repayable on receipt of recompense from the insurance company or from any proceeds of a successful action against the third party.

Complaints

It is important that you inform us at the earliest possible opportunity of anything that you are not happy with relating to your tour. Failure to do this may affect your rights under this agreement as you will not have given us the opportunity to put the problem right. If your complaint cannot be rectified locally you must inform us in writing within 28 days of your return.

Personal Property

All baggage and personal property is your own responsibility at all times. Travel insurance packages cover items to some degree but the policy in force should be checked for exclusions omissions and claim limits. In resort valuables should be kept in hotel safe facilities, if available. Some hotels will make a charge for this facility. Any loss or damage to personal property must be reported to a member of hotel or resort staff and a written confirmation must be obtained in order not to prejudice any potential insurance claim. In instances of theft or burglary a police report must be obtained.

Special Requests

We will always do our best to meet any special requests regarding the tour. However, these requests cannot be guaranteed and failure to meet them does not constitute a breach of contract.

Passports and visas

The party leader is responsible for ensuring that all passport and visa arrangements are made. Please note that those clients not holding British passport may require visas for any or all countries being visited. Information will be provided on request. GB Travel will advise visa details for UK passport holders if applicable. However, the responsibility to obtain said visas will be with each individual. Non British passport holders must check with the relevant consulate for current visa regulations. Where possible GB Sports Tours will help with visa applications.

Privacy Policy

Under the terms of our registration with the Information Commissioners Office, registration number Z1462285, we are allowed to store personal information from your group relative to the operation of your tour.

This information includes names, contact details, passport and visa details, medical and dietary details, other personal details.

In the operation of your tour these details may be passed to among others, accommodation providers, transport providers, service providers, border agencies, police and other authorities and consulates.

The registration above also allows us to send you, from time to time, information on goods and services, new products and other travel related items.

Details of the information held on individuals in your group can be provided on request and on payment of £10 per individual. Please contact the company’s address in writing for this service.

Medical Matters and Insurance

It is imperative that all clients have a travel insurance policy in place for their intended travel destination. It is still advisable, however, to ensure that each traveller travelling within the EEC is in possession of a current EHIC (European Health Insurance Card) card available from the Dept of Health website at www.dh.gov.uk/travellers . This provides free treatment at certain hospitals in the European Union and will avoid the need to claim against your travel insurance in certain cases. Should we not provide your insurance we will require full details of your cover, wherever sourced.

We will give basic advice regarding known health risks in the areas that your tour will take place. However, this information is a guide only and may change. It is recommended that all travellers advise their GP who can then take into account any relevant personal factors as well as being able to give up to the minute information on vaccinations and preventative measures necessary. This advice must be sought at the earliest possible opportunity as some courses of medication need to be commenced well in advance of travel. Travellers who need to carry medication with them for personal use must ensure that they carry sufficient for the trip with extra to cover possible delays and losses.

Jurisdiction

Your contract is governed in accordance with English Law. Each party submits to the jurisdiction of English Courts to settle any claim or matter arising under the contract.