The following booking conditions form the basis of your package holiday contract with Experium Travel Limited. Please read them carefully as they set out our respective rights and obligations. By asking us to confirm your booking, we are entitled to assume that you have read these booking conditions and agree to them.
A contract is only entered into when Experium Travel Ltd has issued a Holiday Confirmation Invoice – This is usually done in electronic format. The Holiday Confirmation Invoice is issued once we have received your deposit payment. Booking Form A completed and signed Booking Form must be returned to us as soon as possible to ensure we have your correct and up-to-date details. This then enables us to comply with the appropriate authorities and their requirements.
2.1. An initial non-refundable deposit is required to confirm your booking. The amount of deposit required depends on the type of holiday you are booking. The balance payment due date on a holiday also varies depending on the holiday you are booking. The following table details both these things:
HOLIDAY TYPE: DEPOSIT REQUIRED BALANCE DUE
UK £100 8 WEEKS
LONG HAUL £350 12 WEEKS
HOLIDAYS COSTING £5000 £500 12 WEEKS
UGANDA – GORILLAS £1500 12 WEEKS (cost of permits is non refundable)
If you are booking within the balance due date the full amount is payable.
If the monies are not paid in time, we reserve the right to cancel your holiday and apply the cancellation conditions as set out above.
If we are unable to confirm a particular hotel stated in our brochure or website, we will endeavour to secure an acceptable alternative of a similar standard.
If we are unable to confirm your holiday on your preferred date, we will do our best to move you to an alternative date convenient to you, alternatively any monies paid will be refunded in full.
2.2. If making a part payment towards your balance, the smallest amount we accept is £250.
2.3. We reserve the right at our discretion to decline any booking application.
2.4. Guests are not permitted to bring pets of any kind with them on their holiday.
3.1. You may cancel your holiday at any time, provided that the person named on the booking form confirms the cancellation in writing. Your cancellation is taken from the date we receive your letter or email (EXPERIUMTTRAVEL@GMAIL.COM)
3.2. As cancellation incurs administrative costs and many suppliers require advance payments, we will apply cancellation charges as set out below:
3.3. You can transfer your booking to another person, who satisfies all the conditions that apply to this booking, by giving us notice in writing as soon as possible and no later than seven days before departure. Both you and the new traveller are responsible for paying all costs we incur in making the transfer.
Cancellation charges CANCELLATION PERIOD¹ CHARGE
² More than 70 Days Deposit is non refundable
Between 36 – 69 Days 75%
Between 0 – 35 Days 100% ¹.
This is the period before departure within which the written cancellation is received. ².
This is the cancellation charge shown as a percentage of the holiday price.
3.4. Please note that deposits paid for our special GORILLA & POLAR BEAR TOURS – DEPOSITS PAID FOR PERMITS ARE NON-REFUNDABLE.
Note: If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges. You can cancel your booking without paying cancellation charges if the performance of your package, or the carriage of passengers to your destination, is
significantly affected by unavoidable and extraordinary circumstances. In such circumstances, we will arrange for your booking to be terminated and for you to receive a full refund.
We will observe advice provided by The Foreign and Commonwealth Development Office (FCOD).
If, after our confirmation invoice has been issued, you wish to change your travel arrangements in any way, for example your chosen departure date or accommodation, we will do our utmost to make these changes but it may not always be possible. Any request for changes to be made must be in writing from the person who made the booking. You will be asked to pay an administration charge of up to £100, and any further cost we incur in making this alteration. We will do our best to make the change but it may not be possible and some flight costs may not be recoverable. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible. Note: Certain travel arrangements may not be changeable after a reservation has been made and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangements.
5.1. EXPERIUM TRAVEL Ltd reserves the right to cancel your booking. In most circumstances, we will not cancel your holiday after the balance due date, except for unavoidable and extraordinary circumstances, or failure by you to pay the final balance Unavoidable and extraordinary circumstances are situations beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken. These may include (but are not limited to) war, the threat of war, riot, civil unrest, terrorist activity, (actual or threatened), industrial dispute, airspace closure, unavoidable technical problems with transport, machinery or equipment, power failure, rescheduling or cancellation of our flights, natural or nuclear disaster, fire, flood, drought or other extreme weather conditions, epidemics or outbreaks of illness. If your holiday is cancelled you can either have a refund of all monies paid or accept an alternative holiday of comparable standard from us if we offer one (we will refund any price difference if the alternative is of a lower value).
5..2. EXPERIUM TRAVEL LTD. cannot be held responsible for any additional services including flights which you book outside the terms of your itinerary or our brochure or website.
6.1. Changes to the price Once we have confirmed your booking, the price of your holiday is fixed; there will be only be increases for extreme circumstances beyond our control such as fuel surcharges, tax increases or currency fluctuation. However, there will be no change within 20 days of your departure. We will absorb, and you will not be charged for, any increase equivalent to 2% of the price of your travel arrangements, which excludes any amendment charges. You will be charged for the amount over and above that. If this results in an increase equivalent to more than 8% of the price of your travel arrangements, you will have the option of accepting a change to another holiday if we are able to offer one (we will refund any price difference if the alternative is of a lower value), or cancelling and receiving a full refund of all monies paid, except for any amendment charges. Should you decide to cancel, you must do so within the time period shown on your final invoice. Should the price of your holiday go down due to the cost changes mentioned above, then any refund due will be paid to you. We will deduct from this refund our administrative expenses incurred. Please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.
6..2. Changes other than the price It is a term of your booking that we are able to make changes to any aspect of your booking. If the change is insignificant, we will ensure that you are notified about it. Examples of insignificant changes include alteration or change of accommodation to another of the same or higher standard, changes of carriers. If we are constrained by circumstances beyond our control to significantly alter any of the main characteristics of the travel services that make up your package you will have the rights set out below.
We will contact you and you will have the choice of accepting the change or having a refund of all monies paid. You can also accept an alternative holiday, where we offer one (we will refund any price difference if the alternative is of a lower value). We will tell you the procedure for making your choice. Please read any notification of changes carefully and respond promptly as if you do not respond to us within the timescale given your booking may be cancelled. Your booking is accepted on the understanding that you realise that the tourism infrastructure in relation to both travel and accommodation in other parts of the world may be lower than you would expect in the UK. No refunds will be given for services not utilised. If there is a minor alteration then we will try to notify you, though we are not obliged to do so, nor are we obliged to pay compensation. As you are part of an organised holiday, the Tour Manager may at any time during the course of a holiday terminate the participation of a member of the party if he/she reasonably considers it necessary for the health and safety of that person or should their behaviour be disruptive or aggressive towards any other members of the party. In this situation, the person(s) concerned will be required to leave the accommodation or other services. We will have no further responsibility toward such person(s) including any return travel arrangements. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination.
You must inform us without undue delay of any failure to perform or improper performance of the travel services included in this package. If any of the travel services included in your package are not performed in accordance with the contract, or are improperly performed, by us or the travel service suppliers, and this has affected the enjoyment of your travel arrangements, you may be entitled to an appropriate price reduction or compensation or both. We will not be liable where any failure to perform or improper performance of the travel services is due to: you or another member of your party; or a third party unconnected with the provision of the travel services in the package and is unforeseeable or unavoidable; or unavoidable and extraordinary circumstances, which means a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Our liability, except in cases involving death, injury or illness, shall be limited to a maximum of three times the cost of your travel arrangements. Our liability will also be limited in accordance with and/or in an identical manner to a) The contractual terms of the companies that provide the travel services that make up your package. These terms are incorporated into this booking; Convention in respect of the provision of accommodation, which limit the amount of and conditions under which compensation can be claimed for death, injury, delay to passengers and loss, damage and delay to luggage. We are to be regarded as having all benefit of any limitation of the extent of or the conditions under which compensation is to be paid under these or any conventions. However, reimbursement in such cases will not automatically entitle you to a refund of your holiday cost from us. Additional assistance If you’re in difficulty whilst on holiday and ask us to help we will provide appropriate assistance, in particular by providing information on health services, local authorities and consular assistance; and helping you to find alternative arrangements and any necessary phone calls/emails. You must pay any costs we incur if the difficulty is your fault.
It is an essential condition of you booking a holiday that you take out adequate holiday insurance covering at least circumstances leading to the cancellation of your booking and providing sufficient medical cover for illness or injury and repatriation while overseas. You must provide us with the name of your insurers, your policy number and their 24-hour emergency contact number before you travel. Experium Travel Ltd will not be liable for any costs incurred by you due to your failure to take out suitable travel or cancellation insurance from the date of booking.
If you have a complaint about any of the services included in your holiday, you must make it known to your Tour Manager at the earliest opportunity, who will endeavour to rectify the situation. If the issue is not resolved locally, please contact us upon your return home, (firstname.lastname@example.org) ideally within 28 days. Please include your full name and all other relevant information. we will do our best to reach an amicable solution quickly. Please keep your letter concise and to the point. If you fail to follow the requirement to report your complaint in resort, we will have been deprived of the opportunity to investigate and rectify it and this may affect
We provide financial protection for our package holidays, by way of all monies paid to us are held in trust – PTS (Protected Travel Services) registration number : 5459 and your monies are guaranteed until the end of your holiday with us. We comply fully with the PTR (Package Tour Regulations 2018).
This booking is governed by English Law, and the jurisdiction of the English Courts. You may however choose the law and jurisdiction of Scotland or Northern Ireland if you live there and wish to do so.
12.1. Please note we reserve the right to use images supplied by our travellers for use within our marketing material such our website and social media platforms. HOTELS & THEIR RATINGS
12..2. The hotel ratings stated are based on local tourist authority standards and may not be equivalent to the same standards used in the UK.
12.3. The amenities and facilities advertised for each hotel may at times be unavailable or change without notice.
13.1. If you have special needs/allergies (e.g. dietary requirement) please let us know at the time of booking. Whilst we will make every effort to meet your requests they nevertheless cannot be guaranteed.
14.1. You have certain responsibilities in relation to your booking, these are set out below.
14.2. Documentation You must ensure that you have all necessary documentation required to complete your journey, including any required medical, health or coronavirus test certification. We do not accept any responsibility if you cannot travel because you have not complied with any local passport, visa, immigration or health requirements. Travellers with full British passports should ensure that they have sufficient pages for entry and exit stamps and ensure where required that their passports have at least six months to run after returning to the UK. The entry requirements for British Citizens may differ to those for British Subjects, British Dependant Territories Citizens, British Nationals (Overseas Citizens), British Protected Persons or any other British passports. Please check your passport carefully and if you are not specifically a British Citizen with a UK issued passport, you must check passport and visa requirements with the Embassy or Consulate of the country(ies) you are travelling to or through. Nationals of other countries should check requirements with the relevant embassies. The names that appear on your airline/cruise tickets should be the same as the names in your passport. On your booking form you must notify us of the names as they appear in your passport. If the names in your flight/cruise reservations are incorrect they may not be easy to change and may incur charges.
Obtaining the correct visas for travel is ultimately your responsibility.
14.3. Health Travellers with reduced mobility or a disability: overseas accommodation and overseas transport arrangements. The majority of overseas accommodation, overseas transport (including transfers) and other holiday services provided overseas are not equipped to cater for the needs of many less-abled holidaymakers. Furthermore, the natural terrain and the layout of some resorts can make life difficult for wheelchair users and those with limited walking ability. It is therefore important, if you have any disabilities, that the appropriate enquiries are made about the suitability of particular accommodation, resorts, transport and services and that you are fully satisfied you have made the correct choice before you book and confirm your holiday. Please note: if special arrangements need to be made for you an extra charge may have to be levied, this may be the case either before you go or when you arrive in resort. We cannot be held responsible if you fail to tell us about special needs/requirements that will affect your holiday experience and this means we will not compensate you. For customers who require support or advice prior to booking, please contact our team who will contact our suppliers for further information. It is your responsibility to ensure you are aware of all recommended vaccinations and health precautions in good time before departure.
Details are available from your GP surgery and from the National Travel Health Network and Centre www.nathnac.org. Information on health is also contained in the Department of Health leaflet Health Advice for Travellers available from the Department or via its website www.dh.gov.uk. For holidays in the EU, your existing European Health Insurance Card (EHIC) remains valid until the date of expiry written on the card. You can then apply for the Global Health Insurance Card (GHIC) by calling 0191 218 1999 or applying online at www.nhs.uk/ghic
14..4. Transportation You must ensure that you arrive in good time to board the flight/vessel to your destination country and that you are ready on time for other transfers and forms of transport. If you miss a transfer or the departure of your flight/train/cruise, we will try to arrange alternative transportation for you but we reserve the right to recover any additional costs that we incur as a result of you failing to arrive in good time. If you are not flying from our main departure airport: in the event that your flight is cancelled on the day of travel you must notify us immediately so we can assist in making alternative arrangements in the destination country for you to be met. If we can help re-organise flights, then let us know and we can assist with this or ask our flight agent to assist. Any costs incurred for this will be borne by yourself and in all likelihood will be claimable on your travel insurance.
14.5 We are not liable at any time for any flights booked by yourself in conjunctions with this package.
14..6. Security & Safety You must seek your own advice regarding safety and security. Before you travel overseas, check the FCDO website for essential travel advice, tips and up-to-date country information. www.gov.uk/government/organisations/foreign-commonwealth-development-office
14.7 Social Behaviour. Group tours are social occasions and we want you to enjoy the holiday that you have booked and we ask that you consider others in a polite manner throughout the tour. If we feel that your behaviour impacts the enjoyment of others on the tour, then we reserve the right to cancel your booking and all future bookings without liability our part.
14.8 Conduct. Experium Travel reserves the right to refuse you as a customer or continue to deal with you if we believe your behaviour is disruptive, causes unnecessary inconvenience, is threatening or abusive, you damage property, you upset, annoy, disturb or put any other traveller or put the staff of Experium Travel in danger, on the telephone, in writing or in person.
On a group holiday, it is necessary that you abide by the authority of the leader, who represents the company. If you commit any illegal act when on the holiday or if in our reasonable opinion your behaviour is disruptive, threatening or abusive, causes unnecessary inconvenience, impacts on other people’s enjoyment of the holiday or is causing or likely to cause damage to property, danger, distress or upset, disturbance or annoyance to others or puts any other traveller in danger, on the telephone, in person or in writing then we may terminate your travel arrangements without any liability on our part.
In the even, that we cancel your trip, we accept no liability or responsibility for any flight arrangements you have made.
Experium Travel is fully GDPR compliant and we have taken all measures necessary to ensure all guests personal data is stored securely and only passed on to suppliers both within and outside of the EU for the purposes of fulfilling your holiday. By agreeing to the booking conditions, you are consenting to Experium Travel Limited passing your details to third parties. This movement of data is essential to allow the fulfilment of the contract between Experium Travel Limited and the customer. Please note on occasion special category data such as health and medical history may be processed. This will allow Experium Travel to aid in safeguarding customers during their holiday and ensure that any special requests are met. This information will be collected by Experium Travel and only under the “Special category” data will only be disclosed to another party if the need to protect an individuals’ life or liberty occurs, such as a medical emergency. Upon completion of your holiday your data will continue to be stored securely, if you wish to be removed from our systems please request this in writing upon your return. In the event of our insolvency we, or any appointed insolvency practitioner, may disclose your personal information so that they can assess the status of your booking and advise you on the appropriate course of action under any scheme of financial protection.
Experium Travel both acknowledges the ongoing COVID-19 global crisis and accepts our obligations to comply with any official guidance from governments or local authorities, both in the UK and whilst on holiday. Please note that we will have no liability for any refunds, compensation, costs, expenses, or other losses of any kind incurred by you (including, where applicable, the cost of medical treatment), in the following circumstances:
(a) -If you, or anyone in your booking party, test positive for Covid-19 and have to quarantine for a period of time, or are notified or otherwise become aware that you have, or suspect you may have, come into close contact with someone who has tested positive for Covid-19 (or where they otherwise suspect they may have Covid-19) and have to self-isolate for a period of time. If this happens within 14 days of your departure date, you must contact us as you may no longer be able to travel.
(i) Postponing your holiday to a later date. We will notify you of any impact on the price the postponement may have (please note that you may have to pay full cancellation charges on some elements of your holiday, as well any increase in cost imposed by other suppliers);
(ii) If not everyone on the booking is affected, you will have the right to transfer your place on the holiday to another person nominated by you, subject always to the requirements of clause 3.3 of our booking conditions;
(iii) Cancelling your holiday, in which case we will impose our standard cancellation charges as at the date of cancellation by you. You may be able to claim these costs back from your travel insurance.
(b) If this happens whilst you are on your holiday, please notify us without delay and we will provide such reasonable assistance as we can in the circumstances. However, we will not be responsible for covering the cost of any curtailment of your holiday, missed transport arrangements, additional accommodation required, or other associated costs incurred by you. You must ensure you have travel insurance which covers these costs for you. (c) You fail any tests, checks or other measures imposed by a supplier, airline, port or airport, border control authority or other government body or local authority or fail to submit for testing or assessment when requested to do so, and as such you are denied entry to board the flight, entry to the destination, access to the services or you are otherwise unable to proceed with the holiday, or that portion of the holiday.
You also acknowledge that the suppliers providing your holiday, including airlines, hotels and excursion providers, will need to comply with national and/or local guidance and requirements relating to Covid-19, and have implemented certain measures as a result. This will likely include specific requirements regarding personal protective equipment, such as use of face-masks by staff (and you may be required to wear a face-mask as well), social distancing, maximum number restrictions on the use of certain facilities, designated alternative entrance and exit routes, mandatory hand sanitisation, limited entertainment options and limited food/drink availability.
We do not expect these measures to have a significant impact on your enjoyment of the holiday and all measures will be taken with the purpose of securing your safety and those around you.
Experium Travel Ltd reserves the right to amend the Terms and Conditions at any time as is necessary and updated terms will be displayed on our website and will form the binding contract between client and company. Please visit our website for our up-to-date Terms & Conditions.
EXPERIUM TRAVEL LTD 11360792 Registered office address: GLENHAVEN COTTAGE,
CROWS AN WRA, PENZANCE, CORNWALL TR19 6HU. ENGLAND
Tel: 07971 026452