Free Place Ratio
Our standard free place ratio is 1 free leader with every 10 paying passengers.
Change in Numbers
Please advise us as soon as possible if you have extra passengers, before confirming with them, so we can check availability with the airline and hotel, if necessary. If any passengers cancel from the tour then please be aware that this may affect your tour price and free place ratio due to the shared costs involved.
Cancellation Charges
Deposits are non-refundable but can be transferred to a replacement passenger on the same tour. However, the applicable name change fee will be charged if airline seats have been purchased.
Our cancellation charges are as follows:
Further information on cancellations is included in our booking conditions.
Insurance
Our insurance is included for each passenger up to the age of 69, unless otherwise advised by you. Premiums will apply for those aged over 70 and for some pre-existing medical conditions so please check with our insurance company. A full copy of the policy terms and conditions will be sent to you on confirmation of your tour. If you wish to see the policy in advance then we would be happy to forward it to you.
Passenger Lists/Name Changes
In all cases we will require a passenger list of passport names for all passengers travelling. Please ensure names are correct as once they are submitted to the airline, name change fees will apply. In the event that you must change one passenger name to another then the airline will charge a substantial name change fee for this, regardless of how small the change and they show no
leniency at all. Name changes vary for each airline so we will advise the cost at time of change. We must receive all name changes in writing.
ESTA (Electronic System for Travel Authorisation) –
See latest travel advice for the most up to date information https://www.gov.uk/foreign-travel-advice
Passports & Visas
Please check the UK Government website for the latest and most up to date information:
https://www.gov.uk/foreign-travel-advice
https://www.gov.uk/travel-to-eu-schengen-area
We will send the passenger documentation supporting the visa application, if required. It is up to the individual to ensure that they comply with all requirements that are needed for them to enter the country and return to the UK and ROI.
We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.
Prepaid Tickets
Once we have prepaid for theatre, football tickets etc. they are non-refundable and will be charged in addition to lost deposits in the case of cancellations.
Personal Property
We will not take responsibility for any property belonging to any group member that is lost or misplaced while on tour, due to negligence.
Contingency Fund
We would suggest that the group leader carries an adequate contingency fund while on tour in case of any unforeseen events.
Supervision
It is the responsibility of the group leaders to ensure that their students behave in the correct manner at all times. Students should be respectful to guides, coach drivers and hotel staff. If damage is caused to any property, such as hotel rooms or the coach, at any time then they will be held responsible for their actions. Any damage caused by any member of the group will be charged accordingly to the group. No students under 18 may consume alcohol and smoking on coaches and in hotel rooms is strictly prohibited. Some hotels will ask for a deposit on arrival which will be returned on departure if all is in order.
Emergencies
In case of any emergency while on tour you will be provided with an emergency telephone number in your travel pack in order to contact our staff.
GHIC (Global Health Insurance Card)
Please make sure all passengers have a GHIC before travel, more information can be found here: https://www.nhs.uk/using-the-nhs/healthcare-abroad/apply-for-a-free-uk-global-health-insurance-card-ghic/
Travel Documents
We will prepare your travel documents between 5-14 days prior to departure.
Delays
Unfortunately from time to time, strikes, weather or force majeure that is beyond our control can affect travel arrangements. We will advise group leaders as soon as we are aware of any reasons that could affect travel plans and try our best not to inconvenience you too much. For outbound travel if you are delayed in any way that we may not be aware of then please let us know so we can contact the coach company and hotel to advise them of your delay.
Risk Assessment
Please contact us for more information on how we can assist you with your Risk Assessment. We deal with each trip on an individual basis.