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Terms and Conditions of Booking

Contract • Legality • Financial security • Inclusions • Price alteration • Changes • Force majeure • Responsibility • Insurance • Special requests • Seasonal closures and opening hours • Complaints • Cancellation • Behaviour/Indemnity

Contract with Book Club Tours
Your contract is with Book Club Tours LLP, registered office 33 Broad Lane, Hampton, Middlesex TW12 3AL.

For all parties, the person who makes the booking by signing the booking form, or otherwise contracting with us, accepts responsibility for making all payments to us for all members of the party and for the proper conduct of himself/herself and the party on tour.

When you have completed the booking form this must be sent together with the required deposit. The amount paid will be credited to your account. Our contract with you takes effect when you receive our written confirmation of your booking. Once the contract is made, we are responsible for providing you with the tour you have requested and you are responsible for paying for it in full by the specified date.

If the booking is made within 10 weeks of departure, full payment must be made at the time of booking. Otherwise, the balance is due no later than 8 weeks prior to departure. If the balance is not received by the due date, we reserve the right to cancel the tour and levy cancellation charges as outlined below.

Legality of Book Club Tours
Book Club Tours LLP operates within the regulations specified by the Package Travel, Package Holidays and Package Tours Regulations Act 1992.

Financial security with Book Club Tours
Your deposits and prepayments are secured in a designated Trust account. This means that you can be entirely confident that, in the unlikely event of our insolvency before or during your tour, any money you have paid to us would be fully secured.

Inclusions with Book Club Tours
Your Booking Confirmation will clearly state what is included and what additional costs will be your responsibility. At any stage, should you require further clarification as to what you are receiving for your money, please ask us.

Price alteration
We reserve the right to alter the cost for any variation in transportation, including fuel costs, duties, taxes (e.g. VAT rate change) or fees chargeable for services such as embarkation at ports or exchange rate changes for overseas tours. Notwithstanding the above, we will not increase the price less than 30 days before departure, we will not pass on the first 2% of the first permitted price variation. Should the price increase significantly beyond the contractual price we will advise you as soon as we can in order that you can decide whether you wish to withdraw without penalty.

When you are travelling as a group, the price may vary if the contents of the tour change from the original booking, e.g. numbers travelling, number of nights hotel accommodation etc. 8 weeks prior to travel we will ask the designated tour manager to confirm the final numbers and the tour will be re-costed based upon the information provided.

The prices given as examples are purely designed to give you an idea of costs involved in a particular tour based on a set number of people travelling. Your final price will be calculated to take account of all variables and will be presented to you prior to making a booking.

Changes to your Book Club Tours
Any named accommodation, tour guide, sightseeing etc. is subject to availability at the time of booking. Sometimes, after you have made your booking we may have to alter some arrangements. Most changes will be of a minor nature and have little effect on your tour. We will inform you of such changes as soon as possible before departure but we have no other liability to you. If we have to make a significant change, e.g. alter your departure date by more than 12 hours, we will notify you as soon as possible and you may then either (a) accept the change and the contract between us will be varied to incorporate the change; or (b) withdraw from the booking completely in which case we would refund all monies to you.

If you wish to change your booking, you must confirm in writing the alterations you wish to make. We have no obligation to make the changes but we will do our best to help you.

Single Supplements
Single rooms are subject to availability and will carry a supplement.  The amount of this supplement will be advised to you at time of booking.

Force majeure
We cannot accept any liability for any cancellation/delay whether caused by adverse weather conditions, re-scheduling of times, mechanical breakdown, strike or industrial action or otherwise. You may be entitled to make a claim under an insurance policy.

We will have taken all reasonable steps to ensure that proper arrangements have been made for your tour and that the suppliers of the various services which will be provided to you as part of your inclusive tour are efficient, safe and reputable businesses and they comply with local and national laws and regulations.

It is your responsibility to effect insurance for each member of the party. Book Club Tours will not be responsible for loss or damage to baggage, personal effects, money, mobile phones or documents.

Special requests
Any special requests such as dietary requirements, provided they have been advised to us on your booking form, will have been passed on to relevant suppliers.

Seasonal closures and opening hours
Our itineraries offer suggestions only and it should be noted that at certain times of year not all the suggested visits will be available due to seasonal closures and reduced opening hours.

If you have a complaint whilst on tour, you should immediately register this complaint with the appropriate local supplier or agent and confirm it in writing to that supplier with a copy sent to us. If the problem is not resolved on the spot and you wish to pursue your complaint on your return, we will require full details in writing together with a copy of any reports written to suppliers. This must be received in our Registered Office within 28 days of your return.

In the event of cancellation by Book Club Tours, all monies paid by you will be refunded to you. As we start to incur costs for your tour from the time we forward your confirmation, if you cancel we have to make a charge and the later the cancellation, the greater the charge will be. All cancellations must be made in writing and the cancellation takes effect on the day the written notice is received by us. Cancellation charges will be calculated as set out in the table below and will be notified to you by invoice within 2 weeks of cancellation. If one or more members of your party cancel, this may mean that the price for the remaining party members rises.

Period before scheduled departure date within which written notification received by us Cancellation charge (including the deposit paid) as a percentage of the total price
More than 56 days Deposit only forfeited
43-56 days 60% of the cost or, if greater, the deposit
29-42 days 70% of the cost or if greater, the deposit
22-28 days 90% of the cost
0-21 days 100% of the cost

We reserve the right in our absolute discretion to terminate without notice the travel arrangements of any customer whose behaviour is such that it is likely, in our opinion or in the opinion of any bus driver, hotelier or accommodation owner or manager or any other person in authority, to cause distress, damage, danger or annoyance to other customers, employees or any other third party. You understand that we shall be under no liability to pay any refund or compensation to, or costs incurred by, any person whose behaviour is thus unacceptable. Furthermore you agree to indemnify us fully against any claim (including legal costs) made against us by or on behalf of the owners of such accommodation or the operator of any other means of transportation, on behalf of the owners of such accommodation or the operator of other means of transportation.

Book Club Tours LLP, 33 Broad Lane, Hampton, Middlesex TW12 3AL • Tel: 020 8979 2285