Small Group Adventures: Booking Terms and Conditions

Please take the time to read the following conditions carefully. They are the basis for the contract between us and will assist you with your future plans.

1. Contract
For bookings for travel by coach, the contract is with PGL Travel Ltd, ABTA bonded member V2683. For air groups the contract is with PGL Air Travel Ltd which is protected by the Civil Aviation Authority under ATOL 4630. The registered office for both companies is at Alton Court, Penyard Lane, Ross-on-Wye, Herefordshire, HR9 5GL.
PGL Travel Ltd is a Member of ABTA with membership number V2683.

ABTA and ABTA Members help holidaymakers to get the most from their travel and assist them when things do not go according to plan. We are obliged to maintain a high standard of service to you by ABTA’s Code of Conduct. For further information about ABTA, the Code of Conduct and the arbitration scheme available to you if you have a complaint, contact ABTA, 30 Park Street, London, SE1 9EQ Tel: 020 3117 0500 or www.abta.com

A contract will only exist when we have received the required deposit and have acknowledged receipt of your completed form by the issue of our booking confirmation. The person signing the booking form accepts the following conditions on behalf of all party members and will be our sole point of contact for correspondence. The contract between us is governed by the Law of England and Wales and any dispute will be
dealt with under the exclusive jurisdiction of the Courts of England and Wales, except if you live in Scotland, when you may choose to have the contract governed by the laws of Scotland, and any dispute dealt with in the Scottish Courts.

2. Deposits
Before a booking can be considered firm, the Party Leader must sign our booking form and forward the initial deposit of £125 for each paying member of the party. This deposit is not refundable, unless under the terms of our insurance cover. Please make cheques payable to PGL Travel Ltd. or PGL Air Travel Ltd. if travelling by air.

For UK schools and groups, insurance cover is included and commences when the deposit payment is received. Insurance cover can be arranged for non-UK schools and groups at a supplement.

3. Payment
We require an interim payment of £150 for each paying party member to be paid not more than 8 weeks after the due date of the initial deposit. The final balance must be settled no later than 8 weeks prior to your tour or by return of post where receipt of invoice is within 8 weeks. If interim payments or final balances are not received by the due dates, this will be a breach of the contract between us, entitling us to treat the booking as cancelled by you. In these circumstances, the contract between us will remain in force until you receive our written advice and cancellation invoice.

4. Cancellation
In the event of cancellation by a paying member more than 8 weeks before your tour, the deposit and any interim payments may be transferred to a substitute member. However, if this is not possible, then the deposit and interim payment will be retained by us. For cancellations made less than 8 weeks prior to your tour, the payments made may be transferred to a substitute member but we reserve the right to charge an administration fee of £25, plus any direct costs incurred.

For air tours, cancellation charges may apply in accordance with section 6b and the individual airline policy. However, if a transfer is not possible, please write to us immediately giving full details. The cancellation will be subject to the following
charges:
- 56-29 days before your tour: 60%
- 28-15 days before your tour: 80%
- 14 days or less before your tour: 100%

The date of effective cancellation is calculated on the day of receipt of written advice. If any cancellation brings the number of pupils below the minimum number required to qualify for a particular price, then the price will be adjusted accordingly.

Please note that cancellation charges may be reclaimed, via insurance, provided that the cancellation occurs within the terms of the policy - e.g. necessary cancellation due to injury or illness of the party member or parent or parental redundancy, etc.

5. Price Information
The exchange rate used for overseas tours and quoted below was published in “The Financial Times” on February 22nd 2010 £1 = 1.1558 Euros or 1.5227 US Dollars.

Prices for overseas tours by coach are guaranteed against any surcharge (except VAT), subject to payments being received by the due dates. If payments are not received by the due dates, your tour may be subject to surcharges on currency, unforeseen increases in transportation costs and seaport charges, in addition to any surcharges resulting from governmental action.

For tours by air, prices and flight details (if information has been released by airlines) will be confirmed at the time of making a provisional booking, but are subject to a surcharge on the following items: currency, government action, enforced increases in labour costs, aircraft fuel, overflying charges, airport charges and increases in air fares.

In all cases where a surcharge is applicable we will absorb an amount equal to 2% of the tour price, excluding any insurance premium, amendment fees and changes in VAT. Only amounts in excess of 2% will be surcharged with a £1 per person administration charge. If this means paying more than 10% of the tour price you will be entitled to cancel the tour plus a full refund of all money paid (minus insurance
premiums and any amendment fees incurred). Should you wish to cancel because of this, you must exercise your right to do so within 14 days from the issue date printed on the surcharge advice. You will be notified up to 30 days prior to departure if a surcharge is due on your tour.

Should the price of your tour go down, due to the charges mentioned above, by more than 2% of the tour cost, then any refund due will be paid to you. However, 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. Alterations & Amendments by You
Should you wish to make any changes to your confirmed booking, you must notify us in writing as soon as possible. Where we can meet your request, a fee of £25 per amendment will be payable together with any costs incurred by ourselves and any costs or charges incurred or imposed by any of our suppliers in making the change.
a) On tours by coach, additions to your party are usually possible at any time right up to the day prior to travel. However you must always check with us first. If any addition is made within 8 weeks of departure we reserve the right to charge an administration fee of £25 per amendment.
b) For tours by air it is the party leader’s responsibility to ensure that all names are given in full and exactly as shown on the individuals’ passport. This information is often required at an early stage of booking and some airlines may not permit name changes. Most however will treat name changes as cancellations and charge accordingly. We will pass these charges on to you. Once tickets have been issued or in the case of low cost carriers once names have been received, airlines will usually charge the full cost of the flight if a name is changed. If your final balance is overdue at the time of requesting this change this also must be paid in full before the change can be made.

7. If we are forced to change things
The arrangements announced in this brochure/price list/website or when quoted to you are given in good faith. Occasionally we have to make changes and we reserve the right to do so at any time. Most changes will be minor and all will be advised at the earliest possible date. In the unlikely event of it proving necessary to alter significantly or cancel your tour, we will offer a suitable alternative if available or 100% refund (within 14 clear days) if we are not able, in our opinion, to offer an alternative that is sufficiently comparable. Compensation will be paid as below, per full fare paying passenger, if we have to make a major change to your tour within eight weeks of commencement, unless the change is due to circumstances beyond our reasonable control, including but not limited to war, the threat of war, riot, civil strife, actual or threatened terrorist activity, act of God, industrial dispute, governmental action, epidemic, disease, adverse weather or natural or nuclear disaster:
- 56-29 days: 5% of tour price per person
- 28-15 days: 10% of tour price per person
- 14 days or less: 15% of tour price per person

8. Travel Tickets & Vouchers
These are valid in conjunction with the particular travel arrangements booked and the route specified. No refund can be made for lost, mislaid, unused, unendorsed or expired tickets, coupons or vouchers. Any details given are provisional and do not commit any airline mentioned to providing a service.

9. Liability
We will only accept responsibility for any personal illness, injury or death which results from the negligent (as the word is understood in English law) acts or omissions of any servant or agent, or any supplier working on our behalf in the provision of services or  facilities to you and whilst acting within the scope of their employment. We will also
accept responsibility for those elements of the tour arrangements which are under our direct control and for the acts and/or omissions of our employees, agents, sub-contractors and suppliers.

We can only be liable for the provision of special requests where we have confirmed their availability in writing beforehand.

Please note, however, that we do not accept liability for any air or sea carriers whose individual conditions of carriage apply and are often subject to international agreements. We cannot be held responsible for the loss of enjoyment or additional expenses due to delays or changes in any travel arrangements or other services which are caused by circumstances amounting to force majeure such as war, the threat of war, riot, civil strife, industrial dispute, actual or threatened terrorist activity, act of God, industrial dispute, governmental action, epidemic, disease, adverse weather or natural or nuclear disaster.

Our liability in all cases (except those involving illness, injury or death) is limited to 50% of the invoiced tour value per passenger in addition to a full refund.

We cannot be held responsible for the failure or inability of any equipment or computer programme to recognise or correctly to interpret or process any date as the true or correct date, or to continue to function correctly beyond that date.

Should you or any member of your party have the misfortune to suffer illness, injury or death during the period of your tour arising out of an activity which does not form part of the arrangements made by us, we shall, where appropriate, give you every help that we can by way of initial assistance, including initial legal costs associated therewith, up to a maximum value of £5,000 per booking form. You must request such assistance within 90 days from the date of the misadventure and in the event of there being a successful claim for costs against a third party or there being suitable insurance policies in force, the costs incurred by us shall be recoverable from you.

10. Complaints Procedure
If there is any problem with your tour, we want to be the first to hear about it. It is essential that you contact your PGL Tour Leader as soon as possible so that we can try to rectify the situation on the spot. In the unlikely event that the matter remains unresolved, please write to us immediately on your return and we will do our utmost to find a satisfactory solution. Notice in writing of any claim or dispute must be received by us within 28 days of the date on which the tour ended.

If any dispute on a tour booked with PGL Travel Limited cannot be amicably settled, it may be possible to refer it to arbitration under a special scheme arranged by the Institute of Arbitration in conjunction with the Association of British Travel Agents. This scheme provides for a simple and inexpensive method of arbitration on documents alone, with a restricted liability on a customer in respect of costs. The scheme does not apply to claims for an amount greater than £5,000 per person. There is also a limit of £25,000 per booking form. Neither does it apply to claims which are solely or mainly in respect of physical injury or illness or the consequences of such injury or illness, except for small compensation claims for minor injury or illness subject to a limit of £1,000 per person. Application for arbitration must be made within 9 months of return from the tour. Further details can be supplied by ABTA on request.

11. Personal Property
Your personal property, including baggage, is your own responsibility at all times, unless any loss or damage is due to our negligence or failure to carry out our responsibility.

12. Supervision
Teachers and/or other adults accompanying the party agree to act ‘in loco parentis’ at all times and will adequately supervise all members of the party. Where applicable, this responsibility is delegated to activity instructors e.g. for activity sessions. It is the Party Leader’s responsibility to ensure that:
a) No group member under 18 (or the local legal age limit) consumes alcoholic beverages.
b) No group member smokes on coaches, in any accommodation, in any smoke free places or behaves in any other way which may cause a fire hazard.
c) All party members wear the lap belts provided for all journeys by coach. (Not always applicable to coaches sourced overseas)
d) No party member breaks a UK or local law.
These matters must be discussed with party members prior to your tour. If further details are required, please ask for a copy of the Overseas Tours ‘Code of Practice’ which includes a copy of our ‘Code of Conduct’ as well as a clarification of responsibilities for the supervision of visiting groups.

13. Travel Arrangements
Length of Tour
In brochure/website descriptions, PGL considers Day 1 as the day of departure from the UK port/airport for overseas tours. The final day is the arrival back at UK port/airport for overseas tours. For schools which have a long journey to and from the UK port or airport, such as schools from the North of England, Scotland and Northern Ireland, the actual number of days involved overall may be greater than the advertised tour length.
Coach Travel
For overseas coach tours, return coach travel from school is included for groups - subject to minimum numbers. Some supplements may also apply to groups travelling from the far north of Scotland. We use reliable operators offering modern, comfortable coaches with excellent back-up and breakdown cover. Our coach contract for all tour departures stipulates post 2003 vehicles in compliance with strict UK and EU Coaching Regulations including R66 roll-over protection. Coaches used on transfers to airports are contracted to be no more than 10 years old.
Please note the following details:
a) Use of coach: At overseas centres your coach is available to carry out your own choice of local visits and excursions, subject to EU drivers’ hours regulations. Please note, groups will be unable to use their coach on the afternoon of arrival in resort or on the morning of the day of departure from centre.
b) Drivers’ hours: All itineraries are agreed with coach companies prior to departure and adhere to strict EU driving regulations. All British coaches we use must be fitted with a tachograph to monitor driver hours.
c) Seat Belts in Coaches: By law, all British coaches transporting young people under 16 years of age are required to be fitted with lap belts. Coaches contracted by PGL will conform to this requirement. The Party Leader and other accompanying adults are responsible for ensuring that the lap belts are worn at all times during coach travel. Please note that coaches hired locally overseas are not yet subject to the same legislation, but they will comply with the country’s rules and regulations.
d) Overnight Travel on the Continent: On tours where overnight travel on the Continent is involved, we will provide an Executive Coach at no additional charge. This does not apply to (i) journeys commencing after midnight for arrival at the centre the same day, and (ii) groups joining the coach the evening before the first day of their tour because
of long journey times to the UK port.
e) Cross-Channel Arrangements: All cross-Channel arrangements are based on short-sea car ferry services or the Eurotunnel service (if requested) and are subject to availability. Unless instructed otherwise, we will book the most convenient crossing available for your group.
Air Travel
Flights booked may be operated by either a charter or scheduled service of a major airline. Flights will be in economy class. All overseas transfers are included; however transfers from school to a UK airport are not included but we will be happy to provide a competitive quote. Please note that: In accordance with EU Directive (EC) No. 2111/2005, Article 9, we are required to bring to your attention the existence of a
‘Community List’ which contains details on air carriers that are subject to an operating ban within the EU Community. Please refer to http://ec.europa.eu/transport/air-ban/list_en.htm
In accordance with EU Regulations we are required to advise you of the carrier or, if the carrier is not known, the likely carrier that will operate your flight at the time of booking. Where we are only able to inform you of the likely carrier at the time of booking, we shall inform you of the identity of the actual carrier as soon as we become aware of this. The UK departure airport, overseas arrival airport, carrier and flight timings shown in our brochure, on our website or in any other promotional material and detailed on your Booking Confirmation are for guidance only and are subject to alteration and confirmation. The latest route, timings and carrier will be shown on your tickets which will be despatched to you approximately two weeks before departure. You must accordingly check your tickets very carefully immediately on receipt to ensure you have the correct route, flight times and carrier. It is possible that UK departure airport, overseas arrival airport, carrier and/or flight times may be changed even after tickets have been despatched - we will contact you as soon as possible if this occurs. Any change in UK departure airport, overseas arrival airport, the identity of the carrier, flight timings, and/or aircraft type (if given) will not entitle you to cancel or change other arrangements without paying our normal charges except where specified in these conditions. If your flight is cancelled or delayed, your flight ticket is downgraded or boarding is denied by your airline in circumstances which would entitle you to claim compensation and/or another remedy from the airline under EC Regulation No 261/2004 - the Denied Boarding Regulations 2004, you must pursue the airline for any compensation due to you. All sums you receive or are entitled to receive from the airline concerned by virtue of these Regulations represent the full amount of your entitlement to compensation or any other payment arising from such cancellation, delay, downgrading or denied boarding. This includes any disappointment, distress, inconvenience or effect on any other arrangements. The fact a delay may entitle you to cancel your flight does not automatically entitle you to cancel any other arrangements even where those arrangements have been made in conjunction with your flight. We have no liability to make any payment to you in relation to the Denied Boarding Regulations or in respect of any flight cancellation or delay, downgrading of any flight ticket or denial of any boarding as the full amount of your entitlement to any compensation or other payment (as dealt with above) is covered by the airline’s obligations under the Denied Boarding Regulations. If, for any reason, you do not claim against the airline and make a claim for compensation or any other sum from us, you must, at the time of payment of any compensation or other sum to you, make a complete assignment to us of the rights you have against the airline in relation to the claim that gives rise to that compensation payment. If your airline does not comply with these rules you should complain to the Air Transport Users’ Council on 020 7240 6061 or via their website at www.auc.org.uk.
Baggage Allowance for Air travel
Full details of your baggage allowance will be printed on your tickets. Although subject to change, at the time of going to press most scheduled airlines allow 20 kilos per passenger for checked luggage and one small bag as hand luggage. Some low cost carriers limit the allowance to 15 kilos per passenger for checked in baggage. Your hand luggage may also be limited by size and weight and will be dependent upon the airline you are travelling with. Details will be advised along with your final itinerary.
Groups Travelling from Outside Mainland Britain
For parties from Northern Ireland and other off-shore locations inclusive arrangements start at the appropriate UK mainland port/airport. If the tour starts at a port/airport other than in the UK, a supplement may be payable for additional transport arrangements.
Timings and Itineraries
All itineraries, journey times, timings of ferry crossings/routes specified are given as guidance only and may be subject to change upon final confirmation.
Excursions
Excursions are an integral part of some overseas tours.An information pack about your tour containing detailed information on all places of interest will be sent after confirmation of your booking.

14. Passports & Visas
The Party Leader is entirely responsible for the completion of passport formalities and other personal arrangements which may be necessary such as visas. For information concerning individual and collective passports please visit the Home Office Identity and Passport Service website http://www.ips.gov.uk Collective passports for pupils aged 17 years or under are currently accepted in some, but not all, destinations in this brochure. For the most current information please refer to your tour organiser. Alternatively you can check with the relevant consulate for the country that you are
travelling to. The party leader and any additional party members not included on the collective passport must hold a full British passport. Please note that individual passports may be required if travelling on some low cost airlines as well as for some of the destinations featured. Some of the destinations featured in this section require a British citizen to obtain a tourist visa. For further information on the country you are visiting please refer to the Foreign and Commonwealth office website www.fco.gov.uk. Non- British passport holders are advised to check with the relevant Consulate/s with regard to individual visa requirements.

15. Health Matters
The Party Leader signing the Booking Form is entirely responsible for passing on any health requirement information to other party members. Party Leaders may wish to refer to the Department of Health leaflet T7.1 ‘Health Advice for Travellers’ which offers health information for all destinations. Copies are available from Post Offices nationwide. Although PGL’s extensive insurance covers the cost of emergency medical treatment abroad, we would still recommend that all party members travelling within the EU have a valid EHIC. It is the Party Leader’s responsibility to ensure that all members of their party are capable of fulfilling all aspects of the tour, particularly on treks which may include some high altitude walking. If it is felt that any member of the party is either not sufficiently fit, healthy or able to participate in or complete a tour without the health or safety of that person or any other person (including other group members) being endangered, the Tour Leader at any stage has the right to require them to leave the tour under the supervision of the Party Leader or other nominated adult member of the party.

16. Special Requests
Any special requests must be clearly notified to us in writing. We do our best to meet any special requests made by you and ensure that these are forwarded to the appropriate persons. We cannot guarantee, however, that special requests will be fulfilled and failure to do so does not constitute a breach of contract. Special requests will only be held to form part of the contract between you and the Company when they have been confirmed in writing to be guaranteed by the Company.

17. Ages & Additional Adults
a) Some of the tours contained in this brochure have a minimum age limit due to the activities included (and the relevant licences of the activity operators). It is the Party Leader’s responsibility to ensure that all members of their group meet the minimum age requirements in order to take part in all activities.
b) Prices are valid for pupils in full time education, aged up to 18 years on the day of departure unless otherwise specified. Pupils in full time education aged over 18 may be required to pay a small supplement. Details of supplements are available on request.
c) Accompanying adults over and above the free place allowance may join the tour at a supplementary charge, subject to availability of accommodation.
d) PGL reserves the right to re-cost the tour if more than 30% of the party is aged 21 years and over.

18. Additional Requirements
We are continually working to enable all young people to enjoy the many benefits of our tours. If members of your party have additional requirements, relating for example to disability, culture, diet etc, please provide full details at the time of booking. We will be pleased to undertake a fair assessment of service provision and identify appropriate resources with reference to such considerations as access, successful participation and health and safety.
 
19. Data Protection
We have measures in place to protect the personal booking information held by us. The contact details supplied, including postal address, telephone and email address, will only be used to fulfil tour administration and to communicate details of PGL’s and our associated companies products and services. The personal information supplied about party members will only be used to allow our employees, agents, subcontractors and suppliers to provide the promised service to our normal high standards.

20. Photography
We occasionally employ a professional photographer to take pictures for use in PGL promotional material. If any member of your group wishes NOT to appear in any such photography, please let us know prior to your tour.

21. Marketing
PGL may use your written feedback in promotional materials whether it reaches us in letters or on our feedback forms. If you do not wish to be quoted, please could you inform us on any written material you send us.

22. Website & Brochure Information
The information contained in this website and our Small Group Adventures brochure is accurate and correct as far as can be reasonably ascertained on the publication date, May 2010. If we ascertain ourselves or are notified of any subsequent changes to the details contained herein, we will advise you as soon as is reasonably possible.