BEFORE ANY BOOKING CONFIRMATION NOTICE IS ISSUED BY VENTURE FORCE, APPLICANTS MUST:
Complete the on-line booking process following the step by step guide on the website including submission of the online Data Collection / Medical Declaration Form and scanned copy of photo pages of passport; in the case of under 18s this must also be accompanied by a completed Parental Consent Form.
Pay, by electronic Bank Transfer, the initial deposit as specified on the quotation; or 25% of the total cost of the program
BOOKINGS – CONTRACTS BETWEEN CLIENTS AND VENTURE FORCE
A contract will exist from the date we issue the Expedition Confirmation Notice. At this point deposits made are non-returnable. However, should you receive the Expedition Confirmation Notice and you are not entirely happy to proceed with the booking then please return all documentation within 7 days. Your booking will be cancelled and all monies returned in full. This is our ‘cooling off’ period.
Our ‘cooling off’ period will not apply to any booking confirmed within 28 days of departure of the expedition.
Bookings within 28 days of the expedition / project / course’s departure will not be confirmed unless the applicant (or main applicant in the case of group bookings) provides full payment of the advertised cost of the expedition / project / course (all monies must be cleared into the ???? Account) and provides a signed and completed Data/Medical declaration form.
All data entered on to the website is done by yourselves, it therefore is your responsibility to ensure that it is correct. If we use the details provided by you to, for example, book flights and they are wrong, then you, the client, must bear any additional costs.
CHANGES TO A BOOKING:
Changes made by you, after your confirmation notice is issued will in some circumstances result in a cost implication for ???, or their suppliers. ???, where possible, avoid passing on to clients any subsequent costs but in some circumstances, e.g. with a name change on a flight ticket, we may need to pass on any cost incurred, to the applicant, or main applicant (in the case of a group booking). Any alteration made within 60 days of departure will be treated as a cancellation of the original booking and will be subject to cancellation charges. If, after our confirmation notice has been issued and before 60 days prior
to departure, you require to:
(i) make a change to your existing booking; we will charge an amendment fee of a minimum of £??? per booking for each change, or
(ii) change to another of our programs, we will endeavour to make the changes, provided that notification is received in writing at our office from the main applicant at least 110 days before departure and that you pay a minimum of £25 per person to cover our administration costs. Any changes made by you, after your confirmation notice, will in some circumstances result in a cost implication for ??? to suppliers and providers overseas. We will, where possible, try to avoid any subsequent costs but in some circumstance may need to pass on any cost incurred, to the applicant, or main applicant (in the case of a group booking). Any alteration made by you within 60 days of departure will be treated as a cancellation of the original booking and will be subject to the cancellation charges set out in Clause 4. Should you require to transfer the booking to another person we will, where possible, endeavour to make any changes but any costs will be passed on to you. However you must a) notify us in writing at least 60 days before departure of the expedition, b) ensure that your request is accompanied by all original travel documents received by you and c) furnish us with the full name and address of the person to whom you wish to transfer the booking. Obviously for us to make any changes the new applicant must fully satisfy all conditions applied to the booking. Once again where possible we will try to avoid any costs in the process but may, in some circumstances, have to pass on the cost.
Payment of the balance, in full, is required within ?? days of the program departure date. Should applicants fail to pay the balance in full, within 28 days of the program departure date the booking will be cancelled and the deposit and all other monies paid will be forfeit.
All relevant documents will be sent or emailed to you no less than 2 weeks before the departure of your program, and will not be issued unless final payment has been received and any cheque cleared.
In the case of any booking made within 28 days of departure, any travel documents will be available when full payment is cleared and full details checked.
If you live outside the UK we will email to you any expedition information. If you have instructed us to post documents to you, we will send your travel documents by courier and will add the charge to your booking (this charge is variable depending on your country of residence).
Payments are only accepted by electronic Bank Transfer.
You, or any member of your party, may cancel your expedition / program / course at any time providing that the cancellation is made by the main applicant in writing. From the point that the confirmation notice is dispatched ??? starts to incur arrangement and in-country costs. The closer to the departure date that your cancellation is made the greater the costs ???? incur. As a result we retain your deposit and will apply cancellation charges as follows:
Prior to ?? days before departure and on receipt of cancellation letter- the deposit and any additional costs that we have incurred
Less than ?? days, but more than 28 days prior to departure (and on receipt of cancellation letter) – deposit + 50% of remaining monies or the total costs we have incurred, whichever is the greater
Less than 28 days prior to departure – full advertised cost of program
Requests to cancel or amend your expedition / program / course arrangements must be from the individual or the main applicant and made in writing, and in English. They must be delivered either by fax, by email, by hand or sent by recorded delivery to the postal address specified on the Expedition Confirmation Notice.
IF WE CANCEL:
At ??? we advertise that our expedition / project / courses have a maximum and minimum number of clients. Should we fail to attain the required amount of clients then we reserve the right to cancel the expedition. We will advertise a date, prior to departure, as a cut-off date. If having reached the specified cut-off date we have failed to gain the necessary number of clients we will inform you immediately and return all monies paid.
PRICE AND SURCHARGES:
We plan your expedition / programs / course many months in advance and may occasionally have to make changes, most of which we hope will be minor. If a major change becomes necessary, we will advise you of the change as soon as possible. Whether a change is ‘major’ depends on the nature of the expedition / project / course and may include, for example, changes in the standard of the accommodation. When a major change occurs, you will have the choice to accept the change, accept a replacement expedition / project / course from us (of equivalent or closely similar standard and price) or cancel your expedition / programs / course, in which case you shall receive a refund in full. We will not recompense clients if we are forced to cancel, or in any way change your expedition for reasons of consolidation or force majeure, which includes without limitation, war, threat of war, riot, civil strife, industrial dispute, acts of God, terrorist activity, health epidemics, natural or nuclear disaster, fire or adverse weather conditions or other similar events beyond our control and that of our suppliers.
CANCELLATION BY US
It may be necessary, in exceptional circumstances, for ??? to cancel your expedition / project / course and thus we reserve the right to cancel your expedition / program / course in any circumstances. In no circumstances will we cancel your expedition / program / course expedition less than 4 weeks before the scheduled departure date, except for reasons of force majeure or if you fail to pay the remaining balance on your program. Where we cannot provide the expedition booked we will return all monies paid, or where possible offer an alternative expedition / program/ course of comparable or higher standard and compensation if appropriate. We will not recompense clients if we are forced to cancel, or in any way change your expedition for reasons of consolidation or force majeure, which includes without limitation, war, threat of war, riot, civil strife, industrial dispute, acts of God, terrorist activity, health epidemics, natural or nuclear disaster, fire or adverse weather conditions or other similar events beyond our control and that of our suppliers. If you are arranging your own flights we strongly advise you not to book any travel, International or connecting, that is non-refundable or non-changeable or incurs penalties. We will not be liable to refund any incidental costs incurred for visas, vaccinations or other travel arrangements. If we are forced to cancel your program after departure we will, wherever possible, make suitable alternative arrangements. If we are unable to make such alternative arrangements, or you reject these for good reason then we will return you to your point of departure and refund you for any unused services, if appropriate.
COMPENSATION AND LIABILITY:
Our obligations, and those of our suppliers providing any service or facility included in your expedition / programt / course are to take reasonable skill and care to arrange for the provision of such services and facilities and, where we or our supplier is actually providing the service or facility, to provide them and to do so with reasonable skill and care. You must show that reasonable skill and care has not been used if you wish to make any claim. For claims that do not involve death or personal injury, we accept, and will only have, liability should we or our suppliers fail to satisfy the obligations detailed above. If we have liability we will pay you reasonable compensation (limited to 3 times the value of your expedition / program / course if your enjoyment of the tour is adversely affected. 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 our offices. Any sums received by you from suppliers such as airlines will be deducted from any sum paid to you as compensation by us.
For claims which involve death or personal injury as a result of an activity forming part of your expedition / program / course we accept, and will only have liability should we or our suppliers fail to satisfy the obligations detailed above. If we have liability we will pay you reasonable compensation. We shall have no liability where the cause of the failure to provide, or failure in, your expedition / program / course 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 expedition / program / course and is unforeseeable or unavoidable, 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 applies to, or governs, any of the services or facilities included in your expedition / program / course 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: in respect of international air travel, the Warsaw Convention 1929 (including as amended by the Hague Protocol of 1955 and by any of the additional Montreal Protocol of 1975) 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. Copies of the relevant conventions are available on request. 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. Our responsibility does not commence until the appointed time that the expedition commences within the country designated, 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 expedition / project / course, 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 expedition / project / course, 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 expedition / project / course must therefore be taken as an indication of what each group might 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. Pro rata refunds will be given for services not utilised wherever possible.
Should changes to an individual’s itinerary occur due to a mistake on the part of the individual or due to circumstances outlined above and outside of the Company’s control the Company will be in no way liable. In such circumstances the individual will be responsible for any additional arrangements, although the expedition / program / course leader may offer advice or support as appropriate.
At ??? our Data Protection Policy sets out what information we collect, how we collect it, and what we do with it. The data collected by us will include such details as your name, contact information, travel preferences and special needs/disabilities/dietary requirements all of which is supplied to us, including any information about other persons on your booking relating to the same. Such information is collected from you when you request information from us, contact us (and vice versa) or make a booking with us. You are responsible for ensuring that other members of your party are aware of the content of our Data Protection Policy and consent to your acting on their behalf in all your dealings with us.
We update information whenever we get the opportunity to keep it current, accurate and complete. In some travel circumstances it may be mandatory to disclose your information for immigration, security and anti-terrorism purposes, or any other purposes which the relevant authorities determine appropriate. We may exercise our discretion to assist where appropriate. Some of your information (such as health or religion) may be considered “sensitive personal data” under the Data Protection Act 1998. We collect it to cater for your needs or to act in your interest, and we are only prepared to accept sensitive personal data from you on the condition that we have your positive consent.
By booking with us you also agree for your insurers, their agents and medical staffs to disclose relevant information (which may contain sensitive personal data) to us in circumstances where we need to act in the interest of everyone in the group you are travelling with. For example, if your illness in country is infectious we may need to make special arrangements for you and also ensure that you do not return with the group immediately. If you do not agree to our use of your information as above, we cannot do business with you or accept your booking.
PICTURES AND IMAGES:
Any likeness or image of you secured or taken on any of our expeditions may be used by ??? without charge in all media (whether now existing or in the future invented) for bona fide promotional or marketing purposes, including without limitation promotional materials of any kind, such as brochures, slides, video shows and the internet.