General booking conditions

Please read these booking conditions fully as they form the basis of the contract between you and Promenades Travel. 

1. Booking & Payment
1.1 All bookings must be secured by payment of the non-refundable deposit, or on receipt of the full price of the tour if booking less than 10 weeks prior to departure.

1.2 Payment can be made by credit card (excluding AMEX) or debit card. 

1.3 Upon receipt of your payment, we will issue a booking confirmation invoice. At this point a binding contract will exist between you and Promenades Travel. Please notify us within 10 days if any of these documents contain any errors, particularly for the spelling of passenger names.

1.4 The balance of your holiday price is payable not less than 70 days prior to the departure date. If the balance has not been paid by 56 days prior to departure, we may cancel the booking and levy the cancellation charges set out below.

2. Financial Protection
2.1 Promenades Travel takes your financial protection very seriously. All client payments are held in a secure Client Trust Account, offering full Financial protection until after your holiday has been taken.

3. Fitness To Travel
3.1 Walking is an integral part of all our tours, sometimes over fields, up hillsides and steps. Participants on all tours should be able to walk or stand for at least sixty minutes without aid or requiring a rest. If you have any concerns in this regard, please contact us for advice. We will refuse to carry anyone who has failed to notify us of any disability requiring assistance during the period from booking the tour to its departure. If, in our opinion, you are not able to meet the required level of activity for a tour, you will not be allowed to take part in that tour. You must be able to carry your own luggage as a porter service is not provided.

4. Travel Insurance
4.1 To participate in any of our tours you must have adequate holiday insurance to cover cancellation and curtailment up to the cost of the holiday for each participant, medical expenses, emergency repatriation, loss of luggage, travel delay plus loss of personal items and cash. We strongly recommend that you and all members of your party be adequately insured at the time of booking. You must let us have details of your insurance policy at least four weeks prior to departure.

5. Passport & Visas
5.1 For many countries, your passport needs to be valid for at least six months beyond your date of return. 

5.2 Whilst we will provide up to date information and supporting documentation as required, general information concerning passport, visa and health requirements will vary between nationalities and are subject to change. You are responsible for checking current requirements before departure, the application process ensuring you comply with all requirements, and taking all relevant documents on your holiday. 

6. Special Requests
6.1 Special requests should be indicated at the time of booking. We will try to arrange for special requests to be met, but we cannot guarantee that they will be fulfilled.

7. Booking Terms
7.1 Your booking is with Promenades Travel (PT), registered in England and Wales, company number 12271146 at First Floor, Radius House, 51 Clarendon Road, Watford, Herts WD17 1HP. The "Client" shall mean the signatory on the booking form and everyone named in the booking or added subsequently. The singular shall include the plural and vice versa.

7.2 There will be no contract between PT and the Client until the Client has paid the deposit and PT has issued a confirmation invoice. Full payment will be due immediately for bookings made within 70 days of travel (subsequent cancellation of the holiday by the Client is subject to the charges in clause 7.5). In paying the deposit, the Client accepts these conditions on his behalf and on behalf of all other persons named on the booking form, including those substituted or added by agreed amendment. It is a condition of the contract that the Client will take out travel insurance.

7.3 The balance of the price is payable not less than 70 days prior to the departure date. If the balance has not been paid by 56 days prior to departure, PT may cancel the booking and levy the cancellation charges set out in Clause 5. No reminders or statements will be sent.

7.4 Special requests should be indicated at the time of booking. PT will try to arrange special requests to be met, but cannot guarantee that they will be.

7.5 In the event of cancellation by the Client the following cancellation charges (as a proportion of total invoiced cost) will be made based on the cancellation period before departure:

71 days or more, deposit only
70 days to 49 days, 50%
48 days to 29 days, 60%
28 days to 22 days, 70%
21 days to 15 days, 85%
14 days to 8 days, 95%
7 days to 0 days, 100%

7.6 Your cancellation takes effect from the date we receive your deposit. The balance of the cost of your arrangements is due not less than 70 days prior to scheduled departure. If we do not receive this balance in full and on time, we reserve the right to treat your booking as cancelled by you in which case the cancellation charges above will become payable. If you are forced to return home early, or choose to do so where you have no reasonable cause for complaint, we cannot refund the cost of any services you have not used or be liable for any associated costs you may incur.

7.7 If you wish to change any part of your booking arrangements after our confirmation invoice has been issued, we will do our absolute best to assist, but we cannot guarantee that we will be able to meet your requested change. Where we can meet a request, all changes will be subject to payment of an administration fee of £50 per person per change as well as any applicable rate changes or extra costs incurred as well as any costs incurred by ourselves and any costs or charges incurred or imposed by any of our suppliers. These costs typically increase the closer to the departure date that changes are made so you should contact us as soon as possible. Where we are unable to assist you and you do not wish to proceed with the original booking, we will treat this as a cancellation by you.

7.8 If you are prevented from travelling it may be possible to transfer your booking to another suitable person provided that written notice is given and subject to an administration fee.

8. If we change or cancel the tour
8.1 It is unlikely that we will have to make any changes to your tour arrangements, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time. Most of these changes will be minor and we will advise you of them at the earliest possible date. In exceptional circumstances this may include a change of guide. Occasionally, we may have to amend the prices of unsold tours or correct errors in the prices of confirmed tours. 

8.2 If we have to make a major change or cancel, we will tell you as soon as possible and if there is time to do so before departure, we will offer you the choice of: i) accepting the changed arrangements, ii) having a refund of all monies paid; or iii) accepting an offer of alternative travel arrangements of comparable standard from us, if available (we will refund any price difference if the alternative is of a lower value). 

8.3 Except where expressly stated elsewhere in these booking conditions we cannot accept liability where the performance of our obligations under our contract with you is prevented or affected or you otherwise suffer any damage, loss or expense as a result of force majeure. Force Majeure means unusual and unforeseeable circumstances beyond PT's control, the consequences of which neither PT nor their suppliers could avoid, including but not limited to war, riot, civil strife, disease, terrorist activity, industrial dispute, natural or nuclear disaster, fire, flood, adverse weather conditions or the threat of any of these.

8.4 If Foreign & Commonwealth Office (FCO) travel advice changes to recommend no travel to your destination, we will aim to provide new dates for your tour. If this is not possible, we will refund your payment in full, and travel refunds will be the responsibility of your supplier. If the FCO does not advise against travel to your destination, our normal cancellation policy will apply.

8.5 Up to 14 days before departure, PT reserves the right to cancel a tour if it receives low bookings. Low booking is where an insufficient number of people have booked a tour to make its operation possible in the advertised form. We will make every effort to modify tours to allow them to continue with low bookings. From the time Clients have agreed such modifications, a 100% cancellation charge will apply. 

9. Complaints
9.1 We make every effort to ensure that your tour arrangements run smoothly and that you are satisfied with every aspect of your holiday. If you do have a problem during your tour, please inform your Tour Manager immediately, who will endeavour to put things right. If your complaint is not resolved locally, please contact our office. If the problem still cannot be resolved and you wish to complain further, you must send formal written notice of your complaint to us within 28 days of the end of your stay. Ensuring that your written complaint gives all relevant information and is concise and to the point will assist us to quickly identify your concerns and speed up our response to you. 

9.2 If you consent (opt in) to having photos taken of you on tour these may be used in our brochure or on our website. We will not retain any images you may appear in if you have not given us consent.

9.3 This contract and any matters arising from it are governed by the law of England and Wales and  are subject to the jurisdiction of the courts of England and Wales.
Last updated: 17 March 2020