Please read carefully
Grand Adventure Expeditions Limited (‘the Company’, “we”, “us” and “our”) accepts bookings subject to the following conditions. Except where expressly stated, these conditions only apply to tour arrangements booked by the client with the Company and which the Company agrees to make, provide or perform (as applicable) as part of their contract with the client. All references in these conditions to “tour”, “booking”, “contract” or “arrangements” mean such tour arrangements unless otherwise stated.
Please note, the information appearing in our 'FAQ', Trip dossier, Itinerary and any other relevant information on our website also form part of your contract with the Company.
Grand Adventure Expeditions Limited are the venture provider and shall be accountable for all elements of the venture, in line with the below conditions of booking.
The terms and conditions of all agreements made with the Company shall be subject to, and governed by, English Law and the courts of England and Wales alone. Any disputes or claims are to be decided by the English courts, and subject to English Law alone.
All references in these conditions to “tour”, "trip", "venture", “booking”, “contract” or “arrangements” covers any programme, event, course, trek, walk or expedition sold unless otherwise stated. Please note, the 'how to book' section, trip dossier, itinerary and any other relevant information on our website also form part of your contract with the Company.
No employee of the Company other than a director has authority to vary or omit any of these terms. No promise of a discount or refund will be binding on us unless confirmed by us in writing.
How to Book
A booking is accepted and becomes definite only from the date when the Company issues a confirmation invoice to the client who makes the booking. It is at this point that a contract between the Company and the client comes into existence. For bookings made via our website, any acknowledgement of your booking request we send to you in the meantime is not a confirmation of your booking. Before your booking is confirmed and a contract comes into force, the Company reserves the right to increase or decrease holiday prices. The Company reserve the right to decline any booking at their discretion.
If you book via our website, we will communicate with you by e-mail. You must accordingly check your e-mails on a regular basis. We may also contact you by telephone and/or post if we cannot, for whatever reason, contact you by e-mail. Certain documents may need to be sent by post. References in these conditions to “send” and “in writing” or similar include communication by e-mail. You should contact us by e-mail if you need to do so for any of the reasons mentioned in these booking conditions (for example, to request an amendment). All e-mails should be sent to firstname.lastname@example.org.
All clients (including anyone who is added or substituted at a later date), whether booking in person, by telephone, via our website, by e-mail or by any other means, will be deemed to have agreed to the following conditions:
a) they have read and accepted our booking conditions and general information pages contained in our printed materials and/or on our website. b) they appreciate and accept the risks involved in adventure travel. A risk summary for each specific trip can be found in the trip dossier. c) they do not suffer from any pre-existing medical condition or disability which may prevent them from actively participating in the tour – if any person suffers from any medical condition or disability which will or may affect their tour arrangements, please contact us before making your booking so that we can advise. d) the person making the booking warrants that he/she is at least 18 years old and has full authority to enter into a contract on the basis of these conditions on behalf of all persons named on the booking and confirms that all such persons are fully aware of and accept these conditions."
In the case of non-payment of the balance by the due date, the Company reserves the right to treat your booking as cancelled and cancellation charges will apply.
You can pay the deposit and full amount by bank transfer, credit or debit card. See booking page for accepted cards (note that we do not accept American Express Cards). We do not charge fees for payments by credit or debit cards if using a personal card. If making a payment on a corporate/business credit card a small fee will apply based on the card issuer’s charges to us.
Making Changes to Your Booking
Any costs or charges incurred by us or incurred or imposed by any of our suppliers will be charged if a confirmed booking is changed or transferred to a different departure date or tour, up to 90 days prior to departure. Thereafter all changes will be treated as cancellations and subject to the charges below. Changes are subject to availability. Please note that some tours require bookings of permits/internal flights etc. to be made well in advance so will not be suitable to transfer to on short notice
Transfers to another suitable person
If a client is unable to travel the booking or that client’s place on the booking may be transferred to another suitable person (introduced by you), as long as that individual matches or exceeds the requirements of the trip in terms of previous experience/fitness and has completed all appropriate paperwork. The tour arrangements must remain the same as originally booked. If a transfer can be made, any costs in relation to the transfer incurred by us, or incurred or imposed by any of our suppliers will be charged, after your balance due date it is not possible to transfer a client’s place to another suitable person. For flight inclusive bookings, you must pay the charges levied by the airline concerned. As most airlines do not permit name changes after tickets have been issued for any reason, these charges are likely to be the full cost of the flight / an alternative flight
Limits to transfers
You may transfer your booking more than once, as long as you pay the transfer fee on each separate occasion, and pay any costs incurred by the Company in respect of each booking held. The final trip to which your original deposit is transferred must start within 12 months of the start date of the trip originally booked. Failure to travel within this time will be taken as a cancellation of the original booking, regardless of the payment of any transfer fees or costs in the intervening period. Under such circumstances, the deposit and any money paid to affect a transfer, or transfers, will be forfeited.
If you cancel your booking
a) 90 and more days before tour start date – Loss of deposit unless booking (and deposit) is transferred to a new booking for a different trip departing within 18 months or the original departure date
b) 45-89 days before tour start date – 50% of balance or retention of deposit if higher
c) 30-45 days before tour start date – 75%
d) 29-0 days before tour start date – 100%
Amendment charges and insurance premiums are not refundable in the event of cancellation. It is strongly recommended that comprehensive travel insurance is taken out which includes cover against cancellation charges. Depending on the reason for the cancellation, you may be able to reclaim the cancellation charges (less any applicable excess) under the terms of the insurance policy. All claims must be made direct to the insurance company. In the event of the cancellation of a booking where the client is liable to pay to the Company cancellation charges in excess of the amount already paid to the Company at the time of cancellation, the client cannot transfer or add these charges to another booking or use any amounts paid to us in relation to the cancelled booking by way of part payment for another booking.
If we have to change or cancel your booking
The Company reserves the right to cancel any tour, course or extension which does not have sufficient people taking part to make it financially viable. The Company will endeavour to ensure that a trip runs if at all possible. If your booking is likely to be cancelled under such circumstances, the Company undertakes to inform you as soon as possible; this may occur after the balance due date but will not occur less than 40 days before the Departure Date.
Anyone booked onto a trip which is cancelled by the Company in such circumstances will be entitled to a full refund or entitled to transfer to another trip and no transfer fee will be payable. Should you transfer to another trip any difference in price will be invoiced or credited accordingly. No other compensation for any injury, loss, expenses or damage or for any loss of time or inconvenience which may result from such cancellation (including but not limited to visa, passport and vaccination charges, gear purchases or non refundable flights and taxes) will be allowable. As such we strongly recommend that you do not make non-refundable travel arrangements (e.g. flights) before your trip is confirmed by us in writing.
Changes to a planned Tour itinerary
While the Company will do its best to operate all tours as advertised, it reserves the right to change and correct errors in any of the facilities, services, prices or itineraries described on the website or any of the travel documentation at any time before or after your booking is confirmed. Most changes are minor. Occasionally, we have to make a significant change. If a significant change has to be made, the Company will inform the client as soon as reasonably possible, if there is time before departure.
Whether a change is ‘significant’ depends on the nature of the tour and may include: a change in accommodation to that of a lower category; a change in time of your scheduled departure or return flight by more than 12 hours (but not a flight delay); or a change of UK departure airport (excluding changes between London airports). A delay to your flight that we need to make within 24 hours before you are due to depart will not be considered a significant change unless the change is for more than 24 hours. These changes are only examples and there may be other changes which constitute significant changes. When a significant change occurs, you will have the choice of either:
(a) accepting the change (including any changes to tour costs to be met by the client); or
(b) transferring to a similar tour or date with no transfer fees payable, subject to availability; or
(c) cancelling your tour, in which case you shall receive a full refund of all monies paid.
Compensation will not be payable and no liability beyond offering the above mentioned choices can be accepted where we are forced to make a change as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care. Such circumstances are likely to include those listed below as “Force Majeure”. No compensation will be payable and the above options will not be available where a change is a minor one. We regret we cannot meet any visa, vaccination or similar costs in the event of any change or cancellation by us. Similarly, as you are advised only to book fully flexible connecting transport and other arrangements (such as pre or post tour accommodation) which can be cancelled or changed without charge, we cannot pay any cancellation, amendment or other charges you may incur in relation to any arrangements which you have to change or cancel as a result of any change to your tour.
Where we make a significant change to or cancel your holiday (where you are not in breach of these booking conditions), except where a major change or cancellation arises from circumstances amounting to force majeure, consolidation due to minimum numbers not being attained, failure on your part to pay the deposit and/or final balance, or for any other reason beyond our control, we will pay you, as a minimum, compensation as detailed below. Any compensation payable will be on these scales, based on how many days before your booked holiday departure we tell you of a major change or cancellation:
Before balance due date: Nil
Between balance due date and 14 days before departure date (inclusive) 20 GBP
Between 13 days and the date of departure date (inclusive): 30 GBP
This standard compensation payment will not affect your statutory or other legal rights. We will only make one compensation payment for each full-fare-paying adult in the holiday booking
Route changes, Postponement, Cancellation or Delay & Force Majeure
A Tour may be cancelled or changed as a result of an event of Force Majeure, which are events which are unforeseeable and beyond the Company’s control including but not limited to war, riot, industrial dispute, strike, terrorist activity, natural or nuclear disaster, fire, sickness, epidemics or health risks, closed or congested airports, ports or stations, changes imposed by re-scheduling or cancellation of transport, adverse weather conditions (whether actual or threatened) avalanche, storm, flood, typhoon, hurricane, fog or technical failure or unavoidable problems with any form of transport or facility or other untoward occurrences.
Except where otherwise expressly stated in these conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our obligations under our contract with you is prevented or affected by or you otherwise suffer any injury, damage, loss or expense of any nature as a result of “force majeure”. In these conditions, “force majeure” means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include whether actual or threatened war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, disease, fire and all similar events outside our control.
Government travel advice
The Company receives regular travel advice from the United Kingdom Foreign & Commonwealth Office (the ‘FCO’) and will not knowingly operate trips in contravention of such advice. In the event of civil unrest in a particular region, the Company undertakes to inform clients of the situation as soon as it has knowledge of it.
If the FCO does not issue unambiguous advice against travel, a disinclination to travel on the basis of a perceived threat or hazard, howsoever formed, will be interpreted as a cancellation and the cancellation charges set out in these booking conditions will apply. This does not affect your right to transfer between trips under the terms of these booking conditions.
Non-UK Nationals should consult their own government for advice on travel to the destination country and all countries transited en route. The Company will not be bound by the advice of such foreign governments, nor will any of these booking conditions be waived, save where such advice coincides with the advice of the FCO.
The Company reserves, in its absolute discretion, the right to cancel any tour due to any government travel warning or advice, or any change in such warning or advice. In this event, the cancellation charges set out in these booking conditions will apply. Travel insurance may compensate you depending on the circumstances.
Passports, visas, vaccinations & other travel documents
Tour participation and client responsibilities
By booking onto one of our tours you acknowledge that this is an active holiday which may test your physical ability and may consist of strenuous and demanding activities. You are therefore responsible for ensuring you are aware of the nature of the associated activities and physical requirements before you book. By confirming your booking you acknowledge that you have the appropriate levels of ability, fitness and good health to safely participate in the tour.
By confirming your booking you accept that the Company’s employees, tour leaders, fixers, agents and guides have the authority to prevent you from participating in any part of a tour should they have concerns about (a) your ability to safely partake in an activity or (b) your physical ability to complete an activity in the required timescale. In the event the leader deems such a decision is necessary, we will reasonably endeavour to make alternative arrangements, but we will not be liable to provide any refunds for missed activities and you may be liable for additional costs incurred.
Anyone suffering from mobility impairment, illness or disability or undergoing treatment for any physical or medical condition must declare the true nature of such condition at the time of booking and make arrangements for the provision of any medication or other treatment which may be required during the holiday. Failure to make such disclosure will constitute a breach of these booking conditions and result in such persons being excluded from the holiday in which case all monies paid will be forfeit.You must also promptly advise us if any medical condition or disability which may affect your active participation in your tour or the tour arrangements of any other person develops after your booking has been confirmed.
Clients must provide any information we ask for in good time and Clients are responsible for providing accurate information to the Company. The Company will not accept responsibility for any problems or additional costs occurred due to inaccurate information provided by the Client.
In the case of ill health, the Company may make such arrangements as it sees fit and recover the costs thereof from the client.
When you book with us, you accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be made direct to the accommodation owner or manager or other supplier or to us as soon as possible. If the actual cost of the loss or 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 also 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. You should ensure you have appropriate travel insurance to protect you if this situation arises.
If a client commits an illegal act (including, for example, causing any damage) the client may be excluded from the tour and the Company shall cease to have responsibility to/for them as above. No refund will be given for any unused services.
Any clients who have taken part in racist / offensive / abusive or any other form of discriminatory behaviour to clients, guides, or any other people associated with the company will be excluded from the tour and will receive a zero refund for any missed services or accommodation.
Our responsibilities and liabilities
Our liability, except in cases involving death, injury or illness, shall be limited to a maximum of the total cost of your travel arrangements booked with us. Our liability in all cases will be limited in accordance with and/or in an identical manner to the contractual terms of the companies that provide the transportation for your travel arrangements. These terms are incorporated into this contract; and any relevant international convention as detailed below. We are to be regarded as having all benefit of any limitation of compensation contained in these or any conventions. You can ask for copies of the transport companies' contractual terms, or the international conventions, from us in writing.
We shall have no liability where the cause of the failure to provide, or failure in, your holiday or any death or personal injury you may suffer is not due to any fault on our part or that of our agents or suppliers, because it is either attributable to you, or attributable to someone unconnected with your holiday and is unforeseeable or unavoidable, or is attributable to our employees, agents, subcontractors and suppliers and their staff whilst acting outside the scope of their employment, or is due to information, however obtained, from outside sources such as independent third party websites, or is due to 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 an event which neither we, nor our agents or suppliers could have foreseen or forestalled.
If any international convention applies to, or governs, any of the services or facilities included in your holiday arranged or provided by us, or provided by any of our suppliers, and you make a claim against us of any nature arising out of death, injury, loss or damage suffered during or as a result of the provision of those services or facilities, our liability to pay you compensation and/or the amount (if any) of compensation payable to you by us will be limited in accordance with and/or in an identical manner to that provided for by the international convention concerned (in each case including in respect of the conditions of liability, the time for bringing any claim and the type and amount of any damages that can be awarded). International Conventions which may apply include, without limitation: in respect of international air travel, the Warsaw Convention 1929 (as amended) or the Montreal Convention 1999; in respect of rail travel, the Berne Convention 1961; in respect of carriage by sea, the Athens Convention 1974; in respect of carriage by road, the Geneva Convention 1973; and, in respect of hotels, the Paris Convention 1962. For the avoidance of doubt, this means that we are to be regarded as having all benefit of any limitations of compensation contained in any of these Conventions or any other international conventions applicable to your holiday. Other than as set out above, and as is detailed elsewhere in these booking conditions, we shall have no legal liability whatsoever to you for any loss or damage.
If you are joining the holiday locally (i.e. not starting with the group from the UK) our responsibility does not commence until the appointed time, we shall not be responsible for any additional expenses incurred by you to meet up with the group. If the group arrival is delayed to the local joining point we will provide you with the same room and board basis as will be provided to the group. If the delay is for more than 24 hours we will provide you with the same services and itinerary that were detailed on your confirmation to enable you to continue with your holiday, although you may, at your discretion, remain at the local joining point for the arrival of the group.
We may operate trips in regions where standards of accommodation, transport, safety, hygiene, medical facilities and other infrastructure may, at times, be lower than those you normally expect. Your booking is accepted on the understanding that you realise the hazards involved in this kind of holiday, including injury, disease, loss or damage to property, inconvenience and discomfort. The whole philosophy of this type of travel is one that allows alternatives and a substantial degree of on-trip flexibility. The outline itineraries given for each holiday must therefore be taken as an indication of what each group should accomplish, and not as a contractual obligation on our part. Changes in itinerary may be caused by local political conditions, flight cancellations, mechanical breakdown, weather, border restrictions, sickness, or other unforeseeable circumstances.
The Company may request from you a payment for your international flight, if the airline concerned, or its agent, demands any such payment from the Company in order to reserve or confirm a seat and this is made before you have paid the final balance for your trip. Such a payment will be in addition to any deposit or interim payments as set out in these booking conditions. Such payments for flights will be subject to the terms and cancellation conditions of the airline concerned, and may be non-refundable.
Under European law (European Community Regulation (EC) No. 261/2004), you have rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation of and delays to flights. Full details of these rights are publicised at EU airports and are also available from affected airlines. However, you should note that reimbursement of the cost of a flight that forms part of your holiday is the responsibility of your holiday airline and will not automatically entitle you to reimbursement of the cost of your holiday from us. Your right to a refund and/or compensation from us is set out in this section 5. If any payments to you are due from us, any payment made to you by the airline will be deducted from this amount. If your airline does not comply with these rules you should complain to the Aviation Consumer Advocacy Panel on 020 7453 6888 or at www.caa.co.uk.
Optional Excursions and Activities
We do not guarantee that any optional activity or excursion mentioned in our brochure, on our website or elsewhere will be available to book during your holiday and / or will operate as advertised as these services do not form part of our contract and are not under our control. They may not be available for various reasons. Any prices given in advance are indicative only. We will not be liable if you cannot, for whatever reason, book any such activity or excursion or if the activity or excursion does not operate as advertised.
Your Financial Protection
As a member of the Travel Trust Association (member number Q5606) we offer two types of financial protection for your holiday depending if you book with a flight (flight inclusive) or as a 'land only' package.
Flights Inclusive Bookings
When you buy an ATOL protected flight or flight inclusive holiday from us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.
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).
If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.
ATOL protecion is provided through the Travel Trust Association.
Land Only Bookings
All customer payments are made into a trust account, managed by independent trustees from the Travel Trust Association, this ensures appropriate management of funds and in the unlikely event of our insolvency customer payments are guaranteed up to £11,000. For more information please see the Travel Trust Association consumer webzone at http://www.traveltrust.co.uk/Default.aspx?tabid=131
All bookings are subject to an insurance premium of £2.75. This charge is included in our advertised prices. Which offers a guarantee of funds held in trust up to £11,000 per booking, this fee is non-refundable. Upon booking customers will be issued with a 'Stand Alone Safe Seat Plan Guarantee Certificate' within 48 hours of booking confirmation. Full terms of the guarantee can be found at www.traveltrust.co.uk/guarantee.
In the unlikely event of our financial insolvency, your funds would be protected and the trust account managed by the independent trustee. Monies would be released only to pay for any outstanding parts of your holiday, so that you could enjoy your trip as planned, or would be returned to you as a refund in full for any prepayments you had made. If for any reason there is a shortfall in the trust account, you are guaranteed refunds of prepayments by the Travel Trust Association and the Stand Alone Safe Seat Plan. You will need to produce this certificate along with booking confirmation, trip invoice and proof of payment in order to submit a claim to the Travel Trust Association. For full details of how to submit your claim please see: http://www.traveltrust.co.uk/ConsumerWebZone/Whathappenswhensomethinggoeswrong.aspx"
If you have a complaint
In the event of a breakdown of communication or a serious disagreement between the company and the customer, the Travel Trust Association can act as an independent intermediary. Details of the full complaints procedure can be found on the Travel Trust Association Consumer Webzone, www.traveltrust.co.uk."