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Terms and Conditions

BOOKING TERMS & CONDITIONS

GENERAL BOOKING CONDITIONS

These booking conditions will form part of your contract with Small Group Adventures(Registered office 51 High Street, Shanklin, Isle of Wight, PO37 6JZ for all the arrangements you book with us. Please study them carefully.

Please note that the booking conditions will vary according to the definition of the travel arrangements booked:

PACKAGES

A combination of transport with hotel accommodation, car hire, cruise or tours booked at the same time and for which the offer is made by Small Group Adventures according to one inclusive price. Please refer to the Package booking conditions in the relevant brochure,

FLIGHT ONLY

Air transport sold as a solus arrangement. Please refer to these General Booking Conditions.

OTHER HOLIDAY ARRANGEMENTS

Hotel Accommodation only bookings, cruise or other forms of surface transport, sold as solus arrangements, or in conjunction with other Hotel Accommodation, Car Hire or Tours. 

Please refer to these General Booking Conditions. 

TRAVEL INSURANCE

It is imperative that adequate insurance cover is activated at the point of confirming your booking. Small Group Adventures comprehensive travel insurance scheme has been developed over many years to best meet the needs of our clients. Insurance premiums will be added to your booking on request. 

STATUS

CONFIRMED indicated means the airline, hotel, vehicle rental or tour operator has accepted your reservation from Small group Adventures, subject to the usual reservation conditions. REQUEST means your arrangements have been requested although not yet confirmed. WAITLIST means that your flight, hotel or tour arrangements are currently full and your name has been placed on a waiting list. CANCELLED means your flight, hotel, vehicle rental or tour arrangements are cancelled. UNABLE means the airline, hotel or tour operator cannot meet your request.

PAYMENTS

We require an initial non-returnable deposit normally £100 per person for the air travel element of your itinerary, or in some cases full payment will be required dependent upon the airline used. 

Please note that airfares, fuel surcharges and taxes are subject to increase until full payment is received and tickets issued. It is therefore to your advantage to finalise payment as soon as you can after booking. 

PROVISIONAL RATES

If a rate is shown on an itinerary as being ‘PROVISIONAL’, this means that the airline, hotel or tour/ground operator has not confirmed the exact fare at the time of booking and any increases in cost must be met by the client. Small Group Adventures will always endeavour to advise you of confirmed rates as soon as possible.

DOCUMENTS

Your travel documents and confirmation of electronic tickets will be posted to the address shown on your booking,

TICKETING & REROUTING

As a general rule airline tickets cannot be rerouted or transferred to another airline. All flights must be used in sequence, as booked. Failure to do so may result in cancellation of all remaining sectors and restrict any possible refund. E-tickets are only valid for a maximum of one year. Any lesser periods of validity will be detailed on your booking confirmation.

PASSPORT & VISA REQUIREMENTS

Please ensure that you are fully aware of all passport and visa requirements and that you allow adequate time to obtain them. We recommend that you travel with a passport that has a minimum validity of 6 months remaining at all times. This is an immigration requirement for many countries and airlines. Please check with your travel consultant if you will not have the recommended validity whilst travelling. Please also ensure there are sufficient blank pages to allow for any visas which may need to be obtained en route. Passports should be Machine Readable for travel to/via the USA. Please call our visa service if you are unsure if your passport is Machine Readable. Small Group Adventures offers a UK passport renewal service along with a visa service for many countries. Please call us for more details. Visa requirements are only noted for those destinations / countries booked by Small group adventures. If you intend visiting or transiting through other countries, please ensure you are fully aware of all relevant visa and passport requirements. If your passport is in its final year, you should check with the Embassy or country you are visiting. For further information visit gov.uk/browse/citizenship/passports.

AIRLINE PASSENGER INFORMATION

Please note that airlines are now required by laws introduced in the United States and other countries to give border control agencies access to passenger data. Accordingly any information that the airline holds about you and your travel arrangements may be disclosed to the customs and immigration authorities of any country on your itinerary. Please contact your travel consultant if you require further information.

FOREIGN OFFICE ADVICE

You are responsible for making yourself aware of Foreign Office advice in regard to the safety of the countries and areas in which you will be travelling and to make your decisions accordingly. For the
latest travel advice including security and local laws you’re advised to visit gov.uk/travelaware

HEALTH REQUIREMENTS

Health facilities, hygiene and disease risks vary worldwide, you should obtain health advice on your specific needs as early as possible. It is your responsibility to ensure that you have fully complied with all health and immunisation requirements of the countries you may be visiting. Small Group Adventures can give advice and immunisation in person or you can contact your GP. Information can be found at fitfortravel.scot.nhs.uk

DISABILITIES AND MEDICAL CONDITIONS

In some cases our destinations may not be suitable for those who use a wheelchair or have a lack of mobility. If any member of your party has any medical condition or disability which may affect your booking, please advise before you make your booking so that we can try to confirm suitability of your chosen arrangements. Regrettably, where you do not advise us in full prior to making your booking it may limit your rights under the Package Travel and Linked Travel Arrangements Regulations 2018. On occasions some of our suppliers may request completion of a medical form or a letter from a GP confirming fitness to travel.

AMENDMENTS/CANCELLATIONS/ REFUNDS

It is important that you are fully aware of the cancellation and administrative charges relating to your contract with Small Group Adventures.

Accuracy of name: It is your responsibility to check that the names and titles shown on your itinerary and booking confirmation match exactly with names and titles as they appear in the passports of the people who are travelling. You must contact us immediately to advise us of any discrepancies as you may be denied boarding on your flights. A minimum amendment charge of £20 per correction will apply although you should note that some airlines will not allow corrections and will require us to rebook the flights, this may affect the price of your holiday.

If a booking needs to be cancelled, written notice must be given by the person who is not travelling. In certain cases cancellation charges, if incurred involuntarily, will be covered by insurance taken out at the time of booking. This is strongly recommended.

Please note all flight cancellations must be notified in writing to Small Group Adventures prior to the day of departure.

AMENDMENTS

Any change of itinerary before receipt of full payment on any particular ticket(s) will be termed an amendment. An amendment fee of up to £75 per change will be levied according to the amount of work involved. Any change of itinerary after receipt of full payment on any tickets(s) will be subject to applicable cancellation or amendment conditions.

REFUNDS

Refunds will be processed via the original method of payment, except for cash transactions where refunds will be provided by cheque. 

AIRLINE RESERVATION & TICKET CANCELLATION

For all confirmed bookings cancelled before receipt of full payment on any particular ticket(s), the booking deposit is forfeit. For cancellation after receipt of full payment, cancellation charges as stated on your booking confirmation will apply. Please note a £35 handling fee applies to process and residual ticket value for refund. E-tickets are normally non-refundable if the reservation is not cancelled prior to the first flight. 

Please note that it is your responsibility to advise airlines if you do not wish to travel on a flight booked. Failure to do so can result in the cancellation of onward flights and the forfeit of any ticket refund.

AIRLINE TICKET REFUNDS

As soon as we receive a refund from the issuing airline, we will forward it to you less any cancellation or administration charge. Please note most e-tickets are non-refundable if part used. Refunds usually take 8-12 weeks but in isolated cases may take longer. E-tickets expire one year from the date of issue and at this point have no refund value at all.

AIRLINE RESERVATIONS

All flight reservations are subject to seat availability of the relevant booking class, which at certain times may be limited. Any alterations you may wish to make to a confirmed itinerary after departure should be addressed to the airline as soon as possible. Airline reservations are non-transferable.

CARRIAGE BY AIR

Carriage by air is subject to the terms and conditions of the carrier with whom you travel and to international conventions, which may limit liability. Transport timings and routings are provided by the airlines and other carriers concerned. They are subject to change as a result of air traffic control restrictions, weather conditions, operational/maintenance requirements and the requirement for passengers to check in on time, over which Small Group Adventureshas no control.

We cannot make any special arrangements for you if you are delayed since such matters are at the sole discretion of the airline concerned.

CHANGES AND AMENDMENTS TO FLIGHT SCHEDULES

Airlines from time to time alter the schedules of their flights, this may happen either before you depart or while you are travelling. We strongly recommend that you check your onward or return flight details.

TAXES

Small Group Adventureswill advise all mandatory pre-paid taxes. Countries may also charge departure taxes that can only be paid locally. It is therefore recommended that clients retain sufficient local currency to meet such charges.

SEAT REQUESTS

Where an airline offers advance seat assignment we will endeavour to accommodate individual preferences. However these preferences cannot be guaranteed even when confirmed and all airlines reserve the right to change or cancel seat allocations. Where an airline is in the process of improving or refreshing a cabin service or has indicated a specific aircraft type it is not possible to guarantee the improved product or the aircraft type will be available on the day of travel. These factors are due in part to aircraft rotation, equipment servicing and other operational reasons.

BAGGAGE ALLOWANCE

If you are unsure of the baggage allowance on the flights you have booked please contact your consultant or the relevant airline.

COMPLAINTS

If you have a problem during your holiday, please inform the relevant airline, hotel, tour or vehicle rental company and our local representative immediately so that they can endeavour to put things right. If they cannot resolve the problem, you must contact one of Small Group Adventures’ UK Travel Centres immediately by telephone or by emailing info@smallgroupadventures.co.uk so that we are given an opportunity to help. Small Group Adventures will not hold themselves responsible for the non-performance of an itinerary through causes beyond their control or when they are not notified of a problem at the point when remedial action can be taken. In the unlikely event that a complaint cannot be resolved at the time, you should write to us within 28 days of returning home, giving your original booking reference number and all other relevant information. If you fail to take any of these steps this will hinder our ability to put any problem right and/or investigate it fully and any right you may have to receive compensation will be reduced or completely invalidated.

YOUR HOLIDAY CONTRACT

We both agree that English Law will apply to your contract and any dispute, claim or other matter which arises out of or in connection with this contract or your holiday, will be dealt with by the Courts of England and Wales only unless, in the case of Court proceedings, you live in Scotland or Northern Ireland. In this case, proceedings may be brought in the Courts of your home country and you may choose to have your contract governed by the law of Scotland or Northern Ireland as applicable.

FINANCIAL PROTECTION

All Air Travel arrangements are ATOL protected, a financial protection scheme operated by the Civil Aviation Authority (CAA). Small Group Adventures are licenced by the CAA as an Air Travel Organiser (ATOL number 1458). This ensures that in the very unlikely event of our insolvency you will be able to continue your travel arrangements as planned (if already abroad) or refunded in full if travel has not already commenced.

Small Group Adventures provides an ATOL Certificate to certify that you enjoy the comfort of this financial protection. The certificate can be obtained by visiting our website Small Group Adventures.com/viewtrail and viewing your booking. We recommend you print a hard copy shortly before your departure date so you will have a personal record of this financial protection covering all elements of your final itinerary.

For travel arrangements not in conjunction with Air Travel all monies paid to Small Group Adventures will be legally safeguarded by being held in trust in a Small Group Adventures Trust Account, thus ensuring that in the very unlikely event of our insolvency, they will be protected and refunded in full.