TERMS AND CONDITIONS

TERMS AND CONDITIONS OF TRAVEL

 

1. Definitions

   1. Organiser: Extreme Expedition Tours Limited, a UK Registered Company 14413630. 

   2. Travel Services: the services that are typically part of a trip, such as passenger transport, accommodation, food, guiding and excursions. 

   3. Tour: a packaged or custom tour of Travel Services. 

   4. Suppliers: commercial or individual providers of accommodation, dining or transportation, contracted to the Organiser and in addition to those Travel Services provided by the Organiser.

   5. Itinerary: details of the Tour, day by day.

   6. Park Fees: all fees relating to national parks and concession or camping fees which are included in all offered Tours unless clearly identified as optional.

   7. Travel Agent: an individual travel advisor or company that has negotiated on behalf of the Group and has sold the Tour to the Group.

   8. Group Lead: the principal traveller within the Group, and/or a person who has negotiated the Tour on behalf of all parties including a Travel Agent.

   9. Traveller: any person or group who has purchased an organised Tour from the Organiser or one of its International Travel Agents.

   10. Agreement: the contract between the Travellers. the Organiser and its Suppliers.

 

1. Applicability of Conditions 

   1. All services
      These Conditions apply to all Travel Services supplied from the Organiser. 

   2. Mandatory Travel Services Insurance
      Comprehensive travel insurance is mandatory for all Travellers. The insurance should cover cancellation (forced or voluntary), death or personal injury, emergency evacuation, medical treatment, personal possessions, protection against insolvency of Suppliers. 

   3. Applicable law
      UK law will apply.

 

1. Formation of Agreement 

   1. Content of offer
      The offered Tour only includes the services and facilities that are expressly described in the quotation and Itinerary from the Organiser. The stated travel duration is indicated in whole days, with the day of departure and arrival being counted as whole days. For the avoidance of doubt, the total number of days is always one more than the total number of nights.

   2. The booking
      After acceptance by the Traveller, the Organiser checks the availability of the Tour. If available, the Organiser sends a deposit invoice. The trip is only booked after all Traveller's deposit has been received and deposits subsequently paid to Suppliers with confirmation. 

   3. Errors and omissions
      Errors and omissions in the offer do not bind the Organiser. 

   4. Preferences
      No rights can be derived from preferences communicated by the Traveller, unless the Organiser has confirmed in writing that it will meet the preference. The mere mention as preference or preference on travel documents and the booking confirmation is insufficient for this purpose.

   5. Special requirements
      If the Traveller makes medical or dietary requirements known to the Organiser as a 'requirement' when booking, the Organiser will make its “best efforts” to facilitate these but is not responsible or liable in the event that this requirement is either not possible or overlooked.

   6. Cancellation by Traveller
      A booking of the Tour is final. The Traveller has no right to cancel the Agreement for a full refund.

   7. Minors
      The Traveller who books the trip must be of legal adult age or older in their country of residence or over 18 whichever is the higher. 

   8. Booking for other Travellers & communication
      The Travel Agent or Group Lead who books for other Travellers is jointly and severally liable for all obligations arising therefrom. The other Travellers are each liable for their own part. The confirmation, invoice, travel documents and all other communication will only be sent to the Travel Agent or Group Lead who is obliged to pass on relevant personal circumstances of those other Travellers when booking and provide other Travellers with these Conditions and other relevant communication. The Travel Agent or Group Lead indemnifies the Organiser for damages resulting from failure to comply with the above obligations.

 

1. Information by the Organiser 
   4.1 Travel Price
   The prices stated are per person, unless expressly stated otherwise. 
   4.2 Information by the Organiser upon booking
   When booking or immediately thereafter, the Organiser provides the Agreement to the Traveller, including the Traveller’s Itinerary and Total Price. Acceptance of these Terms and Conditions is implied on acceptance of the offer and does not require formal acceptance in writing.

2. Travel documents
   Each Traveller must have the necessary travel documents, such as a passport, visas, vaccination certificates as required or recommended by their government, travel centre or doctor. Given the great importance of this, the Traveller must check with the official authorities whether the information is complete and up to date. Before booking the Trip, the Traveller must check whether there is sufficient time to obtain the required travel documents and vaccinations. If the Traveller cannot make the Trip or cannot make it in full due to the lack of the correct travel documents, the costs will be borne by the Traveller. 

 

1. Information by the Traveller 
   5.1 Relevant information from the Traveller(s)
   Before booking, the booking Traveller shall provide all relevant information that may affect the health or safety of the Traveller or others. Copies of all passports (Bio Page) must be emailed to the Organiser.
   5.2 Reduced mobility, pregnant women and illness
   Travellers with reduced mobility and their companions, pregnant women and Travellers with an illness that may affect the Trip must report this to the Organiser. It is strongly advised to consult a family doctor prior to booking. In any event, the Organiser cannot be held responsible in the event a Supplier refuses transportation or accommodation on such grounds.

 

1. Before the Trip
   6.1 Deposit
   The deposit amounts to 30% of the travel sum, unless otherwise stated in the quotation. The deposit must be received within 5 days after the written agreement on the quotation. The booking is only final after receipt of the deposit. This deposit is non-refundable.
   6.2 Balance Payment
   The remainder of the travel sum must be paid no later than 60 days before the start of the Trip. If booking within 60 days before the start of the Trip, the full travel sum must be paid immediately after booking. In any case, the entire payment must be received before the start of the Trip. 
   6.3 Default

If the Traveller does not pay within the agreed term, the Traveller is in default without further notice of default being required and forfeits the booking and all payments made to date. 
 

1. Substitution 
   7.1 Conditions and Notification
   A Traveller may transfer the Trip to another person. The other person must meet all conditions associated with the Trip. Transfer is only possible to the extent permitted by the conditions of the relevant Supplier. If airline tickets are part of the Trip, transfer of the airline tickets is often not possible. Transfer of the Trip is then possible if new airline tickets are booked – at the Traveller’s expense. The Traveller requests the Organiser to substitute the person no later than 7 days before the Trip. 
    

2. Changes at the request of the Traveller 
   8.1 Changes
   The Traveller who has booked the Trip may request the Organiser to change the Agreement. The Organiser will make enquiries and make its best effort to accommodate the change request but is not obliged to do so. The Organiser will inform the Traveller of the new travel sum. If the Traveller agrees to the costs of the change, the new travel sum and change costs are due. If the new travel sum is lower than the original travel sum, no refund is guaranteed and subject to terms and conditions of the Suppliers. 
   8.2 Change of departure date
   The change of the departure date constitutes the cancellation of the existing agreement and the conclusion of a new agreement.

 

1. Cancellation by the Traveller 
   9.1 Cancellation
   The Traveller or travel Agent may cancel the booking before the start of the Trip. Cancellation must be made in Writing. The date on which the cancellation is received by the Organiser is considered the moment of cancellation. If received after 5:00 PM or outside Working Days, the following Working Day is considered the date of receipt. 
   9.2 Cancellation costs
   If the Traveller or Travel Agent cancels the trip, he/she is liable for the following amounts as cancellation costs: 
   a. up to and including 60 days before the day of departure: the deposit; 
   b. from 60 days up to and including 30 days before the day of departure: 50% of the travel sum; 
   c. from 30 days before the day of departure: 100% of the travel sum; 
   9.3 Reduction in the number of travellers
   A reduction in the number of Travellers constitutes the cancellation of the existing agreement and the conclusion of a new agreement.
   9.5 Travel credits issued as a goodwill gesture
   At the sole discretion of the Organiser, credit notes may be issued for part of the cancelled Trip.
    

2. Changes by the Organiser 

   1. Major Changes
      If necessary, the Organiser may make major changes to the main characteristics before the start of the Trip. This also includes offering an alternative Trip. The Traveller may accept the change or terminate the Agreement without paying cancellation costs. In the event of termination, the travel sum paid by the Traveller will be refunded. 

   2. Cancellation due to Force Majeur

The Organiser may cancel the Agreement before commencement of the Trip if the Organiser is unable to perform the agreement due to unavoidable and extraordinary. In such cases, the Organiser will refund amounts already received within 14 days and no compensation will be due. Costs incurred by the Traveller for services that fall outside the Agreement, such as vaccinations, visas, purchase of materials, insurance and, if not included in the Trip, air travel, tickets, accommodation, etc., will not be reimbursed. 

1. Cancellation due to the actions of the Traveller
   If the Traveller does not meet the predetermined participation requirements or if incorrect or incomplete information about the Traveller has been provided, the Organiser may cancel the Agreement. The Traveller will then owe cancellation costs as defined.

 

1. Responsibility & shortcomings 

   1. Proper execution of the Trip
      The Organiser is responsible for the execution of the agreed Travel Services, regardless of whether these are executed by the Organiser itself or by another Travel Service Provider. The Organiser must execute the Agreement in accordance with the expectations that the Traveller could reasonably have based on the publications, the Agreement and the circumstances at the travel destinations. 

   2. Changes to the itinerary and travel times
      The Organiser will inform the Traveller of changes to the itinerary. If the Organiser is not aware of the place of stay, the Traveller will only be informed at the e-mail address or mobile phone number known to the Organiser. 

   3. Traveller's obligation to complain in the event of defects
      The Traveller shall immediately inform the Travel Service Provider and the Organiser of any defects or problems in the execution of the Travel Services.

   4. Solution by the Organiser
      The Organiser will ensure that shortcomings are remedied. A shortcoming does not have to be remedied if this is impossible or if it entails disproportionately high costs. 

   5. Compensation
      If the shortcoming cannot be remedied, the Organiser (or Travel Service Provider) will consult with the Traveller and may, where appropriate, arrange an alternative or compensation. The Traveller is not entitled to compensation or alternative if the shortcoming is attributable to the Traveller.

 

1. Assistance and Support 

   1. Assistance
      The Organiser shall provide the Traveller with assistance and support if the Traveller is in difficulty, in particular by providing adequate information on medical services, local authorities and consular assistance and by helping the Traveller to use distance communication and to find alternative travel arrangements. 

   2. Costs
      The Organiser shall charge a reasonable fee for the assistance and support if the difficulties are caused by intent or negligence on the part of the Traveller.

 

1. Liability

   1. Attribution & Force Majeure
      The Traveller is not entitled to compensation for damage suffered by the Traveller as a result of a shortcoming that is attributable to: 
      a. the Traveller; 
      b. third parties who are not directly involved in the performance of the Agreement and the shortcoming could not have been foreseen or prevented, or; c. unavoidable and extraordinary circumstances.

   2. Exclusion of Liability
      The Organiser is liable for damages only when caused by intentional or negligent actions of the Organiser and the amount is limited to the total cost of the Tour. The Organiser is specifically excluded from liability for damages, including death or personal injury, in relation to the Travel Services provided by its Suppliers and any potential liability rests entirely with the Supplier of the product or service and is in any case subject to their particular terms and conditions (copies of which can be obtained upon request).

   3. Insured damage
      The Organiser is not liable for damage covered by insurance, such as health, travel, event or cancellation insurance. Comprehensive Travel Insurance is mandatory at the time of booking.

   4. No double compensation
      In the first instance, all claims for damages regarding this trip must be made to the travel insurance company. No comprehensive travel insurance in place that covered the Tour is a breach of this Agreement and consequently no compensation or damages are due from the Organiser or the Supplier. 

 

1. Obligations of the Traveller 

   1. Behaviour and compliance with instructions
      The Traveller must behave as a reasonable Traveller and is obliged to follow all instructions from the Organiser and the Travel Service Providers. 

   2. Consequences of non-compliance – exclusion from participation
      In the event of non-compliance with instructions from the Organiser or Travel Service Provider or in the event that a Traveller causes a nuisance, the Organiser/Travel Service Provider may deny the Traveller further participation in the Trip in part or in full. The Traveller is then not entitled to a refund of any monies. Any further costs incurred as a result thereof shall be borne by the Traveller. 

   3. Warning
      Before the Traveller is excluded from participation, the Traveller will first receive an oral or written warning. A warning is not required if this is inappropriate given the circumstances. 

   4. Liability of the traveller and indemnity
      The Traveller is liable for damage caused by his behaviour, failure to comply with the obligations in this article or damage that can otherwise be attributed to him. The Traveller indemnifies the Organiser against claims from Travel Service Providers involved in the Trip, other Travellers or third parties for damage caused by the Traveller or that can be attributed to him.

   5. Checking the time of return journey
      The Traveller must verify the exact time of departure no later than 24 hours before the planned start of the return journey. 

   6. Formal health requirements
      The Traveller must meet all health requirements applicable at the destination (and transit countries). Governments can change these requirements without prior notice. The consequences of these changes fall within the risk sphere of the Traveller. 

   7. Compulsory travel insurance
      The Traveller must have travel insurance in accordance with the provisions of the Agreement.

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Extreme Expedition Tours Limited

Cambridge

CB22 7AF

colin@extremeexpedition.tours

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