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SOPHIE’S GREAT WAR TOURS LTD

TERMS AND CONDITIONS

TERMINOLOGY 

Your booking is with Sophie’s Great War Tours Ltd, company number 08610063, 8A Pump Close, Leybourne, West Malling, Kent, ME19 5HH.

In these conditions, ‘we’ or ‘SGWTL’ will refer to Sophie’s Great War Tours Ltd.

‘You’ or ‘the Client’ shall mean the signatory(ies) on the booking form and everyone named in the booking or added subsequently.

‘Writing’ will refer to communication by both letter and email.

TOUR CONFIRMATION 

There will be no contract between Sophie’s Great War Tours Ltd and the Client until the Client has signed the appropriate booking form and paid the requested deposit, and until SGWTL has confirmed receipt of these.

Full payment will be due immediately for bookings made within 28 days of travel.

In signing the booking form, the Client accepts these conditions on his behalf and on behalf of all other persons named on the booking form, including those substituted or added by agreed amendment.

PAYMENTS 

A deposit of 25% of the total of the tour is required to confirm your tour.

Your deposit is non-refundable.

Payment must be made through one member of the tour. We cannot accept multiple payments from each individual tour member. The client’s nominated tour leader accepts responsibility for making the full tour payment.

You must be at least 18 years old to make a booking with us.

Cancellation must be in writing and will be from the date it arrives at the registered office.

Payment can be made by PayPal, cheque or direct to our bank.

Sophie’s Great War Tours Ltd will send both a letter and an email to you to confirm receipt of your payment.

All payments to be made in GB Pounds Sterling. Sophie’s Great War Tours Ltd Company Number: 08610063 Registered Address: 8a Pump Close, Leybourne, West Malling, Kent, ME19 5HH 07973 956373 sophiesgreatwartours@gmail.com Page 1


If you do not pay in full by the due date, the outstanding balance is payable immediately.

If payment has not been made by 28 days prior to departure, we have the right to cancel your tour and levy our cancellation charges.

CANCELLATIONS 

In the event of Sophie’s Great War Tours cancelling your tour, we will inform you as soon as possible. You will receive a full refund.

Should it be necessary for either you or any member of your party to have to cancel a booking, then the person making the booking must notify us in writing. The cancellation will be effective from the date this written communication is received by us.

You may substitute another person in the place of any of your group at no extra charge.

CANCELLATION CHARGES 

Should you decide to cancel your tour, the following scale of cancellation charges shall apply to all tours (full days relative to date of departure): o

More than 56 days (8 weeks) to departure: Full tour refund minus deposit

o

83 - 56 days (6 - 7 weeks) before departure: 50% of tour refund

o

42 - 28 days (4 - 6 weeks) before departure: 30% of tour refund

o

28 days (4 weeks) to departure: no refund

‘FORCE MAJEURE’ 

Sophie’s Great War Tours Ltd will ensure that all the services provided are to the highest standard possible, but we do not accept responsibility for any ‘Force Majeure’.

This provision means that we do not accept liability for any damage, losses or additional expenses suffered by you or any member of your group, as the result of causes beyond the reasonable and foreseeable control of us, such as war, riot, accident, civil strife, industrial dispute(s), crime, natural or nuclear disaster, disease, Acts of God, adverse weather conditions, or such similar occurrences.

TRAVEL INSURANCE 

All members of the tour must provide SGWTL with evidence of suitable travel insurance coverage.

We are unable to confirm any tour without receipt of each tour members travel insurance details, including insurance company, policy number and expiry date.

Sophie’s Great War Tours Ltd Company Number: 08610063 Registered Address: 8a Pump Close, Leybourne, West Malling, Kent, ME19 5HH 07973 956373 sophiesgreatwartours@gmail.com Page 2


PASSPORTS 

All member of the tour group must ensure they are in possession of a valid passport to travel to France and Belgium.

All members of the tour not in possession of a valid passport issued by an EU member state must also have a valid visa for at least 6 months after the final date of the tour.

Sophie’s Great War Tours Ltd will not take responsibility for the consequences of any failure to comply with this requirement.

ACCOMMODATION 

You will not be expected to share accommodation with persons not in your personal group.

Accommodation will be of at least 3 star quality.

DRIVING IN FRANCE AND BELGIUM 

Sophie’s Great War Tours does not accept responsibility or liability for any member of the tour driving to meet or travelling from the tour.

Furthermore, we will not be responsible or liable for any penalties, financial or otherwise, imposed by any governing or regulatory body, organisation or country for any failure to comply with any rules, regulations or laws that may be incurred whilst participating in a tour arranged or provided by us.

DISTRUPTIVE BEHAVIOUR 

Client(s) behaving in a disruptive manner may, after warning and/or at the discretion of us Sophie’s Great War Tours Limited (or hoteliers), be required to leave the tour or hotel premises without recompense for termination of residence/booking/tour contract.

Under such circumstances we shall not be liable for any additional costs (e.g. travel, accommodation etc), nor refund for termination of stay/residence/tour contract etc.

When you book with us, you accept responsibility for any damage or loss caused by you. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be paid direct at the time to the accommodation owner or manager or other supplier.

If the actual cost of the loss or the damage exceeds the amount paid where estimated, you must pay the difference once known. If the actual cost is less than the amount paid, the difference will be refunded. You will be responsible for meeting any claims subsequently made against us and all costs incurred by us (including our own and the other party’s full legal costs) as a result of your actions.

Sophie’s Great War Tours Ltd Company Number: 08610063 Registered Address: 8a Pump Close, Leybourne, West Malling, Kent, ME19 5HH 07973 956373 sophiesgreatwartours@gmail.com Page 3


In the event of any customer behaving in such a way as to cause or be likely (in our reasonable opinion or the reasonable opinion of any person in authority), to cause offence, danger, damage, significant discomfort or distress to others, we reserve the right to terminate that person’s holiday arrangements. In this situation, we will not be liable to complete your holiday arrangements (including return travel arrangements) and will not pay you, nor be liable for, any refund, compensation or costs you have to pay. We cannot accept liability for the behaviour of others in your accommodation, or if facilities are withdrawn as a result of their action.

SGWTL reserve the right to call the local police should it be necessary to do so.

COMPLAINTS 

A complaint about any failure to fulfil our commitment to you, or the inadequate performance of our contract with you, should be made not more than 28 days following your tour.

PHOTOGRAPHS 

Unless you specifically request otherwise, clients accept that they may be photographed during the course of their holiday and that SGWTL may use such photographs for promotional purposes.

This will not apply to school groups unless previously agreed with the appropriate school representative, (i.e. Head Teacher).

ITINERARY CHANGES 

It may be necessary, sometimes at short notice or without any prior notice, to make changes to an itinerary due to weather, traffic or road conditions. Regrettably, coaches, trains, ships and aircraft do occasionally break down or suffer mechanical or technical problems, or certain facilities on board a coach, train, ship or aircraft may become faulty. Every effort will be made to rectify such issues as quickly as possible. In some instances it may be necessary to replace the vehicle. We cannot accept any responsibility for delays caused by any form of breakdown.

SPECIAL REQUESTS 

We will endeavour to pass on any reasonable requests to the relevant supplier (e.g. dietary, cots, ground floor accommodation), but cannot guarantee that any request will be honoured. Confirmation that a special request has been noted or passed on to the supplier, or the inclusion of the special request on your confirmation invoice or any other documentation, is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability.

Sophie’s Great War Tours Ltd Company Number: 08610063 Registered Address: 8a Pump Close, Leybourne, West Malling, Kent, ME19 5HH 07973 956373 sophiesgreatwartours@gmail.com Page 4


PASSENGERS WITH HEALTH CONSIDERATIONS / DISABILITIES 

There may be some areas across France and Belgium that are not suitable to be visited by persons who are disabled. As each tour is bespoke, SGWTL will try to ensure that no aspect of the tour is inaccessible to our guests.

If you have a disability or reduced mobility, you must inform SGWTL when making your booking.

You must ensure that you contact SGWTL if any member of the tours health or disability gets worse between making the booking and the day of departure.

If we have already agreed to transport such additional equipment for an earlier booking, we may be unable to do so for a later booking for the same coach. This is particularly the case where any such equipment is relatively bulky or heavy.

All passengers must be fit and healthy to travel. SGWTL reserve the right to refuse access to a tour if a tour member has a disease or infectious illness.

Version 1.0 November 2013

Sophie’s Great War Tours Ltd Company Number: 08610063 Registered Address: 8a Pump Close, Leybourne, West Malling, Kent, ME19 5HH 07973 956373 sophiesgreatwartours@gmail.com Page 5


Sophie's Great War Tours Ltd Terms and Conditions