Geordie Tours BOOKING TERMS AND CONDITIONS
Definitions and Interpretation
These Terms and Conditions of booking set out our obligations to you and your commitments to us when you book Arrangements with us. These together with the information contained in the Booking Confirmation is the basis of our contract with you. It is important that you read through the terms and conditions before you book. It is important to understand that these terms and conditions apply for all bookings with us whether you have chosen to read them or not and are applicable for all members of your group
GT refers to Geordie Tours
“We” “us” and “our” are references to Geordie Tours (GT)
“You”, “your” or “party” are references to the entity named on the booking form.
“In writing” means by facsimile, email or letter.
“Group Leader” means the person who makes the booking on behalf of the entity named on the Booking Confirmation and who will be our point of contact (and any substitute for this person).
“Arrangements” means the accommodation, meals, arrangements, facilities and services (or any of them), as applicable, booked through us in accordance with this agreement or any other agreement between you and us.
To book a tour or an event with GT you must place a non-refundable deposit as specified by your event consultant. By placing this deposit you confirm the accuracy of all information you have provided and accept these terms and conditions on behalf of yourself and members of your group.
The agreement between yourself and GT only comes into existence once your booking has been formally acknowledged in writing via email, letter or fax by GT. The terms and conditions constitute the entire agreement between you and GT. It must be understood that those booking via telephone or e-mail accept our booking terms and conditions. Unless you advise us to the contrary we will assume that every member of your group is over 21 years of age. You accept that the Group Leader has the authority to deal with us on your behalf. If for any reason there is a change in the Group Leader, you should notify us in writing immediately.
You must check all documents (including any tickets or vouchers) which we send to you and contact us at once if any information appearing on the booking confirmation or any other document appears to be inaccurate or incomplete.
PAYMENTS TO GT
The Group Leader is responsible for a reservation and for ensuring that all monies due for a booking are collected and paid on time by the members of the group and that everyone within the group is aware of our terms and conditions. The Group Leader assumes all responsibility to settle the balance of the invoice for a confirmed booking before the final balance due date.
An initial deposit or any other agreed amount is payable on booking. Group members then have up to 14 days to place a £30 deposit to confirm their place on the booking unless specified in writing. The £30 deposit is non-transferable and non-refundable. After 14 days we will confirm your final group size and only group members who have paid a deposit will be able to use the online payment facility to make further payments unless specified in writing.
A request to add further group members after 14 days of booking must come from the Group Leader and must be made in writing. The addition of group members is subject to availability and will incur a £5 administration charge and payment in full for the Arrangements from the additional group member. Please be aware we will make every effort to accommodate your request.
The final balance for the Arrangements must be settled 6 weeks prior to the Arrangements commencement date unless specified in writing. The Group Leader can elect to pay for the whole group at any stage prior to the final payment date.
Any booking made within 6 weeks of Arrangements commencement date will require full payment unless agreed by GT.
No documents or tickets relevant to the booking will be dispatched until the booking has been fully paid.
Under all circumstances; all deposits, part payments, instalments, treatments, theatre or show tickets, administration charges and service fees are non-refundable and non-transferable.
Your booking may be cancelled if full payment is not received by the due date and any payments will be deemed non-refundable.
All AMEX card payments will carry a 3% processing surcharge & all other credit cards will be subject to a 2.5% surcharge. All debit card transactions will be subject to a 1.5% surcharge. Some events have minimum group sizes and this will reflect in the cost of your package should your group fall below these numbers. When paying online, individuals in the group agree to our Terms and Conditions and our charges as displayed and confirmed at the time of booking (subject to any alterations to the booking as set out in these Terms and Conditions).
CHANGES BY YOU
All changes must be requested in writing by the Group Leader. We will make every effort to accommodate your changes but may not always be able to do so. If you make any changes directly with the supplier and this incurs charges to GT then you agree to pay our costs.
We will assume that after the 14 day deposit date that the group size is confirmed. The group leader is responsible for ensuring the group members settle their final balance by the final payment date.
Adding additional group members after the final payment date will incur a charge of £20 per person and full payment of the Arrangements and is subject to availability
To change a departure date or destination will incur a £75 charge and is subject to availability.
CHANGES BY US
If we have to make a significant change to your Arrangements at any time we will inform you as soon as possible
GT reserves the right at any time to cancel or change any Arrangements made, and to substitute alternative arrangements without accepting liability. Should alternative arrangements be made at a reduced cost, the difference will be refunded to the client. Should the alternative arrangements be at an increased cost, the increase must be met by the group. As long as the GT offer a suitable alternative the group has no right to the cancel the Arrangements.
GT reserves the right to cancel any itinerary and tour (before commencement of the arrangements), due to force majeure, health concerns or any other reason outside the control of GT that we, in our absolute discretion, may determine.
Force majeure events include (but are not limited to) war or threat of war, riot, civil strife or unrest, Acts of Good, strikes, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, technical or maintenance problems with transport, changes imposed by rescheduling or cancellation of flight or rail transport by airline or rail operator, the alteration of flight paths, aircraft type or any other event that is beyond the reasonable control of GT.
Cancellation of a booking can only be accepted if made in writing by the Group Leader and will only be considered cancelled when written notice is received.
The following cancellations charges apply
More than 42 days prior to arrangement commencement = loss of all monies paid
42 days or less to arrangement commencement = 50% of total monies owed
If any of your group members decide not to attend/are unable to attend or require to depart early from Arrangements that they have paid for no refund will be made.
There is always the eventuality that you may be unable to take part in weather dependent activities due to poor weather. If this occurs, you will not be entitled to change or cancel your Arrangements without paying our normal charges. We will assist you to find alternative activities or Arrangements but please bear in mind that these may only be available at an additional charge to you.
Every effort is made to ensure your safety and we take every effort to ensure our suppliers sites adhere to the Health and Safety Act and have adequate insurance. Some Arrangements include a certain element of risk and GT take no responsibility for any loss or injury incurred by the Group Leader or any party members taking part in such Arrangements.
The price of the Arrangement(s) are as detailed in your booking confirmation. Prices shown are correct at the time of going to press and we make every effort to ensure they are accurate. Please note that the price may change as a result of suppliers of services or other relevant matters pertinent to your arrangements which may be out of our control. GT will advise you in writing of any increase in charges payable which must be paid in full prior to the Arrangement commencement date.
GT reserves the right to change any of the event/ facilities or prices described on the website before the agreement between you and GT is concluded.
Booking more than one activity may result in a discount price being issued on the Arrangements. These discounts may only apply when paying for the whole package. If you decide to partake in only certain aspects of the Arrangements you may not be able to take advantage of these discounts. All prices are inclusive of VAT.
Prior to booking, prices given on instant quotes, website packages, event co-ordinator emails and those made verbally are subject to availability and subject to change at any time. We make every attempt to ensure that all prices given are accurate at the time of enquiry. You will be given the current price of your arrangements at the time you wish to book before your contract is confirmed. Where a price is incorrect due to a system error, we shall not be bound by such price.
When a group is staying at a hotel and they have an odd number on any given night, we will, where possible try to place them in a triple room. If this is not possible a single supplement must be paid to cover the sole occupancy charge levied by the hotel. The single supplement charge will be specific to your hotel.
Despite our suppliers being aware of the nature and likely intent of same sex groups, you are expected to respect your environment and other people around you. All suppliers and hotel have every right to terminate, without notice, your stay or activity under threat of vandalism, violence or any other behaviour deemed inappropriate by them. In such cases, all insurances will be invalidated and you will not have any entitlement to a refund of any kind whatsoever. We accept no liability for any accident or misadventure that occurs while any of your group is under the influence of drinks or drugs. Please also be aware that some hotels may require a behaviour ‘bond’ to be placed on hold with a credit card or cash, upon check in. We will do our utmost to give you prior notice where this might happen, but in some extreme cases this may not be possible. Please check with us when paying your final balance.
AGE RESTRICTIONS AND LIMITS
Unless you advise us to the contrary we will assume that every member of your group is over 21 years of age. If this is not the case and some members of your party do not fall into this age category, please check with us that the events you book can accommodate the younger members of your party. If this is not checked prior to your booking and you encounter problems during your weekend, GT cannot be made responsible. Some of our activities may not be participated in due to height / weight / pregnancy / disability / medical / health restrictions. It is your responsibility to ask us if there are any of the aforementioned restrictions regarding any events you may have booked with GT. Failure to do so may result in group members not being able to participate in certain events and GT will not be held responsible and will not provide a refund in these circumstances
Our itineraries our designed for you to achieve maximum enjoyment from your arrangements. The times provided must be adhered to at all times and failure to do so may result in your group being unable to participate in arrangements. GT will not be held responsible should you fail to follow our advice or adhere to our planned timings. Please note on occasion certain activities such as dance classes and cocktail making will not confirm the venue until around 1 week prior to the Arrangements taking place as a result your itinerary may be sent without the location and will be amended nearer to the date of the Arrangements taking place.
If you have a complaint regarding any aspect of the Arrangements, you must communicate your complaint to the supplier of the service concerned at the earliest opportunity and also contact GT to let us know of your complaint. If you do not inform the supplier of the service as well as GT as soon as possible, at least within 48 hours of the complaint occurring, GT will not be responsible for the complaint. If the complaint has not been dealt with to your satisfaction before your return home, then you must make a complaint to GT in writing no less than 7 days after your return from the tour/event. You will receive a reply within 28 days of GT receiving your complaint in writing. If you do not comply with the complaints procedure, GT will not be responsible for your complaint.
We always try to place groups in twin rooms where available however if these are not available you may be in triple or quad rooms. A centrally located hotel is defined as approx 10 minutes drive from the city centre.
This agreement is governed by English Law and shall be subject to the jurisdiction of the court of England and Wales.
GT is fully insured in respect of public liability and professional indemnity risk in the event of negligent bodily injury, property damage or financial loss.
You acknowledge and agree that the Package Travel, Package Holidays and Package Tours Regulations 1992 (the Regulations) do not apply to your agreement with us or to the Arrangements and that we have no liability under the Regulations.