HomeHomeGeneral InfoGeneral InfoAccommodationAccommodationTravel InfoTravel InfoFeedbackFeedbackSubject GuideSubject GuideDownload BrochureDownload BrochureBooking ConditionsBooking ConditionsContact Us

Booking Conditions

1. Provision Of Your Group Booking
We will arrange to provide you with the relevant services that form part of the inclusive visit as confirmed to you. These services will be provided either directly by ourselves, our agents or by independently contracted suppliers. When you ask us for confi rmation of your group booking we shall confirm all relevant details including type of transportation, hotel category, facilities and location of hotel, meal basis, excursion programme, general itinerary and any other inclusions that are pertinent to the booking. This information together with the price will be clearly advised to you in writing.

2. Price Policy
All our prices will be quoted in pound sterling. We will quote any additional entrance and other charges in both pound sterling and in Euro currency. Every effort will be made to maintain the price quoted, which has been based on the FT rate of exchange in force as at 15 March 2012. £1.00 = 1.1985 Euros. Prices may be subject to variation due to government action, fl uctuation in exchange rates, increase in scheduled airfares or fuel surcharges. Any increases will be notified to you at least 08 weeks prior to the departure date. However, we shall absorb an amount equivalent to the first 2% of any such increases. No increases in cost will be made to the booking once the full balance of the booking has been paid (see section 3).

3. Payment Of Your Booking
Confirmed bookings require a deposit of £50 per person (Coach Holidays) and £100 per person (Air Holidays), subject to flight cost, payable upon receipt of our confirmation invoice. The balance of the booking must be paid at least 8 weeks prior to the departure date. If full payment is not received by the due date, we reserve the right to cancel all arrangements and you would be liable for any cancellation charges as set out in section 4. Late bookings made within 3 months of departure require the full balance to be paid at the time of booking confi rmation. The deposit payment is your only commitment until 8 weeks prior to departure. A deposit invoice will be sent to you once your booking has been confirmed. This will show all your booking details.

4. If You Cancel Your Group Booking
Only the person who made the booking may cancel all or any part of the booking once this has been confirmed. We would require this in writing. Cancellation charges will be applicable on the scale as defi ned below. (NB. If the reason for cancellation falls within the terms of your Group Travel insurance policy, you may be in the position to make a claim).

Period before scheduled departure within which written instructions are received. Cancellation charge shown as a % of total booking price (excl. insurance)
More than 56 days Loss of Deposit
29 - 56 days Loss of 50%
15 - 28 days Loss of 60%
7 - 14 days Loss of 90%
0 - 6 days Loss of 100%


5. If We Change Your Booking

Arrangements for your booking are made many months in advance of the departure date. In the unlikely event that we are forced to make any changes to your booking, due to circumstances outside of our control, we shall advise you as soon as possible or as is practicable. Where a major change to your booking is concerned, ie. change of departure point (except between Heathrow, Gatwick, Luton & Stansted), city destination, departure / return time by more than 12 hours, or accommodation to a lower category than originally booked, you have the choice of either (A) accepting the revised arrangements as advised by us and receiving a refund of any difference in price, (B) purchasing another tour programme from us at the new price or (C) cancelling the booking and receiving a full refund of all monies paid.

6. If You Change Your Booking
If you wish to change any details of your booking, we will do our very best to accommodate your request. However, all changes must be minor ones and limited to that particular booking (name changes, minor itinerary changes, addition to group size, etc.). If you wish to change your booking completely (another country, new itinerary, departure date or airport) this would be considered a major change and an amendment fee of £25 per person would be charged. In addition, flight programmes would incur the cost of the new flight. Any major changes to your booking made within 8 weeks (56 days) of departure will be subject to the cancellation charges as defi ned under section 4.

7. Minimum Group Size
All group bookings are tailor-made to your specific requirements and are, therefore, individually priced based on anticipated group size, destination, type of transport, category of accommodation, final itinerary and any other extras required. Quotations given are based on the information provided by you. We will advise you of the minimum group size upon which the price has been calculated. Should the final group size be smaller than the minimum number originally quoted, we reserve the right to re-calculate the price of the booking based on the fi nal group size and final tour content.

8. Travel Insurance
It is mandatory for all group members to be fully covered under a comprehensive Travel Insurance Policy for the duration of their tour. We do not offer group travel insurance, but we may be able to advise you on the best policy to consider. Most policies include a 24 hour Emergency Assistance cover.

9. The Security Of Your Money
All monies paid to us are deposited in a separate Client Trust Account. All monies remain in this account until your group has completed the tour and has returned to the UK. Our Client Trust Account conforms to the regulations under Article 7 of the EC Directive (90/314/EEC).

10. If You Have A Complaint
If you have a complaint about any aspect of your stay whilst abroad, please contact the OCA appointed agent immediately (where applicable). In most cases, matters can be easily dealt with on the spot. We have an excellent team of established overseas agents who are ready to provide assistance with any queries or problems you may have. In the unlikely event that matters cannot be resolved to your satisfaction, you must write to us within 14 days of your return, where we will fully investigate any complaint. We cannot accept any liability in respect of any claims made after this time.

11. Passports & Visas
All group members travelling abroad must ensure that they are in possession of a valid European Union passport, travel document or be included in a group passport. Please check that all your group members have the correct type of passport or travel document for the country or countries being visited. Visas are not required by EU passport holders when visiting other European member countries. However, please check the passports of all your group members, since some children may be holding other foreign national passports. As entry regulations do change from time to time, please check with us, or the consulate of the country you are visiting, to ascertain whether a visa will be required. Current regulations permit school children who are ‘nationals of third countries’ (children who are not nationals of the UK, or any other EU member country), to travel to another EU member state, without a visa, providing they are travelling as part of an offi cial school party. Please ask us about how to obtain a visa exemption form. All group leaders are responsible for ensuring that all group members have the correct documentation for travel abroad.

12. Health And Care Abroad
It is always wise to bear in mind that in some foreign countries, general standards of hygiene, public services and effi ciency may differ from those that we are used to in the UK. For example, the incidence of stomach problems is often higher abroad than in the UK, and visitors to these countries should exercise greater care for their own protection and health in matters of hygiene and choice of food and drink. Consult your doctor for guidance with respect to vaccinations recommended or required. Visitors to EU member states should ensure that they always take their EHIC (European Health Insurance Card) with them when travelling abroad.

13. Special Requests
All requests are passed over to our agents and hotels. Where possible we always endeavour to accommodate such requests. However, sometimes this is just not possible so please do not be disappointed if we cannot provide you with a certain request that you have made. Please remember that requests are as such, and cannot be guaranteed.

14. Information accuracy
Every care has been taken in arranging your group booking. However, sometimes hoteliers, excursion companies, venues etc. decide to change facilities that may then become temporarily unavailable. Excursion timings or contents may change or a certain hotel facility may not be available. We will do our best to advise you of any changes should we be aware of them prior to your departure from the UK. If some changes occur after you have left the UK, our agents (where applicable) and hotels will do their utmost to rectify matters on the spot.

pages