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Booking Conditions

Walk Free Break Free Ltd: Booking conditions

Please read through our booking conditions carefully. The person making the booking form accepts the terms of these booking conditions on behalf of everyone named in the booking.

1.      Making your booking

To make a booking, please email or telephone us to check availability and we will hold your place for 7 days. To confirm the booking, please return to us a completed booking form with the required a deposit per person as stipulated on the form.  Full payment must be made at time of booking if 6 weeks before your trip starts (unless otherwise stated on booking form).

The deposit paid in respect of each break or holiday is accepted as a first instalment of the charge. The receipt or banking of a deposit or the making of a provisional reservation does not imply final acceptance of the booking; neither is a verbal quotation confirmation of final cost. If a booking cannot be accepted, notification and refund of any deposit will be sent as soon as possible.

If accepted a confirmation invoice will be forwarded to you normally within 2 weeks of receipt of your signed booking form. The contract is made between us when we send this confirmation.

2.      Changing your booking

If after your booking has been confirmed you wish to transfer to a different break or holiday or departure date, we will make every effort to satisfy your requirements provided that written notification is received at our offices from the person who signed the booking form, not later than the date on which balance of the original holiday price is due for payment. Alterations made within the balance due period will be regarded as a cancellation by you of the original holiday and a new booking for a different holiday, and the cancellation charges set out below [para 6] will apply.

If after your booking has been confirmed you are unavoidably prevented from proceeding and wish to transfer your confirmed booking to another person, you can do so, provided that this is not later than 30 days before departure. You, as transferor of the holiday, and the transferee shall be jointly and severally liable to us for the payment of the balance due, together with all additional charges of whatever sort imposed by the suppliers providing component parts of your holiday.

In all cases, you will be required to pay an administration fee of up to £20 per person.

3.      Making payment

We will send you an invoice for the balance, due 6 weeks before the break or holiday starts. Should the balance not be received by the due date, your place may be released, and our cancellation policy will apply. We guarantee that the price of your holiday will not be subject to alterations or surcharges once the booking has been confirmed.

4.      If we have to alter your break or holiday

The itineraries and schedules are put forward as a statement of our intention only and are not representations or undertakings that they will be carried out. In rare circumstances we may have to make alterations to ensure your safety or to respond to unplanned events outside our control.

If we have to alter your break or holiday before departure, any alteration will either be major or minor. Where an alteration is minor, we will, if practicable, advise you before departure, but we are not obliged to do so or to pay you compensation. A minor alteration is any alteration apart from a major alteration as defined below.

When an alteration is a major alteration (and a major alteration is an alteration which for instance involves changing your accommodation), we will advise you as soon as is reasonably possible.

You will then have the choice of accepting the alteration, taking an alternative holiday (and where this is of a lower price, we will refund the difference), or withdrawing from the contract and accepting a full refund of all monies paid. In addition, in appropriate cases, we will pay you (which in this circumstance means we will pay each individual in the tour party) compensation on the scale shown below (on the assumption that the full balance has been paid).
                More than 29 days                                   nil,      
                28 - 15 days before departure                   £15 
                14 - 0 days before departure                     £20

5.      If we have to cancel your holiday

If we have to cancel your break or holiday for example due to lack of numbers or events beyond our control before the date of departure, you will have the choice of taking an alternative break or holiday (and where this is of a lower price we will refund the difference) or withdrawing from the contract and accepting a full refund of all monies paid.

We shall not cancel a break or holiday after the date when the payment of the balance becomes due, unless you default in payment of an outstanding balance or unless it is necessary for us to do so as a result of force majeure.

Force majeure means unusual and unforeseeable circumstances beyond our control, the consequences of which neither we nor our suppliers could avoid, and specifically relates to the illness or injury of either of us since we are integral to the holiday (and particularly guided tours) but also includes war or threat of war, riots, civil strife, terrorist activities, industrial disputes, natural or nuclear disaster, fire or adverse weather conditions, level of water in rivers or other similar events beyond our control.

6.      Should you need to cancel

Because of our intimate size, any cancellation affects us significantly and we adhere to a strict cancellation policy. Please tell us about your cancellation in writing. From the date when we receive written cancellation from you the following policy will apply;

Table below confirms retention from total holiday value

Notice  Received

UK individual Bookings or groups less than 4

Non UK or Group Bookings (groups of 5 or more)

More than 42 days

Deposit

Deposit

42 - 29 days

50%

75%

28-15 days

75%

100%

14 days or less

100%

100%

We recommend that you are fully covered by a comprehensive insurance policy.

7.      Safety

 

In the interest of safety you must undertake to:

  • follow the instructions or guidance of your tour guide;
  • Fully understand the basis of participation and your personal responsibility to your-self and duty of care to others in the group;
  • Follow the advice or warning or advisory notices encountered on your walk;
  • Follow the countryside code and act sensibly and prudently at all times.

 

You should advise us at the time of booking if you have any medical condition or are taking medication that may affect your walking ability. We reserve the right to ask you for a medical certificate to confirm that you are physically able to cope with the tour.

8.      Parental responsibility

Parents or guardians undertake to accept full responsibility and supervision of and for their children at all times.

Under the provisions of the Young Persons Safety Act and Adventure Activities Licensing Regulations 1995, some walking in upland areas in the UK may require all children under 18 to be accompanied by a parent or legal guardian.

9.      Insurance

We strongly advise you to arrange insurance to cover personal accident, cancellation of your holiday by yourselves for loss of personal effects and personal liability.

10.   Catering

You should be aware that no guarantee can be given that food served is completely free from nuts and peanuts or is completely safe for those with other food allergies. If requested we can make every effort to minimise risk but contamination may occur. The fact is that nut and pea nut containing products are processed in the same production areas as non nut and peanut products, consequently be aware that all menus "may contain traces of nuts".

Should clients have specific dietary requirements or special diets we will be pleased to discuss individual needs with clients and deliver suitable options where reasonably practical.

Please note our menus may be subject to change without notice as they are dependent on product availability and seasonality

11.    Participation statement:

Please note all participants are participating in activities on the basis of a participating adult with Parents/guardians being responsible for children at all times. To make your participation easy you will be asked to sign a disclaimer to ensure you and your party members understand your relationship with Walkfree Breakfree Ltd. Without this we would be reluctant to let you join our organised walks and activities - or indeed, pass on information and opinions to you. By signing the disclaimer, you agree you do not hold Walkfree Breakfree Ltd responsible for any information or opinions it offers and that you do everything at your own risk. We will always endeavour to give accurate and appropriate information, but we do not take responsibility for them and they are acted upon by you at your own risk. 

We would draw your attention to The British Mountaineering Council (BMC ) statement below offers information on a responsible adult : "The BMC recognises that climbing and mountaineering/walking or cycling are activities with a danger of personal injury or death. Participants in these activities should be aware of and accept these risks and be responsible for their own actions and involvement".  

12.    Health & Fitness

Bookings are accepted on the understanding that all persons participating are normally in good health and physically equally to the minimum demands of the chosen trip. If this is in doubt the Booking Form must be accompanied by a doctor's certificate stating that it is entirely safe for you to go on the particular trip you have chosen.

13.   Your Financial Protection

Deposits and payments made to Walkfree Breakfree Ltd are protected in a Trust Account at a UK Regulated Bank in compliance with the requirements of the Package Travel, Package Holidays and Package Tours Regulations 1992.

14.   Complaints

Should you wish to make a complaint during your holiday, you should contact your tour guide or leader as soon as practical   and we will do our best to resolve the problem straight away. If the problem cannot be resolved on the spot, please write to us at our office within 14 days with full details.

 

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