TERMS AND CONDITIONS
- RESERVING AND BOOKING PLACES ON A TOUR
- PAYING FOR A TOUR
- CANCELLATIONS BY PASSENGERS
- PRIVATE GROUP/BESPOKE TOUR CANCELLATIONS
- CHANGES TO TOUR ARRANGEMENTS
- CANCELLATION OF A TOUR
- SPECIAL REQUESTS
- INDIVIDUAL REQUIREMENTS
- LUGGAGE ALLOWANCE
- SMOKING
- HEALTH AND DISABILITIES
- DIETS
- NON UK CITIZENS
- INSURANCE
- PERSONAL CONDUCT
- DISPUTE PROCEDURES
- PUBLICITY AND MARKETING
- DATA PROTECTION
- CONTRACTING PARTIES
- AFFIRMATION OF CONTRACT
TERMS AND CONDITIONS
Once the Operator of these tours (hereinafter referred to as “Old School Tours”), confirms a individual booking, a contract is made between the passenger(s) and Old School Tours under the terms and conditions set out below. Your statutory rights are not affected. In a booking with more than one passenger the ‘lead passenger’ will be deemed to have accepted the terms and conditions on behalf of all passengers within the booking. The ‘lead passenger’ is the passenger who makes the booking on behalf of all passengers in a multi-passenger booking and is named in the ‘lead passenger’ field within the booking. Within these Booking Conditions, “you” and “your” means all persons named on the booking (including anyone who is added at a later date). On confirmation of your booking, subject to availability and at Old School Tour’s discretion, Old School Tours will reserve your place(s) on your selected tour or trip. It is your responsibility (or on bookings involving more than one person, the lead passenger’s) to check the accuracy of your booking and travel dates. A contract is only made between you and Old School Tours upon your booking being paid for and accepted and notification being sent to you by email or post together with tickets/e-tickets for the tour. These tickets/e-tickets are not transferable and must be produced at the time of embarkation at the request of your tour guide.
1. RESERVING AND BOOKING PLACES ON A TOUR
A reservation can only be made by completion of the “Reservation Form”, copies of which are attainable from Old School Tours by downloading the form from the website or requesting a copy be sent by email or hard copy. Prior to formal bookings being accepted, Old School Tours must ensure a minimum number of passengers are attained for any tour through a system of reservation. Once the minimum number of passengers reserving places is attained for operating a tour, you will be notified and sent a “Booking Contract” by email and/or letter. Thereafter it is the responsibility of those completing the Booking Contract (the lead passenger), to ensure that the form is adequately completed and the necessary payment is made for the tour. Excluding short breaks of less than 3 days, an initial deposit of 15% of the total balance is required and the outstanding balance must be paid, a minimum of 49 days prior to the tour’s commencement date. For short breaks of a single day or two days, full payment must be received 14 days prior to the tour’s commencement date.
Bookings made after this date are accepted on a discretionary basis and are termed late bookings for the purposes of meeting any special requirements. Although bookings can be taken after the deadline date for booking tours has passed, these late bookings are entirely at the discretion of Old School Tours and no assurance can be provided on providing for any special requirements during the tour for those making the booking(s).
A reservation of a tour place shall not be considered to constitute a formal booking contract arrangement with Old School Tours, as the tour may not transpire on the dates specified if the minimum number of reservations cannot be met. The Reservation Form must be completed in full and include the name, address, telephone number and/or email of the person making the reservation (the lead passenger), and they will be responsible for notifying all members of your party of the tour status. Once a tour has reached its minimum number of reservations a notification and booking contract will be sent using the contact details supplied and must be completed and returned to Old School Tours within 14 days of receipt. Failure to do so may result in a reallocation of places or a cancellation of the tour at the discretion of Old School Tours.
2. PAYING FOR A TOUR
Upon receiving a notification of a tours commencing, by email/letter, the enclosed Booking Contract and a deposit of 15% (excluding tours of less than 3 days), must be received by Old School Tours within 14 days, after which Old School Tours reserve the right to reallocate the tickets or cancel the tour. The notification comprises of two Booking Contracts, (which includes Terms and Conditions) one of which must be signed and returned, and an invoice for the full amount. Payment can be paid either online via Paypal which accepts Visa/Delta/Electron Mastercard/Eurocard PayPal Top Up Card and American Express. Debitcards (also known as bank cards) are accepted if they have a Visa or Master card logo. Alternatively payments can be made by cheque or by direct deposit into any branch of HSBC. The remaining balance shown on the Booking Contract, which will be sent to you, must be paid at least 49 days prior to the tour commencing. Once a full payment is received you will receive an payment invoice and a ticket(s) which must be brought with you prior to embarkation. Passengers wishing to book a single day or two day tour must ensure that their booking is submitted and full payment made at least 14 days prior to the commencement date or as otherwise agreed with Old School Tours.
3. CANCELLATIONS BY PASSENGERS
IF YOU CANCEL
If you or any member of your party must cancel the tour, the person making the booking must provide written notification and acknowledgement from Old School Tours for the receipt of a refund. In such cases, we will apply cancellation charges (% of total cost) up to the maximum shown below:
Period before departure within Amount of cancellation charge
which written cancellation as % of tour price:
is received:
More than 49 days Loss of deposit (15% tour cost)
49-28 days 65% of tour cost
28-0 days 100% of tour cost
For tours of one or two days duration which do not require a deposit, the following charges are applicable
More than 14 days n/a
14-7 days 65% of tour cost
7-0 days 100% of tour cost
If after your booking has been confirmed, you wish to change to an alternative departure date, or wish to change to another trip, you may do so subject to the trip being available and minimum notice of 49 days prior to departure for deposit paid tours and 14 days for tours not requiring a deposit.
4. PRIVATE GROUP/BESPOKE TOUR CANCELLATIONS
Cancellation fees are applicable for any private group/bespoke tours, the amount of which Old School Tours will inform you of prior to booking and payment. A non-refundable deposit will be required at time of booking to cover any accommodation, meal and entrance fee costs. Where bookings include entrance fees to attractions, accommodation, involve accommodation upgrades or specific accommodation requests any cancellation fees incurred by Old School Tours will be passed on to those making the booking.
5. CHANGES TO TOUR ARRANGEMENTS
Every effort will be made to operate all our tours as advertised and passengers are clear about the tour itinerary. However we operate with a range of independent operated hotels and the overnight accommodation can vary in its geographic location. Old School Tours provide a complete assurance that all accommodation and evening meals provided will be of a consistently high standard during your tour, although meal selection may vary. In certain cases tour itineraries may have to be changed slightly owing to unforeseen circumstances or bad weather but these will not constitute substantial deviations or detract from your overall tour experience.
In cases were it is necessary to material modify or cancel a tour, we will if possible provide you with the following three alternatives.
i.) An alternative tour of equivalent or superior quality of the same duration and equivalent price, if available on the dates you wish to travel.
ii.) An alternative tour of shorter duration with a refund of a difference in price between the tour booked and that undertaken.
iii.) Cancellation with a full refund of all the monies paid including any deposits or additional changes.
A material modification is one which has a serious effect on your holiday and includes for example a change in departure point or departure time of more than 12 hours, which may, depending on your circumstances cause inconvenience to you. Material modification excludes a change of hotel or any minor changes made to the itinerary.
6. CANCELLATION OF A TOUR BY OLD SCHOOL TOURS
Where, as a result of circumstances beyond the control of Old School Tours, the tour must be ended after departure, but before the end of its completion, we will not pay compensation or reimburse you for expenses incurred. You should have adequate travel insurance for your holiday and claim via your insurance company for any loss or damage to luggage and/or personal possessions as well as any out-of-pocket expenses you incur as a result of the change or premature end to your holiday as far as we are able. Where appropriate we will provide you with equivalent transport back to the place of departure or to another place to which you have agreed.
Old School Tours do not accept liability for any loss, damage or expense resulting from a force majeure event. Force majeure means unusual and unforeseeable circumstances beyond our control or the control of our suppliers, the consequences of which neither us nor our suppliers could avoid even with all due care, including, but not limited to, war or terrorist activities, threatened or actual, civil unrest, riot, industrial action, threatened or actual, adverse weather conditions, fire, flood, drought, natural or nuclear disaster, closures, unforeseen alterations to public transport schedules, changes imposed by rescheduling of aircraft or boats, unavoidable technical problems with transport, machinery or equipment, power failure, epidemic or outbreaks of illness or any other event outside our control the consequences of which could not have been avoided even if all due care had been exercised, which either delays or extends the tour, compels a change in the holiday arrangements or its cancellation.
YOUR RESPONSIBILITIES
7. SPECIAL REQUESTS
The choice between a twin or double bedded room when the booking relates to two or more people or the preference for a single room, must clearly be stated on the booking form and Old School Tours will endeavor but not guarantee such a request. All are tours are calculated on the basis of two people sharing a twin bed room and a single room supplement may sometimes be required from the hotel. This additional amount is payable to the hotel at the time of staying and we will endeavor as far as possible to prevent any additional supplement being chargeable to passengers as part of our booking arrangements. Although Old School Tours will endeavor to provide double beds for couples that specifically request them, this is also subject to availability and therefore cannot be guaranteed.
8. INDIVIDUAL REQUIREMENTS
In order to provide a relaxing, enjoyable and comfortable experience with Old School Tours, you must clearly state all of your requirements on the booking form and answer all of the questions provided. Although some of the tours can be shortened to provide for your own travel plans, no refund can be given if you choose to shorten the tour after the booking is made. In many cases Old School Tours can assist you with planning your journey both before and after the tour, but this is done entirely at the discretion of Old School Tours and may incur an addition administration charge. Any bookings made 14 days or less from a tour beginning shall be considered to constitute a late booking and Old School Tours cannot provide any assurance that individual or special requirements will be met.
9. LUGGAGE ALLOWANCE
Owing to carrying capacity of some of the coaches used during our tours, baggage is restricted to one reasonable sized suitcase and one small backpack per passenger (maximum combined weight 20KG). Baggage in excess of this limit will not be carried.
10. SMOKING
Although we do not prevent smoking, it is very important to state this clearly on the booking form as many hotels have non smoking policies which must be adhered to. In the interests of health and safety, Old School Tours operate a strict non-smoking policy during our coach journeys and those not abiding this rule whilst onboard the coach will be prevented from traveling.
11. HEALTH AND DISABILITIES
If you or any member of your party has a medical condition or disability which may affect your holiday, you must state this in writing before you confirm your holiday booking so we are able to advise as to the suitability of your chosen arrangements. It is your responsibility to see to it that your letter is acknowledged with the booking confirmation. Old School Tours cannot guarantee travel in the absence of such an acknowledgement. Similarly if you wish to make a special request about any matter concerning your travel or accommodation you must do so at the time of booking. Again, it is your responsibility to produce an acknowledgement to the tour guide at the time of travel. The fact that a special request has been noted on your confirmation invoice or on any other acknowledgement is not confirmation that the request will be met. Failure to meet any special requests will not be a breach of contract on our part unless the request has been specifically acknowledged and confirmed as accepted by Old School Tours. Old School Tours reserves the right to refuse to carry anyone if it is felt that the individual cannot cope with the requirements of the trip and who may require services and facilities that cannot be guaranteed to be made available. The nature of the trips means that not every type of disability can be accommodated despite our reasonable endeavors. Most trips involve getting on and off coaches, sitting for long periods on coaches without toilet facilities, walking and other physical activities which may involve steps and stairs at sightseeing stops, visitor attractions and accommodation units. Coaches are not adapted to carry wheelchairs and do not have ramps, lift or low floor access. Collapsible wheelchairs can sometimes be carried in the luggage holds but you must seek confirmation of this in advance to ensure that this is the case for your trip. Old School Tours cannot carry any motorized wheelchairs under any circumstances. You agree not to hold Old School Tours responsible for any decision made by them or by any service provider to refuse to carry you, provide any facilities or accommodation to you, or to provide any service to you in the absence of written acknowledgement and acceptance of your special request or of your disability. Many of our tours involve a significant degree of walking and are not suitable for anyone with physical, or mental disabilities or restrictions of movement.
12. DIETS
If you require any special diet, you must also make this clear on the form and include any foodstuffs that cannot be eaten owing to allergic or other medical or health reasons. Old School Tours will endeavor to ensure that these requirements are complied with to the best of our abilities but cannot take full responsibility for any foods consumed on the tour provided by hotels, cafes, restaurants or other business out with the control of Old School Tours. If you have any special requirements you must take the same level of care when ordering meals as any other time to ensure your dietary needs and restrictions are fully catered for.
13. NON UK CITIZENS.
If you are not a UK citizen it is your responsibility to have a valid passport and all necessary visas, permits and certificates on your person for your selected itinerary and to have all necessary vaccinations and to comply with applicable laws. Schengen visas – it is your responsibility to have your passport stamped on entry to the European Union. No tours will be undertaken for those without a valid visa for the UK.
No responsibility is held by Old School Tours for any client who contravenes any law or regulation of any of the countries visited while on the tour or the rules of any hotels or attractions visited in its duration.
14. INSURANCE
There is no travel insurance cover included in the price of any tour. Old School Tours very strongly recommends that you ensure that you have adequate insurance to cover your travels. Travel Insurance is required for all non UK citizens and in these cases failure to provide proof of adequate insurance my result in travel being refused.
Old School Tours strongly recommends that you take out comprehensive insurance cover for cancellation, personal accident, personal baggage, money and public liability before you travel. You may also wish to indemnify the Operator against all third-party claims, actions, damages and remedies that may be brought against the Operator in respect of your travel needs/requirements.
15. PERSONAL CONDUCT
Old School Tours reserves the right to end the tour for any passenger considered to be acting in an unreasonable or unsafe manner which is considered detrimental to the safety and well being of other passengers. In such cases no compensation or refund is payable to the persons concerned. Furthermore no passenger will be permitted to embark or continue on the trip while their mental or physical condition is, in the reasonable opinion of any representative of Old School Tours or any coach driver or hotel manager, such as to render him or her incapable of caring for himself or herself, or whereby their behavior is causing disturbance to other passengers, damage to property, or persistently affecting the enjoyment of others. In such cases we shall reserve the right to terminate your holiday immediately in such a situation. In all cases we will notify you of the situation and the reasons why we have taken any action against or towards you. We will have no obligation to arrange for your return to the point of departure.
16. DISPUTE PROCEDURES
If you have a complaint in respect of any part of your tour, you should inform the tour guide at the time. Any complaint that cannot be resolved by the tour guide who is a representative of Old School Tours should be submitted in writing within 28 days of the incident occurring to The Company Secretary, Edlingham Old School, Alnwick Northumberland. NE66 2BL, England, United Kingdom so that your complaint can be investigated. Old School Tours will not consider complaints after the 28 day period.
This contract and all matters arising in respect hereof shall be governed by English law whose courts will have exclusive jurisdiction unless the operator agrees otherwise in writing.
If any provision of this contract is held invalid or unenforceable by any subsequent court action, that provision shall be deemed to be re-written to give effect to the same purpose within the permitted limits of the law. The validity and enforceability of the other provisions shall remain unaffected.
If you are unsuccessful in any legal action instituted against Old School Tours, you agree to pay all the legal costs arising from that action, including but not limited to court/client costs.
17. PUBLICITY AND MARKETING
Old School Tours may wish to compile and use publicity material for the tours which may include photographs, video or quotes of passengers and that you consent to this for the aforementioned purposes unless a request is made in writing to refrain from so doing.
18. DATA PROTECTION
Information about you and members of your party, including your names, contact details and any special needs, disabilities or dietary requirements, is collected by us when you request information or make a booking with us. You are responsible for ensuring that other members of your party are aware of our booking terms and conditions and this privacy policy, and that they consent to you acting on their behalf in your dealings with us. Measures are in place to protect the personal booking information held by us. However, in order to make your booking and ensure that your travel arrangements run smoothly and cater for your special requirements, the information you provide may require to be passed on to hotels, coach companies, cafes and restaurants, or other relevant suppliers. The information may also be provided to public authorities such as customs or immigration for security and anti-terrorism purposes, if required by them, or as required by law. Otherwise such information will only be made available to persons responsible for your travel arrangements, accommodation and catering.
This applies to any sensitive information that you give concerning disabilities, dietary requirements or religious beliefs. If this information cannot be made available to the relevant suppliers, whether in the EU or not, Old School Tours will be unable to provide your booking and cannot accept your booking. In making this booking, you consent to this information being passed on to the relevant persons. You have the right to ask us in writing for a data subject access request to obtain a copy of the information which we hold about you. You will be charged a fee for this. Any requests should be addressed to Old School Tours, Edlingham Old School, Alnwick, Northumberland, NE66 2BL
19. CONTRACTING PARTIES
The booking terms and conditions detailed herein, contain the entire contract between you and Old School Tours. No representation, term, warranty or condition can be expressed or implied by reference to any other writing, advertisement or conversation. This contract may only be varied by a duly authorised officer or Director of Old School Tours in writing and endorsed by those signing the terms and conditions.
Your contract for a tour is with Old School Tours. However at any time, and at Old School Tours complete discretion, the responsibility of undertaking your tour and thus fulfilling the complete provisions of this contract may be transferred to another operator, company or person, as if you had agreed the provisions concerned directly with that operator, company or person in the first place, as well as agreeing them with Old School Tours. In such a situation all or any rights and liabilities arising under or by virtue of this or any other contract with you will be similarly reassigned to the operator, company or individual undertaking the tour.
You understand that other service providers who provide transportation or accommodation during your tour, will have their own terms and conditions and limitations of liability. Please note that some of these may limit or exclude liability in respect of death, personal injury, delay and loss or damage to baggage. Whilst Old School Tours cannot accept any responsibility for any loss as a result of such actions or as a result of any act or omission of any such third parties, Old School Tours will give reasonable assistance in helping to resolve any reasonable dispute.
20. AFFIRMATION OF CONTRACT
All contracts with Old School Tours are governed by English Law and are subject to the exclusive jurisdiction of the English Courts unless you are resident in Scotland or Northern Ireland, in which case proceedings may be brought in their own respective courts. As a condition of our tours all passengers must agree to the following statement:
RELEASE: You (the signatory), clearly understands that Old School Tours is in no way responsible and can assume no liability of any nature whatsoever for the tour and any acts, omissions, or negligence by companies and persons Old School Tours may contract. You have carefully read the list of activities, requirements, and conditions as listed in the website and or publications and the application for the tour and are aware that the tour and its activities involve the risk of personal injury and damage or loss of property. In consideration of the benefits to be derived from participation in the tour, you voluntarily accept all risk of personal injury and property damage or loss arising from participation on the tour and hereby agrees that he/she and his/her dependents, heirs, executors and assigns, do release and hold harmless Old School Tours or it’s representatives, from any and all claims, including claims of illness, bodily injury, death or property damage or loss, however caused, arising from or related to this tour. You have read carefully this agreement, and will abide by the conditions set by Old School Tours as described in the Terms and Conditions as stated herein or elsewhere published.
Name Signed
Date
(If you are traveling with others and booking on their behalf, please list all those traveling with you in printed lettering, all of which must sign and agree these terms and conditions
We hereby agree and sign these terms and conditions;
Name Signed
Date
Name Signed
Date