At Leisure 2013 (UK)
At Leisure holidays create a refreshingly different holiday experience for the independent-minded traveller, combining the very best of guided sightseeing with the freedom to explore on your own.
BOOKING CONDITIONS AND OTHER IMPORTANT INFORMATION YOUR GUIDED HOLIDAY BOOKING Trafalgar Tours Limited is the ‘Sales Company’; AAT Kings Tours (Pty) Limited – Australian holidays, AAT Kings Tours (NZ) Limited – New Zealand holidays, Trafalgar Tours Limited – China & Asia, Great Britain and Europe holidays and Destination America Inc – America holidays are the ‘Operators’; collectively these companies are referred to as ‘Trafalgar’. All contracts with Trafalgar are made subject to the terms of these booking conditions and are governed by English law and the exclusive jurisdiction of the English Courts. The invalidity of any provisions herein shall not affect the validity of any other provisions. The agreement shall be construed as though the invalid provision was not contained herein and was replaced with an enforceable provision as similar as possible to the original provision. Disclaimer: Travel is personal and each individual’s goals and experiences may differ. Trafalgar will not be bound by, or liable for, any description, representation or warranty made by any independent third party sales representative, travel agent, or other person or entity relating to any holiday offered by Trafalgar. Departure Date: The departure date is the date indicated on the Trafalgar confirmation. WHAT’S INCLUDED IN THE GUIDED HOLIDAY PRICE Inter-city Travel: By private motorcoach, trains and ferries (see itineraries). Air Transportation: Air transportation (including international, local and interisland Flights excluding Australia and New Zealand) is included in the total price as indicated for each specific itinerary. Please note flight supplements may apply subject to airline availability at time of booking. Guided Holiday: By air-conditioned luxury motorcoaches. Please note that on some Regional holidays and London sightseeing, motorcoaches without toilet facilities are used. In the Middle East, air-conditioned motorcoaches without toilet facilities are used. If due to circumstances beyond our control coaches are used otherwise than as advertised, a refund of £7 per person will be made. Hotel Accommodations: Prices are per person, based on two persons sharing a two-beded room with private bath or shower. Triple rooms may be available on some guided holidays (not all) in limited numbers. Triple rooms will often feature one foldaway bed plus one double bed. Three adults may find these rooms small and suitcase space slightly restricted. They are generally more suitable for two adults and one child. Every effort has been made to reserve two-bed rooms; however, on some occasions, rooms with one bed may be the only choice available. These rooms will be allocated to single travellers and couples first; other rooms may feature a single bed and rollaway bed, murphy bed or sleeper sofa. A limited number of twin-shared rooms are available with our Guaranteed Room Share service. Special room requests (smoking/non-smoking, adjacent, connecting or lower-floor rooms, as examples) must be made at time of booking. Special room requests are not guaranteed and are based on availability at time of check-in. Many hotels in North America are 100% smoke-free, including all guest rooms, restaurants, lounges, meeting rooms, public spaces, and employee work areas. Smoking in a non-smoking room may result in a fine. Substitute hotels may be used sometimes. We try to use hotels of similar standard. Hotel Frequent Traveller programme points are not earned with hotels on Trafalgar holidays. Travel Director: Guided holidays are conducted in English by a professional Travel Director. In the unlikely event that there are fifteen guests or less travelling on a departure, Trafalgar reserves the right to operate this departure on an individual basis with private transfers and individual arrangements. Please refer to the individual guided holiday. Pre or post itinerary extensions are operated on a locally hosted basis using regular English-speaking local guide services. Meals: Meals are included as detailed on itineraries. Sightseeing: Excursions, entrance fees and English-speaking guide (when required) are included as detailed in the itinerary pages. Transfers: Between airports, hotels, railway stations and piers are included as indicated on each guided holiday itinerary (please see ’Airport Transfers’ section for further details). There will be no refund for missed or unused airport transfers. Porterage: Baggage handling of one suitcase per person, at each guided holiday hotel and porter service at airports for all intra-air flights on South America itineraries, is included in the guided holiday price. Due to limited coach capacity, a single bag is allowed with dimensions not exceeding 30”x18”x10” (76x46x25cm) and weight not exceeding 44 lbs (20kg). Airlines may impose stricter weight and size limits for luggage and may also charge fees for checked baggage, including the first checked bag. Please check with your airline(s) directly for their most current baggage regulations and related fees. Trafalgar is not responsible for additional fees imposed by air carriers regarding baggage. A charge of US$6 or local currency equivalent per travelling day will be collected by the Travel Director if a second piece of baggage is permitted to be carried, or if suitcase exceeds weight or size limits. This is not assurance that luggage in excess of limits on size, weight and number of pieces will be permitted on the coach. Carry-on/hand luggage is restricted to one piece per person, not exceeding 12”x11”x6” (30x28x14 cm) to fit under your coach seat or in the small overhead compartment. Carry-on/hand luggage handling is the responsibility of each guest and must be taken on and off the motorcoach by you each day of the guided holiday. Carry-ons with telescopic handles and wheels will not fit in the overhead compartments or under seats and, therefore, cannot be accepted as carry-on luggage. Trafalgar and Trafalgar’s affiliated entities shall not be liable for loss or damage to baggage or any guest’s belongings. Guests should immediately report lost items to the Travel Director who will assist in completing a lost property form that can be used for an insurance claim. Trafalgar cannot assist in locating lost items after the guest disembarks or completes the Trafalgar holiday. Tips/Gratuities: Tips/gratuities are included for services on guided holiday provided by dining-room waiters, chambermaids and porters at hotels, airports and docks. NOT INCLUDED IN GUIDED HOLIDAY PRICE Additional fees charged by airlines such as checked and/or excess baggage (visit www.trafalgar.com/baggage), additional fuel surcharges, seat selections and any other services; passport and visa fees; insurances of all kinds; tips/gratuities to Travel Directors, Motorcoach Drivers and Local Guides; laundry; phone calls; internet access; minibar; beverages and meals not detailed in the itinerary; optional excursions; and all items of a personal nature. Additional taxes and surcharges may be collected by foreign governmental and non-governmental entities. The price does not cover costs and expenses, including your return home, if you leave the guided holiday whether at your own volition, due to illness, action by any government or other reason. This list is illustrative and not a complete list of every item not included. RESERVATIONS & PAYMENTS When you make a booking, you must pay a deposit. This will consist of the amount for the international flight element of your holiday (see Air Arrangements for further details), together with the following amount for the land and/or cruise element of your holiday: Deposit per person, per itinerary, payable within 7 days of booking £100 South American Guides Holiday £100 Guided Holiday with USA Train* £300 Guided Holiday including USA Train# £100 All Other Guided Holidays Final Payment prior to departure date 45 days South American Guides Holiday 50 days Guided Holiday with USA Train* 80 days Guided Holiday including USA Train# 45 days All Other Guided Holidays * Rocky Mountaineer RedLeaf Service # Rocky Mountaineer GoldLeaf and SilverLeaf Services 1. Your guided holiday will be confirmed by Trafalgar upon receipt of a nonrefundable, non-transferable deposit. We reserve the right to refuse a booking without giving any reason for such refusal and shall in that event return any deposit received to its sender. The deposit you have paid will only be refundable in the circumstances set out in these booking terms and conditions. This deposit forms part of your final payment. On certain departures, deposits may be required to hold seats at the time of booking. 2. Final payment for your land reservation will be due no later than 45/50/80 days (as detailed above) prior to the guided holiday departure date. 3. Payment in full will be required at time of booking for reservations made less than 45/50/80 days (as detailed above) prior to the guided holiday departure date. 4. Trafalgar reserves the right to cancel the reservation and impose cancellation charges if any payment is not received within the above specified periods. Trafalgar will not be responsible for lost land and air reservations. 5. Credit Card Bookings: Trafalgar must be provided with your credit card number when making your reservation directly with us. Verbal authorisation authorises processing the charge on your credit card. The reservation is not confirmed until the credit card transaction is completed. For security purposes, we collect the guest’s credit card billing address and customer verification code. 6. Any special meal requirements must be provided at time of booking and are received on a REQUEST basis only. Trafalgar cannot assure special meal requests will be fulfilled. Trafalgar does not assume responsibility or liability if guest’s special meal requests are not fulfilled. 7. Where Trafalgar is selling a flight-inclusive package holiday, all money you pay to a Travel Agent (or an Accredited Body member) for that holiday will be held by the Agent (or Accredited Body member) on behalf and for the benefit of the Trustees of the Air Travel Trust at all times, but subject to the Agent’s (or Accredited Body member) obligation to pay the money to us for so long as we do not fail. In the event of our failure, any money held at the time by the Agent (or Accredited Body member), or subsequently accepted from you by the Agent (or Accredited Body member), is and continues to be held by that Agent (or Accredited Body member) on behalf of and for the benefit of the Trustees of the Air Travel Trust without any obligation to pay that money to us. Full payment for these flights must be made within 7 days of booking or at time of booking depending on the airlines ticketing deadline and is non-refundable and non-transferable. Where we are selling a package holiday that does not include a flight, all money you and every person named in the booking pays to a Travel Agent for your holiday with us will be held by the Agent on our behalf until the booking is confirmed. In such cases, when confirmed, your Travel Agent shall provide those monies promptly to us. You consent to us depositing monies received by us as required by law. We will be entitled to keep interest earned on monies. You consent that all monies paid to us whether through your Travel Agent, by deposit or otherwise, may be disbursed by us as and when and where we see fit. Travel Documents: Travel documents will be sent to you approximately 21 days prior to the guided holiday departure date (provided full payment has been received on time). If final payment is not received when due, costs to courier documents will be the responsibility of the Travel Agent. If you are leaving home earlier, please ask your Travel Agent to request your travel documents well in advance. Please also make sure that you provide your Travel Agent with the flight details that are booked independently no less than 21 days prior to flight departure date. Passports & Visas: All guests including children must be in possession of a machine-readable passport and applicable visas. Please refer to ’Things To Know Before You Go’ section on our website at trafalgar.com. Your travel agent will advise you as to information and travel documents (such as passports, visas, affidavits, etc.) that will be needed for each person for whom travel services are being booked. Trafalgar bears no responsibility for such information. BOOKING CHANGES, CANCELLATIONS & REFUNDS Booking Changes: A fee of £15 or more per person, per change and any further cost we incur, will be charged for any revision or alteration made to a reservation after the booking is confirmed unless the change increases the price of the booking. Costs and charges may increase the closer to the departure date that changes are made, so you should contact us as soon as possible. We will try to make your requested change but it may not be possible. A change of guided holiday date or itinerary within 45/50/80 days (as detailed below) of departure date will be treated as a cancellation. Cancellation fees will apply except when the change is to an earlier departure date and the guided holiday price is equivalent or greater, in which case a £15 (or more) per person amendment fee will be charged. Name changes or corrections will be treated as a cancellation. Cancellation fees may apply. You must also pay any charges imposed by airlines for any changes, including name and date changes. This can be up to 100% of the value of the ticket. Cancellations and Cancellation Fees: Travel arrangements for any member of the party may be cancelled at any time by written notice by the person who made the booking. Please note the following: • If notice of cancellation is received by Trafalgar more than 45/50/80 days (as detailed below) prior to the guided holiday departure date, deposit will be retained. • If full payment is not received 45/50/80 days (as detailed below) prior to departure date, Trafalgar has the right to cancel your reservation. Trafalgar we will not be responsible for lost reservations. • Notice of cancellation must be made in writing directly to Trafalgar or through your Travel Agent. The following charges will apply when notice of cancellation is given after the booking is confirmed: SOUTH AMERICA GUIDED HOLIDAY No. of days prior to Cancellation Fee as (“%” departure date refers to % of total price) Over 45 days Amount of Deposit 45-31 days 30% 30-8 days 50% 7-1 days 75% Day of departure/no show 100% (Air cancellation fees may also apply – see Air Cancellation section below) GUIDED HOLIDAY INCLUDING USA TRAIN* No. of days prior to Cancellation Fee as (“%” departure date refers to % of total price) Over 50 days Amount of Deposit 50-35 days 35% 34-20 days 50% 19-8 days 75% 7 days or less/no show 100% * Rocky Mountaineer RedLeaf Service (Air cancellation fees may also apply – see Air Cancellation section below) GUIDED HOLIDAY INCLUDING USA TRAIN# No. of days prior to Cancellation Fee as (“%” departure date refers to % of total price) Over 80 days Amount of Deposit 80-46 days 35% 45-8 days 75% 7 days or less/no show 100% (Air cancellation fees may also apply – see Air Cancellation section below) (# - Rock Mountaineer Goldleaf and Silverleaf Services) ALL OTHER GUIDED HOLIDAYS No. of days prior to Cancellation Fee as (“%” departure date refers to % of total price) Over 45 days Amount of Deposit 45-22 days 25% 21-8 days 30% 7-1 days 50% Day of departure/no show 100% (Air cancellation fees may also apply – see Air Cancellation section below) • If a guest fails to join the guided holiday on the day of departure, cancellation fees will be 100% (unless the guest notifies us of the delay and joins the guided holiday later at their own expense). • Cancellation fees apply to additional accommodation and/or chargeable transfers prior to and after the guided holiday reserved through Trafalgar and are additional to any cancellation fees or other charges that may be levied by your Travel Agent • Additional hotel accommodation and chargeable transfers cancelled within 14 days of booked date will incur a 100% cancellation fee. For cancellation outside 14 days before the booked date the following fees will be charged: Over 45 days £15 per person 45-22 days 25% of price for the accommodation and/or chargeable transfers 21-15 days 30% of price for the accommodation and/or chargeable transfers • Travel Agent fees and cancellation charges may also apply. • Airline Flights/Tickets: After deposit has been received, any change incurs a £15 service fee per person PLUS any additional change/cancellation fee imposed by the Airline. Some airfares including published fares booked by Trafalgar are non-changeable and non-refundable. • Trafalgar is not responsible for other travel arrangements that you or your party has made outside Trafalgar and which are affected by our cancellations. If the reason for your cancellation is covered under your insurance, you may be able to reclaim these charges from your insurer. You or your travel agent are responsible to make the claim to your insurer. Illness or Absence: Early departure expenses are the guest’s responsibility. There is no refund for absence or early departure from a guided holiday, including but not limited to missed hotels, transfers, meals or sightseeing. Trafalgar urges you to purchase travel insurance to cover such circumstances. Trafalgar makes no representation or guarantees concerning reimbursement, scope of coverage, or other aspects of any travel insurance policy or claim. AIR ARRANGEMENTS Reservations/Ticketing: All packages offered for sale by Trafalgar include flights unless otherwise specified, or where you inform us that you wish to book your own flights. Clients booking their own flights need to check with their personal travel consultant to ensure flights are booked into and out of the correct airports. Some cities have more than one airport and transfers operate out of specific airport. Changes to flight itineraries, airlines and name changes may result in charges by Trafalgar and/or the airline concerned passed on to the passenger (see “Booking Changes” above). Any airline delays or itinerary changes causing you to miss the holiday/cruise start will be your responsibility to connect with the group and any additional costs will be your responsibility and not Trafalgar. Any airline seat requests cannot be guaranteed. Many airlines now require the full name of all passengers travelling. Where you are booking a package holiday including flights, we will therefore ask you at the time of booking to provide us with the full names of each member of your party, together with their passport number, and its date and place of issue. Please ensure that the names provided are exactly as stated in the relevant passport. In accordance with EU Regulation 2111/2005 we are required to advise you of the actual carrier operating your flight/connecting flight/transfer. We do this by listing carriers to be used, or likely to be used, on the relevant brochure pages and/or holiday confirmation invoice. Any changes to the actual airline after you have received your tickets will be notified to you as soon as possible and in all cases at check-in or at the boarding gate. Air Cancellation: For airline arrangements made by Trafalgar, cancellation charges will apply of £50 per person plus any airline imposed penalties which may be up to 100% of the air ticket value. Airline Availability: Seats are limited in our contracted class of service and may not be available on every flight. Trafalgar does not hold block space on any airline and does not assure seat availability for every single guided holiday departure date. Airline Seating: Not all airlines offer pre assigned seats. Some may charge for pre assigned seats. Any additional charge imposed by airlines will be at guests’ expense. Where pre-assigned seats are not offered or different seats are desired, guests must contact the airline(s) direct to arrange seating assignments. Seating is solely under the airline’s control, as are itinerary changes due to flight delays and schedule changes. Trafalgar reserves the right to offer alternative schedules for itineraries affected by airline schedule changes and equipment. Flight delays, flight cancellation and schedule changes are the responsibility of the airline. Trafalgar will not be responsible or liable for such delays, rescheduling or and additional costs incurred. Price Changes: Airlines and other travel providers (including Trafalgar) change pricing, and itineraries from time to time. Prior to your booking and paying for travel, all prices and itineraries in this brochure are subject to change at any time. Guest Changes: Changes to flight itineraries and name changes may result in penalties charged by the airline. These are the guest responsibility. Airline Special Requests: Seat assignment and special meal requests can be requested at time of booking. Trafalgar does not assure the request will be granted. Frequent Flyer miles can be accrued on most air carriers. Upgrades using mileage is not permitted. Many airlines do not automatically add frequent flyer numbers to records for flights booked and ticketed by Trafalgar. It is therefore the guest responsibility to request frequent flyer credit from the airline. Trafalgar shall not be responsible for matters concerning frequent flyer miles. GENERAL INFORMATION & CONDITIONS Guided Holiday Prices: Prices are in Pound Sterling, per person, twin-share and based on costs, tariffs, rates, taxes, charges, levies and exchange rates as of the date of production of this brochure (see back cover). Should these change, the price of your holiday may increase. No surcharges regarding cost or currency fluctuations will be made to the LAND only price once the deposit is received. We will not increase the price of your holiday after we receive your deposit save for where there are increases in transportation costs (including cruise and airlineimposed fuel surcharges), taxes, dues, charges, fees or levies imposed by any government or its agencies and any changes to airport taxes or fees. There will be no change to the price within 30 days of your departure date. Where holiday prices are surcharged, we will absorb an amount equivalent to 2% of the holiday price which excludes insurance premiums and any amendment charges. Only amounts in excess of this 2% will be surcharged, but where a surcharge is payable, there will be an administration charge of £1 per person, together with an amount to cover the agent’s commission. If this means paying more than 10% on the holiday price, you will be entitled to cancel your holiday with a full refund of all money paid, except for any premium paid to us for holiday insurance and amendment charges, provided that you do so within 14 days of notification of the surcharge. Alternatively you may accept a change to another holiday if we are able to offer you one. If it is of equivalent or higher price you will not have to pay more, but if it is of lower quality you will be refunded the difference in price. Should the price of your holiday go down due to the changes mentioned above, by more than 2% of your holiday cost, then any refund due will be paid to you. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place. Other Fees and Taxes: Taxes and fees are subject to change without notice and will be confirmed at time of booking. Any additional fees charged by the airlines such as baggage handling (visit www.trafalgar.com/baggage for details), seat selections, and/or any other services are the sole responsibility of the guest(s). Additional air-related restrictions apply. Visit www.trafalgar.com/ restrictions for details. Guided Holiday Participation: On all guided holidays children under 5 years of age are not eligible to travel. Children under 18 years of age must be accompanied by an adult, who will be responsible for their welfare and supervision. Trafalgar seeks to provide a safe, enjoyable and memorable travel experience for all guests. Trafalgar welcomes guests with special needs or disabilities. Please note the following: • Guests must advise Trafalgar, in advance, as early as possible, of any physical, medical or other special needs that require accommodating. Trafalgar will make reasonable modifications to its policies, practices and procedures when necessary, unless doing so will fundamentally alter the nature of the services provided. • Guests must ensure they are medically and physically able to travel. • Trafalgar may impose safety requirements. Trafalgar may exclude an individual from participating in a guided holiday or an activity if the individual’s participation poses a direct threat to health or safety of others that cannot be eliminated by a reasonable modification of policies, practices or procedures or by the provision of auxiliary aids and services. This decision to exclude an individual will be based on an individualised assessment based on reasonable judgment that relies on current medical evidence or on the best available objective evidence to determine the nature, duration and severity of the risk, the probability that potential injury will occur and whether reasonable modifications of policies, practices or procedures will mitigate the risk. • Trafalgar does not provide personal devices (such as wheelchairs, hearing aids or prescription eye glasses) or services of a personal nature (such as eating, toileting or dressing). A traveller who requires services of a personal nature (eating, toileting or dressing, as examples) should consider bringing a companion to provide such assistance and must understand that other travellers, Travel Directors and Trafalgar Staff will not be available for such purpose. • Regrettably, motorized scooters are not allowed on guided holidays. Trafalgar does not employ medical personnel. Any necessary medical attention must be sought at a local facility, if available, at the guest’s expense. Trafalgar is not responsible or liable for losses or costs incurred due to unavailability of medical services, or medical services obtained while on holiday, or for the quality of the care or services received. Some guided holidays include rough terrain, extensive walking over cobblestone streets, uneven pavement, steps and locations which may not be easily accessible or accessible by wheelchair. During the guided holiday, Trafalgar may make arrangements with carriers, hotels and other independent suppliers to provide travel services. These parties are independent entities which Trafalgar does not control. Trafalgar cannot guarantee disability access or accommodations for guests travelling on international guided holidays. Many Optional Excursions are operated by independent third party suppliers, not Trafalgar. These are not part of the package holiday provided by us. Your contract will be with the operator of the excursion. We are not responsible for providing of the excursion, or anything that happens during the excursion. Some excursions involve outdoor activities and/or can be physically demanding. You must make your own decisions about excursions and participate only in activities that suit your physical ability. We recommend you check whether any insurance you have also includes your participation in adventure activities you may undertake. Trafalgar may, in its sole discretion, decline booking any guest or remove any guest who cannot comply or refuses to comply with Trafalgar’s terms and conditions. When you make a booking, you accept responsibility for the proper conduct of all members of your party during your stay. We reserve the right at any time to terminate the travel arrangements and/or cease to deal with any party member(s) whose behaviour, in the reasonable opinion of us or our suppliers, may cause danger, upset, disruption or distress to anyone else or damage to property. Full cancellation charges will apply and no refund will be made. We shall have no obligation to pay compensation or meet any costs or expenses (including but not limited to alternative accommodation and return transportation arrangements) guest may incur as a result of the travel arrangements being terminated. If you damage the accommodation in which you are staying or any property, you must reimburse the accommodation provider or property owner concerned for the cost of the damage before the end of your stay if the cost has been established by then or as soon as it has been established if later. You must indemnify us for the full amount of any claim (also including legal costs) made against us. Criminal proceedings may be instigated. Trafalgar is not responsible for any costs incurred concerning a guest removed from a guided holiday or aircraft, ship or train. Guests agree not to hold Trafalgar or any of its related entities liable for any actions taken under these terms and conditions. Young Traveller Discount: The Young Traveller must be under age 18 (16 on Australia and New Zealand holidays) on the holiday departure date, and must be accompanied by an adult, sharing a twin room. The Young Traveller must be the specified age at the start of travel to be eligible for the discount. Only one Young Traveller discount per room is permitted except on North and South America itineraries where the limit is two young traveller discounts per room. This discount cannot be combined with our Travel With Family and Friends Discount. Please see ’Sensational Savings’ for details. This discount does not apply to extra night accommodation, optional extensions, airfares, taxes & fees, flight supplements, airport transfers or any cruise portion of a holiday. Itinerary Variations: Trafalgar strives to improve guided holiday itineraries, services and features. If improvements can be made, or if circumstances beyond our control make changes necessary, we reserve the right to vary itineraries and to substitute hotels. At certain peak periods multiple departures may operate, sometimes in reverse order; hotels may vary from those stated on the itinerary pages. On guided holidays which include cruises, the ship may be changed for operational reasons. Departures in early and late season are potentially operated in cool weather conditions. As a result, itinerary variations may occur. Certain activities may not be precisely as described or may not be available due to seasonality or weather conditions. We try to notify you or your travel agent of changes. If your enjoyment may be diminished by such limitations, please check with us or your Travel Agent before making a reservation. In the event that we make a major change to your holiday (which does not include, for example, changes to aircraft type, change of accommodation to another of the same standard, or alteration of your outward/return flights by less than 12 hours) we will inform you or your travel agent as soon as reasonably possible if there is time before your departure date. You will either have the choice of accepting the change of arrangements, accepting an offer of alternative travel arrangements of comparable standard from us if available (we will refund any price difference if the alternative is of a lower value, but these booking terms and conditions will continue to apply to any alternative booking), or cancelling your booked holiday and receiving a full refund of all monies paid. Where we make a major change to your holiday, you will also be entitled to compensation unless the change arises for unusual or unforeseeable reasons outside of our control (also referred to as reasons of “force majeure”, and includes war (and threat of war), riot, industrial dispute, actual or threatened terrorist activity and its consequences, civil disturbances, natural or nuclear disaster, fire, adverse weather conditions, epidemics, pandemics, unavoidable technical problems with transportation and any other similar events). The level of compensation will depend on when we inform you of the major change, although this does not exclude you from claiming more if you are entitled to do so: GUIDED HOLIDAY No. of days prior to Compensation payable departure date (per person) Over 45 days £0 45-22 days £10 21-8 days £20 7-1 days £30 Day of departure £40 Trafalgar’s ‘Be My Guest’ experiences are unique and take place in singular exclusive locations. In the unlikely event that our local hosts are unable to welcome Trafalgar guests, Trafalgar will attempt to find an alternate experience or a highlight meal will be provided in place of the ‘Be My Guest’ experience. Holidays & Changes: During local or national holidays, certain facilities such as museums, sightseeing trips and shopping may be limited or unavailable. In such instances itinerary changes are made by Trafalgar seeking to reduce inconvenience to guests. Such changes are deemed not to be a major change to the itinerary, and no compensation will be payable to guests. Holidays, closing days and other circumstances may necessitate a change of the day of the week for scheduled highlight dinners, sightseeing or other activities. If, you feel your enjoyment might be diminished by any of these circumstances please check with the respective national tourist office before selecting a specific departure date. Extended stays: If you arranged with us to remain at a destination before or after your guided holiday, your stay will be at your sole expense as is the transfer to either the hotel or airport. Please see the ‘Extend Your Stay in Gateway Cities’ section for a list of pre and post guided holiday accommodation. Space is limited and if available is for up to three nights before and/or after each guided holiday. Breakfast and luggage handling is not included unless otherwise noted. Other than on Australia or New Zealand holidays Trafalgar does not provide complimentary transfers for guests booking pre-and post-night accommodation. However, inexpensive airport transfers can be purchased from Trafalgar. If your extra night accommodation is not the hotel where your guided holiday begins or ends, you will be responsible for your transfer arrangements at your own expense. For your comfort: Trafalgar operates a daily seat rotation system and enforces a strict no smoking and no alcohol policy on board motorcoaches. Regular comfort stops are made on travelling days. Many hotels, restaurants, trains, cruises and other venues are 100% smoke free. Guided Holiday Cancellation: Trafalgar reserves the right to cancel or re-schedule any guided holiday departure in any circumstances, including in accordance with operating requirements or circumstances beyond its control. If cancellation is made by Trafalgar any time prior to departure date of the guided holiday except when you failed to pay the final balance on time, Trafalgar will either refund the amount received for the guided holiday booking, or offer a comparable holiday if available. (Trafalgar will refund any difference in price if the alternative is of a lower price however, the Guest will be responsible for additional costs if the alternative is priced higher.) Trafalgar is not responsible for other travel arrangements affected due to our cancellations and is not liable for any cancellation penalties incurred on other travel arrangements including air tickets. Trafalgar will also pay compensation except in circumstances of force majeure, where the holiday is cancelled because the minimum number of clients required for a particular travel arrangement is not reached (and you are informed of this in good time) or where you fail to pay the final balance in time. The level of compensation depends on when we inform you of the cancellation, and is set out in “Itinerary Variations” above. Travel Insurance: Trafalgar recommends that all guests purchase comprehensive Travel Insurance. Certain countries have a requirement for foreign visitors to have valid medical insurance on entry. Trafalgar cannot be held responsible for denied entry if a guest is unable to provide details to authorities of insurance or denial of entry for any reason. RESPONSIBILITY Complete Agreement: These booking conditions, together with the other terms incorporated into this contract referred to below, represent the entire agreement between the parties. Disclaimer of Liability: Trafalgar shall be responsible for supplying the services and accommodation described in this brochure with reasonable skill and care. Where the contract is not performed, or is performed improperly by us or our agents, suppliers or other co-operating organisations we will pay you appropriate compensation unless this failure is due to i) you; ii) a third party unconnected with the provision of these services where this failure is unforeseeable or unavoidable; iii) unusual or unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or iv) an event which neither we nor our suppliers could have foreseen or forestalled, even with all due care. In such circumstances, we will do their best to supply comparable services, accommodations and itineraries and in any event we shall offer you such prompt assistance as is reasonable in the circumstances, but there shall be no refund in this connection. Our liability for claims which do not involve death, injury or illness shall be limited to twice the price of the holiday.. Under EU law (Regulation 261/2004) you have rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation or delay to flights. Full details of these rights will be publicised at EU airports and will also be available from airlines. However, reimbursement in such cases will not automatically entitle you to a refund of your holiday cost from us. If any payments are due from us, any payments made to you by the airline will be deducted from this amount. All baggage and personal effects are at all times and in all circumstances at the risk of the guided holiday participant. Baggage insurance is recommended. Upon return at the end of the guided holiday, if lost articles are found and returned to the owner, a service fee will be charged. All certificates and other travel documents for services issued by Trafalgar’s agents, suppliers or other co-operating organisations are subject to the terms and conditions specified by the carriers and suppliers and to the laws of the countries in which the services are supplied some of which may limit or exclude liability. You are responsible for ensuring that you keep all of your travel documents safe and that they are available for inspection. Safety: Save for where negligence can be shown on the part of Trafalgar or its agents, co-operating organisations or service providers, where the guest occupies a motorcoach seat fitted with a safety belt, neither Trafalgar nor its agents or co-operating organisations or service providers concerned will be liable for any injury, illness or death or for any loss or damages or claims whatsoever arising from any accident or incident, if the safety belt is not being worn at the time of such an accident or incident. International Treaties: Our liability is also limited by the contractual terms of the companies that provide the transportation for your travel arrangements (which are incorporated into this contract) and international conventions which may apply to the services provided by us, our suppliers or agents with respect to any claim of any nature brought by you against us as a result of the provision of those services. International conventions which apply may include: Warsaw Convention 1929, (as amended by Hague Protocol and Montreal Protocol) in relation to air travel, or Montreal Convention; the Berne Convention for rail travel; Athens Convention 1974 for carriage by sea; the Geneva Convention for carriage by road and the Paris Convention 1962 for accommodation. We are to be regarded as having all the benefits of these conventions on limiting our liability in relation to any claim for death, injury, loss, damage and delay to guests and luggage. Errors and Omissions: In the case of computer or human billing errors, we reserve the right to re-invoice participants with correct billing. Every effort is made to ensure brochure accuracy at the time of going to press; however Trafalgar cannot be held responsible for printing or typographical errors, or errors arising from unforeseen circumstances. The airline(s) featured or nominated in this brochure do not by virtue of their endorsement of this brochure commit or represent themselves either as contracting with any purchaser of a holiday from Trafalgar group or as having any other legal relationship with them. All bookings made with any provider of any transport, facilities, meals, other goods or of any services are subject to terms and conditions and exclusions and/or limitations of liability imposed by them in relation to matters not covered particularly and expressly by our agreement with Trafalgar. If you decide that you do not want to visit a country or part of a country you intended to visit because of any law, condition or requirement of any government or governmental authority, official, servant or agent, you are responsible for any costs, expenses, charges, fees, losses or damage incurred as a consequence and any cancellation or amendment fees. None of the companies in the Trafalgar group of companies, or any of their servants or agents, accept any responsibility or liability for your acts, omissions, defaults, conduct, state of health, condition or circumstances. Arbitration of Disputes: In the unlikely event that a problem cannot be resolved amicably between us, we can offer you an arbitration service for the resolution of disputes arising out of, or in connection with this contract. The arbitration scheme is arranged by ABTA and administered independently. It provides for a simple and inexpensive method of arbitration on documents alone with restricted liability on you in respect to costs. This scheme does not apply to claims for an amount greater than £5,000 per person, and there is also a limit of £25,000 per booking form. It does not apply to claims which are solely or mainly in respect to physical injury or illness or their consequences. The scheme can however deal with compensation claims which include an element of minor injury or illness subject to a limit of £1,500 on the amount an arbitrator can award per person in respect of this element. Your request for arbitration must be received by ABTA within 18 months of the date of return from holiday. Outside this time limit arbitration under the Scheme may still be available if we agree, but the ABTA Code does not require such agreement from us. For injury and illness claims, you can request the ABTA Mediation Procedure and we have the option to agree to mediation. COMPLAINT PROCEDURES & CONSUMER PROTECTION Complaint Procedure: If you have a problem during your holiday please inform Trafalgar’s Travel Director/Local Representative immediately, who will try to put things right. If the matter was not resolved locally, please write to Trafalgar’s Guest Relations Department at the address below it is important that you provide us the information quickly. Please quote your booking reference number and all relevant information. Failure to follow this procedure may delay or deny us the opportunity to investigate and rectify the problem, which may affect the way your complaint is dealt with and your rights under this contract. Data Protection: To process your guided holiday booking, Trafalgar will need to use personal information for you and guests in your booking. Personal information may include each guest’s name, address, phone number, email address, passport number, credit/debit card number and sensitive information such as health, medical, dietary, mobility, religious or other special requirements. This personal information may be passed on to other suppliers of your travel arrangements in addition to public authorities (such as customs and immigration), security and credit checking organizations, and otherwise as required by law. We may need to provide personal information to contractors who provide services to or for us (e.g., sending mail, processing payments, providing marketing assistance). This may involve sending personal information (including sensitive information) to other countries that may not afford the same level of protection of personal information. In making your booking, you consent to your personal data being passed to relevant third parties as set out above. We may also use the personal information you provide us to review and improve the guided holidays and services that we offer, and to contact you (by mail, email and/or telephone) about other guided holidays and services offered by Trafalgar that you may be interested in. If you don’t want to receive this information, or if you want a copy of the personal information we hold about you, write to us at Trafalgar Tours Ltd (see address below). Trafalgar may charge a fee for supplying you with this information as permitted by law. Please note: Due to the Transportation Security Administration’s (TSA) SECURE FLIGHT rules, airlines are now REQUIRED to collect more specific data on their guests prior to travel documents being issued. OTHER CONDITIONS Each guest is required to comply with the terms, conditions, requirements, laws, rules and/or regulations of any service provider, or any country or governmental authority, and shall be liable for any such non-compliance. We provide full financial protection for our package holidays. When you buy an ATOL protected air holiday package, flight and/or “flight plus” holiday from Trafalgar you will receive a Confirmation Invoice or, after 1 October 2012, an ATOL certificate from us (or via our authorised agent through which you booked), confirming your protection under our Air Travel Organiser’s Licence number 10148. The ATOL certificate lists the flight, accommodation, car hire and/or other services that are financially protected, where you can get information on what this means for you and who to contact if things go wrong. In the unlikely event of our insolvency, the CAA will ensure that you are not stranded abroad and will arrange to refund any money you have paid to us for an advance booking. For further information, visit the ATOL website at www.atol.org.uk. Please note that not all holiday or travel services offered and sold by us may constitute an air package and therefore will not be protected by the ATOL scheme. Please ask us to confirm what protection may apply to your booking. When you buy a package holiday that does not include a flight, protection is provided by way of a bond held by ABTA. Before 1 October 2012, we, or the suppliers of the services you have bought, will provide you with the services you have bought (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). On or after 1 October 2012, 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). ABTA STATEMENT: Trafalgar is a member of ABTA with membership number Y181X We are obliged to maintain a high standard of service to you by ABTA’s Code of Conduct. Further information on the Code of Conduct and ABTA’s assistance in resolving disputes can be found at www.abta.com. Booking Arrangements: Your booking arrangements can be made through your Travel Agent, or with us directly. When you make a booking you must be at least 18 years of age at the time of booking. You are guaranteeing that you understand and have the authority to accept and do accept on behalf of yourself and all members of your party the terms of these booking conditions. We will deal only with the lead booking name in all subsequent correspondence and dealings. You are responsible for making all payments due, ensuring the accuracy of all personal details and other information supplied in respect of yourself and your party, notifying us of any changes or cancellations and for receiving correspondence and keeping your party informed. Additional Optional Excursions: With Trafalgar, you will enjoy many famous highlights as included features on your guided holiday, at no extra cost. An exciting array of additional Optional Excursions and Activities may be made available to further enhance your experience. These Excursions and Activities are optional, and are offered at special preferential prices. They can 91