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Terms and Conditions
Pre Booking Information
Updated 1 Oct 2009
All bookings are made with Travel and Trek, a Sole Trader Company (here after referred to as T&T). The Registered office is The Bungalow, 42 Hough Road, BARKSTON, Grantham, NG32 2NS, United Kingdom. Managing Director, Terry Crosby.
The Client is the person booking the trip or the person in whose name the booking is made. No bookings can be accepted for anyone under the age of 18 on the day of departure.
Trek Leaders are the persons or persons responsible for leading the trek and making decisions concerning the running of the treks once they are underway. They can be UK leaders or local Guides. Trek leader(s) will do their utmost to ensure that any problems are resolved for the benefit of the group as a whole. Signing the Booking Form signifies your acceptance of the leader's authority to make decisions affecting the group or individuals.
Should any individual(s) leave the group en route for whatever reason and incur additional charges, those charges will be payable by the individual at the time. Legitimate medical cases or similar should be covered by the client's travel insurance.
Prior to making any booking, please read the following clauses. It will be implied by making a booking that you have read and understood all these Booking Conditions and agreed to abide by them. If you have any queries about any of these clauses, please raise them before making your booking by contacting T&T.
Bookings
To make a booking complete and sign the Booking Form and post to T&T with the appropriate deposit (stated on Booking Form). T&T will then send you a confirmation of booking. Telephone bookings will be accepted provided a signed Booking Form is received with the deposit within 7 days of the call. If the Booking Form and deposit are not received within 7 days, T&T reserves the right to cancel the booking and release the place for resale. Booking forms returned by e-mail will be accepted and deemed to constitute a signed form. If the trip you have requested is full, T&T will inform you of this and offer you an alternative trip or return your deposit in full. The balance of the cost of the trip is due by a specified date no later than 10 weeks prior to departure. If the timing of your booking is within 10 weeks of departure, full payment will be required prior to the acceptance of the booking.
If the balance is not received by the specified date, T&T reserves the right to cancel your booking and your deposit will be forfeited. The specified date on which the balance is due will be stated on the Financial Statement sent to you with the confirmation of booking.
T&T will accept payment in foreign currency but any bank charges incurred by T&T will be charged back to the Client.
Payments to T&T can only be made by cheque or by bank transfer. No credit or debit cards can be accepted. Cash payments will be accepted by prior arrangement. Cash will be needed to cover any in country expenses.
Costs
The cost price of trips are constantly changing, as are foreign currency exchange rates. T&T will only increase charges where dramatic increases occur (more than 10% of the total holiday cost). T&T will not impose additional charges without prior notice to the client of not less than 7 days where practicable but reserve the right to give less where exceptional circumstances require T&T to do so.
Prices are based on clients joining the group at the designated airport of arrival of the country being visited. If you join the group elsewhere, T&T accepts no responsibility for any costs incurred by you until you do join the group.
T&T reserves the right to advertise treks at varying prices dependent on market conditions.
In the event of late payment T&T reserves the right to charge interest on the amount owing at the rate of 15%. An administration charge of £25.00 will be charged for dishonored and returned cheques.
Transfers
Clients may apply for a transfer from one trek to another after making their original booking and will pay a charge of £30 per person per transfer provided there is availability. The Client must pay for any additional costs incurred as a result of the switch. T&T will state these costs prior to any transfer being completed.
Clients may also apply to transfer a trek booked in their name to another person at a charge of £30 per person per transfer. The new Client will also need to complete a booking form before a transfer can be completed. The new Client will then become responsible for any further payments due to be paid after the date of the transfer.
Cancellation-by the Client
If you cancel your booking, the following scale of charges will apply:
- Cancellation more than 10 weeks (inclusive) before departure – loss of deposit.
- Cancellation 15 days – 10 weeks (inclusive) before departure – 40% of total holiday cost.
- Cancellation 14 days or less before departure (or fail to turn up) – 100% of total holiday cost.
Any cancellation must be in writing and sent by special delivery. The cancellation will be effective from the date of receipt by T&T.
Cancellation-by T&T
If your trip is under-booked (see each trip for minimum numbers) and T&T have to cancel the trip, then T&T will inform you no later than 6 weeks prior to departure. No compensation will be payable. You will be offered:
- An alternative trip (possibly at a later date). Any difference in price will be payable either by the client (higher fee) or T&T (refund).
or
- A full refund of any monies paid to T&T.
In the unlikely event that the Foreign & Commonwealth Office (FCO) advises UK citizens against all or non-essential travel to a country that affects any trip, the trip may be cancelled. Such a statement will invalidate some UK travel insurance policies. Should this be the case and you decide not to travel you will be offered an alternative trip or a refund as stated above in this condition.
Travel Insurance
T&T will need to see documentary proof of your travel insurance policy, which must include cover for helicopter rescue, repatriation, cancellation and trekking up to the appropriate altitude. Failure to have a valid and adequate travel insurance policy for the whole period of the trip may result in you not being allowed to travel with no right to a refund. Your insurer should be able to advise you on the appropriate amount of cover required for the country being visited.
Adventure Trips
T&T operates adventure travel trips in some under developed countries that have numerous associated risks. The intention of each trek is clearly stated in each itinerary but you must be prepared for some flexibility. Unforeseen local conditions, weather, injury or illnesses may introduce a certain amount of inconvenience or discomfort. Changes of accommodation, trekking route or transport arrangements are all potentially possible and should be considered an acceptable part of this type of trip. Recognised and unrecognised mountain trails are used (including unplanned forced deviations), which are often unmaintained and can be very rugged and uneven underfoot. The Trek Leader will do his/her utmost to achieve the aim of the trip. No refunds will be given for unused services.
A significant number of treks attain a level of altitude that may bring on mild Acute Mountain Sickness (AMS). Although not a medical professional organization, T&T provides clients in good faith with detailed information on the signs and symptoms of AMS and what to do if you are affected by it. By accepting these Terms and Conditions, T&T is not liable for any medical condition that you may incur due to AMS.
Disputes
If you have a dispute with T&T, you should in the first instance try to resolve the dispute with T&T verbally and then in writing to T&T within 14 days of the complaint arising. T&T will acknowledge receipt of your complaint and endeavor to respond within a reasonable timeframe of not more than 28 days. Should that fail, there are services available to you to which you can take your dispute. Details can be provided upon request.
T&T's Obligations
Clients book on the understanding that these trips are of an adventurous nature as described in condition 6. T&T's obligation is to ensure that all reasonable skill and care is taken to provide you with the services and facilities as described in the documentation given to you for your specific trip. If a service or facility is not provided as expected, the client should bring it to the attention of the Trek Leader within a reasonable time limit on the trip. If the client is unsatisfied with the subsequent actions or verbal explanation of the Group Leader, he/she should write to T&T within 14 days (where practicable) of their return to the UK stating the full nature of their complaint.
Advice
T&T provides a wide variety of advice on clothing, equipment and medical issues for example in its written material. It is provided in good faith but without responsibility of T&T. Formal medical advice (including vacinations) should be obtained from your local GP.
